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Superstar Talks about learning to speak Thai - Learn English

Poolside Interview

Meet Thailand's American superstar

Josef Essberger of EnglishClub.com talks to Peter Tuinstra

Josef: You're a foreigner in Thailand - an American - who speaks perfect Thai. That in itself is pretty rare. But you're also known here in Thailand as a superstar and heartthrob who takes on roles acting the part of a foreigner, but always speaking in Thai. I'd like to talk about your acting career, with special emphasis on acting in a foreign language. But first, could you tell me a little about your background and how you came to learn Thai in the first place?

Peter: I was in the military back in the states. I joined on the understanding that I would be trained as a linguist. I got assigned Thai. I did not choose it initially. So I studied Thai for my first year in the military eight hours a day, five days a week. At the end of that first year I took a test and passed. After which I worked as a Thai linguist for the next three years.

Josef: At the end of that first year you were fluent?

Peter: I was fluent in speaking, listening, reading and writing, but not to the degree that I am today of course. I've been living it for over 6 years since then, reading and speaking it every day. But, yes, I was functionally fluent at the end of that year. It was a very intensive course.

Josef: Why and how did you start in acting?

Peter: I came here, and I immediately knew I needed to have a job. I'd prepared ahead of time and I knew that to get a job as an English teacher I should be qualified other than just being a native speaker, so I did take some Teaching English as a Second Language courses back in the States and I volunteered as an English teacher to foreign nationals who were living in Washington DC at the time. With that experience and a little bit of pocket money I'd saved up - not much! - I applied for English teaching jobs at about three different schools in downtown Bangkok, and one of them I chose, they agreed to hire me, it was nearest to home. In the course of that first month of teaching English I got approached by a modeling agent and I got a modeling job, and that led to more castings for modeling jobs, and one of the castings that came up wasn't for a modeling job, it was for a TV show-that's how I got into acting.

Josef: So starting in modeling and then TV was completely coincidental?

Peter: Absolutely. It was not planned. The agent was a very professional guy. He sent me a couple of castings. I went to the castings and got hired for the jobs. I got paid better than I was making money teaching English and I said "Oh, this is a ball!" I kept going to more castings, got more jobs and before long I had to cut back on teaching English because I had enough modeling work coming in. Then he said, "OK, you've got this TV job now", so I went to the casting for it and after three castings got my first TV show, which was the lead male role, almost unheard of in the Thai industry because, I mean, how many roles are there for foreigners speaking English let alone the lead role, right? So it was kind of a fluke thing. I came to Thailand at the right time.

Josef: And what was that first TV show?

Peter: It was called "Boonrawd". That was the name of the lead female. It was also the name of the show. And when the work on the show commenced full time, I was already having a difficult time fitting in the modeling and finding English teachers to fill in for me, so I was able to stop teaching English at that point about six months in to being here. And from that point on I was lucky enough to have work to do other things. That's how I got started.

Josef: Am I right in thinking you had some previous experience in acting?

Peter: My father, when I was growing up, used to teach drama. So as a young kid I did do a couple of small plays, but then it all stopped because I got into football, baseball and other things, and my father wasn't teaching theatre anymore. Then when I was in the military, a year before I came to Thailand, just for fun I decided to go take some theatre acting classes at the local community college. I enjoyed it. It was a lot of fun. I did a couple of castings and got a small part in a stage show. So I had limited acting experience when I came to Thailand. I wish I would have had more because the past six years has been a learning experience all along.

Josef: What roles have you played here in Thailand, and what sort of shows do you tend to work on?

Peter: I've done about nine nighttime soap opera show in the past six years. Usually the roles are the foreign boyfriend or husband and/or the businessman who for one of those two reasons speaks Thai in the show. And on other occasions, something interesting, I played a general, and in one of the shows I played a bad guy who was a character in someone else's dream&I like those roles, something different and interesting.

Josef: Have you acted here in Thailand on the stage?

Peter: I have. A few years back I did a stage show at the Bangkok Playhouse on Petchburi Road. That was fun.

Josef: Is there anyone or thing that has really influenced you in acting?

Peter: Well, there are lots of actors that I really like and admire, that are extremely talented and skilled, and that I look up to, but I can't say that I've watched and tried to emulate or anything like that. I've just admired and thought, "Wow it's incredible, I wish I had just a slither of that talent, something approaching their abilities". Edward Gordon Junior is a phenomenal man, Robert de Niro, but hey, there's a lot of good actors out there.

