The Trend School Center for Business Communication

ADVANCED PRESENTATIONS: Teachers

"There are always three speeches, for every one you actually gave. The one you practiced, the one you gave, and the one you wish you gave." -- Dale Carnegie

FBC

First Edition

THE TREND SCHOOL CENTER FOR BUSINESS COMMUNICATION FBC ADVANCED PRESENTATIONS

FBC Fundamentals in Business Communication

Welcome to FBC Fundamentals in Business Communication. The objective of this module is to prepare the participant to identify and do business in international markets through the development of management skills in English, especially related to Presentations and Negotiations, besides the acquisition of multicultural knowledge. The curriculum encompasses the following elements to ensure that all components of business communication are integrated: 1. 2. 3. 4. 5. 6. 7. 8. 9. Topic Business Communication Concepts Business Communication Skills Communication Tools Case Study MBC Multicultural Business Communication Trend Life Self Assessment Quiz Communication Tips

Trend Life is a virtual Business Communication environment aimed at gathering people in an interactive space, where real life business applications are presented on a daily basis. The concept is a unique and innovative way of bringing executives together in a learning atmosphere, and at the same time, connecting cultural and business experiences from around the world. It is positioned as part of an integrated solution specially designed to give continuity and enhancement to the classroom program. This combination will empower participants to achieve outstanding results and motivate them in a daily learning process.

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FBC - ADVANCED PRESENTATIONS

INDEX (according to students book) In the Classroom

Syllabus Introduction Preparation Delivery Elements of an Effective Presentation Language of Presentations Outlining your Presentation Visual Aids Describing Trends Asking and Answering Questions 04 06 08 13 16 18 22 25 27 35

Beyond the Classroom

Trend Life Self Assessment 39 41

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FBC FUNDAMENTALS IN BUSINESS COMMUNICATION

TOPIC You are exposed to a variety of topics within business communication so as to provide you with opportunities to discuss issues, concepts, and all interrelated subjects. BUSINESS COMMUNICATION CONCEPT

Here you will work with a specific business communication concept in order to enhance your management skills and provide you with tools for effective communication.

BUSINESS COMMUNICATION SKILLS The focus of these business communication skills is to practice oral communication skills (listening and speaking).

COMMUNICATION TOOLS This section encompasses the language skills that are necessary to communicate with accuracy. You will review grammar concepts, expand your vocabulary, and practice your reading and writing skills. CASE STUDY The case studies throughout the book provide you with an overview of multinational companies, global markets, business situations and current global and business issues.

The Trend School Center for Business Communication

MBC MULTICULTURAL BUSINESS COMMUNICATION Multicultural business communication is essential to companies which are entering the global market where diversity and cultural awareness play an important role in doing business. Here, you will work with cultural awareness and how diversity affects businesses. TREND LIFE Trend Life is an integrated multimedia website that provides you with all the tools to improve your communication skills. More than that, Trend Life is a way of making business communication a lifestyle that empowers you to be an effective communicator.

SELF ASSESSMENT QUIZ There is a self assessment quiz at the communication tools section so that you can see which areas of communicative competence within business communication require further practice.

COMMUNICATION TIPS Here you will find tips on how to improve your communication skills within business communication as well as the areas of language acquisition that requires further practice.

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TOPIC PRESENTATIONS

INTRODUCTION Welcome to the Advanced Presentations program. In todays global business climate, growth and success are determined by several organizational needs. Speed, results and communication are some of those needs. We are going to work on one of these communication aspects which is effective presentations.

What makes a powerful presentation?

Many things contribute to a good presentation such as a clear structure, a good sense of timing, an effective use of the visual aids and the ability to make people get involved and think together with the speaker. The execution of powerfully used transitions, clarity and focus so that expected results become reality. Good leadership in presenting is also characterized by putting the pieces strategically together that allow the listener or reader to understand the information in a logical sequence. There must be unity and there must be clarity. All of these come together with one goal: To get results! Its all about getting things done on purpose. This program will take you through all the steps of a powerful presentation from the very beginning of the preparation till the very end, the Q and A through practice.

If I hear, I forget it. If I see it, I remember it. If I do it, I understand it. Confucious

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TASK In pairs or small groups, brainstorm all words associated to the word presentations. Then discuss what makes a presentation successful and what makes a presentation go wrong.

PRESENTATIONS
_________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ _________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________ __________________________

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BUSINESS COMMUNICATION CONCEPT

Presentations Discuss the following questions with your classmates. 1. 2. 3. 4. 5. What really constitutes a presentation? How many of them do you deliver a day? What kinds of presentations are there? How does a speaker communicate effectively? What makes a speaker credible when giving a presentation?

