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

Summary

In this lesson, you will learn how to chair a meeting in English, with practical phrases and tips for each stage of the process. Starting with how to get attendees' attention and welcome them, you’ll then explore how to introduce the agenda and guide the discussion. Key phrases for introducing topics, inviting participation, and keeping the meeting on track are covered, along with techniques for summarizing and concluding effectively. This lesson will help you lead meetings confidently, using professional language to manage every aspect from start to finish.

Takeaways

• 😀 Always start the meeting by getting everyone’s attention using phrases like 'If I could have your attention, please.'
• 😀 Introduce yourself and any other presenters in the meeting, especially if it’s the first time you’re chairing or meeting them.
• 😀 Use clear and professional language to welcome attendees, e.g., 'Thank you all for coming' or 'Let’s get down to business.'
• 😀 Begin the meeting by clearly stating the overall topic and the key points you’ll be covering on the agenda.
• 😀 Use phrases like 'We’ll talk about...' or 'We’ll go over...' to outline the agenda in an organized way.
• 😀 When transitioning between agenda items, use phrases like 'Let’s move on to the next item...' or 'Now we come to...'
• 😀 Encourage attendee participation by asking for their input with questions like 'What’s your opinion on this?' or 'Would you like to share your thoughts on this?'.
• 😀 If someone talks too long or goes off-topic, redirect them with phrases like 'Let’s not get too far off-topic here.'
• 😀 Be sure to summarize the main points of the meeting before closing with phrases like 'To sum up...' or 'In brief...'.
• 😀 Always ask for any final questions before concluding the meeting to ensure everyone has had a chance to clarify any doubts.
• 😀 Close the meeting professionally by thanking everyone for attending and stating 'That’s all for today’s meeting.'

Q & A

What is the main purpose of chairing a meeting in English?

The main purpose is to guide the meeting, ensure smooth communication, and make sure the agenda is covered. Chairing a meeting effectively helps manage discussions, keep attendees engaged, and ensure clarity in decision-making.

What phrases can be used to get attendees’ attention at the start of a meeting?

Some phrases to get attendees’ attention include: 'If I could have your attention, please,' 'Could I have your attention, please?' and 'Good morning/afternoon, everyone.' These phrases help ensure the meeting starts with focus.

Why is it important to emphasize words like 'please' when asking for attention?

Emphasizing words like 'please' helps make the request sound firmer and conveys authority. It signals that the chair expects attendees to pay attention without sounding overly aggressive.

How can a chair introduce the topic and agenda of the meeting?

A chair can introduce the topic with phrases like: 'Today’s meeting is about...', 'The aim of this meeting is to...', or 'We’ll go over...'. These phrases set clear expectations for what will be discussed.

What are some useful phrases for moving between agenda items during a meeting?

Useful phrases include: 'Let’s move on to the next item...', 'Now we come to...', and 'The final item on the agenda is...'. These phrases help guide the meeting smoothly and signal transitions.

What can a chair do to encourage participation from attendees?

A chair can invite participation by asking open-ended questions such as: 'What’s your opinion on this?', 'Would you like to share your thoughts?', or 'Could you add anything to our ideas here?'. These questions encourage input and ensure everyone has a chance to speak.

How can a chair handle off-topic discussions during a meeting?

To handle off-topic discussions, a chair can use phrases like: 'Let’s not get too far off-topic here,' 'We can discuss that at the end if it’s important,' or 'I don’t think that’s relevant to today’s discussion.' This helps keep the meeting on track.

What is meant by the phrase 'shelve it' or 'table it' in a meeting?

The phrases 'shelve it' or 'table it' mean to postpone a discussion to a later time. These phrases are useful when a topic arises that should be addressed but isn’t relevant to the current meeting.

What are some key phrases to summarize and conclude a meeting?

Key phrases to summarize a meeting include: 'To sum up...', 'In brief...', and 'Before we close, let me just summarize the main points.' To conclude, the chair can say: 'That’s all for today’s meeting,' or 'Thank you all for attending.'

Why is it important to ask if there are any final questions before ending a meeting?

Asking if there are any final questions ensures that all attendees have a chance to clarify any points they didn’t understand or raise additional important issues before the meeting ends.