How to…. close a meeting

Wrapping Up

There are different reasons why a meeting comes to an end. Time may run out, or all of the items in the agenda may be checked off. Some meetings will end earlier than expected and others will run late. The odd time, a meeting may be cut short due to an unexpected problem or circumstance. Here are a variety of ways to adjourn a meeting:

• It looks like we've run out of time, so I guess we'll finish here.
• I think we've covered everything on the list.
• I guess that will be all for today.
• Well, look at that...we've finished ahead of schedule for once.
• If no one has anything else to add, then I think we'll wrap this up.
• I'm afraid we're going to have to cut this meeting short. I've just been informed of a problem that needs my immediate attention.

Reminders

There is almost always one last thing to say, even after the closing remarks. A chairperson might close the meeting and then make a last-minute reminder. Instructions for tidying up the room may also be mentioned.

• Oh, before you leave, please make sure to sign the attendance sheet.
• I almost forgot to mention that we're planning a staff dinner next month.
• Don't forget to put your ballot in the box on your way out.
• If I didn't already say this, please remember to introduce yourself to the new trainees.
• Could I have your attention again? I neglected to mention that anyone who wants to take part in our company’s charity run next Saturday is welcome to join us.
• If you could all return your chair to Room 7 that would be appreciated.
• Please take all of your papers with you and throw out any garbage on your way out.

Thank You and Congratulations

The end of the meeting is also the time to thank anyone who has not been thanked at the beginning of the meeting, or anyone who deserves a second thank you. Congratulations or Good-luck can also be offered here to someone who has experienced something new, such as receiving a promotion, getting married, or having a baby.

• Before I let you go let's all give a big thank you  to Thomas for organising the refreshments.
• Again, I want to thank you all for taking time out of your busy schedules to be here today.
• Most of you probably already know this, but Nolan's wife just gave birth to a baby boy.
• As you leave today, don't forget to wish Stella luck on the weekend.The next time you see her she will be happily married.

Follow Up

In the closing remarks, the chairperson, or participants may want to discuss the date and time for the next meeting, when the minutes will be available, or when a decision should be made by. This is also the time to give contact information, such as how to send a question by e-mail or who to call regarding a certain issue.

• We'll meet again on the first of next month.
• Next time we meet I'll be sure to have those contacts for you.
• If anyone has any questions about anything we discussed today, feel free to send me an e-mail.
• The minutes from today's meeting will be posted as of tomorrow afternoon.
• I'll send out a group e-mail with the voting results.

Idioms - Business Expressions

(to) climb the corporate ladder

advance in one's career; the process of getting promoted and making it to senior management
Example: You want to climb the corporate ladder? It helps to be productive and to look good in front of your boss.

dog-eat-dog world
a cruel and aggressive world in which people just look out for themselves
Example: Your company fired you shortly after you had a heart attack? Well, it's certainly a dog-eat-dog world!

Origin: This expression dates back to the 1500's. Wild dogs were observed fighting aggressively over a piece of food. The connection was made that people, like dogs, often compete aggressively to get what they want.

(to) drum up business
to create business; to find new customers
Example: Sales have been very slow lately. Do you have any ideas for drumming up business?

(to) generate lots of buzz
to cause many people to start talking about a product or service, usually in a positive way that increases sales
Example: Procter & Gamble generated lots of buzz for its new toothpaste by giving away free samples to people on the streets of New York City.
Note: "Buzz" is a popular word for "attention."

back-of-the-envelope calculations
quick calculations; estimates using approximate numbers, instead of exact numbers
Example: I don't need the exact numbers right now. Just give me some back-of-the-envelope calculations.

Quote - Management

Congratulations on your promotion. Before you go, would you like to take this knife out of my
back -  you'll probably need it again….

Vocab - Did you RESIGN, were you SACKED, or LAID-OFF?

Did you leave that job because you wanted to, or because the company wanted you to?! Let’s get our definitions clear:

To resign means that you voluntarily choose to leave your job: 

Laura resigned from her position as she had been offered a better job with another company.

Resignation (n) - a formal document giving notice of your intention to resign

Diane is leaving the company next month. She handed in her (letter of) resignation last Monday.

