Moving through the agenda and summarizing the discussion Opening a videoconference Teleconferencing

1. IEN 312 ENGLISH FOR
BUSINESS MEETINGS
A.Warisa Suksomboon
Week 6

2. Key roles
• The chairperson
• Responsible for ensuring that meetings are run effectively and
efficiently and starting and ending on time and involving members
in the decisions and discussions.
• The secretary
• Helps the chair and is responsible for legal record of decisions and
group memory.
• Ensure the meeting minutes are prepared.
• Members
• Keep their discussion focused, and participate in the decision
making.

3. Agenda
• An agenda is a step-by-step outline of the topics to be
discussed at the meeting. The chair need to ensure that
critical items are discussed first, with the appropriate time
allowed.

4. Moving through the agenda
• Meetings in most cultures generally have an agenda. In
some cultures people like to ‘walk’ through the agenda
item by item, with fixed timing for each topic. In others,
people prefer to be more spontaneous and ‘jump’ from
one item to another and then back again.

5. Clarifying the agenda
• I’d like to say a few words about the agenda.
• The aim of this meeting is…
• Can I ask you to look at the agenda?
• Under item 2, I’d like to talk about…
• After that, under item 3 we need to focus on…
• Fourthly, I will clarify salary and expenses.
• Following that, the fifth item is to decide who does what
and when.
• The finally, under any other business I’d like to mention a
new development.

6. Opening items on the agenda
• OK then, let me talk you through item two.
• Can we move on to the next item?
• Let’s turn to the next item.
• OK, so that brings us to the next item.
• So, shall we turn to item three?
• Let’s take up the topic of…
• That brings us finally to any other business.

7. Closing items on the agenda
• Does anyone have any further questions at this point?
• I think that ties up that topic.
• That covers that item.
• Well, I think that’s all we need to say about that issue.
• So, any more questions at this point?

8. Summarizing the discussion
• Review the action sheet. This ensures that the people
who are assigned a task are clear on their responsibilities
and timelines.
• Confirm the date, time and location of the next meeting.

9. Meeting agenda
• Introduction
• Monthly sales report (Oliver Mckeys, a sales manager)
• Monthly collection report (Gary Clark, a finance manager)
• Individual monthly report
• AOB
• Lunch

10. Conference Agenda
8:15 to 10:15 am Opening session: Blueprint for success
John Garcia, Vice President, Global Sales
Linda Wilson, Director of Sales, Asia-Pacific
10:15 to 10:30 am Break
10:30 am to 12:30 pm Building to Sales – Making the Foundation Strong
Peter Parker, Director, Sales and Marketing Operations
Anna Hall, Sr. Sales & Marketing Associate
12:30 to 1:30 pm Buffet lunch
1:30 to 2:15 pm Competition Defenses
2:30 to 3:30 pm 2014 Sales Objectives
3:30 to 3:45 pm Break
3:45 to 5:15 pm Asian Markets and Expansion Strategies
Linda Wilson, Director of Sales
7:00 to 9:00 pm Cocktail and dinner cruise on Chao Phraya River

11. Coping with technology
• First-hand experience of using IT varies greatly from
country to country and company to company. Age can
also be a factor: generally, the younger people are the
more familiar they are with new technology.

12. Teleconferencing
• What are the problems with teleconferences?
• How can you improve communication at teleconferences?

13. Teleconferencing
• Teleconferences can be difficult. Because you can’t see
each other, there’s more opportunity for misunderstanding
and it’s harder to interact and express your opinion
naturally. If you lead the teleconference, you need to pay
more attention to ‘process’ than you would in a normal
meeting.

14. Guidelines in teleconferences
• Preparation
• Prepare some items before the teleconference starts. Remember to
send out any handouts or information early and create a clear
agenda with timings. Give everyone clear instructions including
numbers and access code.
• Timing
• Discussion in teleconferences can take longer than in a
conventional meeting so it’s better to have a short agenda.
• Joining the teleconference
• The person leading the teleconference should be there first in order
to welcome the other participants. As each person joins, say who
has already joined and who else is expected.

15. Guidelines in teleconferences
• Controlling the teleconference
• If you are leading the teleconference, make sure only one person
speak at a time. Say people’s names before you ask them to
comment.
• Participating in a teleconference
• Speak clearly. Because the other participants at a teleconference
can’t see you, you can’t use body language to indicate that you
want to speak. You need to interrupt clearly and to say who you are
before speaking.

16. Videoconference

17. Checking the equipment
• Can I check a few technical details?
• Is your microphone working OK?
• Can you all hear me?
• Is anybody having problems with the sound or picture
quality?

18. Commenting about the equipment
• The picture is very dark.
• The picture is fine.
• I can see you clearly
• The sound is crystal clear.
• The sound is a bit crackly.