TELE Dec eimiewn Liartiah | English for ey esttsy aL eh ath) a hy See ce a ee i |English for Presentations EXPRESS SERIES Marion Grussendorf OXFORDPace 2 auusee g Contents NT TE, Ej Lot's got started EJ Today's topic EJ My next slide shows . As youcan u ‘see from this room EY Tosumup. I Any questions? ‘APPENONK Tost yourself Transcripts A-Zword ist ToPKCS Welcoming your audience Introgucing yoursett and the topic Dealing with nervousness Body language Tips on presenting to at English-speaking audience Presentation tools Using approximate numbers Creating effective visuals Prosentng visuals effectively “ypes of visuals Describing graphs and charts Interpreting vsuals Ts for describing vends Concluding a presentation ‘Strategies fora good conclusion andling the question and answer session USEFUL PHRASES Opening a presentation Structuring a presentation Organizational detats(alkng about timing, handouts, questions) Getting te audience's attention Signposting (phrases to organize Your presentation) Talking about ficult issues Refering to other points ‘aiding ideas Introducing visuals Saying numbers The rule of six Emphasiing importat points Making contests and describing results Talking about visuals Talking about trends (ver tenses, adjectives and adverbs) ‘Summarizing the main points Making recommendations Phrases for elective concusions Using your voice efecivey (stressing words, making pauses) Dealing with questions ‘Asking polite questions, ‘Anticipating questions Dealing with interruptions Reforming questionsi Let’s get started pelow and make a note of the answers Then tell the group what you found = ae ” © How often doyougive + presentationsin your job? © Who do younormal present to? (Colleagues, customers, other firms eto) ® When was the last time you gavea Presentation in English? Was ita success? Ityes, why? H not, why not? Explain your answer, TF @ tow doyouteotabout presenting in ‘foreign inguage? @ Think ofan oxcollont (or torrible) ‘resentation that you have attended. What madeit good (orbad)? 21. Listen tothe opening sentences of the three presentations and complete the table. Presentation ran vrsertaions Presenter’ name Preserte’s position /lunction Topic of presentation ho Is the presentation for?2 Listonto the openings again and complote the sentences. z Presentation + 1 «let me thank you all for being here todey. 2 Let me myself. My name is, 3. Pmhere today to our new semi-automatic shelving system. 4 Mytalkis relevant to those of you who forthe different parts we supply. Presentation 2 5. 'm happy that so many of you could today at such short 6 As you can see on the our today is project documentation. 7 This is extremely for all of us who are directly in international project management, right? @ Presentation 3 8 Im that you all have very tight +80 | appreciate you taking the time to come here today. 9 Asyou know, my name is... 'm the new manager here at Weston Ltd. 10 Today's topic will be very important for you as since your help to evaluate and select candidates for training. 3 Putthe sentences from abovein the correct category (ad). a saying what the topics: welcoming the audience: © saying who you are: 2 4. saying why the topic is relevant forthe audience: Now put a-din the order you would use to start a presentation.UNIT. Lets ge stated 4, Match these less formal phrases with the more formal phrases inthe table. What | want to do todays. Ok, shall we get started? Today 'm going to talk about .. ‘Move formal ood afternoon, ladies ané gentlemen “Today I would lke 10... Let me just stat by introducing myself. My name is .. tsa pleasure to welcome you today. In my presentation | would lke to report 00. The topic of today’s presentation | suggest that we begin now. "im amare that you all have very tight schedules . 5, Now practise the openingof a present flow chart. Introduce yourself Welcome audience SENTATION, Welcoming the audience ‘Good moming afternocn, ladies and gentlemen, Hello/Mi, everyons Fist of all. let me thank you all for coming here today, 1'm happy/ delighted that so many of you could ‘make it today. Inewdicng ooret Let me introduce mys. Dave Ewan fom Forthose of you who dt krow me, my name’ ~ As you probably know i the new HR manages Im head of ogists here at Ar Spars. 1m herein my fancton athe Heed of Controing know you are all very busy .. Is g00d to see you all here, AS you know, I'm .. Hi, everyone. In my tak tet you about... ess formal jon. Use phrases from the box and follow the WISE Expiain why audience will be interested Say what the topicis ‘Saying what your topic is ‘As you can see onthe screen, our topic today i. Today's topicis Wihat It like to present to you today. The subject of my presentation is ~ Exotaining why your topic is retevant for your audience ‘My talk is particularly relevant to those of you/us who .. Today's topic is of particular interest to those of vyou/us who ‘My/The topic is very important for you because .. By the end of this talk you will be familiar with. Remember to use words like we, us, and our to highlight common interest. 78 UNTA Lets getstaned STRUCTURING A PRESENTATION (4) ‘Most formal ~ and many informal ~ presentations have three main parts and follow this simple formula: | 1 Tell the audience what you are going to say! = Introduction 2 Sayitt = Main part 3 Tell them what you said! Conclusion ‘There are several ways you can tell the audience what you are going to say. | would ike + infiitive will + iofinitive Today PdUiketo tellyou about our new plans. "begin by explaining the junction. This morning Vd lke to bring you up to date on ‘I startoffby reviewing our progress. ‘our department. Alter that, IMmove on to my next point _g2ing to + infinitive willbe + ver -ing Pm going totatk to you today about new "Ube taking about our quidelines for Internet use. developments in the R & D Department. During the next hour we"t be looking at the This oftemoon M'm going tobe reporting on the advantages of his system. new division. 6 complete sentences s-8 with the correct form of the verb.and 2 sentence ending from below. YoU on the proposed traning project you up to date on SEKO's investment plans you how the database works “You an-overiew oF eur present marker position ‘at business opportunities in Asia on our financial targets for the division by telling you about what Jane's group is working on about EU tax reform 1 give Today 'd like to_aive you an overview of our present market position, 2 show Ml be showing tak During the next two hours well be bring Pd like to report This afternoon fm going to a update Today I like to look This momingwe'lbe begin Today I'lUmira Lees get stares STRUCTURING A PRESENTATION (2) The purpose ofthe introduction s not only to tell the audience who you are, what the talk is about, and why its relevant to them; you also want to tel the audience (orefy) how the tak i structured, Here are some useful phrases to talk about the structure. Pvedivided my presentation into three (main) parts: x v, and 2, {In my presentation PU focus en three major issues. First (ofall), be looking at... second. and third. J The most common way to structure r_vegin /startoff by explaining + a presentation isto have three Then /Next/After that, 'l 90.07 to ‘ain parts, and then subdivide Finally. Il offer some solutions. ‘them Into (three) smaller sections. 7 « Bc evaunyu ‘ompletethe sentences with the words in the box. after + ali * areas © divided © finally » start * then © third IMlbe talking to you today about the aftersales? service plans we of. by ee __ my talk into three descriving the vatious packages in deta main parts.Fistof_____, "il go on to show you some ‘tell you something about the history of our case studies 2,1 discuss how company. _S that describe ‘you can choose the best pan to meet your how the company is strtureé and aly customers’ nezcs, tive you some detais about our range of products and services. {like to update you on what we've been working on over the last year. I'l focus on three main 7: fist, our joint verture in Asia; second, the new plant in Charleston. Ané $, our redevelopment projet. ‘omplete the sentences with the prepositions in the box. about * at * for * into * of * on © to + with Thank you coming all this way. Wve divided my presentation three parts. First of all, I'l give you an overview. our finencial situation. First, we'll be looking the companys sales in the last two quarters. In the first part of my presentation Ill focus the current project status. Point one deals APG's new regulations for Internet use. Secondly, I'l talk ‘our investment in office technology. After that I'll move on the next point.0 UNIT. Lets get stares 9 Q__Theproject manager of a construction company is giving a presentation tohis colleagues. Put the sentences in the right order. Then listen and check @ This moming Id lke to update qT you on the current status of work at the construction site, The information | give you today should help you with planning your next steps. For those of you who don't know me, my name is Gordon. Selfridge. Let me just write that down for you. OK. I'm the project manager in charge of the Bak Tower building project in Dubai. ve civided my presentation into three pars. 1) d Hello, everyone. e Then I'll move on to the problems we're facing with our local suppliers. First of all, let me thank you for coming here today. 'n aware that you'te all busy preparing for the annual meeting this week, so | really appreciate you taking the time to be here. g "llstart off by showing you some photos of the building site and discussing the progress we've made since January. h_ Wytalk should take about 30 minutes. Please feel free to interrupt me at any time with questions. i Pllend with some ideas for reducing labour costs that we've been looking into. Oh, and don't worry about taking notes. I'l be handing out copies of the PowerPoint slides, Now put these pointsin the order in which Gordon mentions them A 6 ate on. current s 5 reducing labour costs update om curr problems with lécal statis supplies £ ‘ handout after W questions during Presentation presentation OK progress made since presentation Jmaary three main partsONT Lets get stated a2 10 Look againat these sentences from the presentation and replace the highlighted words with ‘words or phrases from the box. after that © begin « I'm © realize © responsible for + sections © turn 1. IML start off by showingyou .._llbeginty showingyou nw 2. IVe divided my presentation into three parts. 3. For those of you who don't know me, my name Is Gordon Smith, 4 Then [ll move on to the problems .. 5. U'mthe project manager in charge of our Dubai building project. 6 'maware that you all busy preparing for the annual meeting |The final part ofthe intreduction deals withthe organization ofthe tak: how long it will last, whether ‘there will be handouts, and how questions wil be handles. Timing ‘My presentation will take about 20 minutes. It should teke about 30 minutes to cover these issues. Handouts oes everybody have & handout brochure/ report? Please take one, and pass them on. Dow’t worry about taking nates. "ve put all the important statisies on a handout for you. "lve handing out copies of the PowerPoint slides at the end of my talk. "email the PowerPoint presentation to you. Questions There will be time for cuestions after my presentation. {you have any questions, feel fre to interrupt me at any time Feel free co ask questions at any time during my talk. 14. Matchthe two parts to maketypical sentences from the introduction. 1. Forthose of you who don't know me, a. to take notes. Everything is on the handout. 2 Feel freeto \ about 2 minutes 3. This wor't take more _['m Bob Kay in charge of the software division. 4 Milbe passing out d_ ask questions at any time. 5, This part of the presentation will take efor questions after my talk. 6 Ill start off by giving you Fan overview of our product range. 7 There's no need handouts in a few minutes. 8 There wil be time h than 20 minutes of your time.42° urs 2 12 I@E Let's get stated Listen to the beginnings of four presentations. Which one starts with: 2 arrhetorical question? © an anecdote? ban interesting fact? d_ a problem to think about? Listen again and complete the sentences. 1 ; Lwas sitting in the waiting room at the dentists the other day when | one of the that was lying there. something very interestn z you worked in ¢ small to medium-sized company and were for making people in your company aware of health and safety issues, How wwould you 3 _____that the number of possile ways of playing the first four moves per side In a game of chess is. 4 So, let me start by -Why should we introduce a double quality check here at Auto Spares & Parts ..2 Well, I'm here today to _ THE AUDIENCES ATTEN! Experts say thatthe fist few minutes of a presentation are the most important. Ifyou are able to get the ‘audience's attention quickly, they willbe interested in what you have to say. Here are a few techniques, you can use to start your talk. ‘Ask a rhetorical question Tell them a story or anecdote Ie market research important for brand I remember when lattended a meeting in Paris, evelopment? Ata conference in Macro, was once asked the (Do we realy need quality assurance? following question ‘Start with an interesting fact Give them a problem tothink about ‘According oan atl read recent, cenialbanks Suppose you wanted to set upa new cll centre. are now buying euros instead of dollars. How would you go about it? bid you know that fst food consumption hat Imagine you had to reorganize the sales Increased by 600% In Europe since 2002? department. what would be your ist step? 13 Match items rom the three columns to make attention-grabbing openings. 