Do you ever have to deal with meeting misunderstandings? So, you’ve just finished putting forward your proposal. You’d planned out what you wanted to say, given a few examples, convincingly described the advantages, and cautiously addressed the disadvantages. All extremely clearly. Or so you thought. Until you hear the first response:
“So, are you saying that you think we should XXX?”
What you want to say is “No, no, no. We should YYY. Weren’t you listening? Can’t you read?”
Obviously you can’t say that. Here are some phrases that could help you in this kind of situation.
4 Steps to clarify meeting misunderstandings
Step 1: Answer the question/comment
Not exactly.
Not quite.
That’s interesting.
Step 2: Rephrase your arguement
What I was trying to say was…
What I wanted to suggest was….
The point I intended to make was..
Step 3: Find a quick way of summarizing your argument again
Let me show you this slide again. Here you can see the outline of the proposal.
The three key issues were….
Basically, we should…
Step 4: Check that the misunderstanding has been cleared up
Is that clear now?
I hope that helps.
Is there anything else you’d like clarifying?
An example of dealing with meeting misunderstandings
A: So, are you trying to say that we should XXX?
B: Not exactly. What I wanted to say was that we really need to take a close look at YYY. If you look at this slide here, you can see the three main reasons why. Does that help?
Following these 4 quick and easy steps, and using the phrases above, will help you have clearer communication in your meetings. By alleviating your meeting misunderstandings, you will have faster, more productive meetings and save everyone time. Want to improve your meetings? Click here for more info on how.
Have you ever had to write a condolence email to a colleague? Writing to people about these topics obviously requires considerable diplomacy and the right choice of words. Broadly speaking most condolence emails have three steps. (Often only one sentence each).
3 Steps for writing condolence emails
1. Acknowledge the death
2. Sympathize
3. Offer support
Of course, there is no set format for writing these kinds of emails- it largely depends on how much you want to say and how well you know the person. Below are two examples of an email / short letter to someone who has had the death of a family member recently.
Examples of a condolence email
Dear John Smith, I was deeply saddened to hear of your Mother’s death recently. Although I didn’t know her personally, I hope that you will accept my most sincere sympathy and condolences. I truly hope that you and your family can gather the strength and courage to endure during this difficult time. If there is anything I can do for you, please let me know. Sincerely,
Dear Tom Atkinson, I was saddened to hear of Bill’s death. I hope that you will accept my most sincere sympathy and condolences. Bill was such a well-liked person and it is difficult to accept that he is not with us any longer. If there is anything I can do for you at this difficult time, please let me know. Sincerely,
Simple religious sentiments may also be appropriate if you knew the colleague had faith. For example:
They / You are in my thoughts and prayers.
May God bless you and your family during this time.
May the comfort of God help you during this difficult time.
Kevin’s kind soul and giving spirit touched so many and will never be forgotten.
May God watch over your family during your time of need.
Alternate expressions to use for ‘death’
I’m sorry for your loss.
I understand that your ________ recently passed away.
I hope that ________is now at peace. ( for someone who had illness before death)
I would like to extend my sympathies for your recent bereavement.
Writing a condolence email can be a sensitive topic. By using the tips and phrases above, you can make sure your condolence emails are as thoughtful and professional as possible. For more help with improving your writing at work, click here.
https://www.targettraining.eu/wp-content/uploads/2013/11/target-action_0054-Kopie-e1389945614365.jpg394908Martin Wheelerhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngMartin Wheeler2014-01-17 11:16:532018-06-06 12:29:42Condolence Emails: Phrases and Structure
Every presentation is different. Or is it? In this short video, Chris Slattery, Managing Director and training enthusiast, outlines the three elements all presenters need to keep in mind to make sure their presentations runs well. By keeping the key elements of head, hand and heart in mind even the most inexperienced presenter can deliver a clear and memorable message.
Discover more about how we integrate the Head, Hand and Heart model into our seminars here.
https://www.targettraining.eu/wp-content/uploads/2014/01/chrispresenting-e1389883288328.png4151019Guest Authorhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngGuest Author2014-01-16 15:35:122018-06-06 12:29:42Head, Hand & Heart: 3 elements all presentations need
Email confirmations are a key to avoiding confusion and saving time in business communication. The telephone is a great medium for quick discussions. Often agreements or commitments are made on the phone. But, one major disadvantage of agreements made over the telephone is the lack of written evidence. Where is the record of what was agreed? If you make agreements over the phone, why not confirm them in writing with email confirmations? A quick follow-up email to confirm the agreement can prevent a lot of issues later on. Follow a simple structure (R.A.P.) and your email confirmations should only take a few minutes.
Rap phrases
Reference – Action – Polite Close
Reference
What was the subject of the discussion?
We spoke about …
Following our phone call this morning …
I am just writing to confirm our agreement …
Action
What points did we agree?
You mentioned that you would …
We agreed that I would …
As agreed, we will be…
Polite Close
Polite close
Please let me know if there are any issues …
If this was not correct, please let me know.
I trust this was your understanding as well.
Example of email confirmations
You have just finished speaking to a supplier on the phone. You think that the results of your discussion are clear. Your partner also thinks that everything is clear. But are you both of the same opinion? Is there a potential for misunderstandings?
Dear Jan We spoke about rescheduling the delivery this morning. You mentioned that you would like to make the delivery on Saturday. I have arranged to have someone available at the plant to receive the order. Thanks again for giving me plenty of notice for this change to the delivery date. Best regards Helmut
Let us know what has worked with your writing at work in the comments section below.
https://www.targettraining.eu/wp-content/uploads/2013/08/BE-theme-wadistances-e1441974712847.gif224600Guest Authorhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngGuest Author2014-01-08 11:44:152018-06-06 12:29:42Email Confirmations: Using R.A.P.
While some organizations have clear policies about whether laptops and mobile phones can be used during meetings, in other companies the rules were never established or have been allowed to grow relaxed. Ask a group of professionals what they think about this issue and you’re bound to get a mixed response. Some people will say these devices should be banned from every meeting with no exceptions; some will say they don’t see any problem with using them in meetings; others will say that remaining in touch is an absolute business necessity. We’re not here to tell you how to run your meetings. We are here, however, to bring your attention to the fact that you need to have clear meeting rules on this issue, regardless of how you decide to handle it.
3 Dangers of not having clear meeting rules for mobile phones/laptops
There’s not a unified approach to the meeting – In previous posts, we’ve discussed the importance of setting ground rules for your meeting. Mobile phones and laptops should definitely be addressed when you set the ground rules along with your team.
There’s a chance some colleagues might be unhappy – If a member of your team is strongly against the use of laptops and mobiles in meetings, they should have a chance to discuss the issue with their colleagues. In the end, a conversation about the situation might highlight key issues. What if, for example, one colleague has responsibilities that force him or her to be in contact with another group of people at the same time as your meeting?
You’re not as efficient as you could be – While we’ve stated that it may be necessary for some people to be in contact all the time, the fact is that when someone’s attention is divided between the meeting they’re in and their laptop screen, they’re not completely focused on the matter at hand.
3 Ways for your team to deal with the issue
Establish a total ban – This might not be a popular approach, but it solves the problem permanently. This means all mobile phones and laptops are switched off and put away, out of sight.
Ask colleagues who absolutely must take a call or send an email to leave the room – This is probably a healthy compromise, but the risk is that attendees will still spend the entire meeting checking their phone or laptop, even if they don’t make any calls or send any emails.
Put an “email break” on the agenda of longer meetings – This doesn’t take care of urgent phone calls or emails, but can probably satisfy even the most hardcore smartphone and email addicts.
3 Outcomes of establishing meeting rules
You display leadership – Setting ground rules and then sticking to them is key to running meetings that really work. When you take charge effectively and suggest solutions, the members of the group will feel more committed to working together with you as the leader of the meeting.
You save time – A few minutes spent discussing this issue now can potentially save a lot of time (and problems) later.
You ensure everyone is on the same page – Without the chance to discuss opinions, small disagreements about issues like these can turn into bigger problems. A unified team will ultimately work better together over time.
Having clear meeting rules will help everyone focused on the topic and not distracted by calls and emails. Let us know what has worked for you in the comments area below. Click here for more information on how to make your meetings run more smoothly.
https://www.targettraining.eu/wp-content/uploads/2013/09/Fotolia_56276809_M.jpg11251688Guest Authorhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngGuest Author2013-12-18 11:05:122018-06-06 12:29:42Meeting Rules: Mobile Phones and Laptops
Have you sent your holiday greetings to all your colleagues, suppliers, and customers?
