Business English: Holding meetings in English用英語(論壇)主持會議

The Structure of a Meeting會議的結構

One of the most common requirements of business English is holding meetings in English. The following sections provide useful language and phrases for conducting meetings and making contributions to a meeting。

Meetings generally follow a more or less similar structure and can be divided into the following parts:

I - Introductions

Opening the Meeting

Welcoming and Introducing Participants

Stating the Principal Objectives of a Meeting

Giving Apologies for Someone Who is Absent

II - Reviewing Past Business

Reading the Minutes (notes) of the Last Meeting

Dealing with Recent Developments

III - Beginning the Meeting

Introducing the Agenda

Allocating Roles (secretary, participants)

Agreeing on the Ground Rules for the Meeting (contributions, timing, decision-making, etc。)

IV - Discussing Items

Introducing the First Item on the Agenda

Closing an Item

Next Item

Giving Control to the Next Participant

V - Finishing the Meeting

Summarizing

Finishing Up

Suggesting and Agreeing on Time, Date and Place for the Next Meeting

Thanking Participants for Attending

Closing the Meeting

The following pages focus on each part of the meeting and the appropriate language for each situation。

Running a Meeting主持會議

The following phrases are used to conduct a meeting. These phrases are useful if you are called on to conduct a meeting。

Opening宣布會議開始

Good morning/afternoon, everyone。

If we are all here, let's get started / start the meeting / start。

Welcoming and Introducing歡迎和介紹出席人員

Please join me in welcoming (name of participant)

We're pleased to welcome (name of participant)

I'd like to extend a warm welcome to (name of participant)

It's a pleasure to welcome (name of participant)

I'd like to introduce (name of participant)

Stating the Principal Objectives闡明會議主要議題

We're here today to ..。

I'd like to make sure that we ..。

Our main aim today is to ..。

I've called this meeting in order to ..。

Giving Apologies for Someone Who is Absent對缺席者表示遺憾

I'm afraid.., (name of participant) can't be with us today. She is in..。

Unfortunately, (name of participant) ... will not be with us to day because he ..。

I have received apologies for absence from (name of participant)，who is in (place)。

Reading the Minutes (notes) of the Last Meeting宣讀上次會議記要

To begin with I'd like to quickly go through the minutes of our last meeting。

First, let's go over the report from the last meeting, which was held on (date)

Here are the minutes from our last meeting, which was on (date)

Dealing with Recent Developments詢問近期動態

Jack, can you tell us how the XYZ project is progressing?

Jack, how is the XYZ project coming along?

John, have you completed the report on the new accounting package?

Has everyone received a copy of the Tate Foundation report on current marketing trends?

Moving Forward轉向下一個議題

So, if there is nothing else we need to discuss, let's move on to today's agenda。

Shall we get down to business?

Is there Any Other Business?

If there are no further developments, I'd like to move on to today's topic。

Introducing the Agenda介紹議程

Have you all received a copy of the agenda?

There are X items on the agenda. First, ... second, ... third, ... lastly, ..。

Shall we take the points in this order?

If you don't mind, I'd like to go in order today。

skip item 1 and move on to item 3

I suggest we take item 2 last。

Allocating Roles (secretary, participants)分配秘書和出席者的會議角色

(name of participant) has agreed to take the minutes。

(name of participant)，would you mind taking the minutes?

(name of participant) has kindly agreed to give us a report on ..。

(name of participant) will lead point 1, (name of participant) point 2, and (name of participant) point 3。

(name of participant)，would you mind taking notes today?

Agreeing on the Ground Rules for the Meeting (contributions, timing, decision-making, etc。)就會議程序(發言，時間，決策)達成一致

We will first hear a short report on each point first, followed by a discussion of ..。

I suggest we go round the table first。

Let's make sure we finish by ..。

I'd suggest we ..。

There will be five minutes for each item。

We'll have to keep each item to 15 minutes. Otherwise we'll never get through。

Introducing the First Item on the Agenda介紹第一項議題

So, let's start with ..。

I'd suggest we start with..。

Why don't we start with..。

So, the first item on the agenda is

Pete, would you like to kick off?

Shall we start with ..。

(name of participant)，would you like to introduce this item?

Closing an Item結束一個議題

I think that takes care of the first item。

Shall we leave that item?

Why don't we move on to..。

If nobody has anything else to add, lets ..。

Next Item開始下一個議題

Let's move onto the next item

Now that we've discussed X, let's now ..。

The next item on today's agenda is..。

Now we come to the question of。

Giving Control to the Next Participant請下一位出席者發言

I'd like to hand over to (name of participant)，who is going to lead the next point。

Next, (name of participant) is going to take us through ..。

Now, I'd like to introduce (name of participant) who is going to ..。

Summarizing總結

Before we close today's meeting, let me just summarize the main points。

Let me quickly go over today's main points。

To sum up, ...,。

OK, why don't we quickly summarize what we've done today。

In brief, ..。

Shall I go over the main points?

Finishing Up結束今日議題

Right, it looks as though we've covered the main items。

If there are no other comments, I'd like to wrap this meeting up。

Let's bring this to a close for today。

Is there Any Other Business?

Suggesting and Agreeing on Time, Date and Place for the Next Meeting建議和征詢下一次會議時間，日期和地點

Can we set the date for the next meeting, please?

So, the next meeting will be on ... (day)，the . . . (date) of.. . (month) at ..。

Let's next meet on ... (day)，the . . . (date) of.. . (month) at ... What about the following Wednesday? How is that?

Thanking Participants for Attending感謝出席人員

I'd like to thank Marianne and Jeremy for coming over from London。

Thank you all for attending。

Thanks for your participation。

Closing the Meeting宣布散會

The meeting is finished, we'll see each other next ..。

The meeting is closed。

I declare the meeting closed。