You're listening to Business English Pod, the Business English podcast for professionals on the move.
This is the second in a two-part series on opening and managing meetings.
In the first episode, we looked at how to open a meeting.
In today's podcast, we're going to cover how to manage the discussion.
Martin, the general manager of Dane Line Singapore, is discussing with his staff how to make up a budget shortfall.
He's just asked Sandra to kick off the first item on the agenda, outsourcing the cleaning.
Sandra, would you please kick off?
Well, this is a great way to cut a lot of fat.
My figures show that we can save almost $50,000 with this one.
Can I just come in here?
That reminds me, we really can't have pizza for lunch again.
It's unhealthy.
Sorry, Sam, but I think this is a bit of a sidetrack.
Let's try to keep to the agenda, okay?
I want to get everyone out of here on time.
Of course.
So, as I was saying, outsourcing the cleaning can really save a lot of money.
It's a no-brainer if you ask me.
Uh-huh.
What do others think?
Is there anything else we should consider?
Well, frankly, I think it's a little harsh just to let people go.
After all, we've been working with them side by side for years and we have to think about how it will affect morale.
Right.
We seem to have dealt with the outsourcing issue.
Now, let's move on to the brochures.
We've budgeted $68,500 to redesign and reprint all the sales and marketing brochures.
Dave, this is your area of expertise.
What do you think?
Well, obviously, if we're facing a shortfall, we need to make cuts.
And this cut would be less painful than many of the others.
But we really have to prioritize sales, because this is the bread and butter of our business.
Perhaps we can consider a limited redesign?
I agree.
I do too.
You know Dave, speaking of the brochure, you should really consider using a different vendor for the brochures this time.
I didn't think they did a good job on the last ones at all.
I'm with you 100%.
You may have a point there, Sandra.
But let's leave that for the regular team meeting on Thursday.
We still have a lot to cover.
Okay.
All right.
Can we go around the table to make sure everyone agrees?
All those in favor of a limited redesign of the brochure?
Yep.
Aye.
All those against?
During the meeting, both Sam and Sandra attempt to change the topic, but Martin does a pretty good job of following the agenda, doesn't he?
Let's study how Martin keeps the discussion on track.
Along the way, we'll also look at some idioms and other useful language.
The first person to try to change the topic is Sam.
Remember, Sandra is talking about how much money they can save by outsourcing cleaning.
Well, this is a great way to cut a lot of fat.
My figures show that we can save almost $50,000 with this one.
Sandra says that outsourcing is a great way to cut a lot of fat.
Similar to the phrase to tighten one's belt, which we learned last time.
To cut a lot of fat means to save a lot of money.
This makes Sam think of food.
Can I just come in here?
That reminds me, we really can't have pizza for lunch again.
It's unhealthy.
It sounds as though Sam's stomach is more important to him than the budget discussions, doesn't it?
Notice how Sam uses, that reminds me.
This useful phrase links to what was just said to change the topic of discussion.
What you said reminds me of something else.
So Sam has attempted to change the topic.
How does Martin get him back on track?
Sorry, Sam, but I think this is a bit of a sidetrack.
Let's try to keep to the agenda, okay?
I want to get everyone out of here on time.
Martin uses the phrase I think this is a bit of a side track to show that he feels the group has gone off the main topic onto an unimportant side issue.
He is careful to emphasize the benefit to the group of keeping to the agenda by saying I want to get everyone out of here on time.
That is, he wants everyone to be able to leave on time.
Martin's skillful action guides the discussion back on track.
Returning to the topic gives Sandra a chance to finish what she was saying.
So as I was saying, outsourcing the cleaning can really save a lot of money.
It's a no-brainer if you ask me.
So as I was saying, let Sandra continue from where she was interrupted.
How does she feel about outsourcing?
She strongly supports it, saying that it's a no-brainer.
That means it's so obvious that you don't need a brain to figure it out.
Later on in the discussion, Sandra also tries to change the topic.
Remember, Dave has proposed a limited or partial redesign of the brochure.
He is against totally abandoning the brochure project because sales should be prioritized, meaning that this should be given high importance.
He says, sales are the bread and butter of the business.
This is an idiom that means something is very important to the business's profit.
Dave's proposal reminds Sandra of a point she'd like to make.
Let's listen.
Perhaps we can consider a limited redesign?
I agree.
I do too.
You know Dave, speaking of the brochure, you should really consider using a different vendor for the brochures this time.
Similar to Sam's, that reminds me, Sandra uses speaking of the brochure to change the topic.
This kind of expression is particularly useful in informal discussions or when socializing and making small talk.
We'll be looking in more detail at ways to change the topic during later episodes on Social English.
Now, let's listen to how Martin gets the discussion back on track this time.
You may have a point there, Sandra, but let's leave that for the regular team meeting on Thursday.
We still have a lot to cover.
In this expression and in Martin's previous suggestion that this is a bit of a sidetrack.
Notice the strong journey metaphor.
Metaphor means to describe something in terms of something else.
In this case, we understand discussions in terms of a journey with a goal.
