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?