Rationale
English is widely recognized as a challenging yet fascinating subject for learners studying it as a second language, particularly due to its distinct grammar, spelling, and pronunciation compared to their native languages As a student in the foreign language English department, I acknowledge the complexities involved in mastering this language.
Despite my enthusiasm for learning from my teachers' lectures, I still face significant challenges in mastering the four essential English skills: listening, speaking, reading, and writing Among these, I have a strong passion for speaking; however, I struggle with fluency and confidence, especially in formal settings such as meetings with experts and diplomats In casual conversations with family and friends, I can use informal language and body signals, but this approach can sometimes hinder effective communication In contrast, participating in formal meetings requires adherence to specific linguistic norms to convey respect and professionalism The ability to communicate effectively in these contexts is crucial, as it directly impacts decision-making, relationship building, and successful contract negotiations Thus, the language used in formal settings must be carefully considered to ensure the meeting's success.
Tackling the topic of effectively using English in formal meetings presents both significant challenges and exciting opportunities for discovery It is widely recognized that individuals are drawn to exploring unfamiliar subjects, which makes this theme particularly engaging for my graduation paper I aim to evaluate my experiences and abilities in using English for general and specific communication purposes By delving into this topic, I hope to address my weaknesses and build confidence in both informal and formal communication settings, ensuring that my knowledge will be valuable in the future.
Aims of the study
With respect to the importance of the way using language in a formal meeting, my study is mainly aimed at:
+ Finding out common expressions frequently used in formal meeting
+ identifying factors governing the use of formal language in formal meetings + providing suggestions for effective use of formal language in meeting.
Scope of the study
Effective communication is essential in all aspects of life, particularly in formal meetings, where specific language expressions can significantly impact outcomes This study focuses on optimizing English usage in these settings, acknowledging the constraints of time and resources while aiming to enhance understanding and engagement among participants.
Methods of the study
To gather data for my research, I employed three primary methods of data collection First, I extracted information from specific language areas found in teaching materials and textbooks focused on English for special purposes used in Vietnamese universities and colleges, including HPU Second, I sourced data from discussions with my supervisor, as well as from various internet resources Lastly, I supplemented this information with insights gained from my own observations and conversations with friends The collected data will then be organized for thorough discussion and analysis in alignment with the research objectives.
Design of the study
My graduation paper consists of three main parts:
+ Part one is an introduction which includes rationale, aims, scopes, methods and the design of the study
+ Part two is the development and also the most important part Development houses three main chapters:
- Chapter one is the theoretical background of meeting, formal meeting, formal language and formal communication
- Chapter two is the study on the way using English in certain situation in a formal meeting and some rules governing the use of language in such case
Chapter three concludes the study by highlighting the main findings and offering a comprehensive summary Additionally, it provides valuable suggestions for future research endeavors.
theoretical background
Meeting
A meeting is generally defined as a gathering of individuals, whether intentional or unintentional, aimed at achieving a specific purpose, such as sharing information, planning activities, making decisions, or executing previously agreed-upon actions Nearly every group activity or project necessitates some form of meeting to facilitate collaboration and progress.
E.g.: We are having a meeting on Thursday to look at the proposal again
Or in more details, meeting is a concept dominating three factors:
When individuals unite to achieve common goals, effective meetings play a crucial role in ensuring positive outcomes These meetings prioritize the objective at hand, participant satisfaction, efficient time management, and motivating attendees to take action Ultimately, meetings serve the purpose of sharing information or making important decisions.
Besides, we can also reference some other definitions result from the internet such as:
In : Wordnet Princeton Edu/ perl/ webwn, Meeting could be:
E.g.: The meeting elected a chair person
E.g.: There was an informal meeting in Paris
- A social act of assembling for some common purposes
- “Merging” the act of joining together as one
- “Confluence” a place where things merge or flow together
Or in: en Wikipedia Org/ wiki/ meeting
It is said that, in a meeting two or more people come together for the purpose of discussing a (usually) predetermined topic such as: business or community event
In: en Wikitionary Org/ wiki/ meeting
Meeting is a gathering of people, parties for a purpose; the people at such a gathering as a collective, an encounter between people even accidental
And in: www Parliamentary Net.site/ print Asp
Meeting is an official gathering of an organization where business legally can take place
There are many factors which may affect meeting result, for example: The leader or the chair person, the participants, secretary, visual aids
First, the leader plays a key role in the success of a meeting He can be considered a conductor in an orchestra Specifically, the leader will be responsible for the following tasks:
- Start and end the meeting on time
- Define time limits for contributions
- Control discussion, hear all views
- Summarize discussion at key point
- Ensure that key decisions are written down by the secretary
- Ensure that conclusions and decisions are clear and understood
- Define action to be taken and individual responsibilities
Accordingly, the chair is expected to have a remarkable ability in presentation technique and has a distinctive and influential social role involved in taking the chair at a meeting
Meetings are gatherings where a group of individuals collaborates to achieve specific objectives In addition to the leader, numerous participants play a crucial role by working together, discussing ideas, and contributing significantly to the meeting's success Their responsibilities are essential in driving the desired outcomes.
