Company background and the meeting objective
Explain who is meeting, the previous discussions and the questions on the agenda.
- Who is meeting
- Companies, participants, roles and responsibilities.
- What will be discussed
- Products, project, previous discussions and the current objective.
- What needs an answer
- Prioritise questions and mark the essential ones.
Terminology, model names and units
Keep original terms so model names and units do not depend on memory.
| Material | How to prepare it | Mark clearly |
|---|---|---|
| Products and models | Original name, confirmed translation and matching image. | Differences between similar models. |
| Specifications | Dimensions, materials, processes, abbreviations and units. | Original value, unit and tolerance. |
| Commercial terms | Quotation basis, quantities, timing and decisions requiring approval. | What is authorised and what needs a decision. |
Agree roles before, confirm the record after
Clear roles help the meeting run smoothly.
- Before
- Confirm languages, duration, agenda, confidentiality and use of materials.
- During
- Purchasing, technical and pricing decisions remain with the responsible people.
- After
- Read back amounts, units, dates, samples and owners, then share a written summary.
What to share with us
One briefing for your interpreter
- Background and meeting objective
- Terminology, models and units
- Essential questions and authority
- Meeting arrangements and recording method