Welcome

Once everyone has arrived, the chairperson, or whoever is in charge of the meeting
should formally welcome everyone to the meeting and thank the attendees for coming.

 Well, since everyone is here, we should get started.

 Hello, everyone. Thank you for coming today.
 I think we'll begin now. First I'd like to welcome you all.
 Thank you all for coming at such short notice.
 I really appreciate you all for attending today.
 We have a lot to cover today, so we really should begin.

Introductions

If anyone at the meeting is new to the group, or if there is a guest speaker, this is the time
when introductions should be made. The person in charge of the meeting can introduce
the new person, or ask the person to introduce him or herself.

 I'd like to take a moment to introduce our new tour coordinator.

 I know most of you, but there are a few unfamiliar faces.
 Stella, would you like to stand up and introduce yourself?
 Hi everyone. I'm Judy Strauss. I'll be acting as Amanda's assistant while Nancy is
away on maternity leave.

Roll Call/Apologies
 It looks like everyone is here today.
 If you notice anyone missing, please let Jane know so that she can make a note of
it.
 Unfortunately, Ken cannot join us today. He has been called away on business
 Mike will be standing in to take the minutes today, as Lisa is home with the flu.

Objectives
Some people who hold meetings prefer to pass around copies of the agenda, and others
will post a large copy on a wall, or use an overhead projector. No matter which format is
used, attendees should be able to follow the agenda as the meeting progresses. Before
beginning the first main item on the agenda, the speaker should provide a brief verbal
outline the objectives.

Sample Introduction to the Agenda:

Pierre: As you can all see here on the agenda we will be mainly talking about the upcoming tourist
season. First we'll discuss the groups that will be coming in from Japan. After that we'll discuss the
North American Tours, followed by the Korean tours. If time allows we will also discuss the
Australian tours which are booked for early September. Next, I'm going to request some feedback
from all of you concerning last year's tours and where you think we can improve. And finally, we'll
be voting on where and when to have this year's staff picnic.

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 his or her 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 responsiblity 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 deciding vote.

Sample Voting Session:

Pierre: Okay, now that we've covered most of the business, it's time to vote on the staff picnic.
Jane and I have come up with two different ideas. I'll give Jane the floor now, and she'll outline
these two options. After that we'll vote. I don't think there is any reason to have a private vote, so
I'll just ask to see a show of hands. Jane, would you do the honours?
Jane: Thanks Pierre. Okay, so, as you all probably assumed, we are going to wait until most of the
tours have passed through before we have the staff picnic. That way most of you should be able to
attend. So we've chosen the last Sunday of September. I hope that works out for all of you. Now,
the first option is to have a BBQ at Mariposa Beach. We would do this on the last Sunday of
September. The second option is to have a potluck dinner/pool party in Pierre's backyard. The only
problem with this is if it rains, there isn't much in the way of shelter there. I don't think Pierre and
his wife will want all of us dashing inside in a thunderstorm.
Pierre: Well, if we had to we could probably squeeze everyone in the basement. Anyhow, those
are the options, so let's put it to a vote. All in favour of option number one? Raise your hands
please...okay, one vote. And, all in favour of option number two? That's four. Okay, so it looks like
a pool party at my house.
Jane: Great. I'll put up a sign up sheet and everyone can write down what they plan to bring.

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?
Closing 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 banquet 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
home some of this leftover food is welcome to.
 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's 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 (everyone claps) to Thomas for baking
these delicious cookies.
 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 [Link] 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.