Josef: How do you get on with the Thai actors and directors?

Peter: Very well. I tend to get along well with anyone, for whatever reason. They've been very friendly to me, very accepting. So I've felt very comfortable with the people. You know Thais, how they are, they're very friendly and open. It's the same acting on the set. I never sort of felt that I was out of place, I was always made to feel comfortable which has made it all the more enjoyable. They're really helpful too. I mean I always get the script in Thai and sometimes I have questions. What does that mean exactly? I understand all the words, but what's it really saying? And I find, whether it's another actor, or the director or a stage-hand, everyone's always willing to come over and happy to help.

Josef: Are there any particular roles that you'd like to play?

Peter: Sometimes I think I'd enjoy playing something a little more sinister or evil, and be given the freedom to play it my way! I would enjoy playing something like that.

Josef: Let's talk a little more about language. How and when do you learn your lines?

Peter: Hmmm. That's a good question. I have to spend a lot more time than the Thais do on their lines. I get the scripts, in Thai, and I ask every production I do to give me a script as much in advance as they can. On occasions I've got it a month or so in advance but more often than not I get it a couple of days to a week in advance, and sometimes just before shooting the scene actually, so it's quite difficult. But when I'm fortunate enough to get it ahead of time I pore over those lines. I do my homework. You know, just like an English teacher, you don't just teach when you go into class, you have to prepare what you're going to teach, and your lesson plan. Same game in acting. I look at the script ahead of time before I shoot it to memorize the lines. I do it usually at home. And I've found that it helps to have the TV off and radio off and I actually say the lines out loud as opposed to reading them quietly in my head because if I do not they don't seem to stick. Sometimes I feel very confident. I'm walking down the street and think "Ha ha! I know my lines off by heart", but then I go to say them out live with my mouth moving and my voice coming out and I start forgetting them. But practicing them in my room actually saying them out loud - if someone were listening they'd think I was talking on the phone or something -- I've found that to be the best way, for me personally anyway, to rehearse my lines. It took me trial and error to realize that.

Josef: When you're doing that, do you also act the part out?

Peter: It was very difficult at first. Even today it's still a work in progress. But definitely for the first several years it was almost impossible to act. I was using 99.8% of my concentration to memorize the Thai lines and say them as clearly as possible, so I had very little ability to focus on the actual acting that I should be doing. And at that it should be something that comes naturally anyway. It's hard to be natural when you're trying to memorize you lines. In fact I remember that in the first couple of months of shooting my very first TV show I didn't even hear what the people were saying back to me. I was basically waiting for them to finish speaking and then spiel my next line. So it's been a learning process all along. Also, I've found that, at least in the Thai industry, it's almost impossible because it's not shot on a set, it's usually on location, so you never really know how it's going to be set up, or how the director's going to want you to be in that scene. I have thought in my head on occasion, "Okay, I'd like to do the scene this way", and I've prepared that way and I've got to the set and the director's had a completely different idea of how it needs to be done. And I mean he's the director so it's going to go his way, nine times out of ten! So I've found that whatever time I have to prepare is better spent just memorizing the lines and let everything else come naturally after seeing the director and how he wants the scene to be shot, where he wants me to stand, where he wants me to sit and all that.

Josef: Would you say you are now totally fluent in Thai?

Peter: It's a great question because people who aren't fluent assume that I am. But in reality no, not a hundred percent. For example, with the coup happening, there's a lot of vocabulary for the past week or two I've been going through my dictionary looking up Thai words for different types of coup. [Editor's note: Thailand had recently had a military coup d'état.] So, there are certain specialist subject matters that are going to come up where I don't necessarily know all the vocabulary. Another weak area of mine, having been classically trained in government school and taught by older Thai teachers, I know more formal vocabulary words but I'm not so good at the slang or idioms. Even though I've lived it for over six years I haven't quite mastered idiomatic sayings and slang words so much. But, yes, I would say certainly 90% plus fluency because I can go anywhere, I can talk about almost any subject matter with anyone, and if I don't know the vocabulary to deal with that subject I can usually talk around the subject.