1 Didyouknowthat that cant afourletterword, Who would you tlfist 2 lead in ananicle compete with tne Chinese? by eliminating one olive trom each somewhere salad served in fist.clas? 3 hase American Acne saved Ofcourse we can! $40,000 987 4. Canwerealy you won a milion euros. tend to agree with that What presentation topics could you use each of the openings above for? Choose one of the ‘openings and use it to practise the introduction of atatk.UNIT Love get started 43 14. Putthe wordsinthe right ordor to make sentences with expressions from this unit shall OK get we started my today subject presentation of satisfaction is the customer will presentation thirty my about take minutes Issues on three focus rit by looking of status will the current project we the start at that did know popular China car is this very in you 15, Putthe notes inthe correct order, then prepare two openings of apresentation: a formal one anda less formal one, Use the checklist for introductions below if you need help. y 8 a B. Miller, i . product manager, antes: Promotional video FIT-Healthcare P 6 ee relevant for sales three parte ladies and gentlemen. staff ° ¥ produces new wellness products ' questions at end welcome, ete. CHECKLIST FOR INTRODUCTIONS. 7% 1 Welcome the audience. 7 2. Introduce yourself (name, position function). WY 3 State your topic. 7 4 Explain why your topic is important for the audience. 1 5 Outline the structure of your talk. 7 6 ‘What comes when?’ say when you'll be dealing with each point. 7 7 Letthe audience know how you're organizing the presentation (handouts, questions, etc.) 16 Nowit’s your turn, Think of a talk you have given or would like to give and use the checklist to prepare your introduction. Try to use phrases from this unit,44° UNITA Lets tet started Read this article froma website on business communication and discuss the questions which follow. oa Dealing with nervousness The American author Mark Twain once put itlike his: There are two types of people: those tha! are ‘nervous and those tha are las.’ So, ance you accep that almest| everybody who gives praten- tation — whether formal or inka long or short, to srangers or colleagues ~isnervous, then you jst ‘need fo ind ways to deal with nervousness and even learn how tout tte your advantage. Le’ first look at ways to deal wih and reduce nervousness. 1. Prepare well. Failing to prepare is preparing to fal’ Preparation isthe key toa succesdtul Presentation. Nothing willelax you more than knowing exactly what you want fo say and having proctised saying it, Make sure you pracise your talk unl you fel at home with it~ then you can concentrate on other things. 2 Learn to relax. Doing siretching or breathing exercises. ie ee cece: ‘One example: before your pretentton st €: comfortably with your back straight. Breathe in slowly, hold your breath for about five seconds, then slowly exhale. You can relax your fecial muscles by ‘opening your eyes and mouth wide, then closing them lightly 3. Check out the reom. Make yourself familiar with the place where you will be speaking. Arrive carly, walk around the room, and make sure everyhing you need for your tolkis there. Proctse using ary equipment fe.g. microphone, video Projector, OHP} you plano work with, 4. Know your audience. f possible, gee! your cudience as they arive ond chat with thom, Ite be easier to speak io people who ore not complete stronger 5. Concentrate on the message. [ry 1 focus onthe message and your audience ~ not on your own fears. 6. Visualize success. Imagine yoursll specking fo your audience in o loud and clear voice. Then visualize the audience applauding loudly tthe end of your talk as you smile Use the steps cbove to reduce nervousness, but also remember that being nervous in’ bad. Many ‘experienced presenters say hot you can olso use your nervousness fo give you that exra energy that you need fo give a good performance What other tips can you think of for dealing with nervousness? How do you deal with nervousness before or during a presentation? How do you prepare your presentations?4 Today’s topic is EEE? this quiz about body language. Sometimes more than one answer is possible. YOU’RE GIVINGA PRESENTATION 1 Howshould youstand? 5 How should you keepeye contact, Arms crossed on chest. with the audience? bb Straight but relaved. 4 Make eve contact witheach individual © Knces unlocked often, 1b. Choose someindividuals and look t them 2 What should you do with, as often as possible yourhands? ¢ Speedonmmooneroud hence. 2 "Pat ands on ips B Patonchand ins pst 6 stom tat soul euspeak? © Reephandsy yours. About20%mor only tan eras 3 Howcan you emphasize something? b Jatasfastasina 2 Pon ing atthe ain normals, 8 Mov orlern owan show ht someting Faster than na nora Use pointer to draw atenion @ inerintfac 1TH sould you coves 4 What shoud sou do when you te chan? evo? © tyniingecalenl 2 Holdapo orcas your banda. & byeasingame b Wa becand rth © Bymalinghan oraem © Look tie ip char o seen peste or inp (mot atthe ausiere) points Discuss your answers with a partner. Howmuch do you think personality and culture influence your body language during a presentation? @ 1. Listentothese excerpts from four different presentations. Write the number of the presentation 8 next tothetopic. short-time work insurance merket handbooks transport regulations Now decide in which presentation(s) the presenter is: * informing the audience about something: ‘© suggesting some solutions to a problem:38 wir ® 2 = @4 Today’ tepicis. Listen again to how the presenters talk about the purpose of their talks. Complete the sentences, 1 What handbooks more user-friendly. today is to make some suggestions on how we can make out 2 The of my talk is to provide you with information on the in the insurance market in the last few months. 3 What! this morning is to show you how we could reorganize our working hours. 4 The is to bring you up to date with the latest changes which will be introduced oon january 1. Use the notes to write sentences which can be used to state the purpose of a presentation. (Putin prepositions and atherwords where necessary.) 1. purpose of talk today /update you /new developments/R&D 2 what | want to do/present alternatives /existing booking procedures 3 myaim/show/how cut costs/IT support 4 objective of presentation /give overview British job market 5, ourgoal/determine /sales targets/next year here today/report/company's investment plans ‘An expert is talking about the Traffic Support Centre (TSC) in her city. Listen to the talk and put the points betow in the order she mentions them. what the TSC does (main activities) how traffic data is collected why the TSC was started how motorists benefit ftom the system how traffic information is given to motoristsUNT2 Todays topicis... 47 Now listen to the presentation again and complete the sentences. OK, _—__' the background and the reason we developed the programme. Any questions? OK. So, * to the next point and take a closer look at the Traffic Support Centre itself 3, the TSC was set up in 2001 to help traffic low more smoothly and basicaly to make the lives of motorists easier. In this part of my presentation 4 you about the centre's activities, how we work exactly and how motorists benefit from our services. So, abrief overview of the TSC’s activities. Our main activities are to collect, analyse, and communicate trafic information. After collecting traffic data from a number of different sources, we analyse them and then we inform the media, the police, or other authorities, and ~ last but not least - the motorists. (..) This now leads us to 8. How does the TSC collect data? Traffic-monitoring equipment has been installed across the main tratfic routes, which helps us gather real-time information on traffic speed and traffic flow. Additionally, we use variable traffic sensors and cameras. We also work together with other partners and authorities, for example the Police, traffic officers, and the media. Let me show you a few examples of how this works. (..) 7 collecting data. S to the next issue. How do we communicate information to motorists? We do this in a number of ways: by using electronic road signs. the Internet and radio, and state-of- the-art telephone technology. (..) Let me now come back to 1. The TSC wants to make the lives of motorists easier. So, in what ways does the motorist benefit? Well... first: through real-time information about the traffic situation. Second, through better advice about alternative routes. Third, through safer roads and less driver stiess,18 UNIT2 Todays topic is. 5, ‘Signposting’ phrases are used to help guide the audience through a presentation Complete this box of useful phrases with highlighted phrases from the presentation in exercise 4. SIGNFOSTING ‘Saying whatis coming 1 lathis part of my presentation, Id ike totell you about 2 ‘Moving on tothe next point This leads directly to the next part of my talk Indicating the end ofa section This brings me to the end of my second point. Let’ go back to what we were discussing earlier. 9 ‘Summarizing a point Vé like to sum up the main points. Let me briefly summarize what fe seid so fat 6 Make‘signpost’ sentences using elements fromeach column. 1 Before! move on tomy come back to next question. next point, 2 This brings the issue point, which is price. 3 This leads let me go this question later. 4 Let’s now turn to we were discussing our new sales strategies. 5 As Imentioned to the next 2 brief overview of our activities. 6 Me liketo before, I'd lke to give you earlier. 7 Let's go back to what us directly to my through the m: more. 8 As | said earlier, Fl be focusing on of customer service,8 Write the sentences using expressions with as UNIT2 Today's topics 7 Complete the sentences with words from thebox. back * covered * discussing * inform leads * main points * sumup * wanted Let me now summarize the 2 Wewill be our sales targets today. 3. Inmytakk Pit you about new marketing techniques. 4 Before | move on, let me just what I've sald so far 5 Ithink we have everything for today. 6 OK, that’s all! to say about time management. 7 This directly to my second point. 8 Let's go to what I said at the beginning of my presentation. EXPRESSIONS WITH AS and the information in the notes. Add missing words ‘As youall know, = where necessary. As Ive alieady explained, {As I mentioned before /earter, 1 we/no budget for new software/this year (| mentioned As pointed out inthe first section, .. this before] As you can see, ‘As mentioned before, we have no budget for new software this year. 2. Tony Dale/new marketing manager/ print media (you all know this already) 3. cant operate from local aiport/because no permission (| seid this atthe beginning of my talk) 4 choose between two options (\ explained this ten minutes ago) 5 sales have increased/ 10% since beginning of year (you can see this on the slide) Q Amanager is updating her group on some problems they've been having with one of the company’s product lines. Listento this excerpt from her informat presentation and say whether the following sentencesare true or false. Correct the false sentences. 1 The company is having problems with their new men’s cosmetic products The problems are in three areas: supply, distribution, and production. ‘She identifies two problems inthe area of supply: the plastic bottle supplier can't deliver the quantity they need and the quality of the bottles is poor. They have had to return around 14% of the bottles. 5. They have to take care ofthe supply problem soon or they'll have trouble with Father's Day sales. 1920° UNT2 Today’ topics. 10 completethese sentences from the presentation withthe correct form of verbs from the box. % Then listen again to check. accept * cope * deal * have * identify * prevent © run * solve ‘As you probably know, we. cumently___ dificulties Vdlike to quickly 2 the problems ‘with our new men's cosmetic line and then make some suggestions on how we can__ with the consequences. We've been trying to with these problems - the delays, the poor quality ~all along, but so far we've not been able to find ways to 5 them from happening again. lrwe ? (rot) our supply probiems within the next two weeks, we into serious trouble It's clear we can ne longer continue "wih respect a bik chritnas Mets, to * tese conditions. TALKING ABOUT (DIFFICULT) ISSUES {think we fist need to idently the problem. OF course well have to clarify a few points before we stat. We will have to deal with the problem of increasing prices. How shall we cope with unfair business practices? ‘The question is: why don’t we tackle the distribution problems? If we dontt solve this problem now, we'l get into serious trouble soon. ‘We will hve to take care ofthis problem now. REFERRING TO OTHER P\ Ts {7d lke to mention some citcal points in connection with /concerning payment. There are a few problems regarding the quality. With respect/regard to prices. we need more details. ‘According to the survey, our customers are unhappy with this product [ADDING 10¢As In addition to this, 6 like to say that our IT business is going very well ‘Moreover Furthermore, there are other interesting facts we should take a look at. ‘As well as that, we can offer excellent conditions. ‘Apart from being too expensive, this model is also too big, To increase sales we need a new strategy plus more people.11 12 13 14 Unit 2 Todays topic is Choose the correct verb to fit thesentence. 1. How are we going to Solve/deal/tackle with delivery problems? 2 Idon't think we can cope/tackle/toke care with fewer people. We think its important to identify /deal/cope the problems now. Who will take care/deal/tackle of our business clients? We have been trying to cope/solve/take care the software problem. Before me go on, let's identify/clarfy/solve this question Complete the sentences with the words from the box. according to * apart from * concems * moreover + regarding * with regard 1. Ill give you an overview of some figures to car exports. 