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Practical English

01 Starting a Meeting

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Meeting A - Formal Meeting

Alex: On behalf of Vision Corporation, I’d like to call this meeting to order. This is a meeting of some of the key players in our company: our top managers. Our purpose this morning is to hear a presentation about a new initiative for outreach and marketing, and to discuss this plan with all of you. This is a presentation that all of us have looked forward to. This initiative marks a new milestone in the evolution of our company. First, it serves as an assessment of where our company is now in terms of communicating its message to its customers domestically and abroad. Furthermore, this plan has the potential to drive our company forward by transforming our corporate outreach and marketing strategies. We are delighted that all of the major contributors to this initiative are here today. They will use their unique perspectives to talk about the current state of affairs in terms of outreach and marketing, give details about the new proposed initiative, and outline the path for implementation.

Meeting B - Informal Meeting

Alex: Okay, everybody. Please take a seat. Let’s get started. I’ve called this meeting of our top salespeople so that all of you get a chance to hear about the new plan to get our company out there in order to reach more of our potential market. First, we’ll hear a presentation from the team that has been working on this. Then, we’ll discuss it to get your feedback and put our heads together to see if there are any other ideas. While the team is getting set up, let me say a few words. What does this new plan mean for our company? First, it’s a reality check on where we are right now in terms of getting our message to our customers. Second, this plan has the potential to move the company forward. One of our main challenges, as you all know, is staying relevant in this changing market. Today’s presentation has some really innovative ideas about how we can do this.

GLOSSARY

Meeting A - Formal Meeting

to call a meeting to order – to officially begin a meeting
* Mr. Powell always calls his meetings to order at exactly 8:05 a.m.

key player – important team members; people who are very important in a project or business
* Gavin is a key player in that organization, because he is the only person who understands the software program.

purpose – reason for existing; why one does something
* My purpose in applying for this job is to find interesting work in a national technology company.

initiative – program, idea, or project, usually to improve a situation; to use a new approach to do something
* That organization has an initiative to give free breakfasts to every poor child in the city.

outreach – communication with people outside of an organization or business
* The university has an outreach program that teaches farmers to use less water.

marketing – a plan for making other people want to buy a product or service
* The bank’s marketing strategy includes giving customers free coffee when they come into the office.

to look forward to (something) – to anticipate something; to be excited about something that will happen in the future; to be eager for something to happen
* Saji hasn’t had a vacation in five years, so he’s looking forward to his trip to San Francisco this summer.

to mark – to note when or where something occurs; to record something
* Today marks our 10-year wedding anniversary, and I’m glad our friend and family can be here to celebrate it with us.

milestone – a small accomplishment or achievement that is part of a larger project or goal
* Earning a high school diploma and undergraduate degree were major milestones for Larry, who has always wanted to earn a Ph.D.

evolution – development over time, usually of something that begins small or simple and changes to something bigger or more complex
* The evolution of the legal system in the United States has taken centuries.

assessment – evaluation of one’s progress in doing something
* The army’s assessment of soldiers’ health includes their running speed and their strength.

in terms of – regarding; with reference to; related to
* The company has the highest sales in the country, but in terms of the number of employees, it is very small.

furthermore – in addition; also
* Building a new hospital is a good idea because it will bring better health care to the people who live in our city. Furthermore, building costs are very low now.

to drive (something) forward – to help something progress and become better
* Communication technology was driven forward by the Internet in the 1990s.

to transform – to change something in a big and important way
* Opening an international airport transformed the city into an important business center.

perspective – point of view; a way of looking at something
* Danitsa grew up in Eastern Europe, so she has a different perspective than we do about politics in that part of the world.

current state of affairs – the way that things are today; the status of something at the moment
* The current state of affairs is that all of our best employees are leaving because they can make more money at other companies.

to outline – to briefly describe the main points of an idea or plan
* When people don’t have time to read a report, they sometimes ask their assistants to outline the most important ideas.

Meeting B - Informal Meeting

to take a seat – to sit down
* Please take a seat in the front of the classroom so that you can hear the teacher better.

to get (something) out there – to make something more familiar to the public; to increase something’s public presence
* We need to get our message out there so that people know what great work our organization is doing.

potential market – the group of people who do not buy a product, but would probably be interested in it
* Our toys are used mostly by girls ages 4-6, but we believe that our potential market includes boys ages 5-7, too.

feedback – positive or negative reactions to an idea or to someone’s work
* At the end of the course, the teacher will ask us to give our feedback about how to make it better next year.

to put (our/their) heads together – to work as a group to think of new ideas or better solutions
* When Brandon and Antonio put their heads together, they are able to think of some very creative new ideas.

to say a few words – to speak about something for a short period of time
* At weddings, the parents of the married couple usually say a few words to wish the couple a happy life together.

reality check – a realistic look at the true situation; an objective and factual analysis; a reminder of the true facts
* Amanda thought that her dog-walking business would be a great success, but learning that there were already 14 other such businesses in her city was a
reality check for her.

relevant – important; related to the current situation
* The cost of books is very relevant for college students who don’t have very much money.

innovative – new, creative, and interesting
* The new CD players have an innovative design that is very popular.

