Module 2 — Business Meetings
Unit 2.2 Comprehensive Teaching Materials
Leading Meetings
Target Learners
Japanese professionals working in international companies
English Level
Intermediate to Upper Intermediate
Recommended Lesson Time
3–5 hours total or divided into several lessons
UNIT OBJECTIVES
By the end of this unit, learners will be able to:
Lead business meetings confidently in English
Set and follow meeting agendas
Introduce and transition between topics professionally
Encourage participation from team members
Manage time during meetings
Summarize discussions and decisions clearly
Handle disagreements diplomatically
Close meetings professionally
Take organized meeting notes and assign action items
UNIT TOPICS
Opening and Leading Meetings
Setting Agendas and Managing Time
Facilitating Discussions and Encouraging Participation
Managing Problems and Difficult Situations
Summarizing Decisions and Action Items
Closing Meetings Professionally
Listening and Note-Taking for Meeting Leaders
Full Meeting Leadership Role-Play
TOPIC 1 — OPENING AND LEADING MEETINGS
PART A — WARM-UP DISCUSSION
Discussion Questions
What qualities make a good meeting leader?
What problems happen when meetings are not organized?
How do international meetings differ from Japanese meetings?
Why is leadership communication important?
PART B — KEY VOCABULARY
| Word/Phrase | Meaning |
|---|---|
| Facilitate | Guide discussion |
| Agenda | List of meeting topics |
| Objective | Meeting goal |
| Participant | Meeting member |
| Schedule | Planned timing |
| Discussion point | Topic being discussed |
| Action item | Task assigned |
| Consensus | Group agreement |
| Deadline | Final due date |
| Wrap up | Finish discussion |
PART C — KEY EXPRESSIONS
Opening Meetings
“Good morning everyone. Thank you for joining.”
“Let’s get started.”
“The purpose of today’s meeting is…”
“We have several important topics to discuss today.”
Introducing Agenda Items
“First, let’s discuss…”
“Our next agenda item is…”
“Moving on to the next topic…”
PART D — COMMON BUSINESS IDIOMS
| Idiom | Meaning | Example |
|---|---|---|
| Get the ball rolling | Start discussion | “Let’s get the ball rolling.” |
| Cut to the chase | Talk directly about important points | “Let’s cut to the chase.” |
| Keep things on track | Maintain focus | “We need to keep things on track.” |
PART E — MODEL DIALOGUE
Dialogue 1 — Opening a Meeting
Manager: Good morning everyone. Thank you for joining today’s project meeting.
Staff: Good morning.
Manager: The purpose of today’s meeting is to review our sales performance and discuss next quarter’s strategy. First, let’s look at the latest sales report.
Aya: I prepared the report for today.
Manager: Great. Please begin when you’re ready.
PART F — SPEAKING PRACTICE
Activity 1 — Opening a Meeting
Instructions
Students practice:
Greeting participants
Explaining meeting objectives
Introducing first agenda item
Situation Examples
Sales meeting
Project update
Marketing discussion
Budget planning meeting
Activity 2 — Meeting Leader Rotation
Instructions
Students take turns acting as meeting leader for 2–3 minutes.
Responsibilities
Open meeting
Introduce topics
Invite participation
PART G — LISTENING PRACTICE
Teacher Reading Script
“Good afternoon everyone. Thank you for attending today’s quarterly planning meeting. Our objective today is to finalize the marketing budget and review project deadlines for the next quarter. We will begin with the financial report, followed by the marketing presentation and team discussion.”
Exercise A — Listening Questions
What type of meeting is it?
What is the first objective?
What will happen after the financial report?
What will the team discuss?
PART H — NOTE-TAKING PRACTICE
| Meeting Information | Notes |
|---|---|
| Meeting Type | |
| Main Objectives | |
| First Agenda Item | |
| Second Agenda Item |
TOPIC 2 — SETTING AGENDAS AND MANAGING TIME
PART A — KEY EXPRESSIONS
Managing Agendas
“Let’s move on to the next topic.”
“We’re running short on time.”
“Let’s stay focused on the agenda.”
“We’ll return to that point later.”
Managing Time
“We have about ten minutes left.”
“Let’s wrap up this discussion.”
“Please keep your comments brief.”
PART B — COMMON IDIOMS
| Idiom | Meaning |
|---|---|
| Run out of time | Have no time remaining |
| Stay on track | Remain focused |
| Time is running out | Time is almost finished |
PART C — SPEAKING ACTIVITIES
Activity 1 — Agenda Management Practice
Instructions
Students lead short meetings and transition between agenda topics.
