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商务英语课件
主讲人：刘文芳
Introduction of business and business English
What is a business?
It is a profit-seeking activity that provides goods and services that satisfy customer’s needs.
What’s profit?
The difference between what it costs to produce and market something and what customers are willing to pay for it.
Is business important to society? Why?
Yes, it is important. It plays a key role in society and economy.
It provides necessities such as housing, clothing, food, transportation, communication and health care.
It provides people with jobs and a means to prosper.
It pays taxes that are used to build highways, fund education and provides grants for scientific research.
It reinvests their profits in the economy, and creates a higher standard of living and quality of life for society as a whole.
The two broad categories of business.
Service business: intangible productsGoods-producing business: tangible products.
Please classify businesses
Finance, insurance, transportation, utilities, wholesale, retail trade, banking, entertainment, health care, repairs, information, manufacturing, construction, mining, agriculture
What’s business English?
It is not a special language with special grammar. It’s simple English used in business situation.
The words professional people tend to use and understand when talking about their own or other’s working lives.
What do we learn in Business English?
Basic business or commercial terms that most business people use.
Communication skills.
Get close to the real business world.
Why do we use this text book ?
- It is the introduced edition of New International Business English and the appointed teaching material of BEC.
- BEC (Business English Certificates) are internationally recognized qualifications that show employers your skills for using English in the workplace. BEC Preliminary LevelBEC Vantage LevelBEC Higher Level
- There are 15 units, each centered around a different business situation,
reflects the kind of standard business practice that you are likely to encounter in future working places,
and involves very detailed knowledge of the product, circumstances and personalities.
Unit 1- 4: basic Business English skills
Unit 5 – 14: provide a spring board from classroom to the real business world.
Unit 15: a full-scale simulation to revise the skills introduced and practiced in earlier units.
- It contains a variety of task-oriented integrated activities.
You are expected to play roles and to co-operate purposefully in solving a problem and performing a task.
Your active participation is the key of this course:
- 60% of your final grades will be determined by your performance in activities. (20% writing tasks, 40% performance in team tasks)
- 40 % will be decided by your performance in final exam.
Requirements:
11 teams with different team names.
5 members to form a team.
You can’t change your team members.
Team members should sit together in a fixed sitting position.
Name list: Seat No., Name, Student No.
Final Grade :1 ） Writing tasks 20%
- Please submit each writing task online. (pigai website)
- Your writing should be checked by one of your teammates before submit online.
- Teacher will grade and comment the best recommended by the team.
- Grammatical errors will cause a deduction of grades.
- At the end of the term, the average of your writings and those recommended by your team will be your grades for writing tasks.
2 ） Team tasks 40%
Attendance
Performance in activities （ discussion, role play, answer questions, team writing tasks. ）
If only one or two members complete most tasks, marks will be deducted.
3 ） Final exam 40%oral test – a discussion, 16th week
Each team choose a topic and discuss. The discussion
- an opening and introduction of the topic, - each member state and explain his idea, - conclusion or summary.
Test ： communicative skills ； coherence; cooperation; language; related knowledge
Unit One Face to Face
1.1 First Impression
In Business life, it’s important not just to be efficient and do your job, but also to look and sound friendly, confident, sincere and helpful.
A. facial expressionChoose the person seems the most welcoming, or most match our standard.Show us how welcoming you are!
B. The way you talk
First listening
1) Which of the speakers are impolite? Why?
The man in extract 5, brusque
The woman in extract 9, off-hand
Second listening
write down useful expressions
I’ve arranged to see…
I’ll just find out for you
If you’ll just take a seat.
… is in reception for you.
He’s on his way down.
D. develop a small talk
1. Fill the gaps, according to your common sense, before listening.
2. Listen and compare the words you use with those the speakers use.
3. Conclude: How to make a conversation- Greetings- Introduction (strangers)- Conversation starters- Develop the conversation- Conversation closer
Conversation starters
Have you been here long?
- No, I’ve just arrived.
Have you been here before?
- No, this is my first visit.
Lovely weather!
- Yes, marvelous, isn’t it?
Conversation closer
(I’m) glad / pleased to have met you.
- (It’s) nice to have met you too.
It’s been very interesting talking to you.
If you’re ever in ….. you must get in touch.
