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

Summary

This lesson from Oxford Online English is a comprehensive guide for English-speaking professionals preparing for business meetings. It covers essential phrases for self-introduction, expressing opinions on suggestions, and asking questions. The script advises on the use of modal verbs for making suggestions and offers polite ways to disagree or ask for clarification. It also discusses how to show commitment to post-meeting actions using future tense expressions and how to politely decline tasks. The goal is to enhance participants' ability to contribute effectively in English business meetings.

Takeaways

• 😀 Introduce yourself in English meetings by stating your name, job title, and responsibilities.
• 👋 Use 'My name is _____' for a formal introduction or 'Hi, I’m _____' for a more casual setting.
• 🏢 Specify if you are 'the' only person with your job title or 'a' one among others in the company.
• 📍 Mention the department you work in with the preposition 'in' to clarify your role within the company.
• 📋 Describe your responsibilities using verbs like 'manage', 'be responsible for', or 'handle' to give a clear picture of your role.
• 💡 Use modal verbs like 'should', 'ought to', and 'might want to' to make suggestions without imposing obligation.
• 📉 Express obligations with 'have to' and 'need to' when discussing necessary actions in the meeting.
• 🤝 Show agreement with suggestions using phrases like 'I agree with _______.', 'That sounds good.', or 'Let’s go with this idea.'
• 👎 Professionally disagree with suggestions by starting with 'To be honest, I’m not sure about this idea.' or 'I see your point, however…', followed by your reasoning.
• ❓ Ask questions or seek clarification during meetings using polite phrases like 'Excuse me, how will...?' or 'Can you clarify...?'
• 📅 Offer to take action post-meeting with phrases like 'I’ll...' for immediate actions or 'I’m going to...' for pre-planned actions.

Q & A

What is the main purpose of the video script?

The main purpose of the video script is to teach viewers how to effectively introduce themselves, respond to suggestions, and ask questions in a business meeting conducted in English.

What are the three key elements to include when introducing oneself in a meeting?

The three key elements to include in a self-introduction are: stating your name, mentioning your job title, and describing your responsibilities.

How should you introduce your name in a formal setting according to the script?

In a formal setting, you should introduce your name by saying, 'My name is _____' or in a more informal setting, 'Hi, I’m _____'.

What is the difference between using 'the' and 'a' when mentioning your job title?

Use 'the' before your job title if you are the only person with that title in the company, and 'a' if there are others with the same job title.

Can you provide an example of how to mention your department using a preposition?

You can mention your department by using the preposition 'in' followed by the department name, such as 'I’m in the engineering department.' or 'I work in the marketing department.'

What are some verbs and phrases that can be useful when describing your responsibilities?

Useful verbs and phrases include 'manage', 'be responsible for', and 'handle' to describe your responsibilities effectively.

How can you express a suggestion that is not an obligation but a good idea?

You can use modal verbs like 'should', 'ought to', or 'might want to' to express a suggestion that is a good idea but not an obligation.

What phrases can you use to express agreement with a suggestion made by someone else in the meeting?

To express agreement, you can use phrases like 'I agree with _______.', 'That sounds good.', or 'Let’s go with this idea.'

How can you professionally disagree with a suggestion in a meeting?

You can professionally disagree by using phrases such as 'To be honest, I’m not sure about this idea.', 'Good suggestion, but I can see a few problems…', or 'I see your point, however…' followed by your point of view.

What are some polite ways to ask for clarification during a meeting?

Polite ways to ask for clarification include 'I didn’t understand…', 'Can you elaborate on…?', or 'Can you clarify…?'

How can you offer to take action after a meeting decision has been made?

You can offer to take action by using phrases such as 'I’ll call the client tomorrow.', 'I’m going to get a team together for this project.', or 'I can contact the supplier next week if we need to.'

What should you say if you are asked to do something that you cannot do?

If you cannot do something, you can politely respond with phrases like 'I’m afraid I can’t…', 'I’m sorry, but I don’t think I can…', or 'Unfortunately, I won’t be able to…'.

