You're listening to Business English Pod, the Business English podcast for professionals on the move.
This episode is the first in a two-part series on opening and managing meetings.
In this part, you'll study how to open a meeting.
In the second part, you'll learn how to manage the discussion.
The listening takes place in the Singapore offices of Dainline, an international shipping company.
Martin, the general manager, is chairing a meeting with Sandra, David and Sam to discuss the budget shortfall.
Shortfall means their budget has fallen short of expectations.
In other words, they don't have enough money.
So they need to make some cuts.
To chair a meeting is to lead the meeting.
We can say that Martin is the chairperson.
So in these two episodes on opening and managing meetings, you'll be learning language for chairing meetings.
All right.
Is everybody here?
Great.
I think we can get started.
Well, Good morning, everyone.
I'm sorry I had to call this meeting at such short notice.
Did you all get a copy of the agenda?
Sorry, Martin.
Do you have an extra copy?
Haven't checked your email yet this morning, Sandra.
Late again, huh?
Oh, come on, Martin.
You know I'm never late.
I think our server is down or something.
Hey, you can have a look at mine.
Thanks, Dave.
After the meeting, make sure to call IT.
Already have.
Good.
Okay.
As you know, the main objective of this meeting is to agree on ways to make up the budget shortfall of 154000 we're facing.
I hate to say it, but it's belt tightening time.
Speaking of belt tightening, whatever we do, we can't cut the free gym memberships.
That would be totally demotivating, don't you think?
Let's get to that in a moment, Sam.
Let me first go through the agenda.
As you can see, we have a lot to cover.
From the agenda, there are 10 areas we've identified for potential cuts.
We'll run through them in order.
Any questions before we start?
Nope.
Nope.
We'll break for lunch at 1130, if that's okay with you guys.
That's fine.
Fine by me.
Sure.
Good.
Okay.
Let's move straight to the first point on the agenda.
Outsourcing cleaning.
Sandra, could you please kick off?
There are many ways to open a meeting.
It depends, obviously, on the type of meeting and the situation.
But there are six key points that you will always need to consider when starting a meeting.
First, getting everybody's attention.
Second, welcoming and thanking.
Third, introducing any new colleagues.
Fourth, explaining the objectives.
Fifth, looking at the agenda and sixth, asking someone to start.
Let's look at how Martin handles each of these steps.
First, getting attention.
What does Martin say at the very beginning of the meeting?
All right, is everybody here?
Great.
I think we can get started.
Well, good morning, everyone.
This language attracts everyone's attention and lets them know the meeting is starting.
What else could Martin say?
Okay, let's get down to business.
Alright then, can we get started?
Okay folks, let's get started, shall we?
Alright, can I get everybody's attention?
I think it's about time we get started.
Alright everybody, we need to get this show on the road.
The last example we need to get.
The show on the road is an informal idiom.
That means we need to start.
So, Martin has gotten everybody's attention.
What's next?
I'm sorry I had to call this meeting at such short notice.
Did you all get a copy of the agenda?
To create a professional atmosphere, Martin is sure to welcome and thank everyone for attending.
Practice some more ways to do this.
Well, good afternoon, everybody.
It's good to see you all here.
Did everyone get the agenda?
Great.
Thank you all for coming.
Hello, everyone.
I'm glad to see you all here.
I know it's a long way for some of you to come.
I really appreciate your being on time and ready to work.
What is the reason that Sandra doesn't have a copy of the agenda?
She's having some email problems.
She says, I think our server is down or something.
A server is a computer that delivers information or software to other computers on a network.
But by saying or something, Sandra shows that she doesn't really understand what's going on.
This is a good example of useful, vague, or unspecific language.
Let's practice some more examples of or something.
Have you found the problem with the numbers?
We've been looking all afternoon, but still can't seem to find it.
I think there's a problem with the spreadsheet or something.
The boss is looking really happy.
He must have gotten a bonus.
Or something.
I heard he has a new girlfriend.
Maybe that's it.
So, Martin has gotten everybody's attention. and welcomed and thanked everybody.
What's next?
If there are any new colleagues to introduce, he can do that now.
For example, he could say... First of all, I'd like to introduce George from the Hong Kong office.
Would you like to say a few words about yourself, George?
Everybody say hello to Kurumi.
She's visiting us from the Japan office.
In this case, however, there is no one to introduce.
So Martin just moves on to the next thing, explaining the objectives of the meeting.
Okay.
As you know, the main objective of this meeting is to agree on ways to make up the budget shortfall of 154000 we're facing.
I hate to say it, but it's belt tightening time.
To tighten one's belt is an idiom that means to reduce waste or expenditures.
Expenditures means spending.
So when Martin says, it's belt tightening time, he means it's time to cut spending.
How does he explain the objective of the meeting?
He says, as you know, the main objective of this meeting is to...
This is a good way to tell everybody the purpose of your meeting.
What are some other ways?
The reason we're meeting today is to work out ways to deal with the marketing challenges that we're facing.