2 .'d like to tell you something about the new software. 3. Let's now turn to the next question which customer service. 4 a few spelling mistakes, the new brochure is very good. 5 Let me give you some details ‘our Chinese factory. 6 the handbook, the scanner is user-friendly. Put the words in the right order to make sentences with expressions from this unit. move now to point next let's on the all topic as today is you know our globalization inform is 10 aim about my latest you the developments be additionally figures discussing most will we the important said brief give | you earlier a I'll 25 overview study customers according with this it satisfied to our are It’s your turn now. Propare the main part of a presentation using phrases from this u Use the checklist to help. CHECKLIST FOR THE MAIN PART OF A PRESENTATION Y 1 Briefly state your topic again. YZ 5 Signal the end of each part. YL 2 Explain your objectives). J 6 Highlight the main points. 3. Signal the beginning of each part. 7 Outline the main ideas in bullet-point form. J 4 Talk about your topic. 8 Tell listeners you've reached the end of the main part. aTeday'stopicis Infomedia, a US telecommunications company, expects all employees to give presentations in English. Read this text from the newsletter of an Infomedia subsi questions which follow. Glear and simple structure Remember that your audience willbenefit ‘most froma very clear and logical structure. Don'toverload the audionco and try to use simple language. Your introduction ‘Some experts say his isthe most important part of your presentation. In the frst few minutes you can get your aucience's attention, build rapport, and create a positiveimpression. Topic and objective Clearly say what tho topic and objective (or purpose) of your talk is. Repeat the topic and objective at some later time. Signposting Let the audience know at al tmes what you want io do and how youwantto doit. This method is common in the American business world so use it! Cana jiary in Asia and discuss the ‘As you ll know, INFOMEDIA has been able to establish some important new business contacts with partners in the US this year. This also means that the need for Englishin meetings and presentations has increased. That's why we have asked our American colleague Aled Hughes from ‘our Miamioftice to share a few tips with us, Repeating new information Always repeat new details. This helps your ‘audience to remember them and ensures ‘optimal flow of information, ‘Summarizing points Atthe end of each section summarize the main facts to make sure everybody is folowing, Interaction with the audience ‘American audiences expect direct interaction. Sotreat them as individuais; show them that you care about their individual needs Presenter’s role The presenters often considered asimoort- antas his or her topic, andthe presenter'srole '3 to make sure the presentation —evenone ona dry topic interesting and entertaining, Toachieve this goal American presenters, often use their personalties more and tend to be more enthusiastic than poopie from many other parts of the world. Which of these tips do you find most useful? Can you add any other tips? Have you ever presented to an American audience? How different are American audiences from those in your own country?ie ba My next slide shows... Do you know the English names of these media and tools used in presentations? sa sn 3 When, if ever, do youuse the above media and tools in presentations? Which do you find the most effective? Why? {1 Lsten tothe threeextracts from presentationsand tick (7) the media used. 1 2 3 flip chart whiteboard PowerPoint slide24° UNITS My nextslide shows <2 Nowlisten to the presentations again and complete the sentences. Presentation Take a look at 2 They clearly how a combination of two significant external factors affected ‘our business in the first of this year. 3 Miljust write some onthe ___and then we will go on to discuss the next point. Presentation 2 4 OK. Lets now at our new magnetic ski rack Matterhom which was launched in August. fa 5 Onthe you will see an of the Matterhorn Kas, Presestation 2 6 These arethe for Europe for the _ three quarters of this year As you here, we've had a very successful year. & To highlight our success even further, let's to the 2003 figures on the previous 9 Let me just ___toit Match the two parts to make sentences used to refer to media. 1 Onthe next page from this picture, the design is absolutely new. My next slide shows customers have complained about the service. As you can see how much the market has changed, a b c Let me just show you some d_ Ill show you our latest poster, r g h To illustrate this, at the figures on the next page. which shows the market development in 2005, interesting details. you will see a photo of the new XTK model. Let's now have a closer look Here we can see haw many Ihave a slideUNIT My nex sideshows... 28 SAYING NUMBERS | Numbers, espe long ones are often dificu forte audience to understand, Tito say numbers slowly and clearly, and point at them wile speaking. 2m two millon 235m? two hunéred and thirty-five square metres 1.bn_ one point six>ition 98% ninety-eight per cent Remember that 11 we usea comma in English to stow thousanes and a point to show the decimal place. jon’ oF 10 billion’ (not 2-milions/so-bilions). 'x70 pounds? (nt 2-million dellar/370 pound) 2 we say'2 3 we say'2 milion dollars’ 2 one-third, three-quarters ‘€150,000 one hunéred and fifty thousand euro(s) | @ 4 How do you say nese numbers English? Writethe numbers out in ful. Then tstentocheck nso 1 251 5 $19.62 6+ 2 7,489 7 175m? 8 L24o000 3° 3.8bn 4 €4gm ___ si 9 72 ) 5 _Listentothe three presentations and ill in the missing numbers below. Car salesin 2004, ast & and quarter Now open-plan office sstquarter__and quarter _ + dimensions: Germany 19,600 * area: cy —_—_? + 12th loor Non-€U ‘+ move on 15 February Hota roms - international quality aoteraey Pvenie €367 » Rome > Paris €206 > New Yoke 225 > nian Fill in the blank stide (4) with some key numbers and present them toa par26 UNITS My nex ste shows 6 itisotten bettertouse approximate numbers in presentations as they are easier for the audience tounderstand and remember. t the following words in the correct column in the table. alittle less than * about * almost * approximately * around « just over * just under * nearly « roughly © well over = (ess) +4/- (about the came) + (wore) Rewrite the sentences replacing the exact numbers with approximate ones using words from the table. Give at least two alternatives for each. 1 Last year we sold 90,083 mobile phones in italy Last year we sold allittle more than /just over 90.000 mobile phones in Italy. 2 14.8% of the people asked said they were unhappy with the new design. 3, We will be spending €1.98m on this technology. 4 Our laboratory says the ideal temperature is 18.1°C, 5 It will cost $3.97 to produce this item, 6 The new office is 389m’. 7 00k at this short excerpt from a presentation and the twoexamples of PowerPoint slides on the next page Which slide is more effective? Why? let's ook at the biagest car manufacturer in China, SAIC The neat slide shows some figures for 2007. SAIC manages a network of 55 subsidiaries and 63 joint ventures for cars and parts. The group employs more than 60,000 people and produced 89,000 vehicles in 2007, _generating sales of ebout $22 billionUNIT Ny pox slide shows... 27 ‘SAIC Group 2007 2007-Car Production of SAIC in China D subsidiaries 55 D jointventures: 63 + has 55 subsidiaries and 63 joint ventures > employees: 60,000 + employs more than 60,000 people ‘D vehicles: 800,000 + produces about $00,000 vehicles + generates sales of $12 billion When presenting text on overheads or PowerPoint sides, itis a good to use the rule of ix which means: + amaximum of six lines per aide + amaximum of sis words per tine | FF you stick to tis rule, you won't risk overloading your bullet cats with too much information. ©. 8& Ustentothe two short excerpts from presentations. Complete the stides and find headlines, + more Oe = customers can change colours ____% wait and see’ ~___ colours to choose from ‘circular shelving. . design Se never Se yes, immediately Now isten again and complete the sentences below. 1 letsnow hii 2 to three new design features. 3 is that customers can change the colour 2 Well | think you'l agree that the results are 5 —___ nearly 35 per cent said 6 So, 228 uNTa 10 Ny next side shows... [EMPHASIZING IMPORTANT POINTS: Using a verb (stress, emphasize, etc) Ii ike to stress the folowing point. Id like to draw your attention to the latest figures. 10 lke to emphasize that our market position is excellent. Using what What is realy important is how much we are prepared to invest. What we should dois talk about intercultural problems. ‘Match the two parts to make sentences. 1 What I'd lke to do 2 Id like to highlight the 3 So, what are the reasons 4 I'd like to point out how 5, It’s interesting to note that 6 I should repeat that our 7 What we can’t do is 8 So, just how good Rhetorical questions So, just how good are the results? So, where do we go from here? Why do say that? Becaus Advotb + adjective construction It would be completely wrong to change our strategy at this point. We compared the two offers and found the first ‘one totally unacceptable, | think this fact is extremely important. important advertising is for us. for our success? this model is selling quite well in the US. turnover last year was excellent. is discuss the latest sales figures. is the quality of these programs? ‘main problem areas. increase our budget. Complete the sentences with the correct adverb-adjective construction from the box. extremely dangerous © absolutely safe © incredibly cheap highly interesting « absolutely necessary » surprisingly good * completely useless 1 What we should remember is that this chemical process is 2 It’s to win new customers, 3 Thisisa to improve the quality of our products if we want point. 4 You will be pleased to hear that our turnover last month was 5 Unfortunately, we found that some of the test results are 6 'm pleased to say that the crash test shows that this system is, 7. Right now this item only costs $1.50 ~ | think that’s11 12 UNIT Ny next slideshows... 29 First complete this excerpt from a presentation with words from the box. Then listen and check. let's talk about * draw your attention © have alook © its quite remarkable * ‘onthe otherhand * the figures also show that * you'll see* can we explain 1d now lke to te the regions where poverty has been reduced. f you look at the bar chart on the let. that the proportion of global population living on less than $1 a day has dropped. _ — in South Asia the proportion of extremely poor people has been reduced from 41 to 31%, how much progress has been made by China. . poverty has increased in many parts of Africa, Latin America, and Eastern Europe. How __ ____‘ this uneven development? at the latest study from the World Benk. To answer this question, we'll Fir ® the figures that indicate global progress. Are these words and expressions used to make contrasts or describe results? Put them into the correct category. onthe other hand thus although however consequently therefore ‘here aa result despite while nevertheless Making contrasts Describing resultsUNIT My net slide snows . 13 14 Now choose the correct word to fit the sentences. 1. Online banking is mainly used by our younger customers. Many of our older customers consequently /however/therefore find it difficult to handle modern computer technology. 2. However/Whereas /Although the euros quite strong, we managed to increase our exports to the US. 3, Whereas /Therefore/Despite we made a profit of $249,000 last year, this year's profit is only $110,000. 4 Onthe other hand/Despite/Although the growing demand, we didr't sell more cars than the year before. 5, We have to pay more for oll and gas. Consequently/However/Despite our products have become more expensive. 