4. Discussion
1) How to develop a small talk?- Choosing the proper topic.- Giving encouragement. - By using a variety of expressions to give positive feedback.
Fine, great, good idea, right, OK, that would be nice, sure, of course, sounds interesting, I see, really, me too.- Balancing information.
2) Choose a proper question for each above conversation and continue the conversation by developing a small talk.- which you choose and why?- role play the conversation.
3) Please turn to P14, discuss the topics listed in task B, decide which of these topics are proper for small talks
and state your reasons.
1.2 it’s a small word
Reminding you, in business life, you may deal with people from different culture, have different customs.
A. Holland – Dutchman
Sweden – Swedish
Hungary – Hungarian
New Zealand - New Zealander
B. Homework C. Differences 1. Discussion: the 2nd question 2. Homework 3. Homework
4. Discussion: the 3rd question
B. Homework
African counties:
Congo, Egypt, Liberia, Libya, Mali, Somalia, South Africa, Zambia, Uganda …
Asian counties:
Burma, Cambodia, Malaysia, Thailand, Philippines, Singapore, Vietnam …
Middle East counties:
Egypt, Iran, Iraq, Israel, Jordan, Kuwait, Lebanon, Saudi Arabia, Syria, Turkey, United Arab Emirates, Yemen …
Latin American counties:
Brazil, Argentina, Chile, Colombia, Cuba, Costa Rica, Mexico, Panama, Peru …
EU counties:
Austria, Belgium, Denmark, France, Germany, Greece, Hungary, Ireland, Italy, Netherlands, Poland, Portugal, Spain, Sweden, The united Kingdom …
Non-EU counties:
Iceland, Norway, Ukraine, Belarus, Russia, Switzerland …
C. Different customs
What customs are discussed in this passage?
Handshaking,
Business entertaining,
The importance of title
Further discussion
How do we practise in China?
1.3 What do you enjoy about your work?
A. Listening Ian McShane
accountant
day to day accounting
1. different jobs
2. deadlines
3. dealing with finance
being difficult with people to get money out of them
Lesley Trigg
administrator
correspondence
arranging meetings
organizing travels
the people she works with
not being busy, she has to wait for people to generate work.
Patrick Verdon
system administrator
trouble-shooting kind of job
Back-up of data
Installation
the challenge
1. doing routine back-ups
2. working late
Paul Lockwood
training officer
training courses
1. direct contact
2. direct knowledge
3. stimulating environment
not being able to do hands-on programming (he only show people how to do it)
B. Individual Task
Suppose you are in a job interview for a position you like, please persuade the interviewer to hire you from following aspects:
- Why do you like the job?
- Why do you think you are qualified? (work experience, education and training)
- ambitions and prospects for the future
1.4 It’s not just what you say…
Non-verbal signals and body language may influence the way people see you.
Appropriate behavior partly depends on the various signals you give, mostly unconsciously:
The style of language you use and the words you choose.
It’s important to make sure that other people feel comfortable talking to you and don’t feel that you’re competing with them.
Your tone of voice.
“why” or even “why is that” can sound like a challenge or disagreement if spoken sharply.
Your expression:
smile
an unchanging silly smile looks insincere, but it’s better than a frown, which look aggression even if to you it means puzzlement.
The noise you make:
sighing,
clicking your pen,
tapping your feet
all means something, often much more than words that are spoken.
You body language and the way you stand or sit:
If you have your arms crosseddefensive
If you slump in the chair sleepy
Sit upright with your shoulders back eager and alert
Overdoing any of these signals may seen like play-acting and make you look insincere
Your appearance: Someone doesn’t wear a tie. Someone wears his hair long.
The way you smell: Perfume, after-shave and deodorants to com
bat body odor
Different culture find different smells unpleasant.
A.
1. What information about the person you can get from the badges?
- female or male - nationalities
- the topic for small talk
2. Discuss and share your opinion
B. Discussion
1.5 Developing relationships
A. 1. a cordial, informal relationship
Tony – Overseas Sales Manager
Bob – the Export Sales Manager
They’re talking about problem Tony encountered on a visit to client in Copenhagen.
2. Mr. Allen is very friendly and informal but is superior to Barry and Susanna
Mr. Allen – Officer manager
The other two – clerical staff
Mr. Allen is explaining who is who in the office.
