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timekeeper

facilitator

participant

notetaker

discussion leaders

leader

organizer

the closer

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"What do you think happens in a formal meeting?"

1. Agenda review

2. Introductions (if necessary)

3. Discussion of topics

4. Decision-making

5. Minutes and documentation

6. Assignment of action items

7. Time management

8. Follow-up plans

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"What roles might people play in a meeting?" 

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"What roles might people play in a meeting?" 

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Chairperson/Facilitator

Note-Taker/Secretary

Presenter

Participants

Timekeeper

Decision-Maker

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Agenda review

Minutes Approval

Discussion

Decision Making

Action items

Documentation

Closing

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Comparison Table: Formal Meeting vs. Informal Meeting 

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Comparison Table: Formal Meeting vs. Informal Meeting 

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COMPARISON TABLE: FORMAL MEETING VS. INFORMAL MEETING

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COMPARISON TABLE: FORMAL MEETING VS. INFORMAL MEETING

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Exploring the Language of Formal Meetings

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Exploring the Language of Formal Meetings

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1. Opening the Meeting

-"Let’s get started, shall we?"
Used to officially indicate that the meeting is beginning.

-"Thank you all for attending today."
Shows appreciation to participants for their time and presence.

-"Before we begin, let me introduce..."
Used to formally introduce key individuals or teams involved.

2. Presenting and Discussing Items

-"The first item on the agenda is..."
Initiates discussion by presenting the first topic or issue.

-"What are your thoughts on this?"
An open-ended question to encourage participation and gather opinions.

-"Does anyone have any questions or comments?"
Invites input or clarification from the group.

-"This data shows that..."
Uses evidence or statistics to support the discussion.

-"Thank you for raising that issue."
Shows appreciation for feedback and engagement.

3. Decision-Making

-"Shall we agree on [specific action]?"
Asks for collective agreement on a proposed plan.

-"Do we all agree on this?"
Confirms agreement from all participants.

-"It’s decided, we will..."
Clearly announces the outcome to ensure everyone understands the decision.

-"Let’s revisit this in our next meeting."
Used when more time or information is needed to make an informed decision.

-"We’ll need more information before proceeding."
Acknowledges that the group isn’t ready to decide yet.

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Research and compile a list of phrases relevant to this function

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Research and compile a list of phrases relevant to this function

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Seeking Clarification in Formal Meetings

When seeking clarification during a formal meeting, it's essential to do so in a manner that is respectful, clear, and constructive.

for example: "Could you clarify what you meant by ?

Expressing Agreement Clearly

You can express your agreement directly, but be sure to add your own insights or perspective to enrich the conversation.

Example: "I completely agree with your point about the timeline. I think we could further streamline it by... "

Example: "I share the same viewpoint on that matter. In addition, I believe that..."

Expressing Disagreement Politely

Respectful Framing

When you disagree, start by acknowledging the value of the other person's perspective before offering your own. This approach shows that you respect their opinion, even if you have a different view.

Example: "I see where you're coming from, and I understand your perspective. However, I have a different take on this issue..."

Example: "I appreciate the points you've raised. That said, I believe we should consider a different approach, because..."

Closing The Meeting

Ask for Final Questions or Comments

Giving participants a chance to ask any final questions or make comments ensures that nothing has been overlooked and gives them a final opportunity to contribute.

Phrasing for Final Questions/Comments:

"Before we wrap up, are there any last questions or comments?"

"Does anyone have anything else to add or any concerns that need to be addressed?"