BUSINESS COMMUNICATION SKILLS

Watch the video and answer the following questions. Part I The Daily Report with Gerhard Gschwandtner Effective Presentations, An Interview with Terri Sjodin 1. What is one of the biggest mistakes that sales people make when they are making presentations? Being more informative than persuasive as there is no risk in being informative. 2. According to the video, what is an example of a presentation that is persuasive? Focus on your top 10 persuasive points and then brainstorm in order to identify your best arguments to be persuasive. 3. How do you get sales people to convey their message in a pleasant way but also communicate with a lot of empathy, feeling, and appeal? It really is about the delivery of the presentation and how people receive it. A presentation is about how you relate to your audience. 4. How do you make a presentation fun or interesting? Be yourself, tell your stories and let your personality shine.

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PREPARATION

Can you name the 3 most important things when giving any presentation? Number 1 is . Preparation! Number 2 is . Preparation!! Number 3 is . Preparation!!!

Preparation is everything! With good preparation and planning you will be totally confident and less nervous. And your audience will feel your confidence. Your audience, too, will be confident. They will be confident in you. And this will give you control. Control of your audience and of your presentation. With control, you will be in charge and your audience will listen positively to your message.

OBJECTIVE Before you start to prepare a presentation, you should ask yourself: Why am I making this presentation? Do I need to inform, to persuade, to train or to sell? Your objective should be clear in your mind. If it is not clear in your mind, it cannot possibly be clear to your audience.

AUDIENCE Who am I making this presentation to? Sometimes this will be obvious, but not always. You should try to inform yourself. How many people? Who are they? Business people? Professional people? Political people? Experts or nonexperts? Will it be a small, intimate group of 4 colleagues or a large gathering of 400 competitors? How much do they know already and what will they expect from you?

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VENUE Where am I making this presentation? In a small meeting room or a large conference hall? What facilities and equipment are available? What are the seating arrangements?

TIME and LENGTH When am I making this presentation and how long will it be? Will it be 5 minutes or 1 hour? Just before lunch, when your audience will be hungry, or just after lunch, when your audience will be sleepy?

METHOD How should I make this presentation? What approach should you use? Formal or informal? Lots of visual aids or only a few? Will you include some anecdotes and humor for variety?

CONTENT What should I say? Now you must decide exactly what you want to say. First, you should brainstorm your ideas. You will no doubt discover many ideas that you want to include in your presentation. But you must be selective. You should include only information that is relevant to your audience and your objective. You should exclude all other ideas. You also need to create a title for your presentation (if you have not already been given a title). The title will help you to focus on the subject. And you will prepare your visual aids, if you have decided to use them. But remember, in general, less is better than more (a little is better than a lot). You can always give additional information during the questions after the presentation.

STRUCTURE A well organized presentation with a clear structure is easier for the audience to follow. It is therefore more effective. You should organize the points you wish to make in a logical order.

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NOTES When you give your presentation, you should be or appear to be as spontaneous as possible. You should not read your presentation! You should be so familiar with your subject and with the information that you want to deliver that you do not need to read a text. Reading a text is boring! Reading a text will make your audience go to sleep! So if you dont have a text to read, how can you remember to say everything you need to say? With notes. You can create your own system of notes. Some people make notes on small, A6 cards. Some people write down just the title of each section of their talk. Some people write down keywords to remind them. The notes will give you confidence, but because you will have prepared your presentation fully, you may not even need them!

REHEARSAL Rehearsal is a vital part of preparation. You should leave time to practice your presentation two or three times. This will have the following benefits: You will become more familiar with what you want to say You will identify weaknesses in your presentation You will be able to practice difficult pronunciations You will be able to check the time that your presentation takes and makes any necessary modifications So prepare, prepare, prepare! Prepare everything: words, visual aids, timing, equipment. Rehearse your presentation several times and time it. Is it the right length? Are you completely familiar with all your illustrations? Are they in the right order? Do you know who the audience is? How many people? How will you answer difficult questions? Do you know the room? Are you confident about the equipment? When you have answered all these questions, you will be a confident, enthusiastic presenter ready to communicate the subject of your presentation to an eager audience.

Rehearsing will help your confidence.

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BUSINESS COMMUNICATION SKILLS

Introduction to Public Speakers 1. What was the best public speaker you ever heard? Can you identify what made their presentation successful? 2. Make a list of public speakers you admire in different areas such as: government, presidents, prime ministers, businessmen, entrepreneurs, spokesperson, etc. Explain why they give the best speeches and/or presentations.

