ecccccecceee DELIA Ce Mees 10l 1 a(=s<3-9 eeee Communication eee Ree Mes) 41 (139 PEW BiT:) DELTA Augmented: Play all audios for free! WY Inéludes audio CDDELTA Business Communication Skills Series Editors ‘Susan Lowe and Louise Pile Meetings David KingDELTA Publishing ‘Quince Cottage Hoe Lane Peaslake Sumy England 5 9SW wwe deliapabishing co.uk ‘© DELTA Publishing 2008 Alleights reserved. No reproduction. copy ‘or transmission of this publication may be mage without written permission fom the publishers ‘orin accordance with the provisions ofthe Copyright, Designs and Patents Act 1988, ‘orunder the terms of any licence permiting ‘copying Ise by the Copyright Heensing ‘Agency, 90 Tottenham Court Read london W1P 9HE. PHOTOCOPIARLE, Pages 44-54 may be photocopied for sein class bu may not be sold oF “isttbuted separately or included in any ‘other publication forsale or dstrbulion. Prt publisbed 2008 Lited by Catriona Watson-Drown, Designed by Caroline Johnston Cover design by Peter Bushell Pietureresearch by Mandy Tells Printed by Halim & Co, Amsershann, UK Phot acknowledgments Cove: top| Mester: bottom) "Tips Images Page 8: Mastrile/TPA Stock Page 9: Asta Images/Mareus Mok/Getty Images age 14: Corbis Page 15: Rob Bartree/Alary Page 20: Tips Images/RM Collection Page 21: Andreas Polo Taxi Getty Images Page 26-Mastertile Page 27: Photographer's Chotce/erome Tsne/Getty Images Page 32: Tips images/RM Collection Page 38 Stone/Mambu Productions’ ety Images Page 39 Image Beoker/Alamy ISBN 978-1-905085-18-7Contents Introduction Needs analysis Learning journal Uni I: Opening a meeting Unit 2: Presenting information Unit 3: Problem-solving Unit 4: Explaining and clarifying Unit 5: Agreeing and disagreeing Unit 6: Summarizing and closing Resources Transcripts and answer keys 20 26 32 38 44 55Introduction DELTA Business Communication Skills is a new series which uses a learner-centred ‘approach to develop key communication and language skills essential for today's international business environment. The series is designed for learners of business English at pre-intermediate and intermediate level, either pre-service or in-service, ‘and it can be used either in the classoom or for sell-study., Helpful suggestions for language study Learning journal © Regular language reference and review © Awareness-raising activities sections @ Extensive personalized exercises © Photocopiable resources © Tips for eflective performance in © Anintegrated audio CD business © Full transcripts and answer keys, Meetings alms to develop the skills and language needed to participate in meetings where English Is the medium of communication, whether listening to other participants, making points or acting as chair. Meetings consists of six core units, each containing: © Context — to raise awareness of the skills and issues (including cultural aspects) Involved in various meeting seenarios, and to introduce diflerent strategies for developing these skills © Presentation and Practice — of core language (vocabulary. functional phrases and pronunciation) linked to these skills ips (cultural or language related) —on how to be more effective in meetings ‘© Consolidation — tallow you to apply what you have learned to your own work situation © Reference ~ useful phrases and vocabulary related to each unit © Review — study suggestions and further practice (ideal for homework/self-study) ‘The book also contains: © Needs analysis, This encourages you to consider what you need to focus om in order to get the most out of the book and your learning. © Learning journal. This provides the opportunity to rellect and personalize what ‘you have studied in the book. ‘© Resources section. This provides additional material such as photocopiable frameworks and cards. ‘© Answer key. This is designed to enable you to work either alone or with a teacher. © Transcripts. These detail the content of the accompanying CD. How to use this book Step | Step 2 Its recommended that you start by ‘You should then familiarize yourself with ‘working through the Needsanalysis the Learning journal paze 6), to which (page 5). This will help you to: ‘you are asked to refer at the end of every © think about your strengths and ‘core unit. ‘weaknesses in attending meetings in English; Step 3 © identify and prioritize your immediate You should work through the units in the and future needs for meetings onder they feel most appropriate 1o your © determine the order in which you work needs and interests. through the core units ofthis book. Thope you enjoy using this book. Sey David King, Author About the author Eh er ssucin David King has extensive general and Business English teaching and teacher training experience. He has written and edited a range of print and multimedia language-learning materials.Needs analysis | a Spend a few minutes thinking about the different kinds of meetings or videoconferences in English you have to attend. © Who do you have meetings with: colle © Are the meetings large or sina side or outside your com ong or short, forn © Where and how do you meet: at your desk. in a spk videoconference: ial room. by phone or b In what role do you have to attend meetings in English? chairperson presenter participant other (e.g, note-taker) 2 What do you find most difficult when attending meetings held in English? ‘© Making your point clearly © Understanding other part © Other aspects ofthe meeting, 3. What skills and qualities do you think you need to participate effectively in meetings? Listening to other people’s viewpoints, good time management 4 Each unit of this book focuses on a different area. Look through the unit summaries at the beginning of Units |-6 and think about which areas you need to develop. Developing your awareness of what you already do well and what you could do better will allow you to focus on improving those skills you really need. Note down