It’s that time of year again. People keep dropping by my desk to ask what they should write in their emails they want to send out before the holiday period ahead of us. There isn’t really one set thing that you have to say, but it’s a good idea to consider cultural aspects when composing your text. It’s fine to say “Happy Christmas” to people you know celebrate Christmas, but is it the best message to send out across the company or to clients you don’t know well? Here we offer you some phrases which use the word “Christmas” and some which use alternatives – the main ones being “holiday period / season” or “festive period / season”.
Phrases for holiday greetings
Less formal
We really appreciate the great teamwork this year and look forward to a repeat show in 2014! Thank you.
We wish all of you a very Happy Christmas and a smooth start to the New Year.
Wishing you and your family a wonderful holiday season!
Merry Christmas and a Happy New Year!
More formal
We would like to use this occasion to express our thanks for the successful cooperation this year, and we very much look forward to working with you again in 2014.
We wish a very happy festive season to you and all your staff.
We would like to wish you and all your staff a very happy festive season.
We wish you a very Happy Christmas, and a healthy and prosperous New Year.
Season’s Greetings!
An example email
Dear Ms Eisenmann, We would like to say how much we enjoyed working with you this year. We very much look forward to continuing to work with you next year and wish both you and your team a very happy holiday period, and a healthy and prosperous New Year.
Best regards, The Target Team
Note: Happy Christmas / New Year – each word starts with a capital letter.
Let us know if you have anything to add in the comments area below. If you post your holiday greetings email you want to write, we’d be happy to give you feedback on it.
Creating presentation slides that summarize your points but still keep your audience’s attention isn’t easy. Ever try talking to someone who is busy reading a book? It’s not easy to get and hold their attention, is it? This is what happens when you stand up to make a presentation and your presentation slides are full of text. The audience will be splitting their attention between trying to read and trying to listen. You should keep your text to a minimum, and never just read from your presentation slides. So, to ensure that your slides support your message rather than distracting from it, here are a few tips.
3 main points per slide, one sentence per point. If there is too much information on the slides, your audience will not be able to concentrate on what you are saying as they will be trying to read the slides.
Slides should NEVER include paragraphs. You are the presenter; the slides support you, not the other way around. If you need a lot of text, you should be sending a report or email. They should not contain information that the speaker or audience needs to spend time reading. This information can be included in the handouts.
87% of the information we process is through what we see, 9% is through what we hear and 4% is from other senses1. If you want people to listen to what you are saying and to understand it, don’t ask them to read at the same time. If you want them to read, perhaps you should email them a report instead.
When you want to talk, try adding a blank slide into your presentation – they will have nothing else to look at so they’ll concentrate on you.
Remember
Your presentation slides support your message, they don’t tell the whole story for you! Let us know what has worked for you in the comments area below.
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Female management quotas are currently a hot topic in Germany
What is the approach in your company towards having a quota for the percentage of women in management positions? The opinions on this topic are wide and very relevant in that Germany’s coalition has recently agreed to set a 30% target of women for supervisory boards in German stock exchange companies. Here are some opinions which could be raised when tackling the issue within your departments responsible for corporate culture and diversity.(Or make for a potentially heated small-talk discussion in your next business social event!.)
“A quota merely treats the symptoms, not the causes of the low representation of women in leading roles”.
“Quotas are an important signal to improve the chances of women in the workplace”.
“Concentrating on a quota solely in the boardroom risks making it a purely symbolic act. What is needed is systematic support for female workers even at junior recruitment level.”
Key terms and phrases for discussing female management quotas
Discussing female management quotas can involve quite specific vocabulary and there are a few language points to look out for.
As an alternative to a fixed quota, why not have a voluntary commitment to gender equality?
There needs to be more transparency on the root causes of the share of women in management.
There is a need to identify legal and cultural impacts that foster or interfere with gender diversity.
Things to watch out for when discussing female management quotas
Use ‘quota’ not ‘quote’. In English, ‘a quote’ (spelt with ‘e’ and pronounced ‘kwoht’) is either a price estimation, or when you cite the words of someone else.
Be consistent in your use of the words ‘woman’ and ‘female’. Both have come to be used as a type of adjective. E.g. ‘the share of woman executives’ has the same meaning as, ‘the share of female executives’. There is some argument, however, that using ‘woman’ as an adjective has become more favoured in recent years. There are many articles on this debate, including this one from the NY Times.
By using the correct terms and phrases when discussing female management quotas, you will keep the focus on the important topic instead of causing confusion on what is being said. Let us know in the comments area below if you have any other suggestions or questions. Want to learn more on how to improve your management skills? Click here.
You are a good presenter — you are engaging, funny and energetic. You like the challenge of speaking in public and you are good at it. Yet you have the feeling sometimes that you could be doing more or doing things differently. There are some situations in which you connect better to the audience than others and you feel you can do better. You can do this by paying attention to the 4 Ds:
There is no “one size fits all” solution for what to do to make a good presentation. Success depends on the audience and the situation as to what techniques are more likely to work and what aren’t. That’s where the first D comes in, Development. In this sense, development means developing your understanding of the context of your presentation before moving on to designing the content. The more special the situation or presentation is for you, the more time you should invest in understanding what may happen before it does. Are key decision makers warm to the idea you are presenting or not? Does the audience have mixed opinions? What goals unite you and the audience in ways they can appreciate? Is the audience expecting a lot of data? How formal or informal do they expect you to be? Knowing the answers to these and other questions can lead to a refined message and different design and delivery behaviors than you may be used to.
Design
You know the importance of a good looking presentation. Many companies recognize the importance of presentation design so much that they hire professional designers to produce them. That means sometimes presenters are asked to present presentations they didn’t personally create. Often they are produced to fill a function, like introducing your company, not meet the needs of a specific audience. Generic presentations mean the presenter needs to work harder to make the material relevant to their audience. The key in design is, if the information shared is important to the audience, they will pay attention to it. The best format helps but the relevance of the information makes the difference.
Delivery
Certain delivery techniques can help us deal with the prepackaged design situation effectively. We can draw our audience’s attention to a special part of a slide by using a pointer and the phrase “Let me draw your attention to…” if there is too much information on the slide. You can tell stories to bring meaning to data and you can relate charts and graphs to the experiences of your audience without changing a slide. The results of your development work will point you in the best direction. If you need to do something for the audience that is outside of your comfort zone: practice, practice, practice. The more you practice a different style the more comfortable you will become.
Debriefing
Getting feedback from your audience about your presentation is important to continual process improvement. This means getting feedback solely about the presentation itself and not its outcome. This can be difficult to do yet there are some ideas worth considering. Have a third party write down the audiences’ questions for review after the presentation. Ask audience members about specific delivery behaviors you are working on, like eye contact, controlling your movements and how you use your hands rather than simply asking them what they thought of the presentation.
Increase your chance of success
The 4 Ds of presentations; Development, Design, Delivery and Debriefing, can help you tailor your presentations to specific audiences and make the appropriate adjustments in your style to increase your chances of success. Let us know some of your experiences in the comments area below.
FOR MORE INFORMATION
Here are just a few posts for you to explore if you want to learn more on this topic.
How to clearly describe changes when rescheduling meetings
One of the challenges of communicating internationally in English is how to clearly describe changes when rescheduling meetings. Frequently, there’s confusion about words like postpone, move forward, move back and delay. And while it’s not actually a word in Standard English, the word ‘prepone’ has reared its head recently, much to the confusion of native and non-native speakers of English alike. In this post, we’ll take a look at the meanings of some commonly used words and phrases so you can know their meanings in the future. Then, we’ll throw them away completely and give you an email template that will let you feel confident that the recipients of your email will know where they should be and when.
Words and phrases used when rescheduling meetings
postpone
To take place at a time later than originally scheduled
I postponed the meeting until Friday.
The meeting has been postponed until Friday.
delay
To make someone or something late or slow
Our flight from Shanghai to Stuttgart was delayed by 50 minutes.
The problems delayed the release of the project.
move forward
For some people, you move an appointment forward by moving it to an earlier time or date. However, some cultures view the progression of time differently, so this phrase can be confusing.
Can we move the date of our meeting forward?
They moved the date of the supplier meeting forward to Friday.
move back
Again, for some people, this means to move a meeting to a later time or date. As mentioned before, this can be confusing.
I’m afraid we have to move the meeting back.
They’re getting in later than we expected, so we have to move the start back.
What’s the solution?
