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Annette Loyce Lisa Förster - Meetings in English

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Annette Loyce Lisa Förster Meetings in English

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Vorwort

Wer Geschftskontakte mit internationalen Partnern pflegt, nimmt frher oder spter an Meetings auf Englisch teil. Sind Sie auch in dieser Situation oder wollen Sie sich schon einmal vorsorglich fit machen? Dann sind Sie mit diesem TaschenGuide auf der sicheren Seite. Denn Meetings und Verhandlungen knnen in Ihrer Muttersprache schon schwierig genug sein, umso mehr in der Fremdsprache.

Wir zeigen Ihnen, wie Sie in Meetings auf Englisch durch Kompetenz, Verlsslichkeit und Hflichkeit Vertrauen aufbauen und berzeugen egal, ob Sie das Meeting selbst leiten oder nur daran teilnehmen. Fr alle Situationen eines Meetings von der Begrung ber die eigentlichen Verhandlungen bis zum Protokoll geben wir Ihnen die notwendigen sprachlichen Mittel an die Hand und zeigen Ihnen kulturelle Besonderheiten.

Wenn Sie weniger aktive Erfahrung mit der englischen Sprache haben, ermglicht Ihnen das Buch einen selbstbewussten Auftritt. Aber selbst Fortgeschrittene finden neue Ausdrcke und Wendungen, die ihren Sprachschatz sinnvoll ergnzen. Sie knnen es komplett durcharbeiten oder zwischendurch als Nachschlagewerk benutzen. Und um einen zustzlichen Trainingseffekt zu erzielen, ist der gesamte TaschenGuide auf Englisch geschrieben. Wir wnschen Ihnen in Ihren knftigen Meetings viel Erfolg!

Lisa Frster und Annette Joyce

Preparing a meeting

In the run-up to a meeting there are a lot of things to bear in mind, especially when you are the one organising it. Booking a meeting room is only one task among many.

In this chapter, you will see how to

  • invite people (page 6) and make arrangements (page 8),

  • accept, refuse and postpone meetings (page 11),

  • make the agenda (page 15),

  • organise the meeting (page 21).

Inviting people to a meeting

In formal business relationships, you may wish to write a letter or email to a business associate to suggest an initial meeting. This correspondence can then be followed up with a telephone call or an email to confirm the meeting time and place.

Suggesting a meeting

In an established business relationship, a less formal style can be adopted for suggesting meetings by both telephone and email. Email is especially useful if a number of participants are involved. In a formal email, the style of language, salutation and complimentary close is the same as that used in a letter.

Example: formal UK-style letter/email

Marketing proposal: initial meeting

Dear Mr Smith

Thank you for your telephone call of this morning. I am pleased to enclose [letter]/attach [email] the information you requested and would welcome the opportunity to meet you in person to discuss the proposal and to answer any questions you may have.

I will contact you by telephone in the next few days to arrange a time that is convenient for you.

In the meantime, please do not hesitate to contact me if you require any further information.

Yours sincerely

David Braun

Business Development Manager

The correct way of writing salutations and endings

In British English letters and emails, the trend is to omit punctuation in the salutation, people's names (Mr, Mrs, Ms, Dr, etc) and in the complimentary close. Letters and emails end with Yours sincerely, when the person is addressed by name, or Yours faithfully, when the letter begins Dear Sir or Madam. In US English , a period (British: full stop) follows abbreviations and the salutation ends with a colon, as in Dear Ms. Jones:. Standard complimentary closes are Sincerely yours, and Sincerely, (note that both end with a comma).

Useful phrases

Less formal style

  • I was wondering if we could meet in the near future to discuss ?

  • Perhaps it would speed things up if we met face to face to discuss this?

  • Shall we meet next week to discuss the details in person?

Responding to a request for a meeting
Useful phrases
  • I'm afraid my schedule is very full in the next few weeks. Would it be possible for us to discuss the matter by telephone instead?

  • As we're both very busy, I would like to try to resolve the matter by telephone, if possible.

  • I think it would be a good idea for us to meet.

  • I agree that it would be beneficial for us to meet face to face.

Useful vocabulary

initial: erste(r, s)

complimentary close: Schlussformel

proposal: Vorschlag

to welcome an opportunity: eine Gelegenheit gern wahrnehmen

convenient: angenehm, bequem

schedule: Terminkalender

to resolve a matter: eine Sache klren

Making meeting arrangements

In an informal setting, once you have agreed with your business partner that you would like to meet, arrangements can be made by telephone or email. In both cases, the language used for organising the meeting is informal yet polite.

Who would like to meet when?

If you are organising a meeting with a larger number of participants and have to find out about their general availability on certain dates, Doodle can help. This is a clever tool you'll find online free of charge at www.doodle.ch. You create your doodle by just entering the dates and/or times you would like to suggest. A link to this doodle is automatically sent to your email account. You can then forward the link to all the prospective participants, asking them to state when they would be available and when not. There is also a field for comments.

Lunch meetings

If you meet over lunch make sure you can still take notes on a small pad. Follow your host's lead with regard to drinking alcohol. In Great Britain drinking alcohol in moderation is generally acceptable over lunch or dinner with business colleagues. However, if your business partners are sticking to water and you want to keep a clear head, avoid alcohol altogether.

Useful phrases

When?

  • Would 20 November suit you?

  • What does your schedule look like on 3 December?

  • I'm afraid I'm away on business for the whole of that week. How about 25 November?

  • What would be a convenient time for you?

  • What time would suit you best?

Where?

  • Where shall we meet? I would be happy to come to your office if that's more convenient.

  • I can recommend a quiet restaurant near the city centre that would be easy for us both to reach.

To be confirmed (TBC)

  • I need to check back with my colleague about that. Could I get back to you on that this afternoon?

  • Could I confirm that with you tomorrow when I've spoken to my colleague?

It's a date

  • Yes, that's fine. I look forward to seeing you at 3.00 p.m. on 25 November at your office.

  • That's perfect for me, I can make it then. So let's fix our meeting for 25 November.

Avoiding confusion with dates

When dates are written in figures in British English , the day comes before the month. For example, 9 March 2015 becomes 09/03/15. Note that, in US English , the same date is written March 9, 2015 and therefore becomes 03/09/15. Due to these different conventions, it is advisable to write dates out in full.

Useful grammar

The conditional tense, as in would and could, is used frequently in the above phrases. Conditional verbs make questions and suggestions sound open for discussion, rather than fixed and already decided, and therefore lend the suggestion a politer note.

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