Lesson 5 Business

Business English

Meetings

How to plan and hold a meeting


What is a Meeting?

A meeting is a gathering or two or more people to discuss matters of mutual concern and to take or implement any necessary decisions relating to these matters.

A meeting is duly constituted
* when the meeting is properly convened by an authorised person, the notice and agenda having been sent to the members within the time limit prescribed by the constitution
* a quorum is present
* the correct person acts as chairperson
* the chairperson is properly appointed according to the rules of the organisation.

RECOMMENDED LEARNING
Lesson 5 Idiomatic:

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Use the Browser Return Arrow to come back to this page after selecting Grammar or Idiomatic Expressions.

HOMEWORK:
1. Write the minutes of the meeting. Look at the instructions on the last page of the dialogue.

RECOMMENDED EXERCISES
2. Idiomatic Expressions : do the Multiple Choice exercises.

 Outline

 
 
Meetings_LessonDownload

Minutes of a Meeting

Meetings_MinutesDownload
L5_HannaKoehlerDownload
About
Meetings

ABOUT:

ABOUT:

ABOUT:

The company is considering opening a new factory.
At a meeting this is discussed and there are two main opinions:
One group wants to expand the existing factory in Germany,
The other group wants to open a factory in India because it will be cheaper to manufacture the clothing there.

Slide 1
Meetings

ABOUT:

ABOUT:

ABOUT:

After a heated discussion the meeting is in its final stages.

MR James

MR James

MR James

It seems to be clear that the best option will be to expand our existing facilities in Germany.

MR Grey

MR Grey

MR Grey

No, Mister Chairman, I do not agree with that opinion.
That is a stupid idea.

Slide 2
Meetings

ABOUT:

ABOUT:

ABOUT:

A heated discussion takes place.

Miss Smith

Miss Smith

Miss Smith

Mister Chairman, these discussions lead nowhere.
I propose that we put this matter to a vote.

Mr Grey

Mr Grey

Mr Grey

I agree, mister Chairman, and would like to propose that we expand our factory in Germany.

Slide 3
Meetings

ABOUT:

ABOUT:

ABOUT:

There is a sudden silence.
Miss Cagney raises her hand.

Miss Cagney

Miss Cagney

Miss Cagney

I'll second the proposal.

Chairman

Chairman

Chairman

Ladies and gentleman, we have a proposal.
It has been seconded by miss Cagney.
The proposal is for expanding our existing facilities here in Germany.
Do I have a counter proposal?

Slide 4
Meetings

ABOUT:

ABOUT:

ABOUT:

Mister Willard makes a counter proposal.

Mr Willard

Mr Willard

Mr Willard

Yes, Mister Chairman.
I'd like to propose investigating the possibility of opening a new factory in India after we have looked at our financial situation.

Miss Rudolph

Miss Rudolph

Miss Rudolph

Mister chairman, the counter proposal is not clear.
Could the previous speaker please rephrase his proposal.

Slide 5
Meetings

ABOUT:

ABOUT:

ABOUT:

.

Chairman

Chairman

Chairman

Mister Willard, please rephrase your proposal, and please make it short.

Mr Willard

Mr Willard

Mr Willard

Yes Mister Chairman.
I would like to propose that we open a new factory in India.

Slide 6
Meetings

ABOUT:

ABOUT:

ABOUT:

.

Chairman

Chairman

Chairman

Thank you Mister Willard. Loud and clear.
Does anyone second this proposal?

Miss Rudolph

Miss Rudolph

Miss Rudolph

I do, Mister Chairman.

Slide 7
Meetings

ABOUT:

ABOUT:

ABOUT:

The chairman reads the proposals and mister Willard cheers for India.

Chairman

Chairman

Chairman

We have two proposals on the table.
One for expanding our existing facilities in Germany, the other for opening a new factory in India.

Mr Willard

Mr Willard

Mr Willard

Yes, India.

Slide 8
Meetings

ABOUT:

ABOUT:

ABOUT:

The chairman puts the matter to a vote.
The members of the meeting raise their hands and the chairman counts the votes.

Chairman

Chairman

Chairman

Let us vote by a raise of hands.
First to the counter proposal.
Who is for opening a new factory in India?

Miss Jones

Miss Jones

Miss Jones

Eleven votes, Mister Chairman.
Eleven for India.

Slide 9
Meetings

ABOUT:

ABOUT:

ABOUT:

.

