Attending Business Meeting

Bonifasia Ekta Fima N., M. Pd.

Phrases in a Meeting: Meeting Preparation

 I’m trying to arrange a meeting for next week.

 Can you make Thursday afternoon?
 Could we make it Thursday instead?
 I don’t think we need more than two hours.
 I’ve booked the conference room for 2 o’clock.
 I’ll send you my draft proposal by Monday midday.
 Do you happen to know if the sales manager is coming?
Opening: Greeting
 Good morning / Good afternoon.
 I’d like to thank everyone for coming today.
 Hello, everyone. Thank you for coming today.
 First, I’d like to welcome you all.
 I’d like to welcome everyone.
 Since everyone is here, let’s get started.
 Let’s begin.
Opening: Introduction
 I’m Natasha. I’ll keep this meeting brief as I know you’re all busy
people.
 I’m Gabriel. I arranged this meeting because it is urgent.
 Let’s go around the table and introduce ourselves. Mr Leo, do you
want to start?
 Let’s introduce ourselves quickly - please state your name and
your company/division.
 I’d like to take a moment to introduce Carlo, from the public
relations department.
 Please join me in welcoming Mr. Jimmy, a consultant who will be
helping us with project management.
State the specific topic or objective of the meeting

 I've called this meeting in order to announce you about the policy changes.
 We’re here today to discuss about our new project.
 Our main goal today is to develop our business unit.
 Today I would like to outline our plans for improving employee performance
 There are three items on the agenda. First…, the second…, and the third…
 As you can see from the agenda, we’ll be talking about marketplace.
 Our main goal today is to determine the budget for 2022.Who would like to
take the minutes?
During the Meeting
 May I interupt? / May I have a word?
 Could I just say one thing?
 Excuse me, sorry for interrupting.
 I’m afraid that’s outside the scope of this meeting.
 I think we’ve spent enough time on this topic. Let’s move on to the next item.
 I’d like to hand it over to Wilson, who is going to lead the next point.
 I’d like to leave item three until the next meeting.
 What are your thought on this?
 I’d like to make a point.
 Of the fifty people I asked, only one didn’t agree with th idea.
 Does everyone agree?
 We made a very good case for changing the system.
 Unfortunately they rejected the nearly all of our proposals.
 Only one of our proposals was accepted.
Phrases in a Meeting: Closing

 Here are the main points covered during the meeting.

 I’ve attached the draft minutes of the meeting.
 Please check if I have left anything out.
 Let me quickly summarize the main points.
 It looks like we’ve covered the main items on the agenda.
 That will be all for today.
 If no one has anything else to add, then I think we’ll wrap
this up.
 Our next meeting will be on the beginning of August.
Setting up a meeting (by phone)

Mizone Hi, Kelly. I’m trying to arrange a meeting for next week.
Can you make Tuesday or Wednesday morning?

Kelly Tuesday would be fine. What time?

Mizone What about 9 o’clock? I don’t think we need more than 90

minutes.

Kelly I agree. Is Juan coming, by the way?

Mizone I hope so, but I haven’t asked him yet.

Postponing a Meeting (by phone)

Axel Hello. I hope this won’t cause you any problems, but I’ve
just spoken to Carlos and he can’t make Monday. Could
we make it Tuesday intead?
Romeo Just a moment. I’ll just check my agenda. Right, I’ve got
another meeting on Tuesday, but it should be finished by
12 o’clock. Could we meet at 1 o’clock just in case the
meeting overruns?
Axel Of course. I know Carlos will be pleased because he
didn’t want to miss the meeting.

Romeo Fine. See you on Tuesday afternoon. I’ll send you my

draft proposals by Monday midday.
Axel Thanks Romeo. Bye..
Seeting up a meeting ( a voice message)
Haico I’m sorry, I can’t take your call at the moment. Please leave
your message after the tone and I’ll get back to you as soon as I
can.

Irish Hello, Haico. It’s Irish here. I’d like to come over to
Shoppashop next week to see you and your team. There are
some things to discussrelatung to the arrangements for the
conference. Any day next week except Friday would suit me.
Could you check with your team and get back to me? I think
we’ll need about three hours. Look forward to hearing from you
soon.
Cofirming a meeting (by email)
Dear Irish,
I’ve spoken to my team and the best day for us is Wednesday. I’ve
booked the meeting room in my office and I’ll order some meal for
lunch. Let me know if you would like us to arrange anything
special for you. Otherwise I’ll see you in the office at 12.30.

Regards,

Haico
Exercise: Match the two parts of the sentences
1. I’d like to leave point three a. are in favour of the changes.

2. The majority feeling b. and we can discuss details then.

3. You’ve all heard c. is that people want to work shorter hours.

4. Very few people d. I’ll expect to see you at 2 pm.

5. Bad news e. what Mary has said about this.

6. I’ll call you tomorrow f. until the next meeting.

7. Could you check the dates g. would suit me.

8. If I don’t hear from you, h. I’m afraid.

9. Any day except Monday i. and get back to me.