Devi Milania 1802109046

4B

HOW TO CHAIR IN A MEETING

These are steps how to chair in a meeting, each section has a lot of useful language to learn
and practice.

Part One : Welcoming atendees and starting the meeting

1. Get the atenddees’ attention. Before the meeting starts, we have to make surre that
everyone is paying attention. We could say
 If i could have your attentio ,please
 Good afternoon everyone
 Could i have your attention,please
2. Welcome the attendees .Remember that you’re the chair, so you need to take charge
and lead the meeting by make a strong start to your meeting by using emphasis in
your voice.Ater you have everyone’s attention, its time to welcome the attendees and
get things started. Here are some good general phrases to use
 I’d like to welcome you all here today,now lets get down to bussines (get
down to bussines means that begins the important information)
 Thank you all for coming,perhaps we can make a start
 Thanks everyone and welcome to today’s meeting.Lets begin
Introduce the topic and outlYou could also introduce yourself, if there are other
presentersin the meeting,this is also the time to unntroduce them. For example
 I’d like to welcoe you all here today, my name is Devi and i’m the Marketing
manager, and this is Daniel and he’s the head of the design department, now
lts get down to bussiness.
 Thank you all for coming, My name’s Gina and i’m the Marketing
Manager.I’m sure you all know Dasha, who’s in charge of web
content,=.Perhaps we can make a start.
Part Two : Introducing the topic and outlining the agenda

3. Introduce the topic and outline your agenda. After you have welcomed everyone to
the meeting, you want to make sure they have a clear idea of what you’ll be
discussing.

First, you want to introduce the overall topic of the meeting, then introduce the agenda of the
meeting: all the key points you will bbe discussing. These are usefull when discussing an
agenda :

 Today’s meeting is about....we’ll talk about...

 The aims of this meeting is to.... we’ll go over... (go over means to analyze at
something carefully)
 In today’s meeting we’ll cover...

Part Three : Getting through the agenda

How you do this depends on what you are talking about, but there are some general rules that
you can always use:

4. Introducing your first agenda item

 So, let’s starts with....
 The first item on the agenda today is....

An then you will discuss the agenda. After you’ve discussed this first topic, you need to let
the atendees know that you’ve finished and the discussion should move forward.

5. Moving between agenda items

A simple closing statement will be good, such as :

 I think that covers the first, or second or third item

 If nobody has anything else to add, we can continue on to the next item.

Now, how to move to the next agenda , here are some useful phrases for this :

 Let’s move on to the next item..

 Now we come to the...
 The final item agenda is...
Part Four : Inviting attendees to participate

As chair, one of your responbilities is making sure attendees get a chance to express their
ideas and take part in discussions

6. Inviting participation

These are good phrases to make sure all attendees have a chance to participate

 .......,whats your opinion on this?

 Would you like to share your thoughts on this question?
 Could you add anything to our ideas here?

When you want to hand over to another attendee, you can use phrases like:

 ......., would you like to introduce this item ?

 I’d like to turn it over to..... who is going to lead in the next point.

The problem here is what if some of the attendees talk too long, or start going off-topic?

Part Five : Dealing with distructions and staying on topic

You need to keep people focused on the agenda and avoid distractions

Interrupting politely

 Let’s not get too far off-topic here.

 We can discuss that et the end if you feel its important.
 I dont think that’s relevant to today’s discussion.

Moving a topic to another day

If someone talks about the topics that would be good to discuss, you can use these phrese

 I think we shoould shelve it untel next time

 Good point, but let’s table it until the next meeting
Part Six : Summarizing and concluding the meeting

Once you finished the discussing everything, you need to summarizing your main point

7. Summarizing
 Before we close, let me just summarize the main points
 To sum up...
 In Brief,..
 Shall i go over the main points?
8. Concluding

To finish, simple phrases like these are affective

 OK, it looks like we’ve covered the main items for the meeting today
 Right, thats all for today’s meeting.
 Is there any other business?
 Are there any questions before we finish>

Dont forget to ask if there are any final questions from the attendees. This will help them to
clarify anything they didnt understand and make any final points.