Meetings in English

laptop into this power socket?
    Offering help
Are you okay with that? Do you need any help at all?
Can I give you a hand with setting that up?
Do you need an extension lead for your laptop?
Just a moment – I'll ask someone from technical support to come and give you a hand with that.
Useful vocabulary
    to give/pass on regards to sb: Grüße ausrichten, grüßen lassen
    to give/lend sb a hand: helfen

Conducting a meeting
    Besides playing a key role in preparing the agenda, the chairperson gives structure to the meeting itself. He or she provides a framework for discussion of the agenda items by performing the formalities at the start, throughout and at the end of the meeting.
    In this chapter, you will find more information on
opening the meeting (page 48),
guiding the discussion (page 51),
bringing about a decision (page 56),
closing the meeting (page 57).
    Opening the meeting
    The main task of the chair is to make sure the meeting runs smoothly. He or she opens and closes the meeting, manages time, facilitates conversation, assigns tasks and summarises what was achieved during the meeting.
    Example: the start of the meeting
    Chair: Good afternoon, everyone. Before we start, Susanne Braun has asked me to pass on her apologies: unfortunately she can't make it today as she's attending the sales conference in Athens. I would also like to introduce David Barnes from ABC Europe who has flown in from Brussels to join us today. David, could I ask you to tell us briefly about your role in the project?
    DB: Yes, thank you, Stephan. I'm heading up the project team in Brussels. We're a team of six and we're dealing with the logistics side of the product launch in Europe.
    Chair: Great, thank you, David. For David's benefit, could we all introduce ourselves, going anti-clockwise around the table?
    [Round of introductions]
    Chair: As you all know from the agenda, today's objective is to agree on the packaging for the new product. Now, we do need to make sure we finish on time this afternoon so that David can make his evening flight back to Brussels. We've allowed 15 minutes for each item on the agenda and a further 20 minutes for questions at the end. So, shall we get straight on with item one?
Useful phrases
Good morning, ladies and gentlemen. Thank you all for joining us today. Shall we make a start? [Formal]
Good morning, everyone. Thanks for coming. Shall we get down to business/get the ball rolling? [Informal]
    Introductions and apologies
    At external meetings where the participants do not yet know each other, the chair is likely to start by making formal introductions or asking the participants to introduce themselves.
Useful phrases
Perhaps we could start by introducing ourselves, moving clockwise around the table?
For those of you who haven't yet had the chance to meet, I would like to start by introducing …
Our presenter today is Sarah Hughes. Sarah is going to talk to us about …
On my left is …
Also joining us is …
I have received apologies from David Smith, who is unable to join us today, and Fred Burnes, who will be arriving a little late.
Has anyone seen Martha? She's supposed to come, too.
How to say „I'm sorry“
    Whether to use „apology“ or „excuse“ depends on the situation. In a meeting, you use „apologies from Paul“, meaning that Paul was unable to attend. An „excuse“ can also be used in the sense of the German „Ausrede, Vorwand“. In formal English you would say, „I apologise for being late“, in informal English „I'm sorry I'm late“. In both cases, you would add the reason for being late, eg: „My plane was delayed“.
    You use „excuse me“ to catch someone's attention, eg: „Excuse me, could you pass me the coffee, please?“ „I beg your pardon?“ or „Pardon?“ are formal ways of stating that you haven't understood what someone was saying. In informal situations you simply say „Sorry?“.
    Introducing the agenda and the objectives of the meeting
Useful phrases
As you know, we're here today to discuss …
The objective/purpose of today's meeting is to reach agreement on …
Does everyone have/does anyone need a copy of the agenda?
We have approximately 15 minutes for each point on the agenda.
So, moving onto the first item/point on the agenda, …
    Initiating the discussion
Useful phrases
The first agenda item – renewal of company insurance – was put forward by Jill Baker. Jill, would you like to start us off?
Simon, you put forward item three on the