CONDUCTING A BUSINESS MEETING

The following phrases are used to conduct a meeting, and the phrases used depend upon whether the meeting is formal or less formal.

Opening

Good morning/afternoon, everyone.
If we are all here, let's get started / start the meeting / start.

Welcoming and Introducing

Please join me in welcoming (name of participant)
It's a pleasure to welcome (name of participant)
I'd like to introduce (name of participant)

Stating the Principal Objectives

We're here today to ...
Our main aim today is to ...

Giving Apologies for Someone Who is Absent

I'm afraid.., (name of participant) can't be with us today. She is in...
Unfortunately, (name of participant) ... will not be with us today because he ...

Reading the Minutes (notes) of the Last Meeting

To begin with I'd like to quickly go through the minutes of our last meeting.
Here are the minutes from our last meeting, which was on (date)

Dealing with Recent Developments

Jack, can you tell us how the XYZ project is progressing?
Has everyone received a copy of the Tate Foundation report on current marketing trends?

Moving Forward

So, if there is nothing else we need to discuss, let's move on to today's agenda.
Shall we get down to business?

Introducing the Agenda

Have you all received a copy of the agenda?
If you don't mind, I'd like to go in order today.
I suggest we take item 2 last.

Allocating Roles (secretary, participants)

(name of participant) has agreed to take the minutes.
(name of participant) will lead point 1, (name of participant) point 2, and (name of participant) point 3.

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

We will first hear a short report on each point first, followed by a discussion of ...
I suggest we go round the table first.
There will be five minutes for each item.

Introducing the First Item on the Agenda

Why don't we start with...
Pete, would you like to kick off?

Closing an Item

I think that takes care of the first item.
If nobody has anything else to add, lets ...

Next Item

Let's move onto the next item
The next item on today's agenda is...

Giving Control to the Next Participant

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 ...

Summarizing

Before we close today's meeting, let me just summarize the main points.
Let me quickly go over today's main points.

Finishing Up

If there are no other comments, I'd like to wrap this meeting up.
Is there Any Other Business?

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

Can we set the date for the next meeting, please?
So, the next meeting will be on ... (day), the . . . (date) of.. . (month) at ...

Thanking Participants for Attending

Thank you all for attending.
Thanks for your participation.

Closing the Meeting

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