Watch the video and answer the following questions. Part II The Daily Report with Gerhard Gschwandtner The Art of Persuasive Speaking, An Interview with Terri Sjodin 1. What was Terri Sjodin invited to do? Why was she called to participate? She was invited to the GOP Retreat to give a seminar on public speaking and persuasive presentation skills for congressmen and congresswomen as well as heads of state. 2. What is her impression of President Bush as a public speaker? Once the press was asked to leave, President Bush spoke and he was articulate, on point and engaging. She believes that when he speaks to the media, fear and anxiety hit him. 3. How does she compare President Bush, Arnold Schwarzenegger and Ronald Reagan as public speakers? President Bush is a shy speaker whereas Arnold and Reagan light up when they enter a room; they are also trained actors who have had coaching to improve their presentation skills. 4. What does the expression Let Reagan be Reagan mean? 5. According to Terri, what do congressmen/congresswomen sell? They sell themselves, their ideas and their policies. 6. Why shouldnt congressmen/congresswomen dump information? They need to define for their constituents why they back a specific policy, why they want them to vote for something and why we need it. Dumping information isnt enough. 7. What are the final tips Terri gives about being a persuasive speaker? Get your audience to consider ideas and take action through clear arguments and a persuasive presentation. 8. Do you consider yourself a good public speaker? Explain your reasons. 9. When giving a presentation, do you consider yourself to be more informative or persuasive? Why?

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Task: In pairs or small groups, discuss the characteristics of the following public speakers and
evaluate their public speaking skills according to the chart below. Add your favorite speakers. Government Voice Enunciation Articulation Clarity Preparation Persuasion Pacing Humor Business Voice Enunciation Articulation Clarity Preparation Persuasion Pacing Humor Organizations Kofi Annan Voice Enunciation Articulation Clarity Preparation Persuasion Pacing Humor Film Industry Voice Enunciation Articulation Clarity Preparation Persuasion Pacing Humor Oprah Jeff Skoll James Ray Howard Schultz Gol & Varigs CEO JFK Bill Clinton President Bush President Lula Tony Blair

J. J. Abrams

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DELIVERY
Delivery refers to the way in which you actually deliver or perform or give your presentation. Delivery is a vital aspect of all presentations. Delivery is at least as important as content, especially in a multicultural context.

NERVES Most speakers are a little nervous at the beginning of a presentation. So it is normal if you are nervous. The answer is to pay special attention to the beginning of your presentation. First impressions count. This is the time when you establish a rapport with your audience. During this time, try to speak slowly and calmly. You should perhaps learn your introduction by heart. After a few moments, you will relax and gain confidence.

AUDIENCE RAPPORT You need to build a warm and friendly relationship with your audience. Enthusiasm is contagious. If you are enthusiastic your audience will be enthusiastic too. And be careful to establish eye contact with each member of your audience. Each person should feel that you are speaking directly to him or her. This means that you must look at each person in turn in a natural a way as possible. This will also give you the opportunity to detect signs of boredom, disinterest or even disagreement, allowing you to modify your presentation as appropriate. Your objective is to communicate!

BODY LANGUAGE What you do not say is at least as important as what you do say. Your body is speaking to your audience even before you open your mouth. Your clothes, your walk, your glasses, your haircut, your expression it is from this that your audience forms its first impression as you enter the room. Generally speaking, it is better to stand rather than sit when making a presentation. Be aware of and avoid any repetitive and irritating gestures. Be aware, too, that the movement of your body is one of your methods of control. When you move to or from the whiteboard, for example, you can move fast or slowly, raising or reducing the dynamism within the audience. You can stand very still while talking or you can stroll from side to side. What effect do you think these two different approaches would have on an audience?

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CULTURAL CONSIDERATIONS Because English is so widely used around the world, it is quite possible that many members of your audience will not be native English-speakers. In other words, they will not have an Anglo-Saxon culture. Even within the Anglo-Saxon world, there are many differences in culture. If we hypothetically imagine a German working for an Israeli company making a presentation in English to a Japanese audience in Korea, we can see that there are even more possibilities for cultural misunderstanding. You should try to learn about any particular matters that may affect your audience. This is one reason why preparation for your presentation is so important. Cultural differences can also be seen in body language, which we have just discussed. To a Latin from Southern France or Italy, a presenter who uses his hands and arms when speaking may seem dynamic and friendly. To an Englishman, the same presenter may seem unsure of his words and lacking in self confidence.

