Consulting 2.1 Setting up a meeting: Internal invitations

This lesson will focus on casual language that's appropriate for internal communication or making plans with colleagues. 

Introduction

Making plans smoothly with colleagues is key to having a strong working relationship. However, some non-native English speakers have trouble guiding the interaction. This lesson will help you.

Non-native speakers can be slow to network at international events. If your student is part of a company that has international training events, then ask them what they would do (or did do) in global training. 

Warm Up
  1. What's on your schedule tomorrow?
  2. Your teacher has a busy schedule tomorrow, but try scheduling a meeting with them. Do this as quickly and naturally as possible—don't be too formal.
  1. What's on your schedule tomorrow?
    • How many meetings do you have?
    • When are they scheduled to begin and end?
    • What other tasks do you have to do?
       
  2. Try scheduling a meeting with your teacher.

Networking—making connections with people—is important, and it's a place where many non-native consultants fail.

Danger: Too many students think that formal language is the safe choice. However, there is no such thing as a safe choice in English. That's why we are starting casual with this section.

Some students will find casual language easy. If that's the case, just breeze through it. However, make sure your student understands that casual language is important. 

Litmus test for confident students

Try asking a few of these questions, and see if your student can handle them naturally:

Example: "So, your English is really good. I think scheduling might be fine for you, but let's check. I have a few questions for you." 

  1. So we set up a time to meet tomorrow. But what if your previous meeting runs long?
    • "If it runs long, I'll just send you a text and we'll figure out another time. It probably won't though."
  2. The verb "work" is commonly used when scheduling. Can you use it?
    • "Does 2 PM work?"
  3. What's the difference between "That would be fine" and "That should be fine"?
    • That would be fine—conditional, but firm. We are 100% sure.
    • That should be fine—prediction, unsure. We'd have to confirm later after checking. 
Language

We are going to start making plans using direct language. This is suitable for internal meetings, leisure activities, and some clients who prefer a less formal style.

A: For some arrangements, you can start by describing what is going to happen. Discuss the nuance of each phrase, and pick an ending that suits it.

  1. So the next milestone is... 
  2. In the next meeting, we'll...
  3. We need to...
  4. I'd like to...
  5. After the presentation, we're...

a) ...review the deck before the big meeting.
b) ...go over our findings from the research.
c) ...set to be finished on Tuesday.
d) ...going out for curry. Would you care to join us?
e) ...have a quick chat about the interviews that we are conducting.

If there is language that you haven't used before, then make a note and think of other endings.

B: Next, ask about timing. Discuss if or when you have used these phrases before.

  1. What/How about next Wednesday? 
  2. What time's best/good for you? 
  3. Does 2:00 work? 
  4. Would you be around in the evening? 

  5. I'm available Tuesday at 1:30 PM, 5:30 PM and any time between 7 and 9 PM. Do any of those work?

  6. Could you give me a few options for when you are available?

Now practice responding positively. Match these responses with the questions or statements above:

a) 1:30 PM would be best for me. 
b) Sure, 2:00 works for me. 
c) Could we meet on Tuesday instead?
d) I can do 5:30.
e) I have time on Tuesday at 1 PM or 4 PM. 
f) Yes, I'll be around until at least 8 tonight. 

Now practice these at a fast pace with your teacher so you can keep up with natural conversations. 

C. Internal meetings often depend on when you are able to finish your work.

Discuss the grammar with your teacher.

Q1: Which verb tense do you use with predictions? 
Q2: Which verb tenses do you use with "if" or "when" for plans?
Q3: Which verbs are used with "by", which are used with "until", and what's the difference in nuance?

Identify the grammar points in the phrases below:

  1. I think I'll be working on this until late tonight, so it would be best to meet to discuss it first thing tomorrow. 
  2. If I finish early, I'll be able to meet. But, honestly, I'll probably finish later. I'll let you know when I'm done.

  3. I'll probably be finished by 7 PM. We can meet right after that.

  4. I think I'll be working until at least 10 PM. 

A. Tell your student to pay close attention to the verb choice. Do they use these verbs? Probably not. The bold verbs below may be new, or at least language they haven't produced:

  1. So the next milestone is (c) set to be finished on Tuesday.
    —set to be is spoken English; the meaning is similar to "scheduled to be".
  2. In the next meeting, we'll (b) go over our findings from the research.
    —go over means to review any information we read or discuss. In this case, using "will" means we are deciding it now. 
  3. We need to (a) review the deck before the big meeting.
    — Deck is consultant-speak for PowerPoint slides. This is a necessary activity, so "need to" is most appropriate. 
  4. I'd like to (e) have a quick chat about the interviews that we are conducting.
    —This is not urgent. We just want to do it sometime soon. 
  5. We are (d) going out for curry tonight. Would you care to join us?
    —This pattern is rarely used by non-native speakers, but it should be. You can go out for dinner/a drink/a quick coffee/pizza/etc.

