You're listening to Business English Pod, the Business English podcast for professionals on the move.
Hello, and welcome back to Business English Pod.
My name's Edwin, and I'll be your host for today's lesson on decision-making meetings.
In business, groups need to be able to come together to make good decisions.
And with the right group of people who have the right information and the opportunity to discuss it, there's a good chance that a decision is going to lead to success.
There's a lot riding on every decision-making meeting and when that decision is made, it's important that the team move forward together.
Fortunately, there are skills and techniques that we can learn to make group decision-making work well.
In today's lesson we'll look at asking for dissenting opinions, agreeing with reservations and asking for buy-in.
We'll also look at identifying action items and delegating responsibilities stemming from a decision.
In the dialogue we'll rejoin a group of people at an engineering company that has been deciding on a new vendor for tech support.
Scott has been leading the meeting, while Ann, David and Kelly have all been contributing their opinions.
The group is about to settle on their final choice.
As you listen to the dialogue, try to answer the following questions.
1.
What is Kelly not like about Alamo?
2.
What is one of the actions that Scott mentions must be taken after the meeting?
3.
What does Scott ask Kelly to do following the meeting?
You know how it is when something goes sideways on a job site.
If Alamo can help in those situations, then I'd like to suggest that we go with them.
Yeah, I see what you're saying, David.
We want the experience, but responsiveness is important, too.
Yes, I would tend to agree.
Let's not forget why that last company drove us nuts.
You've made a good case, David.
So, does anyone oppose the idea of going with Alamo instead of Brightstar?
Nope.
It really looks like Alamo is our best bet.
Definitely.
Well, I'm not so crazy about going over budget on this, but I think I understand what everyone's driving at, so I'm prepared to go along with it.
I know you're concerned about cost, Kelly, but I think this is the right way to go.
Money well spent, as far as I'm concerned.
I think that Alamo takes the same approach to client satisfaction as we do.
That's what we're banking on here.
So let's all get behind this decision and make sure we get all the staff on board as well.
Sounds like a plan.
Yeah.
I'm glad we're all on the same page.
Right.
Me too.
Now, a few things we need to do here.
We'll need to get the Alamo guys in to go over some of the finer points of the contract.
And we'll need to put together some specs on all our hardware.
Okay.
And we should also let Drayton and City Tech know that we've decided to go with someone else.
For sure.
Can't forget that.
So Kelly, if you could call Alamo guys and arrange for them to come in later in the week, maybe Thursday or Friday, that would be great.
And please have Angie book the meeting room so we can all sit down together and go through each of the individual departments' needs.
Now let's go through the dialogue again and look at the language and techniques used to reach a final decision.
Yeah, I see what you're saying, David.
We want the experience, but responsiveness is important too.
As you'll remember from last week's BEP 254, the decision came down to a choice between two companies Brightstar and Alamo.
Brightstar has more experience.
But as David has explained, Alamo is smaller and would be more responsive.
And it sounds like the group agrees with David's opinion.
So, what happens next?
Yes, I would tend to agree.
Let's not forget why that last company drove us nuts.
You've made a good case, David.
So, does anyone oppose the idea of going with Alamo instead of Brightstar?
It is clear that Scott supports David's opinion, but the group is trying to come to a consensus decision, which means everyone agrees.
And to make sure that's the case, Scott needs to check for dissenting opinions.
He does this by asking directly if anyone opposes the idea of going with or selecting Alamo.
What are some other ways we can ask for dissenting opinions?
Let's try a few more.
Does anyone see any problems with this idea?
Alright, is there anyone who does not agree with the IBM machines?
Does everyone agree that summer is the best time for the launch?
Who here thinks that leasing might not be the best option?
So, are there any dissenting opinions?
Nope.
It really looks like Alamo is our best bet.
Definitely.
Well, I'm not so crazy about going over budget on this, but I think I understand what everyone's driving at, so I'm prepared to go along with it.
Anne and David clearly support Alamo, but Kelly isn't 100% sure about the idea.
As she says, she's not so crazy about or doesn't really like spending more on Alamo.
Still, Kelly understands others' opinions and agrees to go along with or support the decision.
Kelly agrees, but with reservations.
That is, she doesn't totally agree for specific reasons. but she can accept the overall decision.
Achieving consensus on decisions is difficult, and sometimes we have to agree with reservations.
But is a useful word in these situations, as in, I have reservations, but I can accept the decision.
And we can also use language that shows we are not in full agreement, like saying we are prepared to go along with it.
Let's practice a few more examples of agreeing with reservations.
Well, I guess I can agree with everyone on that idea.
Okay.
I'm still not 100% sure, but I'm willing to accept the decision.
It's not the ideal choice in my opinion, but I'll go along with it.
If that's what everyone thinks is best, then I suppose I can support the decision.
Now, let's get back to the dialogue.
I know you're concerned about cost, Kelly, but I think this is the right way to go.
Money well spent as far as I'm concerned.
I think that Alamo takes the same approach to client satisfaction as we do.
That's what we're banking on here.