3. Mr. Green behaves very much as Martin’s boss
He is quite authoritarian
Mr. Green – the transport manager
Martin – driver
They are talking about Martin collecting someone at the airport.
4. Geoff is more experienced and probably senior to Mandy.
They have an informal relationship.
they – commercial artists or designers
Mandy is asking Geoff to evaluate some work she has done.
5. Tony is junior to Mrs. Lang.
She is his boss and they have a fairly formal relationship.
Jobs can’t tell.
They are talking about Tony having time off on Friday.
Homework: Unit 2, 2.1
A 1. Identify the different kinds of correspondents on the desks.
2. Which of the items would you attend to first? Put them in order of priority.
B. Read the memo
1. summarize the features of the layout and language of a memo.
2. Decide who “HGW” is and what his or her job is.
C. Discuss and make a small report
Unit Two Letters, Faxes, and Memos
Writing
This unit introduces and practices the skills required to deal with the writing tasks. It covers:
* How to layout a business letter or memo
* Some “golden rules” for writing letters, faxes and memo
* Practice in writing routine letters, e-mails, faxes and memos
A.
1. Identify the different kinds of correspondence on desks.
2. Which of the items would you attend to first?
It depends on the real situation,
normally one might open the airmail letter first
and deal with the internal memo last of all.
2.1 Communicating in writing
What is a memo (memorandum)?
a letter you send to people who woke in the same organization. It is meant for quick and easy reading, and are also kept in files for future reference.
usually does not have a complimentary close, because you are familiar with the reader of a memo you can use less formal writing
B. Memo
When to write a memo * if a response is required from the reader * if you are communicating with only some of the co
mpany personnel * if you want to make sure that important informati
on is received by everyone * if the information needs to be kept in file for future
reference.The purpose of writing a memo
to informto request action
Please report the discussion result:
- the features of the layout and language of a memo
- who “HGW” is and what his or her job is.
MEMO
To: All Staff From: Heady, the Head Honcho
Date: June 1, 2006
Ref.:
Subject: New Memo Format Effective
In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos:
Sample
- Clearly state the purpose of the memo in the subject line and in the first paragraph.
- Keep language professional, simple and polite. - Use short sentences. - Use bullets if a lot of information is conveyed.
- Proofread before sending. - Address the memo to the person(s) who will take action on the subject, and CC (carbon copy) those who need to know about the action.
- Attach additional information: don’t place it in the body of the memo if possible.
Please put this format into practice immediately. We appreciate your assistance in developing clear communications.
If you have any questions, please don’t hesitate to call me. Thank you.
If a memo has only one idea, which can be written in one or two simple sentences, there is no need for an introduction or conclusion.
If a memo has a more complicated message, it needs to be broken up into several body paragraphs. It should be organized like a letter with an introduction.
The organization of a memo
should be especially clear and concise. Use the active voice instead of the passive voice. Use simple, action verbs rather than long phrase Use single words like “since, although, if” and so on
to link your ideas. Avoid long phrases like “in view of, in spite of ”.
Underline key words to attract the reader’s attention
Number your paragraphs or points. Tabulate （制表） information involving list of nu
mbers, prices, dates and so on.
The writing of a memo
Please turn to P23, read the memo, discuss and summarize:
what makes the memo difficult to follow?
- layout
-language
- content
Take items discussed above as a standard.
layout:
- a subject is necessary
- the memo should be paragraphed
- important information should be numbered
language:
- not precise and clear enough, consequently liable to be misunderstood and disregarded.
- frequent use of “I” makes the requirement sound personal.
content
the memo request action, but it does not contain necessary information:
- deadline for its submission
- how to submit the information
- who to contact with, if have questions
Homework 1. Read another version of the memo on page 167 (file 6
3).2. Take the memo on page 167 (file 63) as a model and f
inish the writing task. 3. Write a memo according to information provide belo
w: 人事经理 Mr. J. Mendel 向全体员工发送备忘录，说明明年年假申请的相关事宜。请根据以下信息，以 Mr. J. Mendels 的名义写一份备忘录，用 JM/15/12/04 作为参考文件。
Mr. J. Mendel’s notes:如果你需要申请 14 天以上的假期，请提前两个星期
申请，并提交一份工作安排的计划书。我们预计明年有 5 个忙期，因此我们为每一个忙期设定了一个休假人数的限额。
1 月 1 日至 1 月 15 日，最长假期， 5 人；2 月 5 日至 2 月 20 日，最长假期， 4 人；3 月 20 日至 3 月 30 日，最长假期， 1 人；5 月 1 日至 5 月 10 日，最长假期， 6 人；12 月 15 日至 12 月 24 日，最长假期， 2 人
忙期休假申请，按提交日期，先到先办直到满额。
1) Compared with the memo, what information was missing?