the units you intend to worl through in order of priority for you ~ in terms of the area in which you feel you are weakest, or which is currently of most importance to you. Unit number and focus area 6 Before you start working through the units~ starting with the one you listed as your top priority —look at the Learning journal on pages 6 and 7. Needs amassLearning journal Your Learning journal As you work through each unit, think about what you have done and whether you feel ‘you have really understood and learnt the content. So, as you work through each unit, make a note of useful phrases, vocabulary and tips you might use in real example is given, but what you note down will depend on your own learning Example Unit: Useful language: The purpose of ... is to .. We've got a lot to get through. Let’s get going. Useful tips: Give an indication of how long each stage of the meeting will take. Unit: Unit: 2 Useful language: Useful language: Useful tips: Useful tips: Unit: 3 Unit 4 Useful language: Useful language: Useful tips: Useful tips: Unit: 5 Unit: 6 Useful language: Useful language: Useful tips:After the course Your planner Itis important to consolidate your learning — both during your course and afterwards at ‘work. After you have completed each unit, you should decide how you will continue to develop you -s you will do or how you will pract the workplace. Note that itis helpful to give yourself realistic deadlines! Make notes on developing your An example is given to belp you. Example ls, for example Jing a framework like the one below. Unit:3 Focus area: Problem-solving Inced to: listen better to other participants’ ideas and use more ways of making suggestions. To do this better, Lintend to: note down all the examples of suggestions in Unit 3 and record myself saying them by the end of this month. Iwill use at least three different ways of making suggestions at my next meeting Unit: Focus area: Ineed to: ‘To do this better, Lintend to: ‘This book is designed to be used during and after a course, so keep it with you and refer back to it whenever you need to, and keep adding to your notes! Learning journalOpening a meeting participants Bt stating the purpose and aims 1 outining the agenda 1 checking understanding Context | Here are some of the elements that might be included in the opening to a meeting. Rank them in the order you think they should be introduced (1-8). ‘a Making sure all the participants know ying how long the meeting is going to take ying how the meeting will be organized 4 Introducing everyone by name and role ¢ Inviting questions from participants Giving background information about the reason for the ting & Outlining the expected outcomes of the meeting h Going through the ay jo) a 2. What qualities do you think are necessary for a good chairperson? How important would you rate the following (I = unimportant, 5 = very important)? listening to people being decisive skills making people feel comfortable being flexible having a loud voice jo a EE | opesing s meetingPresentation Welcoming participants, stating the purpose and aims Outlining the agenda ‘Veracity is a multinational publishing group with its headquarters in New York. Jane Wang, the CEO, is welcoming the Centre Managers from branches around the world to the company’s annual review and strategic planning conlerenee. 1), 1.1 Listen to Jane Wang, the chairperson, opening the meeting. Decide whether the statements are true or false. ‘True False Jane Wang has met all the participants before ‘The meeting will last for three days. The meeting will influence the company’s ‘Wang hopes everyone will agret The mecting will consider the company’s results for the last 12 months. 6 Jane Wang wants the participants to share positive and tive points. 7 Jane Wang introduces all the participants. bow o ULL a a QO a a a a 8 Juanita Gareia works in Mexico Clty. BV tet oeeeen nk eee ee oe pl vaio must. 1 Lamight say i's great to see you 2 Fmreally looking for to our time together 3 This lerrible opportunity for us to share our ideas and concerns .. 4 don’t expect us all to ageee in everything, to review the past year interim how far we have achieved targets se we're g 6 ‘The purpose is evaluating our results 7 ..to make realistic assessment of last year’s results for that we can use It. 8 Tm going to ask you to say a few words about you by way of introduction. 3 a Complete the sentences from the next part of Jane Wang's introduction using the words and phrases from the box. after which finally right so~ so then we'll start will draw up will reconvene 1 _50_ now weall know who we are. «we've got a lot to get through this morning, sion of the results, 3 —___ with a presentation and general di ‘we'll split up into small groups of three or four. 4 swe asa large group to hear the main points alter the coffee break, you ‘your list ofpriorities. 6 OK,__lev’s get going. b () 1.2 Listen and check your answers.‘Checking understanding, pronunciation () 1.2 Listen again and answer the questions. es Jane Wang sug, Why does she think itis better for the partieipants to work frst in small groups? What will they do after working in small groups? How many different groups wil the participants work in during the morning? Rene 5 a Which of these ways of checking understanding does Jane Wang use? Is there anything you don’t understand? Isthat clear? So, what have Ijust said? Do you follow me? Are there any questions? Are you still with me: Is there anything you want to raise? Cerrar Is there anything anyone would like to add or comment on? b 122 Listen again and check your answers. Which words does Jane stress? Practice Welcoming participants, ‘outlining the agenda TD openings mecvng 1 Choose the correct options. 