- Study subjects on agenda, work out preliminary options
- If necessary, find out team or departerment views
- Prepare own contribution, ideas, visual supports, etc
In every formal meeting, there is often a member, typically a woman, who assists the chair in ensuring the meeting runs smoothly; this individual is known as the secretary Although she may not have a direct vote, her contributions are vital, as she manages essential tasks that facilitate the overall success of the meeting.
- Obtain agenda and list of participants
To ensure a successful meeting, it's essential to combine the dedication and effort of participants with effective equipment that enhances presentations These tools, known as visual aids or visual supports, make your content more engaging and professional Here are various types of visual aids available for your selection.
- Using power point with overhead projector (OHP) and white board
- Using many types of charts: pie chart, line graph, table graph…
- Using picture, film, video, tape recorder, script or note…
Finally there are still some more factors which you may not take much care but they may have a considerable effect on meeting result, such as
Meetings can be classified in various ways
Basing on the formality,meeting is divided into:
Basing on the objectives targeted, meeting is divided in to:
Basing on the frequency, meeting is divided in to:
Meeting generally follows a more or less similar structure and can be divided into the following parts:
- Stating the principal objectives of a meeting
- Giving apologies for someone who is absent
II Reviewing past business (The minutes)
- Reading the Minutes ( notes) of the last meeting
- Agreeing on the Ground rules for the meeting ( contributions, timing, decision making, etc)
- Introducing the first item on the Agenda
- Giving control to the next participant
- Suggesting and agreeing on time, date, and place for the next meeting
Meetings play a crucial role in various aspects of life, particularly in business and international relations Mastering the art of conducting efficient and effective meetings is essential for project success, as leaders and participants alike strive for productive outcomes In a successful meeting, participants' ideas are valued, decisions are made through constructive discussions, and activities remain focused on achieving desired results Well-conducted meetings not only foster enthusiasm for current projects but also equip participants with valuable skills and techniques that can enhance their future careers.
Effective meetings hinge on strong leadership and active participation A competent leader not only comprehends the meeting's objectives but also ensures that all attendees are aligned with these goals They facilitate focused discussions, manage time efficiently, and encourage meaningful contributions from everyone involved To achieve this, it is essential for leaders to distribute an agenda and relevant materials ahead of the meeting.
Effective meeting participants arrive well-prepared, equipped with necessary reports and organized questions regarding key issues They actively engage by demonstrating strong listening skills and proper group etiquette, ensuring that everyone has a chance to speak, staying focused on the topic at hand, and facilitating the decision-making process.
Meetings can be categorized into various types, primarily distinguished by their level of formality This article will concentrate specifically on formal meetings, exploring their essential characteristics and significance in professional settings.
A formal meeting is a prearranged gathering with specific topics and objectives to be addressed Typically led by a senior executive, participants are usually notified well in advance through formal communication methods like memos The atmosphere of a formal meeting is generally serious and professional, reflecting its structured nature.
A formal meeting is characterized by a recognized set of established guidelines that govern its proceedings These guidelines are often documented and may encompass organizational requirements, club constitutions, or incorporated society rules Typically, they address various matters related to the conduct and structure of the meeting.
- Frequency of meeting, notice of meeting and agenda avenue etc
- Conduct of the meeting, including discussion and decision–making process, quorum, etc
- Reporting requirements after the meeting
- Such guidelines set the customary procedure for meetings
Formal meetings are characterized by their stylized, polite, and serious nature, requiring participants to adhere to specific rules and guidelines Understanding these definitions provides a foundational knowledge of formal meetings, highlighting the importance of following established procedures to facilitate consensus during discussions The subsequent section outlines the essential steps for effectively conducting a formal meeting.
How to run a formal meeting
As your small business expands, the scale of your company meetings will increase While informal gatherings can be beneficial, the need for structure becomes crucial when time is limited and projects are intricate Additionally, collaborating with corporate clients often necessitates leading formal meetings to ensure efficiency and clarity.
The following steps can be very useful for us to consider:
A clear objective will encourage people to attend the meeting because they will understand its intent It also will set the foundation for a focused meeting
Meeting usually has one of the two objectives – to inform or to decide
An effective meeting objective should be specific and action-oriented, such as "to determine the market positioning for Series 2000 trade advertising." In contrast, a vague objective like "to discuss Series 2000 marketing" lacks direction and may lead to unproductive discussions rather than actionable outcomes.
To ensure a productive meeting, carefully curate a list of attendees, considering whether some participants can join via conference call or only for specific agenda items Be mindful of their time, as wasting it may discourage future attendance and engagement in your meetings.
Formal language
In both writing and speaking, selecting appropriate words is essential for effectively communicating with the intended audience Academic writing necessitates the use of formal language, steering clear of slang and colloquialisms This formality is equally important in professional settings, such as meetings or conferences, where the presence of esteemed individuals calls for respectful communication Ultimately, employing formal language is crucial for making a positive impression and achieving one’s objectives.
