Business English: Management of Business Meetings

Comprehensive vocabulary flashcards covering meeting terminology, roles, preparation, types of client meetings, and company benefits from the Business English lecture notes.

Ad hoc

Called for a specific, once-off purpose.

Adjoum

To postpone and resume later.

Ballot

Secret vote on paper.

Casting vote

The person who has the decisive, final vote.

Convene

Formal term for 'call a meeting'.

Co-opted member

A person who is invited/appointed by a committee member to join the committee (is not elected).

Ex officio

A person entitled to attend a meeting because of his/her position.

Motion

Proposal put to the meeting.

Proxy

A person entitled to vote on behalf of someone else.

Quorum

Certain number of people who must be present to make up a valid meeting.

Resolution

Decision taken at the meeting.

Sine die

'Without date' – used in relation to an adjournment.

Unanimous

Everyone in favour.

Orchestra principle

The principle applied by the chairperson to ensure that all participants are heard during the meeting.

Role of the Chair

Directs and guides the meeting using leadership, discretion, patience, and courtesy; maintains discussion relevance; invites questions; notes proposals; and handles conflicts.

Role of the Minute-Taker

Takes accurate and concise minutes, summarizes complex discussions, and records essential details for absent members.

Client Presentations

A form of client meeting used to describe goods or services, explain details and advantages, and conclude with a Q&A session.

Client Discussions

An informal meeting structure that facilitates open discussion on work scope, requirements, budgets, and other project aspects.

Progress Updates

Regular client meetings held during ongoing projects to assess work status, address issues, and find solutions.

Prior Notification (Seven - Ten Days Before)

Advance notice allowing participants to adequately prepare, understand individual roles, avoid unintentional offense, and align with client goals.

Trouble-Shooting Opportunities

A meeting benefit for companies that provides opportunities for proactive problem-solving.

Employee Voice

A benefit of company meetings that allows employees to voice concerns, contributing to a healthy work environment.

Access to Upper Management

A company meeting benefit that creates a direct forum for employees to interact with upper management.

Inter-Departmental Cooperation

A benefit of meetings that facilitates collaboration and communication across different departments within a company.