6 Poster campaigns are extremely important, Thus/On the other hand/As a result we also need advertisements in daily newspapers. Putthe words in the right order to make sentences with expressions from this unit. at closer table let’s look this a have graph you next see quarter first figures can on sales for the the almost European sell 30% countries we products other to of our attention draw your facts like I'd to to following the surprisingly able we good despite were achieve to software results problems stress change is important I'd how to like this ounuwne It’s your turn now. Prepare bullet charts based on your own data (ortake information from the first three of the following ‘Summing up’ texts onthe next page). Find an effective headline for each bullet chert and present them to a partner. CHECKLIST FOR VISUALS Prepare each visual carefully and separately. Check whether the visual really shows what you are saying. Make sure your audience can read the visual (font size and colours). Find effective headlines. Keep design and content simple. Use bullet charts for text. Reduce text toa minimum. Always prepare audience for visuals. Present information clearly and logically. Remember the rule of six. NNNANSNAAASUNITS Ny rex slide shows What is important when presenting visuals? Which opinion(s) doyou agree with? LOUTPUT | ares Hamiton Marketing Manarer I think to be effective a good visual must focus on only a few points. It’s important not te have too much information on one slide or transparency Slide overload is bad because people will then spené time reading the slide rather then listening to the preserter. I normaly use bullet points to structure Information ~ | neve: write complete sentences. Headlines are important too. eth Salis, Real state Manager In my opinion the presenter s the focus ofthe presentation - not the visuals. The key purpose for using a viual sid isto help the audience understand the topic better. So the visuals should only be used to support the presenter's message.A process-flonchart slide, for example, helps people understand visually what you are describing verbally. Ife visual distracts the audience's attention from what you're saying, its useless. ‘ism Ls, Expert Marager ‘Above all, a slide or an overhead must be readable. If the audience cant read the slide, they will soon give up. That's wy font sizeis very important. lt should be as large as possible, 'd say at least 24. And ssametimes i's also a good idea to use different colours to highlight c some points. Using many different colours can be confusing though. ‘arara James Market Resenrchor What you say and what you show should always go together 100%. ‘So when youte not taking about the slide, it shouldrit be visible. | always switch off the cisplay when I'm taking about something that has nothing to do with the side. if people are busy looking at the slide, they aren listening 10 What youre saying. i's better to use the -key to return to a black screen or replace the slide with some form of wallpaper’ such as a company logo. aver anche, ancl Aalst =) Formers very important that the presenter speaks to the | audience and doesrrt read to them! The speaker must make eye: > cantact and not watch the monitor or screen while he or she Is. talking. | think it's extremely boring when someone just reads slides word for word as if it were an essay or something, A “Tony Benet, Meda Constant, Its called ‘Death by PowerPoint’ when people use so many sound effects and animations that the audience's attention is completely taken away from the delivery of the message. | think PowerPoint is ‘a fantastic tool, but just because it has 50 many effects you dorit ave to use them all, Overuse is overkill here What kinds of tools and visuals do you normally use in your presentations? What tips can you think of for using visuals effectively?1 As you can see from this graph . EXEEETT] What are these visuals called in English? Match the numbers to the descriptions. bar chart flow chart ple chart table map organizational chart/organigram technical drawing line) graph 4 7 EX) = EB) «(70,7 Lecce ec Which of these visuals would you use to describe: ‘@ your companys market share? the steps to be followed from order placement to delivery ofa product? © your company's new organizational structure?UNIT 4 Asyou can se from this graph 1. Listentocxcerpts from three presentations and say what visuals are used. Presentation Presentation 2: Presentation 3: Now listen again and complete the sentences. Presentation: 1 Thenext_____shows the__by age in our company. 2. You can see that the biggest (.) indicates the of employees in the age group 30 t0 50. Presentation 2 3 Let's now at the sales figures over the past five years 4 The keyin the bottom comer shows you which colour which area. 5 OK, so Id like to first ____ your attention to the sales figures for France - that’s the blue line here. Presentation 3 6 Now I'd like you to at this next which shows how the cost of living developed in Europe between 2003 and 2007. 7 Ifyou took at the on the + YOU will see that the highest increase was in 2001 with a rise of 2 TALKING ABOUT VISUALS. The fist rule of preparing effective visuals Is that they should be clear and easy for the audience to follow. However, sometimes it is necessary to explain a more complicated visual and itis always necessary to Point out the most important information. Explaining a visual Highlighting information Let's now look atthe nest slide which shows Idlike to start by drawing your attention to First, let me quickly explain the graph What I like to point out here is You can see that diferent colours have been used to _ think youll be surprised to see. indicate «. {dike you to focus your attention on ‘The key in the bottom let-hand comer shows you .. Lets look more closely at Which is the box: teume eRe across the top? down the left side of the slide? | on the left? in the upper right-hand comer? | across the bottom? a | on the right? a334 | UNIT As youcan see Fom this graph 3 Match the two parts to make sentences used to talk about visuals 1 Let's now havea look a. shows our revenues sinces 2004, 2. The black line gives us the next pie chart 3. Each line on the graph indicates, at how the new division willbe structured. 4 Inthe upper right-hand commer d_ attention to the figures in the left-hand column. 5, The graph on the following slide you can see the specifications for the TP model. 6 Now I'd like you to take the sales figures for the VW Fox. 7. The names of the new models are listed g_table on the right. 8 You can see the test results in the ha look at the next slide. 9. This aspect of the problems illustrated ini the production output of a different product. 10 Md like to draw your j_ across the top 4, Aneadof department from a private medical insurance company is telling colleagues from the Italian parent company about last year’s health spending. Look at howhe describes this pie chart, and complete the gaps with words from the box. account * amount © attention * divided * see * shown * surprised » total This pie chart shows our total health spending for the last year and how it is ‘among the various health sector areas. Let’s begin with the biggest area, which is, in green, We can that 31% of our total health spending ‘went into hospital care last year. The second biggest area with a of a3%is ‘other spending’ - that's the red segment here. It includes dental services and home health care. | think youll be __ to see that nearly the same ® ~ that's 22% — was spent on doctors and clinical services. This was mainly because of the increase in medical technology costs. I'd now like to draw your to the prescription drugs which 8 for 10% of our total costs, ‘Total Meath Spending pesegtone PERSE esnnitrion — gcarang ae __ © omUNIT 4 Asyou can seeftom this graph. | 38 5 Twopresenters are describing graphs. Listen and complete the graphs. Passenger Volume (nition) Systex Success Story in theusnd unis) S| led oo woof Ta Fem War Ap Way Jun Jul hug Sep a a 6 complete these sentences from the twoexcerpts with words from the boxes. Es ‘Then listen again to check. Prosontation decline © fall * fluctuated + picking up * reached * rose * slumped 1 As you can see here, passenger numbers between 2.1 and 2.3 million in the first four months. 2. They even __moderately in May .. 3. Injune you'll notice a sharp in passenger numbers... 4 Passenger traffic to about 1.5 million of almost 40%. 5 Asa result, ticket sales started in july. 6 By the end of September passenger numbers had just over 2 Procentation 2 increase + rocketed + rose * stood * went down 1 The figure by about 50,000 in the following year. 2. In 2005, however, sales to.rmillion... 3. 2006 even saw a further in sales to 1.3 million .. 4 As expected, sales again in 2007 and at just over a million at the end of the year.96 | UNIT As youcan see Fom ths graph... ipward, 7 These verbs are used to describe movement or trends. Put them in the correct categor downward or other form of movement. climb * deciine » decrease * double * drop » expand « fall » fluctuate * godown * goup * grow © hit alow « increase © pickup « plunge ® reach ahigh « recover * remain stable * rise © stabilize * stay the same Downward \ Upward # Other TALKING ANOUT TRENDS (PAST SIMPLE AND PRESEN We use the past simple to talk about 2 movement or trend which happened in the past and is now Finished. Signal words for the past simple are last month/year, in January, ftom 1997-2001, during the vil crisis, ec. In April the rate of unemployment rose to 5 million. Between May and July our export business almost doubled. ‘In 2003 alone China’s car production increased by 85%. We use the present perfect to talk about 2 movement or trond which started in the past but is not yet finished. Signal words are since (since August), for (for five years), this month/year or expressions with over (over the past six months). The number of German investors hasdeclined since 1998. (tis still declining ) The US economy has grown rapidly over the past four months. (cs still growing ..) Note the difference between rise and raise to tise (without an object) to raise sth (with an object) Petrol prices rose again in May. The oil industry raised prices last year. The number of tourists has risen to 2.6 million. The European Central Bank has raised interest rates.UNIT 4 —Asyou can see from this raph... | 37 Use the notes to make sentences in the past simple or present perfect. 1 telephone costs/rise /since January Telephone costs have risen since January. 2. sales/drop/at the beginning of the year 3. energy consumption /increase/ over the past 30 years 4 gas prices/go up/last month 5 number of customers /grow/since 2004 6 surprisingly /interest rates /fal /yesterday 7 TBN's share price hit 2 low/after the crash in 1999 8 online bookings /double/since May last year 9 between May and luly/order volume /fluctuate Rewrite sentences 1-6 to express the op} 1 Telephone costs have fallen since January. Read the following sentences and check whether rise and raise have been used correctly. Hfnot, correct the sentence. We haven't raised prices since 3 January 2003. Unemployment raised to a record high at the beginning of this year. Why did they rise their rates last December? Train fares have risen by 5% in the past two years. Interest rates will raise again this year. ‘The company rose the dividends in March. anewnea8 | UNT Asyou anse fomthis ah 10 Choosethe correct verb to fit the sentence. + Productivity has hit a low/has gone down /fell in November 2 Output climbed up/has improved /recovered since 2003. 3. Alter the takeover in May sales grew up/have decreased /plunged. 4 This year our market share raised/has grown/ dropped down by 10%. 5 Staff numbers have doubled/rose up/have raised this year. 6 {In 2004 sales have climbed /slumped /have risen. The sentences below can be used to describe the graph on the right. Putthem in thecorrect order. Thenlisten to check. 2 InJune, however, the programme's market share plunged to 6%. Over the next three months, the figures continued to rise steadily and reached record levels each month: 11% in July, 12% in August, and 14% in September. ©The next graph shows the market share of Lifestyle Today for the frst six months after it was launched in April 2005. ¢ This drastic decline hes a simple cause. We lost a large part of our audience to live transmissions of two major sporting, events: Wimbledon and the Confederations Cup. ¢ Asyou can see, we started off with a rather low market share of about 7%. f Fortunately, this was only @ temporary setback. 8 Audience ratings improved significantly, climbing to 10% in May. Match words from columns A and 8 to make word collocations from the text. a 8 drastic significantly improve setback rise steadily temporary deciineUNIT Asyoucanseefromtiseaph. | 38 ‘TALKING ABOUT TRENDS (ADJECTIVES AND ADVERBS) Adjectives + nouns ‘Adverbs + verbs There was a sudden increase in prices. Sales increased slightly in summer. In August, we notice a moderate fall. ‘Over the past two years the number has cropped significantly. ‘This was followed by a gradual dedine. Last month the rates rose sharply. 12 Complete the sentences with the correct form of the verb /adverb combinations in the box. ‘The symbols indicates what kind of movementiis described. decline slightly + decrease steadily » fall dramatically © grow considerably * increase-lightly rise sharply 1 The line graph shows that tumover has ncreasedslahtly since May. —¥ 2 You can see here that interest rates at the beginning of 2004. \, 3. Over the past sixmonths, sales 4 The oil price ater the fire in an oitield. 7 5 The number of online stores this year. 7 6 Oursdes tre die 00015] 13 _ Rewrite the sentences using an adjective + noun expression and one of the sentence beginnings from the box. There was/has been ... + This was followed by... » We have seen .. 1. Turnover has increased slightly since May. ‘There has been a slight increave In turnover since May 2. Income fell sharply last year Thi was followed by a 3. The number of jobs has declined drastically this year. 4, Hotel rates dropped slightly in Munich. 5. Tourist numbers increased suddenly 6 Social security costs have grown steadily40 | UnTr4 As youcansee fom ts sath 14 15 16 Sometimesit is necessary to interpret the visual, for example by explaining the reason behind a fact (the cause) or consequence (the effect). Use words from each column to make sentences. 1 There are several caused for the decrease in productivity. 2 We chose this method has led anew overtime policy. 3 The resulted by the collapse of one of our partner firms. 4 Ournew policy reasons Of this move was @ drastic increase in our costs. 5. The slump was thanks to to.a significant rise in sales. 6 Downsizing and in a drastic fall in staff numbers. 