Outlines

00:00

📝 Introducing Yourself in a Business Meeting

This paragraph focuses on how to introduce oneself in a business meeting setting, especially when attending with unfamiliar people. It emphasizes the importance of stating your name, job title, and responsibilities. The script provides examples of both formal and informal introductions, and suggests using specific verbs and phrases to describe responsibilities effectively. The audience is encouraged to practice their own introductions, considering the context of the meeting.

05:06

🤔 Responding to and Making Suggestions in Meetings

The second paragraph discusses the use of modal verbs for making suggestions in a business meeting, differentiating between those that express recommendations without obligation ('should', 'ought to', 'might want to') and those that convey necessity ('have to', 'need to'). It also covers how to make negative suggestions and provides phrases for agreeing or disagreeing with others' suggestions professionally. The audience is invited to practice formulating suggestions and responses using the language introduced.

10:07

🙋‍♂️ Asking Questions and Seeking Clarification

This paragraph outlines the importance of asking questions and seeking clarification during a meeting to ensure understanding of the content discussed. It offers various phrases for asking questions in both formal and informal settings, such as starting with 'excuse me' or 'sorry', followed by specific inquiries like 'I have a question', 'Why is...', or 'Does this mean...?'. Additionally, it suggests ways to ask for elaboration or clarification on points that are unclear, using polite language to ensure professional communication.

📋 Demonstrating Commitment Post-Meeting

The final paragraph addresses the actions to be taken after reaching decisions in a meeting. It provides phrases for offering to take on tasks using 'will' for immediate future actions, 'going to' or 'planning to' for pre-planned actions, and 'can', 'could', or 'shall' for offers of assistance. It also includes polite phrases for situations where one is unable to fulfill a request, such as 'I'm afraid I can't...'. The paragraph concludes by encouraging the audience to apply these phrases in upcoming English meetings and to visit Oxford Online English for more lessons.

Keywords

💡introduce

To 'introduce' oneself in a business context means to provide a brief overview of one's identity and professional role. In the video, it is a fundamental step in participating in a meeting, as it sets the stage for the interaction among participants. The script provides examples of how to introduce oneself formally and informally, emphasizing the importance of stating one's name, job title, and responsibilities.

💡job title

A 'job title' is the designation of a professional position or role within an organization. The video script explains the nuances of using 'the' or 'a' before a job title to indicate whether it is a unique position or one shared by others in the company. This distinction helps clarify the individual's role and responsibilities within the meeting context.

💡responsibilities

'Responsibilities' refer to the duties and tasks assigned to an individual in their professional capacity. The script highlights the importance of briefly describing one's responsibilities during an introduction to provide context and establish a professional identity within the meeting.

💡modal verbs

Modal verbs, such as 'should', 'ought to', and 'might want to', are used to express suggestions or recommendations without implying obligation. The video script uses these verbs to illustrate how to make suggestions in a business meeting, providing a polite and collaborative tone to the discussion.

💡obligation

'Obligation' denotes a requirement or necessity to perform a certain action. In the script, 'have to' and 'need to' are used to convey obligatory actions that must be taken, reflecting the urgency or importance of certain tasks within the business context.

💡agree

To 'agree' with a suggestion or idea means to express concurrence or support. The video script provides phrases for agreeing with suggestions made during a meeting, which helps in building consensus and moving the discussion forward.

💡disagree

To 'disagree' signifies the expression of an opposing view or opinion. The script offers professional ways to disagree with suggestions, allowing participants to voice their concerns or alternative perspectives respectfully.

💡question

A 'question' is a request for information or clarification. The video emphasizes the importance of asking questions in a meeting to ensure understanding and to seek further details, using polite phrases to initiate the inquiry.

💡clarification

'Clarification' is the act of providing clear and detailed information to resolve ambiguity or confusion. The script suggests phrases for asking for clarification during a meeting, which is crucial for effective communication and decision-making.

💡offer

An 'offer' in a business meeting context is a proposal to undertake a task or action. The video script includes phrases for making offers, which can demonstrate initiative and contribute to the meeting's outcomes.