The primary purpose of this meeting will be to start a discussion on ways to cope with the huge increase in demand that we're seeing.
The main problem that we're facing is how to manage our growth.
The main thing I'd like to accomplish today is defining the key problem areas that we see with our current plan.
Notice the strong use of word partnerships or collocations in each of the examples you've just listened to.
We face.
Cope with. deal with, or define problems and challenges.
By the way, challenge is a good word to use.
It sounds more optimistic than problem.
Now what happens?
Sam, the operations manager, changes the subject, doesn't he?
He says, speaking of belt tightening...
Whatever we do, we can't cut the free gym memberships.
That would be totally demotivating, don't you think?
For definitions of gym memberships and demotivating, be sure to check the learner's notes.
When Sam changes the topic, Martin says, let's get back to that in a moment, Sam.
This is a good expression for controlling the meetings.
We'll be looking at ways of leaving and returning to the main topic in more detail during the second episode.
So far Martin has got everybody's attention, welcomed and thanked everybody and explained the objectives.
He still needs to look at the agenda, doesn't he?
How does he do that?
Let me first go through the agenda.
As you can see, we have a lot to cover.
From the agenda, there are 10 areas we've identified for potential cuts.
We'll run through them in order.
Any questions before we start?
Potential means possible.
Martin plans to run through them in order.
In other words, to deal with them one by one.
Again, pay attention to the collocations and useful language in this example.
Go over the agenda, have a lot to cover potential areas for cuts and run through something in order are all useful expressions.
Now let's take a look at some other ways to look at the agenda.
Let's take a quick look at the agenda.
As you can see, it's broken down into five main parts.
I've divided up the meeting today into three parts.
I've prepared some figures to help us compare the two options.
I'll distribute them now.
Next, Martin talks about lunchtime plans.
When you open a meeting, introducing the agenda is obviously a good place to talk about any other important rules or housekeeping details, such as when you will take a break, how long the meeting will last, and what people should do if they have to take a phone call, and so on.
After confirming when they'll break for lunch, the final thing Martin needs to do is to ask someone to start.
He says... Good.
Okay.
Let's move straight to the first point on the agenda.
Outsourcing cleaning.
Sandra, could you please kick off?
Outsourcing means to have another company, usually called a vendor, perform some service for you.
So outsourcing cleaning means that instead of having their own cleaning staff, Dane Line will hire a cleaning company to do it for them.
Please kick off simply means please start.
This is a common business idiom that comes from football, where kickoff means to start the game.
What are some other ways to kick off the first item on the agenda?
Great.
Well, we have a lot to cover, so let's get down to business.
George, could you start by explaining the background on the first item?
All right, then.
Let's start then, shall we?
Katie, why don't you tell us what you've been thinking on the advertising issue?
Right.
Suzanne, would you be so kind as to begin?
Now it's your turn to speak.
We're going to practice opening a meeting.
Imagine you're a manager at Dane Line and you're holding a meeting to discuss the budget shortfall your team is facing.
Give a short speech to open the meeting.
Remember to include all six parts.
Do you remember what they are?
First, get everybody's attention.
For example, you can say, OK, let's get down to business.
Next, be sure to welcome everyone and thank them for coming.
Well, good afternoon, everybody.
It's good to see you all here.
Did everyone get the agenda?
The third part is to introduce any new colleagues.
But let's say everyone knows each other, so this step is not necessary for this practice.
Four, explain objectives.
For example, the main problem that we're facing is how to deal with the budget shortfall.
Next, look at the agenda.
To keep it simple, you can say the agenda is divided up into two parts discussing the problem and brainstorming.
Brainstorming means thinking of solutions.
And six, don't forget to ask someone to start.
For example, all right then, let's start, shall we?
Katie, why don't you kick it off?
Now, you'll hear a series of cues for each part.
After each beep, use an appropriate phrase.
Are you ready?
Let's give it a try.
Getting everyone's attention.
Welcoming and thanking, Explaining the objectives, looking at the agenda, asking someone to start how did you do?
Listen to an example answer with all the steps together example answer well alright, then can we get started?
Well, good morning everyone.
I'm sorry I had to call this meeting at such short notice.
Did you all get a copy of the agenda?
Good.
The reason we're meeting today is to work out ways to deal with the budget shortfall that we're facing.
Let's take a quick look at the agenda.
As you can see, it's broken down into two parts.
First, we'll discuss the problem and then brainstorm solutions.
Great.
Well, we have a lot to cover, so let's get down to business.
George, could you start?
Remember to try the practice again.
This time, substitute new language to build up fluency.
All right.
So that covers this episode on opening a meeting.
You've learned the six parts of opening a meeting getting attention, welcoming and thanking, introducing new colleagues, looking at the agenda and asking someone to start.
You've also reviewed some common idioms, vocabulary and collocations for meetings and budget discussions.
In the next units, we'll be learning ways to manage the discussion and keep everybody on track.
Thanks for listening.