Josef: And you understand everything that's going on all around you, on the telephone or watching TV&

Peter: Not 100%. I have found through my experience that different people have different natural gifts when it comes to languages. My natural gift is speaking, for whatever reason. I think it's genetic, that's my suspicion though I can't prove it. But listening has always been a weak area of mine. When I was studying Thai there were ten of us in a room together. Ten military guys. We all sat in the same room. Eight hours a day, five days a week for a whole year. But at the end of that year we all came out not only with varying degrees of efficiency and fluency but with varying degrees of skills in certain areas. For example, I was one of the best speakers in the class, but my listening was lacking. And the kid who sat right next to me and became a roommate later on, who should theoretically have had the exact same skills I did because he listened to the same teachers, for the same amount of time, in the same room, he could listen and understand 99% of what was said, but if you asked him to say something all his tones were way off, he couldn't get the accents right, and his speaking was just about half I'd say of what I could pronounce. His grammar was very good but his pronunciation was very difficult. So yes, again listening I would say is a weaker area for me. Now I understand, I would say, a lot better. When I first came phone call conversations were very difficult for me. Even though I could speak a good deal and I would make the other person usually feel quite confident, I'd have to tell him "Hold on, hold on, even though I'm talking with you my comprehension level isn't up to my speaking, please speak slower, what did you say?" I would dread direct phone conversations because it was harder than seeing that person. But now six plus years down the road I feel much more confident. I talk on the phone all the time and I get maybe 85% of what's said to me on the phone whereas I understand 95% of what's said to me face-to-face.

Josef: What you're saying is interesting, that people have different skills in language. Unfortunately it's not always recognized or, more important, accepted as something that's normal.

Peter: It's nature. The same as anything else, whether it's bodybuilding, whether it's football, or anything else, why should it be different with language?

Josef: How about writing? Thai has its own particular script. Did you learn to read and write with the Thai script in class?

Peter: Yes. I still read and write but writing is the skill I use least often so I'm most weak in that area, rather weaker than my listening right now. But I enjoy it, it's a lot of fun, and I strongly, strongly recommend anyone who wants to learn a Thai to learn the writing system. And even if they have no intent of ever using it, it just reinforces every other skill.

Josef: What do you think of the importance of speaking versus writing?

Peter: In my personal opinion I think it helps immensely to learn the reading system in addition to speaking. Most people are intimidated by it because they assume it's so difficult and it's never going to become something useful. But in reality you can look at it as support, like the base of a house. You don't look at the base of a house every day, but it's there. You may never learn the entire alphabet. You may never be fluent at writing. But I think it reinforces speaking. And it's never that difficult. If you just take three symbols a day and you memorize those three symbols and practice writing them as you say them out loud, come on, after a while it just sticks in your head, you can't forget it.

Josef: Accent. I presume you have an accent in Thai?

Peter: I've been told both things by Thai people. Sometimes, when I've spoken to somebody on the phone they've told me that they wouldn't know the difference. Other times I've had people comment to me, "Oh, you have an accent." So I think it depends on the subject matter I'm talking about, maybe the mood I'm in that day, maybe how much English I've been speaking for a couple of hours prior to having that conversation with that person. Various factors must influence it. But I've been told both so I'm not really the best person to judge.

Josef: Do you feel that being fluent in Thai, or any foreign language, changes the way in which you perceive or interact with the people?

Peter: Absolutely. Absolutely. Because you have a better understanding of what's really happening, what's really being said. No doubt about it.

Josef: Does it help you to understand the people themselves, their history, their culture, their way of thinking? Do you look at them differently, do you think?

Peter: That's a tough question. I know that's the easy answer, but I'm going to lean towards the yes side and the reason I say that is because in Thailand anyone who studies the language will know within a short period of time that simply by adding "khrap" at the end of a sentence makes the sentence much more polite. When I was first told that in the States I didn't understand. I thought, "Why would that be?" But after living here for a while I see that in the culture you get a lot more respect and openness from people if you've a "jai-orn" [soft-hearted] attitude--and one small symbol of that is adding "khrap". If you didn't know the language you'd have a difficult time learning that. And there's a number of foreigners from wherever who don't learn that. They get angry easily, if their beer isn't on time, if their beer isn't cold, they'll immediately complain and shout "I want another one!" If you do that in Thailand, okay, you're going to get your beer, but they'll look on you with a very unfavourable attitude and over time it could have consequences.

Josef: You don't know what's in the beer, either.

Peter: Exactly! Exactly! But if you live here long enough and don't speak the language maybe you're going to learn some of those things anyway, but maybe not as quickly as you would if you spoke the language.

Josef: Do you have any tips for learning a language like Thai with its own particular writing system?

