Coming to a Close or Settlement

There are a number of signals that indicate that negotiations are coming to a close. This may not always mean that an agreement has been reached. In many cases, there are many rounds of negotiations. The preliminary round may uncover the major issues, while subsequent rounds may be needed to discuss and resolve them. Here are some signals of talks coming to a close:

A difference of opinion has been significantly reduced

One party suggests signing an agreement.

One or both parties indicate that a period of time to pause and reflect is necessary.

Beware of last-minute strong-arm tactics.

Even if you make the decision to treat your negotiating opponent with honesty and kindness, the other party may not extend you the same respect. Be prepared to stand your ground firmly, yet cordially, especially in the last few minutes of the negotiations. This is the time when manipulative parties may employ certain tactics in order to try to fool you into losing focus or lowering goals and standards. Remember that conflicts are generally resolved in the last few minutes. The theory behind last minute tactics is that one party may be more willing to give in out of fear that all of the concessions or progress made up to that point (perhaps hours or weeks of talks) might be lost. People also get tired or have other commitments that need to be met, such as making an important phone call before another business closes, or picking up children from school. Here are some last minutes tricks that negotiators often use at this time:

Walking out of the room

Offering a short-term bribe

Telling you to take it or leave it

Giving an ultimatum

Abrupt change in tone (used to shock the other party into submission)

Introducing new requests (used at to get you to concede with little thought or consideration)

Stating generalizations without evidence (dropped without significant statistics/proof)

Adopting the Mr. Nice Guy persona (used to try to make it look like they are doing you a favour in hopes that you will lower your expectations)

Language to use in closing

It sounds like we've found some common ground.

I'm willing to leave things there if you are.

Let's leave it this way for now.

I'm willing to work with that.

I think we both agree to these terms.

I'm satisfied with this decision.

Formalize the agreement/negotiation

In most business negotiations it is a good idea to get something down in writing. Even if a decision has not been made, a letter of intent to continue the negotiations is often used. This is a way for each party to guarantee that talks will continue. A letter of intent often outlines the major issues that will be discussed in future negoatiations. In some cases a confidentiality agreement is also necessary. This is a promise from both parties to keep information private between discussions. When an agreement has been decided, a formal contract may be required. On the other hand, depending on the seriousness of the decision, and the level of trust between the two parties, a simple handshake and verbal agreement may be all that is needed. For example, an employer may offer a promotion and an employee may trust that the new salary will be reflected on the next paycheque. However, even if nothing is put formally in writing, it is wise to send an e-mail or letter that verifies the terms and puts the agreement on record, especially when a specific number is decided on.

 

I. Read & translate the text. Find and write out expressions from the text.

II. Write sentences with vocabulary. Learn the vocabulary.

III. Make a project of your business negotiations. (Use all the rules from the text).

Business meeting in English

Preparing for a Meeting

Calling a Meeting

There are a number of ways that you may call or be called to a meeting. Some meetings are announced by e-mail, and others are posted on bulletin boards. If a meeting is announced at the end of another meeting, it is important to issue a reminder. A reminder can also come in the form of an e-mail or notice. Verbal announcements or reminders should always be backed up by documented ones. The date, location, time, length, and purpose of the meeting should be included. It is also important to indicate exactly who is expected to attend, and who is not. If you are planning on allocating someone to take on a certain role, make personal contact with that person to inform them of his or her duty.

Sample Notice:

MEETING LOCATION: Room 3 DATE: Friday, May 5th TIME: 2:00 PM-4:00 P.M. FOR: Supervisors only SUBJECT: Tourist Season ATTENDANCE IS MANDATORY

Writing an Agenda

In order to keep the meeting on task and within the set amount of time, it is important to have an agenda. The agenda should indicate the order of items and an estimated amount of time for each item. If more than one person is going to speak during the meeting, the agenda should indicate whose turn it is to "have the floor". In some cases, it may be useful to forward the agenda to attendees before the meeting. People will be more likely to participate in a meeting, by asking questions or offering feedback, if they know what is going to be covered.