2) Compared with the conversation, what can not be done in a memo?
3) Which seemed to be the more efficient way of conveying this piece of information?
2. Listen to the conversation and discuss.
In the memo,a lot more information is given and it’s easier to follow.You will have a permanent record.
In the conversation,there is an opportunity for discussion and for questions to be answered,but the details would only be given if they were demanded.
So,memo seems to be more efficient.
Please add more points to your report on the advantages and disadvantages of the two ways of communicating information (talking to them face to face and writing to them).
Please share your report.
C. 1.
Face to face
advantages:
more personal, more interaction and feedback possible, more impact on the other, cheaper if no travel involved …
disadvantages:
once you’ve said something, it can’t be unsaid; saying something once may not be remembered …
In writingadvantages: a record can be kept for the files; errors can be changed;
you can write or read when you’re in the right mood; you can take your time over planning and how you’ll express complicated or delicate details …
disadvantages: takes longer; no feedback or feedback is delayed; no personal touch …
2. Discuss and list the advantages and disadvantages of different kinds of communication in writing:
memo, e-mail, letter, fax
Memo
permanent record, do not need computer;
waste resources, have to be delivered …
quick and easy;
people are tolerant of spelling even grammatical mistakes;
a hard copy can be printed out if necessary;
can go to another branch in another country almost instantly …
Letters
formal and important;
express complicated or delicate details ;
have to confine to accepted style ;
take time to write and deliver;
seems less urgent than faxes or E-mail …
Fax
quick;
can go astray;
have no record of receipt;
can not tell if it is received intact by the right person …
Discussion:
1. read the 5 messages on P24
2. discuss and decide what is the best way for each message to be transmitted:
as a letter, as a fax, in a phone call, in a face to face meeting
3. please make a brief report on your decision and reasons.
1. Read the “Golden Rules” on P19
2. Finish the task D on P22
3. Read and discuss
- the letters on P20 and P21
- which of the two letters would you prefer to have received? Why?
- what kind of impression does each letter give the reader?
- the features which are most effective
- the parts you dislike.
Homework:
Unit Two Letters, Faxes, and Memos
Writing
2.2 Names and addresses
The way addresses are laid out in the UK and the USA.
A. pay attention to the right order of information.
2.2 – 2.4 Letters
A. Layout of opening
1. how to address the recipient
2. order of address
3. reference
4. Date
1st March 2005, 1 March 2005, March 1st, 2005 5. opening paragraph
reminding the recipient of the content of his letters
tell the main idea of your letter directly
2.3 Layout and style
B. Layout of the ending
1. final paragraph
2. the complimentary close
yours faithfully
yours sincerely
3. signature
To sign with a rubber stamp is a form of discourtesy. 4. print your name under your signature for clarity
5. print your position or title
Style of business letters
The semi-indented style
the traditional style.
The inside name and address is typed in block form,
but the paragraphs forming the body of the letter are all indented six or four spaces.
The complimentary close could be placed to the right of centre or in the centre.
The blocked style
modern style.
Its main feature is that all typing lines, including those for date, the inside name and address, the salutation, the subject heading and the complimentary close, begin at the left-hand.
Read the Golden Rules
Adapting your style to suit your reader
A. discuss and report
- which of the two letters would you prefer to have received? Why?
- what kind of impression does each letter give the reader?
- the features are most effective
- the parts you dislike.
2.4 Thinking about your reader
D. rewrite the three extracts, according to the golden rules. extract 1: spelling, punctuation, paragraph
I noticed your advertisement in the Daily Planet and I would be grateful if you could send me further information about your products.