💡cannot

'Cannot' is used to express an inability or refusal to perform a task or action. The script provides polite phrases to communicate limitations or refusals, maintaining professionalism while setting realistic expectations.

Highlights

Introduction to useful phrases for self-introduction in a business meeting.

Three key elements for a proper self-introduction: name, job title, and responsibilities.

Formal and informal ways to say your name in a meeting.

Using 'the' or 'a' to indicate uniqueness or plurality of job titles.

Describing department affiliation with preposition 'in'.

Briefly describing job responsibilities using action verbs.

Example of a formal introduction in a business meeting.

Example of an informal self-introduction for a more casual setting.

Modal verbs for making suggestions in a business context.

Use of 'have to' and 'need to' for expressing obligations.

Constructing negative suggestions with modal verbs.

Agreeing with suggestions using affirmative phrases.

Professional ways to disagree with suggestions in a meeting.

Asking questions during a meeting using polite interrupters.

Phrases for seeking clarification on points discussed in a meeting.

Offering to take action post-meeting with future-oriented phrases.

Using 'going to' or 'planning to' for pre-meeting plans.

Polite offers of assistance using 'can', 'could', or 'shall'.

Responding to requests you cannot fulfill with courteous phrases.

Handling impossible tasks with explanations and alternatives.

Encouragement to apply these phrases in upcoming English meetings.

Invitation to visit Oxford Online English for more free lessons.

Transcripts

Hello, I’m Gina and welcome to Oxford Online English!

Tomorrow, you have a meeting to attend.

If the meeting is in English, will you be ready?

This lesson will help you learn useful phrases to introduce yourself, respond to suggestions

and ideas, and ask questions in a business meeting.

I want you to imagine you’re in the meeting, and the chair has asked everyone to introduce

themselves.

What are some phrases you can use?

Sometimes, you’ll be in a meeting with people you don’t know.

Other times, the chair will ask for quick introductions to break the ice.

There are three things you should do here:

- Say your name - Say your job title

- Describe your responsibilities

To say your name, you can use a formal, ‘My name is _____’ or, if the meeting is more

informal, you can say, ‘Hi, I’m_____’.

For your position title, use ‘to be’, just like for your name.

Then, decide if your position is the only one in the company, or if there are others

who have the same job title.

For example, if you are the only secretary, use ‘the’:

I’m the secretary.

If other people also have this position in the company, use ‘a’:

I’m a project manager.

If necessary, you can say which department you work in.

You can use the preposition ‘in’ plus the noun: ‘engineering’, ‘marketing’,

‘finance’, etc.

For example:

I’m in the engineering department.

Or: I work in the marketing department.

Finally, you can briefly describe your responsibilities, like this:

I manage each project from start to finish.

I’m responsible for web analytics and testing.

Or: I handle purchasing and our negotiations with suppliers.

You can see that using verbs and phrases like manage, be responsible for or handle can be

useful here.

Here is an example of a full introduction in a formal meeting with people you don’t

know, or don’t know well:

My name is Gina Mares and I’m the marketing manager here.

I handle online advertising and web analytics.

Here’s an example of a more informal introduction:

Hi, I’m Gina.

I’m in the sales department.

I manage our sales team.

How would you introduce yourself in a meeting?

You can give it a try now.

Now that you’ve introduced yourself, the meeting will begin.

During the meeting, you might need to give your opinion on the different agenda items

which you are discussing.

You might also need to react to other people’s suggestions.

How can you do this?

When making suggestions, modal verbs can be very useful.

‘Should’ ,‘ought to’ or ‘might want to’ can express something you think is a

good idea, but not an obligation:

We ought to give new clients a gift from the company.

We might want to consider looking for another engineer to help with this.

Or: I think we should make this a priority for this month.

‘Have to’ and ‘need to’ can express something that is an obligation:

We have to improve the way we collect and record sales data.

Or: We need to find a cheaper solution—our budget is very tight.

Remember, you can also use these to make negative suggestions:

We shouldn’t rush this—we need to think it through carefully.

Or: We don’t need to hire new staff at the moment.

Now, it’s your turn.

