Short Team Update Meeting | Learn Japanese in English

Sentence explanations

1. この進捗会議は短くして、議題に沿って進めましょう。

   Let's keep this update meeting short and work through the agenda.

   この

   this

   進捗会議

   progress meeting

   短くして

   keep it short

   議題

   agenda

   沿って

   according to

   進めましょう

   let’s proceed

   More detail

   この means “this” and points to a noun understood as close or currently relevant to the speaker. Here it modifies 進捗会議; the demonstrative itself does not state a numeric count. 進捗会議 is a compound noun: 進捗 means progress or progress status, and 会議 means meeting. Together, they mean “progress meeting”; the fixed translation renders this naturally as “update meeting.” Japanese commonly places a noun element before the noun it helps specify. 短くして is built from the i-adjective 短い, “short.” The pattern 短くする means “make or keep something short”: the adjective changes to its -く form before する. 短くして is the て form of that pattern. In this sentence it connects the proposal to the following proposal, so the meaning is “keep it short and …”; the meeting is understood as the thing to be kept short from the topic and context. A bare て form can also occur in requests in other contexts, but here its connecting function is the relevant one. 議題 means “agenda” or “topic for discussion.” It is a noun that can be used with particles such as を for a direct object or に in the pattern 〜に沿う, “follow or proceed in accordance with ~.” 沿って is the て form of 沿う, “follow” or “run along.” In 議題に沿って, に marks the standard or plan being followed, so the phrase means “according to the agenda” or “following the agenda.” The て form links this phrase to 進めましょう. 進めましょう comes from the transitive verb 進める, “move something forward” or “proceed with something.” Its polite volitional form is 進めましょう, used to make a suggestion or proposal equivalent to “let’s proceed.” In this sentence, the object is not stated inside the word itself; the surrounding context supports proceeding with the meeting or its work according to the agenda. As a whole, この進捗会議は sets “this update meeting” as the topic. 短くして proposes keeping it short, and 議題に沿って進めましょう proposes proceeding according to the agenda. Together they give: “Let’s keep this update meeting short and work through the agenda.”

2. まず、デザイン作業の進捗から始められます。

   I can start with progress on the design task.

   まず

   first; to begin with

   デザイン作業

   design work

   進捗

   progress

   から始められます

   can start with

   More detail

   まず means “first” or “to begin with.” It places this action at the beginning of an ordered set of actions. A reusable example is まず名前を書いてください。 — “First, please write your name.” デザイン作業 refers here to the design work or design task. デザイン is “design,” and 作業 is “work” or a task being carried out. Japanese commonly combines a field or activity with 作業 to specify the kind of work, as in 準備作業 (“preparatory work”). 進捗 means progress, especially the current state of work. It is often used for work updates, as in 進捗を確認します。 — “I’ll check the progress.” In this sentence, デザイン作業の進捗 uses の to connect the work being discussed with its progress: “the progress of the design work.” から始められます expresses “can start with.” The verb is 始める, “to start,” and 始められます is its polite potential form, “can start.” The particle から marks the starting point or item chosen as the starting point. For example, ここから始められます。 means “We can start from here.” Together, まず establishes the first step, デザイン作業の進捗 identifies what that step concerns, and から始められます says that the speaker can begin with it. The whole utterance means: “I can start with progress on the design task.”

3. その後、予定に影響する可能性のある障害があれば、教えてください。

   After that, please mention any blockers that could affect the timeline.