In order to be 100% everyone understands where they need to be and when, leave out time phrases that can be confusing and use ‘from’ and ‘to’. ‘From’ designates the old time of the meeting and ‘to’ designates the new time of the meeting. This way, there’s no confusion about if the appointment is earlier or later.
An email example on rescheduling meetings
Hi everyone, Due to a meeting room problem, the time of the project kick-off meeting has been changed from Monday, January 13th at 11:00 in room 143 to Wednesday January 15th at 16:00 in room 324. If you have any questions, please feel free to contact me.
Best regards, Michael
Rescheduling meetings can cause confusion if you don’t use the correct language and structure. Let us know if you have anything to add in the comments area below. Want to improve your meetings? Click here for more info on how.
Following these 4 quick and easy steps, and using the phrases above, will help you have clearer communication in your meetings. By alleviating your meeting misunderstandings, you will have faster, more productive meetings and save everyone time. Want to improve your meetings? Click here for more info on how.
8 Ideas to ensure you are setting goals that are effective
Setting goals is a large part of any manager’s job. If you are going to spend the time setting goals, make sure that they are going to be effective. We all know about SMART goals, but what about effective goals?
1. Linked to business priorities
Your goals should:
be linked to the bigger goals of your organization or to key elements of your business strategy
solve a particular short-term problem which is “urgent but not important”
2. Linked to results, not activities
Also expressed as “should be related to the job’s outputs, not inputs”, or “concerned with ends and not means”.
An activity: “conduct six training sessions for First Aiders on site”
A result: “train six First Aiders so that they pass the basic examinations by June 6th”
3. Measurable and specific
Objectives should state clearly “how much”, “by what date”, “how well”, “at what cost”, “with what degree of accuracy”, “compared to what”. This is obviously easier for some jobs than for others. Even for service-orientated jobs, (always difficult to quantify) it is often possible to identify some valid performance indicators on which objectives can be based.
4. Challenging – but attainable
Objectives should certainly be stretching, challenging and “developmental”. However, unattainable objectives will prove very de-motivating – even if you were the individual who originally proposed them. Keep an eye out for self-imposed objectives which are over-ambitious!
5. Matching experience and capability
Objectives should not only be based on business goals, but should also be tailor-made for each individual. These should take into account their personal experience, skills, knowledge, planned development, etc.
6. Updated
If changes outside the job-holder’s control occur which make the objectives significantly more or less achievable, the objectives should be reviewed and updated. Failing to do so leads to total cynicism about the whole principle of objective-setting and recognizing good or bad performance.
7. Number of objectives
It is easy to set too many objectives. This could lead to priorities that aren’t clear for either party, as well as attention and focus that is diluted. There is no universally “correct” number – this will vary from job to job. When in doubt, aim for fewer rather than more.
8. Compatible upwards/downwards/sideways
Check that each individual’s set of objectives is compatible with others. These should aligned with the manager’s own objectives, those of the job-holder’s colleagues and their subordinates.
Remember
The more effective you are at setting goals, the more chance you have of achieving what your business really needs to achieve! Want to know more about setting goals as well as working more efficiently and effectively? Click here.
It is always better to handle them face-to-face or over the telephone, but sometimes you don’t have a choice. Every complaint is different, but there are enough similarities with each to approach them with a structure in mind. We can all receive complaints from customers, colleagues, suppliers, or even our boss. It is important to respond quickly, professionally, and politely. Below is a suggested structure and some phrases to help you when handling email complaints.
5 Keys to replying to email complaints
1. Start with a thank you:
Thank you for your email.
Thank you for bringing this matter to my attention.
Thanks for letting me know about this issue.
2. Apologize:
I am sorry to hear about …
We are very sorry that …
Please accept my apologies for …
3. Show understanding of the other person’s situation:
I understand that this can cause some delays…
I know that this delay might cause…
I understand your concern regarding …
4. Clearly state what next steps you will take to help:
I will contact my boss and see how we can solve this issue.
We will resend a new part immediately at no charge.
I will check with the shipping department and get back to you ASAP.
5. End with a polite closing:
Sorry again for any inconvenience caused. Let me know if you need anything else.
Thanks for your understanding and patience.
We appreciate your understanding and let us know what questions you might have.
Example of handling email complaints
Mark,
Thank you for your email and bringing the shipping issue to my attention. I am sorry to hear that you have not received the replacement part as promised. I understand that this delay has caused you issues in production and needs to be taken care of ASAP. I will contact our Logistics Dept and DHL immediately and see what is causing this delay. I will then contact you immediately with the best solution. Thanks for your understanding and patience.
Rick
By replying to email complaints quickly, professionally, and politely; you can avoid escalation of the issue. Let us know if you have any suggestions or tips in the comment area below.
https://www.targettraining.eu/wp-content/uploads/2013/08/working-with-collaborative-technologies-e1376899932976.jpg450909Guest Authorhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngGuest Author2013-11-25 11:16:532018-06-06 12:29:43Email Complaints: 5 Keys to Replying
3 Quick tips on asking good questions in presentations
Asking good questions during a presentation can be difficult. If you haven’t understood a point in the presentation, it is likely that other people in the audience will be thinking the same as you. You don’t want to leave the presentation with a question mark in your head so it is important to ask your question. Other people in the audience will likely be pleased that you have asked. Here are 3 quick tips on asking good questions in presentations.
1. Prepare
Write your question down before you ask it. This will allow you to reflect on your question before you ask it, as well as giving you time to check to see if it is understandable. Also, some questions sound good at first, but you may reconsider asking them after a minute of thought.
2. Provide context
Some presentations are long and your question may be related to a topic covered 10 minutes ago. Provide some context of what the topic was or what point you are addressing. This will help both the person who is answering the question and the rest of the audience understand what you are talking about. It also shows that you have been paying attention and are following the presentation.
3. One question
Try to ask just one question instead of clustering your questions. If you ask a lot of questions all at the same time, it can confuse the presenter and you probably won’t get the detailed response you are looking for. If you have a two or three part question, wait until the presenter answers the first question and then ask your next question. They may answer your second question in their first answer.
If you have any more tips on asking good questions in presentations, please let us know in the comments section below.
https://www.targettraining.eu/wp-content/uploads/2013/08/Effective-presentations-in-EN.jpg20974235Jonny Westhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngJonny West2013-11-20 11:51:232018-06-06 12:29:43Asking Good Questions in Presentations
How are you handling difficult questions in your presentations?
So you’ve spent hours preparing your slides, practicing in front of the mirror, and learning the material you are presenting inside and out. The big presentation comes and you breeze through it confidently and calmly. You are about to finish up and just quickly ask the audience if there are any questions.
“Any questions? Ok, if not then…”
The difficult questions then arrive, one after another. Questions that you are not prepared for, don’t have the answers to, are not completely clear as to what they mean, etc. It has happened to us of all in one form or another, and is perfectly normal to presenters of all experience levels. What helps separate good presenters from “not so good” presenters is the ability in handling difficult questions professionally and effectively. Here are some quick tips to help.
“Thank you for your question.” “That is a really good question and I am glad you asked it.”
Clarify that you understand the question if necessary (or to buy some time to come up with a good answer).
“So, if I understand you correctly, you are asking me if we…….” “Just to make sure I give you the correct answer, are you saying that if……”
Answer with one of the 3 options depending on the question:
Admit that you don’t know the answer and turn it over to the audience to help.
“I’m afraid that isn’t my area of expertise, but I am sure someone else here may know the answer to that.” “Can anyone help answer that question?”
Admit that someone you work with would be better suited to answer that, and you will consult with them and get back to the person.
“Unfortunately I don’t have the answer for that now, but I have a colleague that can answer that question. Can we meet after the presentation and exchange contact details? I will then ask him and get you the answer right away.”
You need more information on the question, it is a private question, or you don’t have the time to answer it in front of the whole audience. Ask to meet later.
“I think it would be better if I got a little more information from you to help answer that question. Can we meet after the presentation at lunch? I would be happy to get you more information then.”
Example
Question:“Do you have the latest forecast sales figures for the 3rd quarter?”
Answer: “Thanks for your question. Just to make sure I give you the correct answer, are you asking for the forecast sales figures for the German location or the total figures worldwide? (Clarification given by person who asked question) Unfortunately I don’t have the answer for that now, but I have a colleague who can answer that question. Can we meet after the presentation and exchange contact details? I will then ask him and get you the answer right away. (Person agrees) Great, thanks for the question. Any other questions?”
Keeping these things in mind when handling difficult questions in presentations will allow you to seem more prepared and make your presentation go more smoothly. Want more info on how to be a better presenter? Click here.
