Conducting a Meeting (Adv)

Summary

Students will learn how to manage a meeting in English.
Student Level: 
Advanced
Unit Group: 
General Business - Meetings

Warm Up (5 mins)

What "ground rules" do you think people should follow when they are in a meeting e.g. arrive on time, don't use cell phones etc.

Have you been to a meeting that you feel wasn't very productive? Why was the meeting a failure?

Listening (5 mins)

Watch the following video.

1. What does the presenter say that the meeting leader should do in the first 5-7 minutes of the meeting?

Reading Comprehension (10 mins)

Read the following article.

1.Describe in your own words what a meeting chairperson should do in order to conduct an effective meeting.

Conversation Skill (10 mins)

Meeting Related Idioms (I)

Conversation Skill Point: 

There are many idioms which you might hear concerning the planning, conducting or follow up of meetings.

It is important to know what they mean and how to use them effectively yourself.

Idiom

Meaning

Example

To get the "green light"

To get approval to begin something

The President gave the green light for this campaign to begin in April.

To "dust off" plans

To re-examine old plans that were previously halted

Now that we have more money in the budget we should dust off some our previously successful advertising tactics.

To "mothball" something

To suspend or post-pone some course of action indefinately

It was a fantastic investment opportunity but unfortunately we had to mothball it due to the economic downturn.

To "rubber stamp" something

A formal approval process (usually just a bureacratic step)

Everyone from the President down thinks this is a great idea. We are just waiting for the budget committee to rubber stamp it before we begin.

Choose the correct idiom to complete these sentences.

green light moth ball dust off rubber stamp

1) If you want to hire more staff you should __________ some of the resume's we received 6 months ago.

2) We've agreed to purchase supplies from XYZ company, just as soon as they __________ our credit application.

3) The board of directors has given the __________ to make a bid for this project.

4) Although the new product trial results look promising we will have to __________ those plans until some time after the company restructure.

 

Try to make some original sentences using these idioms.

 

Vocabulary (5 mins)

Word or expressionMeaning
minutesList of objectives to cover in a meeting
consensusRaised hands to express an opinion in a vote
addressFinish discussion
agendaChairperson's first words at a meeting (i.e. welcome, introductions)
wrap upTalk about
show of handsA written record of of what was said at a meeting
opening remarksGeneral agreement

Role Play (15 mins)

CharactersDialogue

Case Study (15 mins)

Imagine you are responsible for conducting a meeting with your team.

1) The purpose of the meeting is partly information sharing. You wish to advise your team members about the status of various on-going issues.

a) Your organization has been discussing a merger with another organization nearby. However it has been decided not to pursue those negotiations any further at this stage.

b) Your division head has told you that your team can go-ahead with planning some internal training courses.

c) Your President has asked the team to re-examine some expansion plans that were previously suspended due to a staff hiring freeze.

 

2) The meeting is also partly for the purpose of brain-storming creative ideas.

Your President has asked every team in the organization to generate some new ideas for how to save money.

 

Open and close the meeting in the correct style. Conduct the meeting and try to incorporate suitable idioms into the information sharing phase of the meeting.

Extension Activity

How do you think the quality of meetings could be improved in your organization?

If a meeting is not effective, do you think it is the chairperson's fault? Why or why not?

Review and Quiz (5 mins)

Do you have any questions about this lesson?

What did you learn today?

Did you learn any new vocabulary or expressions?

Ask your instructor for tips on how you can improve your English.

Finally, don't forget to take the quiz after all your lessons are finished today.

Thank you !