Chairman

Chairman

Chairman

Now to the original proposal.
Who would rather expand our existing facilities here in Germany?
Please raise your hands.

Miss Jones

Miss Jones

Miss Jones

Oh no! Eleven for Germany and eleven for India.
We have a tie.

Slide 10
Meetings

ABOUT:

ABOUT:

ABOUT:

Everyone starts talking at the same time.
Some 'Boos' are heard.

Chairman

Chairman

Chairman

That means I have the final say.

Mr Grey

Mr Grey

Mr Grey

The casting vote.
And we all know where you stand.

Slide 11
Meetings

ABOUT:

ABOUT:

ABOUT:

.

Miss Rudolph

Miss Rudolph

Miss Rudolph

Very disappointed
That's not fair!

Chairman

Chairman

Chairman

Smiles
Well, I'm for Germany.
Quality counts. And we can't guarantee that in India.

Slide 12
Meetings

ABOUT:

ABOUT:

ABOUT:

The members express their displeasure and start arguing.
The chairman hits with his gavel on the desk.

Chairman

Chairman

Chairman

Order! Order please!
Please calm down. We can talk later about the details.
I herewith close the meeting.

Mr Grey

Mr Grey

Mr Grey

Annoyed
That means India is off the table.
Damn!

Slide 13
Meetings
Oral Discussion

Write the final part of the Minutes of the Meeting beginning at where the dialogue started.
Cover what had been said.
Look at the outline of Minutes of a Meeting under Example/Info.
Focus on what was said and give details about the vote.

Meetings_Dialogue-2Download

bitte nehmen Sie zur Kenntnis dass

please note that

Wer hat das gesagt?

Who has said that?

Besprechungspunkte zur Tagesordnung hinzufügen

to add items to the agenda

eine ausschlaggebende Stimme

a casting vote

das ist nicht relevant

that is not relevant

der Vorschlag wurde verworfen

the motion was rejected

die Entschuldigung nicht akzeptieren

not to accept the apology

bitte verlassen Sie die Versammlung

please leave the meeting

Ach, wirklich!

Really! You don't say!

Sie sind ein Idiot!

You are an idiot!

Ruhe jetzt!

Order now!

eine erfolgreiche Besprechung

a fruitful discussion

mneiner Meinung nach

in my opinion

einen Vorschlag neu formulieren

to rephrase a proposal

vorschlagen dass das Protokol

propose that the minutes

mit Hinweis auf

with reference to

sich nicht entschuldigen

not to apologise

dem nicht zustimmen

to disagree

ich möchte eine Entschuldigung

I would like an apology

sich entschuldigen

to apologise

haben Sie daran gedacht

have you considered

etwas vorschlagen

to propose something

dafür sein

to be for it

lasst uns darüber abstimmen

let's take a vote

die Versammlung beenden

to close the meeting

erkläre die Versammlung eröffnet

declare the meeting open

erkläre die Versammlung beendet

declare a meeting closed

Frau Vorsitzende

madam chair

Punkte zur Besprechung unter Allgemein

points for discussion under general

um Himmels Willen

for heavens sake

die Regeln schreiben vor

the procedures prescribe

ich beanstande

I object to

der vorige Sprecher

the previous speaker

laut der Statuten

according to the statutes

es zur Abstimmung bringen

to put the matter to a vote

Stimmen dafür

vote for

Beschlussfähig sein

to have a quorum

ein solches Benehmen

such behaviour

der Vorschlag wurde akzeptiert

the motion was carried

Wo haben Sie das gehört?

Where have you heard that?

Birds of feather flock together.

Gleich und gleich gesellt sich gern.

ist an der Reihe

has the floor

ein Gegenvorschlag

a counter proposal

Herr Vorsitzender

mister chairman

Sie hatten Ihre Gelegenheit

you had your turn

einen gültigen Beschluss fassen

to take a valid decision

ich gebe das Wort an

I give the floor to

Unterstützung für den Antrag

a secondment for the motion

eine dumme Idee

a stupid idea

Ihre Zeit ist vorüber

your time is up

das ist nicht akzeptabel

that is not acceptable

zur Ordnung

on a point of order

auf einer Entschuldigung bestehen

to demand an apology

dagegen sein

to be against it

Vorsitzende

chairperson

der vorige Redner

the previous speaker

einstimmiger Beschluss

unanimous decision

Das ist lächerlich!