Do the thoughts of presentation introductions make you nervous? Does the idea of speaking in front of people make your mouth go dry? Well keep reading …
If you are nervous about presenting in English, making effective presentation introductions is especially important. Effective presentation introductions will help your audience know what to expect and it will help you feel confident. Once you’ve started well it is easier to keep going – and don’t forget that your audience is there to listen to what you have to say and not your English.
The 3Ps
A colleague shared this simple technique with me, and it always works. When you are presenting in English (or in any language) your introduction needs to answer three questions:
Why are you standing there presenting? What is the purpose of your presentation?
What are the steps in your presentation? What is the process you will follow?
Why should your audience listen to you? What is their payoff?
It doesn’t matter if you are introducing your team, presenting a process or giving an update on a project – the structure is the same. The 3Ps help you remember this structure, and if it helps you when you are nervous, why not use the three keywords?
An example of the 3Ps in action
“Good afternoon and thank you for coming. The purpose of my presentation today is to update you on the factory acceptance test. The process I will follow is to first review the agreed schedule, then talk about the tools we are using and finally we will look at two problems we have found and how we will solve them. This will take me 10 minutes. Why should you listen? Well, your payoff is that you will be confident that we can complete the FAT on schedule and that everything is under control.”
If you follow this structure your presentation introductions will be simple, clear and effective. Most importantly you can concentrate on what you want to say, and stop worrying about the English.
Good luck, and let me know how it works for you in the comments area below.
https://www.targettraining.eu/wp-content/uploads/2013/09/kirstin.gif280713Scott Leveyhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngScott Levey2013-11-13 11:39:312018-06-06 12:29:44Presentation Introductions for Beginners: The 3 Ps
Have you ever written request emails to a colleague and never received the information you needed? While it might be one of the most frustrating situations in business, the reality is that we have very little control over how people react to our requests. There are many different factors that can influence how someone responds, or doesn’t respond, to request emails. Some of the factors include, but are not limited to: their culture, their workload and their personality. In light of this, we have to deal with the fact that we can’t control how someone will react when we ask for something. We can, however, control how we ask for things. We can ask in a way that gives our colleagues an incentive to respond by telling them the reasons why we need the information.
Quick and easy structure for request emails
1. Something nice
This should be something short and polite that doesn’t require an answer. It’s enough if we use simple phrases to wish our colleague well.
I hope you’re having a nice Friday.
I hope you had a nice weekend.
I hope you’re doing well.
I hope this email finds you well. (This means that we hope the person is well, or doing good, when they open the email.)
2. what you need
Here we simply state what it is we want.
Can you send me the agenda for our annual meeting?
As you might remember from my email dated Oct 1, 2013, I need the price spreadsheet for XYZ company.
As you may recall from our previous contact, I need the ABC document for my report.
3. why you need it
This is the missing element in many request emails. You have a better chance of getting what you need if you give a reason for the request. First, it helps explain why your colleague should take time to help you. Second, it can link the request to your organization as a whole, or to the work your colleague does.
I need the price spreadsheet so I can put together a proposal for the client next year.
It is important that I have the spreadsheet so I can complete the analysis.
If I don’t have the final sales numbers, I wont be able to get the report finished.
4. something nice
Again, the “something nice” here is as simple as a ‘thank you’ accompanied by the following short phrases:
Have a nice day.
Have a nice weekend.
Have a good afternoon.
If the suggested structure above seems like a lot of work, compare it to the time and frustration it costs to write repeated request emails and get no answer. We can write a polite request that will help us get what we want and includes all the necessary information in just four short sentences.
Below is an example of a request email using this structure. Let us know if you have any suggestions or comments.
Good example of request emails with structure
Hi Sarah,
I hope you’re having a good Thursday.
Could you please send me the payment details for the payment made by XYZ Company on Sep 22, 2012 in the amount of €5,000? As you know, year-end closing is coming soon and I need to clear that payment to balance our accounts.
Thank you.
Have a nice day.
Best regards,
Jake
For more information on how to write well in English at work, click here.
https://www.targettraining.eu/wp-content/uploads/2013/08/BE-theme-wadistances-e1441974712847.gif224600Guest Authorhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngGuest Author2013-11-11 11:38:232018-06-06 12:29:44Request Emails: Getting What You Want
Storytelling is again a topic of interest in the business communications world. Conferences and speakers around the world are praising the power of storytelling and attracting audiences. My question is, why? Humans have told stories since our earliest beginnings. We all tell stories.
“Storytelling comes naturally to humans, but since we live in an unnatural world, we sometimes need a little help doing what we’d naturally do.” ― Dan Harmon
It was part of our survival and development. Stories are all around us, from campfires to multimillion dollar movies, so why do we have to make a case for it in a business environment?
This second part of a two-part blog post (part 1) covers the two remaining things we learned when preparing a seminar about storytelling in business. This seminar gives participants the skills and determination to tell more stories and better stories in the workplace.
Courage to connect
Lesson 4
If work for you is simply an exchange of power, storytelling and other enhanced communication tools are not important. Others will translate what you say into orders if you are in a power position just as you may interpret orders from your superiors.
If you want your workplace to be a place where people build something together instead of following the orders of the few, storytelling is an active strategy to humanize the workplace for you and your co-workers. It provides opportunities for meaningful connections that inspire trust.
From stories to action
Lesson 5
A good story can set the stage in a business environment and yet we often need to make the purpose clear once it is complete. We can achieve that socratically through a debriefing method or by simply telling the listeners what we had in mind directly.
Why this works
A clear explanation of the purpose of the story provides a natural, logical connection to the observation of what the teller and the listeners need to accomplish in a business environment. Getting things done on an individual level is a function of:
understanding clearly what to do
having the ability to do it
being motivated to get it done
Address the why
Stories can clearly address the “why” of an action leading to an increase in commitment to doing it. When listeners can connect the story to their current situation, they become involved in the process of identifying what to do and why it needs to be done—without having to be told.
More
See how Target Training provides skill development seminars about Storytelling in business and many other communication skills to increase your effectiveness in the workplace. Let us know if you have anything to add in the comments box below.
https://www.targettraining.eu/wp-content/uploads/2013/09/Fotolia_56300055_M-e1389360467209.jpg304693James Culverhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngJames Culver2013-11-06 11:50:512020-09-29 12:38:07Storytelling in Business – Why Not? Part 2
Making an effective presentation introduction is key to the success of your presentation. Not only will it give you confidence and a strong foundation to build on, it will also instill confidence in the listener, showing them that you are well prepared and have taken the presentation seriously.
So how do you make an effective presentation introduction? Here are some important points to cover, as well as some phrases to use.
Useful Presentation Introduction Structure and Phrases
Welcome the audience
Good morning ladies and gentlemen, thank you for coming today.
Thank you all very much for coming today.
I hope you all had a pleasant journey here today.
Introduce yourself
My name is Markus Fischer and I am responsible for … .
My name is Markus Fischer from [name of company], where I am responsible for … .
Let me introduce myself; my name is Markus Fischer and I am responsible for … .
Introduce your subject and outline your structure
My presentation today will cover three points.
In today’s presentation I’d like to cover three points. Firstly…, secondly… and finally…
To start with I’ll describe the progress made this year. Then I’ll mention some of the problems we’ve encountered and how we overcame them. After that I’ll consider the possibilities for…
Speak about timing
The presentation will last for 20 minutes.
The presentation will take about 20 minutes.
Today, I will be speaking for about 20 minutes on this topic.
Speak about questions
If you have any questions you’d like to ask, please leave them until the end, when I’ll be happy to answer them.
Do feel free to interrupt me if you have any questions.
I’ll try to answer all of your questions after the presentation.
Let us know if you have any suggestions of other phrases or approaches for making an effective presentation introduction in the comments area below.
Example presentation introduction
Good morning ladies and gentlemen, thank you for coming today. My name is Markus Fischer and I am responsible for … . In today’s presentation I’d like to cover three points. Firstly…, secondly… and finally… The presentation will take about 20 minutes and if you have any questions you’d like to ask, please leave them until the end, when I’ll be happy to answer them. So if there are no questions, then I will begin.
Click here to learn more about how you can make more impact with your presentations.
Storytelling is again a topic of interest in the business communications world. Conferences and speakers around the world are praising the power of storytelling and attracting audiences. My question is, why? Humans have told stories since our earliest beginnings. We all tell stories.
“Storytelling comes naturally to humans, but since we live in an unnatural world, we sometimes need a little help doing what we’d naturally do.” ― Dan Harmon
It was part of our survival and development. Stories are all around us, from campfires to multimillion dollar movies, so why do we have to make a case for it in a business environment?
