[Mastering the Art of Concluding Business Meetings: Formal vs. Informal Approaches]-[English for Business Meetings - 10]

ESLPod · B1 · 2024-04-01

📋 Summary

Concluding Business Meetings: A Comprehensive Guide

Effective meeting management extends beyond the discussion itself; the manner in which a meeting is brought to a close is crucial for maintaining momentum and ensuring accountability. This summary explores the nuances of concluding both formal and informal business meetings, drawing from the pedagogical insights provided by Dr. Jeff McQuillan.

Formal Meeting Closures: Structure and Professionalism

In a formal setting, the conclusion of a meeting serves to summarize achievements and establish clear future expectations.

Acknowledging Contributions: A professional closing often begins by expressing gratitude "on behalf of" the attendees, a phrase used to indicate that the speaker is representing the collective opinion or sentiments of the group.
Evaluating Productivity: A key indicator of a successful session is whether it was "productive," meaning the time spent was effective in achieving specific goals. Alex notes that a "productive meeting" is one where participants feel their time was well-spent.
Establishing Accountability: The conclusion should delineate the "next steps" through a concrete "action plan." To ensure clarity, a secretary is typically assigned to "take minutes"—a detailed written summary of the main ideas discussed. These are then "distributed via email" for "comments," allowing participants to provide feedback or request amendments.
Logistics and Record Keeping: Proper closure involves administrative finality. This includes the secretary "reserving a conference room" for future sessions and ensuring participants are "apprised" (informed) of the location. Additionally, having attendees "sign their names" on a "sheet of paper" provides a formal "record" of attendance. The secretary then "types up" the "contact information" to "disseminate" (circulate) the "participant list" to everyone involved.
The Adjournment: The formal act of ending the session is marked by the verb "adjourning," which signals that the meeting is officially finished.

Informal Meeting Closures: Efficiency and Collaboration

Informal meetings prioritize fluidity and camaraderie while maintaining the same level of organizational necessity.

Expressing Appreciation: Similar to formal settings, informal closures start with gratitude for "organizing" the session. The host often acknowledges the team's workload by noting they "have a lot on their plate," an idiom describing individuals with heavy responsibilities or many tasks in the "coming weeks."
Streamlined Communication: In informal contexts, the process of documenting the meeting is simplified. The secretary sends an email requesting "corrections or additions" to the minutes. Instead of a formal reservation process, they look for a "meeting space" and send a "reminder" with the necessary "info" (information) shortly before the next gathering.
Interactive Networking: Rather than a formal sign-in sheet, the host might "pass around" a list. Participants are encouraged to "check off" their names after they have "double checked" that their contact details are accurate. This facilitates the ability to "keep in touch" between meetings.
Casual Sign-offs: The conclusion of an informal meeting often utilizes colloquialisms. A common expression is "that's a wrap," a term borrowed from the film industry, signaling that the work is finished and the group can disband.

By distinguishing between these two styles, professionals can ensure that their meetings conclude with clarity, respect, and a clear vision for the work ahead.

🎯Key Sentences

we have a clear action plan for the next steps.

we'll distribute them via email for comments.

you'll be apprised of the location as soon as we know it.

I'm adjourning this meeting.

We will see each other again next Tuesday.

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📝Key Phrases

on behalf of

productive meeting

action plan

take minutes

apprised of

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📖 Transcript

Welcome to ESLPod.com's Business Meetings course.

Lesson 10 I'm your host, Dr.

Jeff McQuillan, coming to you from the Center for Educational Development in beautiful Los Angeles, California.

In the 9th lesson of Business Meetings, we learned Business vocabulary for ending a topic and planning for the future at formal and informal business meetings.

In this 10th and final or last lesson, we're going to learn how to end formal and informal meetings.

To begin, let's listen to how Alex ends the formal meeting.

Or study on the web version →