VOICE QUALITY It is, of course, important that your audience be able to hear clearly throughout your presentation. Remember that if you turn away from your audience, for example, towards the whiteboard, you need to speak a little more loudly. In general, you should try to vary your voice. Your voice will then be more interesting for your audience. You can vary your voice in at least three ways: Speed: you can speak at normal speed, you can speak faster, you can speak more slowly and you can stop completely! You can pause. This is a very good technique for gaining your audiences attention. Intonation: you can change the pitch of your voice. You can speak I n a high tone. You can speak in a low tone. Volume: you can speak at normal volume, you can speak loudly and you can speak quietly. Lowering your voice and speaking quietly can again attract your audiences interest. The important point is not to speak in the same, flat, monotonous voice throughout your presentation this is the voice that hypnotists use to put their patients into trance!

AUDIENCE REACTION Remain calm and polite if you receive difficult or even hostile questions during your presentation. If you receive particularly awkward questions, you might suggest that the questioners ask their questions after your presentation.

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ELEMENTS OF AN EFFECTIVE PRESENTATION

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COMMUNICATION SKILLS
Discussions 1. What are your strengths as a public speaker? What are your weaknesses? 2. Do you have your own personal style for giving presentations or do you follow someone elses style? 3. In your opinion, what are the three most important elements of a presentation? Why?

Watch the video and answer the following questions. Part III The Daily Report with Gerhard Gschwandtner The Elements of a Winning Presentation, An Interview with Terri Sjodin

1.How do you help people find their switch (authentic style)? Get them to share their personal story, to tap into their most exciting memories. This helps people light up, be engaged and almost relive their story. 2.How do personal stories help deliver a presentation? Find the balance and merge the persons personal style and corporate presence. 3.What are the 3 balls that need to be juggled when making a presentation? Build the case. Deliver it with savvy. Bring it to life with creativity. 4.Describe Terris creative example of how to get the audiences attention. Terri wanted to get the attention of the Sr. Editor but it was difficult to get through all the middle people. So, she did some digging and discovered that he was committed to his Jewish faith and she found a Disney gift that was special and included a scroll with a message that shed like to meet with him. She sent the package through Fedex and he called after receiving the package. Terri explained why she wanted to meet him and they met up in Chicago.

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COMMUNICATION TOOLS
LANGUAGE Say what you are going to say.

SIMPLICITY and CLARITY If you want your audience to understand your message, your language must be simple and clear. Use short words and short sentences. Do not use jargon, unless you are certain that your audience understands it. In general, talk about concrete facts rather than abstract ideas. Use active verbs instead of passive verbs. Active verbs are much easier to understand. They are much more powerful. Consider these two sentences, which say the same thing: 1.Toyota sold two million cars last year. 2.Two million cars were sold by Toyota last year. Which is easier to understand? Which is more immediate? Which is more powerful? N1 is active and N2 is passive.

SIGNPOSTING When you drive on the roads, you know where you are on those roads. Each road has a name or number. Each town has a name. And each house has a number. If you are at house N100, you can go back to N50 or forward to N150. You can look at the signposts for directions. And you can look at your atlas for the structure of the roads in detail. In other words, it is easy to navigate the roads. You cannot get lost. But when you give a presentation, how can your audience know where they are? How can they know the structure of your presentation? How can they know what is coming next? They know because you tell them. Because you put up signposts for them, at the beginning and all along the route. This technique is called signposting (or signaling). During your introduction, you should tell your audience what the structure of your presentation will be. You might say something like this: Ill start by describing the current position in Europe. Then Ill move on to some of the achievements weve made in Asia. After that Ill consider the opportunities we see for further expansion in Africa. Lastly, Ill quickly recap before concluding with some recommendations.

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LANGUAGE KNOWLEDGE
Introducing Yourself and Your Talk Greeting, name, position
-Good morning, My names (). Im the new Finance Manager. -Ladies and gentlemen. Its an honor to have the opportunity to address such a distinguished audience. -Good morning. Let me start by saying just a few words about my own background. I started out in. -Welcome to Standard Electronics. I know Ive met some of you, but just for the benefit of those I havent met, my names ().

Title/Subject
Id like to talk (to you) today about Im going to present the recent explain our position on brief you on inform you about describe The subject of my talk focus presentation topic paper (academic) speech (usually to public audience)

Purpose/Objective We are here today to decide agree learn about The purpose of this talk is to update you on put you in the picture about give you the background to

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This talk is designed to act as a springboard for discussion start the ball rolling Length I shall only take () minutes of your time. I plan to be brief. This should only last () minutes. Outline/Main Parts Ive divided my presentation into four parts/sections. They are The subject can be looked at under the following headings: -We can break this area down into the following fields: Firstly/first of all Secondly/then/next Thirdly/and then we come to Finally/lastly/last of all Questions Id be glad to answer any questions at the end of my talk. If you have any questions, please feel free to interrupt. Please interrupt me if theres something which needs clarifying. Otherwise, therell be time for discussion at the end. Reference to the audience I can see many of you are I know youve all travelled a long way. You all look as though youve heard this before.