1,2 go under / go over what we 3 hope to achieve / like to achieve in this morning’s session. Right, # how you know / as you know. we are discussing > Ideas to / ideas for improving quality control. ‘We'll § start inf start by brainstorming ideas for 15 minutes in 7 small groups of three / nd then I'll ask 9 you vote / you to vote for the best three. Finally, we'll 1° draw up a plan of Hi. everyone, thanks for coming and welcome / welcoming. ‘small groups of threes. After that, each group will 8 show its dens / present its ideas, action | draw on a plan action, Is that clear? OK, we'll get starting / get started. 2 Complete the sentences with the words from the box. Then put the sentences in the correct order. after first right so then yaa all that, I suggest we introduce ourselves round the table. [Hy -Righ€. etlo, everyone, and welcome. I'm going to outline this morning's programme. Il ask you to organize yourselves into small groups to discuss the ao concerns you've raised until coffee. «we'll decide where to go from here on the basis of the morning's «let's get started, I'm Paul Johnson and you are - to get the ball rolling, [want you to write down your three main oO coo the break, we'll hear what you've decided in your small groups.Stating the purpose 3 ‘and aims Pronunciation 4 wake Rewrite the sentences using a to- clause of purpose. At this meeting, we will consider the proposals to cut cost The aim Of this meeting is to consider the proposals to cu costs ‘The meeting today is about agrecing ona strategy forthe next 12 months, The purpose of today's meeting, a strategy for the next 12:months. We are doing this because we need to review our company policy. fe ae ee This morning, we are considering the priorities and drawing up a plan of action. eels le coe ee eee ese eee ge peared aplan of action, Weare meeting today because we need to deal with this erisis quickly. ‘The reason for meeting today this crisis quickly. a () 1.3 Listen to the sentences and underline the words that are stressed. Notice how quickly the unstressed words are said. Right, good morning, everyone, and welcome. must say i's great to see you again. ‘This morning, we are going to review the past vear. ist. | suggest that we divide into small groups. we purpose isto evaluate our results. Are there any questions? Isthere anything anyone would like to add? First things first, though. b (1.4 Listen to the same sentences broken down into smaller parts and repeat them. Practise what you might say at the opening of a meeting. Cut out the cards on page 44 and place them upside down on a table. Choose a card. What would you say in that situation? Ifyou have to chair a meeting at work, prepare for your next meeting by completing the checklist on page 45 with useful language and phrases. When you next attend the opening of a meeting, look back at the checklist. After the meeting, reflect on how well the opening was handled. 1 Openings meetingReference Useful phrases Welcoming participants ‘Thanks for coming and welcome. It's great to see you I'm really looking forward to our time together. ‘Thisis a terrific opportunity for us to First things: Do you all know cach other? 'm going to ask you to say a few words «by way of introduction ‘My name's I've been working as... for the ast ‘hiss to enable you to (get to know .. your colleagues a little better). So, now we all know who we are. Stating the purpose and aims Weare going to... in terms of ‘The purpose is to... So, by theend of... we will bein a position to... --sothat we can .. Outlining the agenda ‘We've got alot to get through. I'l go over the outline. suggest that we .. Thisisto.. ‘This will be done (in new groupings). ‘sget going. ‘We need to start by (getting...) Right, let's (get the ball rolling). So, First, we are going to... ‘Then, we will... Finally, you will. Checking understanding Isthat clear? Are there any questions? Isthere anything anyone would like to add or comment on? Isthere anything you don’t understand? Do you fallow ms Isthere anything you want to rai Vocabulary Strategic planning assessment to conduct (a discussion) costs to draw up (a plan) toenable toevaluate groupings honesty input ope planning process prior proposal purpose toraise (e.g. a concern) to reconvene to set (targets) to shape to share strategy Study suggestion ‘When you learn a new phrase, underline the stressed words, so that you have a record ‘of how we say it, eg. We've got a lot to get through. You can check by listening to the audio again. Eh pening mecvingReview Skills 1 What should you do when opening a meeting? 2 What does a chairperson do, and what skills should a chairperson use in a meeting? Useful phrases | What language could you use when outlining the agenda? 2 Add words or phrases to make three sentences in each box. 1| This is Let me introduce Huang Lee. My name's jing to draw up a list of priorities. 3 to consider the proposals for cost reduction. 4 Let's get Vocabulary Use the verbs in the correct form to complete the sentences. conduct drawup enable evaluate shape share 1 We ___ the meeting in seeret. 2 Atthe end of the meeting, we —___a plan ofaction. 3 The reason for the loan is ____us to invest in new hardware. 4 Does anyone have any Issues they would like ? 5 The results allow us —___ our performance over the last six months. 6 The meeting will help company strategy going forward. 7 The real value of this meeting is in ‘our ideas and concerns. Pronunciation (), |.5 Mark the words you think are stressed. Then listen and check. 1 Hello, everybody, and welcome to this morn, Isthat clear? Right, et’s get the ball rolling. Th suggest that we take ten minutes just to collect our thoughts alter the break, we're going to study the results in more detall Do we all agree on that? Sec eg cn! Finally, we need to summarize what we've decided in terms of going forward, 1 Openings meetne EIIf you want the full version of the book, go to the Telegram bot. © Be : 1. S, we g* — zz Link to the bot: @ELTBookPDFBot