Generally, I think the answer is fear. We are afraid to “lay an egg”, reveal too much of ourselves, show too much emotion or not be taken seriously at work. After all, work is the activity in which most of us invest most of our waking hours so there’s a lot at stake.
This two-part blog post covers five things we learned when preparing a seminar about storytelling in business. Our storytelling seminar gives participants the skills and determination to tell more stories and better stories in the workplace.
5 Lessons about storytelling in business: Lessons 1-3
What does your listener want?
Lesson 1
What attracts audiences to the telling of a story? It comes down to three things:
emotion
energy
authenticity
Telling bedtime stories to children is a practical example of the standards adults have for stories as well, though many may not say it. Children will demand expressions of the energy of the characters, the emotion of the plot and telling the story “like you mean it”. Adults need these things too to be engaged.
What makes a good story good?
Lesson 2
As Aristotle observed, a good story starts with a character in trouble. The character is one the audience can identify with–not too good to be in trouble and not too bad to deserve the trouble to come. The story progresses with the development and deepening of the trouble to create a sense of fear in the audience so the resolution of the problems leaves the audience with a sense of relief. Aristotle referred to the stages as pity, fear, and catharsis. Stories from Greek tragedy to Toy Story follow this model in one way or another. In the workplace we can tell stories about problems, consequences and solutions to reflect Aristotle’s model.
Crafting stories that fit
Lesson 3
The STAR Model is a basic and effective format for telling stories in a business environment. The model fits the needs of business audiences as it sets the scene, describes the action in it and talks about what happened to resolve the situation. This model is very effective in behavioral interviewing, answering questions about past performance and offering a status update.
Situation – clearly explain the facts and assumptions that make up the context of the action.
Task – detail the task to be completed or the goal to be reached.
Actions taken – describe all relevant actions taken to complete the task.
Results achieved – describe the immediate outputs and eventual outcomes of the actions taken.
Make sure to check our site for part 2 next Wednesday. See how Target Training provides skill development seminars about Storytelling and many other communication skills to increase your effectiveness in the workplace.
Let us know if you have any comments on the first three lessons below.
https://www.targettraining.eu/wp-content/uploads/2013/08/Fotolia_42066513_L-e1562078840368.jpg7981200James Culverhttps://www.targettraining.eu/wp-content/uploads/2013/04/logoWP.pngJames Culver2013-10-30 11:38:012020-09-29 12:38:54Storytelling in Business – Why Not? Part 1
We all make presentation mistakes. Sometimes we don’t realize we’ve made them until it’s too late. Sometimes the presentation mistakes don’t get noticed by others, and sometimes they do. You may have experienced the following: you are in the middle of a presentation when you realize the information on your next slide is wrong. What do you do? Continue presenting the information as though nothing is out of the ordinary? Admit that there is a mistake? Use a little humor and turn it into a test to see if anyone can spot the mistake?
3 reasons to prevent the audience from pointing out presentation mistakes
You stay in control. If you point it out you are in control of the situation. You are only human and you can address it in a way that you think works best for your personality.
You can stop questions that might annoy you. Unfortunately there are some people who delight in picking holes in things. There are others who are more interested in the accuracy of details than in the bigger picture. Someone who is concerned about accuracy will be upset about the fact that, e.g. all the nouns in a headline do not start with a capital, and may chose to point this out. If you’re a big picture kind of person, you will not understand why the other person felt it necessary to comment on something so seemingly trivial. You will get irritated, which is not helpful in the middle of a presentation, and you might not respond to that positively.
You save face. It can be disconcerting and embarrassing to have someone in the audience draw attention to your mistake. This may affect you for the rest of the presentation. You may also lose credibility.
Phrases to use when realizing presentation mistakes
“Can anyone spot the mistake on this slide?”
“I’ve just noticed a mistake on this slide. It should read sales rose by 2% not to 2%. Apologies for that.”
“Bear with me for a second while I correct the error here”.
3 results of pointing out your own presentation mistakes
You stay credible. Mistakes are OK if you own up to them. If someone else points them out then this is where you can begin to feel uncomfortable.
You come across as human. Your open, honest approach will impress. After all, who doesn’t make mistakes?
You have the opportunity to include the audience. If you challenge them to find the mistake, they need to wake up and think.
Presentation mistakes aren’t generally a problem. It’s how they are handled that can be. Having a strategy ready for how to react if you notice a mistake in your own presentation, will prevent you from having to think on your feet. Let us know if you have any other phrase or ideas to add to this post. Want to know more how how to become a better presenter? Click here.
Meeting misunderstandings: 4 Steps to Clarify
/2 Comments/in Business English /by Guest AuthorDo you ever have to deal with meeting misunderstandings?
So, you’ve just finished putting forward your proposal. You’d planned out what you wanted to say, given a few examples, convincingly described the advantages, and cautiously addressed the disadvantages. All extremely clearly. Or so you thought. Until you hear the first response:
“So, are you saying that you think we should XXX?”
What you want to say is “No, no, no. We should YYY. Weren’t you listening? Can’t you read?”
Obviously you can’t say that. Here are some phrases that could help you in this kind of situation.
4 Steps to clarify meeting misunderstandings
Step 1: Answer the question/comment
Step 2: Rephrase your arguement
Step 3: Find a quick way of summarizing your argument again
Step 4: Check that the misunderstanding has been cleared up
An example of dealing with meeting misunderstandings
A: So, are you trying to say that we should XXX?
B: Not exactly. What I wanted to say was that we really need to take a close look at YYY. If you look at this slide here, you can see the three main reasons why. Does that help?
Following these 4 quick and easy steps, and using the phrases above, will help you have clearer communication in your meetings. By alleviating your meeting misunderstandings, you will have faster, more productive meetings and save everyone time. Want to improve your meetings? Click here for more info on how.
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Condolence Emails: Phrases and Structure
/in Business English /by Martin WheelerWriting condolence emails can be difficult
Have you ever had to write a condolence email to a colleague? Writing to people about these topics obviously requires considerable diplomacy and the right choice of words. Broadly speaking most condolence emails have three steps. (Often only one sentence each).
3 Steps for writing condolence emails
1. Acknowledge the death
2. Sympathize
3. Offer support
Of course, there is no set format for writing these kinds of emails- it largely depends on how much you want to say and how well you know the person. Below are two examples of an email / short letter to someone who has had the death of a family member recently.
Examples of a condolence email
Dear John Smith,
I was deeply saddened to hear of your Mother’s death recently. Although I didn’t know her personally,
I hope that you will accept my most sincere sympathy and condolences. I truly hope that you and your family can gather the strength and courage to endure during this difficult time.
If there is anything I can do for you, please let me know.
Sincerely,
Dear Tom Atkinson,
I was saddened to hear of Bill’s death. I hope that you will accept my most sincere sympathy and condolences. Bill was such a well-liked person and it is difficult to accept that he is not with us any longer.
If there is anything I can do for you at this difficult time, please let me know.
Sincerely,
Simple religious sentiments may also be appropriate if you knew the colleague had faith. For example:
Alternate expressions to use for ‘death’
Writing a condolence email can be a sensitive topic. By using the tips and phrases above, you can make sure your condolence emails are as thoughtful and professional as possible. For more help with improving your writing at work, click here.
Head, Hand & Heart: 3 elements all presentations need
/1 Comment/in Business English, Hybrid solutions, Soft Skills /by Guest AuthorEvery presentation is different. Or is it? In this short video, Chris Slattery, Managing Director and training enthusiast, outlines the three elements all presenters need to keep in mind to make sure their presentations runs well. By keeping the key elements of head, hand and heart in mind even the most inexperienced presenter can deliver a clear and memorable message.
Discover more about how we integrate the Head, Hand and Heart model into our seminars here.
Email Confirmations: Using R.A.P.
/in Business English /by Guest AuthorA simple structure to confirm your discussion
Email confirmations are a key to avoiding confusion and saving time in business communication. The telephone is a great medium for quick discussions. Often agreements or commitments are made on the phone. But, one major disadvantage of agreements made over the telephone is the lack of written evidence. Where is the record of what was agreed?
If you make agreements over the phone, why not confirm them in writing with email confirmations? A quick follow-up email to confirm the agreement can prevent a lot of issues later on.
Follow a simple structure (R.A.P.) and your email confirmations should only take a few minutes.
Rap phrases
Reference – Action – Polite Close
Reference
What was the subject of the discussion?
Action
What points did we agree?
