TeachingEnglish | Lesson plans

Worksheets - Meetings (3): Managing a meeting

Dear all

As you may know, we are developing a major new project, Project Z. I am attaching a
short summary of the project for your information.

In order for the project to be a success, we need to get input and support from as
many departments as possible. With this in mind, Id like to set up a Project Team,
including at least one member from each department, to meet once a month to
discuss the project.

I realise this is a busy time of year for many departments, but Id like to stress that
this project is of vital importance to the future growth of our organisation. There is no
work involved for team members, apart from reading project documentation,
attending the monthly team meetings, offering ideas and helping us to identify and
solve potential problems.

I believe membership of the team will also be beneficial for individual members, as
they will gain a better understanding of this project and, more generally, the way the
organisation works as a whole. Members will also gain invaluable experience of
project management. Also, as the meetings will be conducted in English, it will be a
good chance for team members to develop their communication skills in English.

So could I ask each of you to nominate one or two suitable people from your
department to be on the team? Please could you get back to me by the end of this
week with your nominations?

Many thanks and best regards

AngelaFott, Project Co-ordinator

Dear all

First of all, welcome to the Project Z Team. Im very excited about this project, and
Im convinced that with your support and ideas, we can make it a tremendous
success. Im attaching some background documents so you can familiarise yourself
with the project aims and scope.

Id like to organise the first meeting some time next week, as early as possible
(preferably on Monday or Tuesday). Could I therefore ask you to let me know your
availability for next week, so I can find a time that suits most people? The first
meeting should last no more than one hour. Please email me with your availability,
ideallytoday (Monday) or tomorrow morning at the latest.

Thanks a lot

Angela Fott, Project Co-ordinator

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 TeachingEnglish | Lesson plans

Dear all

Thanks to everyone who sent me their availability. Based on the information I

received, Id like to invite you to our first meeting on Tuesday 21stFebruary from
14.30 to 15.30 in the small conference room. Coffee and biscuits will be provided.

Im attaching an agenda. Please make sure you have read the agenda carefully
before the meeting, as well as the briefing documents that I sent on Monday
(attached again for your reference).

Thanks a lot and see you on Tuesday.

AngelaFott, Project Co-ordinator

Agenda
Date: 21st February
Time: 14.30 15.30
Location: Small conference room

1. Presentation: Background to the project, aims, scope

2. Questions and answers
3. Brainstorming: ideas for the launch event
4. Action points
5. Schedule for next months meeting
6. AOB

Dear all

Thanks to everyone who came to our first meeting yesterday. I think it was an
incredibly productive meeting, and your contributions and ideas were extremely
valuable.

As promised, Im attaching the meeting minutes. Please check them carefully,

especially the list of Action Points at the end, to make sure I have recorded
everything correctly, and let me know if I need to correct anything. Ill email people
individually about specific Action Points.

As we discussed, our next meeting will be on 20th March from 15.00 to 16.00. Ill be in
touch closer to that date with an agenda for that meeting.

Thanks again for all your support.All the best.

Angela Fott, Project Co-ordinator

www.teachingenglish.org.uk
BBC | British Council 2011
 TeachingEnglish | Lesson plans

Analysis
1. Look at the first email. Discuss these questions.

a. Why do you think Angela didnt start with a full explanation of the project?
b. In the second paragraph, which two phrases does Angela use to show the
reason for something?
c. What is the purpose of the third paragraph? What two techniques does she use
to achieve this purpose?
d. What is the purpose of the fourth paragraph? What short word does Angela use
twice to explain reasons?
e. Do you think Angela is specific enough in her call to action in the final
paragraph?

2. Look at the second email. Discuss these questions.

a. How does Angela try to develop motivation and enthusiasm in her first
paragraph?
b. What techniques does Angela use in the second paragraph to be flexible but
still guide the decision-making process?

3. Look at the third email and the agenda. Discuss these questions.

a. What important information does Angela include in the first paragraph?

b. Which of her two requests sounds stronger, the one in the first paragraph or the
one in the second? Why do you think this is?
c. Do you think the agenda contains too much or too little information?
d. What does AOB mean at the end of the agenda?

4. Look at the fourth email. Discuss these questions.

a. Why do you think Angela is so enthusiastic in her opening paragraph?

b. Why does Angela stress the importance of checking and correcting the
minutes?
c. How does Angela refer to previous conversation in paragraphs 2 and 3?

5. Underline all the useful phrases and techniques that you could use in
your own emails. Try to find at least one phrase for each of the following
functions.

a. Referring to previous knowledge h. Explaining key benefits

or conversations i. Making requests
b. Referring to attachments j. Setting deadlines
c. Explaining reasons k. Expressing enthusiasm
d. Explaining what you want to do l. Making suggestions
e. Showing understanding m. Explaining practical details
f. Emphasising key information n. Expressing thanks
g. Dealing with potential problems o. Explaining your plans

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 TeachingEnglish | Lesson plans

Practice

In pairs, plan a large meeting involving people from several departments. First,
decide what your meeting will be about. You can use these ideas to help you:

What is your organisation? What do you make / do?

What is your role in the organisation?
Is the meeting about something that is going to happen (e.g. a new project or
procedure) or something that has happened (e.g. an accident, a failure)? Be as
specific as possible.
Is it a one-off meeting or the first of a series?
How long do you expect the meeting will last?
Who are you going to invite? Why do you want them to come?
How can you persuade people to come to your meeting?