Allocating roles

The person in charge of calling and holding a meeting may decide to allocate certain roles to other staff members. Someone may be called upon to take the minutes, someone may be asked to do roll call, and someone may be asked to speak on a certain subject. This should be done either in person, or in an e-mail.

Opening a Meeting

Small Talk

Whether you are holding the meeting or attending the meeting it is polite to make small talk while you wait for the meeting to start. You should discuss things unrelated to the meeting, such as weather, family, or weekend plans.

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.

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.

Hi everyone. I'm Judy Strauss. I'll be acting as Amanda's assistant while Nancy is away on maternity leave.

Roll Call/Apologies

If the meeting is a small group, it is probably unecessary to take attendance out loud. The person who is taking the minutes will know everyone personally and can indicate who is present and who is absent. In a larger meeting, it may be necessary to send around an attendance sheet or call out names. If an important figure is absent, it may be necessary for the chairperson to apologize for his or her absence and offer a brief explanation for it.

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.

Following the Agenda

Taking the Minutes

Anyone, including you, may be assigned to take the minutes at a meeting. Often someone who is not participating in the meeting will be called upon to be the minute-taker. Before a meeting the minute-taker should review the following

The minutes from previous meeting

All of the names of the attendees (if possible)

The items on the agenda

It also helps to create an outline before going to the meeting. An outline should include the following:

A title for the meeting

The location of the meeting

A blank spot to write the time the meeting started and ended

The name of the chairperson

A list of attendees that can be checked off(or a blank list for attendees to sign)

A blank spot for any attendees who arrive late or leave

Sample Minutes Outline:

Supervisor's Meeting
Friday, May 5
Room 3
Start: ________ Finish: ________
Chair: Pierre
Attendees:
1._________
2._________
3._________
4._________
5._________
Late to arrive:_________
Early to depart:________

The minute-taker can use a pen and paper or a laptop computer and does not need to include every word that is spoken. It is necessary to include important points and any votes and results. Indicating who said what is also necessary, which is why the minute-taker should make sure to know the names of the attendees. If you cannot remember someone's name, take a brief note of their seating position and find out their name after the meeting. A minute-taker should type out the minutes immediately after the meeting so that nothing is forgotten.

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.

V oting

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.

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

C losing 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:

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.

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.

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.

 

I. Read & translate the text. Find and write out expressions from the text.

II. Write sentences with vocabulary. Learn the vocabulary.

III. Make a project of your business meeting in English. (Use all the rules from the text).

Talking on the phone

 

when you are making the call	when you are answering the call
A person who answers the phone always starts the conversation	Hello? In formal or business situations, you usually give your name, or the name of your company. At home, you usually just say Hello? Hello, Gail Block speaking. Hello, R W Motors.
asking for the person you want to speak to Is... there please? Hello, is Monica there, please? ! Don't say 'Is, there Monica, please?' Can I speak to..., please? May I speak to..., please? Can I speak to Dr. Chang, please?   There are more formal than is... there, please? Is that...? use this when you think you are speaking to the right person, but you are not sure Hello, is that Guy?	when the right person is there One moment, please   - Hello, can I speak to David Schmidt, pleasure? - One moment pleasure Hold on/Hang oninformal - Hello, is Liz there? Hold on. - I’ll see if she is in. I’ll(just) get him/herINFORMAL - Is Vanessa there, pleasure? - Yes, I’ll just get her Speaking say this when you are the person they have asked for - Can I speak to Tom, pleasure? Speaking (= I am Tom)
saying who you are It's... Hello, is Harry there please? It's his sister This is... Can I speak to Catherine Hart, please? This is Grant Davies ! Thisis... is more formal than it's	when the right person is not there Sorry, he's/she's... Sorry, he's out Sorry, she's away for the weekend. Can I take a message?/ Would you like to leave a message? Simon's out at the moment. Can 1 take a message? Do you want to hold? (=when someone is already on the phone in an office. but you can wail for them to finish the conversation) I'm sorry, her line's busy at the moment. Do you want to hold?
saying goodbye At the end of the conversation, it sounds rude if you suddenly say Bye or Goodbye, and put the phone down. People usually say something else first.   A Well, I'd better go. I have to pick up the kids. B OK, see you soon, then. A Yes, see you on Tuesday. Bye B Goodbye.