To be fired/ to be sacked* / to get the sack* means you were terminated for cause

Jane was fired for stealing company property.

John finally got the sack after a year of ineptitude.*

*informal/slang

 To lay off / To be laid-off / To be made redundant from your job means to be without a job because there is no more work available for you in a company;  the position was eliminated, without regard to employee performance, usually when a company is experiencing financial difficulties. 

The factory had to cut back production and lay off workers.

200 people were laid-off at the manufacturing plant in northern Spain.

Simon is looking for a new job because he was made redundant last month.

How to .....write a resignation letter

The world of work is a small one - somehow everyone knows everyone. So no matter how big the temptation is to write an honest resignation letter (i.e. telling your boss exactly why you are leaving) don't do it! 

This letter may be included in your employment file and could be shared with potential future employers; therefore, it should be professional and polite. 

Below we show you how to write your resignation in a way that won't leave a negative impression of you with your previous employer. Things to keep in mind are:

· be simple: include the fact that you're resigning and the last day you will work

· be brief and focused: get to the point. No lengthy explanations as to why you are leaving.

· be positive: even if hate your job, don't say it. Make sure that you do not include anything negative about the company, your supervisor, your co-workers, or your subordinates. 

· be polite: thank your employer for the opportunities you have had during your employment. 

When to give a reason: if you're resigning under positive circumstances, you're relocating or going back to study for example, it's fine to include the reason. If you're resigning because it's a bad job, it's better not to give a reason. 

Sample resignation letter (not working your notice)

Dear Mr Turner,

Please accept this as formal notice of my resignation from the position of _____ (your job title and site/department/ division  as  applicable), with effect from _____ (normally date of the letter or receipt of letter - check your contract - if in doubt refer to date of letter).

I realise that my contract of employment requires me to work until _____ (date that your employment ceases according to notice period, calculated from your stated effective date of   resignation), however I'd be grateful to be released earlier on ______ (date that you actually need to leave), and will assume that this is acceptable unless you inform me to the contrary.

(This part is optional) While I believe that I am moving for good reasons, I am sorry to leave, and I thank you for your support during my time with the company, which I have found enjoyable and fulfilling.

(And if applicable) Please let me know the arrangements for handing back equipment, company car, etc, and handing over outstanding work and responsibilities.

Yours sincerely 

Sample resignation letter (working your notice)

Dear Mr Barker,

Please accept this letter as formal notice of my resignation from the position of Client    Services technician with Alderson Incorporated.

My last working day will be February 3, 2012. This is two weeks from today as per my employment contract.

Thank you for the opportunities I have been given during my time with the company.

I wish you and the company well in the future.

Sincerely

Idioms - Communication

To hear it on the grapevine —To hear about something passed from one person to another.                    

“I I hear it on the grapevine that they’re outsourcing some of the financial services. When do you think they’ll announce it officially?”

To put it in a nutshell - To summarise briefly                                            

“It’s a rather long-winded proposal, but to put it in a nutshell, if we set up a creche and offer flexitime, our productivity should increase.”

To get straight to the point — To start talking immediately about the most important information             

“Ok, I’ll get to the point without wasting any more time—we’ve decided to restructure our business units to make them more efficient”

To put someone in the picture  —To give someone the latest information about a situation in order for them to be aware of what is going on.         

 “Several important changes occurred while you were away so I need to put you in the picture straightaway”

Quote - Anti-democracy

“The best argument against democracy is a five-minute conversation with the average voter.”  Winston Churchill

Quote—Management

“To err is human, to blame it on somebody else shows management potential.”  Unknown 

Buzzwords - Corporate

Today's business world is awash in overused buzzwords. Many think these terms make them appear "in the loop" and well-read. But while the temptation is great to use these words and phrases as shortcuts, they have become the subject of jokes. Below are some common examples in business today: 

News snackers are people with short attention spans who primarily get their news in short bursts from things like Twitter, RSS feeds, and mobile phones.

An urban Amish is a city dweller with no cell phone, no laptop, no iPod, no Blackberry, etc.

Oblication is vacation time spent managing personal obligations, such as taking time off from work to move house or meet the electrician, etc.

