2 MEETINGS
DID YOU KNOW?
 The average business person spends one
third to one half of their working day in
meetings.
 It is said that over 80% of the
outcome of a meeting is decided before it
takes place.
 A survey of 635 executives showed that
the vast majority were bothered by the
ineffectiveness of meetings they attend;
for the following reasons: drifting off
subject (83%), poor preparation (77%),
not listening properly (68%), participants
talking too much (62%), length (60%),
participants not talking enough (51%).
It has been estimated that the cost of a
 The length of a meeting rises with the
square of the number of people present.
Eileen Shanahan, American journalist
 A committee should consist of three men,
two of whom are absent. Herbert
Beerbohm Tree, British actor-manager
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 Meetings are indispensable when
you don’t want to achieve anything.
J K Galbraith, American diplomat,
economist, and writer
 The Law of Triviality … means that the
time spent on any item on the agenda
will be in inverse proportion to the sum
involved. C Northcote Parkinson, historian
and writer
If a problem causes many meetings, the
meetings eventually become more
important than the problem. Arthur
Bloch, American writer and humorist
meeting is twice the basic salary of each
participant.
 The average chief executive officer
spends about 17 hours each week in
meetings, senior executives 23 hours, and
middle managers 11 hours.
2 Meetings
LANGUAGE WORK

Stress  In English we stress particular words to clarify who or what we are talking
about.
For each group of words in italics, underline the one word that should have
the most stress. Compare your answers with your partner. Are you following
any rules?
1 Meetings should not be seen as a destination, but rather as a vehicle for
reaching strategic objectives.
2 Before you were saying that meetings are productive, now you seem to be
implying that the majority could easily be replaced by a memo or even a
phone call.
3 Well, I agree with Susy actually. I don’t think video-conferencing will ever
replace traditional face-to-face meetings.
4 So you think idea-generation is important, whereas Pete thinks decision
processes are more critical.
2.1
5 Now listen and check your answers.

 2.2
Listen to how one particular word in each sentence is stressed more than
the others. Then choose the most appropriate explanation from the three
alternatives.
1 So you’re saying we should do this?
a it’s a good idea, not a bad idea
b not something else
c rather than someone else
2 You mean that I should buy one?
a me, not someone else
b rather than rent
c not two
3 So her home number is 326–4489?
a not 327
b not his
c rather than her work number
4 Right, you think it would be best to get another estimate?
a but you’re not exactly sure
b that’s only your opinion
c in addition to the one we have already

 Look again at the alternatives in exercise 2. Choose one of the two remaining
alternative meanings, and take it in turns to read each sentence aloud with
the stress on the appropriate word. Your partner should guess which meaning
you’ve chosen.

 Now role-play a telephone conversation. Student A, turn to page 133.

Student B, turn to page 140.

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2 Meetings

Hypothesizing Second and third conditional

a Meetings in our company might be more efficient if they had clear agendas.
b If we had had a realistic agenda, yesterday’s meeting would have been better.
c If she spoke more languages she could probably get a better job.
d I would have spoken more if I had felt more confident about what I was saying.
e If they didn’t want to do business with us then I don’t think they would have
contacted us.
f We wouldn’t be in this situation if we had followed the consultant’s advice.

 Analyse the sentences above. Which ones refer to:

– the present and future?
– the present and the past?
– the past?

S page 155

 Complete the sentences with reference to your company. Then discuss them.
1 If everyone was paid the same salary …
2 If I hadn’t joined this company …
3 The company might have had higher profits last year if …
4 If I were the boss …
5 The employees would work with more satisfaction if …
6 If I had founded this company …

 Some companies have developed novel ways to keep meetings effective.

Decide what would happen if these ideas were implemented in your company.

A People at brainstorming meetings are armed with

water pistols. Criticizing brainstorms is strictly
forbidden and those who can’t resist their critical
impulses get squirted; other companies use Nerf balls
for offenders.
B An agenda is sent out for meetings, with item number
one: ‘Three ideas from each person about improving
work, saving money, or making money.’
C Group members all have computers at meetings and
ideas are projected onto a screen; people see
themselves being heard. Other companies use
anonymity to solicit thoughts, and find that public
comments and anonymous comments can differ
greatly; for example, forecasts of when a product
might be delivered.

2.3
Now listen to three extracts from business people
discussing what would happen if the ideas above were
introduced into their companies. Match the extracts with
the ideas.