Commonly, formal language is language use characterized by:
+ The assumption of a role by the speaker
+ The use of artificial means of communication such as writing, or electronics… + The use of a “high” dialect or language in preference to a “low” one
Formal language may appear in case of:
(http:// www.sil.org/ linguistic terms/ what is formal language Htm.)
A formal language consists of a structured collection of symbols that can be accurately defined by their shapes and positions This type of language can be established independently of any meanings associated with its expressions, allowing it to exist prior to any interpretations or significance being assigned to it.
Formal language enhances clarity and professionalism in communication For instance, system analysis can assist managers in various ways, while a program may be established to improve access to medical care Additionally, medical research expenditure has increased to nearly $350 million, and researchers have discovered that this drug has serious side effects Furthermore, exercise alone will not eliminate medical problems related to blood pressure Using formal language in these contexts ensures precise and effective expression.
Formal language is a grammatically correct and stylized form of communication that avoids abbreviations and short forms It is typically used in fully written contexts and is preferred in formal social situations, such as meetings This choice of language underscores the significance of the event and reflects the respect and commitment of the speaker or chair.
Formal communication
Formal communication refers to the structured exchange of information within an organization, adhering to established channels and the official roles of the communicators involved It is characterized by its authoritative nature, typically documented in writing and devoid of informal language or colloquialisms This type of communication is essential for maintaining clarity and professionalism in organizational interactions.
The structured communication flow within an organization is guided by established authority lines, ensuring that members interact through designated channels This intentional approach aims to facilitate the seamless, accurate, and timely exchange of information.
Formal communication is essential for effective organizational interaction and includes various forms such as department meetings, conferences, telephone calls, company newsletters, special interviews, and targeted publications These channels facilitate clear information exchange and foster collaboration within a company.
Formal communication offers the key benefit of utilizing official channels to convey consistent information efficiently, allowing managers and executives to focus their valuable time on critical issues.
While formal communication is essential, its weaknesses cannot be overlooked The hierarchical structure often hinders the smooth and uninterrupted flow of information, making it time-consuming and cumbersome, which can lead to significant distortion in the message conveyed.
4.2 Comparison between formal and informal communication: a/ Informal communication: usually characterized by the following features:
- Usually used with friends and family
- Contains shortened versions of words
- Contains slang words b/ Formal communication usually characterized by the following features:
- Proper etiquette (meals and more)
E.g.: please, Thank you, May I, I’m sorry, excuse Me…
4.3Significance of using formal language in formal meeting
Attending a formal meeting requires more than just deep knowledge and good English skills; understanding the specific language, rules, and conventions is crucial for success Failing to grasp these aspects can damage one's professional image and relationships with partners, ultimately impacting the organization’s objectives To address this issue, my study aims to provide essential English phrases tailored for various scenarios that may arise during formal meetings, ensuring effective communication and better outcomes.
Procedure for a formal meeting
A formal meeting generally follows this structure:
At this first stage, the chair may have many ways to announce the beginning, the most common and formal one is:
Ladies and Gentlemen, I would like to declare the meeting open
Meeting minutes serve as a concise summary of discussions and actions from the previous meeting If they haven't been distributed prior, the minutes are read aloud to ensure accuracy The chair typically introduces this task with a statement to confirm the minutes.
Would someone move that the minutes of the last meeting be accepted? Could we take the minutes as read?
This is the list of matters to be discussed at the meeting The chairman would check other members for information on the agenda by:
Has everyone received a copy of the agenda?
I would like to deal with the first item on the agenda
I would like to add an item to the agenda
The subject a specific thing to be discussed in the meeting, it is the aim, the objective of that meeting Normally, it is stated by:
The purpose of today’s meeting is…
Perhaps we should first look at…
In a meeting, if the chairman wants to give the permission to speak to someone else, he might say:
I would like to give the floor to Miss
Mrs would you like to say something about this?
Mrs , what are your views on this ?
Also, in a meeting, if anyone wants to raise and mention the point which is being discussed by the other people, he could express:
Could I just make something here, please?
With the Chair’s permission, I would like to take up the point about Excuse me Mr Chairman , may I say something, please?
When the chair wants to finish discussing one point, he declares:
Has anyone anything further you may wish to add before we move on to the next item on the agenda?
These phrases are used when the discussion start to wander and become irrelevant to talk
This is not really relevant to our discussion What we are trying to do is…
We seem to be losing sight of the main point The question is…
When there are so many discusses at once, even without the chair permission, one may interfere with:
We can’t speak at once Mr would you like to speak first?
Mrs would you mind addressing your remarks to the Chair, please?
These phrases are useful for the presenter to shirt to the next item of the agenda
Would we move on to item 5 on the agenda?
Now, I would like to turn to ?
If the speaker is unprepared to respond, possibly due to insufficient information or uncertainty about the issue, it is advisable for them to use the phrase:
Well, Ladies and Gentlemen, with your approval, I propose to defer this matter until we have more information at our disposal
Perhaps, we could leave it for the time being We can come back to it later
When people discuss and put forward a vote, they may say:
With the Chair permission, I move that…
I would like to propose the motion that
Would anyone like to second the motion?