   その後

   after that

   予定

   schedule; timeline

   影響する

   affect

   可能性

   possibility

   障害

   blocker; obstacle

   あれば

   if there is one

   教えてください

   please let me know

   More detail

   その後 This means “after that” or “afterwards.” その refers to something already established, while 後 means “after” or “later.” Together, その後 points to a time following the earlier activity; here, the surrounding exchange supports the transition from discussing the design work to discussing possible blockers. 予定 Here, 予定 means the schedule or planned timeline. It can also mean a plan or an arrangement, depending on context. A useful related expression is 予定どおり, “as scheduled.” 影響する This verb means “to affect” or “to have an influence on.” Its dictionary form is 影響する, and it is a する-verb: for example, 予定に影響する means “affect the schedule.” The noun 影響 means “effect” or “impact,” as in 影響がある, “have an impact.” 可能性 可能性 means “possibility” or “likelihood.” In 影響する可能性, it identifies something that may affect the schedule. The pattern verb + 可能性がある means “there is a possibility that ...”; here, 影響する可能性のある + noun means “a noun that has the possibility of affecting ...”. The のある part links that possibility phrase to 障害. 障害 Here, 障害 means a blocker or obstacle that could interfere with progress. It can also refer more generally to an obstruction or hindrance. In this sentence, it is the noun modified by the longer phrase 予定に影響する可能性のある: “a blocker that could affect the schedule.” あれば あれば is the conditional form of ある, the verb used for the existence or presence of nonliving things. 障害があれば means “if there are any blockers” or, more literally, “if blockers exist.” The conditional pattern N があれば is useful for saying “if there is/are N.” 教えてください 教えてください is a polite request meaning “please tell me” or “please let me know.” 教える means “to teach” or “to tell/inform,” and its て-form, 教えて, followed by ください, makes a request: V-てください means “please do V.” Here the requested information is the presence of any relevant blockers. Putting the parts together その後 sets the time: “after that.” 予定に影響する可能性のある障害 describes the relevant things: “blockers that could affect the schedule.” あれば makes their presence conditional: “if there are any.” 教えてください politely asks the listener to report them. The complete meaning is: “After that, please mention any blockers that could affect the timeline.”

4. 主な障害は、法務チームの承認を待っていることです。

   The main blocker is waiting for approval from the legal team.

   主な

   main

   障害

   blocker

   法務チーム

   legal team

   承認

   approval

   待っている

   waiting

   ことです

   is the fact that

   More detail

   主な means “main” or “principal” and appears directly before the noun it describes. It is the fixed attributive form used here; in this sentence it identifies the obstacle as the principal one. 障害 means an obstacle or blocker. Japanese nouns do not obligatorily mark singular versus plural, so the form itself does not encode a number; here the fixed translation presents it as the main blocker. In the preceding context, the same word is used for blockers that could affect the timeline. 法務チーム means “legal team.” It is a compound noun: 法務 refers to legal affairs, and チーム means team. The particle の after it links this team to the following noun, giving the relation “the legal team’s …”. 承認 means “approval.” It is a noun here, and 法務チームの承認 means “the legal team’s approval.” The following particle を marks this approval as what the waiting applies to. 待っている comes from the verb 待つ, “to wait.” Its ている form presents the waiting as an ongoing situation or current state: 承認を待っている means “is waiting for approval.” The form is not the noun 待ち; it is the inflected verb 待つ in a ている construction. ことです follows the clause 承認を待っている. こと nominalizes the clause, treating “waiting for approval” as a fact or situation, and です gives that statement a polite copular ending. The pattern Xは、Yことです can therefore identify X as the situation described by Y, though the exact natural translation depends on the surrounding wording. Putting the parts together: 主な障害は sets “the main blocker” as the topic; 法務チームの承認を待っている describes the situation of waiting for the legal team’s approval; and ことです presents that situation as the explanation of the topic. The whole utterance means: “The main blocker is waiting for approval from the legal team.”

5. この会議の後、誰が法務チームに確認すべきですか。

   Who should follow up with them after this call?

   この

   this

   会議

   meeting

   後

   after; later

   誰が

   who (subject)

   法務チーム

   legal team

   確認

   confirmation; checking

   すべきですか

   should ...?