COMPLETE TRANSCRIPT

ESLPod.com presents "Business Meetings," a special 10-episode course to teach you business vocabulary in English. I'm Dr. Jeff McQuillan, from the
Center for Educational Development in beautiful Los Angeles, California, and I'll be the host for this series.

In this course, you'll learn vocabulary for formal and informal business meetings. Each lesson has three parts: first, we will read a story or a dialogue slowly; second, we will give an explanation of what happened in the meeting and the vocabulary used; and third, we’ll repeat the dialogue or story at a normal speed for native speakers. Each lesson will have both a formal and an informal meeting, so you can hear the differences between, for example, a more formal meeting with your boss or the head of the company, and a more informal meeting with your co-workers or fellow employees. The lesson will begin with the formal meeting first, followed by the informal meeting dialogue or story.

Are you ready? Let's begin with lesson one: “Starting a Meeting.”

[start of formal meeting script]

Alex: On behalf of Vision Corporation, I’d like to call this meeting to order. This is a meeting of some of the key players in our company: our top managers. Our purpose this morning is to hear a presentation about a new initiative for outreach and marketing, and to discuss this plan with all of you. This is a presentation that all of us have looked forward to. This initiative marks a new milestone in the evolution of our company. First, it serves as an assessment of where our company is now in terms of communicating its message to its customers domestically and abroad. Furthermore, this plan has the potential to drive our company forward by transforming our corporate outreach and marketing strategies. We are delighted that all of the major contributors to this initiative are here today. They will use their unique perspectives to talk about the current state of affairs in terms of outreach and marketing, give details about the new proposed initiative, and outline the path for implementation.

[end of formal meeting script]

Our script begins with Alex of the Vision Corporation “calling the meeting to order.” To “call a meeting to order” (order) means to officially begin the meeting.
Alex says that it is a meeting of the “key (key) players,” or the people who have the most important positions or roles. He says that the “purpose” of the meeting, or the reason that everyone is meeting, is to hear a presentation about a new “initiative” (initiative), which is a new idea for a project or program, especially at work. This particular initiative is for “outreach” (outreach), which means communicating with people who aren’t involved with the company, and “marketing” (marketing), which means telling people about the company’s products and trying to increase sales.

He says that everyone has “looked forward to” the presentation. When we say that everyone looks forward to a meeting or presentation, we mean that they have been excited about the presentation for a long time and are eager and happy to hear it today. They want to hear about it. Then Alex says that the initiative “marks” (marks) a new “milestone” (milestone). To “mark” means to note when something happens. “We are going to mark our anniversary by having a party.” To “mark” is to note, to indicate to others. A “milestone” is an important achievement on the way to meeting a bigger goal. It’s one small step in a larger project. A “milestone” for you might be getting a driver’s license, graduating from college, or passing the TOEFL exam. Or, a “milestone” could be different sections of a big project.

Alex says that the presentation serves as an “assessment” (assessment) or measurement of where the company is now “in terms of” communicating its message. The phrase “in terms (terms) of” usually means “with regard to” or “regarding.” For example, Alex could have said “in terms of sales,” or “in terms of our employee’s qualifications” instead of “in terms of communicating its message.” He then says, “Furthermore, this plan has the potential to drive our company forward.” The word “furthermore” (furthermore) is used to present a new idea that builds on whatever was said before. You could say “in addition” here as well. “To drive something forward” means to help something become better or move into the future. When Alex talks about “transforming” corporate outreach and marketing strategies, he means changing the outreach and marketing in a big or important way. To transform means to change, to make different.

Next Alex says he is delighted that the major contributors are at the meeting and says that they will use their unique “perspectives” (perspectives) or “points of view” (opinions, or ideas), to talk about the “current state of affairs.” The “current state of affairs” (affairs) is just a fancy way to say the way things are today or the current status of something. The “current state of affairs” is what is going on now, at this time. A little later, Alex says that the participants will “outline” (outline) the path for implementation, meaning that they will briefly describe the main points or main ideas about implementation. To “implement” means to carry out, to do something.

Now let’s listen to the beginning of the formal meeting again, this time at a normal speed.

