Speaking at Workplace
Attending a meeting
Section A: Definition
When you are attending a meeting, you are present in a meeting not only physically but also mentally. It means that you need to pay attention in the meeting, listen to what is being discussed and give suitable responses. In this way, you can show your contributions in appropriate situations.
Section B: Purpose
The purpose of attending a meeting in the workplace is to understand the issues under discussion. These may be about the company policies, the problems a company is facing or issues which are of interest to the staff of the company.
Section C: Meeting etiquette
1. Be punctual
Don’t be late! You need to make a good impression on your employer and your colleagues. If you can, it is better to arrive 5 to 10 minutes earlier to physically and mentally prepare yourself well. If you arrive late, everyone will be looking at you when you enter the meeting room and you will need to catch up with what is being discussed at the moment.
2. Prepare well
Read the agenda carefully before the meeting so that you know what will be discussed. You may consider any queries you have about those matters. If there are issues which concern you, you can prepare for them by thinking of any answers to questions which may be raised, and also do some research on those issues and present relevant documents for support.
3. Notice company policies in meetings
Find out from the company policies how the staff are required to behave in meetings, such as dress code, rules on eating and drinking, taking minutes, etc.
4. Pay attention and speak up
As mentioned before, you need to listen carefully to what people are talking about in the meeting to understand the issue being discussed. In this manner, you can think of what questions you may have on that issue and raise them in the meeting when the suitable time comes.
If you have contributions as this, your employer and colleagues will know that you are doing your job well and that you are following the company policies closely.
Note that when there is a chance for you to voice your ideas, speak loudly enough for everyone in the meeting to hear you.
5. Avoid distractions
As you are attending a meeting, you need to avoid any distractions which can draw your attention away. For example, do not look at your phone during the meeting and do not think of any other issues not concerning the meeting at that time such as any family matters. You may bring a pen and paper to take notes of the important points in the meeting.
6. Always be polite
Remember to demonstrate your good attitude. Always be respectful and polite during the meeting whether you are listening or speaking.
7. Do not have unreasonable arguments
Do not argue with anyone unreasonably. It means that even if there is anyone who disagrees with you, you need to show your viewpoints objectively with evidence. Respond to any disagreement in a courteous way. Remember that you have to discuss any matters in an unbiased manner.
Section D: Useful expressions in different scenarios
The following are some useful words and phrases in some common situations in meetings. Please make use of them appropriately when you are attending a meeting.
1. Showing agreement
- I totally agree with you.
- I can’t agree with you more.
- That’s what I always think.
- I have no doubts about that.
- I completely agree with your viewpoint.
- You are right. That’s a good point!
2. Showing disagreement
- I’m afraid I can’t agree with you.
- I can see your point, but…
- That’s a good idea, but there are some issues we need to consider.
- I am sorry that I disagree with you on this matter.
- I’m not sure if…
- That’s partly true but…
3. Showing your opinion
- In my opinion…
- From my point of view…
- From my perspective…
- I think/believe/feel that…
- As far as I’m concerned…
- It seems to me that…
4. Asking for opinion
- What do you think about/of …?
- What’s your opinion on…?
- What’s your idea about…?
- Have you got anything to say about…?
- What do you feel about…?
5. Giving suggestions
- I think we should…
- Shall we…
- Would it be better if we…
- What about…
- Why don’t we…
- Shouldn’t we…
- Perhaps we could…
- I propose that…
6. Clarifying
- What I mean is…
- What I’m saying is…
- Let me put it in another way.
- What I want to say is…
7. Asking for clarification
- Excuse me. I am not sure if I understand you.
- I don’t know if I understand you correctly or not. Do you mean…?
- I am sorry, do you mean…?
- I think I don’t quite understand what you mean. Would you mind repeating your point?
- Can you please repeat what you have just said?
8. Interrupting
- Excuse me. May I come in here?
- Very sorry to interrupt, but…
- Can I say something here?
- Sorry, may I add something?
- If I may add something here…
9. Turning to another issue
- Let’s move on, shall we?
- Let’s now talk about…
- I think we need to move on to the issue of…
- I think we have finished with this issue. Now let’s move on to…
Pay attention to collocations (which words can be used together), especially prepositions.
Exercise
Video 1
There are two videos for you to watch. Please answer the questions after you have finished watching each video.
The team members are taking too many days of sick leave.
It affects the services the company provides for the customers and it costs them more money every year
Three solutions:
- no paid leave for the first three days when someone is sick
- offering the staff some bonus at the end of the year if they don’t take too much sick leave
- bringing in a doctor or physiotherapist for the staff for health check and counselling
It is very unfair to those who are genuinely sick.
Try sending out a questionnaire to all the staff, asking them to suggest ideas for reducing the absenteeism because of sickness.
Before next Monday
Video 2
Changes to work practices
It’s good for communication, space-saving, good for team spirit, and people work harder.
Using meeting rooms
Preparing a report on the open-plan idea by the end of the month
Hot desking
Mia and Nicole
She thinks it won’t work unless they have an open-plan office.
Further References
1. 8 Ground Rules for Great Meetings
This webpage gives information on the basic rules for holding a meeting and also how to use those rules.
https://hbr.org/2016/06/8-ground-rules-for-great-meetings
2. 120 Useful English phrases for business meetings
The information of this website includes phrases to use when you are holding a meeting and what to say when you are attending a meeting.
https://pumble.com/blog/phrases-for-business-meetings/
3. Attending a Meeting in English – Useful Phrases for Meetings – Business English
This video helps you learn useful phrases to introduce yourself, respond to suggestions and ideas, and ask questions in a meeting.