OT-mail: An unnecessary, after-hours e-mail sent to a supervisor or co-workers with the sole purpose of time-stamping how late you worked.

Leveraging knowledge capital: Stealing someone else's work or idea and then changing a few things to make it your own.

Telephonically communicated: To convey information or data by telephone. "The results of the retest were telephonically communicated to the CEO." A less buzzy alternative: "I called Jack."

How to ….. write a polite reminder email

Pietro is a project manager at a major food and beverage company. Last Wednesday Pietro emailed his colleague Ray in the United States requesting him to update the Key Progress Report. Pietro cannot complete the full report without this information and needs a reply ASAP. His colleague hasn't responded yet and Pietro is not sure if the email even got to him. What can Pietro do? 

 
It is likely that you have at some time found yourself in a similar situation; you need to write an email to remind someone who has not answered you that they need to do something. The language you should use to write a polite reminder email should ideally be respectful and assertive.

Be sure to

· specify the response you want, and to include any call to action you expect, such as a phone call or follow-up appointment.

· Consider who you are writing to: is your colleague American or British? Generally Americans prefer direct language, while the British prefer diplomatic language (see article British Communication Styles).

· Include or forward the original      email to the original recipient  and write a suitable subject line: e.g. Polite Reminder: Key Progress Report feedback needed / Please provide your feedback etc.

· Write a soft reminder implicit that you understand that they might be busy. Here you don’t actively demand that they do something immediately, you just ask them when they will be able to do it.

In the section below are some examples, varying in tone and formality, which you can use as a template

Hello Ray,

Have you had time to look into this? Can you let me know when you will be able to do it?

Kind Regards,

Pietro

Hello Ray

I’m just emailing to check you got the Key Progress Report I sent you on the 7th of May. I have to complete the report for the Senior Users and I can’t do that until I receive your feedback. Can you please tell me when you'll be able to look at it for me?

Kind regards,

Pietro

Dear Ray,

I am following up on the email I sent on May 7th regarding your feedback for the the Key Progress Report. I need to send the complete report to the Senior Users by Thursday and would ask you to please reply, confirming the details of the assignment. You can also reach me at 355 631 4671 should you need any help.

Respectfully yours,

Pietro

Dear Ray,

This is with regards to the Key Progress Report email sent 7th May.  We have still not received a response from you. Please send us the desired data by Monday EOD.

Please let us know if you require any assistance from our end.

Regards,

Pietro

Joke - Emails

What should you do if you get lots of  emails saying, 'What's up, Doc? What's up, Doc?'
Check for bugs in your system.

When do emails stop being in black and white?
When they are read.

I've lost my dog!
Have you tried putting a message on the Internet?
Don't be silly, my dog never reads e-mails!

I tried to send an e-mail and broke my computer.
How did you manage that?
I think it was when I tried to push it through the letterbox.

What do werewolves put at the bottom of their e-mails?

Beast wishes. 

Idiom - Overstep the mark

If you overstep the mark you go too far and upset someone by saying or doing something that is unacceptable 

“Patrick is really angry with his colleague. He overstepped the mark when he criticised Patrick’s work in front of everyone at the meeting”

Habits & Customs - Unusual Traditions Around the World

Polterabend is a German pre-wedding tradition where friends and family come together for an informal party where they break dishes, flowerpots, tiles, toilets, anything except glasses or mirrors. To symbolize working together through future difficulties, the bride and groom must clean everything up. 

Gurning is making  a distorted facial expression, and English rural tradition has celebrated this since 1267. At the World Gurning Championship in Egremont, England, competitors wear a horse collar and attempt to make the most grotesque face possible. Four-time world champion Peter Jackman, had his teeth removed in 2000 to make his facial maneuvers easier.

Blackening the Bride is to prepare Scottish brides-to-be for their marriage and they must go through a very foul pre-wedding ritual. Friends of the bride take her by surprise and cover her with eggs, spoiled milk, feathers, and anything disgusting. The blackened bride is then paraded around town. The purpose of this custom is to prepare the bride for marriage because after going through that, any marital problems will seem like nothing.