The meeting participants are travelers who have to keep to or follow the agenda, which is the road.
With the journey metaphor in mind, let's review the language for keeping the discussion on track.
I can see what you're saying, but let's try to keep to the agenda.
To save time, we need to stay on track.
Let's try not to get too far off topic.
Let's get back to that later.
For now, I really want to stick to the agenda.
That's an interesting point, but let's talk about that when we come to it.
Can we get back to the main point?
We've got a lot of ground to cover, so I suggest we do our best to stay on track.
So far, you've covered language for changing the topic and sticking to the agenda.
Let's look at some language for widening the discussion, to make sure you've heard different points of view.
Remember earlier when Sandra says that outsourcing cleaning is a no-brainer?
What does Martin say to bring other people into the discussion?
Uh-huh.
What do others think?
Is there anything else we should consider?
What do others think is an effective way to widen the discussion to include more people?
What are some other phrases Martin could use?
What other approaches are there to this problem?
Does anybody have any ideas?
How about other people?
Any comments?
Let's go around the table and get reactions to that idea.
Who would like to begin?
Are there any other ways to think about this?
Great.
We've covered changing the topic, sticking to the agenda, and widening the discussion.
Now let's study how Martin moves from one point to the next in the meeting.
What does he say after the team has finished talking about outsourcing?
Right.
We seem to have dealt with the outsourcing issue.
Now, let's move on to the brochures.
Similar to making a transition in a presentation.
Martin signals that the last part has finished and the new part is beginning.
Let's listen to some more language for doing just that.
Good.
I'd say that's about all for that topic.
Now, let's turn to the issue of sales.
Well, we've just about covered the San Francisco office.
Let's continue by discussing Buenos Aires.
Time is pressing.
Let's leave that there and move on to the next point on the agenda, okay?
Take note of the professional way Martin asked Dave about his opinion on the next topic.
He says, Dave, this is your area of expertise.
What do you think?
For a more complete review of other ways to ask for and give opinions, you can go back to BEP 27.
In addition, agreeing and disagreeing are covered in BEPs 28 and 29.
Okay, there is one last topic to cover in today's episode checking that everyone agrees in order to reach a decision.
Listen to what Martin says at the end of the dialogue.
All right, can we go around the table to make sure everyone agrees?
All those in favor of a limited redesign of the brochure?
Yep.
Aye.
All those against?
To go around the table means to take a vote.
You can either run through the participants one by one or, as Martin does, have them respond as a group by asking all those in favor and all those against.
What are some other ways to check if everyone agrees?
Can I get a quick show of hands?
All those in favor?
Let's take a vote.
How many people are for this idea?
Against?
Thanks.
Just quickly, is there anyone else that supports the strategy of reducing overhead?
Please raise your hands.
Now it's your turn to practice.
We're going to study keeping the discussion on track and including other people in the discussion.
First, imagine you're chairing a meeting at Dane Line about how to deal with a budget shortfall.
You're talking about the first item on the agenda, outsourcing the cleaning.
But members of your team, Pat and Brooks, keep changing the topic.
After each beep, use a phrase we've studied to keep the discussion on track.
For example, I can see what you're saying, but let's try to keep to the agenda.
Or, to save time, we need to stay on track.
Let's try not to get too far off topic.
Are you ready?
Let's give it a try.
That reminds me.
Can we go out for lunch today?
I'd love to try the new Chinese restaurant.
Can I come in here?
Actually, I really think canceling the Christmas party is the best way to save money.
Can I ask a question?
Who is going to handle the new employee training?
How did you do?
Listen to the example answers.
Answer.
Can we talk about that later?
We've got a lot of ground to cover.
Answer.
That's an interesting point, but let's talk about that when we come to it.
Can I ask a question?
Who is going to handle the new employee training?
Answer.
To save time we need to stay focused.
Let's stick to the agenda.
Be sure to go back and try the practice again.
Substitute different language to build up fluency.
Let's turn now to including more people in the discussion.
In a moment, you'll hear Pat and Brooks state their opinions.
After each beep, use a phrase to widen the discussion, such as, what do others think?
Or let's go around the table to get comments.
Are you ready?
Give it a try.
Well, in my opinion, outsourcing cleaning is a great way to save money.
The best approach in my view is a limited redesign of the brochure.
Another way to save money would be to cancel the Christmas party.
Good, now listen to some example answers.
Well, in my opinion, outsourcing cleaning is a great way to save money.
Answer how about other people?
Any comments?
The best approach, in my view, is a limited redesign at the brochure.
Answer what other approaches are there to this problem?
Does anyone have any ideas?
Another way to save money would be to cancel the Christmas party.
Answer.
Let's go around the table and get reactions to that idea.
Who would like to begin?
That's about it for today's episode on controlling the discussion.
You've learned how to return to the main point.
Change the topic, move on to the next point in the agenda, widen the discussion and check if everyone agrees.
In addition, we've covered several useful idioms and we've looked at how the discussion is.
A journey metaphor plays an important role in the language that we use to manage meetings.
Thanks for listening.