   More detail

   この means “this” and points to a nearby or shared item. It directly modifies 会議, so この会議 is “this meeting.” The form この is used before a noun; it does not stand alone as the demonstrative pronoun here. Example: この文書 means “this document.” 会議 means “meeting.” It is a noun and can combine with time expressions such as 会議の後 (“after the meeting”) or 会議の前 (“before the meeting”). Here, の links the noun to the following time expression: この会議の後 means “after this meeting.” 後 means “after” in this time expression. A useful pattern is Nの後 = “after N”; for example, 仕事の後 means “after work.” Its meaning here is temporal, not “the back” of an object. 誰が asks who performs the action. 誰 is “who,” and が marks that person as the subject of the question. The question therefore asks which person should carry out the follow-up, rather than what action should be done. Example: 誰が来ますか。 means “Who is coming?” 法務チーム means “legal team.” 法務 refers to legal affairs, and チーム means “team.” In this sentence, the following particle に marks the party being contacted or checked with: 法務チームに確認する is “check with the legal team” or “confirm with the legal team.” The surrounding context also identifies the legal team as the relevant party for the follow-up. 確認 means “checking” or “confirmation” here. It is a noun that commonly forms a verb with する: 確認する means “to check,” “to confirm,” or “to follow up and verify.” For example, 資料を確認する means “check the materials.” The target sentence uses 確認 before the following すべきですか, so the combined form expresses that someone ought to perform this checking. すべきですか asks whether something ought to be done. すべき is the form used in the pattern V-るべきだ, meaning “should” or “ought to”; with 確認する, the reusable pattern is 確認すべきだ (“should check”). ですか makes the statement a polite question: 確認すべきですか。 means “Should [someone] check?” The subject is supplied by 誰が, so the full question asks who should do it. Together, この会議の後 sets the time as “after this meeting,” 誰が asks for the responsible person, and 法務チームに確認すべきですか asks who should check or follow up with the legal team. The complete meaning is: “Who should follow up with them after this call?” Here, the fixed translation uses “call,” while the Japanese wording explicitly says “meeting”; both identify the follow-up time, and “them” refers to the legal team identified in the sentence and context.

6. 私が対応できますが、まず最新版の文書が必要です。

   I can do it, but I need the latest document version first.

   私が

   I (as the subject)

   対応できます

   can handle it

   が

   but

   まず

   first

   最新版

   latest version

   文書

   document

   必要です

   is needed

   More detail

   私が identifies 私 (“I”) as the subject and uses が to mark the participant who can take the action. This is a direct subject marking pattern: [subject]が + predicate. The fixed translation confirms that the speaker is the person who can do it. 対応できます means that the speaker can handle or deal with the matter. The form is the polite potential form of 対応する, “to handle/respond to”: 対応する → 対応できる → 対応できます. The potential form expresses ability or feasibility, while できます is the polite form used here. Example: 私が対応できます。— “I can handle it.” が connects the first clause to a contrasting second clause. In this sentence it corresponds to “but,” rather than marking the subject. Japanese が can therefore mark a subject after a noun or pronoun, as in 私が, or connect clauses, as here; its function comes from its position and the structure around it. まず means “first” or “first of all” and places the need in priority order. It modifies the following statement: before proceeding with the matter, the latest document version is needed. Example: まず確認します。— “I’ll check first.” 最新版 means “the latest version.” It is a noun formed from 最新, “latest,” and 版, “version/edition.” In 最新版の文書, the noun 最新版 modifies 文書 through の, giving “the document’s latest version” or, as intended here, “the latest version of the document.” 文書 means “document” in a relatively formal or business-oriented way. It is the noun being specified by 最新版の: the sentence concerns the latest version of a document, not merely any document. Example: 文書を確認します。— “I’ll check the document.” 必要です means “is needed” or “is necessary.” 必要 is a noun/adjectival noun meaning “necessity” or “necessary,” and です gives the statement a polite form. The construction [thing]が必要です says that something is needed: 最新版の文書が必要です。— “The latest version of the document is needed.” It does not by itself state who will provide it. Together, 私が対応できます says “I can handle it,” and が contrasts that ability with the requirement that follows. まず最新版の文書が必要です says “but first, the latest version of the document is needed.” The complete utterance is therefore: “I can do it, but I need the latest document version first.”

7. 今日、誰かにそれを送ってもらうよう頼みます。

   I'll ask someone to send it today.

