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MEETINGS

MEETINGS. call arrange schedule hold cancel postpone (put off ) reschedule attend moderate chair close. a meeting. Commonly used words/expressions:. People involved. the chairperson chairman, chairwoman, chair (n., v.) Jim will chair (v.) the meeting next week.

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MEETINGS

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  1. MEETINGS

  2. call arrange schedule hold cancel postpone (put off) reschedule attend moderate chair close a meeting Commonly used words/expressions:

  3. People involved • the chairperson chairman, chairwoman, chair (n., v.) Jim will chair (v.) the meeting next week. • the participants • the secretary (?)

  4. Chairing a meeting The chairperson is in charge of: • Openingthemeeting: introducingtheobjectives, agenda, participants, procedure, timingandoutput • Facilitatingandmoderating:interrupting & encouragingthespeakers • Controlling (time & agenda) • Summarising (whathasbeensaid or agreed) • Concluding (definingactionpointsandclosing)

  5. Participants(Attendees) • Participants take part in the discussion ↓ giving and seeking opinions, agreeing, disagreeing, interrupting, commenting, suggesting, … giving mini-presentations

  6. The secretary (?)is responsible for ... ...recording the... • names of the participants • topics discussed • arguments in favour and against (pros & cons) • decisions made • voting details • action points (who, what, when) • date, place, time of the next meeting ... and for distributing the minutes within a reasonable time

  7. Administrative considerations(Meeting paperwork) • Writing a memo • Writing the agenda • Taking the minutes (writing up the minutes)

  8. LANGUAGE FOCUS • expressions typically used in meetings (RB) • downtoning + makingsuggestions

  9. LANGUAGE FOCUS cont. Make your point firmly, but politely • Downtoning • Making suggestions/proposals

  10. Is this appropriate in meetings? • “Finish the report by tomorrow!” • “You cannot take a day off!” • “You must come to work earlier than you normally do.” Or can we make it sound more polite?

  11. How to make our statements sound less confrontational (tone them down)? • “we” / “let’s” (rather than “you”) • perhaps / maybe • a bit / just / a little / slightly • would / could / may / might • I’m afraid... • Use of “negatives” or “opposites” to soften the meaning

  12. Downtoning (cont.) Avoid:“You must reduce the price.” (sounds confrontational) And use the following: we, let’s, perhaps/maybe, a little/slightly/a bit/, may/might, could, would, it won’t be bad if, I’m afraid “Why don’t we consider reducing the price?” “Let’s see what happens if the price is reduced.” “Perhaps we should consider reducing the price.” “Maybe you could reduce the price.”

  13. Downtoning (cont.) “The price is a little too high for us.” “The price is slightly too high for us.” “The price is a bit too high for us.” “The price is just too high for us.” “The price may be too high for us.” “The price might be too high for us.”

  14. Downtoning (cont.) “I wonder if you could reduce the price.” “Would you be prepared to reduce the price?” “It won’t be bad if the price is lower.” “I’m afraid the price is too high for us.”

  15. Making suggestions/proposals Confrontational: “You’re opposing my idea and you didn’t even read the report???” I advise you to read the report first. I suggestreading the report first. I suggest that we should read the report first. I suggest that we read the report first. Why don’t we read the report first? Shall we read the report first?

  16. Assignment • Class assignment: Tone down the three statements used on slide 10. Usetwodifferentdowntoningdevices for each (tot. 6 statements).

  17. : we - let’s perhaps - maybe a little – slightly - a bit , may – might – could - would, it won’t be bad if, I’m afraid • “Finish the report by tomorrow!” • “You cannot take a day off!” • “You must come to work earlier than you normally do.”

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