Setting Up a Meeting
Useful Expressions
- I shall call for a meeting.
- I'd like to set up a meeting for next week.
- I need to schedule a meeting with the Marketing Team.
- The focus of the agenda will be on...
- The purpose of this meeting is to...
- I'd like to discuss/prepare/present/examine/finalize...
- I'd like to propose...
- Can you check if... would work for everyone?
- I've prepared an agenda.
- Can you please share the agenda with all the attendees?
- Please make it a priority to circulate this information.
Dialogue Practice
Read the dialogue aloud with your teacher.
Mr. Abbott is asking his secretary to schedule a meeting for him. | |
 Jonathan Abbott | I'd like to set up a meeting with the Board of Directors. |
 Secretary | Okay, sir. When would you like to schedule the meeting? |
 Jonathan Abbott | I'd like to propose Monday, April 2nd, at 9 am. Could you please check if that works for everyone? If not, any time until 1 pm on the same day would be fine. |
 Secretary | Noted, sir. What will be the purpose of the meeting? |
 Jonathan Abbott | The focus of the agenda will be on the expansion of our business operations. I'd like to discuss our options and establish the course of action. |
 Secretary | Very well, sir. |
 Jonathan Abbott | I'll prepare an agenda and send it to you shortly, so you can share it with all the attendees. |
 Secretary | All right. Anything else, sir? |
 Jonathan Abbott | That would be all for now. Thank you. And, please, make it a priority to circulate this information. |
 Secretary | Understood. |
Check your understanding:
1.
Who is going to attend the meeting?
2.
What is the purpose of the meeting?
3.
Did Mr. Abbott prepare an agenda for the meeting?
Role Play
Role-play the following situation with your teacher.
Situation
You would like to schedule a meeting with the Marketing Team of your company in order to discuss your next campaign. Ask your secretary to set up the meeting. You may use the following expressions:
- Please set me an appointment with...
- The purpose of this meeting is to...
- I'd like to discuss...
- Can you check if... would work for everyone?
- I've prepared an agenda.
Discussion
1.
What kinds of meetings do you usually attend?
2.
How often do you have meetings? Do you enjoy attending them? Why? Why not?
3.
How do you usually schedule meetings: via email, phone or in person? Why?
4.
Do you think regular meetings are necessary? Why? Why not?
