Charing A Meeting

Charing a meeting
Part one: Welcoming attendees and starting the meeting

- If I could your attention, please
- Could I have attention, please
- Good afternoon, everyone
 good morning, everyone, could I have attention please?
- I’d like to welcome you all here today, now let’s get down to business.
- Thank you all for coming. Perhaps we can make a start.
- Thanks everyone and welcome to today’s meeting. Let’s begin.
Eg: - I’d like to welcome you all here today, my name is Tu and I’m the … Manager, and
this is … and he’s the head of the design department. Now let’s get down to business.
----Thank you all for coming. My name is Tu and I’m the …. Manager. I’m sure you all
know A, Who’s in charge of web content. Perhaps we can make a start.
Part two: introducing the topic and outlining the agenda
- Today’s meeting is about …. We’ll talk about
- The aim of this meeting is to …. We’ll go over
 in today’s meeting, we’ll go over…
 In today’s meeting , we’ll cover…
Eg: good morning everyone, if I could have your attention please. I’d like to welcome you
all to the meeting today. Let’s begin. The aim of this meeting is to about the marketing
strategies for the next few months. We’ll go over our budget, goals, and welcome the
new hires.
Part three: getting through the agenda:
Introducing your first agenda you
- So, let’s start with
- The first item on the agenda is…
 So, let’s start with some new business: marketing strategies.
 The first item on the agenda is how we can make our online advertising more
effective.
Moving between agenda items
- I think that covers the first/second/third item.
- If nobody has anything, else to add, we can continue on to the next item.
- Let’s move on to the next item;
- Now we come to the
- The final item on the agenda is
 Let’s move on to the next item: the marketing budget for these new strategies.
 Now we come to the main challenge: how to get 100.000 new contacts.
 The final item on the agenda is to welcome our new hires: James in Finance and
Debra in HR.
Part four: inviting attendees to participate
- ….. , what’s your opinion on this?
- Would you like to share your thoughts on this question?
- Could you add anything to our ideas here?
Handing over to another attendee
- ……, would you like to introduce this items?
- I’d like to turn it over to … who is going to lead in the next point .
- Alright now… will have the floor.
Part five: dealing with distraction and staying on topic
Interrupting politely
- Let’s not get too far off-topic here.
- We can discuss that at the end if you feel it’s important
- I don’t think that’s relevant to today’s discussion.
Moving a topic to another day
- Shelve it
- Table it
 I think we should shelve that until next time.
 Good point, but let’s table it until the next meeting.
Part six: summarizing and concluding the meeting
Summarizing
- Before we close, let me just summarizing the main points.
- To sum up,
- In brief,
- Shall I go over the main points?
- Discussed
- Went over
- Talked about
 To sum up, we discussed using the new internet marketing strategies and cutting the budge
by 1$ next month. We also talked about our new sales goals and increasing our traffic.
Finally, we welcomed James and Debra to the company.
Concluding
- OK, it looks like we’ve covered the main items for the meeting today.
- Right, that’s all for today’s meeting
- It there any other business?
- Are there any questions before we finish?
 To sum up, we discussed using the new internet marketing strategies and cutting the budge
by 1$ each month. We also talked about our new sales goals and increasing our traffic.
Finally, we welcomed James and Debra to the company. Right, that’s all for today’s meeting.
Are there any before we finish? No? I’d like to thank bob, our CEO, for coming here all the
way from Beijing. Thank you for attending. That’s all for today.
Attending a Meeting
Part one: How to introduce yourself
- Say your name
- Say your job title
I’m the secretary (the only secretary), I’m a project manage (one of many project managers), I’m
in…
- Describe your responsibilities
I manage each project from start to finish. =>I’m responsible for web analytics and testing. =>I
handle purchasing and negotiations with suppliers.
 My name is Tu and I’m the marketing manager here. I handle online advertising and web
analytics.
Part two: making, accepting and rejecting suggestions
- Should, ought, might want to can express sth you think is a good idea, but not an obligation:
 We ought to give new clients a gift from the company.

 We might want to consider looking for another engineer to help with this.
 I think we should make this a priority for this month
Making suggestions
- We have to improve the way we collect and record sales data

- We need to find a cheaper solution-our budge is very tight
- We shouldn’t rush this- we need to think it through carefully.
- We don’t need to hire new staff at the moment.
Agreeing with suggestions
- I agree with
- That sounds good
- Let’s go with this idea.
Disagreeing with suggestions
- To be honest, I’m not sure about this idea
- Good suggestion, but I can see a few problems…
- I see your point, however…
 I see your point, however, I don’t think advertising in a magazine is a good idea. People don’t
read them as often these days
 To be honest, I’m not sure about this idea. I think improving our website UI is a higher
priority right now
Asking questions
- I have a question. Why is?
- How…?
- Does this mean …?
 Excuse me, how will the new requirements affect the project deadline?
 Sorry to interrupt, but I have a question. Does this mean that the new IT systems won’t be in
place this year?
Asking for clarification
- I didn’t understand
- Can you elaborate on…?
- Can you clarify…?
 Sorry, can you clarify the third step in your proposal?
Part four: making promises and offers
Making offers
- I’ll call the client tomorrow.
- I’ll discuss this with the rest of my team and get back to you by the end of the week
- I’m going to get a team together for this project.
- I’m planning to do one more round of testing, and then we can go live.
- I can contact the supplier next week if we need to
- I could out together a report if you think it would help
- Shall I talk to our engineering team and get a cost estimate?
Refusing politely
- I’m afraid I can’t …
- I’m sorry, but I don’t think I can ….
- Unfortunately, I won’t be able to …
 Unfortunately, we won’t be able to complete the project any sooner because we don’t

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Charing a meeting

Part one: Welcoming attendees and starting the meeting

 We ought to give new clients a gift from the company.

- We have to improve the way we collect and record sales data

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