These phrases are used when the chair wants the participants show their support or opposition
Perhaps we should take a formal vote on this
Could we take a vote on this?
During the voting, the chair gives his controlling by:
In the event of a tie, I would like to remind you that I have the casting vote
Those for the motion, please?
The motion has been rejected by 6 votes to 5
When it seems that everyone show their general agreement to the decision or so
Could I take it everyone’s in favor?
Well, it looks as if we are broadly in agreement on this
These phrases can be used to check other people whether they want to raise any matter or not
Is there anything else to discuss?
Is there any other business?
To conclude the meeting formally, the chair announce that:
That concludes our business today Thank you for your attention
I declare the meeting closed Thank you Ladies and Gentlemen
Ii Specific language areas used in formal meeting
1 Language used when presenting an argument a/ Beginning:
- I would like to begin by
- I would like to make a few remarks concerning…
- I would like to comment on the problem of …
- There are three points I would like to make
- The most important point seem to me to be b/ Ordering: These phrases seem to be simple but important as they help the listeners to understand your view
- First of all, we should bear in mind
- Firstly,…secondly,….finally c/ Introducing a new point:
- I would like to turn briefly to the problem of…
- The next issue I would like to focus on is… d/ Balancing:
- On the one hand… , on the other hand…
- Whereas…., we still have to remember e/ Stating preference:
- I tend to favor…as opposed to…
- The main advantage of ….is that… f/ Concluding:
- I would like to conclude by stating that…
- Allow me to conclude by highlighting the fact that
- In conclusion, I would like to reiterate that…
- I would like to conclude my comment by reassuring you that we are fully aware of the fact that
2 Language showing opinions a/ Asking for an opinion:
- I would like to hear your views on
- Mr…, What is your opinion of?
- Mr…, What is your position on? b/ Asking for reaction:
- I was wondering where you stood on this question?
- I wonder if you would like to comment, Mrs ?
- Could I ask for your reaction to ? c/ Giving tentative opinions:
- It is seem to me that
- As far as I am able to judge
- I think it would be fair to say that d/ Bringing in to answer a question:
- If I may, I would like to ask my colleague Mrs to reply to that
- I think Ms is more qualified than I am to dealt with this question
- I would like to ask my colleague Ms… to give her views on that e/ Bringing in to present a point:
- I would like to call on Mrs… present her views on…
- Allow me to give the floor to Ms…
- Mr , would you like to come in here? f/ Summarizing:
- Well, at this stage I feel I should summarize the matter as it stands
- If I may just go over the main points raised so far?
- Well, if I could sum up the discussion
- To summarize, I think we are in agreement on
3 Language showing agreeing or disagreeing a/ showing strong agreement:
- I am of exactly the same opinion
- I am accorded to/ accord with your opinion b/ showing neutral or partial agreement:
- I think we are in agreement on that
- I think we can accept your position on that
- I would tend to agree with you on that
- I agree with you on the whole, but it could be said that
- By and large I would accept your views, but
- Although I agree with most of what you have said, I find it difficult to agree with your point about c/ Softening strong/ neutral disagreement:
- With all due respect, Ms…
- I respect your opinion, of course, however…
The key distinction between this section and Partial Agreement lies in the nature of the phrases used; the phrases here indicate a negative stance, reflecting less than 50% agreement, while those in Partial Agreement convey a higher level of consensus, exceeding 50%.
- I agree up to a point, but
- To a certain extent I agree with you, but
- I take your point, Mr , but have you considered ?
- I can see your point of view, but surely
- I have sympathy with your position, but…
4 Language of interrupting a/ Interrupting: This is acceptable when the interruption is made at the right moment, i.e during a pause in what the speaker is saying This may be the speakers hesitates or when he or she is changing from one object to another To interrupt somebody in mid sentence is normally impolite
- May I interrupt you for a moment?
- If I may just interrupt you for a moment, I would like to
- Sorry to interrupt, but b/ Taking the floor:
- If I might just come in here?
- If no one objects, I would like to say a few words about
- If I might say a word about
- Might I come in at this point? c/ Commenting: A comment is normally short and relevant to what the speaker has just said
- I wonder if I might comment on that point?
- I would like to add something here, if I might/
- May I just draw your attention just to the fact that…
- Excuse me, but I would just like to point out that d/ Preventing an interruption:
- With respect, I should like to finish the point I was making
- With your permission, I would rather finish what I was saying
- Perhaps I might return to that point later on
5/ Language for questioning a/ Asking a general question:
- Would you mind if I ask…? b/ Asking for further information:
- Could you be a little more precise?
- I am sorry, but could you explain in a little more detail?
- Could you give us some details about ?
- Would you care to elaborate on that ?