Peter: The biggest one that I would suggest, and I get asked this question quite a lot, is go buy those little kiddie books, that have the alphabet, you know the ones that have the letters of the alphabet in dotted lines that you trace over, with pictures of chickens and cats or whatever. And the country's full of Thai people so grab one, whether it's your girlfriend, your boyfriend, your friend, your co-worker, treat them to lunch and ask them to pronounce each letter for you and when you've learned how to pronounce it say it each time as you trace it, "gor-gai, gor-gai, gor-gai". Do that 20, 30 50 times and it's just drilling it into your brain. If you've got 3 letters a day, say 3 days a week, that's only nine letters a week. It's just a matter of time. Sooner or later some of that writing will stick. That writing's going to reinforce everything else. And as I say it I can hear the people complaining, "Oh, that's too hard! It's way beyond me!" But it's really not as hard as they think. Just get over that initial scare factor. Just do it and make it fun. After you learn 6 letters, grab a Thai newspaper. Just find that letter "gor-gai". Go through it. Every time you see "gor-gai", circle it. Another one, circle it. In a period of time you're going to know the letters. Once you know the letters it's just a matter of putting them together to start making words. Once you know the words it's a matter of stringing them together to make sentences. Just one step at a time. Its very logical.

Josef: Have you ever had to change the lines of a show, or make any other changes to suit you better?

Peter: Oh yes. I've had to change some of the vocabulary words. Sometimes I've had to change the way a sentence is spoken because I couldn't get my mouth around the sentence in time before we filmed the scenes. I've had to do that on several occasions. And even the girl's name in my very first show, "Boonrawd", I couldn't say that name so I asked the director, "Could we change the name of the lead female?" And he said "No we can't!" I said "I don't understand. Let's just make her name 'Manee' or something like that, something easier to say. I'm the main guy in the show, why can't you change the name for me?" But now I look back this was a very famous show. It had been done previously in Thai history and everyone knew that it had. It's like changing the name of the movie "Gone with the Wind". You can't! It took me a week or two of practicing "Boonrawd" before I could say that name right. It was difficult!

Josef: What are you currently working on?

Peter: A couple of things. I have one personal project that's taking up a fair amount of my time. In the meantime, I do have an Internet radio station that I'm involved with called whozaa.com. That's a 24-hour hip hop station under the banner of Virgin Radio Thailand. So that eats up a bit of my time. And then I field phone calls. That's how I get my jobs now. I have a scene in a film that's shooting this month. Then a guest spot on a television show that's coming up soon.

Josef: You're in great shape. How do you keep fit?

Peter: By going to the gym consistently. I love it. It feels good. And once you do it you get addicted to it, like coffee or anything else. So that helps keep me in shape.

Josef: Is there anything you'd like to add about language?

Peter: I'd just close on a positive note and say let's be grateful for the fact that we live in a modern day and age and can travel to faraway places. So, keeping that in mind, just feel respectful and enjoy the place as much as you can, and make an effort to learn the language as best you can. We all have varying degrees of ability but that's the easiest way to show respect and admiration for your host country, right? And be happy to teach English to those that ask you too, because, you know, give and take!

Check out Peter's Thai translation services at: www.thaitranslated.com

Closing a Meeting - Learn English

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:

• It looks like we've run out of time, so I guess we'll finish here.
• I think we've covered everything on the list.
• I guess that will be all for today.
• 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.

Thank You's and Congratulations

The end of the meeting is also the time to thank anyone who has not been thanked at the beginning of the meeting, or anyone who deserves a second thank you. 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.

• Before I let you go let's all give a big thank you (everyone claps) to Thomas for baking these delicious cookies.
• 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.

Following the Agenda - Learn English

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 early

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.
• Getting back to item number 5...
• Now where were we? Oh yes, let's vote.

Voting

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.

Sample Voting Session:

Pierre: Okay, now that we've covered most of the business, it's time to vote on the staff picnic. Jane and I have come up with two different ideas. I'll give Jane the floor now, and she'll outline these two options. After that we'll vote. I don't think there is any reason to have a private vote, so I'll just ask to see a show of hands. Jane, would you do the honours? Jane: Thanks Pierre. Okay, so, as you all probably assumed, we are going to wait until most of the tours have passed through before we have the staff picnic. That way most of you should be able to attend. So we've chosen the last Sunday of September. I hope that works out for all of you. Now, the first option is to have a BBQ at Mariposa Beach. We would do this on the last Sunday of September. The second option is to have a potluck dinner/pool party in Pierre's backyard. The only problem with this is if it rains, there isn't much in the way of shelter there. I don't think Pierre and his wife will want all of us dashing inside in a thunderstorm. Pierre: Well, if we had to we could probably squeeze everyone in the basement. Anyhow, those are the options, so let's put it to a vote. All in favour of option number one? Raise your hands please...okay, one vote. And, all in favour of option number two? That's four. Okay, so it looks like a pool party at my house. Jane: Great. I'll put up a sign up sheet and everyone can write down what they plan to bring.

