Morale/Progress Meetings

Progress meetings are similar to strategy meetings, as they also occur before the deadline of a particular goal or strategy. However, this type of meeting focuses on progress made on the issue. The group leader opens the meeting by reiterating the goal or problem and quickly transfers attention to the groups or individuals and the tasks they were assigned. Participants report their progress, any snafus they have encountered or discoveries they have made. Group leaders should also use the latter half of these meetings to extend encouragement and boost morale.

7. Study the following vocabulary and answer the question: Why do we speak about the goal of each business meeting format and the purpose of a given meeting?

These nouns refer to what one plans to do or achieve.

Intention simply signifies a course of action that one proposes to follow: It is my intention to take a vacation next month.

Intent more strongly implies deliberateness: The executor complied with the testator's intent.

Purpose strengthens the idea of resolution or determination: "His purpose was to discover how long these guests intended to stay" (Joseph Conrad).

Goal may suggest an idealistic or long-term purpose: The college's goal was to raise ten million dollars for a new library.

End suggests a long-range goal: The candidate wanted to win and pursued every means to achieve that end.

Aim stresses the direction one's efforts take in pursuit of an end: The aim of most students is to graduate. An object is an end that one tries to carry out: The object of chess is to capture your opponent's king. Objective often implies that the end or goal can be reached: The report outlines the committee's objectives.

8. Complete the sentences by using each word once.

Intention, intent, purpose, goal, end, aims, object, objectives

1. The … of the game is to score the most points.

2. The … of the new resort is to attract more tourists.

3. She was unable to achieve her… .

4. He was charged with assault with … to kill.

5. He seemed to think that I was trying to cause problems, but that was never my… .

6. We've set specific … for each day.

7. Her primary/long-term … is to get a college degree.

8. Our ultimate … is to create something of lasting value.

9. Think of the suitable situation for each type of business meeting format.

10. Read the text and speak about the point you find the most difficult one. Effective English Business Meeting Tips

Business meetings are often challenging and more so for non-native speakers of English. However, being unable to express yourself fluently is an issue that is easily overcome with adequate preparation. Business meetings go better if you focus on the content you wish to convey rather than the perfection of your English. Besides, it is important to remember to communicate through the right body language such as making frequent eye contact, smiling, nodding to show agreement and frowning to show confusion.

Practice English Speaking

Get a copy of the meeting agenda, and prepare the content you wish to cover during the meeting. Note the points you plan to cover for easy reference. Find the right phrases to use, and practice speaking in front of a mirror a few times before the meeting. Think of questions people may pose, and prepare answers to these. If possible, carry out a role play with someone who is a native speaker of English to help polish your presentation.

Take Notes

Note the significant points made by speakers during the meeting. Separate matter that is irrelevant – asides, anecdotes and jokes – and focus on the key ideas. Write down only key words, leaving out prepositions, articles and other grammatical elements to save time. If you are not sure of a word someone used, write it down the way it sounded and highlight it so you remember to ask for a clarification later.

Clarify Doubts

Be alert during the meeting, and concentrate on what is being discussed. At any point, if you don't understand something, don't hesitate to ask for a clarification from the chairperson. Make use of phrases such as "I didn't understand your point about... . Would you mind clarifying it?" If there are several points being discussed in the meeting, ask for a summary of the ones that are relevant from your point of view.

Practice Handling Interruptions

During meetings, it is common for people to interrupt someone who is speaking. Learn how to handle these interruptions in an assertive, yet polite manner. Use phrases such as "If you don't mind, I'd just like to finish this point" or "Actually, I have almost finished. Just let me add one more thing before we come to your point." In cases where you wish to interrupt someone, wait for a natural pause in the conversation, and then say, "May I make a point here?" or "While on this topic, I'd like to say...."

Prepare for Formalities

If you are chairing a business meeting, it helps to prepare a few formal phrases that are commonly used in business meetings. Meetings usually begin with welcoming people and stating the purpose of the meeting. Move to actual discussion, using sentences such as "Let's begin with the first point on the agenda." Ask for additional items people wish to cover other than those on the agenda by saying "Is there any other business you wish to discuss?" At the end of the meeting, thank everyone for coming and set a date for the next meeting with phrases such as "I propose we meet again on...."

11. Match the functions of a chairperson and phrases he is supposed to say in different situations to know how to comply with formalities when chairing a meeting.

1. Opening the Meeting	A) Let's move onto the next item The next item on the agenda is Now we come to the question of.
2. Welcoming and Introducing Participants	B) I'd like to thank Marianne and Jeremy for coming over from London. Thank you all for attending. Thanks for your participation.
3. Stating the Principal Objectives of a Meeting	C) (name of participant) has agreed to take the minutes. (name of participant) has kindly agreed to give us a report on this matter. (name of participant) will lead point 1, (name of participant) point 2, and (name of participant) point 3. (name of participant), would you mind taking notes today?
4. Giving Apologies for Someone Who is Absent	D) I'd like to hand over to Mark, who is going to lead the next point. Right, Dorothy, over to you.
5. Reading the Minutes (Notes) of the Last Meeting	E) Good morning/afternoon, everyone. If we are all here, let's . . . get started (OR) … start the meeting. (OR) . . . start.
6. Dealing with Recent Developments	F) We will hear a short report on each point first, followed by a discussion round the table. I suggest we go round the table first. The meeting is due to finish at... We'll have to keep each item to ten minutes. Otherwise we'll never get through. We may need to vote on item 5, if we can't get a unanimous decision.
7. Moving Forward	G) Have you all received a copy of the agenda? There are three items on the agenda. First, Shall we take the points in this order? If you don't mind, I'd like to ... go in order (OR) skip item 1 and move on to item 3 I suggest we take item 2 last.
8. Introducing the Agenda	H) First let's go over the report from the last meeting, which was held on (date) Here are the minutes from our last meeting, which was on (date)
9. Allocating Roles (secretary, participants)	I) So, if there is nothing else we need to discuss, let's move on to today's agenda. Shall we get down to business? Is there any other business? If there are no further developments, I'd like to move on to today's topic.
10. Agreeing on the Ground Rules for the Meeting (contributions, timing, decision-making, etc.)	J) Jack, can you tell us how the XYZ project is progressing? Jack, how is the XYZ project coming along? John, have you completed the report on the new accounting package? Has everyone received a copy of the Tate Foundation report on current marketing trends?
11. Introducing the First Item on the Agenda	K) I think that covers the first item. Shall we leave that item? If nobody has anything else to add,
12. Closing an Item	L) So, let's start with Shall we start with. . So, the first item on the agenda is Pete, would you like to kick off? Martin, would you like to introduce this item?
13. Next Item	M) Please join me in welcoming (name of participant) We're pleased to welcome (name of participant) It's a pleasure to welcome (name of participant) I'd like to introduce (name of participant) I don't think you've met (name of participant)
14. Giving Control to the Next Participant	Any Other Business (unspecified item on agenda)
15. Summarizing	O) Before we close, let me just summarize the main points. To sum up, ... In brief, Shall I go over the main points?
16. Finishing Up	P) The meeting is closed. I declare the meeting closed.
17. Suggesting and Agreeing on Time, Date and Place for the Next Meeting	Q) I'm afraid.., (name of participant) can't be with us today. She is in... I have received apologies for the absence of (name of participant), who is in (place).
18. Thanking Participants for Attending	R) Right, it looks as though we've covered the main items Is there Any Other Business?
19. Closing the Meeting	S) We're here today to … Our aim is to ... I've called this meeting in order to ... By the end of this meeting, I'd like to have ...