ARRANGING A MEETING

Arranging meetings

Or scheduling appointments

Is your boss having a meeting this week?

+ info

Making appointments

MAKING AN APPOINTAMENT FOR A MEETING

State Purpose

Prepare Information

Offer Options

Identify Contact Person

Confirm details and provide contact information

Introduce Yourself

Making an appointment for a meeting

What should you do in this step?

Gather all necessary information about the meeting, including the purpose, preferred dates and times, attendees, and any special requirements.

How do you know if you're calling the right person? What would you say?

• "Could you please connect me with the person in charge of scheduling appointments?"

Challenge! The other person can't attend the meeting, offer him/her options.

• "We have a few time slots available next week, would any of these work for you?"
• "Could you please let me know your availability so we can find a suitable time for the meeting?"

Imagine you're calling to a marketing director's assistant, introduce yourself

• "Hello, this is [_________] calling from [____________], I'm Mr. Smith's assistant."
• "Good morning, my name is [_____________], I work as an administrative assistant for Mr. Smith."

Meetings

What steps do you take to ensure that all meeting logistics are properly arranged?

What is the purpose or agenda of the meeting you're arranging?

Are there any special requirements or accommodations needed for the meeting?

Which method do you prefer to use for sending meeting invitations: email, calendar invites, or phone calls?

Listen to Bob Morgan, making an appointment. What is the information that he provides? What questions does Maria ask Bob?

True or false? 1. Bob wants to schedule a meeting with the Marketing director. T - F 2. Mr. Kerry will be away next week so he's not available to take the meeting T - F 3. Bob can take the meeting on Friday morning. T - F 4. Mr. Bob's phone number is: 07945467345. T - F 5. Bob doesn't know where the office is, neither the cab driver. T - F

Listen to the three conversations.

• Identify the information of the meeting.
• When, who, where?
• What steps do you identify?
• True or false (Jamboard)

PURPOSE OF THE CALL

• "I'm calling to schedule a meeting between Mr. Smith and [Contact Person]."
• "I'd like to arrange a meeting on behalf of Mr. Smith."

Confirm the meeting and provide your contact information

• "Just to confirm, the meeting will be held at our office on Main Street at 10:00 AM."
• "I want to make sure we're on the same page regarding the agenda for the meeting."