Business Meeting English, 박경원

Would you like some water or coffee before we begin?

   

But He still wants to go to a top business school because of the prestige factor.

   

I remember that IBM used to be known for having a very strait-laced corporate culture.

   

When participants first arrive for a business meeting, it is polite to thank them for coming.

   

If any of the participants have not met before, it is important to introduce them at the start of the meeting.

   

Because participants may make small talk before the meeting begins, you should announce when the meeting is officially starting.

   

Do not shake your colleague's hand too enthusiastically, but also avoid giving a limp handshake because this may convey an impression of weakness.

   

In fact, it is a good idea never to touch a colleague of either sex beyond giving him or her a handshake. This is because you never know when a touch might be misconstrued.

   

Now let's see. First, why don't you take a look at this? As you know, I wanted to meet with you today to discuss a number of issues. We have three items on the agenda today. First, of course, we need to talk about the company budget. In addition, we need to talk about your pending projects. Finally, I'd like to brainstorm about which cities would be the best candidates. I think we should spend about 20 minutes on each topic.

   

I've outlined the situation the company is facing.

   

It's no longer feasible for the company to bear the cost. I'm open to suggestions.

   

Do you think we'll be able to get to all the items on the agenda?

Not unless we extend the meeting by at least half an hour.

   

When we brainstorm, we're usually able to come up with some really creative strategies.

   

I'd like to aim for a three o'clock finish.

I think we should spend about 20 minutes on each topic.

   

An agenda for a meeting is essentially a list of items or issues that need to be raised and debated. When writing an agenda, you should try to keep it as short, simple, and clear as possible.

   

If you e-mail the agenda to the participants you should also ask that they print out a hard copy and bring it with them to the meeting. Just in case, remember to bring extra copies of the agenda with you to the meeting.

   

We really need to talk about expansion. Our company has been delaying a decision on this for several months, and it's time to develop a strategy. By the way, I hope you won't mind if I record this.

   

So I hope that we can use this meeting to outline our expansion plans and draft a memo to the board of directors. Of course, I don't expect you to come up with a detailed plan in the next 20 minutes. I'd just like your feedback with regard to some of my ideas.

   

So it sounds as if you would give Phoenix your highest recommendation.

   

By the end of this meeting, we need to have made a decision.

It's time to develop a strategy.

The purpose of this meeting is to find a new strategy.

Our aim is to develop an action plan.

   

Having clear-cut goals for the meeting will help the participants stay focused and use the available time as productively as possible.

   

Always be clear about the purpose of a meeting from the outset.

   

At some point we're going to have to decide whether we're going to issue an IPO.

   

If a speaker feels reticent or reluctant to make a suggestion, it is up to you to provide encouragement.

   

Brainstorming is also useful for breaking creative logjams, so don't be afraid to call a brainstorming meeting when you thought process seems to be stalled.

It should be held in a relaxed environment because making the participants feel comfortable is conducive to producing ideas.

   

Can you elaborate on it for us?

   

Telemarketing refers to a company's using the telephone for direct solicitation of customers.

   

Let's just deal with this for now.

   

Your suggestion has several good points.

We should definitely consider that option.

I totally agree with your suggestion.

Your suggestion was very valuable.

That idea is definitely worth considering.

   

I'm not sure how that suggestion would work for us.

   

You should restate proposals if you are not certain that they have been completely understood by all of the participants.

   

Focus on specific details of the most constructive suggestions in order to determine whether an idea is workable.

   

Even if the suggestion is good, it still has to be practical and financially feasible.

You will not benefit yourself or your colleagues by embarking upon a punishing and overambitious schedule that you cannot maintain. Learn to recognize the limits of your capabilities, and do not undertake a project unless you know that you can complete it successfully.

However, it is important not to reject a suggestion as unfeasible just because you cannot do it yourself. It may be possible accomplish a project by delegating it to another person, or even to another department within your company. Some great ideas are never accomplished because a manager feels insecure about delegating authority or reluctant to burden employees.

