Ho Chi Minh City University of Foreign Languages and Information Technology

ENGLISH FOR OFFICE SKILLS

Instructor: LE THAO, MBA
Lesson 2. Can we make a start now?
Understanding the process of starting a meeting
• Saying hello and making introductions

• Starting a meeting

• Stating the objectives

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Roles of chairperson
• Time management (Being on time, Staying in control, Don’t spend to much time for
socializing )

• Explaining and making sure all participants know meeting’s objectives and agendas

• The ability to connect people participating in meeting

• Chairperson = coordinator (motivate; keep the meeting on track in the right direction, be democratic
in approach, solving problems)

• Participants = opinions’ contributors

• Giving people enough time to prepare for a meeting

• Taking notes and reviewing the meeting minutes

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Small talk is used to break the ice and create a relaxed atmosphere before the meeting begins

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Small talk (cnt.)
see How
Fine
very well

Have met

Pleased

meet
too
Let introduce

do you
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Small talk
Topics for small talk:
- Signature things of their country
or Vietnam
- Their feeling about food, hotel,
flight,…

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1. We’re meeting today to talk about the sales conference next month.
2. I have apologies from Cathy Roberts and Stuart Johnson.
3. I’m glad you could all make it today.
4. This is Edward Lincoln, one of our management consultants.
5. It’s great to see everybody.
6. Does everybody know Mario Maleta?
7. Our objective today is to look at the new advertising campaign.
8. Can we get started?
9. Unfortunately, June Wright wasn’t able to make it today.
10. So, let’s begin

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 Introducing other individuals
1. Before we begin, can I introduce Mr./Ms.
(name/position).…to you all
2. Before we start, I would like to introduce
Mr./Ms. (name/position)…
3. Before we begin, let me introduce…

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1. I have apologies from …..,…. and …….

2. Unfortunately, …. wasn’t able to make it today

3. …. has sent her apologies

4. …. can’t make it either

5. … can’t be with us today

“…”: Listing the names of absent individuals.

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1. Our objective today is to look at …..

2. As I said in the agenda I emailed last

week, we’ll be discussing …..

3. We’re meeting today to talk about…

4. We’ll be discussing …

“…”: discussed topics

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1. Can we get started?

2. So, let’s begin

3. Let’s get down to business

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Vocabulary
- Talk about
- Apology (n):/əˈpɑːlədʒi/
- to apologize: /əˈpɑːlədʒaɪz/
- Glad: /ɡlæd/
- Great: /ɡreɪt/
- Objective: /əbˈdʒektɪv/
- Aim: /eɪm/
- Unfortunately: /ʌnˈfɔːrtʃənətli/
- Agenda: /əˈdʒendə/

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PRACTICE

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Agenda

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Agenda
B

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Meeting Agenda (sample)
Date:…… Time:…. Location:….

No. Time Content Person in charge

1 …. 1. Welcoming

1.1

1.2

2 …. 2. Presentation

2.1

2.2

3 … 3. Discussion

4 … 4. Conclusion

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Stating the aims and introducing the agenda
Stating the aims Introducing the agenda

• Today’s meeting is about… • We’ll talk about…

• The aims of the meeting is to… • We’ll go over…

• "First on the agenda, we have..."

• "Next item is..."

• "Moving on to..."

• "Final item on the agenda is..."

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