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The table below lists useful expressions that you can use to signpost the various parts of your presentation. Function Introducing the subject Language Id like to start by Lets begin by First of all, Ill Starting with Ill begin by Well, Ive told you about Thats all I have to say about Weve looked at So much for Now well move on to Let me turn now to Next Turning to Id like now to discuss Lets look now at Where does that lead us? Lets consider this in more detail What does this mean for ABC? Translated into real terms For example A good example of this is As an illustration, To give you an example, To illustrate this point Well be examining this point in more detail later on Id like to deal with this question later, if I may Ill come back to this question later in my talk Perhaps youd like to raise this point at the end I wont comment on this now In conclusion Right, lets sum up, shall we? Id like now to recap Lets summarize briefly what weve looked at Finally, let me remind you of some of the issues weve covered If I can just sum up the main points Firstlysecondlythirdlylastly First of allthennextafter thatfinally To start withlaterto finish up

Finishing one subject

and starting another

Analyzing a point and giving recommendations

Giving an example

Dealing with questions

Summarizing and closing

Ordering

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OUTLINING YOUR PRESENTATION

Basic Outline for Presentations
Introduction Capture attention, show benefit to audience, state qualifications, preview Body purpose and main points I. Main Point Supporting material: explanation, examples, statistics, quotes, visuals II. Main Point Supporting material III. Main Point Supporting material Closing

Summarize purpose and main points, and give closing thoughts.

Linking Ideas Sequencing firstly...secondly... thirdly then next finally/lastly BridgeGambits lets start with lets move/go on to now we come to that brings us to lets leave that that covers lets get back to

Comparing similarly in the same way Contradicting in fact actually Summarizing to sum up in brief in short Concluding in conclusion Highlighting in particular especially

Digressing by the way in passing Giving examples for example for instance such as Generalizing usually generally as a rule Contrasting but however

Giving reasons/causes therefore/so as a result/thats why

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Emphasizing and Minimizing

Emphasizing Strong adverbs intensify adjectives: Weve had an extremely good year. Minimizing Look at the way the following expressions of degree and uncertainty, modify, or minimize the message: It seems we will have to delay the delivery. The Chief Executive Officer appears to have left the country.

Adverbs can be total, very strong, strong, or moderate.

Total absolutely (fantastic) completely (awful) entirely (depressing) Very Strong extremely (good) very (bad)

Its just a little bit further. Were going to reduce our staff a bit.

Perhaps we should consider resigning. There might be another way. I tend to think we should stop now.

Moderate fairly (safe) reasonably (expensive) quite (cheap)

To some extent, the company has failed to realize its potential. Intonation is also very important in giving more or less emphasis to what we say.

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Closing
Signalling the end
That brings me to the end of my presentation. That completes my presentation. Before I stop/finish, let me just say That covers all I wanted to say today.

Summarizing
Let me just run over the key points again. Ill briefly summarize the main issues. To sum up Briefly

Concluding
As you can see, there are some very good reasons In conclusion Id like to leave you with the following thought/idea.

Recommending
So, I would suggest that we Id like to propose (more formal) In my opinion, the only way forward is

Thanking
Thank you for your attention. Thank you for listening. I hope you will have gained an insight into

Inviting Questions
Id be glad to try and answer any questions. So, lets throw it open to questions. Any questions?

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VISUAL AIDS
Pie Chart
Segments
scale

Line Graph
solid line

Bar Chart
Bars rows

Table

Flow Chart

Organigram

broken line axis coluns

Designing Visuals

Describing Visuals

TASK Watch the following video and list Terris tips on how to use power point effectively in your presentation. 1. Look at the slides and ask yourself: is this slide for me? Or is this slide for them? If its for you, scrap it. 2. Visual aids are meant for people to visually understand your presentation better. 3. Use authentic visual aids. 4. If visuals are overpowering, you lose control of the presentation.

What are some examples of visual aids? Do you often use visual aids when giving a presentation? What types of visual aids do you use? Visual aids are an important part of any presentation. They can be used to emphasize main points, clarify difficult items or simply to liven up a presentation. Therefore, knowing how to use them is important. Be careful, though. Don't use too many! Remember - visual aids should be used as supports to your spoken presentation and not as substitutes for it.