- Could you expand on that? c/ Playing for time:
- That is a very interesting question
- That is a rather difficult question to answer
- I am glad you asked that question
- You have raised an important point there
- I am sure you would appreciate how complicated this matter is
- I am not quite sure what you mean by that
- I don’t think it is quite as simple as that…
- I am afraid I don’t quite follow… d/ Saying nothing:
- Well, it is rather difficult to say at present
- I am afraid I don’t have enough information at my disposal to answer that
- I am afraid I am not in a position to comment on that just yet
- I think we can leave the problem of… aside for a moment, the real issue is …
- I don’t think we have enough time at our disposal to consider all the implications of this particular aspect of the problem
6 Language showing proposals a/ Proposals, recommendations, and suggestion:
- If I may make a suggestion, we could…
- I would like to put forward a proposal that
- Wouldn’t it be a good idea to ?
- Wouldn’t it be better to ? b/ Expressing support:
- I am fully in favor of
- I would certainly endorse such a proposal
- I should like to express my total support for this c/ Expressing partial support:
- My initial reaction is favorable, but
- With certain reservation, I would support your proposal
- I shouldn’t like you to think that I am necessarily again this in any way, but I can’t help wondering… d/ Expressing opposition:
- On the face of it, this seems quite a good suggestion, but
- I am not sure the proposal is feasible
- I am not convinced that this proposal is really worthwhile
- I can see many problems in adopting this
7 Language of persuading a/ Persuading by asking question:
- I was wondering if you would thought of
- Wouldn’t it be a good idea to ?
- Have you taken into account ?
- Has it occurred to you that ? b/ By adding information:
- There are, if I may so, certain points you should bear in mind
- I wonder if you have considered…
- If we look at it in another light… c/ By challenging:
- I wonder if that view is justified in the light of
- I would be inclined to…., if I was you
- It would be in your own interest to… d/ Expressing reservation:
- I think we should give ourselves time to reflect on …
- I am afraid such a decision might lead to
- Under no circumstances should we come to a hasty decision on this e/ By reassuring:
- There is no cause for concern as far as….is concerned
- We understand your concern about ….and we assure you that we will do everything in our power to …
- We share your concern about this, and you may rest assured that
8 Language of compromising a/ Offering a compromise:
- We would be ready to… On the understanding that…
- We would be willing to … with the proviso that…
- We would be more than ready to … as long as…
- We would be prepared to … On condition that…
- I think we could… Provided that… b/ Adding a condition positively:
- We would see no objection whatsoever, provided that…
- If we agree it would be conditional on…
- Our agreement would be conditional on…
- If we agreed, we hope you would reciprocate by…
- If you could be prepared to … , then we could… c/ Adding a condition negatively:
- We would be rather reluctant to… , unless
- We wouldn’t be prepared to … , unless…
- We have certain reservations about….,and unless d/ Accepting a compromise:
- That seems to be a reasonable compromise
- In a spirit of compromise, we would be willing to accept your offer
- I think that would be perfectly acceptable
- To meet you halfway on this, I think we could agree to your condition e/ Rejecting a compromise:
- We would be not entirely convinced that this is a viable solution to the problem
- Although we would like to avoid a deadlock as much as you did, we find your offer unacceptable
- In that case, we should very reluctantly have to …
- In which case, we would be virtually obliged to…
Some rules governing the use of language in formal
In the previous section, we shared a valuable list of standard phrases commonly used in meetings Now, we will focus on essential rules for using language effectively in formal meetings, emphasizing the characteristics of formal language and strategies for effective communication in these settings.
1 Common way to express a formal message (features of a formal message)
Effective communication in meetings relies on understanding specific expressions that enhance formality To refine your messages, consider how you can modify basic formal phrases One effective strategy is to use terms like "would," "could," or "might," which help convey a more tentative tone in your communication.
“Would , could or might” are often added to make any statement more tentative
It takes the away the dogmatic tone of many statements
Instead of saying: “That is unacceptable”
We say: “That would be unacceptable” b/ Presenting your view as a question not a statement
Presenting your viewpoint as a question can lighten the seriousness of a topic, serving as a tactful method to convey information, suggestions, or even criticism without directly addressing the audience.
Instead of saying: “That is too late”
“It would be a good idea to involve the French”
We say: “Is that too late?
“Would it be a good idea to involve the French? c/ Adding not to suggestions
The examples above all sound more tentative and negotiable if they are grammatically negative:
“Wouldn’t Friday be convenient? d/ Introductory phrases
Introducing our reactions with specific phrases can effectively signal to the listener the nature of our comments, especially when indicating disagreement Common introductory phrases serve as warnings that a differing opinion is about to be expressed.
Actually, With respect, In those circumstances,
Well, To be honest In fact,
Frankly As a matter of fact To put it bluntly e/ I’m Afraid
The phrase "I'm afraid" is frequently used in spoken English to express that the speaker acknowledges their response may be unhelpful or unwelcome While it can signal disagreement, its broader implication is that the speaker feels their reaction is inevitably unconstructive.
E.g.: Could I speak to Jack please?
I’m afraid he is out of the country at this moment
Would next Tuesday be convenient?