B. There is more than one correct answer for each.

Lower levels can just find one match; higher levels can find more. You don't need to find every match, but find at least one for each.

  1. What/How about next Wednesday?
    —The word about might be confusing here for some students because it isn't used in the normal way as a preposition. It's just part of the idiomatic phrase.
  2. What time's best/good for you? [Answer: a, and also d and e would work, but aren't as smooth)
    —The use of "best" and "good" in this sense may be easy to understand but they may not have produced this.
  3. Does 2:00 work? 
    —The use of work in this sense is common in English. 
  4. Would you be around in the evening? 
    —To be around means free and in the office, or relatively close. It's a nice, polite way of setting up a meeting that might be out outside typical working hours. The use of would is also more polite than "will".
  5. I'm available Tuesday at 1:30 PM, 5:30 PM and any time between 7 and 9 PM. Do any of those work?  
    —This is usually how consultants arrange a meeting.

  6. Could you give me a few options for when you are available? 

    —Probably used if the person you are meeting has a very limited schedule. Perhaps they are an executive.

Try a speed challenge. 

Using the same verb/adjective as in the question is not the only way to answer correctly. It is a safe choice though. 

Ask the following questions and have your student answer them at the same speed they are asked.

Do as many as you feel is useful, and speak fairly quickly: 

  • Does tomorrow at 2 PM work for you?
  • Will you be around later this evening? 
  • Is 3:30 on Tuesday good for you? 
  • How about Wednesday at noon? 
  • Are you going to be around tonight? 
  • Does 9 PM work?
  • Does Tuesday work? 
  • How about Wednesday? 
  • Would you be around tonight? 
  • Is 8:30 good for you?
  • Does Sunday at midnight work? (...really?)

C. Important quiz ("Let's take a quick grammar break.")

Q1: What tense do you use with predictions? 
—For instance, "what's your prediction for the weather tomorrow? 
A: Use the simple future, "will"—you can use "I think ... will ", "... will probably", "... 'll definitely", etc. 

Q2: What tense do you use with "if"? —it depends on the type of conditional, but let's just use the first conditional here. 
—For instance, "if it rains, what'll you do?"
A: If [present simple], I/we/etc...[will/can + base verb].
—E.g: "If I finish by 7 PM, I'll let you know."

Q3: Which verbs go with by and until (in terms of both usage and nuance)? 
A:

  • Usage: 
    • By is about the end point, and it goes with an ending action: "finish by 3 PM". 
    • Until is about the continuing action: "work until midnight" or "it'll take me until Thursday".
  • Nuance:
    • By—the end is firm (I'll finish by 8 PM).
    • Until—the action is the focus (and the end might be flexible: "I'll work until after midnight").

Identify the grammar points [Be sure to emphasize that there may be more than one.] 

  1. Prediction (I think I will...)
  2. First conditional (If ... I will...)
  3. Prediction (I will...) AND (finished) by (7 PM)
  4. Prediction (I think I will...) AND (working) until (10 PM)

Practice: 

  • So, let's set up a meeting ASAP.

    • When do you think your next meeting will finish? 

    • How late will you be working tonight?

    • What are you doing after the lesson?

    • When will that finish?

    • When's the earliest you can meet me?

    Practice

    A. You are leading a diverse team on an international project. Do the following:

    1. Alice is doing some interviews. Meet her afterwards to discuss her findings. 
    2. Tim is preparing the deck for a client presentation. Set up a time this evening to give him feedback. 
    3. The managing partner would like to talk to you after you've finalized the presentation material with Tim. Let her know when you'd be ready to meet.
      [Later in the week]
    4. The presentation was a huge success! Tim will write the recap. Make plans to go out for dinner after. 
    5. Alice wasn't able to be at the presentation, but she could be brought up to speed over dinner provided she reads Tim's recap first.

    B. You are at international training for your firm in San Diego. The morning session is finishing. You are sitting next to a friendly American colleague from the New York office.

    1. Using the strategies in previous units, introduce yourself and strike up a conversation.
    2. It turns out he works with a client in the same industry as your client! Invite him out for coffee.

    C. Check your actual schedule for tomorrow and make plans with your teacher for a lesson. Tell your teacher what you'd like to study and decide on a time. Try to make sure they are aware of any other commitments that might affect the meeting time.