會議英語-面對面會議英文 In-person Meeting in English

Your boss sends you abroad for a reason

<Student should read aloud this paragraph for your teacher>

Holding a face-to-face, in-person meeting is quite often unproductive. In addition to saving time, online meetings are also more environmentally friendly because of the reduction in the carbon footprint resulting from less traveling. However, there are some situations where an on-line meeting simply won’t cut it[1]. Occasional in-person meetings are highly recommended since they will foster team spirit and on-line interaction would be easier after you have met a person face to face.

Lesson 1 – Hand Shaking

<Student should read aloud this paragraph for your teacher>

It’s important to learn the proper way to shake hands because making a good first impression is essential in many business situations. The person in a higher position of authority or age should be the first one to extend a hand. Make eye contact and offer a sincere smile to show that you are happy to be where you are.

What can you say when meeting people for the first time?

<formal>

• We’ve emailed many times but it’s so nice to finally meet you (face to face).
• We’ve spoken on the phone but it’s so nice to finally meet you (face to face).

[1] Can’t cut it. 行不通、做不到: to not be able to deal with problems or difficulties in a satisfactory way
example: If he can’t cut it, then we’ll get someone else to do the job.

Set your meeting up for success

<Student should read aloud this paragraph for your teacher>

At the beginning of a meeting, people typically want to know two things.

• Why am I here?
• Why should I care?

Meeting leaders often start meetings by reviewing the agenda and diving straight into the first agenda item. It’s probably wrong because participants often aren’t sure of the purpose of the meeting.

Lesson 2 – Get down to business (1)

<Student should read aloud this paragraph for your teacher>

Your opening to start a meeting is crucial because an ineffective start may negatively affect the rest of the meeting. It is always good to state the specific topic or objective of the meeting in order to focus the discussion.

What can you say to engage the participants?

• Good morning everyone. Let me start by reviewing why we are here today.
• The purpose of this meeting is… [to settle the pricing of [product name] for the next quarter] When we are done, we will have… [an updated price list]
• The main reason for this meeting is… [to what?]

Discussion leads to solution

<Student should read aloud this paragraph for your teacher>

Most meetings have one main objective: to solve some kind of problem.

Solving problems within a team normally relies on its team members to make suggestions for potential solutions.

Lesson 3 – Get down to business (2)

To make suggestions is to introduce an idea which the other party might like to consider. Remember, the more confidently you make a suggestion, the more chance people will buy into it.

What can you say to make suggestions?

<Student should prepare your answers to fill in the blanks>

• I would suggest[1]/ I would recommend/ I would advise… [increase the price]
• My (main) suggestion/ recommendation/ advice would be to… [increase the price]

[1] TOEIC常出現的題目: suggest/recommend。後面要加原形動詞，為什麼呢?

I suggested (that) Mary see a doctor. (O)
I suggested Mary to see a doctor. (X)
I suggested (that) Mary saw a doctor. (X)

Wrapping Up

<Student should read aloud this paragraph for your teacher>

A meeting comes to an end for different reasons. With all agenda items checked off, or due to the fact that time has run out, some people are eager to leave the meeting room. You don’t want the attendees to forget what was said 30 minutes after the meeting closes. That’s why it’s important to close the meeting in a right way.

Lesson 4 – End the meeting (1)

Instead of asking “Any questions?”, you should close the meeting by recapping what was said earlier and making recommendations.

What can you say to check agreement?

<Student should prepare your answers to fill in the blanks>

• Today we have covered… [first, the recruitment plan, second, the action items and owners, last but not the least, our BBQ party in early May.]
• In this meeting we have discussed… [your example?]

Lesson 5 – End the meeting (2)

<Student should read aloud this paragraph for your teacher>

There is almost always one last thing to say, even after the closing remarks. A chairperson might close the meeting and then make a last-minute reminder.

What can you say to bring the actual meeting to a close?

• Okay then, let’s call it a day.
• Alright, let’s wrap it up there, shall we?
• Thanks for all your great ideas. They are very helpful.

<Student should read aloud this paragraph for your teacher>

In the closing remarks, the chairperson, or participants may want to discuss the date and time for the next meeting. This is also the time to give contact information, such as how to send a question by e-mail or who to call regarding a certain issue.

What can you say to talk about the next steps?

• Next time we meet I’ll be sure to have those contacts for you.
• If anyone has any questions about [something] we discussed today, feel free to send me an e-mail.