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Graph 1
$m

.5 _
.4 _ .3 _ .2 _ .1 _ 1.0_ .9 _ .8 _ .7 _ .6 _ .5 _ .4 _

Graph 2
.3 _ $,000 .2 _ 750 .1 _ _ 0_ (750)

-5 years (550)

Now

+years (550)

500 Key _

250 _

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DESCRIBING TRENDS
Trends are changes or movements. These changes are normally in numerical items, e.g. costs,

production volumes or unemployment. There are three basic trends.

For each trend are a number of verbs and nouns to express the movement. We can divide the verbs into transitive and intransitive. After a transitive verb we must put an object: The banks have raised their interest rates twice this year. After an intransitive verb we cannot put a direct object: Our turnover rose last year, but our profits dropped. Now lets look at the language of trends in more detail. 1.

Verbs
Transitive increase raise put/push/step up Intransitive increase rise go/be up grow extend expand extend expand boom

Nouns

increase rise

growth extension expansion boom (dramatic rise)

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2.

Verbs
Transitive decrease Intransitive decrease fall drop put/push down drop go/be down decline cut reduce collapse slump

Nouns

decrease fall drop

decline cut reduction collapse (dramatic fall) slump (dramatic fall)

3.

Verbs
Transitive keep / hold ... stable/constant maintain... (at the same level) Intransitive remain stable stay constant

Nouns

stability

4. Other Expressions To stand at To reach a peak of To fluctuate To level off

In the first year sales in our region stood at 109,000 In the fourth year, sales in our region reached a peak of 24,000 units

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Sometimes we need to give more information about a trend, as follows: There has been a slight increase in the value of the dollar. (the degree of change) Share prices fell rapidly on the New York stock exchange today. (the speed of change) Remember that we modify a noun with an adjective (a slight increase); and a verb with an adverb (to increase slightly)

Describing the degree of change

Describing the speed of change

dramatically vast (ly) huge (ly) enormous (ly) substantial (ly) significant (ly) considerable/considerably moderate (ly) slight (ly) a little slow (ly)

rapid (ly) quick (ly) swift (ly) gradual (ly)

These can be qualified with an adjective or adverb to describe a change or a trend more precisely. Adjective steady gradual slight sharp dramatic sudden Adverb steadily gradually slightly sharply dramatically suddenly

Used to show a regular movement:

Used to show small change: Used to show considerable, striking or unexpected change:

an adjective modifies a noun an adverb modifies a verb

a slight increase to increase slightly 29

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USES

We can describe a trend by looking at: the difference between two levels the end point

1. Describing the difference This year turnover has increased by 5 per cent. (The difference between this year and last year is 5 per cent) This year there has been an increase in turnover of 5 per cent. Notice the prepositions. We use to increase by (with the verb) and an increase of (with the noun).

2. Describing the end point: This year turnover has risen to 3m. (The end result is that turnover is up to 3m.) This year there has been a rise in turnover to 3m. Notice the prepositions. We use to rise to (with the verb) and a rise to (with the noun).

Notes 1. Rise and raise Note the following use of the nouns, meaning increase in pay: We review wages in October and introduce the annual rise in January. (BrE) We review wages in October and introduce the annual raise in January. (AmE) 2. Do not use up after increase, raise and rise; do not use down after fall, drop and decrease: The banks have raised their interest rates. (not: raised up) Our GNP has been falling for the last three quarters. (not: has been falling down)

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PRACTICE

1. Use an appropriate adjective or adverb to complete the descriptions of the following graphs.

Prices

N of units produced (in thousands)

US$ 20 18 16 14 12 10 - J F M A M J J A S O N D

22 20 18 16 14 12 10 1988 1989 1990 1991 1992

Prices rose ____________ from February to October, before falling _________ in November.

1991 saw a ________________ drop in production, followed by a __________ recovery in 1992.

2. The sentences below describe the accompanying graphs. Complete the sentences with the most appropriate of the given alternatives. Investment 1. Investment shows a. a sharp increase. b. a slight increase. c. a slight fall. $ 1000s 20 15 10 A B C The Trend School Center for Business Communication 31 2. Sales of Product A have a. raised by $ 5000. b. risen by $ 5000. c. developed by $5000.

Share Price

3.

After a period of continual increase, the share price a. has remained stable. b. has fallen slightly. c. has expanded.

$ 1000s

4.

3211 2 3 year

In the first year costs a. stood by $3000. b. are standing at $3000. c. stood at $3000.

5.

The price a. reached a peak and then slumped. b. slumped then reached a peak. c. slumped then grew slowly.

Production

6.

The cut in production a. is dramatic b. is very slight. c. is very rapid.

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3.Match each sentence below to one of the following pictures (a) - (h).

