Read Online Meetings in English by Lisa Foerster, Annette Joyce - Free Book Online Page A
Authors: Lisa Foerster, Annette Joyce
Tags: Sachbuch
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accept/concede that there were also some issues at your end with regard to …?
Useful vocabulary
to come to the fore: ins Blickfeld geraten
cutting it fine: sich wenig zeitlichen Spielraum lassen
curious: neugierig
stress: Betonung
reservation: Vorbehalt
to incur losses: Verluste erleiden
with hindsight: im Nachhinein
in lieu of: anstelle von
to soothe: beruhigen
to stand sb's ground: sich behaupten
What to do in case of language problems
There is far greater potential for misunderstandings when you are attending a meeting that is taking place in a foreign language. Perhaps you just didn't hear what a person said or their accent is difficult to understand. Or maybe differences in the ways people from other cultures express themselves can lead to confusion. It may also happen that your counterpart uses a word or expression you have never heard in your life.
Example: asking for repetition
A: We are talking about one billion consumers in China.
B: Sorry, how many did you say? One million?
A: Oh, no. One billion, of course.
In any case, you should not hesitate to ask your counterpart for repetition and clarification – there's no shame in doing so. Just use the methods and phrases given on pp. 79–83 under „Enquiring and resolving misunderstandings“, namely
asking for repetition,
summarising for clarification,
recapping and confirming.
Voting
Sometimes attendees cannot agree on an outcome. It may then be necessary to take a vote, which is usually done at formal meetings. However, voting should be seen as a last resort, as it will leave a number of attendees dissatisfied with the outcome. If a vote is necessary, the chair should keep strictly to the formal procedures.
A vote can either be done by secret ballot or by a show of hands. Before that, the subject of the voting has to be made clear. A suggestion or an idea that is to be put to a vote is called a „motion“. Before a vote can be taken, a motion needs to be „seconded“, i.e. supported, by another person. When a motion is put to the vote and agreed on, you saythat it is „carried“. When there is no agreement, it is „failed“. Usually, majority votes are taken. In case of a tie vote, the chairperson often has the deciding vote.
Of course, the outcome of the vote has to be recorded in the minutes, eg: „Motion to allow for flexitime, moved by Peter“ or „Motion to allow for flexitime, seconded by Jane.“
Useful phrases
Can I ask for a show of hands, please?
All in favour?/All opposed?
Those for/against the motion, please?
Aye! [say „aye“ or raise your hand to show you agree]
Any abstentions?
The motion was carried unanimously.
The motion has been rejected by four votes to two.
Useful vocabulary
flexitime: flexible Arbeitszeit
to make/second a motion: Antrag stellen, unterstützen
to table/introduce/present a motion: Antrag einbringen
to carry a motion: Antrag annehmen
a motion fails: Antrag fällt durch
majority vote: Mehrheitsabstimmung
tie: Stimmengleichheit
aye!: ja
After the meeting
After the meeting is before the next meeting – to put it simply. Most meetings are followed up with a written record of what was discussed and agreed: the minutes. These then need to be passed on to the attendees.
In this chapter you will find out how to
make the minutes (page 94),
follow up on the meeting and take the next steps (page 99).
Making the minutes
The minutes have to be accurate and clear, summarising what was said. Lengthy sections can be boiled down to their essence. The minutes are usually circulated to all participants within a few days of the meeting and after approval by the chair. Remember that it is not necessary to include every word that is spoken, only important points and any votes and results. Indicating who said what is also necessary, which is why the minute-taker should make sure they know the names of the attendees. It is also recommendable to type out the minutes immediately after the meeting – this
Useful vocabulary
to come to the fore: ins Blickfeld geraten
cutting it fine: sich wenig zeitlichen Spielraum lassen
curious: neugierig
stress: Betonung
reservation: Vorbehalt
to incur losses: Verluste erleiden
with hindsight: im Nachhinein
in lieu of: anstelle von
to soothe: beruhigen
to stand sb's ground: sich behaupten
What to do in case of language problems
There is far greater potential for misunderstandings when you are attending a meeting that is taking place in a foreign language. Perhaps you just didn't hear what a person said or their accent is difficult to understand. Or maybe differences in the ways people from other cultures express themselves can lead to confusion. It may also happen that your counterpart uses a word or expression you have never heard in your life.
Example: asking for repetition
A: We are talking about one billion consumers in China.
B: Sorry, how many did you say? One million?
A: Oh, no. One billion, of course.
In any case, you should not hesitate to ask your counterpart for repetition and clarification – there's no shame in doing so. Just use the methods and phrases given on pp. 79–83 under „Enquiring and resolving misunderstandings“, namely
asking for repetition,
summarising for clarification,
recapping and confirming.
Voting
Sometimes attendees cannot agree on an outcome. It may then be necessary to take a vote, which is usually done at formal meetings. However, voting should be seen as a last resort, as it will leave a number of attendees dissatisfied with the outcome. If a vote is necessary, the chair should keep strictly to the formal procedures.
A vote can either be done by secret ballot or by a show of hands. Before that, the subject of the voting has to be made clear. A suggestion or an idea that is to be put to a vote is called a „motion“. Before a vote can be taken, a motion needs to be „seconded“, i.e. supported, by another person. When a motion is put to the vote and agreed on, you saythat it is „carried“. When there is no agreement, it is „failed“. Usually, majority votes are taken. In case of a tie vote, the chairperson often has the deciding vote.
Of course, the outcome of the vote has to be recorded in the minutes, eg: „Motion to allow for flexitime, moved by Peter“ or „Motion to allow for flexitime, seconded by Jane.“
Useful phrases
Can I ask for a show of hands, please?
All in favour?/All opposed?
Those for/against the motion, please?
Aye! [say „aye“ or raise your hand to show you agree]
Any abstentions?
The motion was carried unanimously.
The motion has been rejected by four votes to two.
Useful vocabulary
flexitime: flexible Arbeitszeit
to make/second a motion: Antrag stellen, unterstützen
to table/introduce/present a motion: Antrag einbringen
to carry a motion: Antrag annehmen
a motion fails: Antrag fällt durch
majority vote: Mehrheitsabstimmung
tie: Stimmengleichheit
aye!: ja
After the meeting
After the meeting is before the next meeting – to put it simply. Most meetings are followed up with a written record of what was discussed and agreed: the minutes. These then need to be passed on to the attendees.
In this chapter you will find out how to
make the minutes (page 94),
follow up on the meeting and take the next steps (page 99).
Making the minutes
The minutes have to be accurate and clear, summarising what was said. Lengthy sections can be boiled down to their essence. The minutes are usually circulated to all participants within a few days of the meeting and after approval by the chair. Remember that it is not necessary to include every word that is spoken, only important points and any votes and results. Indicating who said what is also necessary, which is why the minute-taker should make sure they know the names of the attendees. It is also recommendable to type out the minutes immediately after the meeting – this
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