I’m afraid I’m tied up all day f/ Qualifiers
Successful meetings thrive on minimizing direct disagreements, as general statements tend to provoke differing opinions Consequently, skilled negotiators frequently employ qualifiers to refine their statements Common qualifiers in English include terms that add specificity and nuance to discussions.
A little bit too early A bit of a problem
Some reservations A little more time
That would leave me with a problem → That would leave me with a slight problem
I have doubt about that→ I have some doubt about that
We have had a disagreement with our German colleagues→ We have had a slight disagreement with our German colleagues g/ Not + very + Positive adjective
Often English avoids negative adjectives, especially in a formal case; therefore, the “not + positive equivalent” is preferred to make statement less serious more tentative, and acceptable
That is inconvenient→ That is not very convenient
The suggestion is impractical→ The suggestion is not very practical
That is a useless line of argument.→ That is not a very useful line of argument h/ Comparatives
In offering an alternative suggestion, the comparative is often used:
Wouldn’t the 31 st be more convenient? It might be cheaper to go by air
Using comparative language in suggestions indicates that while the other person's idea is valid, your proposal may be more favorable This approach is more tactful and can be enhanced by incorporating modal verbs like "would" or "might" to soften the offer.
It is appropriate to wait a few minutes→ It would be more appropriate to wait a few minutes
An earlier delivery date is helpful→ An earlier delivery date would be more helpful
Sometimes comparative phrases, not including adjectives, are used; such as in these examples:
The Belgian plant has capacity in the short term
Research is needed before we make a decision i/ Continuous forms
In English grammar, the simple past tense is utilized when the speaker views an event as a complete whole, whereas the past continuous tense conveys an event that is perceived as ongoing or extended in time This distinction makes the continuous form more versatile, as it allows for interruptions during the event, while the simple past is predominantly employed to describe facts or events that are viewed as finished and complete.
I was trying to ring you yesterday→ I was trying to ring you yesterday
We intended to make new arrangements for next year→ We were intended to make new arrangements for the next year
I hoped you would accept 8%→ I were hoping you would accept 8%
The use of the simple past tense often conveys that the speaker is referring to actions taken prior to the current conversation, suggesting a sense of exclusion for the listener.
The continuous form of verbs such as "hope" and "discuss" creates a sense of inclusivity in conversations, making the interaction feel more friendly and open This approach is particularly effective in engaging others during negotiations, as it fosters a collaborative atmosphere.
Grammar and vocabulary are essential for conveying your message effectively However, the emphasis you place on specific words can significantly alter the meaning of your communication.
It is rather a large house
It is rather a large house
The word "quite" serves a crucial role in communication, as its meaning changes based on emphasis When "quite" is stressed, it acts as a qualification, indicating a moderate level of interest, such as "quite interested but not very." Conversely, if the adjective that follows is emphasized, "quite" conveys a stronger meaning, equivalent to "very."
2 Strategy to help users communicate successfully in a formal meeting
Using language effectively in formal settings, such as meetings, can be challenging It is essential to invest time, thought, and patience into improving this skill Seeking guidance from experienced individuals can help address any weaknesses Based on my research, I offer several suggestions for enhancing language use prior to delivering a formal speech.
When attending a meeting, it's essential to respect formal rituals, including the established rules and conventions Always conduct yourself with politeness, courtesy, and appropriateness to ensure a positive and professional atmosphere.
- Secondly, plan and prepare yourself carefully about knowledge of every aspect that the meeting discusses so that you can make a clear speech and obtain specific purposes
- Thirdly, try to equip yourself a considerable amount of background English of pronunciation, grammar, vocabulary and so on, so that you may not make mistakes when communicating
- Finally, it is really necessary for you to train a quick mind and reflect to prepare yourself to adapt better at any situation which may arise during a meeting.
Common problems encountered by the learners
Effective language use is a common goal for all users, yet the conclusions drawn from formal conversations are often unclear This ambiguity can stem from various factors that speakers may overlook or find unavoidable.
1.1 Problems in terms of structures
In formal meetings, effective communication relies on well-structured sentences that include both a subject and a predicate to convey complete ideas It's essential to be mindful of various types of sentences and common issues such as inversion, verb forms, and parallelism For instance, when requesting a favor, clarity in your sentence construction can enhance understanding and facilitate better responses.
Would you mind doing me a favor?
Or Mrs Jane, I am wonder if you would mind giving me a detail explanation of this matter?
But you can not sate it as
Mrs Jane, I am wonder if you would mind give me a detail explanation of this matter?
The user incorrectly selected the base form of the verb after the modal verb "mind," whereas the correct usage requires the -ING form.
Similarly, the problem of structure also occurs in this example
“I look forward to see you again, Mr Smith
Or the problem of structure may occur with the phenomenon of inversion, such as in these cases
Along the beach many expensive hotels lie ( Along the beach lie many ….) Under no certain circumstances you can leave here (Under no certain circumstances can you leave here.)