When you have a strong idea about the purpose of your meeting, write one or more
emails to set up the meeting and invite participants. You can use Angelas writing to
give you ideas, copying as much as you like from her emails. You dont have to write
three emails: just write as much or as little as you think necessary to set up your
meeting.

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 TeachingEnglish | Lesson plans

1 Angela: OK, so let me start by welcoming you all to our first meeting. Thanks
a lot for volunteering to join the team, and thanks also for coming.
Your support is very much appreciated. Im going to begin with a
brief presentation now on the background to the project
[]
Angela: []
Right so that brings me to the end of the presentation. Are there
any questions?
Bruno: Er yes, I have a question. It all seems like a nice idea, but Im
really not sure its going to work in practice.
Christina: Yeah, me too. Wheres the money coming from, for example?

Angela: Well, thats really two questions. Christina, Ill come back to your
question in a moment. Bruno, what exactly is it that youre worried
about?
Bruno: I think youre being too ambitious about the number of customers
who are going to be interested.
7 Diego: No, I disagree. I think its a really interesting project. Id certainly be
interested.
Angela: OK, thats great to hear, Diego, but Im not sure thats what Brunos
worried about. Bruno, do you think the project isnt interesting
enough, or that only a small number will be interested?
Bruno: Well, a bit of both, but mainly its about reaching large numbers of
people with our marketing campaign. If we can get the marketing
right, then the numbers are fine.
Angela: So youre saying we need to give more thought to the marketing
side of things, rather than changing the project itself?
Bruno: Well, both really.

12 Angela: OK so lets take them one at a time. What would you say are the
main issues related to marketing?
[...]

13 Angela: []
OK, so weve identified a possible problem with the marketing, and
there are concerns that the project itself might not be very
interesting to large numbers of people.
Diego: Well, thats easy enough to fix. We could make the logo a bit
simpler, for example.
Bruno: Simpler? No, I think its too simple already.

Angela: Well, hang on a second. I dont think we should be going into this
much detail at this stage. Remember, weve only got an hour today.
Perhaps we can come back to identifying very specific
recommendations at our next meeting.We can certainly talk about
the logo then Ill just add it to my notes.

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 TeachingEnglish | Lesson plans

17 Angela: But I want to come back to something Christina said earlier.

Christina, you said you were worried about costs?
Christina: Yes, well Im not sure

Diego: Christinas always worried about costs!

Angela: OK, Diego, can you let Christina finish, please?

Christina: No, its OK. Ive, er its not important.

Angela: Are you sure? Do you think well have problems getting money from
head office to launch this?
Christina: No, no, its not that. Im sure the money will come, but Im worried
that it means therell be less money for other projects.
24 Angela: OK, well, I think thats really a question for senior management. All I
know is that the money for this project is guaranteed by head office,
but I cant say anything about other projects. Diego, perhaps you
could answer Christinas question, briefly?
[]

25 Angela: []
Great, well, weve had lots of good ideas already, and Ive got pages
of really useful notes. Erik, youve been very quiet. Do you have
anything to add?
Erik: Er no, it all looks fine to me.

Angela: Really? I was hoping you might be able to say something about the
logistics of bringing so many people onto our site for the launch.
What would you say are the main issues?
Erik: Well, er, there are two main issues: evacuation procedure and
security. But we have procedures for both of these on our intranet.
Angela: Great. Could you send round a link to those procedures? I just want
to be extra sure were not missing anything important. Like I dont
know, if we need to pay for additional security guards for the launch
event.
Erik: Well, yes, thats a good point. Ill have a look and get back to you at
the next meeting.
Angela: That would be really useful, thanks. And Ill add it to the list of Action
Points Erik to send round the links to two procedures, and report
back on potential problems with our launch event.
[]
32 Angela: []
OK, so if nobody has any more questions at this stage no? Id
like to move on to the next point on the agenda, which is a
brainstorming session on the launch event.

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BBC | British Council 2011
 TeachingEnglish | Lesson plans

Analysis
Underline useful phrases that Angela uses which you could use to manage your own
meeting.Try to find at least one phrase for each of the following functions.

a. Welcoming and thanking

b. Signalling different stages of the meeting
c. Avoiding trying to deal with two or more points at once
d. Asking somebody to be more specific
e. Dealing with interruptions
f. Checking whether youve understood
g. Summarising
h. Keeping the meeting focused on the agenda
i. Recording notes and minutes
j. Prompting people to get involved, especially people who dont want to speak
k. Requesting specific action

Practice
Work in groups of four. Each of you will spend around five minutes managing the
meeting you planned earlier.

First, explain the background to your meeting to the other people in your group. Make
sure they know who they are and why theyre there.

When youre ready, get the meeting started and try to manage the problems that
arise.

The other students are attendees. Make sure the chairperson has a few problems to
manage, such as:

questions that are not really relevant to the meeting topic;

interruptions before somebody has finished an important point;
participants who dont want to get involved;
too many ideas at the same time.

But dont make it too difficult for the chairperson, though. Remember, youll have to
chair a meeting yourself too!

www.teachingenglish.org.uk
BBC | British Council 2011