7 We increased our prices | because ‘our sales went up! 8 Ouroutputhas doubled | result we needed reliable figures. Which sentences above explain: cause? effect? Complete the presentation extract with the correct prepositions from the box. around * at * between * by * from * in * of * to until “The graph shows our online sales figures for the EU market * 2006. In the first quarter, online sales averaged 2 50,000 and 52,000 euros. In April, sales increased 3 62,000 euros and remained steady ‘the end of the second quarter. n the third quarter ‘a sharp 5 61,000 to 87,000 euros, an increase & almost 50 per cent. In October and November, sales fluctuated __ the 85,000 euro mark. This was followed by a slight dectine in December, with online sales falling S10 per cent, reaching 73,000 euros 2 the end of the year.” Put thew« isin the right order to make sentences with expressions from this unit. 1 chart percentage our of pie share the the market shows 2 travel 2006 according costs since risen the have sharply to study 3. rates 0.5% beginning year the the interest were of raised by at 4 June rise in dramatic 15% in was there costs transport a of 5. low December our in hit @ productivity 6 decline by poor situation the economic the was causedUNIT 4 As you can se from thie graph 17 It's yourturn now. Either describe one of the graphs in thisunit ordescribe a graph or chart Cg of your own. Try touse words and phrases from this unit to present the visual. CHECKLIST FOR USING VISUALS (GRAPHS & CHARTS) 7 1 Make your visual as clear and easy to understand as possible. Start by telling your audience what the graph chart illustrates. Highlight the key points. Say why these points are important (and explain the cause or effect) Use different verbs to express movement/development. Use the same key words and phrases you used on your bullet charts. NNANANN aunun What advice would you give someone who has to describe trends on graphs and charts? Work with a partner to makea list of tips. Then read what advice James & Gillham, an international firm providing financial services, give on their intranet. J&G rc) Presentingtrends thik about erumberot EB Provide anintereretationct ne and tina visuals you se dortt ‘raph’s movement. The audionce ce werd it Remember lessis wants te know why there are ups developments is our often mere and downs in tne grapn, whet need alternative axpressior lescrbe is very complex. escibe similar develop imply t. Divide the graph into dai business. Here Boo towing be graph or they mea. oe whet J] eosome guideines Sy 2thtnmcntuxes EJ ove meno wen H yolane tone Pec eureneacnoyea " preccraureprantece i whenyounextusea _ reds ennn vray then kre H srephorchertinyour Eo sanetinete fidence ena. tk i go ec nete Ee eee te Microsemtinternet oolorer Which of the tips above were on your list? Which are new? Which of the tips do you think are the most useful? How often do you have to describe charts or graph most frequently in your presentations? Enel 1? Which types of visuals do you useTo sum up ... Ea Look at these final statements from different conclusions. Which ones do you find most effective? Work with a partner te rank them (1 = most effective, 8 = least effective). 2 Thank you very much for your attention. b In conclusion, I'd like to highlight our company's highly innovative products. So, to put it in the words of the famous H. Gordon Selfridge, “The customer is always right.” d- Well, | don't know whether this was helpful but Ii lke to leave it here. © We have all the facts. Let's get to work now! f The one last thing I'd like to say itts your choice. = So, that’s all | have to say. | hope you havertt all fallen asleep! hy Toconclude, | want to come back to that story I told you at the start of my presentation and say one word: apple pie! What do the presenters try to achieve with the different endings? n of a presentation and answer the questions. 1 What was the brief? 3, What is the best solution? 2 What are the options? 4 What does the presenter recommend?UNITS Tosumup... | 43 2 Lookat these sentences from the presentation and put them in the correct category in the table. Vl just run through the three different options .. We'd suggest Now Il be happy to answer ary questions you may have. Wed therefore recommend that we... Before | stop, let me go through my main points again. Weel, this brings me to the end of my presentation, ‘CONCLUSION OF A PRESENTATION Signalling the end of the presentation ‘Summarizing the main points Recommending or suggesting something, Inviting questions Now add these phrases to the table above. ‘a. Thank you all for listening. In my opinion, we should ... © We just have time for a few questions. To sum up then, we .. € Ok, | think that’s everything | wanted to say... ” élike to run through my main F Are there any questions? points again .. Asa final potnt, I'd ike to {Tm now nearing the end of my talk j Just to summarize the main points of my talk .. kk What I'd like to suggest is ..4 | unTs To sumup 3_ Unscramble the sentences to make typical sentences from 3 conclusion 4 Well,/the end of/today/brings me/to/my talk/that 2 Before I/key issues /go over/the/stop, /let me /again 3. As.a/means/let me say/ for us/ what this/final point, 4. Finally /lke to /issue /highlight/1'd /one/key 5 To sum/looked at/ product range/up then,/the new/first/we 6 That/logisties/just about to say/about/! wanted everything /covers 4 Completethe sentences with words from the box. come back * figures we have * final point « briefly summarize © my opinion * now approaching * suggest that * to highlight 1 iflmay the pros and cons 2 Based on the a vit is clear & that we must act quickly. q 3 Well, 1m the end of my VY talk. 4, Ok, Pd now lke __the key g figuies. . Let me make one . 6 In ___, we need a new sales ‘ stratesy. - i ey 7 Let me tothe key issue, 81 ‘we work together with our French partners. 5 Use the notes on the next page and follow the flow chart to practise the end of two talks. signal the summarize _Mishlight Make your engotyeur op eHeY > Sept > sane) a aussons talk points ; statement . pointUNITS To sumup... | 45 Update on new software project talked about delays with first trials & how were dealing with them reviewed partners inoled in project/how we can work with them most effectively” 10 —wherewe gofrom here = Key point: IRG Design the next ote leiewoWvedl important i to success of project! (alot of experience inthis area, good — reputation for quality) & 6 tistentofourconclusions and say which technique is used in which presentation (1-4). Technique Presentation Call to action Story Question Quotation Which sentences (2d) come from which presentation? Write the number of the presentation inthe box. Then listen again and complete the gaps. a So, this opportunity to get ahead of our competitors? b I'd just like to, former US president Bill Clinton once said: ‘You can put wings on a pig, but you don't make it an eagle’ 6 - Set up an appointment with our project manager and our SAP consultant and we can work out the Best Practice solutions that suit your business. d I told at the start of my talk the sales meeting in Vienna with the disappointed Japanese businessmen? that knowing your entire product range is the key to success. [EFFECTIVE CONCLUSIONS. Using questions Refering back to the beginning ie? a; loreshan wap eve eer: Remember what | said at the beginning of my talk today? Let me just finish with a question: If we don't wel do it, won't somebody else? Let me just go back tothe story Itoid you eater. Remember, ‘Quoting a well-known person eons cl, Calling the audience to action beso well ara Ba SSE So that's the plan. Now let's go and put it into practic! So now i's your tum. To put itinthe words of ‘ Now let’s make a real effort to achieve this goal!48 [UNTS Tosumip. 7 Match the two parts to make final statements from conclusions. 1 Toputit in the words of Albert Einstein, ‘Look for your choices, pick the best one, 2 | would like to finish my talk then go with it” 3. Let me go back to b_ with an important question. 4 So, now its ¢ about the new branch in Tokyo? 5 Remember that story | told you d_ get down to work! 6 As the famous basketball coach Pat Riley what | said at the start of this talk. said: f ‘The important thing is not to stop questioning.” 7 OK, and now let's 8 upto you. & complete the sentences with prepositions from the box. about * by * for * in * on * out through * to 1 Based what we know, we can optimize our procedures. 2 my opinion, we should go ahead with the project. 3. OK, this brings me the end of my talk. ‘4 What does this mean__ our business? 5 Let me just go the key issues again. 6 We found that our sales force needs more support. 7 Well, that's all| wanted to say__ strategic planning. 8 We saw that the delays were caused ___ technical problems. Use the clues to complete the crossword purse. 44 | would lke to begin my presentation with a -. rom o great leader. 55 Anagram: TGUSSGE F B 6 J will now. some important points for discussion. 9 Another verb for‘summarize’ 10 OK, that’s ..!wented to tell you about new technologies. 5 4 What’ the prepesition? Let me run... the iE 7 F main points again. 2 After weighing the pros and .., we think a merger would be the best option. 3 The most important points or the. issues. 7 Another word for target" /'m sure we can reach this 8 These results are excellent. They show that we are on the right.UMTS Tosumup. | 47 USING Your VoIce eFrecrivety How you say something is often just as important as what you say. You can use your voice and the way you sivess words or make pauses in sentences to make your presentation more interesting and easier for the audience to follow. Stessing words ‘By emphasizing particular words or parts of words you create ceriain effects. Notice how you cen change the meaning of 2 sentence by putting the stress on a cifferent word, We oll know that this isan extremely difficult market. (is more than just dificult) We all know that this isan extremely dificult market. (you and | agree on this) We ell know that this is an extremely difficult market. (but they don't) Making pauses You can use pauses to slow your pace down and make your sentences easier to understand. Group words Into phrases according to their meaning and make pauses between the phrases. ‘In my opinion we should go into other markets. In my opinion // we should go // into other markets. On the other hand, the figures prove that we are on the right treck. On the other hang, // the figures prove / that we ave on the right track. 10 Look at the clues in brackets and underline the word which should be stressed in each sentence. 1 Clearly, we need to look at this again. (it's obvious!) Clearly, we need to look at this again. (twice wasn’t enough) We will never get such a perfect opportunity again. (this is our only chance) We will never get such a perfect opportunity again. (but perhaps the competition will) I'd like us to work out a strategy. (and nobody else) I'd like us to work out a strategy. (a plan is important) There hasn't been a dramatic increase in production costs. (but there has been an increase) There hasn't been a dramatic increase in production costs. (the increase was in personnel costs) 9 | think we've made a good start. (but you might not agree) 10 | think weve made a good start. (but there is still a lot to do) 11 This is not the only option. (There might be others) 12. This is not the only option. (I have a better one) 39. Sales this month have been quite good. (But not brilliant) 14 Sales this month have been quite good. (We are pleased) 15 Where do we go from here? (| have absolutely no idea) 16 Where do we go from here? (Normal question) Now work with a partner and practise reading out the sentence pairs with the correct stress. Can she or he hear the differencein meaning?48 | UNITS Tosumup Finally, let me come back to the key points of my talk. | told you that in the first quartes, more than half, or 52%, of our revenues came from overseas. This is in line with the targets we set out in 2004 when we decided we wanted to continue to rely on averseas markets, especially China, to keep growing. In the past three months, we've added more new customers in China than in any other country. Now what are our targets for the next few months? The first major step will be the introduction of our PayPal payment service in China, And then we will focus on finding customers in existing markets, such as the US and Germany, who haven't tried buying from our website yet. 11 Read the following text. Underline the words which you think should be emphasized and use double slashes (//) for pausesin the sentences. Then li n and check, 12 Put thewords in the right order to make sentences with expressions from this unit. 13 _t'syour turn now. Follow the checklist to practise making conclusions. Try to u summarize me important let the results most points again go Id through like to the main opinion strategy sales to our change my we in have recommend market focus Asian Id that we the on now end presentation approaching I'm of the my all now put let's practice into it phrases from the unit CHECKLIST FOR CONCLUSIONS 1 2 3 4 NNNANS Signal the end of your talk ¢ 4) Summarize the key points. Highlight one important point. Explain the significance, Make your final statement.UNITS Tosumup On his website, the American presentations guru Charlie F.Elroy, talks about his strategies for good conclusions. io Microsoft internet xalorer Don't forget that last impressions are just as important as frst impressions, personally think the end of your talk is even more important than the beginning because people tend to remember most the last thing that they are told. Make them listen! Wren you move from the main partto the conclusion, use. sertence that signals to the audience that now they really have to sit up and listen! Make a fasting impression! Your conclusion s the place to make sure that you have planted the key ideas of your talkin your listeners’ minds. Don’t miss this opportunity! was owe een 8] Carte F oy Hete are some of my strategies for eifective conclusions: 1 Summatize the main points This the most widely used method but borrriring!! However, sometimes you wil find i's the best strategy. Just sum up the mein points you have covered in the middle section. 