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2 Meetings

Business etiquette What would you do in the following situations? What should you do? Do the
quiz alone first, then discuss your answers with other members of the group.
Be honest!

1 You arrive late at a meeting.

a Sit down quietly without saying anything.
b Apologize to the chairperson.

2 You have a bad cough and cold. You keep on coughing

and sneezing.
a Apologize.
b Say nothing.

3 You can’t understand what someone is saying because he’s

speaking with his hand in front of his mouth.
a Ask him to move his hand.
b Hope that sooner or later he’ll move his hand.

4 One of your guests looks a little ill.

a Ignore him / her.
b Ask if he / she is OK.

5 You’re a non-smoker. Someone sitting next to you lights up.

a Ask her politely not to smoke.
b Move your chair away a little.

6 You’re having a coffee break. You spill coffee on your

colleague’s jacket.
a Offer to pay for the jacket to be cleaned.
b Apologize profusely and leave it at that.

7 You’re having a coffee break. Your mobile phone rings.

a Answer it.
b Let the answering machine take a message.

8 You’re a guest. You’re having coffee in a bar. It’s time to pay

the bill.
a Offer to pay.
b Let your host pay.

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BUSINESS SKILLS

Being prepared  Read the text below on how to prepare for meetings with Chinese business
people.

C
HINESE BUSINESS PEOPLE DO NOT LIKE SURPRISES.
In advance of the meeting, discuss and agree on a written
agenda, including the names and titles of those attending, and
pass it out to all attendees at the start of the session. Plan to arrive at least
five to ten minutes prior to the scheduled starting time. As a formality, the
most senior person enters the room first,
followed by his / her staff in descending order ‘Plan to arrive
of rank with each initiating handshakes at least five to ten
with their counterparts. The dress code for all minutes prior to
meetings is formal business attire. the scheduled
If you are hosting the meeting, it is starting time.’
always helpful to ask about transportation
needs to and from the meeting site. Be sure to offer Chinese tea and
refreshments. To avoid embarrassment, have name cards on the table with the
most senior people sitting at the centre of the side of the table opposite their
counterparts, with the rest sitting in descending order around the table. To
show respect, pour tea for everyone. Do not jump into the business at hand,
but rather, start the meeting with small talk in order to make everyone feel
comfortable. End the meeting on time, thank your guests for their time and
see them off.

1 Discuss with your partner the meaning of the words in italics.

2 On the basis of the text, write three or four questions to ask your partner
to find out how they prepare for meetings both with foreigners and co-
nationals.

 2.4
Now listen to an Australian businessman describing how to prepare for
business meetings in Australia.
1 What differences are there between the Australian and Chinese systems?
Think about preparation, formality, and small talk.
2 How does he summarize the role of meetings in Australia?
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Controlling a  There are certain general rules for effective meetings which also apply when
meeting participants may be of more than one nationality and the chosen language for
the meeting is English. What tactics can you use to ensure that …
– the right people attend the meeting?
– participants understand the reason for the meeting?
– the meeting starts and ends on time?
– non-native speakers can understand native speakers and vice versa?
– the meeting is not dominated by those who speak English most fluently?
– conflicts between participants are avoided?
– the focus is kept on the objectives, and the main points of the agenda are
covered?
– long meetings don’t become too tiring?
– agreement is reached?
– everyone understands what is being / has been decided?

 Does your company have a policy of evaluating how a meeting has gone? If
not, how could such a system be implemented, and what might the results be?

Getting down Which of the expressions below would be appropriate:

to business a to get people’s attention before starting a meeting?
b to explain the structure and aims of the meeting?
c at any time during the meeting?

1 Well, I think everyone is here now, so perhaps we’d better get started.
2 Now, let’s move on to the next point.
3 Is that the time already? Let’s get going then.
4 I’m going to call on Ms Smith first who’s made a survey of … Then I’d
like to bring in Mr Jones who can tell us about …
5 As you know, the purpose of this meeting is …
6 As you can see from the agenda …
7 I think we’re losing sight of the main point.
8 I don’t think everyone has met. So first of all let me …

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2 Meetings

Agreeing, Look at these phrases for expressing opinions. Which ones do you most
supporting, commonly use?
countering Asking opinions Agreement

What are your views about …? I quite agree.

Don’t you think …? Precisely! Exactly!