   今日

   today

   誰かに

   someone

   それを

   it

   送ってもらう

   have someone send

   頼みます

   ask

   More detail

   今日 means “today.” Japanese time expressions such as this commonly appear without a particle when they say when an event happens. Example: 今日、働きます。 means “I will work today.” 誰かに contains 誰か (“someone”) plus に. In this sentence, に marks the person being asked—the person who is expected to send the item. 誰か is an indefinite pronoun: it identifies an unspecified person, not a particular person named in the sentence. それを contains それ (“that” or “it”) plus the object marker を. Here, それ refers to the item already understood in the context, and を marks it as what is sent. The demonstrative forms are これ (“this”), それ (“that/it”), and あれ (“that over there”); the correct choice depends on the relevant demonstrative relationship, not simply on the noun’s grammatical role. 送ってもらう combines the te-form 送って of 送る (“to send”) with もらう (“to receive”). In this pattern, the speaker presents themself as receiving the benefit of another person’s action: “have someone send” or, more literally, “receive someone’s sending.” 送る is the dictionary form; 送って is its te-form used to connect it to もらう. Compare 送ります (“send/will send”) with 送ってもらいます (“have someone send it for me”). 頼みます is the polite non-past form of 頼む, “to ask” or “to request.” The non-past form can refer to a present or future action; here the fixed translation makes it future-oriented: “I’ll ask.” A common pattern is 人に…よう頼む, “ask someone to …”; the person marked by に is the addressee of the request. Together, 誰かにそれを送ってもらうよう頼みます means “I’ll ask someone to send it.” よう after the clause それを送ってもらう turns that intended action into the content of the request. Adding 今日 places the asking on today: “I’ll ask someone to send it today.”

8. そうすれば、予定していた締め切りまでにまだ終えられるはずです。

   Then we should still be able to finish by the planned deadline.

   そうすれば

   then; if so

   予定していた

   had planned; scheduled

   締め切り

   deadline

   までに

   by; no later than

   まだ

   still

   終えられる

   can finish; can complete

   はずです

   should; is expected to

   More detail

   そうすれば means “then” or “if so,” linking this result to the situation just mentioned. そう refers back to that situation; it does not name a new action. A reusable pattern is そうすれば、... for “if so, ...” or “then, ...”. 予定していた modifies the following noun. It is based on 予定する (“to plan” or “schedule”): 予定していた uses ていた, a past form describing something that had been planned or scheduled. Here it describes the deadline, not the act of finishing. For example, 予定していた日 means “the day that had been planned.” 締め切り is a noun meaning “deadline,” the time limit for completing or submitting something. A commonly seen written variant is 締切. までに marks the latest time by which an action is expected to be completed: “by” or “no later than.” まで marks the endpoint, while に marks it as the relevant time. For example, 五時までに来てください means “Please come by five o’clock.” By contrast, まで without に can mark how long a continuing action or state lasts, as in 五時まで待ちます (“I will wait until five o’clock”). まだ means “still” here. It shows that completion remains possible at this point, despite the surrounding situation. It does not by itself say that completion has already happened. 終えられる is the potential form of 終える (“to finish” or “complete”), so it means “can finish” or “be able to complete.” The られる ending expresses ability here, not passive meaning. For example, 今日中に終えられます means “I can finish it today.” Japanese does not state the subject in this clause; the fixed translation identifies the intended subject as “we.” はずです presents an expected or logically supported result: “should” or “is expected to.” はず expresses an expectation or conclusion, and です gives the expression a polite style. Here it presents finishing as expected, rather than as a mere possibility or an absolute guarantee. Together, そうすれば introduces the condition or assumed situation, 予定していた締め切りまでに sets the planned deadline as the latest completion point, and まだ終えられる says that completion remains possible. はずです presents that outcome as expected. The whole utterance means: “Then we should still be able to finish by the planned deadline.”

9. 会議の後、決定事項の書面による要約を送ります。

   After the meeting, I'll send a written summary of the decisions.

