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Exercise 1
Useful Expressions
Direction: Read the useful expressions with your tutor.
1. Are you available for a meeting tomorrow at 10 a.m.?
2. Let’s schedule a quick check-in for later this week.
3. I’ll send a calendar invite with the details.
4. Can we move the meeting to next Monday instead?
Exercise 2
Vocabulary
Direction: Listen and repeat after your teacher
Reschedule
Meaning:
To arrange a meeting for a different time or date
- We had to reschedule the team meeting due to a conflict.
Agenda
Meaning:
A list of items to discuss in a meeting
- The manager shared the agenda before the meeting started.
Availability
Meaning:
The times when someone is free
- Please check your availability and let me know what works best.
Invite
Meaning:
A digital request for someone to join a meeting
- I just sent you a calendar invite for our 2 p.m. call.
Exercise 3
Practice
Which idiom means to send a request for someone to join or attend?
Keep someone at arm’s length
Hit below the belt
Send out the invite
Give someone the cold shoulder
Which idiom means having free time or being able to do something?
Off the hook
On the clock
In hot water
Under the weather
Which idiom refers to the list of topics to discuss at a meeting?
Call the shots
The elephant in the room
Lay it on the table
Off the hook
Which idiom means to postpone or delay an event?
Seal the deal
Drop the ball
Hit the ground running
Push back
Exercise 4
Business Dialogue
Direction: Read the conversation aloud with your teacher and fill in the blanks.
Word Bank:
Invite
Agenda
Availability
Reschedule
Situation: Rachel and Omar are planning a team meeting.
Rachel
Word Bank: Thursday, works for me, 3 p.m., confirm, agenda, reschedule, invite, availability.
Omar, are you free to meet on _______ afternoon?
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Omar
Word Bank: Thursday, works for me, 3 p.m., confirm, agenda, reschedule, invite, availability.
Let me check… Yes, _______!
Rachel
Word Bank: Thursday, works for me, 3 p.m., confirm, agenda, reschedule, invite, availability.
Great. Does 3pm work for you?
Omar
Word Bank: Thursday, works for me, 3 p.m., confirm, agenda, reschedule, invite, availability.
Yes, 3 p.m. is perfect.
Rachel
Word Bank: Thursday, works for me, 3 p.m., confirm, agenda, reschedule, invite, availability.
I’ll send a calendar _______ right away.
Omar
Word Bank: Thursday, works for me, 3 p.m., confirm, agenda, reschedule, invite, availability.
Thanks! Can you also share the meeting _______ in advance?
Rachel
Word Bank: Thursday, works for me, 3 p.m., confirm, agenda, reschedule, invite, availability.
Sure. If anything comes up, we can always _______.
Omar
Word Bank: Thursday, works for me, 3 p.m., confirm, agenda, reschedule, invite, availability.
Sounds good. Let’s _______ the meeting tomorrow morning.
Exercise 5
Study Guide
Direction: Read the study manual aloud
"How to Schedule Meetings Clearly and Professionally"
1. Use time-related language: today, tomorrow, next week, etc.
This helps avoid confusion and keeps everyone on the same page about when the meeting will happen.
2. Offer 2–3 time options to make scheduling easier
Giving a few choices shows flexibility and increases the chance of finding a time that works for everyone.
3. Be polite and professional when requesting or changing times
Say things like “Would you be available…” or “I’d like to reschedule…” to keep the tone respectful and courteous.
4. Always confirm the time and send an invite
A calendar invite ensures that everyone has the right time, date, and meeting link or location saved.
5. Share the agenda beforehand so everyone is prepared
Letting attendees know what will be discussed helps them come ready and keeps the meeting focused.
Listening Practice
Scheduling a Weekly Meeting
What is the purpose of the meeting?
What is the first suggested time?
What is the backup time?
What must the team do before the day ends?
Exercise 6
Discussion
Discuss these questions to practice speaking and share experiences.
Talking About the Workplace
1. How do you usually schedule meetings at work?
2. What tools or apps do you use to set up meetings?
3. How do you ask someone if they’re available?
4. Have you ever missed a meeting? Why?
5. What makes a meeting effective?
6. What should be included in a meeting agenda?
7. How do you politely reschedule a meeting?