2 Quote a famous person Quote something from a famous person that fits the content of your talkand useit as a final statement. You can find lots of quotations on the Internet. If you can'tfind ane, make it up. AAs long as it fits, no one will ever know, 3 Ask a provocative question or make a surprising statement [Ask a question which surprises, shocks or provokes your audience ~ anything to make them think and to make lasting impression. Or you can just say something unusual, unexpected. or even shocking to help support your key points 4 Use the ‘sandwich’ technique Think of your presentation 2s sandwich with two slices of bread (introduction + conclusion) and the cheese in the middle (main part. The ‘sandwich’ strategy means that you have a connection between the beginning and the end of your tak. If, for example, you start tolling joke or (funny) story inthe introduction, stop at an exciting moment and move onto the main part. Then finish the steryoke in the conclusion. 5 Thank the audience Fugeddaboncit!* Forget standard phrases such as “Thankyou very much for your attention ‘or Thank you for listening’. After a good presentation, itis the audience who should be thanking you! I + = Forget about it Make a good last impression: Which tips do you think are the most useful? Which are not useful at all? Why do you think that? Can you think of any other strategies for making good conclusions? How might cultural differences between you and the audience affect the way you end a presentat Do you remember a conclusion you found particularly effective? What cid the presenter do? tion? | 49°?, Any questions? Work with a partner. Ask each other the questions below and make a note of the answers. Then tell the class what you found out 2 Do you prefer questions during or after the presentation? Why? 2 How do you eel about the question period at the end of a presentation? How do you prepare for the question period? How do you deal with questions you don’t want to answer? What do you do if you can't answer the question? How do you deal with dominant participants? Do you remember a presentation in which questions were handled well/badly? What do you think went right /wrong? Listen to four excerpts from the que: jon phase of a presentation. How does the presenter deal with the questions? Tick (V) the correct box TTT es ‘She answers the question. ‘She doesnt answer. | She doesnt Know the answer. She doesnt understand the question.UNIT Anyqvestions? | $1 2. Listen again and complete the sentences from the present 1 And now I'll be any questions you may have. Yes? You were talking about software problems. What exactly by that? Well, ____ that the new software is being tested at the moment. Does that answer your question? 2 telling us whether the new software will help to improve our company’s image? I'm afraid | dortt ——— ® 3 Ihave Its about the piloting stage. Which division will start piloting the software first? IFyou , I'd prefer not to discuss that today. . there will be a meeting next week where that will be decided. 2° 4, You spoke about special training courses earlier. how they will be organized? Sorry, that's not my field. But I'm sure Linda Cole from the training department that quest DEALING WITH QUESTIONS Asking for clarification If you do not understand the question, politely ask the person to repeat or ex 1'm sorry. Could you repeat your question, pleese? 1'm afraid | didn’t quite catch that 1'm afraid 1 don’t quite understand your question. Avoiding giving an answor Sometimes you may not want to answer a question, perhaps because it's the wrong time fori or the question i irrelevant. When avoiding giving an answer, make sure that your tone of voice is [riendly and your reply is polite. Ifyou don't mind, Id prefer not to discuss that today. Peraps we could deal with this ofter the presentation/at some other time. ‘Tm oftaid that's not really what we're hereto discuss today. ‘Admitting you don’t know the answer Ityou don’t know the answer to a question, be honest and say so. Offer to find out or name a person who ‘an answer the cuestion. ‘Sony, that’s not my fleld. But 'm sure Peter Bott from Sales could answer your question. {'m afrai | don’t know the enswer to your question, but I'l try to find out for you. ''m afraid 'm not ina position to answer that. Perhaps Maria could help.52 | UNTS Ary euestions? 3 4 Match the two parts to make sentences. + Good point, but "'d prefer a your question please? 2 Perhaps we could b- deal with this at some othe 3 Could you repeat off the top of my head. 4 Um afraid that’s d_ not to discuss that today. 5 I'm sure Ns Major € answer your question? 6 Sorry, don't not my field. 7. I'mafraid | don't know that 8 could answer that question for you. 8 I'm afraid I'm not hina position to comment on that. ‘9. Does that i understand your question. Now decide which of the sentences above you can use to .. ‘a ask for clarification: b_ make it clear you dontt want to answer the question: ¢ admit you dor’t know the answer: Complete the dialogue with phrases from the box. Then listen and check. Could you give us * Does that mean * Are there any questions * Go ahead + Excuse me * No,no, not at all » | suggest you speak to I'd be interested * Would youmind * May | ask Presenter 2 Susame Yes, |have a question. 2? some background information on Track ire? Presenter Certainly. They're one of the leading manufacturers of outdoor equipment in the UK with more than 35 factories worldwide. Tim » telling us why youve chosen them as partners? Presenter 4, The answer's quite simple. We were very impressed with the quality of their products and their prices are very attractive. Annette $a question? Presenter Yes, of course. Annette = 7 to know what their terms of payment are. Presenter t'matraid | can't answer that question. __* Sylvia Baker - she would be the right person to ask. Alex », You mentioned a London offic. i we do business through them? Presenter That's right. We need to discuss the details though.ASKING POLITE QUESTIONS There ae different ways of asking questions in English, If you want to be more polite (and less aggressive), tis better to use less direct questions. rect questions Less direct questions When do you plan to move to Geneva? Could you tell me when you plan to move to Geneva? What isthe project status? Do you mind fl ask what the project status is? Note that in polite questions iti often necessary to change the word order or add words tke i or whether What's the current project status? > Can you tell me what the current project status is? Isthot the firal decision? > Could you tell me whether/if that's the final decision? ook at the que 1e bubble and use the words given to make them more polite What you think 4 Ate there any other options? 2 What would that mean for us? 3. How do we compare with other firms? 4 Will we cooperate with our branches in the UK? 55 How did she arrive at these results? 6 Ave there any figures to back this up? What you ask 1 May ask 2 Do you mind telling me_what that would mean for us 3. May! ask - 4 Can you tell me 5 Would you mind telling me 6 Could you tell me a Of course. Basically we have two alternatives, Well, first ofall, more work for each of us. © Yes, we will. I've already contacted the London office d Yes.As | said earlier, ll be passing out handouts with the latest data Very well. At the moment we are market leader. f Notatall. They are based on the latest study.84 | UNT6 Any cuestions? ANTICIPATING QUESTIONS: you know your topic well and know who your audience i, it s possible to anticipate most of the {questions that wll be asked. When preparing your presentation, always try to make a list of questions you erect to be asked, Some of the most commen questions will be something like: What has to be done? How long does it take? How much does it cost? Is there a deadline? What are the alternatives? Do we get support? Who wil be responsible? What can go wrong? 6 Work with a partner. First think of a topic you both know well (e.g. an update on acurrent project or plans fora new project). Work separately to write four or five questions about the topic. Thenuse the flow chart to practise asking and answering your questions. A A ‘Aska question Gottely. — © say that you domt ©) asses th © check that ® understand. See understands your ‘Ask to repeat. ee answer, A A Repeat the question is using other words, 8 © Give a reason why you don’t want to answer the question now. ‘Admit you don't know the answer, S. 7 Sometimes you have to deal with interruptions or unexpected questions during your a presentation. Listen to the following excerpts from four different presentations and say inwhich ‘one the presenter: 2 postpones answering the question. b deals with an aggressive question. ¢ explains a term that somebody doesn't understand. deals with a difficult question.UNIT Anyauestons? | $5 é © & wewtistensgsinandcompletethe sentences the presenter se to dea withthe inerrplions ais how we can meet the delivery date as we are slightly under-staffed in production at the moment. 2 som, wien we es ie francs of Hs merger OX was just moving on tothe ing ofthe merger and ... 3 vs Act meus so that everybody can hear. 4 Yes,sure, =the big credit card companies ... use special microchips instead of the usual magnetic strips on their cards. your question? DDEALING WITH INTERRUPTIONS Sometimes you may be asked questions during the presentation, even if you have asked the audience 10 walt. Whereas some questions can and should be answered quickly (for example, when a partidpant hasn't understood something you've saic, you might preferto postpone unwelcome questions oF comments. Ifyou don’t mind, 11! deal with this question later in my presentation. Con we get back to that a bit ater? Would you mind waiting with your questions until the question and answer session at the end? ‘ter answering questiors, especially those that require a longer answer, its sometimes necessary to remind the audience what you were talking about before the interruption. Before we continue, let me briefly summarize the points we were discussing. 0, back ta what | was saying about complete the sentences with verbs from the box. Sometimes more than one answer s possible. answer * deal * go * mention * mind * move * prefer * recap * summarize 4 Well, actually,’ to answer your question after the presentation. 270 what we were discussing, let me the following points. 3. Sony, but Id rather not with this question now as we'll be looking at that detail later on this morning, 4 Let me just___back to what we were discussing eartier. 5 il this question in the course of my presentation. 6 Before we (on, let me briefly the main points we have been talking about. 7 I'm sony, but would you waiting until the question period?86 | UME Aoy questions? REFORMING QUESTIONS It is sometimes necessary to reformulate a question (2. say itn another way) before answering it. This not only gives you time to think, it also allows you to make sure you have understood the question. With a large or noisy audience, it allows the other participants to hear the question (again) and finally it gives you the chance to change the tone of the question, eg. by making it less aggressive You can use the following phrases ond the techniques inthe table below to reformulate questions: 1 see. 50, what you're asking is If! understand you correctly, you want 10 know u- (, let me just repeat your question so everybody can hear it If} could just rephrase your question. The question is: You reformulate to make it: by: negative positive leaving out negative words such as Isn't there a better solution? What would be a better solution? __n0, never, none aggressive neutral ‘avoiding words which sound Doyou honestly believe You're ashing whether think aggressive or have a negative meaning wecan get the contract? itis possible to get the contract. such as honestly, reall, disaster 10 _Reformutate the following questions using the techniques and phrases in the box above. 1 Are you really sure we can meet our deadline? 4 Do you honestly think we can rely on them? 2 Won't we get support from headquarters? 5 Isn't there a better way to reduce costs? 3, Do you really think this will work? 14 Putthe wordsinthe right order to make sentences with expressions from this unit. point back perhaps get we later can to that answer question can't afraid | that I'm correctly I've youll system if understood works know like how the you to deadline interested meet Id to know the can if be we those arrived you how may figures at | ask 7 Sareh to department speak suggest you | the from marketing 12. t's yourturm now. Prac CHECKLIST FOR QUESTIONS Make sure you have understood the question correctly. Reformulate the question in your own words. Ifyou want to postpone the question, say why politely | you don’t know the answer, say so and offer to find out. Answer irrelevant questions politely but briefly. Check that the questioner is satisfied with your answer. the phrases from this unit using the checklist. NASSAR NowsuneUNITS Any questions? | 67 oureur | Look at what these people say about the question and answer session. Which opinion(s) do you agree with? Person 1 forme, the question and answer session i the most dificult part ofa presentation. | don’t tke it otal You never know what questions wil be asked, so you can't realy prepare. lalvays feel extemely nervous. The problem is you have to sey something w 4 4 P nt 2 ‘quickly and don’t have the time to think of @ clever reply. Person 2 Ifyou ask me, most questions aren't eally questions at all. It seems as if lot of people ask questions not because they want to get an ‘answer but because they want to show the other participants how clever they are or how funry or whatever. | think some people just want to show off or be the centre of attention. Person 31 ke the way questions are asked by American audiences Ay experience thet they usualy ey something postive about 0 4 presentation before they stort asking questions. Ithink that's a very {ood thing because the questioner shows some respect forthe presenter and also helps create a more relaxed ard fendy atmosphere during the question period Person 4 / think i's important to try and predict all the questions you might bbe asked. Before a presentation | always make a Ist of questions lexpect people to ask. Then | think cbout possible answers and practise them. Some- times | even get fiends and colleagues to ask me questions. Of course you can't onticipate all the questions but at least you don't need to worry about the ones you have thought ebout. | fee! much more comfortable this way. Person 5 You need to decide when you want to answer questions. Allowing questions during your tak usually creates @ rather informel, seminarlike ctmosphere. You can onswer questions directly and involve the audience. On the other hand, answering questions afer the 4 presentation gives you more cortrol of your structure and timing, Ifyou want questions after your talk, you can say that your time frame is very U tight or the topic is rather complex. Enna Do you usually answer questions during or after your talk? Which do you prefer? What other tips can you think of for preparing for the question period? How often do you present to an English-speaking audience? How different is it from presenting to an audience in your own language?See how much you've learned about giving presentations in English. Use the clues to complete the crossword, Across 2 Indicating the start of a talk: .. ofall, ’d like to talk about the new project. 