Business

Meetings
Group 4
Nguyễn Kim Ngọc Anh
Lê Thảo Linh
Vũ Lương Huyền Trâm

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 TYPES OF MEETING
Internal vs External

MEETING PROCESS

Table Preparation
Conduct a meeting

Of GOLDEN RULES
content Things to keep in mind

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Business Meeting
When two or more people gathered as per given
notice to discuss some business matters is known
as a business meeting.

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 TYPES OF
MEETING

Internal/informal meetings Type Formal/External Meetings

Inform & explain about Discuss & conduct guidelines &

objectives, changes and the Purpose policies; Make plans for the official
operational plan operation.

All-hands
Role-specific Participant People with defined roles
Departmental

Looser, Less-structured Characte Accurate and detailed minutes of the

ristics meetings
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 TYPES OF
MEETING

Internal/informal meetings Type Formal/External Meetings

Monthly meeting in each Finance committee meetings,

department
Example Board of director meetings,
Daily briefings , brainstorming
sessions, progress updates Annual shareholders meetings

Review conferences held at the end

of the year

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 MEETING PROCESS

Preparation Conduct
Agenda Open a meeting
Time Arrangement During a meeting
Participant End a meeting

Room Arrangement

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MEETING PROCESS P R E PA R AT I O N

Agenda
An agenda is a list of meeting activities in the order in
which they are to be taken up.

Including Overall goal

Important topics for discussion
What should be done & expected output
Time estimates for each topic activity
Confirmation
Review

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MEETING PROCESS P R E PA R AT I O N

Agenda

Time Arrangement

Good-timing schedule

Avoiding first thing in the morning & the end of the day

Avoiding right before vacations

Avoiding scheduling ‘last-minute’ meetings

Limiting the time to no more than one hour

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MEETING PROCESS P R E PA R AT I O N

Time Arrangement

Participant

If possible, call each person to tell them about the meeting, it's
overall purpose and why their attendance is important.

Follow-up your call with a meeting notice, including the purpose

of the meeting, the time, place, the list of participants and whom
to contact if they have questions.

Send out a copy of the proposed agenda & the meeting notice.

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MEETING PROCESS P R E PA R AT I O N

Participant

Room Arrangement

Arrange the chairs

Put the agenda & handouts in front of
each chair
Set up physical displays

Put refreshments in the center of the

table

Set up a whiteboard for note-taking

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MEETING PROCESS

Conduct

Open a meeting
During a meeting
End a meeting

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MEETING PROCESS

Open a meeting

Small talk Create a relaxed atmosphere

Welcoming participants & It's nice to see everyone.

thank them for their time. Thanks for being here today.

Reporting apologies

Review agendas We'll be discussing...

.... will be examine...

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MEETING PROCESS

During the meeting

Interrupt politely
How To
Deal with interruption
Ask for clarification
Give your opinions
Disagree & criticize
Make positive suggestion
Reject/Accept an offer

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MEETING PROCESS

During the meeting

To Interrupt politely
Deal with interruption
•Sorry to interrupt you …
Ask for clarification
•I apologize for interrupting but ...
Give your opinions
•Could I come in here?
Disagree & criticize
•Could I make a point here?
Make positive suggestion
•Could I just comment on that?

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MEETING PROCESS

Interrupt politely
During the meeting

To Deal with interruption

• Hold on, please
• Ask for clarification
We'll come back to you in a moment
Ask for clarification
• Just a second, please. I promise we'll come back to you
Give your opinions

Disagree & criticize

Make positive suggestion

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MEETING PROCESS

Deal with interruption

During the meeting

To Ask for clarification

• Are you saying that we should ...?
• Do you mean that ...?
Give your opinions
• Is your point that we need to ...?

Using positive statements or phrases

• If I understood you correctly, you ...
• What I meant to say is ...
• I was trying to say that …
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MEETING PROCESS

During the meeting

Ask for clarification

To Give your opinions

Ask for clarification
Disagree & criticize
• I think ...
Disagree & criticize
• We should...
• I'm convinced that we should...
• I tend to think that it's...
Make positive suggestion
• It seems to me that…

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MEETING PROCESS

During the meeting

Give your opinions

To Disagree & criticize

Use polite and diplomatic language 
• Instead of saying "I disagree!", use "l'm afraid I can't agree."
                 Disagree & criticize
SometimesMake
you positive
may want to express criticism in a direct way:
suggestion
• Your performance has been terrible/awful.

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MEETING PROCESS

During the meeting

Give your opinions

To Disagree & criticize

Make positive suggestion
To express criticism indirectly, avoid using negative words such as 'terrible' &
'awful’
• His performance was awful → not very good
• Her reportDisagree & criticize
was terrible → was not really up to standard
Make
Using words such positive suggestion
as 'somewhat', 'a bit', or 'not really' to soften criticism.

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MEETING PROCESS

Disagree & criticize During the meeting

Give your opinions

To Make positive suggestion

• I suggest
Reject/Accept an that
offerwe ...
• Let's ask ...
       
Put suggestions in the
Disagree form of questions:
& criticize
• Why don't we...?
Make positive suggestion
• Couldn't we...?
• What about if you...?

