Meetings in English

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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

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