Of course, you do not want to overburden your colleagues with too many projects or too much work. If you put unrealistic demands on them, you will be frustrated by their inability to complete their tasks, and they will soon become exhausted and demoralized. Nevertheless, sometimes you do not know what your employees can accomplish until you test them. It is for this reason that you should not be reluctant to delegate important work to your best employees.

   

I'm still bullish on the company's future.

   

After everything that's happened in the stock market, I'm just keeping my money in a high-yield savings account.

   

I think we may have to give that some more thought.

   

If you provide negative feedback to a participant in a very critical fashion, you will discourage him or her from making further contributions in meetings. The fact is that some individuals find it difficult to speak up in front of other people because of fear of being ridiculed.

Even if you are in a supervisory position, you should encourage your employees to provide honest feedback to you without fear of reprisal. If all you receive is positive feedback to every one of your ideas, it may be that your subordinates are not being completely honest with you.

   

You've done a good job with the new ad campaign.

   

So if you knew that you weren't going to be able to finish on time, you should've informed me. That way I could've given you some assistance.

   

That's because it took him almost five years just to compile the data he needed.

   

What kind of progress have you been making on your project?

Could you tell me what you have been working on this week?

Where are you on your current project?

   

We're almost finished with the preliminary research, aren't we?

   

When you need confirmation of a specific point, you should phrase your question as a leading question, which frequently has a tag question at the end: "Today was the deadline, wasn't it?"

   

One of the problems at that company was that the board of directors was not fulfilling its oversight duties.

That's because they didn't want to jeopardize their big salaries.

   

Is it possible that you're taking this survey a little too seriously?

Are you sure you aren't overreacting?

   

You should take a pen and a legal pad to all meetings, even informal ones. By doing so, you will be able to write down follow-up questions when other participants are speaking.

   

At first glance they do seem to be negative. After all, it appears that our customers are telling us that they're unhappy with our service. But I interpret these results differently.

   

I really pride myself on my career.

   

Could you just clarify one thing for me?

Let me make sure I have this clear.

   

Carefully study the visual aids and the handouts distributed during the meeting, including, of course, the meeting agenda. This material will include much of the vocabulary you will hear during the meeting.

   

Could I draw your attention to one other point?

   

I'd be very interested in knowing what you think of this proposal.

   

In my view, we should proceed with caution.

   

Always express your own opinions in a direct, succinct, and polite manner.

   

To convince other participants that you are correct, it may be necessary to provide facts, statistics, and documentation to support your line of reasoning.

   

Don't forget to show appreciation to meeting participants for their contributions.

   

Active listening

• Focus all of your attention on the person who is speaking. You want to avoid any distractions, suspend any emotion you may be feeling, and set aside your own opinion while you are listening. At the same time you need to review in your head what you already know about the subject so that you can determine whether the person speaking is providing some new or useful information.
• In active listening, when another participant is speaking, you are listening not only with your ears but also with other senses.

     

  You can encourage participants to speak by praising new ideas, but don't offer indiscriminate praise. If you do so, it will lose its value.

  When you do praise a participant, provide specific reasons for your praise as well.

  It is important not only to praise excellent contributions during a meeting, but also to let participants know how their ideas will be implemented.

     

• You should deliver praise to someone as soon as possible after the occasion that merits the praise. Be genuinely warm, but don't be overly enthusiastic. Do not devalue your praise by using it excessively; praise is most welcome from a fair and honest critic. In fact sometimes just a simple "Thank you" is as effective as a five-minute speech.
• In praise, it is sometimes worthwhile to make a comparison with other employees or with an employee's past performance. Thus, if an employee has outshone others in certain ways, make that a focus of your praise. If the employee's performance has improved significantly, you should point that out when you praise him or her.
• You can praise someone either in person or in a letter or e-mail. Both methods will have a major motivational impact. The letter or e-mail may have more of an impact, though, because the recipient will be able to keep it for future motivation.
• Remember that failure to praise will have opposite effect. It will undermine the confidence of your employees and actually may cause a decrease in performance. Thus, the best rule to remember is that everyone appreciates praise, so it is important for you to offer on a regular basis.

     

  I'm still not completely convinced that we should go forward with this.

     

  I just have several concerns to resolve before I can give the go-ahead.

     

  I'm concerned about the ramifications of this deal.