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?

Closing a Meeting >>

Opening a Meeting - Learn Englsih

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.

Sample Dialogue:

Pierre: Hi Thomas. How are you? Thomas: Great thanks, and you? Pierre: Well, I'm good now that the warm weather has finally arrived. Thomas: I know what you mean. I thought winter was never going to end. Pierre: Have you dusted off your golf clubs yet? Thomas: Funny you should ask. I'm heading out with my brother-in-law for the first round of the year on Saturday.

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.
• Hello, everyone. Thank you for coming today.
• 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.

Sample Welcome:

Pierre: I think we'll begin now. First I'd like to welcome you all and thank everyone for coming, especially at such short notice. I know you are all very busy and it's difficult to take time away from your daily tasks for meetings.

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.
• Stella, would you like to stand up and introduce yourself?
• 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.

Sample Introduction to the Agenda:

Pierre: As you can all see here on the agenda we will be mainly talking about the upcoming tourist season. First we'll discuss the groups that will be coming in from Japan. After that we'll discuss the North American Tours, followed by the Korean tours. If time allows we will also discuss the Australian tours which are booked for early September. Next, I'm going to request some feedback from all of you concerning last year's tours and where you think we can improve. And finally, we'll be voting on where and when to have this year's staff picnic.

Following the Agenda >>

Preparing for a Meeting - Learn English

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 E-mail:

To: jane@paristours.com
cc: kana@paristours.com; thomas@paristours.com; nolan@paristours.com
From: pierre@paristours.com
Subject: Meeting

Hi Everyone,

We will be having a meeting next Friday from 2:00 PM-4:00 PM in Room 3.
All supervisors are expected to attend. The purpose of the meeting is to
discuss the upcoming tourist season. As you probably have heard, this
could be our busiest season to date. There are already twenty bus tours
booked from Japan, and fifteen walking tours booked from North America.
We are also expecting Korean and Australian tours in late summer. Please
make arrangements to have other staff members cover your duties during
the meeting.

Thank you,
Pierre
      

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.

Sample Agenda:

1	Welcome, Introduction: Pierre and Stella (5 minutes)
2	Minutes from previous meeting: Jane (10 minutes)
3	Japan Tours: Pierre (15 minutes)
4	N.A. Tours: Pierre (15 minutes)
5	Korean Tours: Pierre (15 minutes)
6	Australian Tours: Pierre (if time allows 10 minutes)
7	Feedback from last year: Everyone (15 minutes)
8	Vote on staff picnic: Everyone (15 minutes)
9	Questions/Closing remarks/Reminders: Everyone (5 minutes)

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.

Sample Personal Request:
Pierre: Hi Jane, did you get the e-mail about next week's meeting? Jane: Yes, I'll be there. Pierre: Great. I'd like to put you in charge of reviewing the minutes from last meeting for us. Jane: Sure, I can do that. I think there is a copy of the minutes in my file. Pierre: Thanks, you'll have ten minutes to remind us of what we discussed last meeting. This will be good for Stella to hear. Stella will be our new private tours coordinator.

Sample E-mail:

To: jane@paristours.com
From: pierre@paristours.com
Subject: Minutes

Hi Jane,

I just wanted to make sure that you would be available
to review last month's minutes and present them at Friday's
meeting. We have a new staff member joining us, so I'd like
to give her a chance to see where things have been going
since the last meeting.

If you have any concerns about this, let me know.