Polite Close
Polite close
Example of email confirmations
You have just finished speaking to a supplier on the phone. You think that the results of your discussion are clear. Your partner also thinks that everything is clear.
But are you both of the same opinion? Is there a potential for misunderstandings?
Dear Jan
We spoke about rescheduling the delivery this morning.
You mentioned that you would like to make the delivery on Saturday. I have arranged to have someone available at the plant to receive the order.
Thanks again for giving me plenty of notice for this change to the delivery date.
Best regards
Helmut
Let us know what has worked with your writing at work in the comments section below.
Meeting Rules: Mobile Phones and Laptops
/1 Comment/in Soft Skills /by Guest AuthorDoes your company have clear meeting rules?
While some organizations have clear policies about whether laptops and mobile phones can be used during meetings, in other companies the rules were never established or have been allowed to grow relaxed. Ask a group of professionals what they think about this issue and you’re bound to get a mixed response. Some people will say these devices should be banned from every meeting with no exceptions; some will say they don’t see any problem with using them in meetings; others will say that remaining in touch is an absolute business necessity. We’re not here to tell you how to run your meetings. We are here, however, to bring your attention to the fact that you need to have clear meeting rules on this issue, regardless of how you decide to handle it.
3 Dangers of not having clear meeting rules for mobile phones/laptops
3 Ways for your team to deal with the issue
3 Outcomes of establishing meeting rules
Having clear meeting rules will help everyone focused on the topic and not distracted by calls and emails. Let us know what has worked for you in the comments area below. Click here for more information on how to make your meetings run more smoothly.
Holiday Greetings: Quick Email Phrases
/2 Comments/in Business English /by Guest AuthorHave you sent your holiday greetings to all your colleagues, suppliers, and customers?
It’s that time of year again. People keep dropping by my desk to ask what they should write in their emails they want to send out before the holiday period ahead of us. There isn’t really one set thing that you have to say, but it’s a good idea to consider cultural aspects when composing your text. It’s fine to say “Happy Christmas” to people you know celebrate Christmas, but is it the best message to send out across the company or to clients you don’t know well? Here we offer you some phrases which use the word “Christmas” and some which use alternatives – the main ones being “holiday period / season” or “festive period / season”.
Less formal
More formal
An example email
Dear Ms Eisenmann,
We would like to say how much we enjoyed working with you this year. We very much look forward to continuing to work with you next year and wish both you and your team a very happy holiday period, and a healthy and prosperous New Year.
Best regards,
The Target Team
Note: Happy Christmas / New Year – each word starts with a capital letter.
Let us know if you have anything to add in the comments area below. If you post your holiday greetings email you want to write, we’d be happy to give you feedback on it.
FOR MORE INFORMATION
If you’re looking for phrases, tips and tricks and useful downloads related to this topic, start here. In a range of topics, here are some more links for you:
Presentation slides: 4 Keys to Keeping Attention
/1 Comment/in Soft Skills /by Guest Author4 Keys to good presentation slides
Creating presentation slides that summarize your points but still keep your audience’s attention isn’t easy. Ever try talking to someone who is busy reading a book? It’s not easy to get and hold their attention, is it? This is what happens when you stand up to make a presentation and your presentation slides are full of text. The audience will be splitting their attention between trying to read and trying to listen. You should keep your text to a minimum, and never just read from your presentation slides. So, to ensure that your slides support your message rather than distracting from it, here are a few tips.
Remember
Your presentation slides support your message, they don’t tell the whole story for you! Let us know what has worked for you in the comments area below.
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[1] Sheldon Press; Pease, Alan; “Body Language, How to read others thoughts by their gestures”
Female Management Quotas: Key Terms and Phrases
/1 Comment/in Business English /by Martin WheelerFemale management quotas are currently a hot topic in Germany
What is the approach in your company towards having a quota for the percentage of women in management positions? The opinions on this topic are wide and very relevant in that Germany’s coalition has recently agreed to set a 30% target of women for supervisory boards in German stock exchange companies. Here are some opinions which could be raised when tackling the issue within your departments responsible for corporate culture and diversity.(Or make for a potentially heated small-talk discussion in your next business social event!.)
Key terms and phrases for discussing female management quotas
Discussing female management quotas can involve quite specific vocabulary and there are a few language points to look out for.
Things to watch out for when discussing female management quotas
By using the correct terms and phrases when discussing female management quotas, you will keep the focus on the important topic instead of causing confusion on what is being said. Let us know in the comments area below if you have any other suggestions or questions. Want to learn more on how to improve your management skills? Click here.
4 Ds of Presentations
/in Soft Skills /by James CulverDo you know the 4 Ds?
You are a good presenter — you are engaging, funny and energetic. You like the challenge of speaking in public and you are good at it. Yet you have the feeling sometimes that you could be doing more or doing things differently. There are some situations in which you connect better to the audience than others and you feel you can do better. You can do this by paying attention to the 4 Ds:
Development – Design – Delivery – Debriefing
The 4 Ds of presentations
Development
There is no “one size fits all” solution for what to do to make a good presentation. Success depends on the audience and the situation as to what techniques are more likely to work and what aren’t. That’s where the first D comes in, Development. In this sense, development means developing your understanding of the context of your presentation before moving on to designing the content. The more special the situation or presentation is for you, the more time you should invest in understanding what may happen before it does. Are key decision makers warm to the idea you are presenting or not? Does the audience have mixed opinions? What goals unite you and the audience in ways they can appreciate? Is the audience expecting a lot of data? How formal or informal do they expect you to be? Knowing the answers to these and other questions can lead to a refined message and different design and delivery behaviors than you may be used to.
Design
You know the importance of a good looking presentation. Many companies recognize the importance of presentation design so much that they hire professional designers to produce them. That means sometimes presenters are asked to present presentations they didn’t personally create. Often they are produced to fill a function, like introducing your company, not meet the needs of a specific audience. Generic presentations mean the presenter needs to work harder to make the material relevant to their audience. The key in design is, if the information shared is important to the audience, they will pay attention to it. The best format helps but the relevance of the information makes the difference.
Delivery
Certain delivery techniques can help us deal with the prepackaged design situation effectively. We can draw our audience’s attention to a special part of a slide by using a pointer and the phrase “Let me draw your attention to…” if there is too much information on the slide. You can tell stories to bring meaning to data and you can relate charts and graphs to the experiences of your audience without changing a slide. The results of your development work will point you in the best direction. If you need to do something for the audience that is outside of your comfort zone: practice, practice, practice. The more you practice a different style the more comfortable you will become.
Debriefing
Getting feedback from your audience about your presentation is important to continual process improvement. This means getting feedback solely about the presentation itself and not its outcome. This can be difficult to do yet there are some ideas worth considering. Have a third party write down the audiences’ questions for review after the presentation. Ask audience members about specific delivery behaviors you are working on, like eye contact, controlling your movements and how you use your hands rather than simply asking them what they thought of the presentation.
Increase your chance of success
The 4 Ds of presentations; Development, Design, Delivery and Debriefing, can help you tailor your presentations to specific audiences and make the appropriate adjustments in your style to increase your chances of success. Let us know some of your experiences in the comments area below.
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Here are just a few posts for you to explore if you want to learn more on this topic.
Rescheduling Meetings: Avoiding Confusion
/2 Comments/in Business English /by Guest AuthorHow to clearly describe changes when rescheduling meetings
One of the challenges of communicating internationally in English is how to clearly describe changes when rescheduling meetings. Frequently, there’s confusion about words like postpone, move forward, move back and delay. And while it’s not actually a word in Standard English, the word ‘prepone’ has reared its head recently, much to the confusion of native and non-native speakers of English alike. In this post, we’ll take a look at the meanings of some commonly used words and phrases so you can know their meanings in the future. Then, we’ll throw them away completely and give you an email template that will let you feel confident that the recipients of your email will know where they should be and when.
Words and phrases used when rescheduling meetings
postpone
To take place at a time later than originally scheduled
delay
To make someone or something late or slow
move forward
For some people, you move an appointment forward by moving it to an earlier time or date. However, some cultures view the progression of time differently, so this phrase can be confusing.
move back
Again, for some people, this means to move a meeting to a later time or date. As mentioned before, this can be confusing.
What’s the solution?
In order to be 100% everyone understands where they need to be and when, leave out time phrases that can be confusing and use ‘from’ and ‘to’. ‘From’ designates the old time of the meeting and ‘to’ designates the new time of the meeting. This way, there’s no confusion about if the appointment is earlier or later.
