PREVIEW ACTIVITY Fluentize, LLC. Copyright 2023. For use only with license.

5 Tips For Dealing With Meeting Overload (C1)

PAGE 1

PART 1 Describe the image below and answer the questions.

1 How do you think these people feel? Why?

2 Do you ever feel this way at meetings?
3 How can this issue be prevented?

Tick () and discuss whether you agree (A), disagree (D), or partially (P) agree /disagree
PART 2
with each statement below about meetings. Explain why.

1 A/D/P Most meetings can be replaced by a call or an email.

2 A/D/P The more people that attend a meeting, the more effective it is.
3 A/D/P Meetings that last at least one hour are more effective.
4 A/D/P People should always try to attend the meetings they're invited to.
5 A/D/P Meetings negatively impact productivity.

Read the email subject lines below out loud. Discuss whether you think they are good or bad
PART 3
reasons to call a meeting. Explain why.

1 2

saramartinez@uniphone.com chenwang@steelco.com
Finalize market research project Review sales report

3 4

shrutikumar@technova.com benjaminmiller@greenpath.com
Discuss project progress Create 12-month action plan

Which of the meeting calls in Part 3 do you think could be replaced by a phone call or an
PART 4
email? Why?
5 TIPS FOR DEALING WITH Fluentize, LLC. Copyright 2023. For use only with license.

MEETING OVERLOAD 5 Tips For Dealing With Meeting Overload (C1)

PAGE 2

PREVIEW DISCUSSION

What do you think the term "calendar creep" may

refer to in the context of meetings?

VIEWING ACTIVITY

PART 1 Discuss/Write short answers below according to the information in the video. (start - 1:00)

0:26 1 According to Cindy, which things can we control? Which things can’t we control?

0:39 2 According to Cindy, how effective are the five tips proven to be?

PART 2 Finish watching the video. Match the sentence halves that summarize the five tips. (1:01- end)

1:01 - 2:08 1 Ask yourself whether the meeting is… a. shorter.

2:09 - 2:51 2 Invite the least number of people… b. afraid of saying no.
2:52 - 3:13 3 Make your meetings… c. ruthless with your time.
3:14 - 4:08 4 Don't be... d. necessary.
4:09 - 4:43 5 Be... e. possible.

Use the keywords/phrases from the video below to explain or give more information about
PART 3
Cindy's five tips. Watch the video again if necessary.

1. action verbs | 2. 'grade-school' fears | 3. one-hour meetings

4. fear of missing out | 5. blocks of uninterrupted time

PART 4 Refer back to Preview, Part 2. Does Cindy agree/disagree with each statement?
VIEWING FOLLOW-UP Fluentize, LLC. Copyright 2023. For use only with license.
5 Tips For Dealing With Meeting Overload (C1)
PAGE 3

PART 1 Discuss the questions below.

1 To what extent have you experienced meeting overload at work? What

about "calendar creep" (other people controlling your calendar)?

2 Which of Cindy's 5 tips do you find the most useful or interesting, if any? Why?

PART 2 Read Cindy's first tip from the video out loud. Then discuss the questions below.

“ When you’re thinking of calling a meeting, write the invitation first. And if you can’t
start with a subject line with an action verb, you shouldn’t have the meeting.
'Decide, finalize, create next steps.' Those are reasons to call a meeting. 'Review,' on
the other hand, isn’t an action verb."

1 Why do you think Cindy considers "decide/finalize/create" to be action verbs in this

case, but not "review"?

2 Can you think of any more effective action verbs that could be used to call meetings?

Complete the email subject lines below using the verbs from the box. Do you think these verbs
PART 3
would/wouldn't qualify as action verbs according to Cindy? Explain why.

Choose | Come up | Talk | Write | Agree | Provide

1 with ideas for advertising campaign

2 feedback on team's performance
3 on next year's budget
4 a venue for end-of-year corporate party
5 about possible reasons for staff turnover
6 a draft report on last quarter revenues

Discuss: What do you think are good ways of accepting and declining an invitation to a
PART 4
meeting via email? What kind of etiquette tips should you follow for each?
CALLING A MEETING VIA EMAIL Fluentize, LLC. Copyright 2023. For use only with license.
5 Tips For Dealing With Meeting Overload (C1)
PAGE 4

STEP 1: CALL A MEETING VIA EMAIL

• Invite a colleague (or colleagues) to a meeting. It can be for an actual or an imaginary scenario.
• Use an action verb to write the subject line. You can use one from Viewing Follow-up, Part 3.
• Write at least 3 sentences in the email body. Include a clear purpose statement in it.

STEP 2:
2 EMAIL EXCHANGE & RESPONSE

• Read your email out loud to a classmate/your teacher, and then exchange your emails.
• Write at least 3 sentences, either accepting or declining your partner's meeting invitation.
• Follow the etiquette tips you offered in Viewing Follow-up, Part 4.

STEP 3:
3 SHARE & DISCUSS

• Read your response out loud to your classmate/teacher.

• How easy was it to accept/decline the meeting invitation?
QUIZ & REVIEW ACTIVITY Fluentize, LLC. Copyright 2023. For use only with license.
5 Tips For Dealing With Meeting Overload (C1)
PAGE 5

PART 1 Finish each of Cindy's 5 tips below about meetings.

1 Ask yourself whether the meeting is... .

2 Invite the least... .
3 Make your meetings... .
4 Don't be afraid... .
5 Be... .

PART 2 Complete Cindy's quote below according to what she says in the video.

"When you’re thinking of calling a meeting, write the invitation first. And if you can’t
start with a subject line with an , you shouldn’t have the meeting.
' , , next steps.' Those are reasons to call a
meeting. ' ,' on the other hand, isn’t an action verb."

Choose three of the nouns below. Write email subject lines using an effective action verb in
PART 3
combination with the noun.

staff turnover | venue | budget | advertising campaign

revenue | team's performance | project responsibilities

1
2
3

LESSON REFLECTION:
REFLECTION

Discuss the questions below about the lesson.

1 Did you learn or use any new vocabulary or phrases, etc. in this lesson? If so, what?
2 Did you learn anything new in this lesson about meetings?
3 What did you enjoy about the lesson?
4 Is there anything you found difficult about the lesson?