 

 

I. Read & translate the text. Find and write out expressions from the text.

II. Write sentences with vocabulary. Learn the vocabulary.

III. Make a dialogue of Business phone talk.

 

 

Business Vocabulary

Marketing

	brand	n. a particular make of product - to brand v. -branded adj.
	consumer	n. the person who buys and uses a product or service - to consume v.
	cost	v. [cost, costed, costed] to estimate the price of making a product - costing n.
	develop	v. to create a new product or improve an existing one -product development n.
	distribution	n. the delivering of products to end-users, inc. advertising, storing etc
	end-user	n. the person, customer etc who is the ultimate (and so real) user of a product
	image	n. the concept or perception of a firm or product held by the general public
	label	n. small piece of paper, metal etc on a product giving information about it
	launch	v. to introduce a new product, with publicity etc - product launch n.
	mail order	n. the selling of goods by post - mail-order catalogue n.
	market research	n. study of consumers’ needs & preferences, often for a particular product
	packaging^UK	n. the wrapping or container for a product
	point of sale	n. the place where a product is actually sold to the public - point-of-sale adj.
	product	n. something made to be sold; merchandise [includes services] - to produce v.
	public relations	n. creation and maintenance of a good public image - public relations officer n.
	registered	adj. registered or officially recorded as a trademark - ® abbr. - to register v.
	sponsor	n. firm supporting an organisation in return for advertising space - alsov.
	S.W.O.T.	abbr. Strength, Weaknesses, Opportunities, Threats
	total product	n. the whole product, inc. name, packaging, instructions, reliability, after-sales etc
	trademark	n. special symbol, design, word etc used to represent a product or firm - " abbr.

 

 

Advertising

	ad	abbr. advertisement - advert abbr.
	advertisement	n. item of publicity for a product or service, in magazine, on TV etc
	advertising agency	n. company specialising in producing and placing advertisements for clients
	AIDA	abbr. Attention, Interest, Desire, Action - the objective of all advertisements
	benefit	n. advantage of a product or service, usually derived from its features
	billboard^US	n. signboard, usually outdoors, for advertising posters; hoarding^UK
	circulation	n. average number of copies of a magazine sold in a particular period
	classified ads	n. small advertisements in magazine or newspaper categorised by subject
	commercial	n. paid advertisement on radio or TV
	coupon	n. part of a printed advertisement used for ordering goods, samples etc
	double-page spread	n. advertisement printed across 2 pages in a magazine or newspaper
	eye-catcher^US	n. something that especially attracts one’s attention - eye-catching adj.
	features	n. special characteristics of a product, usually leading to certain benefits
	hoarding^UK	n. signboard, usually outdoors, for advertising posters; billboard^US
	poster	n. large sheet of paper, usually illustrated, used as advertisement
	prime time	n. hours on radio & TV with largest audience, esp. the evening hours
	promote	v. to (try to) increase sales of a product by publicising and advertising it
	slot	n. specific time in a broadcasting schedule, when a commercial may be shown
	target	n. objective; what one is aiming at - target audience n.
	U.S.P.	abbr. Unique Selling Proposition; what makes a product different from others

