Planning a Meeting (Adv)


In this lesson students will discuss how to effectively plan business meetings.
Student Level: 
Unit Group: 
General Business - Meetings

Warm Up (5 mins)

Imagine you are in charge of a meeting to plan an end of year party for your organization.

Who would you invite to the meeting and why?

Listening (5 mins)

Watch the following video.

1. What should a meeting organizer do on the day of the meeting?

Reading Comprehension (10 mins)

Read the following article.

1. Explain in your own words the steps of planning a meeting.

2. When would it be best NOT to schedule a meeting to discuss an issue?

Conversation Skill (10 mins)


Conversation Skill Point: 

Eliciting is the conversation skill of getting others to share their ideas or information.

Many useful eliciting techniques can be used in interviews or brain storming meeting situations.



Bracketing - Provide a high and low estimate in order to entice a more specific number.

“I assume rates will have to go up soon. I’d guess between five and 15 dollars.” Response: “Probably around seven dollars.”

Confidential Bait - Pretend to divulge confidential information in hopes of receiving confidential information in return.

“Just between you and me…” , “Off the record…”

Feigned Ignorance - Pretend to be ignorant of a topic in order to leverage the other person’s wish to educate.

“I’m new to this field and could use all the help I can get.” , “How does this thing work?”

Flattery - Use praise to coax a person into providing information.

“I could never handle a project like that. You must be really clever."

Macro to Micro - Start a conversation on the macro level, and then gradually guide the person toward the topic of actual interest.

"The slow down in the economy is going to have an impact on our company. How do you think it will affect your department?"

Practice eliciting information from your instructor about his/her hobbies or interests.

Try to use some of the techniques above.

Vocabulary (5 mins)

Word or expressionMeaning
to have a minuteTo have a short amount of free time
stakeholdersPeople or parties who are interested in the outcome of some process
to make a meetingTo attend a meeting
agendaA list of key discussion points

Role Play (15 mins)


Case Study (15 mins)

Imagine that you have been asked by your boss to plan a meeting.

The purpose of the meeting is to review your organization's Human Resource Policies.

Your boss wants the meeting to brain storm some ideas about how to make the organization a more attractive place to work for everyone.

With your instructor, decide what needs to be done to plan for this meeting.

Points to consider:

- Meeting participants

- Meeting location, date and time

- Agenda for the meeting

Once you have planned all the details, practice calling one of the meeting participants and inviting them to the meeting.

Be sure to ask if there are any agenda items they would like to discuss in the meeting.

Try to use elicitation techniques to get ideas for discussion.

Extension Activity

Do you think that organizing a teleconference is similar to planning a face-to-face meeting?

What do you think is the same and what's different about the two kinds of discussion formats?

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 !