Activity 2 — Time Management Challenge
Instructions
Students discuss multiple topics within limited time.
Goal
Practice concise communication.
PART D — LISTENING PRACTICE
Teacher Reading Script
“We still need to discuss the shipping delays and customer feedback, but we only have fifteen minutes remaining. Let’s focus on the most urgent issues first and schedule another meeting for the remaining topics.”
Exercise B — Questions
What topics still need discussion?
How much time remains?
What does the speaker suggest?
PART E — NOTE-TAKING PRACTICE
| Remaining Topics | Time Left | Suggested Action |
|---|---|---|
TOPIC 3 — FACILITATING DISCUSSIONS AND ENCOURAGING PARTICIPATION
PART A — KEY EXPRESSIONS
Encouraging Participation
“What are your thoughts?”
“Would anyone like to add something?”
“Let’s hear from the marketing team.”
“Does anyone have another perspective?”
Balancing Participation
“Thank you for your input.”
“Let’s give others a chance to speak.”
“That’s an interesting point.”
PART B — COMMON IDIOMS
| Idiom | Meaning |
|---|---|
| Speak up | Express opinion |
| Bring something to the table | Contribute ideas |
| Put heads together | Collaborate |
PART C — SPEAKING ACTIVITIES
Activity 1 — Silent Participant Challenge
Instructions
Meeting leaders encourage quiet students to participate.
Activity 2 — Group Problem Solving
Scenario
Customer satisfaction has decreased.
Students Must:
Encourage participation
Collect opinions
Suggest solutions
PART D — LISTENING PRACTICE
Teacher Reading Script
“We’ve heard several good ideas from the sales team. Now I’d like to hear from the logistics department. Does anyone have suggestions regarding delivery improvements?”
Exercise C — Questions
Which team already shared ideas?
Which department is invited to speak?
What topic will they discuss?
PART E — NOTE-TAKING PRACTICE
| Team | Ideas Shared |
|---|---|
| Sales Team | |
| Logistics Team |
TOPIC 4 — MANAGING PROBLEMS AND DIFFICULT SITUATIONS
PART A — KEY EXPRESSIONS
Handling Disagreement
“I understand your concern.”
“Let’s consider both viewpoints.”
“Perhaps we can find a compromise.”
Refocusing Discussion
“Let’s return to the main issue.”
“We seem to be moving off topic.”
“Can we focus on the deadline first?”
PART B — COMMON IDIOMS
| Idiom | Meaning |
|---|---|
| Back to square one | Start again |
| Meet halfway | Compromise |
| Clear the air | Resolve tension |
PART C — SPEAKING ACTIVITIES
Activity 1 — Difficult Meeting Situations
Situations
Strong disagreement
Late participant
Off-topic discussion
Dominating speaker
Students practice responding professionally.
Activity 2 — Conflict Resolution Role-Play
Scenario
Two departments disagree about budget priorities.
PART D — LISTENING PRACTICE
Teacher Reading Script
“I understand both sides of the discussion. However, we need to focus on finding a practical solution before Friday’s deadline. Let’s review the available options calmly and make a final decision together.”
Exercise D — Questions
What does the speaker understand?
What is the deadline?
What should the team do together?
PART E — NOTE-TAKING PRACTICE
| Problem | Deadline | Proposed Solution |
|---|---|---|
TOPIC 5 — SUMMARIZING DECISIONS AND ACTION ITEMS
PART A — KEY EXPRESSIONS
Summarizing Discussions
“To summarize today’s discussion…”
“We agreed on the following points…”
“The main decision is…”
Assigning Tasks
“John will prepare the report.”
“Aya is responsible for client communication.”
“The deadline is next Friday.”
PART B — SPEAKING ACTIVITIES
Activity 1 — Summary Practice
Students summarize short meeting discussions.
Activity 2 — Action Item Assignment
Students assign responsibilities clearly.
PART C — LISTENING PRACTICE
Teacher Reading Script
“To summarize today’s meeting, we agreed to increase online advertising next quarter. Ken will prepare the budget proposal by Tuesday, and Maria will contact the design team regarding promotional materials.”
Exercise E — Questions
What did the team agree to do?
Who will prepare the budget proposal?
What is Maria’s responsibility?
When is the deadline?