4 RUEPTRINT: To speak when somebody else is speaking. 10. The opposite of increase: We have experienced a drastic... in orders. 13, Another word for vary: Orders generelly... between 1.2 and 14 million. 15 Indicating the end of one section and the start ofthe next: This .. me directly to my next topic. 16 Written material for the audience: I've prepared a... for you. 17 ina fewwords: Let me just go over this again 21 Another word for approaching: I'm... the end of my talk today. 22 SMUMIRAE: To restate the main point briefly. 23. Another word for said: As /... earlier, the situation is improving. 26 very small: There has been a .. decrease in sales this year. 27 Ifyou don't mind, I'd ...not to discuss this today. 29 Another word for part. 30 Another word for increased: The British government has. 31 DECURONIT: Let me... myself: My name is Brian Winston. taxes again. Down What's the preposition? She's the regional manager, responsible .. Europe. (PowerPoint): Let’s look at the next ... . A good visual for showing percentages. (2 words - 3, 5) To deal with something (ike a question) later. Another word for emphasize: ’d like to... the main advantages. ‘Another word for subject: Today's .. is market segmentation. RUGIFES: Here you can see the sales. for 2007. 11 To repeat the same question or information in a different ways. 12 Facts and figures displayed in blocks or rows and columns. 14 Apolite way of asking somebody to do something: Would you .. repeating that? 18 Another way to say regarding: With ... to. 19. To make sure something is clear. 20. What's the preposition? /f we don’t do something, we will run... Serious trouble. 24 PATEEMISH: Let me ... the fact that we need to act quickly. 25, Ageneral description of the most important facts: I'l begin by giving you an 28 Another word for role: | om here in my ... as head of marketing.Test youre | 59 fs PF B b g ho fe] fs rary a Bs er 28 Be T> Answer key page s Prosentation + Don Taylor head of logistics new semi-automatic shelving syste people who place orders Precentation 2 Charlotte Best team leader, IT projec: documentation peaple involved in intemational project management Prosentation 3 ‘Susan Webster human resources manager in-company training and qualification programmes ‘éepartment heads formal 443 Less formal 2 page 6 4 First ofall 2 Introduce 3 present 4 Datticularty: place orders 5, make it; notice 6 screen; topic 7. important; involved 3 aware; schedules 9) probably; human resources 10 department heads: ll need 236 BASS d 47.10 order:b-c~a~4 page 7 + Hi, everyone. 2 What | want to do today is 3 As you know, Im 4 tts good to see you all hee. 5 Inmytalk I tell you about 6 Todayt'm going to talk about 1 8 ca Ok, shall we get stated? I know you areal very busy page ® 2 showing you how the database works ralking about EU tax reform. bring you up to date on SEKO's investment plans. report on our Financial targets forthe division. update you on the proposed training projec. looking at business opportunities in As betin by teling you what lane's grour on. working poses 71 stat 3 Finally 5 al 7 areas, 2 Then 4 divided © Aer 8 thed Bi tor 3 of 5 on 7 about 2 into 4 at 6 with & to age x0 pid se oh af 6e 10 i 2b ze ha Bi B-D-1-F-G-A-C-H-E page ss 102 sections 5 responsible for 3 I'm 6 realize 4 After that; turn mic 3h 5b 7a 2d ae 6f be page 22 mag bs cr da You know; came across; magazines imagine; responsible; go about it Did you know asking you a question; tell you why 131. Did you know that American Aines saved $340,000 n 1987 by eliminating one olive from teach salad served in First class? 2 read inan arile somewhere that con't isa fourletter word. Itend to agree with that! 3, Imagine you won a milion euros. Who would you tell fist? 4 Can we really compete with the Chinese? Of course we can! pose 3 141. OK, shall we get started? 2 The subject of my presentation to¢ay is customer satisfaction. 3. My presentation wil take about 30 minutes, 4 Pllfocus on tree issues. 5, We wil star by looking at the current status of the project, 6 Did yeu know that this cars very popuarin China? 15 (suggested answer) tr 30 5 7 2A 4H 6G 8a page 5 STARTER (Suggested answers) rd 3 ble sale 7 ale 2c 4a 6a 4 shortsime work 3 insurance market 2 handbooks 3 transport regulations + informing the audience about something: 2,4 suggesting some solutions to a problem 1,3 page 6 21 Tilike to do 2. purpose; major developments 3 want io do 4 objective 3. The purpose of my talk today isto update you on ‘new developments in R&D. 2 What | want to do isto present alternatives to ‘existing booking procedures. 3. Myaim is to show you now to cut costs in IT support. 4 The objective of my presentation isto give you an overwew of the Eritsh job market. 5 Our goals to determine our sales targets for next yea 5 Lam here today to report on my/our company’s investment plans. aic za 3b 4e sd page 17 © sothat’s 6 my next point 2 letsmove on 7 Somuch for 3 Astsaidealier 8 Le’s now tun 4 aliketotell 9 what said eartier 5 letme give you page a8 5 2 So,let me give you a brief overview... 5 This now leade us te my next point. 4 Lete move on to the next point 5 Lets now turn to the next issue. 6 Somuchfor 7 Sothat'sthe background . 8 As| said eater. 9. Let me now come back to what | sai earlier 2 This brings us directy to my next question. 3 This leacs tothe next pont, which i orice. §§ Lets turn now to the issue of customer service, 5. Asi mentioned before, I'd like to give you e brief overview of our activities. 46 like to come back ta this question later. 7. Lets go back to what we wore ciscussing earlir ASI sai eater, Il be focusing on ow new sales strategies. Answer key page 9 7+ main points 5 covered 2. discussing 6 wanted 5 inform 7 leads 4 sum up 8 back 8 Guggested answers) 2. Asyou all already know, Tony Cale is our new ‘marketing manager fr print medi 3 AsI said atthe beginning of my tlk, we can't ‘operate from our local airport because we have no permission/ not been given permission. 4 ASI explained ten minutes ago, we have to choose between two options. 5 ASyou can see on the slid, Sales have increased by 20% since the beginning of the yeat 91 Twe 2. Fale: There are only problems with supply and distribution 3 Tne 4 False: They have had to retum around 40% of the bottes. 5, False: They may have trouble with their (Christmas business, page 20 10 1 are...navirg 5. prevent 2 Identity © accept 5 desl 7 dorit solve 4 cope & will (1) run page 21 111 deal 4 take care 2 cope 5 sole 3 identity 6 cary 2 1 with regard 4 Apart from 2 Moreover 5 regarding 3 concems 6 -Accorcing to 43 1 Lets now move on to the next point. 2 Asyou all know, out topic today is globalization, 53 My aim isto inform you about the latest developments. 4 Additionally, we willbe discussing the most imponant figures '5 As! said earlier, give you. brief overview. 6 According to this study. our customers are satisfied with it mes page 23 STARTER, + microphone 6 screen 2 markers 2 OHP 3 whiteboard 8 warsparency 4 flip chart 9 pointer 5 data projector 10 pin board a62 | Arswe key flip chart 3 whiteboard 1 PowerPonnt slice 2 sales figures; fist go backs page fp back 1 Two hundred and fity-one 2. Seven thousard, four hundred ané eighy-nine 3. Thee point eight bilion 4 Fory-aine milton euros) 5 Nineteen dollars and sity-two cents & Tworthirds 7 3 9 ne hundred and seventy-five square metres One milion, two hundred and forty thousand Seven point two 182505 4com? 6 €239 7 €25 + (more) just over wel over +/—(about the same) abouts almost approximately around: neary rousily (buggested answers) 2 Amost/Hearly 35% 3, foughy/sround two milion exrets) 4 st over/approsimatly 1° centigrade $ lust under/a tte less than four dollars 6 approsimately/roughly 4oo square metres vage27 (suggested answers) + Desiga/Unique design/Retigerator design * more colourtl ~ customers can change colours ve colours to choose from + ercular shelving system + compact éesign 2 Survey: Britsh Businesses and the Euro + 49% wait and see + ay%enever + 35% yes, immediately ‘urn to the next point Fd ke to draw your attention What’ realty interesting here are the results ofthis survey; quite interesting The goo news is that 50, where do we go from here? 5 completely useless 40 1 extremely dangerous 6 absolutely sate 2 absolutely necessary 3 highiy interesting incredibly cheap 4 suprisingly good are 29 441 draw your attention Onthe other hand 5 2 you'llsee 6 canwe explain 3 The figures also show that 7. have a look 4 Ws quite remarkable & let talk about 12 Making contrasts Describing results although asaresult espite ‘consequently however therefore nevertheless thus on the other hand whereas while page 30 1 however 4 Despite 2 Altrough 5 Consequently 3 Whereas 6 On the other hand 431 _Let' have 2 closer look at this table. 2 On the next graph you can see the sales figures for the fist quarter 3. We sel almost 30% of our products to other European countries 4 ike to draw your ate fects. 5, Despite software problems we were able to achieve surprisingly good results 6 Vike to stress how important this change is. page 32 ‘STARTER bar chart 1 map rable 3 {tne) graph technical drawing 8 pie chart flow chart 7 brgenigram «pie chart low chan © organigram page 33 1 Presentation pie chart Presentation 2 (line) graph Presentation 3: bar chat 1 chart; breakdown 2 segment; percentage 3 have @ look 4 lefthand; represents 5 draw ‘ 7 to the following take a look; side bar chart left: per cent218 30 sf 7H 24 46 6C 8G page 34 arc 31 sa 7) 9b 21 4e 6h Be wa 41 divided 5 surprised 2 shown amount 3 see 7. attention 4 total 8 account page 35, 5 passenger lune in Shite Sucese Sony sown 6 Presentation + Presentation 2 + fluctuated 2 rose 2 rece 2 rocketed 3 fall 3 increase 4 Sumped: decline went down; stood 5 picking uv 6 reached page 36 7 Upward Downwaré Other cm aecine fuctuate double decrease remain table expend op sabilize B20 fall Stay the same gow 0 down increase hit alow pickup plunge reach ahigh pase 37 8 2 Sales cropped atthe beginning ofthe year. 3 Enesgy consumption has increased over the past 3p yeas. Gas prices went up last month. The number of customers has grown since 2004, Surprisingly, intrest rats fel yesterday Answerkey | 63 7 TBN's share price hit a low aker the crach in 1999. 8 Online bookings have doubled since May last year. 9 Order volume fluctuated between May and lly. (suggested answers) 2 Sales increased /ose atthe beginning of the year 3. Energy consumption has decreased/declined over the past 30 years. 4 Gas prices wert down/felllast month. '5 The number of customers has fallen / decreased since 2004, {6 Surprisingly imerest rates rose/went up yesterday. 1 Corect 2. Incorrect: Unemployment rose 3, Incorrect: Why did they rabe 4 Corea 5 Incorrect: Interest rates wil se 6 Incorrect: The company raised page 38 101 fell 4 has grown 2 hasimproved 5 have doubled 3. plunged 6 slumped mic 38 54 7b ze 4a of drastic dectne improve significantly rise steadily temporary setback page 39 12 Guggested answers) fell dramatically have declined slightly rose sharply has grown considerably has decreased steadily 13 Guggested answers) This was followed by a sharp fallin income. We have seen 2 dasticdectne in the number of jobs this year. 44 There was a slight drop in hotel rates in Munich. 5 This was followed bya sucden Increase in tourst rumbers.. 6. There has been a steady growth in social security costs, page 40 a1 There are several reasons forthe decrease in productivity 2 We chose this method because we needed reliable figures. 3. Theresult of this move was a drastic increase in our costs 4 Gurnew potcy has ted to a significant rise in sales. 5, Thesiump was caused by the colapse of one of ‘ur partner Frm, 6 Downsizing resulted in 2 drastic fallin sto numbers,64 | Answer key 7 We increased our prices and our sales went up! 8 Our output has doubled tharks toa new overtime policy. cause: 12,5 effects 3, 46.7.8 asi in 4 until 7 around 2 between 5 from 8 by 3 to 6 of ga 361 The pie chart shows our percentage of tne market share. 2 According to te study, travel costs have risen sharply since 2006, 5 Interest ates were rised by o.5%at the beginning ofthe year 4 Imlune, there was a dramatic so of 15% in transport costs. 