Sometimes, user may also not care for the parallelism of sentence structures and makes mistake in communicating, for example
Studying little each day is better than to cram (to cram→ cramming)
I am interested in learning English, watching TV and listen to the radio ( listen to the radio→ listening to the radio)
Therefore, if the speaker makes mistake on using sentence structure, he will fail to express message and produces a poor even ridiculous statement
1.2 Problems in terms of meaning
In formal meetings, it is crucial for learners to not only focus on sentence structure but also on the meaning of the words they choose to ensure effective communication Miscommunication often arises when a speaker struggles to express their ideas clearly or fails to convey underlying information, leading to a breakdown in clarity Consequently, if a speaker's performance does not meet the audience's expectations, it may result in a negative evaluation For instance, when informing attendees that smoking is prohibited in the conference room, clear and precise language is essential to convey the message effectively.
Instead of saying “Attendees are not allowed to smoking in our conference room”
One may say “Attendees are limited to smoking in our conference room”
(English in Economics and Business, 2003: 138)
The term "limited" is not an appropriate substitute for "not allowed," as the latter indicates a ban or illegality, while "limited" suggests that smoking may still occur but is restricted Choosing the right words for specific contexts is crucial for effective communication, as using incorrect terminology can lead to misunderstandings For instance, during a meeting aimed at attracting foreign investment for a cement company in Ha Long City, the presenter highlighted various advantages, such as available resources, affordable labor, and favorable local policies, to make a compelling case for the project.
The partner expressed that Quang Ninh is a tourist province where environmental concerns are prioritized Any harmful actions towards the environment are met with strong opposition from local residents What are your thoughts on this issue?
(English in Economics And Business, 2003:160)
The speaker struggles to provide a persuasive response to their partner, leading to a stalemate in the meeting and unsatisfactory outcomes To communicate effectively, one must pay attention to synonyms that, while similar in meaning, can significantly enhance information transfer Every language boasts a variety of words that share meanings but differ in pronunciation and usage, allowing for the expression of nuanced thoughts, feelings, and creativity A more developed language offers richer diversity, expanding lexical choices and improving the effectiveness and precision of communication.
The verbs "experience" and "suffer" both convey the idea of undergoing something, yet they have distinct meanings "Experience" refers to actively living through an event and gaining firsthand knowledge, as in the statement, “I have four years of experience working at A Dong Company.” In contrast, "suffer" suggests enduring something negative or harmful, illustrated by the phrase, “she has been suffering from cancer for two years.” Therefore, while synonyms can be interchangeable in certain contexts, it is essential to choose them wisely to effectively communicate specific meanings.
1.3 Problem in terms of style
Using colloquial language or slang during a formal meeting can signal a lack of respect for other participants, potentially leading to disinterest in your presentation and damaging professional relationships.
For example: During the conversation, the presenter uses slang terms such as
Informal language such as “Whatcha gunna do after work” and “quit playin around” often lacks the respect and attention needed in professional settings In contrast, a man who uses formal vocabulary, addressing customers with terms like “Sir” and phrases such as “I would like to…” or “I am wondering…” communicates with clarity and professionalism His calm and slow manner of speaking not only meets the listeners' high expectations but also helps him create a positive image and successfully fulfill his responsibilities.
The language errors discussed may not completely equip readers with the skills needed for effective communication, but they can help identify the underlying reasons for their language deficiencies By recognizing these mistakes, readers are encouraged to avoid them and focus on improving their communication skills to achieve their goals more effectively.
some suggested solution to such kinds of problem
Effective communication in formal meetings can be challenging, often leading to misunderstandings and errors To address these common issues, this study offers practical solutions designed to enhance attendees' communication skills and ensure successful interactions during formal gatherings.
Effective communication requires a solid understanding of various sentence structures, including the use of definite phrases that necessitate subject-verb inversion and specific verbs that demand gerund or infinitive forms It is essential to familiarize oneself with these grammatical rules to construct correct and impactful sentences Additionally, learners must pay attention to the nuances of word meanings, as many words can have multiple interpretations depending on the context Consulting an English-English dictionary can aid in identifying the appropriate meaning for a given situation Investing time in studying synonyms and antonyms further enhances vocabulary mastery, leading to more precise and articulate speech.
In formal meetings, it is crucial to use language that reflects professionalism and formality, avoiding colloquial expressions and slang at all costs Adhering to these linguistic standards can significantly enhance communication effectiveness Moreover, learners can maximize their advantages by practicing these principles diligently and with a strong commitment to mastering English for formal interactions.
How effectively English is used in certain cases
Effective communication is essential for the success of formal meetings, as the language used significantly influences discussions and negotiations, helping participants achieve their objectives The impact of formal language in various scenarios underscores its importance in facilitating clear and productive interactions.
2.1 The use of “could and would” before the main verb to make statement more polite and somber
From the example 1, we can easily recognize common structure of formal statement with the presence of “would, could”
Bernard opened the meeting at ten o'clock, focusing on the decline in profits affecting the subsidiary He invited comments on the agenda before proceeding.
BERNARD: Well, firstly, I would like to invite Mr Sam Canning, our Sales Director to open up with his remarks
Bernard effectively employs the modal verb "would" to initiate the meeting, capturing the attention of other members in a tentative yet courteous manner This approach ensures that Sam feels no pressure or seriousness when delivering his speech Additionally, Bernard clearly outlines the meeting's objectives, allowing listeners to easily grasp the information presented.
