Business Meetings
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English Level: Intermediate to Advanced Materials: Whiteboard, markers, handouts
Duration: 60 minutes
Materials:
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Whiteboard or flip chart
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Handout on meeting vocabulary, phrases and exercises (materials included)
Objective: To improve participants' ability to participate effectively in business meetings, including language use and meeting etiquette.
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1. Introduction (5 minutes):
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Introduce the topic of meetings and why they are important in a business setting.
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Discuss the purpose of meetings, such as sharing information, decision-making, and problem-solving.
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Review common types of meetings, such as staff meetings, project meetings, and client meetings.
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2. Vocabulary (10 minutes):
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Provide a handout with common meeting-related vocabulary, such as agenda, minutes, action items, and chairperson. (see below)
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Have participants work in pairs or small groups to match the vocabulary words with their definitions. (see below)
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3. Meeting Etiquette (10 minutes):
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Discuss common meeting etiquette, such as arriving on time, silencing phones, and actively participating. (see handout)
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Have participants brainstorm additional meeting etiquette rules and share them with the group.
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Role play different meeting scenarios and have participants act out appropriate meeting etiquette in each scenario.
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Examples:​
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Scenario 1: Introducing New Ideas You are the chairperson of a meeting with your team members. One of your colleagues, Sarah, has come up with a new idea that she is excited to share with the group. Role-play the meeting scenario and introduce Sarah's new idea.
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Scenario 2: Discussing Action Items You are a team leader in a business meeting with your colleagues. You need to discuss and assign tasks related to a project. Role-play the meeting scenario and ensure that all attendees understand their assigned tasks and deadlines.
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Scenario 3: Clarifying Misunderstandings You are in a meeting with your client to discuss the scope of a project. One of your team members misunderstood a requirement and provided incorrect information to the client. Role-play the meeting scenario and clarify the misunderstanding with the client and your team member.
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Scenario 4: Dealing with Interruptions You are in a meeting with your team discussing a new project. One of your team members keeps interrupting and talking over others. Role-play the meeting scenario and address the issue politely and effectively.
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Scenario 5: Handling Difficult Questions You are in a meeting with your client to present your proposal for a new project. One of the attendees asks a difficult and challenging question that catches you off guard. Role-play the meeting scenario and handle the question professionally and confidently.
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4. Language Use (20 minutes):
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Review common phrases used in meetings, such as "May I speak?" and "I agree with that point."
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Discuss the importance of using clear and concise language and avoiding jargon.
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Provide participants with sample meeting topics and have them work in pairs to prepare and present their own meeting agenda and action items.
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Example meeting topics:​
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Launch of a new product
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Annual budget review
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Performance review and goal-setting for employees
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Planning a company event or conference
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Updating company policies and procedures
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Planning and executing a marketing campaign
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Discussing new business partnerships or collaborations
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Addressing employee complaints or concerns
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Planning for a company expansion or relocation
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Reviewing progress on a long-term project or initiative
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5. Wrap-Up (15 minutes):
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Have participants summarize what they learned about effective meeting participation.
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Provide feedback and additional tips for improving meeting skills.
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Encourage participants to practice their skills by participating in or leading meetings in their workplace.
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Overall, this lesson will help participants improve their ability to participate in and lead effective meetings in a business setting. It includes a mix of vocabulary, role play, and language use exercises to ensure participants have a well-rounded understanding of meeting best practices.