Attending a Meeting in English - Useful Phrases for Meetings - Business English

1,118,781 views ・ 2017-06-30

Oxford Online English


Please double-click on the English subtitles below to play the video.

00:01
Hello, I’m Gina and welcome to Oxford Online English!
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Tomorrow, you have a meeting to attend.
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If the meeting is in English, will you be ready?
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This lesson will help you learn useful phrases to introduce yourself, respond to suggestions
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and ideas, and ask questions in a business meeting.
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I want you to imagine you’re in the meeting, and the chair has asked everyone to introduce
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themselves.
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What are some phrases you can use?
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Sometimes, you’ll be in a meeting with people you don’t know.
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Other times, the chair will ask for quick introductions to break the ice.
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There are three things you should do here:
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- Say your name - Say your job title
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- Describe your responsibilities
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To say your name, you can use a formal, ‘My name is _____’ or, if the meeting is more
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informal, you can say, ‘Hi, I’m_____’.
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For your position title, use ‘to be’, just like for your name.
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Then, decide if your position is the only one in the company, or if there are others
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who have the same job title.
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For example, if you are the only secretary, use ‘the’:
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I’m the secretary.
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If other people also have this position in the company, use ‘a’:
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I’m a project manager.
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If necessary, you can say which department you work in.
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You can use the preposition ‘in’ plus the noun: ‘engineering’, ‘marketing’,
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‘finance’, etc.
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For example:
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I’m in the engineering department.
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Or: I work in the marketing department.
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Finally, you can briefly describe your responsibilities, like this:
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I manage each project from start to finish.
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I’m responsible for web analytics and testing.
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Or: I handle purchasing and our negotiations with suppliers.
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You can see that using verbs and phrases like manage, be responsible for or handle can be
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useful here.
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Here is an example of a full introduction in a formal meeting with people you don’t
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know, or don’t know well:
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My name is Gina Mares and I’m the marketing manager here.
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I handle online advertising and web analytics.
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Here’s an example of a more informal introduction:
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Hi, I’m Gina.
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I’m in the sales department.
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I manage our sales team.
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How would you introduce yourself in a meeting?
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You can give it a try now.
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Now that you’ve introduced yourself, the meeting will begin.
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During the meeting, you might need to give your opinion on the different agenda items
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which you are discussing.
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You might also need to react to other people’s suggestions.
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How can you do this?
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When making suggestions, modal verbs can be very useful.
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‘Should’ ,‘ought to’ or ‘might want to’ can express something you think is a
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good idea, but not an obligation:
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We ought to give new clients a gift from the company.
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We might want to consider looking for another engineer to help with this.
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Or: I think we should make this a priority for this month.
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‘Have to’ and ‘need to’ can express something that is an obligation:
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We have to improve the way we collect and record sales data.
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Or: We need to find a cheaper solution—our budget is very tight.
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Remember, you can also use these to make negative suggestions:
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We shouldn’t rush this—we need to think it through carefully.
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Or: We don’t need to hire new staff at the moment.
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Now, it’s your turn.
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Choose a phrase and make a suggestion for something in your own company.
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Next, what can you do if you want to respond to another suggestion?
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Well, if you think it’s a good suggestion, you can show you agree with phrases like:
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I agree with _______.
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That sounds good.
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Or: Let’s go with this idea.
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Here, go with means you agree with this idea and think you should put it into action.
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However, what if there is a suggestion you don’t agree with?
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Here are some good, professional ways to disagree:
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To be honest, I’m not sure about this idea.
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Good suggestion, but I can see a few problems…
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Or: I see your point, however…
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After a phrase like this, explain your point of view.
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For example:
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I see your point, however, I don’t think advertising in a magazine is a good idea.
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People don’t read them as often these days.
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Or: To be honest, I’m not sure about this idea.
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I think improving our website UI is a higher priority right now.
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OK?
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Now, take the suggestion which you made earlier.
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Pause the video and write down two sentences: one to agree, and one to disagree.
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Use the language you just learned.
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Now, let’s move on to different ways to ask a question in a meeting.
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As an attendee, it’s important to make sure you understand the content in the meeting.
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Sometimes, the chair will ask everyone to save questions until the end.
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If you’re in a meeting where you can ask questions at any time, there are a few good
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phrases you can use.
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For more formal meetings, you can begin with a phrase like ‘sorry’, or ‘excuse me’
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to politely bring the attention to you.
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Then, you can use phrases like:
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I have a question.
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Why is…?
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How…?
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Or: Does this mean…?
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For example:
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Excuse me, how will the new requirements affect the project deadline?
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Or: Sorry to interrupt, but I have a question.
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Does this mean that the new IT systems won’t be in place this year?
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If there is something in the meeting that you don’t understand, you can use phrases
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to ask for clarification:
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I didn’t understand…
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Can you elaborate on…?
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Or: Can you clarify…?
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When using these phrases, it’s important to explain exactly what you don’t know or
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ask for clarity on something specific that they said.
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Again, you can use ‘excuse me’ and ‘sorry’ in more formal meetings to begin.
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For example:
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Sorry, can you clarify the third step in your proposal?
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I didn’t get the main idea.
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Or: Excuse me, but could you elaborate on how this will fit with our existing marketing
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campaigns?
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Now, it’s your turn.
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Practice asking a question or asking for clarification about something.
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It can be from a recent meeting or something from your job in general.
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Again, you can pause the video and write down your ideas, for extra practice.
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OK, now you can make suggestions and respond to what other say in the meeting.
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You can also ask questions if there is something you don’t understand.
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Next, imagine that you’ve discussed the agenda items and come to an agreement on the
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important decisions you needed to make.
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You might need to show what you’re going to do about these decisions after the meeting
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has finished.
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Here, you can offer to do something using a few different phrases.
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For something that you decide to do at that moment for the future, you can use ‘will’.
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For example:
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I’ll call the client tomorrow.
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Or: I’ll discuss this with the rest of my team and get back to you by the end of the
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week.
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If you had a plan even before the meeting began, you can use ‘going to’ or ‘planning
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to’:
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I’m going to get a team together for this project.
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Or: I’m planning to do one more round of testing, and then we can go live.
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If you want to make an offer, you can use ‘can’, could or shall:
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I can contact the supplier next week if we need to.
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I could put together a report if you think it would help.
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Or: Shall I talk to our engineering team and get a cost estimate?
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On the other hand, what if you are asked to do something that you cannot do?
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Well, there are some useful, polite phrases you can use:
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I’m afraid I can’t…
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I’m sorry, but I don’t think I can…
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Unfortunately, I won’t be able to…
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Think about this.
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What if someone asked you to move your project deadline forward, but it wasn’t possible?
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You could say:
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Unfortunately, we won’t be able to complete the project any sooner because we don’t
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have the supplies yet.
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Or: I’m sorry, but I don’t think we can finish by the end of this month.
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We need at least another six weeks.
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At this point the meeting is wrapping up and hopefully you have been able to make good
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suggestions and offers and take part in discussions effectively.
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Will you be attending a meeting in English soon?
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Hopefully some of these phrases will be useful for you!
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That’s all for this lesson.
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Hope you enjoyed and thank you for watching!
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Please visit Oxford Online English.com for more free lessons like this.
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See you next time!
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