That is ridiculous!

die Entschuldigung akzeptieren

to accept the apology

to agree with

dem zustimmen

letztens

lastly

zur Diskussion unter

fir discussion under

Sie wissen nicht wovon Sie reden!

You don't know what you are talking about.

dagegen sein

to be against it

es protokolliert haben

to have it noted

Lesson Vocabulary G/E

Meetings

Vocalulary used in meetings

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1. dagegen sein

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2. Sie hatten Ihre Gelegenheit

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3. Vorsitzende

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4. der vorige Redner

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5. einen Vorschlag neu formulieren

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6. Ruhe jetzt!

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7. vorschlagen dass das Protokol

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8. es zur Abstimmung bringen

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9. das ist nicht relevant

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10. es protokolliert haben

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11. Stimmen dafür

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12. Ihre Zeit ist vorüber

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13. letztens

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14. Wer hat das gesagt?

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15. ich gebe das Wort an

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16. etwas vorschlagen

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17. die Versammlung beenden

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Category: Proverbs

18. Birds of feather flock together.

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19. ist an der Reihe

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20. zur Ordnung

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21. die Regeln schreiben vor

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22. sich entschuldigen

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23. dem nicht zustimmen

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24. mit Hinweis auf

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25. Beschlussfähig sein

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26. Besprechungspunkte zur Tagesordnung hinzufügen

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27. lasst uns darüber abstimmen

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28. dafür sein

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29. erkläre die Versammlung eröffnet

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30. mneiner Meinung nach

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31. Das ist lächerlich!

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32. bitte verlassen Sie die Versammlung

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33. sich nicht entschuldigen

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34. ein solches Benehmen

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35. eine dumme Idee

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36. Frau Vorsitzende

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37. die Entschuldigung akzeptieren

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38. erkläre die Versammlung beendet

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39. das ist nicht akzeptabel

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40. Punkte zur Besprechung unter Allgemein

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41. einstimmiger Beschluss

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42. to agree with

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43. haben Sie daran gedacht

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44. Unterstützung für den Antrag

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45. ein Gegenvorschlag

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46. eine ausschlaggebende Stimme

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47. eine erfolgreiche Besprechung

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48. ich beanstande

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49. Sie sind ein Idiot!

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50. einen gültigen Beschluss fassen

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51. um Himmels Willen

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52. Herr Vorsitzender

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53. Wo haben Sie das gehört?

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54. bitte nehmen Sie zur Kenntnis dass

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55. dagegen sein

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56. Sie wissen nicht wovon Sie reden!

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57. ich möchte eine Entschuldigung

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58. die Entschuldigung nicht akzeptieren

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59. der Vorschlag wurde akzeptiert

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60. laut der Statuten

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61. zur Diskussion unter

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62. der Vorschlag wurde verworfen

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63. Ach, wirklich!

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64. auf einer Entschuldigung bestehen

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65. der vorige Sprecher

Your score is

Meetings_Vocabulary-1Download

Category: Business Vocabulary

Meetings

Idiomatic Expressions

Meetings

Vocabulary

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Category: Idiomatic Expressions

1. Someone insults you. The person has to say he/she is sorry.

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2. What is a "casting vote"?

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3. When would you use the phrase: "Really, you don't say!"

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4. If everyone agrees, then it is ..........................  .

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5. You are in charge of the meeting. When the meeting begins, you say:

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6. When you say something in a different way in order to make it clearer,

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7. You want to say that according to what you think.....

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8. You want say that the factory should be established in India.

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9. Someone has said something at the meeting just before you and you support that idea.

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10. Everyone talks and there is total chaos at the meeting. What does the chairperson say?

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11. You are in charge of a meeting and want to say that Mr. Brown can speak now.

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12. What do you call the items to be discussed at the current meeting which were noted in the Minutes of the previous meeting?

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13. You do not agree with what the person has said.

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14. What does one call a further proposal on the same topic at a meeting?

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15. When you want to speak to the person in charge of a meeting (Mrs. Brown, woman) you say:

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16. What does a "fruitful discussion" mean?

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17. When you want to speak to the person who is in charge of the meeting (a man - mister Jones), you say:

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18. What is a "quorum"?

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19. What do we call the person in charge of a meeting (male or female)?

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20. What do we call the list of items to be discussed at a meeting?

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21. You do not agree with the decision taken at the meeting and want it to be recorded in the Minutes of the Meeting.

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22. What does "a secondment" mean?

Your score is

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Meetings_DialogueDownload
Meetings_VocabularyDownload

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