[start of formal meeting script]

Alex: On behalf of Vision Corporation, I’d like to call this meeting to order. This is a meeting of some of the key players in our company: our top managers. Our purpose this morning is to hear a presentation about a new initiative for outreach and marketing, and to discuss this plan with all of you. This is a presentation that all of us have looked forward to. This initiative marks a new milestone in the evolution of our company. First, it serves as an assessment of where our company is now in terms of communicating its message to its customers domestically and abroad. Furthermore, this plan has the potential to drive our company forward by transforming our corporate outreach and marketing strategies. We are delighted that all of the major contributors to this initiative are here today. They will use their unique perspectives to talk about the current state of affairs in terms of outreach and marketing, give details about the new proposed initiative, and outline the path for implementation.

[end of formal meeting script]

Hopefully now you have a better understanding of the formal meeting. In the informal meeting, Alex is much more casual and relaxed. Let’s listen.

[start of informal meeting script]

Alex: Okay, everybody. Please take a seat. Let’s get started. I’ve called this meeting of our top salespeople so that all of you get a chance to hear about the new plan to get our company out there in order to reach more of our potential market. First, we’ll hear a presentation from the team that has been working on this. Then, we’ll discuss it to get your feedback and put our heads together to see if there are any other ideas. While the team is getting set up, let me say a few words. What does this new plan mean for our company? First, it’s a reality check on where we are right now in terms of getting our message to our customers. Second, this plan has the potential to move the company forward. One of our main challenges, as you all know, is staying relevant in this changing market. Today’s presentation has some really innovative ideas about how we can do this.


[end of informal meeting script]

Alex begins by asking everyone to “take a seat” (seat), which is an informal way of asking people to sit down in their chairs. He calls the meeting to order – he
gets it started – by saying that this meeting is to hear about a new plan to “get the company out there.” The phrase “to get something out there” means to make something more familiar to the public. For example, a new website always wants to get its message out there so that people learn about it and begin to visit it. “To get out there” can mean to get noticed by other people. Alex says that doing so will help the company reach more of its “potential market.” Potential (potential) here means possible, so the “potential market” is a group of people who do not buy the product right now, but would probably or possibly be interested in it. You can also use potential as a noun, such as “He’s got great potential,” meaning he has great possibilities; he will do great things in the future.

Alex explains that after the presentation there will be a discussion to get people’s “feedback” (feedback), or positive and negative reactions about what they just heard. Then they will put their heads together to see if there are any other ideas. The phrase “to put our heads together” means to work as a group to think of new ideas about something. For example, Lucy and I always put our heads together
to think of ideas for new and interesting ESL Podcasts.

Alex says that he wants “to say a few words” while the team is getting set up or getting ready to give the presentation. This means that he wants to speak about something for a short period of time, maybe a few minutes. Sometimes at a meeting, we ask someone to stand up and say a few words, meaning to talk to the whole group for a few minutes about some topic. Alex says that the new plan means three things for the company. First, it’s a “reality check.” “Reality” (reality) is another word for what is real, what is actually happening. A “check” (check) here means a look at or an examination of something to see how you are doing, how much progress you’ve made. So a “reality check” is a realistic look at the true facts of a situation, something that will tell you how you are doing. In this case, the reality check is about how well the company is communicating with its customers.

Second, he says that the plan can help move the company forward by helping it stay “relevant” (relevant), meaning important or related to the current situation, even though the market is changing. Because the market is changing, the company has to make sure it is doing what their customers want or expect from them. We also use this word “relevant” to mean related to something, related to the current situation. The opposite would be “irrelevant.” If someone says that this is irrelevant, they mean it is not related to or connected to the current situation or idea.

Alex finishes by saying that the presentation has many “innovative” (innovative) ideas. “Innovative,” means new, something that hasn’t been done before, so “innovative ideas” are ideas that are new, creative, and interesting.

Now, let’s listen to the informal meeting again, this time at a native rate of speech.

[start of informal meeting script]

Alex: Okay, everybody. Please take a seat. Let’s get started. I’ve called this meeting of our top salespeople so that all of you get a chance to hear about the new plan to get our company out there in order to reach more of our potential market. First, we’ll hear a presentation from the team that has been working on this. Then, we’ll discuss it to get your feedback and put our heads together to see if there are any other ideas. While the team is getting set up, let me say a few words. What does this new plan mean for our company? First, it’s a reality check on where we are right now in terms of getting our message to our customers. Second, this plan has the potential to move the company forward. One of our main challenges, as you all know, is staying relevant in this changing market. Today’s presentation has some really innovative ideas about how we can do this.

[end of informal meeting script]

In this lesson, we learned about starting (or calling to order) a business meeting, both a formal meeting and an informal one. In the next lesson, you'll learn about introducing the participants at a meeting.

This course has been a production of the Center for Educational Development, in beautiful Los Angeles, California. Visit our web site at eslpod.com.

This course was produced by Dr. Jeff McQuillan and Dr. Lucy Tse. Copyright 2007.