Choose a phrase and make a suggestion for something in your own company.

Next, what can you do if you want to respond to another suggestion?

Well, if you think it’s a good suggestion, you can show you agree with phrases like:

I agree with _______.

That sounds good.

Or: Let’s go with this idea.

Here, go with means you agree with this idea and think you should put it into action.

However, what if there is a suggestion you don’t agree with?

Here are some good, professional ways to disagree:

To be honest, I’m not sure about this idea.

Good suggestion, but I can see a few problems…

Or: I see your point, however…

After a phrase like this, explain your point of view.

For example:

I see your point, however, I don’t think advertising in a magazine is a good idea.

People don’t read them as often these days.

Or: To be honest, I’m not sure about this idea.

I think improving our website UI is a higher priority right now.

OK?

Now, take the suggestion which you made earlier.

Pause the video and write down two sentences: one to agree, and one to disagree.

Use the language you just learned.

Now, let’s move on to different ways to ask a question in a meeting.

As an attendee, it’s important to make sure you understand the content in the meeting.

Sometimes, the chair will ask everyone to save questions until the end.

If you’re in a meeting where you can ask questions at any time, there are a few good

phrases you can use.

For more formal meetings, you can begin with a phrase like ‘sorry’, or ‘excuse me’

to politely bring the attention to you.

Then, you can use phrases like:

I have a question.

Why is…?

How…?

Or: Does this mean…?

For example:

Excuse me, how will the new requirements affect the project deadline?

Or: Sorry to interrupt, but I have a question.

Does this mean that the new IT systems won’t be in place this year?

If there is something in the meeting that you don’t understand, you can use phrases

to ask for clarification:

I didn’t understand…

Can you elaborate on…?

Or: Can you clarify…?

When using these phrases, it’s important to explain exactly what you don’t know or

ask for clarity on something specific that they said.

Again, you can use ‘excuse me’ and ‘sorry’ in more formal meetings to begin.

For example:

Sorry, can you clarify the third step in your proposal?

I didn’t get the main idea.

Or: Excuse me, but could you elaborate on how this will fit with our existing marketing

campaigns?

Now, it’s your turn.

Practice asking a question or asking for clarification about something.

It can be from a recent meeting or something from your job in general.

Again, you can pause the video and write down your ideas, for extra practice.

OK, now you can make suggestions and respond to what other say in the meeting.

You can also ask questions if there is something you don’t understand.

Next, imagine that you’ve discussed the agenda items and come to an agreement on the

important decisions you needed to make.

You might need to show what you’re going to do about these decisions after the meeting

has finished.

Here, you can offer to do something using a few different phrases.

For something that you decide to do at that moment for the future, you can use ‘will’.

For example:

I’ll call the client tomorrow.

Or: I’ll discuss this with the rest of my team and get back to you by the end of the

week.

If you had a plan even before the meeting began, you can use ‘going to’ or ‘planning

to’:

I’m going to get a team together for this project.

Or: I’m planning to do one more round of testing, and then we can go live.

If you want to make an offer, you can use ‘can’, could or shall:

I can contact the supplier next week if we need to.

I could put together a report if you think it would help.

Or: Shall I talk to our engineering team and get a cost estimate?

On the other hand, what if you are asked to do something that you cannot do?

Well, there are some useful, polite phrases you can use:

I’m afraid I can’t…

I’m sorry, but I don’t think I can…

Unfortunately, I won’t be able to…

Think about this.

What if someone asked you to move your project deadline forward, but it wasn’t possible?

You could say:

Unfortunately, we won’t be able to complete the project any sooner because we don’t

have the supplies yet.

Or: I’m sorry, but I don’t think we can finish by the end of this month.

We need at least another six weeks.

At this point the meeting is wrapping up and hopefully you have been able to make good

suggestions and offers and take part in discussions effectively.

Will you be attending a meeting in English soon?

Hopefully some of these phrases will be useful for you!

That’s all for this lesson.

Hope you enjoyed and thank you for watching!

Please visit Oxford Online English.com for more free lessons like this.

See you next time!