An email example on rescheduling meetings
Hi everyone,
Due to a meeting room problem, the time of the project kick-off meeting has been changed from Monday, January 13th at 11:00 in room 143 to Wednesday January 15th at 16:00 in room 324.
If you have any questions, please feel free to contact me.
Best regards,
Michael
Rescheduling meetings can cause confusion if you don’t use the correct language and structure. Let us know if you have anything to add in the comments area below. Want to improve your meetings? Click here for more info on how.
Following these 4 quick and easy steps, and using the phrases above, will help you have clearer communication in your meetings. By alleviating your meeting misunderstandings, you will have faster, more productive meetings and save everyone time. Want to improve your meetings? Click here for more info on how.
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Setting Goals: 8 Ideas to Ensure Effectiveness
/in Soft Skills /by Guest Author8 Ideas to ensure you are setting goals that are effective
Setting goals is a large part of any manager’s job. If you are going to spend the time setting goals, make sure that they are going to be effective. We all know about SMART goals, but what about effective goals?
1. Linked to business priorities
Your goals should:
2. Linked to results, not activities
Also expressed as “should be related to the job’s outputs, not inputs”, or “concerned with ends and not means”.
3. Measurable and specific
Objectives should state clearly “how much”, “by what date”, “how well”, “at what cost”, “with what degree of accuracy”, “compared to what”. This is obviously easier for some jobs than for others. Even for service-orientated jobs, (always difficult to quantify) it is often possible to identify some valid performance indicators on which objectives can be based.
4. Challenging – but attainable
Objectives should certainly be stretching, challenging and “developmental”. However, unattainable objectives will prove very de-motivating – even if you were the individual who originally proposed them. Keep an eye out for self-imposed objectives which are over-ambitious!
5. Matching experience and capability
Objectives should not only be based on business goals, but should also be tailor-made for each individual. These should take into account their personal experience, skills, knowledge, planned development, etc.
6. Updated
If changes outside the job-holder’s control occur which make the objectives significantly more or less achievable, the objectives should be reviewed and updated. Failing to do so leads to total cynicism about the whole principle of objective-setting and recognizing good or bad performance.
7. Number of objectives
It is easy to set too many objectives. This could lead to priorities that aren’t clear for either party, as well as attention and focus that is diluted. There is no universally “correct” number – this will vary from job to job. When in doubt, aim for fewer rather than more.
8. Compatible upwards/downwards/sideways
Check that each individual’s set of objectives is compatible with others. These should aligned with the manager’s own objectives, those of the job-holder’s colleagues and their subordinates.
Remember
The more effective you are at setting goals, the more chance you have of achieving what your business really needs to achieve! Want to know more about setting goals as well as working more efficiently and effectively? Click here.
Email Complaints: 5 Keys to Replying
/in Business English /by Guest AuthorHandling complaints by email can be tricky
It is always better to handle them face-to-face or over the telephone, but sometimes you don’t have a choice. Every complaint is different, but there are enough similarities with each to approach them with a structure in mind. We can all receive complaints from customers, colleagues, suppliers, or even our boss. It is important to respond quickly, professionally, and politely. Below is a suggested structure and some phrases to help you when handling email complaints.
5 Keys to replying to email complaints
1. Start with a thank you:
2. Apologize:
3. Show understanding of the other person’s situation:
4. Clearly state what next steps you will take to help:
5. End with a polite closing:
Example of handling email complaints
Mark,
Thank you for your email and bringing the shipping issue to my attention. I am sorry to hear that you have not received the replacement part as promised. I understand that this delay has caused you issues in production and needs to be taken care of ASAP. I will contact our Logistics Dept and DHL immediately and see what is causing this delay. I will then contact you immediately with the best solution. Thanks for your understanding and patience.
Rick
By replying to email complaints quickly, professionally, and politely; you can avoid escalation of the issue. Let us know if you have any suggestions or tips in the comment area below.
Asking Good Questions in Presentations
/2 Comments/in Soft Skills /by Jonny West3 Quick tips on asking good questions in presentations
Asking good questions during a presentation can be difficult. If you haven’t understood a point in the presentation, it is likely that other people in the audience will be thinking the same as you. You don’t want to leave the presentation with a question mark in your head so it is important to ask your question. Other people in the audience will likely be pleased that you have asked. Here are 3 quick tips on asking good questions in presentations.
1. Prepare
Write your question down before you ask it. This will allow you to reflect on your question before you ask it, as well as giving you time to check to see if it is understandable. Also, some questions sound good at first, but you may reconsider asking them after a minute of thought.
2. Provide context
Some presentations are long and your question may be related to a topic covered 10 minutes ago. Provide some context of what the topic was or what point you are addressing. This will help both the person who is answering the question and the rest of the audience understand what you are talking about. It also shows that you have been paying attention and are following the presentation.




3. One question
Try to ask just one question instead of clustering your questions. If you ask a lot of questions all at the same time, it can confuse the presenter and you probably won’t get the detailed response you are looking for. If you have a two or three part question, wait until the presenter answers the first question and then ask your next question. They may answer your second question in their first answer.
If you have any more tips on asking good questions in presentations, please let us know in the comments section below.
Handling Difficult Questions in Presentations
/2 Comments/in Business English /by Guest AuthorHow are you handling difficult questions in your presentations?
So you’ve spent hours preparing your slides, practicing in front of the mirror, and learning the material you are presenting inside and out. The big presentation comes and you breeze through it confidently and calmly. You are about to finish up and just quickly ask the audience if there are any questions.
“Any questions? Ok, if not then…”
The difficult questions then arrive, one after another. Questions that you are not prepared for, don’t have the answers to, are not completely clear as to what they mean, etc. It has happened to us of all in one form or another, and is perfectly normal to presenters of all experience levels. What helps separate good presenters from “not so good” presenters is the ability in handling difficult questions professionally and effectively. Here are some quick tips to help.
When handling difficult questions…
“Thank you for your question.”
“That is a really good question and I am glad you asked it.”
“So, if I understand you correctly, you are asking me if we…….”
“Just to make sure I give you the correct answer, are you saying that if……”
Admit that you don’t know the answer and turn it over to the audience to help.
“I’m afraid that isn’t my area of expertise, but I am sure someone else here may know the answer to that.”
“Can anyone help answer that question?”
Admit that someone you work with would be better suited to answer that, and you will consult with them and get back to the person.
“Unfortunately I don’t have the answer for that now, but I have a colleague that can answer that question. Can we meet after the presentation and exchange contact details? I will then ask him and get you the answer right away.”
You need more information on the question, it is a private question, or you don’t have the time to answer it in front of the whole audience. Ask to meet later.
“I think it would be better if I got a little more information from you to help answer that question. Can we meet after the presentation at lunch? I would be happy to get you more information then.”
Example
Question: “Do you have the latest forecast sales figures for the 3rd quarter?”
Answer: “Thanks for your question. Just to make sure I give you the correct answer, are you asking for the forecast sales figures for the German location or the total figures worldwide? (Clarification given by person who asked question) Unfortunately I don’t have the answer for that now, but I have a colleague who can answer that question. Can we meet after the presentation and exchange contact details? I will then ask him and get you the answer right away. (Person agrees) Great, thanks for the question. Any other questions?”
Keeping these things in mind when handling difficult questions in presentations will allow you to seem more prepared and make your presentation go more smoothly. Want more info on how to be a better presenter? Click here.
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Presentation Introductions for Beginners: The 3 Ps
/1 Comment/in Soft Skills /by Scott LeveyPresentation introductions for beginners
Do the thoughts of presentation introductions make you nervous? Does the idea of speaking in front of people make your mouth go dry? Well keep reading …
If you are nervous about presenting in English, making effective presentation introductions is especially important. Effective presentation introductions will help your audience know what to expect and it will help you feel confident. Once you’ve started well it is easier to keep going – and don’t forget that your audience is there to listen to what you have to say and not your English.
The 3Ps
A colleague shared this simple technique with me, and it always works. When you are presenting in English (or in any language) your introduction needs to answer three questions:




It doesn’t matter if you are introducing your team, presenting a process or giving an update on a project – the structure is the same. The 3Ps help you remember this structure, and if it helps you when you are nervous, why not use the three keywords?
An example of the 3Ps in action
“Good afternoon and thank you for coming. The purpose of my presentation today is to update you on the factory acceptance test. The process I will follow is to first review the agreed schedule, then talk about the tools we are using and finally we will look at two problems we have found and how we will solve them. This will take me 10 minutes. Why should you listen? Well, your payoff is that you will be confident that we can complete the FAT on schedule and that everything is under control.”