So let's all get behind this decision and make sure we get all the staff on board as well.
Because Kelly agreed with reservations and was concerned about cost, David wants to reassure her.
He emphasizes that it will be money well spent, which means that it's a worthwhile investment.
And because everyone in the group has stated that they can accept the decision to go with Alamo, Scott now needs to get the group to move forward with the decision.
The first step in moving forward is to ask for buy-in or support.
Scott asks for buy-in by encouraging everyone to get behind the decision.
He also wants everyone to help get staff to support the decision.
If people truly buy in and support a decision, then it will have a better chance of succeeding.
And it's a leader's job to ask for that buy-in when a decision is made.
Let's run through some more ways to ask for buy-in.
So, we've decided on the 4th Avenue location.
Now let's all get on board.
All right, everyone.
Let's all give our full support to our new supplier.
I'd like us all to get behind this idea.
Great work.
Now we just need to come together to make it happen.
So, does Scott get the buy-in he's looking for?
Sounds like a plan.
Yeah, I'm glad we're all on the same page.
Right.
Me too.
Now, a few things we need to do here.
We'll need to get the Alamo guys in to go over some of the finer points of the contract.
And we'll need to put together some specs on all our hardware.
Yes, it sounds like Scott got the buy-in he was looking for.
But he needs to go a step further and identify what actually needs to be done now.
The decision has been made.
In this case, they need to talk about the contract with Alamo and prepare information about their computers.
Every decision will have action items, and someone, especially the leader, needs to identify them.
So let's try a few more ways of identifying action items.
First thing we need to do now is to draw up a contract.
Okay, now we need to let the staff know that we're combining departments.
Next, let's draft a press release and call the radio station.
Now we're going to have to meet with the developer next week to go over the plans.
But is it enough just to say what needs to be done?
Okay.
And we should also let Drayton and City Tech know that we've decided to go with someone else.
For sure.
Can't forget that.
So Kelly, if you could call Alamo guys and arrange for them to come in later in the week, maybe Thursday or Friday, that would be great.
And please have Angie book the meeting room so we can all sit down together and go through each of the individual departments.
Scott and Anne have both identified actions that follow from the decision, but the next logical question is who will do these things?
As the leader, Scott needs to delegate or assign specific activities to different people.
This is what he is doing when he tells Kelly to call Alamo and ask for a meeting.
And he does it politely and indirectly, saying if you could and please, rather than just saying do this.
Let's go through some more polite ways of delegating actions stemming from a decision.
Wendy, I'd like you to talk to marketing.
And Jeff, you can draw up a budget.
Okay, Brad.
Could you please take on the publicity plan?
Gail, I need you to call each of the companies and let them know our decision.
Hank, would you please call Kincaid and set up a meeting for Monday?
We've now seen the group go through the entire decision-making process, finishing with figuring out who is going to do what following the meeting.
You can try using these techniques and language to get groups in your company to reach good decisions and to follow up those decisions with action.
Now, let's practice some of the language we learned in today's lesson.
Imagine you are part of a meeting that has been called to decide when to hold a big promotional event.
You are near the end of the meeting, and everyone seems to agree that July is the best time.
To start off with.
You'll play the role of the meeting leader and then switch to one of the participants.
Then you'll switch back to the leader's role.
I'll give you a cue telling you what you need to do.
Then you'll hear a prompt.
Use the words in the prompt to make an effective statement during the meeting.
We'll guide you through each step in the practice and play an example answer for each response.
Ready?
Let's give it a go.
Start off by asking for dissenting opinions about when to hold the event.
Anyone?
Disagree?
July.
Answer.
Now, does anyone disagree with holding the event in July?
Next, as a participant, agree with reservation.
Opinion.
Not best, but accept.
Answer.
In my opinion...
It's not the best option, but I think I can accept it.
Now, as the leader again, ask the group for buy-in.
Answer Great!
Now we all need to come together to make this a great event.
Next, identify drawing up a budget and a publicity plan as action items.
First, need to, budget, publicity plan.
Answer.
First, we will need to make a budget and a publicity plan.
Finally, delegate one of the action items to someone at the table.
Mary, please draft budget.
Answer.
Mary, could you please begin by drawing up a draft of the budget?
Now, let's practice some of the vocabulary and collocations we've covered in this lesson.
In a moment, you'll hear a series of sentences with a word replaced with a beep.
Repeat each sentence, including the missing word.
For example, if you hear... Dan has made a really good...
You can say, After each response, we'll play the correct answer.
Let's begin.
I'm really glad we're all on the same about this issue.
Answer.
I'm really glad we're all on the same page about this issue.
Hopefully the entire staff can get... Our decision.
Answer.
Hopefully the entire staff can get behind our decision.
I'd like to suggest we take a cooperative to this problem.
Answer.
I'd like to suggest we take a cooperative approach to this problem.
I'm sorry, but I'm really not that about spending so much money.
Answer.
I'm sorry, but I'm really not that crazy about spending so much money.
We've also learned how to identify and delegate action items stemming from a decision.
Thanks for listening, and see you again soon.