5 Our productivity hit low in December. 6 The dectine was caused by the poor economic situation. Le I page 42 4.4 Toffind out whether they can reduce air travel costs by using budget alrines and iso, how to proceed. 2. The options are: to take on a parttime ‘employee, 1 have staff book their own fights, or to outsource the function 3 The best solution is to employ a part-timer 4 The presenter recommends that the ideal ‘candidate either has Intemet experience or has previously worked for a travel agent. age 43 2 Signalling the end of the presentation ‘Well, this brings me to te end of my presentation. (6) Thank you all orlistening. (2) Ok, I think that's everything | wanted to say .() ‘asa final point," tke to. (h) Frm now nearing the end of my talk.) ‘Summarizing the main points Piljust ran through the thee diferent options. (3) Before I stop let me go through my rain points ‘gain. (6) To sum up then, we... (d) ike to tun through my main points again. (@) Just to summarize the main poiats of my talk. () Recommending or suggesting something Wed suggest ~ @) Weld therefore recommend that we - (4) In my opinion, we should. (b) What lke to suggest is. () Inviting questions [Now Fl Be happy to arswer any questions you may have. @) ‘We just have time for 2 few questions. () ‘Ae there any questions? (f) are 44 3 1 Wel, that brings me tothe end of my talk today. 2. Before stop, let me go over the key issues again 3 Asa final point, lt me say what this means for us. 4 Finally, fd Uke to highlight one key issue. 5, ToSum up then, wefirst looked at the product, range... 6 That covers just about everything | wanted to say about logistics. 4 briefly summarize 5 final point 2 figures we have & myopinion 3 now approaching +7. come back 4 tohighlight 8 suggest that page 44 5 (model answer) fm naw nearing the end of my talk. just like to ‘un through the main points again. Fist talked about the delays that we've Deen having with the fist tals and showed you how we are dealing with them, Then we reviewed the various partners that are curently invalved in the project and how me can ‘work together most efectvely. Finally talked about the nex! stops, ie. where we go fom here So, to conciuce, like to highight one key poirt That's the fact that we were able to get RG Design involved, Tiss very important to the success of the project as they have 2 lot of experience inthis area and a very good reputation for quality. So, now youve got the full picture. Any questions? 6 Callto action 4 Question 2 ‘Story 3 Quotation 3 ‘2 Presentation 2: do we realy want to miss bb Presentation 3: finish with something Presentation 4: So, the next step yours 4. Presentation 1 Let me go back tothe story; ‘Remember, So, this just shows you agen mf 38 50 7e 2b 4s 68 Bs on 4 for 7. about 2 In 5 through 8 by 2 to 6 out 9 Across ows 4 quote 1 through 5 suggest 2 ons 6 highighe 3 key 9) recap 7 goal all B tack page a7 403, never 10 stan 4 We #1 only 5 us 2 not 6 stiategy 3 auite 7 dramatic 14 good 8 production 35 do 91 16 Wherepage 48 11 Fnally, [let me come back tothe key points of my tak. / told you that Inthe frst quarer,//more than half or 52%, //of our revenues /came from ‘overseas This i in line with the targets we set ut//in 2004 when we decided we wanted to Continue te rely on overseas markets, /ospecally China, to keep growing. Inthe past three months ‘weve added more now customars in China//than in any other country Now i/what are our targets forthe next few months? The fst major step/ will be the introduction of. ‘ou PayPal payment service in China. //And then/ ‘we wil focus on finding customers in existing markets, /such as the US and Germany, //who havent ied buying from our website yet. Jt me summarize the most important results ike to go through the mein points a 3. Inmy opinion, we have to change our sales strategy. 4. Pérecommend that we focus on the Asian market 5m now approaching the end of my presentation. 6 Now let putit all nto practice! Sms a aa ea page so 4 She answers the question: She doesnt answer 3 SShe doesnt know the answer: 4 ‘Sho doesnt understand the question: 2 page st 21 happy to answer another question do you mean don't mind rmentionedearlier Actually 2 Would youmind 4 Couldyou tell us Quite undesstane "mafia; could answer 41 Are there any questions 2 Could you give us 3 Would youmind 4 No, no, not at all 5 May ask 6 Goahead 7 Vedbe interested 8 I suggest you speak to 9 Excuse me 20 Does that mean page ss 5 3 how we compare with other fms? 4 whether we will cooperate with our branches in the UC Answer key | 68 5 how she arrived at those results? 6 ifwhether there are any figures to back this up? 1a 2b 3e 4c Sf 6¢ page 54 7a2 bicg 43 page ss 8 + Ifthave understood you correctly Louse, your question 2 ifyou dont ming, fd tke to answer your {question abit later . 3. thats avery valid question; repeat it ‘4 Itmeans that; Des that answer preter summarize/recap; mention deal ge ‘move; summarize recap mine page sé 10 (suggested answers) 1. see, so what youte asking is: How can we be sure to meet the deadline? 2 If understand you correctly, you want to know ‘whether we will get support from headquarters. 3 If! could just rephrase your question, yout tke tokrow how this wil work. 4 Youre asking me whether we can rely 09 them. 5 OK, et me ust rephrase your question 50 ‘everybedy can hear it. You want to know the most affective way to reduce cost. 411 Perhaps we can get back to that point later. 2 I'm afrad | cart answer that question. 3. IIe understood you correctly yout ike to ‘know how the system works. 4 lébe interested to knowif we can meet the deadline. 5. May | ask now you arrived at those figures? 6 I suggest you speak to Sarah from the marketing department. ‘pages 58/59 Across 2 fist 4 interrupt 10 decrease 33 fluctuate 45 leads 16 handout 47 brielly 2 eating 23, mentioned 26 sight 27 prefer 29 section 30 raised 24 emphasize 31 Introduce 25 overview 28 function8 28 Transcripts ESE Presentation 1 Good moring, ladies and gentlemen. Fst of all let ‘me thank you all for being here today. glac that so ‘many of you could come, especially since I know that this time of the year is probably the busies! fer you. Let me introduce myseit. ty name Is Don Taylor. the head of logistics here at Ai Spores. Logistics is 2 centre of competency dedicated te providing you wth the spare parts you need, precisely when you need ‘them. Pm hare today to present our new semi: automatic shelving system. My talk is particularly relevant to those of you who place orders forthe diferent parts we supply. Presentation 2 Ok, shall we get started? Hello everyone. For those of yo who dont know me, fm Chariotte Best from. 'm 2 team leacer. mm happy that $0 many of you could ‘make'it today at such short notice. I know that you'e allextremely busy at the moment, 501 like to siart ‘with my presentation right away. As you can see on the Sereen, our topic today is projet documentation, We're {going to look closely 3! drafting, storing archiving 2s well as accessing documents in our new SAP system. Well also examine the much imoroved handling of ail project cocumentation as well as use rights. This is extrenely important for al of us who are directly, involved in interrational project management, right? You dorit need me to spel it out. ifit ist documented, i doesnt exist. Presentation 3 Good afternoon. 'm amare that you all have very tight schedules, 0 appreciate you taking the time to come here today. As you probably know, my name is Susan ‘Webster. the new human resources manager here at ‘Weston itd, What lke to present to you today is my department's new concept for improving our in company training and qualification programmes. This is based on feedback fom your departments. Today's topic wil be very important for you as department heads, since Ill reed your help to evaluate and select candidates for training, See page 10. You know, I was sitting in the waiting room at the dentist’ the other day when | come across something very inteestng in one ofthe magazines that was there, It said that chocclat is realy a vegetable because we get it from cocoa and sugar, which come from cocoa beans and sugarcane ~ both plant, ie. vegetables, right? Chocolate a health food? Ha! You know, is al about the way things ae presented and how we look at them, lage building, lies and gentlemen, that is our business, and wete eve today to “3 “8 38 Imagine you worked in a small 19 medium-sized company and were responsible for making people in Your company aware of health and safety issues. How Would you go about i? Would you have a meeting? Send everyone an ena Take 2 fe moments to think aboutit. 3 ‘Dia you know thatthe number of possible ways of playing the fist four moves per side in a game of chess ' 318,979,564,0007 Let me just wite that number on the board: 328 billion, 979 million, and 564 thousand. Nom, what does that have to de with aur tepie today, which, as you know, is projact management? Wel let ‘me tll you. 4 So, let me stat by asking you a question. Why should we introduce 2 double quality check here at Auto Spares & Parts, one at goods-in and another at goods: ‘ux? After all, our products come from certiied Supplers and we have an excellent track record for providing quick end competent service. So, why bother? Well, fm here today to tell you wh, For those ‘of you whe don't know me, my name is. TS 1 ‘As you know, "ve been asked to talk fo you about the handbooks fo: our all-in-one systems for smaller businesses. Peter Collins from customer care has told ime that they have been getting lot of phone calls ‘and emails from users who say that the set-up instructions are extremely complicated and don't match the sketches, What ' ike to do today is to make some suggestions on how we can make out handbooks more user‘iendly. Take to talk to you today ebout how globalization has changed the face of the insurance industry. The purpose of my talk sto provide you with information fan the major developmerts in the insurance market in the last few months ' lite to start with... 3 Ok, ters get started. Were here to discuss the introduction of short-time work in our company. As you know, our ordor books are not the fullest a the ‘moment so we have to find ways to got through this Crisis and atthe sare time keep jobs. Wht | want 10 do this moming i to show you how we could teorganize our working hours. Among other things, be taking about... 4 Asyou can see from your handouts, wel be looking at ‘ome new European transport regulations today. ‘objective is to bring you upto date withthe latest changes which wil be introduced on Jaruary 1. These ‘changes will mainly aflet transport companies inthe EU but they wil also® 8 8 Seepage 7. Thanks, jim. OK.As you probably know, we are currently having diffcities with our new mens cosmetic lie. These problems le chiefly with ou: main bottle supplie, but we are also having trouble with distribution. Ike to quickly identify the problems {and then make some suggestions on how we car deal with the consequences. ‘5, le’ start with our botle supplier then... We've been having serious diiculties with 6G, which is our ‘main plastic bottle supolir, regarcing bath quantity And quality. We dont understand wh but they dont seem to be able to supply the quantities we order fiom them. In addition, the quality ofthe material is so poor that we have had to return about 40% of the bottles. We've been trying to cope with these problems ~the delays, the poor quality ~ all along, but so far weve rot been able to find ways to prevent them from happening again.’ clear we can no longer continue to accept these concitions. Moreover, we're naw getting ready fr the Christmas season. if we corit Solve ou! supply problems within the next nwo weeks, ‘well run into serious trouble with respect to our Chiistmas business. Lots move on to distribution. Here the problem lies wits CENTS ES Take a look at these figures. They clearly highlight how 4 combiration of two significant extemal factors Affected our business in the fist two quarters ofthis ‘Year. One important factors the ol price, the second the development ofthe euto against the dolla: In 2002 Wwe exported neary two-thirds of our products to the US and Canada. Since then ol has become much more ‘expensive and so has the euro, Let me show you what {this means for out export business. 'l just write some figures on the board and then we wil go on to alscuss the next point. 1K. Les now have a ook at out new magnatic ski rack Matterhorn which was launched in August, This system 's more compact than the old ore and also easier to handle. Another advantage is that it can also be used for snowboards, We hope to sella least s,c00 ofthese systems within the next two months. On the next slide ‘youl see an illustration ofthe Matterhorn X25, 3 {As | explained earier, we've worted very hard to make ‘our products more attractive forthe customer. These fare the sales gures for Europe forthe first thvee ‘quarters of this year. As you can see here, we've had a very successful year. We have sold about 2,000 filly automatic xpresso machines and neatly 7,500 sem ‘automatic machines so far. To highlight our success. even further, e's go back fo the 2003 figures on the previous page. Lei me just ip back to it. Ah yes, here itis, Transcripts 67 EIS {See page 25 Answer key on page 62 > eGo @s 52 Le look atthe figures inthis table more closely. As you can see inthe fst ron, we sold 8.25 carn {Germany inthe st quarter when the same period we sld roughly 32,000 in the EU. Our non-EU market was sill relatively small with sales of about 8.000 cars. Now ityou look atthe second quate, youwil see a

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