Effective meetings: giving advice and suggestions
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Think about these questions before listening. Share your ideas with a partner.
- Think about the best or worst one-to-one meeting you've ever had. What specific actions or communication styles made it so effective or ineffective?
- Beyond discussing current projects, what other topics do you believe should be covered in a one-to-one meeting to support an employee's professional growth?
- Imagine you need to give a colleague some constructive feedback. What are some strategies you could use to deliver the message clearly and positively, without damaging your working relationship?
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Giving Actionable Feedback
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
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Answer these questions in your own words. Support your answers with evidence from the audio recording.
01What is the main purpose of Emma's meeting with Marco?
Sample answerThe main purpose is to 'touch base' about the new client report and for Emma to give Marco some feedback on his work.
02What specific part of Marco's work does Emma praise at the beginning of the meeting?
Sample answerShe praises his data analysis, saying she was very impressed with it.
03What does Marco identify as a 'stumbling block' for him?
Sample answerHe identifies writing the final summary as a stumbling block because he worries about leaving out important details.
04What actionable feedback does Emma give Marco to help him improve?
Sample answerShe suggests that he should focus only on the key takeaways for the summary, which she says will make the conclusion stronger.
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Vocabulary
Vocabulary
These expressions will help you communicate more naturally about this topic.
Examples
To touch base — to make brief contact with someone, usually to check on progress or share a quick update.
Usage note: This is a common, slightly informal phrase used in professional settings. You can say, 'Let's touch base next week to see how things are going.'
Actionable feedback — specific, practical advice that a person can use to improve their performance.
Usage note: This phrase is often contrasted with vague comments. For example, 'Instead of just saying 'do better,' a good manager provides actionable feedback.'
To get on the same page — to have a shared understanding or agreement on a situation or plan.
Usage note: Use this when you want to confirm that everyone understands the goals or next steps. For example, 'Before we end the meeting, let's make sure we're all on the same page.'
A stumbling block — an obstacle or problem that prevents progress.
Usage note: This is a good way to describe a challenge without being overly negative. You could ask, 'What are the main stumbling blocks you're facing with this task?'
Key takeaways — the most important points or conclusions to be remembered from a discussion or meeting.
Usage note: This is often used at the end of a meeting to summarize. For example, 'The key takeaway from our discussion is that we need to dedicate more resources to the project.'
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Phrases for effective meetings
Giving clear advice and making suggestions is key to a productive meeting. See if you can complete these common phrases.
Match each item on the left with the correct item on the right.
Drag or click to match
Definitions
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Grammar: The subjunctive mood for suggestions
Grammar
The subjunctive is a specific verb form used in formal English to express suggestions, recommendations, or demands. In the context of business meetings, it is often used after verbs like 'suggest', 'recommend', 'propose', and phrases like 'it is essential that...' to make advice sound more professional and direct.
Examples
The project manager recommended that every team member attend the workshop.
Notice the verb is in its base form ('attend', not 'attends' or 'attended'), even though the subject is 'every team member'.
It is crucial that the deadline be respected by all departments.
Here, the base form 'be' is used instead of 'is'. This is a common structure for making formal and impersonal recommendations.
I propose that he lead the next phase of the project.
A common mistake is to say '...that he leads...'. In formal suggestions using the subjunctive, the base form 'lead' is correct.
Key points
- Use the base form of the verb (e.g., go, be, do) for all subjects (I, you, he, she, they).
- It's commonly used after verbs like: suggest, recommend, propose, insist, demand.
- It's also used after phrases like: it is vital/essential/important that...
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Find the mistake
Read the sentences below about business meetings and feedback.
Each sentence contains one error. Find and correct it.
01You should to prepare an agenda if you want the meeting to be productive.
Corrected version
You should to prepare an agenda if you want the meeting to be productive.
02It's important to give actionable feedback for specific actions, not just general comments.
Corrected version
It's important to give actionable feedback for on specific actions, not just general comments.
03A good one-to-one meeting should be a collaboration discussion, not a monologue.
Corrected version
A good one-to-one meeting should be a collaboration collaborative discussion, not a monologue.
04The key takeaways from our discussion is that we need to improve communication.
Corrected version
The key takeaways from our discussion is are that we need to improve communication.
05We should discuss your career inspirations during your next performance review.
Corrected version
We should discuss your career inspirations aspirations during your next performance review.
06A common stumbling block is to avoid have difficult conversations about performance.
Corrected version
A common stumbling block is to avoid have having difficult conversations about performance.
07I think we finally get on the same page during yesterday's strategy session.
Corrected version
I think we finally get got on the same page during yesterday's strategy session.
08Managers should provide an actionable feedback to help their team members grow.
Corrected version
Managers should provide an actionable feedback to help their team members grow.
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Planning for a successful meeting
Read the following advice on how to prepare for and run an effective team meeting.
Fill in each blank with the correct word or phrase from the word bank.
Word bank
Before a big project meeting, it's a good idea to with each team member individually. This helps ensure everyone is ready and you can before the main discussion. During the meeting, providing is crucial for improvement; vague comments are often a major to progress. At the end, you summarize the to make sure everyone knows the next steps.
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A view from the other side of the desk
One-to-one meetings are often discussed from a manager's perspective. This text explores what makes them valuable for an employee.
Read the passage below, then answer the comprehension questions.
From an employee's perspective, the value of a one-to-one meeting isn't guaranteed. A common stumbling block is when a manager just wants to touch base without a clear agenda, leading to a conversation that drifts aimlessly. For these discussions to be genuinely productive, it's crucial that they provide more than a status update. Employees need actionable feedback to grow, and they should have a dedicated space to talk about their career aspirations. A manager could make a huge difference by simply asking what the employee wants to discuss. I suggest that both parties get on the same page before the meeting starts. Ultimately, a successful one-to-one is a two-way street; you should walk away with clear key takeaways and feel that your voice was heard.
01According to the text, what is a common problem that makes one-to-one meetings unproductive?
Sample answerA common problem is when the manager doesn't set a clear agenda and the conversation drifts without purpose.
02What two things does the author state that employees need from these meetings?
Sample answerEmployees need actionable feedback for their professional growth and a dedicated space to discuss their career aspirations.
03What does the author mean by describing a successful meeting as a 'two-way street'?
Sample answerIt means that the meeting requires active participation and provides value for both the manager and the employee, not just one of them.
04What does the author recommend to ensure both people are prepared for the meeting?
Sample answerThe author suggests that both the manager and the employee get on the same page, meaning they should agree on the topics and goals before the meeting begins.
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Some managers believe daily 'touch base' meetings are crucial for staying aligned, while others argue they are a major stumbling block to deep work. Which viewpoint do you agree with more, and why?
- Consider the concept of giving 'actionable feedback'. In your culture or personal experience, is feedback typically given directly and explicitly, or is it more often indirect and subtle? Which approach do you think is more effective for professional growth?
- Imagine a meeting ends and the team is not on the same page about the key takeaways. Whose responsibility is it to fix this communication gap – the person leading the meeting, or every individual who attended? What steps should be taken?