1. 2. 3. 4. 5. 6. 7. 8.

( ) The level of investment rose suddenly. ( ) Sales of Product A fell slightly in the final quarter. ( ) The Research and Development budget has stabilized over the past few years. ( ) At the end of the first year sales stood at 50 per cent of the present level. ( ) The share price reached a peak before falling a little and then maintaining the same level. ( ) There has been a steady increase in costs over several years. ( ) The sudden collapse in share prices has surprised everyone. ( ) The value of the shares has shown a steady decline.

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4. Analyze the graph and complete the sentences with appropriate words or phrases.

_______ A Units

------ B ............ C

1. 2. 3. 4. 5. 6. 7. 8. 9.

The ____________ compares the performance of three products, A, B and C. The _____________ shows time over ten years. The _____________ shows the volume of sales in number of units. Product A is represented by the _____________. The performance of Product B is shown by the ______________ You can see the performance of Product C in the ______________. Clearly ______________ is the most successful product. Sales of Product B __________________________________ in recent years. Sales of Product C ______________________________________.

10. Product A has shown a ______________________________________.

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ASKING and ANSWERING QUESTIONS

DIRECT QUESTIONS Do you have any plans for a new production plant? Where do you plan to locate it?

POLITE QUESTIONS and ANSWERS Questions Do you mind if I ask you what/where/etc Would you mind telling me if/whether Could/Can you tell me about Im interested to know Id like to know Answers Go ahead/Please do/Certainly. Thats a good question. Thats interesting.

STATEMENT QUESTIONS and ANSWERS Questions All the space was booked for an October launch? (question intonation) It worries me that we dont have any replacements in the pipeline. Doesnt it worry you too? Answers A positive statement question is looking for the answer yes: Its going to be late, isnt it? Im afraid so. Youve got problems with the assembly? Yes, a few. The suppliers have done their job. Is that right? Yes, as far as I know.

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A negative statement question is looking for the answer no: We havent won the contract, have we? No, it doesnt look like it. I wasnt a success? Not much of one. We arent going to make it on time, are we? Im afraid not.

If the answer contradicts the statement, the word actually is often used: The plants going to close, isnt it? Well, actually, Ive just heard the company is employing more staff.

Clarifying a question If I understand you correctly, you are saying/asking I didnt quite catch that. Could you go over that again? Im not sure what youre getting at.

Avoid giving an answer Perhaps we could deal with that later. Can we talk about that on another occasion? Im afraid thats not my field. I dont have the figures with me. Im sure Mr () could answer that question. Thats interesting, but Id prefer not to answer that today.

Checking the questioner is satisfied Does that answer your question? Is that clear? May we go on?

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CLOSING
Use the closing to: 1. 2. 3. 4. Sum up Give recommendations if appropriate Thank your audience Invite questions

The following table shows examples of language for each of these functions. You may need to modify the language as appropriate. Function 1. Summing Up Possible language To conclude,... In conclusion,... Now, to sum up... So let me summarise/recap what I've said. Finally, may I remind you of some of the main points we've considered.

2. Giving Recommendations

In conclusion, my recommendations are... I therefore suggest/propose/recommend the following strategy.

3. Thanking your Audience

Many thanks for your attention. May I thank you all for being such an attentive audience.

4. Inviting Questions

Now I'll try to answer any questions you may have. Can I answer any questions? Are there any questions? Do you have any questions? Are there any final questions?

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Presentation Follow-Up Form Write YES or NO and make comments, if necessary. (for students)

Structure and Content Appropriate opening remarks Organized opening Clear message Good timing Appropriate level of detail Main points are repeated with right frequency Content related to audiences interests Clearly marked transition from one point to another Closing on positive and definite note

Body Language Good eye contact with audience Appeared to be calm No awkward mannerisms Engaged audience with appropriate gestures Stood in such a way that all visual aids were visible

Voice Varied tone Good mix of speed and volume Not too fast/slow No mumbling/hesitation Natural delivery Didnt let end of sentences tail off Judicious use of pauses

Language Limited use of OK, right, well, like, etc Short words and sentences No jargon or ambiguous phrases Fluent if not completely grammatically correct Clear sentences

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Presentation Follow-up Form (for TEACHER)

Organization and Content (45%)

Appropriate Introduction Clear Thesis Presentation Organization Adequate Support for Ideas (Weighted 2x) Definite Conclusion Visual Aids (Appropriateness & Effectiveness) Q & A Session-Knowledge of Topic Use of Allotted Time

Poor

Average

Excellent

Presence (15%):
Physical Appearance, Neatness and Grooming Posture, Gestures and Movement Eye Contact

