Some people consider business meetings as a necessary evil despite the fact that great meetings can lead to successful projects and bigger opportunities. The key for a meaningful and productive meeting is to plan it beforehand by setting its agenda, participants, time schedule and venue. The best way to announce a meeting is in writing, since in this way you can state clearly the items of agenda that will be discussed and the participants can prepare well for the meeting, without losing unnecessary time on clarifying its objectives at the beginning.
When it comes to the meeting itself, several phases can be distinguished within it:
• Opening (welcoming and introducing)
• Stating the discussion items and principal objectives
• Introducing the agenda items and discussing them one by one
• Asking for input and responding
• Giving the word to another participant
• Closing the meeting
This is just a rough example of how meetings are usually organized, and what is important is to be able to recognize which phase you are in by following certain phrases that are used to mark each step during the
meeting. Let’s have a look at some useful expressions that pop up in this context.
Opening (welcoming and introducing)
Good morning/afternoon, everyone. If we are all here, let’s get started / start the meeting / start.
Please join me in welcoming … / We’re pleased to welcome … / I’d like to introduce…
Stating the discussion items and principal objectives
We’re here today to … / Our main aim today is to …/ I’ve called this meeting in order to…
To begin with… / We need to discuss … / Let’s start by…/ The main thing we need to discuss is…
Introducing the agenda items and discussing them one by one
Have you all received a copy of the agenda? / There are X items on the agenda. First … second … third … lastly…
The first item on the agenda is…/ I’d suggest we start with…
Let’s move onto the next item / Now that we’ve discussed X, let’s now…/ The next item on today’s agenda is…
Asking for input and responding
What do you think? / How about you? / How do you feel about that? / Any ideas on that?
That sounds like a good idea. / That sounds good. / The problem with that is…/ That raises the issue of…
I disagree. I think…/ Sorry. I don’t agree with you. / You have a good point, but…
Giving the word to another participant
I’d like to hand over to X, who is going to lead the next point.
Next, X is going to take us through the following item on the agenda…
Before we close today’s meeting, let me just summarize the main points.
To sum up…/ In brief …/ In summary…/ The conclusion is… / So, we’ve decided to…
Closing the meeting
Right, it looks as though we’ve covered the main items. / If there are no other comments, I’d like to wrap this meeting up. / Let’s bring this to a close for today.
The meeting is closed. / I declare the meeting closed. / The meeting is adjourned. (very formal)
That’s all for today. / That’s it then. (informal)
Autor: Ljiljana Breulj Štimac