  Perhaps we should go with a more established corporation.

     

  The leak will only get worse, so you might as well nip it in the bud.

     

  You're supposed to set an example for our employees.

     

  That's no reason to behave in an unprofessional manner.

     

  It's time to clear the air about this.

     

  We need to talk this through.

     

  You have to understand this situation from her perspective.

     

  People are more likely to become angry when they are hungry, so it may be a good practice to serve light refreshments before long meetings.

     

  If a discussion between the participants becomes overheated, you should try standing up while looking directly at the antagonists. This gesture will enable you to exert greater authority over the meeting.

     

  He's your immediate superior, so you have to be civil to him.

     

  Kook is my point person on that project.

  I am sure he can handle that kind of responsibility.

     

  I do appreciate your trying to be helpful.

  I'm happy that you brought this matter to my attention.

  If there are any similar problem in the future, I want you to come to me as soon as they arise.

     

  Although you may have to take one person's side to resolve a dispute, it is important that you show empathy to both participants.

     

  If you are chairing a meeting, it is important not only to ensure that all of the participants make contributions, but also that they give you feedback on your performance as chairperson. This feedback can help you improve your ability to chair your next meeting successfully.

     

  Before this statement is released to the public, I will have to funnel it through our legal department.

     

  I'm glad you brought that matter to my attention.

     

  I just think we need to be open with the public and accept the consequences if we've done something wrong.

     

  Can we come to that in a moment?

     

  I've tried to outline our possible strategies.

  I've narrowed the choices down to two.

     

  Is it an oversimplification to say that we need to streamline our operations?

     

  Please finish what you were saying.

     

  Good listeners show interest in what has been said by asking pertinent questions.

  Good listeners have open minds and are enthusiastic about hearing the opinions of other participants.

     

  Please remember that time is of the essence.

     

  I believe I have the floor.

     

  Our latest ad campaign has been an unequivocal success.

     

  In fiscal year 2006, I expect that we'll see a shortfall of over $15 million.

     

  We have to make some tough decisions.

     

  Neither of these options is ideal.

     

  Remember that a successful meeting is one that has produced results.

     

  Do you happen to know when I'll be eligible for full health benefits?

     

  An across-the-board tax cut will help bring about an economic recovery.

  I strongly recommend a 10% across-the-board reduction.

     

  This could conceivably work.

     

  Admittedly, there are some disadvantages to this plan.

  Granted, there are some liabilities.

     

  I just don't feel that this is the right time to do a wholesale restructuring of the company.

     

  Don't view objections as challenges to your authority, but rather as opportunities for you to analyze your decision before a critical audience.

     

  If there are any liabilities in your strategy, you must acknowledge them honestly to the other participants.

     

  To show that you are confident in your final recommendation, make it as firmly and directly as possible.

     

  Some decisions are likely to attract varying degrees of opposition, from mild dissent to outright resistance. Instead of feeling upset or threatened by this opposition, you should view it as a valuable part of the decision-making process and you should analyze it as closely as you did your original decision.

     

  If you feel that those raising objections do not understand your position, it is also likely that you do not fully understand theirs. That is why it is vital to involve your colleagues in any decision-making as much as possible. During this process you can often overcome opposition simply by listening to and reassuring the other participants at a meeting.

     

  Before we close, let me just summarize the main points.

  We've made a lot of progress today.

  So, to sum up, we've made three important decisions at this meeting.

     

  I'm very happy with your approach to this project.

  I appreciate your enthusiasm.

     

  I really need you to take the initiative on this.

     

  Participants who will be working on the same project should be strongly encouraged to hold follow-up meetings so that they can stay on the same page.

     

  I noticed a distinct lack of enthusiasm from some of them.

     

  We didn't get a chance to cover everything on the agenda.

     

  We should distribute a more detailed agenda in advance so that every participant can prepare for the meeting.

     

  As soon as a meeting has concluded, it is time to determine whether the meeting's objectives have been met.

     

  If you are chairperson of a meeting, it is your responsibility to create an enthusiastic atmosphere at the meeting.

     

  We're instituting a major new program, and I want to get off on the right foot.