2.2 The use of some useful structures
To maintain the flow of a meeting without causing discomfort, it's essential for the chair to intervene tactfully For instance, Bernard skillfully interrupts Sam's presentation by prefacing his disagreement with the phrase "I am afraid," which softens the impact of his critique Instead of bluntly stating, "we don’t have time for your entire speech," he opts for the more considerate alternative, "we don’t have much time," making it easier for Sam to accept the time constraints This approach demonstrates the importance of using polite language to facilitate smoother communication in meetings.
SAM expressed gratitude to Mr Bernard and emphasized the need to confront various realities, outlining his thoughts in three parts, which he estimated would take approximately twenty minutes to present.
BERNARD: Actually, Mr Sam … I am afraid we don’t have much time, so it is really your main points we are most interested in
Besides, the controlling of the chair is also necessary when the speaker say something irrelevant to topic discussed
An effective meeting relies on a robust exchange of opinions, as a lack of mutual understanding can hinder reaching a satisfactory conclusion It is sometimes necessary to interject at appropriate moments, as demonstrated when Rosa interrupted Matt to clarify points.
PAOLO: So Mr Matt, the next item on the agenda is the 4 PLUS advertising campaign Would you mind giving us your ideas for this?
MATT: It is fine; the central idea is that the Amass 4 PLUS is a new direction, a truck with no limits The point is…
ROSA: Um, excuse me, Mr Matt, if I may just interrupt you for a moment, that seems to be a big claim…
Rosa aims to prompt Matt to provide a more detailed and persuasive comment on the Amass 4 PLUS campaign By using the phrase, “um, excuse me, if I may just interrupt you for a moment,” she signals her intention to briefly interject, making her interruption more acceptable and less intrusive.
2.3 The use of chronological phrases to make a coherent speech
When delivering a formal speech, clarity is crucial for capturing the audience's attention Using introductory phrases like "firstly," "secondly," and "finally" helps establish a clear chronological order, guiding listeners through your points For example, Sam effectively signals the conclusion of his speech by summarizing three main points, making it easier for the audience to absorb the information.
“made in three sentences, first, secondly, thirdly” If you can make you communication as clear as Sam does, to some extent, you are successful
Sales have declined, but only by 5% compared to the overall group Our sales budget remains unchanged, despite inflation, forcing us to strive for better results with fewer resources than last year Additionally, our product line is aging, highlighting the urgent need for a new generation of offerings.
2.4 The use of language to ask for confirmation and repetition
In formal meetings, it is essential that all ideas, comments, and views presented are articulated clearly, allowing for negotiation and discussion while maintaining a polite tone For instance, consider how we can effectively identify and elaborate on key points during these discussions.
VICTORIA: … and the main industries, the main activities in the region were historically steel especially around the port of Bilbao and also, er paper processing
FRED: Well, excuse me Ms Victoria, I am sorry, I am not quite sure about the status of those industries now – could you tell us something about that?
Attending meetings can sometimes lead to confusion about the speaker's message, making it essential to seek clarification effectively Fred suggests that one way to avoid misunderstandings is by paraphrasing what has been said, which not only demonstrates active listening but also shows respect for the speaker's input In formal meetings, the language used varies, but it generally adheres to principles of formality, respect, and politeness Mastering the art of communication is crucial for ensuring meeting success, as it fosters understanding and helps achieve collective goals.
My research highlights the significance of using formal language in meetings, emphasizing the necessity of standard vocabulary, phrases, and language rules This study aims to equip learners with the skills needed for polite, effective communication, allowing them to adapt their behavior in various situations, from simple to complex.
Effective oral communication skills boost confidence in English usage, encouraging interest in language learning This proficiency is crucial for business representatives, enabling them to negotiate and discuss formally with foreign partners, secure contracts, attract foreign investment, and enhance cooperation.
Many English learners find studying the language challenging due to its four key skills: listening, speaking, writing, and reading It is often easier for learners to write about a topic than to speak on it, highlighting barriers to oral communication This challenge is common among language learners, as speaking typically presents more difficulties than writing For instance, non-native English speakers may struggle with distinguishing similar sounds, such as "v" and "w," leading to mispronunciations like "wery" instead of "very." Additionally, variations in voice and other factors can cause misunderstandings during conversations While my graduation paper will not delve deeply into these communication challenges, it acknowledges that various elements, including appearance, personal speaking proficiency, and cultural influences, can impact effective communication.
Effective communication in English poses a significant challenge for learners, particularly in formal settings Beyond professional expertise, strong communication skills are crucial for success in both work and life, especially for those engaged in business or interacting with foreign representatives This study aims to alleviate the difficulties and pressures associated with communication, transforming it from a daunting obstacle into a manageable issue that can be addressed, even if not always perfectly resolved.
The first chapter, the theoretical background, serves as an aid for providing some related concepts about meeting, formal meeting, formal language and formal communication