Meetings in English

minutes to give everybody a chance to collect their thoughts, to find some more information or simply to stretch their legs.
    Creating rapport
    If you want to stress the group feeling and convey an atmosphere of cooperation, you should use the we-form. It includes everybody in the group and helps create rapport with the participants. That's why you should say „ We think this is a viable suggestion“ instead of „ I think this is a viable suggestion“.
    Example: directing a TC
    A: Bridget, would you kick us off, please?
    B: Well, this is a great way to cut a lot of unnecessary spending.
    My figures show that we can save a lot of money.
    C: Can I just come in here? That reminds me – we can't ask Marketing to organise the event again. It's unfair.
    A: Sorry, Tanya, but I think this is a bit of a sidetrack. Let's try and keep to the agenda, okay?
    C: Of course.
    B: As I was saying, outsourcing the event organisation can really save a lot of money. It's obvious, if you ask me.
    A: What do the others think? Is there anything else we should consider? Nothing? Okay. We seem to have dealt with the outsourcing issue. Let's move on to the website. We've budgeted 6,500 dollars to redesign it. Peter, what do you think?
    D: Well, obviously we need to make cuts and this would be less painful than many of the others. But we really have to prioritise PR because this is the bread and butter of our business. Perhaps we can consider a limited redesign?
    C: I agree.
    B: I do, too. You know, Peter, speaking of the website, you should really consider using a different designer this time. I don't think the last one did a good job at all.
Useful phrases
Bridget, what do you think?
Perhaps Maria could make a start with her opinion on item six?
I need to hear your opinions about the new structure. Can we go round the group quickly? Franz?
Thank you, Elke – Mark?
Marty, I think Bridget wanted to add something? Go ahead, Bridget!
Sorry, Toni, but I don't think this is really our topic today. Can I ask you to come back to the issue at hand?
Sorry, Lisa, but we said five minutes only for the review of the minutes.
You've only got three minutes left, Marén. Could you speed your report up a little, please?
Dörte, sorry to interrupt, just to remind you that we only have ten minutes left to wrap up the call.
How about taking a ten-minute break here? Shall we reconvene at 12.45?
    Documents are usually distributed by email before the TC. If you need to refer to them, you can use the following phrases:
Could you all turn to page three, please?
Have you all got a copy of the contract to hand?
You'll find the total sum at the bottom of the page, on the right/in the bottom right-hand corner.
    Ending a telephone conference
    Wrapping up a TC involves the same elements as a normal meeting: summarising results, allocating action items and defining the next steps, including a time for the next meeting (see p. 57).
Useful phrases
Let me sum up the arguments for and against outsourcing.
If I understood right, most people were in favour of Bangalore as the location for our new subsidiary.
    Feed backon the TC
    If telephone conferences are held on a regular basis, it is useful to ask the participants for their feedback on how the TC worked for them. The results can then be discussed at the beginning of the subsequent meeting or beforehand by email. Improving how TCs are run will ensure their ongoing success. The feedback should cover the following questions:
Did the technical equipment work well?
Were the timings adhered to?
What could be done better?
What should we continue to do and what should we stop doing?
What should be avoided?
    Checklist: TC dos and don'ts
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Introduce yourself the first time you speak: „Hello, everyone. My name is ... and I work in the ... department.“
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Make small talk to give the other participants a chance to „tune in“ to your voice and way of speaking: „How is the weather over in California? It's rainy here in Munich.“
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When introducing yourself, mention something personal plus a memory hook so that the others will remember you better.
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Speak slowly, clearly and concisely. Use your voice actively, as people cannot see your facial expression.
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Use your name every time: „This is John speaking ...“
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Describe your body language, for example: „I'm shaking/nodding my head here.“
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Announce that you are leaving or returning after a break, for example: „This is John speaking, I am about to leave