UPM-CALC/SEM1/2022-23/CEL2105/CM 2

CEL2105
SPOKEN COMMUNICATION FOR THE WORKPLACE
SEMESTER 1, 2022/2023
CLASS MATERIAL 2 (WEEK 2)

PREPARING FOR BUSINESS MEETINGS VIA VIDEO CONFERENCE CALL

Business meetings are sometimes conducted via video conference calls. There are some
crucial steps to take before using video conference call for a meeting. It is also important to
understand what the dos and don’ts of a conference call are.

Activity 1
List the steps to set up a video conference call.

Step 1: Create an agenda for the video conference call

Step 2:

Step 3:

Step 4:

Step 5:

Step 6:

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Activity 2
The following URL is on the dos and don’ts of a conference call. Watch the video and
complete the table below.

Video: https://www.youtube.com/watch?v=AvJE7l-SbnY

No The Dos The Don’ts

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10

11

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LANGUAGE EXPRESSIONS IN BUSINESS MEETINGS VIA VIDEO CONFERENCE CALL

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Activity 3
Complete the table below by adding other examples of language expression to set up,
postpone or confirming a conference meeting.

Pre-conference call

Setting a meeting ● I’m scheduling a meeting on ... (Day/date/time). Can you attend?
● I’d like to set a meeting on the ... (Day/date/time)

● ____________________________________________________

● ____________________________________________________

Confirming a ● I’m calling to confirm your attendance for the meeting on the …
meeting ● Could you please confirm that you can attend the meeting on
the ...?

● ____________________________________________________

● ____________________________________________________

Postponing a ● I’m afraid I cannot make it to the meeting this Friday. Could we
meeting postpone the meeting to next Friday?
● [Someone’s name] is presently in London. It is best that we
postpone our weekly meeting to a later date.

● ____________________________________________________

● ____________________________________________________

Activity 4
Complete the table below by adding other examples of language expression used in a video
conference call.

The conference call

Beginning a ● Are we all on?

conference call ● Can I ask that we all state our names, please?

● ___________________________________________________

● ___________________________________________________

Introducing ● Welcome everybody, my name is [your name] and I am the [your

oneself position].
● Hi, I’m [your name] and I’m the designer for GPLZ Video.

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● ___________________________________________________

● ___________________________________________________

Stating the ● Today I’m here to talk to you about…

purpose of the ● I’m delighted to be here today to tell you about…
conference call ● Firstly, I’ll talk about… or I’ll start with some general information
on…
● Then I will look at… or “then we’ll go over…

● ___________________________________________________

● ___________________________________________________

Giving apologies ● I’m afraid that [ absentee’s name] can’t be with us today. He /She
for someone who is ...
is absent ● Unfortunately [absentee’s name] will not be with us today
because he/she ...

● ___________________________________________________

● ___________________________________________________

Clarifying things ● Could you speak more slowly, please?

during a ● Could you repeat that, please?
conference call
● ___________________________________________________

● ___________________________________________________

Taking a break ● I need to leave for ten minutes. Is that okay with everyone?
from the ● Hold on, I’ve got another call waiting, I’ll be right back.
conversation
● ___________________________________________________

● ___________________________________________________

Returning after a ● [Your name] here. I’m back on the line again.
break ● [Your name] just coming back in here, thanks everyone.

● ___________________________________________________

● ___________________________________________________

Accidentally ● Sorry, I interrupted you. You were saying…?

speaking over ● Please go on…
somebody and
asking them to
continue ● ___________________________________________________
speaking
● ___________________________________________________

Signal phrases ● Am I to understand that…?

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for when you ● Sorry, but just to clarify…

have a question
● ___________________________________________________

● ___________________________________________________

Agreeing with ● That’s an excellent point [person’s name], I totally agree with you
people on that.
● Okay, I think we are all on the same page here…

● ___________________________________________________

● ___________________________________________________

Disagreeing with ● I’m sorry but I think you may have that slightly wrong…
people ● From our perspective, it’s a little different. Let me explain.

● ___________________________________________________

● ___________________________________________________

Negotiating ● I understand that we can’t do that, but can we discuss some

successfully other alternatives?
● I hear what you’re saying, but our bottom line is very clear on this
one.

● ___________________________________________________

● ___________________________________________________
___________________
Ending the
conference call ● Well, that brings us to the end of the meeting, thanks so much for
listening.
● It was a real pleasure being here today. Goodbye and thank you.

● ___________________________________________________

● ___________________________________________________

Planning for ● Are you free to talk again next week?

Future Meetings ● When can we talk about this again?
● How does 2:30 p.m. Thursday sound?

● ___________________________________________________

● ___________________________________________________

Activity 5
Role-play the following situation (conference call).

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Situation:

● You are the sales manager of DHL.

● You want to arrange a meeting regarding last year’s poor sales performance.
● You decide to make a conference call to two other sales executives in Singapore to set
up the meeting.
● You are required to discuss the following in the conference call:
- purpose of the call
- agenda
- time, venue and date
- expected participants
- related documents
- equipment required
- food and beverage

Task:

● Form a group of 3 members.

● Assign the role of the sales manager and the two sales executives.
● In your group, discuss and write out the dialogue for the conference call in the space
given.
● Use the language expressions in Activity 4.
● Role-play the dialogue.

Dialogue for Role-Play

Dialogue for Role-Play

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