If you follow this structure your presentation introductions will be simple, clear and effective. Most importantly you can concentrate on what you want to say, and stop worrying about the English.
Good luck, and let me know how it works for you in the comments area below.
Request Emails: Getting What You Want
/2 Comments/in Business English /by Guest AuthorWriting request emails
Have you ever written request emails to a colleague and never received the information you needed? While it might be one of the most frustrating situations in business, the reality is that we have very little control over how people react to our requests. There are many different factors that can influence how someone responds, or doesn’t respond, to request emails. Some of the factors include, but are not limited to: their culture, their workload and their personality. In light of this, we have to deal with the fact that we can’t control how someone will react when we ask for something. We can, however, control how we ask for things. We can ask in a way that gives our colleagues an incentive to respond by telling them the reasons why we need the information.
Quick and easy structure for request emails
1. Something nice
This should be something short and polite that doesn’t require an answer. It’s enough if we use simple phrases to wish our colleague well.
2. what you need
Here we simply state what it is we want.
3. why you need it
This is the missing element in many request emails. You have a better chance of getting what you need if you give a reason for the request. First, it helps explain why your colleague should take time to help you. Second, it can link the request to your organization as a whole, or to the work your colleague does.
4. something nice
Again, the “something nice” here is as simple as a ‘thank you’ accompanied by the following short phrases:
If the suggested structure above seems like a lot of work, compare it to the time and frustration it costs to write repeated request emails and get no answer. We can write a polite request that will help us get what we want and includes all the necessary information in just four short sentences.
Below is an example of a request email using this structure. Let us know if you have any suggestions or comments.
Good example of request emails with structure
Hi Sarah,
I hope you’re having a good Thursday.
Could you please send me the payment details for the payment made by XYZ Company on Sep 22, 2012 in the amount of €5,000? As you know, year-end closing is coming soon and I need to clear that payment to balance our accounts.
Thank you.
Have a nice day.
Best regards,
Jake
For more information on how to write well in English at work, click here.
Storytelling in Business – Why Not? Part 2
/2 Comments/in Soft Skills /by James CulverThe power of storytelling in business
Storytelling is again a topic of interest in the business communications world. Conferences and speakers around the world are praising the power of storytelling and attracting audiences. My question is, why? Humans have told stories since our earliest beginnings. We all tell stories.
“Storytelling comes naturally to humans, but since we live in an unnatural world, we sometimes need a little help doing what we’d naturally do.” ― Dan Harmon
It was part of our survival and development. Stories are all around us, from campfires to multimillion dollar movies, so why do we have to make a case for it in a business environment?
This second part of a two-part blog post (part 1) covers the two remaining things we learned when preparing a seminar about storytelling in business. This seminar gives participants the skills and determination to tell more stories and better stories in the workplace.
Courage to connect
Lesson 4
If work for you is simply an exchange of power, storytelling and other enhanced communication tools are not important. Others will translate what you say into orders if you are in a power position just as you may interpret orders from your superiors.
If you want your workplace to be a place where people build something together instead of following the orders of the few, storytelling is an active strategy to humanize the workplace for you and your co-workers. It provides opportunities for meaningful connections that inspire trust.
From stories to action
Lesson 5
A good story can set the stage in a business environment and yet we often need to make the purpose clear once it is complete. We can achieve that socratically through a debriefing method or by simply telling the listeners what we had in mind directly.
Why this works
A clear explanation of the purpose of the story provides a natural, logical connection to the observation of what the teller and the listeners need to accomplish in a business environment. Getting things done on an individual level is a function of:
Address the why
Stories can clearly address the “why” of an action leading to an increase in commitment to doing it. When listeners can connect the story to their current situation, they become involved in the process of identifying what to do and why it needs to be done—without having to be told.
More
See how Target Training provides skill development seminars about Storytelling in business and many other communication skills to increase your effectiveness in the workplace. Let us know if you have anything to add in the comments box below.
Presentation Introduction Phrases Toolbox
/2 Comments/in Business English /by Jonny WestKey to success
Making an effective presentation introduction is key to the success of your presentation. Not only will it give you confidence and a strong foundation to build on, it will also instill confidence in the listener, showing them that you are well prepared and have taken the presentation seriously.
So how do you make an effective presentation introduction? Here are some important points to cover, as well as some phrases to use.
Useful Presentation Introduction Structure and Phrases
Welcome the audience
Introduce yourself
Introduce your subject and outline your structure
Speak about timing
Speak about questions
Let us know if you have any suggestions of other phrases or approaches for making an effective presentation introduction in the comments area below.
Example presentation introduction
Good morning ladies and gentlemen, thank you for coming today. My name is Markus Fischer and I am responsible for … . In today’s presentation I’d like to cover three points. Firstly…, secondly… and finally… The presentation will take about 20 minutes and if you have any questions you’d like to ask, please leave them until the end, when I’ll be happy to answer them. So if there are no questions, then I will begin.
Click here to learn more about how you can make more impact with your presentations.
Storytelling in Business – Why Not? Part 1
/2 Comments/in Soft Skills /by James CulverThe power of storytelling in business
Storytelling is again a topic of interest in the business communications world. Conferences and speakers around the world are praising the power of storytelling and attracting audiences. My question is, why? Humans have told stories since our earliest beginnings. We all tell stories.
“Storytelling comes naturally to humans, but since we live in an unnatural world, we sometimes need a little help doing what we’d naturally do.” ― Dan Harmon
It was part of our survival and development. Stories are all around us, from campfires to multimillion dollar movies, so why do we have to make a case for it in a business environment?
Generally, I think the answer is fear. We are afraid to “lay an egg”, reveal too much of ourselves, show too much emotion or not be taken seriously at work. After all, work is the activity in which most of us invest most of our waking hours so there’s a lot at stake.
This two-part blog post covers five things we learned when preparing a seminar about storytelling in business. Our storytelling seminar gives participants the skills and determination to tell more stories and better stories in the workplace.
5 Lessons about storytelling in business: Lessons 1-3
What does your listener want?
Lesson 1
What attracts audiences to the telling of a story? It comes down to three things:
Telling bedtime stories to children is a practical example of the standards adults have for stories as well, though many may not say it. Children will demand expressions of the energy of the characters, the emotion of the plot and telling the story “like you mean it”. Adults need these things too to be engaged.
What makes a good story good?
Lesson 2
As Aristotle observed, a good story starts with a character in trouble. The character is one the audience can identify with–not too good to be in trouble and not too bad to deserve the trouble to come. The story progresses with the development and deepening of the trouble to create a sense of fear in the audience so the resolution of the problems leaves the audience with a sense of relief.
Aristotle referred to the stages as pity, fear, and catharsis. Stories from Greek tragedy to Toy Story follow this model in one way or another.
In the workplace we can tell stories about problems, consequences and solutions to reflect Aristotle’s model.
Crafting stories that fit
Lesson 3
The STAR Model is a basic and effective format for telling stories in a business environment. The model fits the needs of business audiences as it sets the scene, describes the action in it and talks about what happened to resolve the situation. This model is very effective in behavioral interviewing, answering questions about past performance and offering a status update.
Situation – clearly explain the facts and assumptions that make up the context of the action.
Task – detail the task to be completed or the goal to be reached.
Actions taken – describe all relevant actions taken to complete the task.
Results achieved – describe the immediate outputs and eventual outcomes of the actions taken.
Make sure to check our site for part 2 next Wednesday. See how Target Training provides skill development seminars about Storytelling and many other communication skills to increase your effectiveness in the workplace.
Let us know if you have any comments on the first three lessons below.
Presentation Mistakes: 3 Ways to Handle Yours
/1 Comment/in Soft Skills /by Guest AuthorWe all make mistakes
We all make presentation mistakes. Sometimes we don’t realize we’ve made them until it’s too late. Sometimes the presentation mistakes don’t get noticed by others, and sometimes they do. You may have experienced the following: you are in the middle of a presentation when you realize the information on your next slide is wrong. What do you do? Continue presenting the information as though nothing is out of the ordinary? Admit that there is a mistake? Use a little humor and turn it into a test to see if anyone can spot the mistake?
3 reasons to prevent the audience from pointing out presentation mistakes
Phrases to use when realizing presentation mistakes
3 results of pointing out your own presentation mistakes
Presentation mistakes aren’t generally a problem. It’s how they are handled that can be. Having a strategy ready for how to react if you notice a mistake in your own presentation, will prevent you from having to think on your feet. Let us know if you have any other phrase or ideas to add to this post. Want to know more how how to become a better presenter? Click here.