You are currently viewing Today we are talking about: Making a Phone Call to Schedule a Meeting with a Client

Today we are talking about: Making a Phone Call to Schedule a Meeting with a Client

Hello! Are you ready for today’s Conversation Club? In the guided conversation led by the MPEC Coach, we will tackle the topic of making a call to schedule a meeting with a client. Effective communication is crucial in business relationships, and calls are often the first step in organising a meeting. In this session, we will explore the vocabulary and phrases you can use to confidently handle this type of call.

Prepared with love by: My Personal English Coach


Helloooo! Just a few words of support for those of you who are starting your experience in our Conversation Club and don’t feel very confident. Don’t worry, we’re here for you!

On this page, you’ll find the vocabulary that can help you speak with your Club Partners (other MPEC students you’ll be paired with for guided conversations).

If you feel you need it, follow the first piece of advice in the image on the left and review all the language bits we think can be useful for you. We are your Coaches and we know you well! We know that using Idioms & Phrasal Verbs can be a real challenge, so those are often the language elements we’ll suggest you use 🙃

After the preparation (you’ll find both the vocabulary and the conversation questions on this page), we invite you to participate in the Club session. You have received an email with the ZOOM link for the session:

On Tuesdays, the Club takes place from 7:00 PM to 7:30 PM, and on Thursdays, from 1:00 PM to 1:30 PM. If you haven’t received the access instructions via email, please, get in touch with us:

If you want to practice more after the Club session, you can come back here to do the Follow Up activity (at the bottom of the page). Are you ready? Let’s begin!


Glossary For Today’s Conversation Club

  • Schedule
  • Availability
  • Confirm
  • Convenient
  • Reschedule
  • Proposal
  • Postpone
  • Prioritise
  • Follow up
  • Cordial
  1. Arrange or plan (an event or appointment) at a particular time.
  2. The state of being free to meet or engage in a particular activity.
  3. Make sure that something is definitely happening or true.
  4. Suitable for one’s needs; easy to use or access.
  5. Arrange for something to take place at a different time or date.
  6. A plan or suggestion put forward for consideration or discussion.
  7. Delay an event, appointment, or meeting to a later time or date.
  8. Determine the order of items or tasks based on their importance.
  9. Continue or pursue something to its completion or resolution.
  10. Polite and friendly in a formal way.

Phrasal Verbs You May Want To Try Today:

  • Set up – Arrange or organise something . Set up a meeting to discuss the project details.
  • Touch base – Establish or renew contact with someone. Just touch base and see if you have questions or concerns.
  • Fill in – Provide someone with necessary information. Fill me in on the progress of the latest proposal, please.
  • Hang on – Wait for a short time. Hang on while I transfer your call to the right department.
  • Break the ice – Initiate a conversation Let’s break the ice by discussing goals and expectations.
  • Get back to – Return a phone call or reply to someone. I’ll review the information and get back to you soon.
  • Look into – Investigate or examine something. I’ll look into the issue and provide a solution.
  • Run late – Be delayed or behind schedule. Apologies for running late, I’ll be there shortly.
  • Put off – Postpone or delay something. Meeting needs to be put off due to scheduling conflicts.
  • Call off – Cancel something that was planned. She called the meeting off because she was sick.

10 Idioms For Calls With Clients Sample sentence for each idiom

  • Set up – Arrange or organise something Set up a meeting to discuss the project details.
  • Touch base – Establish or renew contact with someone. Just touch base and see if you have questions or concerns.
  • Fill in – Provide someone with necessary information. Fill me in on the progress of the latest proposal, please.
  • Hang on – Wait for a short time. Hang on while I transfer your call to the right department.
  • Get back to – Return a phone call or reply to someone. I’ll review the information and get back to you soon.
  • Look into – Investigate or examine something. I’ll look into the issue and provide a solution.
  • Run late – Be delayed or behind schedule. Apologies for running late, I’ll be there shortly.
  • Put off – Postpone or delay something. Meeting needs to be put off due to scheduling conflicts.
  • Call off – Cancel something that was planned. She called it off because she was sick.
  • Break the ice – Initiate a conversation Let’s break the ice by discussing goals and expectations.

Round 1: The Icebreaker

  1. Tell us about a time when you had to make an important phone call to schedule a meeting. How did you prepare for the call, and what strategies did you use to make a positive impression?
  2. Imagine that you’re calling a potential client whom you admire. How would you introduce yourself and your company in a way that reflects your enthusiasm and expertise?
  3. Can you share an experience when you had to clearly state the purpose of a phone call to a client? How did you ensure your message was effectively conveyed, and what was the outcome?

Round 2: Let’s Explore it!

  1. How do you gauge the best time and duration for the meeting during a phone call with a client?
  2. What techniques do you use to establish rapport and build a positive relationship with the client over the phone?
  3. How do you handle scheduling conflicts or difficulties when trying to find a mutually convenient time for the meeting?

Keywords:

  1. Gauge: to assess or determine.
  2. Rapport: a harmonious and positive connection or understanding between two individuals.

Let’s Role Play: Making a Phone Call to Schedule a Meeting with a Client

Characters:

  1. The Sales Representative – Mark / Mary
  2. Client – Mr. Johnson / Ms Johnson

Scenario: You have been assigned the task of scheduling a meeting with a potential client, Mr. Johnson, to discuss a new product your company is offering. You need to make a phone call to Mr. Johnson and convince him to schedule a meeting with you. The objective is to showcase your communication skills, build rapport, and successfully secure a meeting.

Instructions:

  1. Prepare a brief introduction about yourself and your company.
  2. Research and gather information about the client and their business to personalise the conversation.
  3. Demonstrate effective communication techniques, active listening, and adaptability to Mr. Johnson’s responses.
  4. Overcome any objections or hesitations expressed by Mr. Johnson.
  5. Clearly convey the benefits and value of scheduling a meeting with you.
  6. Aim to secure a specific date and time for the meeting that works for both parties.
  7. Maintain a friendly and professional tone throughout the conversation.
  8. After the role play, reflect on the strengths and areas for improvement in your communication approach.


After The Club: The Follow Up

Here is a great video we recommend as the Follow Up activity. (link )


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