PART D — NOTE-TAKING PRACTICE
| Decision | Responsible Person | Deadline |
|---|---|---|
TOPIC 6 — CLOSING MEETINGS PROFESSIONALLY
PART A — KEY EXPRESSIONS
Closing Meetings
“Thank you everyone for your participation.”
“That concludes today’s meeting.”
“I’ll send the meeting minutes later.”
“Let’s follow up next week.”
PART B — COMMON IDIOMS
| Idiom | Meaning |
|---|---|
| Wrap things up | Finish discussion |
| Touch base later | Contact again later |
| Call it a day | Finish work |
PART C — SPEAKING ACTIVITIES
Activity 1 — Professional Closing Practice
Students practice:
Summarizing outcomes
Thanking participants
Explaining next steps
Activity 2 — Complete Meeting Simulation
Students lead and close full meetings.
PART D — LISTENING PRACTICE
Teacher Reading Script
“Thank you everyone for your valuable input today. We’ve made good progress on the project schedule. I’ll send the updated action list this afternoon, and we’ll meet again next Wednesday to review our progress.”
Exercise F — Questions
What did the team make progress on?
What will be sent this afternoon?
When is the next meeting?
PART E — NOTE-TAKING PRACTICE
| Progress Made | Follow-Up Action | Next Meeting |
|---|---|---|
FINAL ROLE-PLAY TASK — LEADING AN INTERNATIONAL MEETING
Scenario
Global product launch planning meeting
Roles
Meeting leader
Marketing manager
Sales manager
Logistics manager
International client
Students Must:
Open meeting
Introduce agenda
Encourage discussion
Manage time
Solve disagreement
Summarize decisions
Assign action items
Close meeting professionally
TEACHER’S GUIDE
RECOMMENDED LESSON FLOW
| Stage | Time |
|---|---|
| Warm-Up Discussion | 10 mins |
| Vocabulary & Expressions | 25 mins |
| Dialogue Practice | 20 mins |
| Speaking Activities | 45 mins |
| Listening Practice | 30 mins |
| Note-Taking Practice | 20 mins |
| Role-Play Activities | 45 mins |
| Feedback & Reflection | 15 mins |
COMMON CHALLENGES FOR JAPANESE LEARNERS
1. Difficulty Leading Discussions
Problem
Students may feel uncomfortable controlling conversation flow.
Teaching Tip
Provide leadership expression lists and repeated role-play practice.
2. Hesitation to Interrupt or Refocus
Problem
Learners may avoid redirecting discussions politely.
Teaching Tip
Teach diplomatic expressions repeatedly.
3. Summarizing Clearly
Problem
Students may provide incomplete summaries.
Teaching Tip
Use structured note-taking templates.
ANSWER KEY
Exercise A Answers
Quarterly planning meeting
Finalize marketing budget
Marketing presentation
Project deadlines
Exercise B Answers
Shipping delays and customer feedback
Fifteen minutes
Focus on urgent issues and schedule another meeting
Exercise C Answers
Sales team
Logistics department
Delivery improvements
Exercise D Answers
Both sides of the discussion
Friday
Review options and make final decision
Exercise E Answers
Increase online advertising
Ken
Contact design team
Tuesday
Exercise F Answers
Project schedule
Updated action list
Next Wednesday
SAMPLE NOTE-TAKING ANSWERS
Topic 5
| Decision | Responsible Person | Deadline |
|---|---|---|
| Increase online advertising | Ken / Maria | Tuesday |
RECOMMENDED FEEDBACK FORMAT FOR TUTORING NOTES
| Category | Feedback |
|---|---|
| Leadership Skills | Guided discussion effectively |
| Fluency | Spoke confidently during meeting leadership |
| Vocabulary | Used meeting management expressions appropriately |
| Listening | Understood meeting details accurately |
| Participation | Encouraged team involvement successfully |
| Pronunciation | Needs clearer pronunciation of transition phrases |
| Next Goal | Practice summarizing discussions concisely |
SAMPLE TEACHER FEEDBACK COMMENTS
Positive Feedback
“Excellent leadership during the role-play.”
“Good use of agenda transition expressions.”
“You encouraged participation professionally.”
Corrective Feedback
“Try summarizing decisions more clearly.”
“Practice controlling meeting timing.”
“Use softer language when redirecting discussion.”
HOMEWORK ACTIVITIES
Homework 1
Watch a business meeting video on TED Talks and identify leadership expressions.
Homework 2
Write a meeting agenda for a workplace topic.
Homework 3
Record yourself leading a 3-minute mock meeting.
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