Company Structure

	Accounts Dept.	n. department responsible for administering a company’s financial affairs
	A.G.M.^UK	abbr. Annual General Meeting of a company’s shareholders
	board of directors	n. group of people chosen to establish policy for and control a company
	chairman^UK	n. person who heads a Board of Directors; head of a company; chairperson
	director	n. a member of the board of directors
	executive officer^US	n. person managing the affairs of a corporation - chief executive officer n.
	headquarters	n. a company’s principal or main office or centre of control
	manager	n. person responsible for day-to-day running of a dept.; executive officer^US
	managing director^UK	n. senior director after the chairman responsible for day-to-day direction
	Marketing Dept.	n. department that puts goods on market, inc. packaging, advertising etc
	organisation chart	n. a table or plan showing a company’s structure graphically
	Personnel Dept.	n. department responsible for recruitment and welfare of staff or employees
	president^US	n. the highest executive officer of a company; head of a company
	Production Dept.	n. department responsible for physical creation of product
	Purchasing Dept.	n. department responsible for finding and buying everything for a company
	R & D Department	n. department responsible for Research and Development of (new) products
	reception	n. the place where visitors and clients report on arrival at a company
	Sales Department	n. department responsible for finding customers and making sales
	shareholder	n. person who holds or owns shares in or a part of a company or corporation
	vice president^US	n. any of several executive officers, each responsible for a separate division

Import-Export

	bill of lading	n. list of goods and shipping instructions; waybill
	c.&f.	abbr. cost & freight: includes shipping to named port but not insurance
	c.i.f.	abbr. cost, insurance & freight: includes insurance and shipping to named port
	cargo	n. goods or products that are being transported or shipped
	certificate of origin	n. a document that shows where goods come from
	container	n. huge box to hold goods for transport - container port n. to containerise v.
	customs	n. 1 government tax or duty on imported goods 2 officials who collect this tax
	declare	v. to make a statement of taxable goods - customs declaration form n.
	f.a.s.	abbr. free alongside ship [includes delivery to quayside but not loading]
	f.o.b.	abbr. free on board: includes loading onto ship
	freight	n. goods being transported; cargo
	irrevocable	adj. that cannot be undone; unalterable - irrevocable letter of credit n.
	letter of credit	n. a letter from a bank authorising a person to draw money from another bank
	merchandise	n. things bought and sold; commodities; wares - also v.
	packing list	n. a document that is sent with goods to show that they have been checked
	pro forma invoice	n. an invoice or request for payment sent in advance of goods supplied
	quay	n. a solid, artificial landing place for (un)loading ships; wharf - quayside n.
	ship	v. to send or transport by land, sea or air - alson. shipment n.
	shipping agent	n. a person acting for or representing a ship or ships at a port
	waybill	n. list of goods and shipping instructions; bill of lading - air waybill n.

Money

	A.T.M.	abbr. Automated Teller Machine; cash dispenserUK
	banknote	n: a piece of paper money; bill^US
	bill^US	n. a banknote; a piece of paper money
	black market	n. illegal traffic in officially controlled commodities such as foreign currency
	bureau de change	n. establishment where currencies of different countries may be exchanged
	cash	n. 1 coins or bank notes (not cheques); 2 actual money paid (not credit)
	cash dispenser^UK	n: automatic machine from which clients of a bank may withdraw money; ATM
	cashier	n. person dealing with cash transactions in a bank, store etc
	coin	n: a piece of metal money
	currency	n. the money in general use or circulation in any country
	debt	n. money etc owed by one person to another
	exchange rate	n. the rate at which one currency can be exchanged for another
	foreign exchange	n: the currency of other countries
	hard currency	n. currency that will probably not fall in value and is readily accepted
	invest	v. to put money for profit into business, land etc - investment n.
	legal tender	n: currency that cannot legally be refused in payment of a debt
	petty cash^UK	n. a cash fund for small, everyday expenses
	soft currency	n. currency that will probably fall in value and is not readily accepted
	speculate	v. (risky) buying of foreign currency, land etc for rapid gain - speculation n.
	transaction	n. a (usually commercial) exchange; a deal - to transact

Selling