Planning a Meeting (Beg)


Students will discuss how to effectively plan business meetings.
Student Level: 
Unit Group: 
General Business - Meetings

Warm Up (5 mins)

Imagine your boss wants you to PLAN A MEETING to discuss your end of year party.

What things do you need to decide BEFORE the meeting?

Listening (5 mins)

Listen to the audio and answer the questions.

1. Who does the speaker ask to reserve meeting room B?

a) Jim

b) Jeff

c) Carol

2. Who does the speaker ask to be the time keeper and record the meeting minutes?

a) Carol

b) David

c) Jeff

3. Who does the speaker ask to send an email to invite all team members?

a) David

b) Carol

c) Jeff

Reading Comprehension (10 mins)

Read the following article.

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

Grammar (5 mins)

Modal verbs "can" vs "should"

We often use "can" to ask for permission and to give permission.

We use "should" to ask for advice and to give advice.



Can (asking for permission)

Can I talk to your boss, please?

Can (giving permission)

You can have a meeting with him at 11am.

Should (asking for a recommendation)

Should I reserve a table at that restaurant?

Should (giving a recommendation)

You should make a reservation because it is very busy on Friday nights.

Use "can I" or "should I" to make sentences in the following scenarios.

1) You see an empty seat in a crowded stadium. Ask if it is OK to sit there.

2) You need to send a package. Ask for advice if you should send it by express delivery service.

3) You want to have a meeting next Monday. Ask if it is OK to plan a meeting on that day.

4) You want to visit Thailand for a vacation. Ask for advice if you should go there in July.

Vocabulary (5 mins)

Practice - Common two-part verbs
Please send _______ the invitations at least one week before the meeting.
I would like you to look _______ the agenda and tell me if there is something you want to add.
Our team has put _______ a short presentation for the meeting.
The President has an unexpected business trip tomorrow so we need to put ______ the meeting date.

Complete the above sentences using the words from the list below.

over off out together

Try creating original sentences using these two-part verbs.

Role Play (15 mins)

Shouta:[*phone rings*] Hello, Production Department. This is Shouta speaking.
Maxine:Hi Shouta. It's Maxine from Accounting. How are you, today?
Shouta:Oh hi, Maxine. Pretty good, thanks. How about you?
Maxine:Not bad. Do you have a minute?
Shouta:Sure. What can I do for you?
Maxine:I would like to invite you to a meeting to discuss the budget.
Shouta:Sounds good. Can we discuss the projects our team would like to start next year?
Maxine:Definitely. If you email them to me I will put together the agenda.
Shouta:Have you reserved a meeting room, yet?
Maxine:Yes, I've booked Meeting Room "C" for 2pm on the 15th of January. The meeting will take about one hour.
Shouta:I will be there. Thank you.
Maxine:Excellent. I will send you the agenda to look over.
Shouta:Great. See you then, Maxine.

Imagine you need to invite a co-worker to a meeting.

Practice the role play again, this time substituting your original details.

Extension Activity

Do you prefer to have meetings in the morning or the afternoon? Why?

Does your organization have special meeting room? Describe them.



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 !