Meeting Vocabulary Handout

Instructions

Complete each activity below. Write your answers on the lines provided.

Part 1: Match Terms with Definitions

Write the letter of the correct definition next to each term.

1. Agenda: _____

1. Minutes: _____

1. Action Item: _____

1. Quorum: _____

1. Chairperson: _____

1. Adjourn: _____

Definitions:
A. A person who leads and facilitates the meeting

B. The list of topics to be discussed during a meeting

C. The official record of what was said and decided

D. To officially end or suspend a meeting

E. The minimum number of members required to hold a valid meeting

F. A specific task assigned to someone to complete after the meeting

Part 2: Fill in the Blanks

Use the vocabulary terms above to complete each sentence.

1. At the start of every meeting, the ____________ outlines the topics to discuss.
   
   
   
2. We cannot vote on new proposals until we have a ____________ present.
   
   
   
3. Please review the ____________ from last week and send any corrections.
   
   
   
4. Sarah noted an ____________ to follow up on by Friday afternoon.
   
   
   
5. When we finish today’s points, we will ____________ the meeting.
   
   
   

Part 3: Use in Sentences

Choose three of the terms above. For each term, write one sentence showing how you would use it in a business meeting.

Term 1: ____________

Sentence:

Term 2: ____________

Sentence:

Term 3: ____________

Sentence:

For more practice with meeting language, see:

• Meeting Phrases Quick Reference
• Role-Play Scenarios Cards
• Feedback Checklist

Meeting Phrases Quick Reference

Keep this sheet handy during meetings to help you open, transition, clarify, and close effectively.

Opening the Meeting

• “Let’s begin the meeting.”

• “Thank you all for being here today.”

• “Shall we get started?”

• “First on the agenda is…”

Transitioning Between Topics

• “Moving on to…”

• “Next on the agenda is…”

• “Let’s turn to…”

• “Before we move on, any questions about…?”

Asking for Clarification

• “Could you clarify what you mean by…?”

• “I’m not sure I understand. Can you explain…?”

• “What exactly does that involve?”

• “Would you mind giving an example?”

Asking for Opinions and Input

• “What are your thoughts on…?”

• “Do you have any suggestions?”

• “How do you feel about…?”

• “Would anyone like to add something?”

Agreeing and Disagreeing

• “I agree with that point.”

• “That’s a valid perspective.”

• “I see your point, but…”

• “I’m not sure I agree because…”

Closing the Meeting

• “To summarize our discussion…”

• “Are there any final questions?”

• “Thank you for your contributions.”

• “Let’s adjourn the meeting.”

Practice 1: Translation

Choose five phrases from above. Translate each into your native language.

1. “_____________________________”

1. “_____________________________”

1. “_____________________________”

1. “_____________________________”

1. “_____________________________”

Practice 2: Create Your Own Phrases

For each function below, write a phrase you could use in a real meeting.

Opening the Meeting:

Phrase: _____________________________

Transitioning Between Topics:

Phrase: _____________________________

Asking for Clarification:

Phrase: _____________________________

Closing the Meeting:

Phrase: _____________________________

For further practice, see:

• Meeting Vocabulary Handout
• Role-Play Scenarios Cards
• Feedback Checklist

Role-Play Scenarios Cards

Use these cards to guide your 5-minute meetings. Each scenario includes context, roles, objectives, and key points to cover.

Scenario 1: Quarterly Budget Review

Context: Your department is reviewing last quarter’s spending and planning for the next.

Roles:

• Leader: Finance Manager
• Participant: Department Head

Objective:

• Discuss variances in actual vs. planned spending
• Agree on cost-saving measures

Key Points:

• Open: Present the agenda (review spend categories, identify variances)
• Discussion: Ask for explanations on overspending in marketing
• Proposal: Suggest two cost-saving initiatives
• Close: Summarize decisions and assign any action items

Scenario 2: Project Timeline Planning

Context: You’re starting a new project and need to agree on milestones and deadlines.

Roles:

• Leader: Project Coordinator
• Participant: Team Member

Objective:

• Establish key milestones
• Assign responsibilities and deadlines

Key Points:

• Open: Introduce project scope and timeline purpose
• Transition: Move from scope discussion to setting dates
• Clarify: Ask for input on resource availability
• Close: Confirm milestones, responsibilities, and next meeting date

Scenario 3: New Product Launch Brainstorm

Context: Your marketing team is generating ideas for an upcoming product launch campaign.

Roles:

• Leader: Marketing Director
• Participant: Marketing Specialist

Objective:

• Brainstorm three creative campaign ideas
• Decide on one idea to develop further

Key Points:

• Open: Frame the purpose (“Today we’ll brainstorm launch ideas”)
• Input: Invite participant’s suggestions and opinions
• Agree/Disagree: Evaluate feasibility of each idea
• Close: Summarize chosen idea and next steps for research

Scenario 4: Performance Feedback Session

Context: A manager meets with an employee to discuss recent performance and set goals.

Roles:

• Leader: Team Manager
• Participant: Employee

Objective:

• Provide balanced feedback (strengths and areas to improve)
• Agree on two specific performance goals

Key Points:

• Open: Thank the employee for their work
• Clarify: Ask employee’s self-assessment before giving feedback
• Transition: Move to setting SMART goals
• Close: Confirm goals, timeline for follow-up, and any support needed

For more practice, use these materials:

• Meeting Vocabulary Handout
• Meeting Phrases Quick Reference
• Feedback Checklist

Feedback Checklist

Observer Name: ___________________________

Scenario: _________________________________

Date/Time: ________________________________

Phrase Usage

Evaluate whether the speaker used key meeting phrases effectively.

• Opening the meeting: [ ] Used an opening phrase effectively
  
• Transitioning topics: [ ] Used a transition phrase
  
• Asking for clarification: [ ] Used a clarification phrase
  
• Closing the meeting: [ ] Used a closing phrase
  
  
  

Clarity & Fluency

Assess the speaker’s articulation and organization of ideas.

• Speaker was easy to understand (pronunciation, pace)
  
• Ideas were presented in a logical order
  
  
  

Confidence & Engagement

Note observations of body language and interaction.

• Maintained appropriate eye contact
  
• Used a confident tone and volume
  
• Engaged the other participant with questions or prompts
  
  
  

Suggestions for Improvement

Provide specific feedback on how the speaker can improve next time.
_________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________

Overall Comments

Share any additional strengths or general remarks.
_________________________________________

_________________________________________

_________________________________________

For reference, see:

• Meeting Vocabulary Handout
• Meeting Phrases Quick Reference
• Role-Play Scenarios Cards