Tips For Having A Perfect Business Meeting

Tips For Having A Perfect Business Meeting

A lack of confidence in your Business English skills can intimidate you in a Business meeting.  It can make you feel like you will never achieve the business & career success you have always dreamed of and deserve. knowing the tips for having a perfect business meeting can have a significant impact on your professional carrier.

This article provides phrases, words & different useful business meeting expressions to help you run a business meeting from start to finish. And it also helps you with vocabulary & skills related to participating in meetings.

You can also check the top 20 terms to enhance your business vocabulary.

You will learn terms & phrases used both in email & in speaking to arrange, participate in and conclude business meetings.

First, we will go over some tips for running a business meeting.

Opening A Meting

There are many ways to open a meeting. It depends obviously on the type of meeting and the situation but there are six key points that you will always need to consider when starting a meeting.

  • First getting everybody’s attention
  • Second welcoming & thanking
  • Introducing any new colleagues
  • Explaining the objectives
  • Looking at the agenda
  • Asking someone to start

Welcome the participants. welcome everyone to the meeting & thank the attendees for coming.

  • Well, since everyone is here, we should get started.
  • Hello, everyone. Thank you for coming today.
  • I think we’ll begin now. First I’d like to welcome you all.
  • Thank you all for coming at such short notice.
  • I really appreciate you all for attending today.
  • We have a lot to cover today, so we really should begin.

Sample Welcome:

Mark: Alright, Is everybody here? Great,  I think we can get started, well good morning everyone, I am sorry I had to call this meeting at such short notice. Did you all get the copy of agenda?

Welcoming & Introducing the participants

If there is any participant new to the group at the meeting, or if there is a guest speaker make sure you introduce them now.

  • I’d like to take a moment to introduce our new tour coordinator.
  • I know most of you, but there are a few unfamiliar faces.
  • Stella, would you like to stand up and introduce yourself?
  • Hi everyone. I’m Judy Strauss. I’ll be acting as Amanda’s assistant while Nancy is away on maternity leave.
  • Please join me in welcoming (name of participant)
  • We’re pleased to welcome (name of participant)
  • It’s a pleasure to welcome (name of participant)
  • I’d like to introduce (name of participant)
  • I don’t think you’ve met (name of participant)

Stating the principal objectives of a meeting

It’s important to begin the meeting by clearly stating the main objectives of the meeting.

you can pass around copies of the agenda, post a large copy on a wall, or use an overhead projector. you can use any format to ensure that attendees are able to follow the agenda as the meeting progresses.

Sample Introduction to the Agenda: 

Emily:  As you can all see here on the agenda we will be mainly talking about the upcoming tourist season. First, we’ll discuss the groups that will be coming in from Japan. After that, we’ll discuss the North American Tours, followed by Korean tours. If time allows we will also discuss the Australian tours which are booked for early September. Next, I’m going to request some feedback from all of you concerning last year’s tours and where you think we can improve. And finally, we’ll be voting on where and when to have this year’s staff picnic.

Taking the minutes

It is important to take minutes of a meeting. A minute-taker should type out the minutes immediately after the meeting so that nothing is forgotten.

Comments & feedback

During the meeting, participants will comment, provide feedback, or ask questions. Here are some ways to do so politely:

  • If I could just come in here…
  • I’m afraid I’d have to disagree about that.
  • Could I just say one thing?
  • I’m really glad you brought that up, Kana.
  • I couldn’t agree with you more. (I agree)
  • Jane, could you please speak up. We can’t hear you at the back.
  • If I could have the floor (chance to speak) for a moment…
  • We don’t seem to be getting anywhere with this.
  • Perhaps we should come back to this at another time?

Closing A Meeting

There are different reasons why a meeting comes to an end. Time may run out, or all of the items in the agenda may be checked off. Some meetings will end earlier than expected and others will run late. The odd time, a meeting may be cut short due to an unexpected problem or circumstance. Here are a variety of ways to adjourn a meeting:

  • It looks like we’ve run out of time, so I guess we’ll finish here.
  • I think we’ve covered everything on the list.
  • I guess that will be all for today.
  • Well, look at that…we’ve finished ahead of schedule for once.
  • If no one has anything else to add, then I think we’ll wrap this up.
  • I’m afraid we’re going to have to cut this meeting short. I’ve just been informed of a problem that needs my immediate attention.

Business Meeting Phrases and Vocabulary in English

Expressing opinions in English

  • well, In my view, we should ……
  • I feel we could probably give…
  • To be perfectly frank, I think we need to take a harder line here.
  • It would seem to me…

Keeping the meeting on time

  • I think we’ve spent enough time on this topic.
  • We’re running short on time, so let’s move on.
  • We’re running behind schedule, so we’ll have to skip the next item.
  • We only have fifteen minutes remaining and there’s a lot left to cover.
  • If we don’t move on, we’ll run right into lunch.
  • We’ve spent too long on this issue, so we’ll leave it for now.
  • We’ll have to come back to this at a later time.
  • We could spend all day discussing this, but we have to get to the next item.

Regaining Focus

  • Let’s stick to the task at hand, shall we?
  • I think we’re steering off topic a bit with this.
  • I’m afraid we’ve strayed from the matter at hand.
  • You can discuss this among yourselves at another time.
  • We’ve lost sight of the point here.
  • This matter is not on today’s agenda.
  • Let’s save this for another meeting.
  • Getting back to item number 5…
  • Now, where were we? Oh yes, let’s vote.

Keshav