Joke - CEO Party

A CEO (and member of Forbes 400!) throwing a party takes his executives on a tour of his opulent mansion. In the back of the property, the CEO has the largest swimming pool any of them has ever seen. The huge pool, however, is filled with hungry alligators. The CEO says to his executives "I think an executive should be measured by courage. Courage is what made me CEO. So this is my challenge to each of you: if anyone has enough courage to dive into the pool, swim through those alligators, and make it to the other side, I will give that person anything they desire. My job, my money, my house, anything!" 

Everyone laughs at the outrageous offer and proceeds to follow the CEO on the tour of the estate. Suddenly, they hear a loud splash. Everyone turns around and sees the CFO in the pool, swimming for his life. He dodges the alligators left and right and makes it to the edge of the pool with seconds to spare. He pulls himself out just as a huge alligator snaps at his shoes. The flabbergasted CEO approaches the CFO and says, "You are amazing. I've never seen anything like it in my life. You are brave beyond measure and anything I own is yours. Tell me what I can do for you."

The CFO, panting for breath, looks up and says, "You can tell me who the hell pushed me in the pool!!" 

Grammar - Inversion

Inversion is used to give emphasis or to be rhetorical in more formal situations, in political speeches, on the news, and also in literature. Some native speakers may also use them occasionally in day-to-day conversation. The structure of these phrases is similar to interrogative sentences even though they are not questions but statements. Inversion takes place after certain expressions if these expressions begin the sentence. Take a look at these examples:

Not only.....but also

Not only did we not get the pay rise we were promised, but we also had our luncheon vouchers taken off us.

At no time

At no time did I say I would accept to work late

No sooner.....than

This is used to refer to an event that quickly follows another. It is usually used with the past perfect, but sometimes with the simple past No sooner had I reached the door than I realised it was locked or No sooner did I reach the door than I realised it was locked. Not until Not until January will I have a holiday. Only after This is usually used with the simple past. Only after the film started did I realise that I'd seen it before.

Joke - Father mouse

A family of mice were surprised by a big cat. Father Mouse jumped and and said, "Bow-wow!" The cat ran away. "What was that, Father?" asked Baby Mouse. "Well, son that's why it's important to learn a second language."

Idiom - to Bite the Bullet

"to bite the bullet"

To make a difficult or painful decision; to take a difficult step
Example: When demand was down, U.S. automakers had to 
bite the bullet and cut jobs.

Origin: This idiom comes from the military. During the Civil War in the United States, doctors sometimes ran out of whiskey for killing the pain. A bullet would be put in the wounded soldier's mouth during surgery. He would "bite the bullet" to distract him from the pain and keep him quiet so the doctor could do his work in peace.

How to... manage meetings

After having dealt with opening meetings now we can continue the theme of managing meetings by speaking about the expressions to use during the meetings

Watching the Time

One of the most difficult things about holding an effective meeting is staying within the time limits. A good agenda will outline how long each item should take. A good chairperson will do their best to stay within the limits. Here are some expressions that can be used to keep the meeting flowing at the appropriate pace.

• I think we've spent enough time on this topic.
• We're running short on time, so let's move on.
• We're running behind schedule, so we'll have to skip the next item.
• We only have fifteen minutes remaining and there's a lot left to cover.
• If we don't move on, we'll run right into lunch.
• We've spent too long on this issue, so we'll leave it for now.
• We'll have to come back to this at a later time.
• We could spend all day discussing this, but we have to get to the next item.

Regaining Focus

It is easy to get off topic when you get a number of people in the same room. It is the chairperson's responsibility to keep the discussion focused. Here are some expressions to keep the meeting centred on the items as they appear on the agenda.

• Let's stick to the task at hand, shall we?
• I think we're steering off topic a bit with this.
• I'm afraid we've strayed from the matter at hand.
• You can discuss this among yourselves at another time.
• We've lost sight of the point here.
• This matter is not on today's agenda.
• Let's save this for another meeting.
• Getting back to item number 5...
• Now where were we? Oh yes, let's vote.