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MEETING PROCESS

Make positive suggestion During the meeting

To Reject/Accept an offer
To reject • Sorry but I'm not able to go along with that.
• Unfortunately, I won't be able to take you up on that.
• I'm afraid I can't agree to that.

To accept Disagree & we'll

• I think criticize
go for that
• That sounds good to me

Asking for • I'd like a couple of days to think this over

time to • Can I get back to you on that?
consider • I need some time to think it over
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MEETING PROCESS

Make positive suggestion During the meeting

Minutes of the meeting (MoM)

Any other business (AOB)

Role of the chairperson

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MEETING PROCESS

Make positive suggestion During the meeting

Minutes of the meeting(Minutes/MoM)
The instant written record of a meeting or hearing.
• Contain mainly a record of what was done at the meeting
• Should be short & simple, only include a summary of the decisions

May include a list of attendees,

a statement of the issues considered by the participants related
responses or decisions for the issues.

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MEETING PROCESS

Make positive suggestion During the meeting

Any other business (AOB)

A part of the meeting which is reserved for the discussion of items which
are not identified on the agenda.

Disagree
If a subject comes & criticize
up during a discussion, but is not relevant to the
Make positive
discussion, a chairperson suggestion
might ask that the item be dealt with under AOB to
make sure that the agenda is followed.

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MEETING PROCESS

Make positive suggestion During the meeting

The chairperson

The person who has been appointed as the highest-ranking officer

at the event. They should be involved at all stages of the process,
from planning through to follow-up.

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MEETING PROCESS

Make positive suggestion During the meeting

Set agenda
The chairperson Start the meeting at appropriate time
Lead the meeting
Maintain order at the meeting
Assist others in the meeting
Ensure the meeting stick to agenda
Ensure the convention (some rules of the meeting)
Ensure fairness, equality
Approve formal minutes

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MEETING PROCESS

Make positive suggestion During the meeting

Cultural Aspect
Training in intercultural awareness - as well as languages - is the key to
bridging the communication gap.
Samantha Cole 
Disagree & criticize

For example: Make

seniorpositive
executives from Japan will only discuss business with
suggestion
people from the same management level.
 Investing foreign language skills & intercultural awareness 

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MEETING PROCESS End of the meeting

Make positive suggestion During the meeting

Evaluate the process

• Every couple of hours, conduct 5-10 minutes

"satisfaction checks".
Disagree & criticize

• In a round-table approach,
Make positive quickly have each
suggestion

participant indicate how they think the meeting is

going.

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MEETING PROCESS

Make positive suggestion

End of the meeting
Always end meetings on time & attempt to end on a positive note.

Evaluate the overall meeting

• Leave 5-10 minutes at the end of the meeting to evaluate
Disagree & criticize
the meeting
• You might have each member rank the meeting from 1-5,
and have each member explain their ranking
• Have the chief executive rank the meeting last.

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MEETING PROCESS

End of the meeting

Phrase to wrap-up a meeting • Let's finish here.
• I think that's everything.
• I think that brings us to an end.

   Confirming decisions & actions • So, to sum up what we've decided ...
• Right. I'm going to ...
• We've decided to ...

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MEETING PROCESS

End of the meeting

Thanking someone for a meeting • Thank you all for coming in today.
• Thank you very much for your time.
• Thank you for your hard work.

 Saying goodbye • I look forward to seeing you (all) again soon.

• I hope you have a safe journey.
• Have a safe trip home

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MEETING PROCESS

After the meeting

Follow-up Emails (Meeting Recap)

• Contain a basic overview of the meeting

• Reminds recipients of what action items need to be completed
• Deadlines for assigned projects
• Other important information that was covered.

These recaps can also benefit any employees or clients who were
unable to attend the meeting and need updates.

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MEETING PROCESS

After the meeting

Follow-up Emails (Meeting Recap)

    1. Take notes during the meeting.

    2. Decide who should receive the email.
    3. Thank everyone for their time.
    4. List what was discussed in the meeting.
Make positive
    5. suggestion
Highlight action items or next steps.
    6. Attach supporting documents, if necessary.
    7. Include a reminder of the next meeting date.
    8. Proofread and send to recipients.
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 GOLDEN
RULES

1. Time is god in meetings → Don't let a discussion run on

unnecessarily
2. Don't call meetings outside office hours
3. Meetings are for business, not socializing → only a certain
amount of small talk helps
4. Give ppl enough time to prepare for a meeting
5. Meetings should be democratic in approach and spirit 

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REFERENCE
S
Basic Guide to Conducting Effective Meetings:
https://managers.usc.edu/files/2015/05/Basic-Guide-to-Conducting-Effective-Meetings.pdf

Guide to Making Every Meeting Matter:

https://tlbnvault.com/wp-content/uploads/2018/01/Guide-to-Making-Every-Meeting-
Matter.pdf

Oxford English for Meeting:

http://moodle.ginfoedu.org:7777/!!!ENGLISH
%20EBOOKS/GEN_ENGLISH_EBOOKS/Ox_English_for_Meetings.pdf

Textbook 1: Business Intermediate Teacher Book

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