   会議

   meeting

   後

   after

   決定事項

   decisions

   書面による

   written

   要約

   summary

   送ります

   will send

   More detail

   会議 means “meeting.” It is a noun and can combine with の to modify another noun or noun phrase. Example: 会議が始まります。—“The meeting begins.” 後 means “after” here. In 会議の後, 会議 is linked to 後 with の, giving the time expression “after the meeting.” 後 can also mean “later” or “behind” in other contexts, so its meaning comes from the surrounding phrase. Example: 食事の後で話しましょう。—“Let’s talk after the meal.” 決定事項 means “decisions” or “matters that were decided.” The compound combines 決定 (“decision”) with 事項 (“matter/item”). Here it refers to the items settled in the meeting. Example: 決定事項を確認します。—“I’ll check the decisions.” 書面による means “written” or “in writing” when it modifies the following noun. による is the attributive form of による, and 書面による describes something supplied in written form or through a written document. によって is a related form used in other grammatical environments; it is not the form observed here. Example: 書面による回答を求めます。—“I request a written response.” 要約 means “summary.” It is a noun and can also be used with する as 要約する, “to summarize.” Here, 書面による modifies 要約, so the phrase means “a written summary.” Example: 内容を要約します。—“I’ll summarize the contents.” 送ります is the polite nonpast form of 送る, “to send.” Japanese nonpast forms can describe future actions; here, the time phrase 会議の後 and the fixed translation give it the future meaning “will send.” The polite ending ます makes the statement suitable for a professional setting. Example: 後で資料を送ります。—“I’ll send the materials later.” Together, 会議の後 sets the time: “after the meeting.” 決定事項の書面による要約 is the object: “a written summary of the decisions,” with の linking the decisions to the summary. 送ります states the action: “I’ll send [it].” The complete meaning is “After the meeting, I’ll send a written summary of the decisions.”

10. それで、全員が次のステップを明確に把握しやすくなります。

    That will help everyone stay clear on the next steps.

    それで

    so; as a result

    全員

    everyone

    次の

    next; following

    ステップ

    step

    明確に

    clearly

    把握しやすくなります

    becomes easier to grasp

    More detail

    それで connects this sentence to the preceding point: after sending the written summary, “so/as a result” the stated benefit follows. It is a connective expression, not part of the noun phrase that follows. 全員 means “everyone” or “all the people concerned.” It is a noun referring to the whole relevant group; the sentence does not specify the group’s size. Example: 全員が来ました。— “Everyone came.” Here が marks 全員 as the subject of the following predicate. 次の modifies the noun that follows it. 次 means “next” or “following,” and 次のステップ therefore means “the next step.” Japanese の links this modifier to a noun. Example: 次の会議 — “the next meeting.” ステップ is a loanword meaning “step,” here in the sense of a step in a process. The phrase 次のステップ is plural-compatible in English context: Japanese does not mark this noun for English-style singular versus plural, so the fixed translation’s “next steps” is a natural rendering of the process-related meaning. 明確に is the adverbial form of 明確だ, “clear” or “unambiguous.” It describes how the grasping is done: “clearly.” The adjective-like form 明確な can modify a noun directly, as in 明確な説明, “a clear explanation”; 明確に modifies a verb or predicate instead. 把握しやすくなります expresses “becomes easier to grasp/keep clear.” 把握する means “to grasp, understand, or get a clear handle on” information. Its form before やすい is 把握し, the ます-stem of 把握する. The pattern verb stem + やすい means “easy to verb,” while verb stem + にくい means “hard to verb.” For example, この説明は理解しやすい。— “This explanation is easy to understand.” なります is the polite non-past form of なる, “become.” In this pattern, verb stem + やすくなる means “become easier to do”: やすい changes to its adverbial form やすく before なる. The polite ending ます presents the statement in a courteous style; the non-past form can describe a future or generally expected result, as it does here. Together, それで links the result to the preceding written summary, 全員が marks everyone as the subject, and 次のステップを marks the next step(s) as what is grasped. 明確に把握しやすくなります says that it becomes easier for everyone to grasp them clearly. The complete meaning is: “That will help everyone stay clear on the next steps.”