Voting

When issues cannot be resolved or decisions cannot be easily made, they are often put to a vote. Most votes occur during meetings. Votes can be open, where people raise their hands in favour or in opposition of the issue. In an open vote, the results are evident immediately. Other votes, such as who should be elected to take on a certain role, are private or closed. During private votes, attendees fill out ballots and place them in a box to be counted. The results may not be counted until after the meeting. Here are some specific expressions used during open voting:

• All in favour?
  (Those who agree raise their hands or say "Aye".)
• All opposed?
• Motion to hire more tour guides, moved by Thomas.
  (Suggestions or ideas that are put to a vote are called motions. When a person makes a suggestion, the term to use both during the meeting and in the minutes is moved.)
• Motion to hire more tour guides seconded by Nolan.
  (When another person agrees with the motion, it is seconded.)

When a motion is voted and agreed upon it is carried. When it is voted and disagreed upon it is failed. Most often votes are put to a majority. If there is a tie vote, the chairperson will often cast the

Comments and Feedback

During the meeting, participants will comment, provide feedback, or ask questions. Here are some ways to do so politely:

• If I could just come in here...
• I'm afraid I'd have to disagree about that.
• Could I just say one thing?
• I'm really glad you brought that up, Kana.
• I couldn't agree with you more. (I agree)
• Jane, could you please speak up. We can't hear you at the back.
• If I could have the floor (chance to speak) for a moment...
• We don't seem to be getting anywhere with this.
• Perhaps we should come back to this at another time?

Proverb - Where there's a will...

“Where there’s a will there’s a way”

When a person really wants to do something, he will find a way

of doing it.

Quote - David Allen

“You can do anything, but not everything.” David Allen

Quote - women vs men

 “Women who seek to be equal with men lack ambition.” 

     Marilyn Monroe

Joke — Engineer vs Manager

A man in a hot air balloon realized he was lost. He spotted a woman below and shouted, "Excuse me, can you help me? I promised a friend I would meet him an hour ago, but I don't know where I am."

The woman below replied, "You're in a hot air balloon hovering approximately 30 feet above the ground. You're between 40 and 41 degrees north latitude and between 59 and 60 degrees west longitude."

"You must be an engineer," said the balloonist.

 "I am," replied the woman, "How did you know?"

"Well," answered the balloonist, "everything you told me is, technically, correct, but I've no idea what to make of your information, and the fact is I'm still lost. Frankly, you've not been much help at all. If anything, you've delayed my trip."

The woman below responded, "You must be in Management."

"I am," replied the balloonist, "but how did you know?"

"Well," said the woman, "you don't know where you are or where you're going. You have risen to where you are due to a large quantity of hot air. You made a promise which you've no idea how to keep, and you expect people beneath you to solve your problems. The fact is you are in exactly the same position you were in before we met, but now, somehow, it's my fault."

Idiom - talk out of your hat

“You’re talking out of your hat!! You don’t know the first thing about banking!” 

To talk out of your hat = to be talking about a subject as if you knew a lot about it when in fact you know very little

Habits & Customs - Cultural differences

The Japanese prefer not to use the word ‘no’. If you ask a question, they may simply respond with a ‘yes’ but clearly mean ‘no’. Understanding this is critical in the negotiation process.  

In India, do not thank your host at the end of a meal. ‘Thank you’ is considered a form of payment, and therefore insulting.

Tourists visiting Iceland should know that tipping at a restaurant is considered an insult.

In Taiwan, do not touch anyone’s shoulders or head. In addition, do not point at anything with your feet as they are considered dirty.

In Asia the number 4 is bad luck because in Japanese it sounds like the word ‘shuh-shuh’, which sounds like the word for  death.

In China, do not point using your index finger, but use your open palm instead.

In Saudia Arabia, men walking hand in hand is a sign of friendship.

How to … solve problems in emails

Technical problems

Did you get my last message on …?

?    

Sorry, you forgot to attach the file. Can you send it again?

I got your email, but I can’t open the attachment

Asking for clarification

I’m not sure what you mean by ..? Could you clarify?

Which … do you mean?

I don’t understand this point. Can you explain in a little more detail?

Giving clarification

Sorry, what I meant was…., not …

I’ll check and get back to you.

The correct information is given below. Please amend your records accordingly.