Poor

Average

Excellent

Delivery and Grammar (40%)

Enthusiasm and Vocal Variation (freedom from monotone) Preparation and Knowledge of Materials Effectiveness of Delivery Method Vocabulary and Use of Appropriate Words Freedom from Distracting Uhs & Likes, etc Pronunciation, Enunciation, Audibility and Clarity Grammar (Weighted 2x) Total score out of a possible 100 points Grade

Poor

Average

Excellent

Comments: ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

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Steps for preparing for your Business Calls Look at the title of the video and brainstorm all the ideas or words that come to your mind as you read the title. Watch the video once for general comprehension. Watch the video three times and take notes on the general information that you hear. Then make one or two questions that you might have for the E-consultants.

Example: Business Call Video Task: New Solar Power 1. Brainstorm ideas on what you think the video New Solar Power is about. 2. Watch the video once for general comprehension. Dont take notes. 3. Watch the video 2 to 3 times and take notes. Write down information, facts and images that help you remember the videos theme. 4. Make two questions to ask the E-consultants. COMMUNICATION TIPS

FBC (Fundamentals in Business Communication) is a module that requires consolidation of all previous communication and language acquisition skills. The classroom is one learning environment and Trend Life is a great interactive platform to enhance learning. Here are some tips: Trend Life This multimedia platform offers many tools to practice business communication and language skills. You must work on: Business Calls (oral communication skills) Media Space (listening comprehension) Language Caf (grammar practice) Case Room (business case study) Good Morning CEO (listening comprehension & writing)

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Good Morning CEO Watch the interview and take notes on the general information about the CEO. Listen for: a. The profile of the company b. The profile of the CEO c. What the CEO did to improve the company Then, respond to the questions in the SHOUT BOX below the video. Shout Box 1. What lessons have you learned from this CEO? 2. How can these lessons apply to your company? 3. What advice would you give to this CEO?

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Self Assessment A The text below is part of a presentation of a glass-making company. Fill in the blanks with the appropriate language. Firstly Then Thirdly Secondly If you look at So to recapitulate And to complete the picture Now I would like to describe As you can see from the transparency Id like first of all to give you an overview

Good morning, ladies and gentlemen. Id like first of all to give you an overview of our company, Pilkington Glass. Pilkington is organized in three worldwide business lines. Firstly, the Building products business, secondly the Automotive products business and thirdly the Technical Glass products business. As you can see from the transparency the Building products business accounts for about half the Groups sales and has manufacturing operations in 19 countries. Its largest operation is in Europe and we also have major operations in North and South America and Australasia. The Automotive products business represents around 45% of sales. Its organization is subdivided into two major units supplying original equipment and replacement glass. There are operations in 18 countries with a major presence in Europe and North America, and important operations in South America and Australasia. And to complete the picture the Technical Glass products business accounts for the remaining sales and is centered in Germany, the United Kingdom, the United States and Italy. It manufactures glass for the electronic and optical industry, precision mirrors and solar energy panels. Now I would like to describe the companys structure. If you look at the organization chart, the various businesses report through their management boards to the chief executive. Then, working from the corporate center are Group functions responsible for directing the businesses in their respective disciplines such as corporate affairs, environment and safety, finance, purchasing, legal and secretarial, human resources and internal audit. Technology is the only function that is organized centrally. Thats all I want to say at this point on company structure. So to recapitulate, we have three major business lines, Building products, Automotive products and Technical Glass products. And there are various Group functions that report to the chief executive through the management boards. Are there any questions at this stage?

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B Match the functions with the way they can be expressed. Chairing a meeting 1. 2. 3. 4. 5. 6. 7. 8. Opening a meeting (d) Stating the purpose of a meeting (g) Beginning the discussion (h) Moving on to another topic (a) Checking everyone agrees (f) Concluding the meeting (e) Summarizing decisions taken (c) Calling on a speaker (b) a. Lets move on to the next item on the agenda. b. Perhaps Mrs. Beck can tell us something about c. So, what weve decided today is to d. Shall we make a start? e. Thank you for coming and for your contributions. f. Is that to everybodys satisfaction? g. Were here today to talk about h. Id like you in turn to give your points of view.

Taking part in a meeting 1. Interrupting someone (f) 2. 3. 4. 5. 6. Making a point strongly (e) Asking for clarification (a) Agreeing (c) Disagreeing (d) Expressing a doubt (b) a. Sorry, I dont quite follow you. Could you be more specific? b. Im not entirely sure that c. That suits me fine. d. Im afraid I cant go along with that. e. I do think its important to f. If I could just come in here.

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