Meetings in English

participants and the items on the agenda. Then either take the laptop with you to fill in the key words during the discussion (to be formulated in full later on), or write them down on a sheet of paper and complete the minutes after the meeting.
    Very often, initials are used to refer to participants who made a contribution or who are to carry out an action point. If you generally find it hard to remember people's names, make a habit of taking a brief note of their seating position during the introductions at the beginning of the meeting. It is best to write the names on a piece of scrap paper in the seatingorder. Use the attendance list to check if all the names are spelled correctly.
Writing style
    As a rule, the style is impersonal and concise. There are two ways of writing the minutes: one follows the chronological sequence of what was discussed, the other sticks to the written agenda (see examples, pp. 92–94).
    It is a good idea to stick to the format, style and content of the minutes which were written for previous meetings. Every organisation has its own conventions.
    Variations for the word „say“
    A repetition of „he said“ sounds boring after reading it for the third time, so try some variation using the following verbs: mentioned, explained, confirmed, agreed, suggested, proposed, asked, introduced, discussed, reported, reminded, read out, indicated, pointed out.
    Checklist: the minutes
In general, the minutes contain
•
place and date of the meeting,
•
names of participants: present (also when they left, if they leave early) and absent,
•
subject of the meeting,
•
approval of the last minutes,
•
items on the agenda: discussions, outcomes, action items, who they are assigned to, deadlines,
•
any other business (AOB),
•
date, time and place of the next meeting.
Useful grammar
    The minutes are generally written in the past tense. If reference is made to the future („will“ or „going to“) or the present, these tenses may also be used.
    Another convention is to use the passive:
No extra expense to be incurred without prior consent by the board.
Session to be coordinated by John.
    However, it is modern style to substitute as many unnecessary passives as possible with an active sentence structure. „It was mentioned by John that …“ sounds better if it is changed into an active sentence: „John mentioned that …“
Useful vocabulary
    approach: Ansatz
    tangible: greifbar
    shorthand: Stenografie
    allotted: zugeteilt, zugewiesen
    to stick to sth: sich halten an
    revamp: neue Aufmachung
    costs are incurred: Kosten entstehen
    Following up the meeting
    After the meeting, each role has its own duty to fulfil.
The minute-taker has to get back to the attendees with the minutes in order to communicate the allotted tasks to the persons concerned.
The chair has to follow up to ensure that all the agreed action items are carried out.
The owners of action items should
complete them asap,
report back as agreed,
liaise with others, if necessary.
    Example: email with attachment
    Subject: Minutes of the Steering Committee Meeting
    Dear all,
    I am writing to thank you all again for the fruitful meeting last Tuesday. Please find attached the minutes as well as the updated contact list.
    Could you please get back to me asap regarding the time and date for the next meeting? John suggested the 20 th at around 7.30 p.m. Please let me know if this is convenient.
    I look forward to seeing you again soon.
    Best regards,
    Lisa
Useful vocabulary
    scrap paper: Schmierpapier
    asap (= as soon as possible): so bald wie möglich
    to liaise: Kontakt aufnehmen

Special types of meetings
    With the advent of new technologies, new types of meetings, such as videoconferencing, became possible and more widespread. Project management, too, has given rise to new categories of meetings, as have creative techniques. Negotiations and customer meetings have become more global in terms of attendance, requiring greater cultural awareness and thought than meetings with your fellow nationals.
    This chapter helps you find out about the particularities of
meetings with customers (page 102),
negotiations (page 105),
briefing and brainstorming (page 111),
jours fixes and kick-offs (page 114),
telephone conferences (page 116).
    Meetings with customers
    Getting in touch
    Whether you meet the customer at their offices or at yours, make sure you make an appointment well in advance. Be prepared to offer several alternatives to suggest a