Giving opinions Diplomatic rejection

I think / reckon we should … I take / see your point but …

It seems to me that … I’m not sure how relevant that is.

 Time, place, and preparation will affect the success of a meeting. Choose the
best and worst scenarios from the options below. Can you think of any more?

TIME TO HAVE A MEETING NUMBER OF PARTICIPANTS PLACE TO HAVE A MEETING

• soon after you arrive • two • own office
at work • three to six • colleague’s office
• mid-late morning • seven plus • boss’s office
• after lunch • meeting room
• late afternoon • hotel lobby
• café / restaurant
• conference hall

ORDER FOR DAY TO HAVE

AGENDA A MEETING
• small items first, • Monday
big items later • Tuesday
• big items first, • Wednesday
small items later • Thursday
• Friday

TABLE
PLACE TO SIT AT
A RECTANGULAR
AGENDA
MEETING TABLE

• at one of the ends • distributed in advance

• near the most important TABLE • formally announced at
people beginning of meeting
• in the middle • round • improvised during the
• near one of the ends • regular meeting

 Now discuss your choices using the phrases in the table above.

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 2 Meetings

Interrupting, Look at some more expressions frequently used in meetings. Are there any
recapping, that you haven’t heard before? Can you add any more?
confirming, Interrupting Recapping
moving on
If I could just interrupt you … If I could just summarize …
I see your point but … So what you are saying is …
In other words you think …
If I’ve understood you correctly, you …

Confirming Moving on

Yes, that’s right. I think we’ve covered that point now.

Basically, yes. Shall we move on to the next point?
What I really meant was … Sorry, just one more thing …
Yes, I suppose you could say that.

S page 159

You have arranged with two or three other students to have a ten-minute
meeting in order to discuss how your English course is progressing. Follow the
flow-chart, taking it in turns to express your opinion. Use the phrases above.

1 organization
of lessons

2 time spent speaking

and listening

3 usefulness of the
vocabulary learned

4 what you want interrupt and say summarize previous confirm or

to do more / less of what you think two opinions clarify summary

5
conclude

Concluding  2.5
You are going to hear the endings to three different meetings. First
listen, and say what each meeting was about. Do they end on a positive note?

 Now answer these questions about the same three meetings:

1 Write down two phrases that can be used to conclude a meeting. Which
phrase is formal and which is informal?
2 Write down two questions used to find out if everyone agrees to end the
meeting.
3 Which meeting is likely to be followed by some informal socializing?
4 Which meeting was probably between people of different nationalities?
5 Why does the first speaker summarize what has been said / decided?

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2 Meetings
MEETINGS

Your company has been taken over. The new management wants to reduce
employment costs and has proposed the three solutions below.
This meeting is to decide which solution would be the easiest and most
advantageous to implement in your company. Each person should be allowed
to give his / her point of view. Each solution should be analysed, then one
solution must be chosen.
The following people are present at the meeting:
– trade union member (against any cuts in salary)
– worker (supports trade union member)
– member of new management (prefers solutions 1 and 3)
– worker (prefers solution 2).

1 JOB-SHARING
Two people share the same job. Both receive 40% of the original salary.
One works in the morning, the other in the afternoon.

2 COMPULSORY SABBATICALS
Introduce a one-year compulsory sabbatical (i.e. a year not working) for
all staff every ten years. Salary to be paid at 50%.

3 FOUR-DAY WEEK
People work four days instead of five, with a 20% cut in pay.

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2 Meetings
TABLE TALK

 2.6
Listen to these two men comparing government in the USA and the UK,
and complete the table below.

USA UK
1 Elections – how often?
2 Election dates – fixed or flexible?
3 Number of terms of office for President / Prime Minister?
4 Advantages of fixed / flexible term of office?
5 Parties – how many?
6 Most important centre-left wing party?
7 Most important right wing party?
8 Basic differences between main parties?

 Use the questions in the table above as the basis for a discussion of the
political set-up in your country.

 The pie chart indicates the proportion of money an ideal government might
spend on the following sectors:
– arts
– justice and crime prevention
– defence
– education
– environment and public transport
– health service
– housing
– nuclear power
– overseas aid
– scientific research.

0.5%
1.5%
4%
5%
8%
10%
12%
14%
20%
25%

1 Allocate a sector to each slice of the pie chart.

2 Discuss your budget with your group.
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