Thanks,
Pierre 

Opening a Meeting >>

Vocabulary - Learn English

Word Part of speech		Meaning	Example Sentence
absent adj		not present	The vice president is absent due to unforeseen circumstances.
accomplish verb		succeed in doing	We have a lot to accomplish today, so let's begin.
address verb		deal with; speak on	I hope we do not have to address this matter again in the future.
adjourn verb		close a meeting	If there are no further comments, we will adjourn the meeting here.
agenda noun		list of objectives to cover in a meeting	Please forward the agenda to anyone who is speaking at the meeting.
AGM noun(abbr.)		Annual (yearly) General Meeting	We always vote for a new chairperson at the AGM.
allocate verb		assign roles/tasks to certain people	I forgot to allocate someone to bring refreshments.
AOB noun(abbr.)		Any Other Business (unspecified item on agenda)	The last item on the agenda is AOB.
apologies noun		item on agenda announcing people who are absent; apologies for absence	Everyone is present today, so we can skip the apologies.
ballot noun		a type of vote, usually in writing and usually secret	Please fold your ballot in half before you place it in the box.
board of directors noun		group of elected members of an organization/company who meet to make decisions	The board of directors meets once a month to discuss the budget.
boardroom noun		a large meeting room, often has one long table and many chairs	The boardroom is reserved for a managers' meeting, so we'll have to meet in the lounge.
brainstorm verb		thinking to gather ideas	Let's take a few minutes and brainstorm some ways that we can cut costs.
casting vote noun		deciding vote (usually by the chairman) when the votes are otherwise equal	The role of treasurer was decided based on the chairman's casting vote.
chairperson/chair noun		the person who leads or presides at a meeting	As chair, it is my pleasure to introduce to you, Mr. Allan Davis.
clarification/verification noun		explanation/proof that something is true/understood	Before we address this matter, I'll need some clarification as to who was involved.
closing remarks noun		last thoughts spoken in a meeting (i.e. reminders, thank yous)	I just have a few closing remarks and then you will all be free to go.
collaborate verb		work together as a pair/group	The board fell apart because the members had difficulty collaborating.
commence verb		begin	We will commence as soon as the last person signs the attendance sheet.
comment verb or noun		express one's opinions or thoughts	If you have a comment, please raise your hand rather than speak out.
conference noun		formal meeting for discussion, esp. a regular one held by an organisation	Before the conference there will be a private meeting for board members only.
conference call noun		telephone meeting between three or more people in different locations	Please make sure I have no interruptions while I'm on the conference call.
confidential adjective		private; not to be shared	Any financial information shared during this meeting should be kept confidential.
consensus noun		general agreement	If we cannot come to a consensus by the end of the meeting we will put it to a vote.
deadline noun		due date for completion	The deadline for buying tickets to the conference is May 25th.
designate verb		assign	If no one volunteers to take the minutes I will be forced to designate someone.
formality noun		a procedure (often unnecessary) that has to be followed due to a rule	Everyone knows who is going to be the next vice president, so this vote is really just a formality.
grievance noun		complaint	The first item on the agenda relates to a grievance reported by the interns.
guest speaker noun		person who joins the group in order to share information or deliver a speech	I am delighted to welcome our guest speaker Holly, who is going to be offering some sales pitch tips.
implement verb		make something happen; follow through	It's not a question of whether or not we're going to use this idea, it's whether or not we know how to implement it.
mandatory adjective		required	It is mandatory that all supervisors attend Friday's meeting.
minutes noun		a written record of everything said at a meeting	Before we begin with today's meeting, let's quickly review the minutes from last month.
motion noun		a suggestion put to a vote	The motion to extend store hours has been passed.
objectives noun		goals to accomplish	I'm pleased that we were able to cover all of the objectives today within the designated time.
opening remarks noun		chairperson or leader's first words at a meeting (i.e. welcome, introductions)	As I mentioned in my opening remarks, we have to clear this room before the end of the hour.
overhead projector noun		machine with a special light that projects a document onto a screen or wall so that all can see	I'm going to put a pie chart on the overhead projector so that everyone can visualize how our profits have declined.
participant noun		person who attends and joins in on an event	Can I have a show of hands of all of those who were participants in last year's conference?
proxy vote noun		a vote cast by one person for or in place of another	There must have been one proxy vote because I count twelve ballots but only eleven attendees.
punctual adjective		on time (not late)	Firstly, I want to thank you all for being punctual despite this early meeting.
recommend verb		suggest	I recommend that you sit closer to the front if you have trouble hearing.
show of hands noun		raised hands to express an opinion in a vote	From the show of hands it appears that everyone is in favour of taking a short break.
strategy noun		plan to make something work	We need to come up with a strategy that will allow us to have meetings less frequently.
unanimous adj		in complete agreement; united in opinion	The vote was unanimous to cut work hours on Fridays.
vote verb or noun		to express (the expression of) an opinion in a group by voice or hand etc	We need to vote for a new vice chairperson now that Jerry is retiring.
wrap up verb		finish	Let's wrap up here so that we can get back to our desks.

Preparing for a Meeting >>