Business Meeting Role Plays

Role Play 1: Deciding on a Catering Contract

Scenario: The team needs to decide on a catering service for an upcoming company event. They have received tenders from three caterers, and the goal of the meeting is to choose one based on budget, quality, menu options, and reliability.

Characters

  1. Facilitator (Event Manager):
    • Perspective: Wants to make a quick decision to finalize the event details.
    • Intention: Prioritizes quality over price but is open to negotiation if the caterers are flexible.
  2. Finance Manager:
    • Perspective: Very budget-conscious and concerned about staying within the allocated funds.
    • Intention: Favors the cheapest caterer unless a clear argument for a higher-cost option can be made.
  3. HR Manager:
    • Perspective: Focused on employee satisfaction and wants to choose a caterer with the best menu variety and dietary options.
    • Intention: Prefers the caterer that offers vegetarian, vegan, and gluten-free options.
  4. Project Lead:
    • Perspective: Emphasizes reliability and past performance as the most crucial factor.
    • Intention: Leans toward a caterer with a proven track record, even if they are slightly more expensive.
  5. Operations Manager:
    • Perspective: Concerned about logistics and the caterer’s ability to deliver on time.
    • Intention: Strongly supports the option that has experience with large-scale events.

Tenders Received

  • Caterer A: Offers a mid-range price, a wide variety of dietary options, and has good reviews for reliability.
  • Caterer B: Has the lowest price but limited menu choices and some mixed reviews about punctuality.
  • Caterer C: The most expensive, but has a reputation for exceptional quality and always meeting delivery deadlines.

Instructions:

  • Discuss each caterer’s pros and cons.
  • Use phrases for giving opinions, agreeing, and disagreeing.
  • Conclude with a decision and justify the choice as a group.

Role Play 2: Deciding the New Marketing Campaign

Scenario: The marketing team needs to select a strategy for the company’s new product launch. There are three potential campaigns under consideration, each with different target audiences and approaches.

Characters

  1. Marketing Director (Facilitator):
    • Perspective: Wants to choose a campaign that aligns with the brand’s long-term vision.
    • Intention: Favors creative ideas that could lead to innovative positioning in the market.
  2. Creative Lead:
    • Perspective: Focuses on the uniqueness and creativity of the campaign.
    • Intention: Supports Campaign B, which is bold and edgy, aiming to differentiate the brand.
  3. Sales Manager:
    • Perspective: Prioritizes the potential for high conversion rates and sales.
    • Intention: Leans towards Campaign A, which has a direct approach and targets loyal customers.
  4. Data Analyst:
    • Perspective: Relies on data-driven decisions and past campaign performance.
    • Intention: Favors Campaign C because it appeals to a broader audience and has proven metrics from similar campaigns.
  5. PR Specialist:
    • Perspective: Concerned with the campaign’s public perception and media response.
    • Intention: Wants a campaign that minimizes risk and has a clear, positive message to avoid potential backlash.

Campaign Options

  • Campaign A: Focuses on the existing customer base, emphasizing loyalty rewards and discounts.
  • Campaign B: A highly creative and unconventional approach aimed at capturing the younger demographic.
  • Campaign C: Uses a balanced, data-driven strategy to appeal to both new and existing customers with a traditional advertising plan.

Instructions:

  • Discuss each campaign’s strengths and weaknesses.
  • Use language for expressing opinions, presenting data, and building consensus.
  • Decide on the best campaign and summarize why it was chosen.

Role Play 3: Crisis Management Meeting – Budget Cuts

Scenario: The company is facing financial challenges and needs to make immediate budget cuts. The team must discuss which departments or projects to scale back on, while trying to minimize the impact on employees and core business functions.

Characters

  1. CEO (Facilitator):
    • Perspective: Focuses on long-term sustainability and protecting the company’s reputation.
    • Intention: Prefers cutting non-essential projects to avoid layoffs if possible.
  2. Finance Director:
    • Perspective: Emphasizes the need for significant cost reductions across all departments.
    • Intention: Supports making cuts in every area, even if it means reducing staff or major projects.
  3. HR Manager:
    • Perspective: Focused on employee morale and avoiding layoffs.
    • Intention: Suggests cutting operational costs and travel budgets instead of downsizing the team.
  4. Operations Manager:
    • Perspective: Concerned about maintaining productivity and efficiency.
    • Intention: Advocates for scaling back on underperforming projects rather than core operations.
  5. Project Manager:
    • Perspective: Seeks to protect high-priority projects and initiatives that are close to completion.
    • Intention: Proposes freezing new projects and reducing budgets on less critical activities.

Instructions:

  • Discuss the areas where budget cuts can be made.
  • Use phrases for presenting arguments, disagreeing, and negotiating compromises.
  • Reach a consensus on the areas to reduce spending while minimizing negative effects on the company.

General Instructions for All Role-Plays:

  • Each character should stay true to their perspective and intention while using persuasive language to influence others.
  • Participants should practice using the full range of meeting phrases, including those for starting the meeting, giving opinions, agreeing/disagreeing, summarizing, and concluding.
  • Focus on maintaining a professional tone and using appropriate Business English vocabulary to navigate discussions and reach a final decision.
  • Conclude the meeting with a summary of the decisions made and clearly outline the next steps or action items.