Meeting #3 Presentation of possible solutions to management (Written Interaction)
Subject line:
Dear…
We would like to call a meeting for [date/time], in which we will present proposed solutions to the issue of [issue] (agenda attached).
[CALL FOR ACTION] Please confirm your participation by [DATE].
Looking forward to seeing you there.
Sincerely
[name]
[position]
[contact info]
Agenda attachment (Written Interaction)
| Time | Subject | Participant |
| Welcome | [team leader] | |
| Presentation of solution 1 | ||
| Presentation of solution 2 | ||
| Presentation of solution 3 | ||
| Summary and next steps | [team leader] |
Meeting language (Oral Interaction)
Welcome and review of agenda
Good morning/afternoon, everyone.
As requested, we have three possible solutions to [issue].
Each presenter will present the issue and why they think it is the best issue.
[participant name], why don’t you begin.
Presentation of solution (repeat x3)
The solution I propose/I think would work best/seems to be optimal is…
There are three reasons why this solution is the most suitable.
The first reason is…because…
The second reason is…because…
Finally, the third reason is…because…
Thanks very much.
Prompting solutions
Thank you, [name of participant]. Now I’d like to ask [name] to propose their solution.
Summarizing and next steps
Thanks very much to our participants today.
Before we close today’s meeting, let me just summarize the main points.
The first proposed solution is…and the main advantage is…
The second proposed solution is…and the main advantage is…
The third proposed solution is…and the main advantage is…
Thanks very much for your attention today.
Email with minutes of meeting (Written interaction)
Subject line:
Dear colleagues,
Please find attached our minutes of the meeting that took place on [date/time].
[CALL FOR ACTION] Should you have any comments, please send them directly to me.
Best regards / Sincerely
[name]
[position]
[contact info]
Minutes of meeting attachment (Written interaction)
Minutes of meeting on [date/time] regarding [issue]:
| Subject | Participant | Main points |
| Welcome | [team leader] | |
| Presentation of solution 1 | ||
| Presentation of solution 2 | ||
| Presentation of solution 3 | ||
| Summary and next steps | [team leader] |
Email with minutes of meeting (Written interaction)
Dear colleagues,
Please find attached our recommendation for the [issue].
[CALL FOR ACTION] Please provide feedback using comments, preferably by the end of the week..
Thank you for your cooperation.
Best regards / Sincerely
[name]
[position]
[contact info]
Recommendation report (Written interaction)
Background
In response to the [issue], our team was asked to find a suitable solution. To evaluate possible solutions, the following criteria were selected:
- [criterion 1]
- [criterion 2]
- [criterion 3]
Based on careful evaluation of each criterion, our team recommends [solution in general].
Findings
1. [criterion 1]
The proposed solution met [criterion 1] in the following manner/because…
2. [criterion 2]
The proposed solution met [criterion 1] in the following manner/because…
3. [criterion 3]
The proposed solution met [criterion 1] in the following manner/because…
Recommendation
Given that the solution meets all three criteria, we recommend the following procedures and timeframe:
| Procedure | Due date | Responsibility |
We are certain that this solution is optimal/the best and will lead to [results].
Giving effective written feedback on a document
| Informal feedback | Formal feedback |
| I would switch “X” to “Y”.I would phrase “X” as “Y”.We should be more specific, for example…We should be less specific.I like this because…What does “X” mean?Are we sure we want to commit to “X”?We need more detail about…We need less detail about… | X meets the criteria because / doesn’t meet the criteria because….That’s a great point, however have you considered……We might also want to review/take into consideration/consult with….That’s possible but I am not sure that it meets the stated criteria because…. |