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unit3

This document outlines a lesson on meetings, emphasizing their importance in business communication and providing objectives for understanding key vocabulary, scheduling, summarizing, and conducting meetings. It includes activities for reading comprehension, vocabulary matching, role-playing, and writing meeting summaries to enhance practical skills. The conclusion highlights that effective meetings require clear agendas, time management, and active participation to improve professional communication.

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33 views5 pages

unit3

This document outlines a lesson on meetings, emphasizing their importance in business communication and providing objectives for understanding key vocabulary, scheduling, summarizing, and conducting meetings. It includes activities for reading comprehension, vocabulary matching, role-playing, and writing meeting summaries to enhance practical skills. The conclusion highlights that effective meetings require clear agendas, time management, and active participation to improve professional communication.

Uploaded by

mohichehraxasanova969
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Unit 3: Meetings

Lesson Objectives

Meetings are an essential part of business communication, allowing teams to collaborate, share
ideas, and make important decisions. This lesson will help learners:

✅ Understand key vocabulary related to meetings.

✅ Learn how to schedule, summarize, and conduct meetings effectively.

✅ Develop practical skills through mock meeting exercises.

✅ Improve professional communication during business discussions.

Introduction to Meetings

Meetings play a crucial role in workplace communication. They provide a structured


environment for discussion, decision-making, and problem-solving. Conducting an effective
meeting requires clear agendas, proper time management, and active participation.

The key aspects of meetings include:

 Vocabulary for Meetings – Understanding key terms related to business meetings.


 Scheduling Meetings – Learning how to plan and set up meetings efficiently.
 Summarizing Meetings – Writing clear and concise meeting summaries.
 Conducting Meetings – Leading discussions, making decisions, and managing time
effectively.

Key Vocabulary

Agenda, Minutes, Chairperson, Action Items, Consensus, Discussion Points, Follow-up,


Moderator, Participants, Resolution.

Activity 1: Reading - Business Meetings

Instructions: Read the passage below and answer the true/false questions.

Passage:
Effective meetings require careful planning and clear communication. Every meeting should
have an agenda that outlines key discussion points. The chairperson is responsible for guiding
the conversation, ensuring all participants have a chance to contribute. Meeting minutes should
be recorded to summarize key points and action items. Successful meetings focus on decision-
making and problem-solving, avoiding unnecessary discussions.

True/False Questions:
1. Every meeting should have an agenda outlining discussion points.
2. The chairperson is responsible for recording meeting minutes.
3. Meeting minutes summarize key points and action items.
4. Effective meetings focus on decision-making and problem-solving.
5. Unstructured meetings are more productive than planned meetings.

Activity 2: Vocabulary Matching - Meeting Terms

Instructions: Match the meeting terms (1-10) with their correct definitions (a-j).

1. Agenda
2. Minutes
3. Chairperson
4. Action Items
5. Consensus
6. Discussion Points
7. Follow-up
8. Moderator
9. Participants
10. Resolution

Definitions:

a. A list of topics to be discussed during a meeting.

b. Notes summarizing key points and decisions made in a meeting.

c. The person responsible for leading and managing the meeting.

d. Tasks assigned during a meeting that require further action.

e. General agreement reached by all members of a group.

f. Specific subjects discussed in a meeting.

g. Checking progress on previous tasks or decisions.

h. A person who ensures fair discussion and time management.

i. Individuals who attend and participate in a meeting.


j. A final decision or solution agreed upon by the group.

Activity 3: Speaking - Role-Play: Conducting a Meeting

Instructions: Pair up with a classmate. One person will play the role of the meeting chairperson,
and the other will be a participant presenting an update. Use the scenario and prompts below to
guide your conversation. Switch roles after the first role-play.

Scenario:
A team is holding a meeting to discuss the progress of a new marketing campaign. The
chairperson leads the discussion and asks for updates, while participants share their progress and
challenges.

🗣 Prompts for the Chairperson:

 "Let's begin by reviewing the agenda for today's meeting."


 "Can you provide an update on your assigned task?"
 "What challenges have you faced, and how can we address them?"

🗣 Prompts for the Participant:

 "I have completed the initial research phase and gathered important data."
 "We are facing some challenges with audience engagement strategies."
 "I recommend adjusting our social media approach to improve visibility."
Sample Reported Speech:
The participant mentioned that they had completed the initial research phase and gathered
important data. They also noted that audience engagement strategies were challenging and
suggested adjusting the social media approach.

Activity 4: Understanding Meeting Management - Discussion

Instructions: Read the following meeting-related scenarios and discuss in pairs how they should
be handled effectively.

Meeting Issue Resolution Strategy


A meeting runs over time, and participants lose The chairperson should set clear time limits and
focus. keep discussions on track.
One participant dominates the conversation, The moderator should ensure everyone has a
preventing others from contributing. chance to speak.
Action items are unclear at the end of the The meeting minutes should include clearly
meeting. defined tasks and responsibilities.
Sending a pre-meeting agenda and expectations
Some team members arrive unprepared.
can improve preparation.

Activity 5: Writing - Drafting a Meeting Summary

Instructions: Write a meeting summary based on the following scenario.

Scenario: You attended a team meeting about launching a new product. Summarize the key
points discussed and list the assigned action items.

Example Meeting Summary:

Meeting Summary: Product Launch Planning Meeting

Date: [Insert Date]


Chairperson: [Insert Name]
Participants: [List of Attendees]

Key Discussion Points:

 The marketing team presented the campaign strategy.


 The production team confirmed that manufacturing is on schedule.
 Challenges related to distribution and logistics were discussed.

Action Items:

1. Marketing Team: Finalize social media strategy by [Deadline].


2. Production Team: Provide an updated timeline for manufacturing progress.
3. Logistics Team: Identify solutions for distribution challenges.

Conclusion

Meetings are an essential part of business communication. Understanding meeting vocabulary,


learning how to schedule and summarize discussions, and practicing meeting exercises will help
learners develop strong professional skills. By participating in discussions, role-plays, and
writing exercises, students will improve their ability to conduct and contribute effectively to
workplace meetings.

Answer Key – Activity 1:

1. True – An agenda ensures meetings stay focused and productive.


2. False – The chairperson leads the discussion, but another participant (e.g., secretary)
often records the minutes.
3. True – Meeting minutes document important discussions and assigned tasks.
4. True – Meetings should focus on making decisions and solving problems.
5. False – Planned meetings are generally more productive than unstructured ones.

Answer Key – Activity 2:

1. a 2b 3c 4d 5e 6f 7g 8h 9i 10i

Answer Key – Activity 4:

1. Manage time effectively – The chairperson should enforce time limits and keep
discussions relevant.
2. Encourage equal participation – The moderator should balance speaking time and
invite quieter members to share their views.
3. Clarify action items – The meeting minutes should list specific tasks, deadlines, and
responsible individuals.
4. Improve preparation – Distributing the agenda in advance can help participants come
prepared.

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