My company is considering subcontracting some of its office services and I believe that you may be able to supply us with a suitable service.Looking forward to hearing from you.Yours faithfully,
extract 2: paragraph
Thank you very much for your letter of 15 January, which we received today.
In answer to your enquiry … of our services.
If you would like … I will be pleased to help.
I hope … hearing from you.
Yours sincerely,
extract 3: shorter, clearer, punctuation
There are a number of queries that I would like to raise about your products. I would be grateful if you could ask a representative to get in touch with me so that we can discuss these queries. Hopefully, I will be able to place an order if the queries are satisfactorily answered.
1. Read the 7 steps for planning a letter on P22
2. Writing a letter according to following information: Your company has been appreciated by an Ameri
can motor company which wants you to sell its products in your country. You have been asked to write back to the US firm.
Homework
Write a 200 - 500 word letter, giving a description of your country and its markets:
the sort of products which sell in your country;
the kind of customers that might be interested in American vehicles;
and what problems the US Company might face.
Please finish these four steps:
1) discuss and make an outline in group
2) write independently
3) check each other’s letter in group
4) hand in the best one through e-mail to
before Next Monday.
3. Preview Unit 3 - P25 discuss what is happening in each of the photos.
- P27 discuss the 5 questions of task F and summarize the Golden Rules of making phone calls.
- P26 read and memorize useful expressions for making calls
3. Preview Unit 3 1) P26 Task B: listen and discuss - make a list of the things that went wrong Operator, Anderson, the first Henderson, the s
econd Henderson, the caller - what should they have done?
2) P26 Task C: Role-play - listen and decide what you would say in each situa
tion; use the expressions in task D
3) P28-29 Task B: Listen and finish each task
Mid-term: Letters, Faxes, and Memos
Writing
Discussion: 1. discuss and list the advantages and disadvantages o
f different kinds of communication in writing: memo, e-mail, letter, fax 2. read the 5 messages on P24 3. discuss and decide what is the best way for each me
ssage to be transmitted: as a letter, as a fax, in a phone call, in a face to face
meeting 4. please write a brief report on your decision and rea
sons.
The advantages and disadvantages of different kinds of communication in writing:
memo, e-mail, letter, fax
Memo
formal, do not need computer;
waste resources, have to be delivered …
quick and easy;
people are tolerant of spelling even grammatical mistakes;
a hard copy can be printed out if necessary;
can go to another branch in another country almost instantly …
needs computer and internet
Letters
formal and important;
express complicated or delicate details ;
have to confine to accepted style ;
take time to write and deliver;
seems less urgent than faxes or E-mail …
Fax
quick;
can go astray;
have no record of receipt;
can not tell if it is received intact by the right person …
the best way for each message to
be transmitted:1. Message one
phone call
- it is urgent and simple,
- needs instant reaction to refusal and to give a proper explanation.
2. Message two
fax
- a short message with a lot of numbers,
- it is OK, no matter who will receive it
3. Message three
- needs to give an explanation in time,
- involves details.
4. Message four
letter
- is a formal permanent record,
- expresses complicated or delicate details.
5. Message five
face-to-face meeting
- may affect the result of a big deal,
- formal,
- attaches more importance to the matter,
- make more influence and give more pressure
- it is possible for you to modify your strategy and find a solution.
Unit Three On the phone
basic skills in
- making and receiving telephone,
- noting down messages
3.1 I’d like to speak to …
A. What’s happening in each of the photos?
F. report your Golden Rules of making phone calls. read P 31: twelve telephone tips
add more tips
2. Plan your call by making notes beforehand
3. The caller must try to establish links, by identifying yourself or your department, so the other person knows exactly who they’re dealing with.
4. Listen carefully to what the other person says;Repeat what, you think, is important.
8. Note down the important details, like:numbers, spelling of names, dates and times
B. listen and find out what went wrong
Operator:
doesn’t say the name of company clearly
doesn’t listen to the caller carefully
Anderson:
fails to put the caller back through the switchboard
The first Henderson:bad telephone manner: doesn't tell who he is when pick up the phone
The second Henderson:doesn't listen to the caller carefully
Caller: speak too fastfails to double-check time and date
C. listen and decide what you would say in each situation
use the expressions in task D
E. Role play
3.2 Getting people to do things
This section covers the functions of:
requesting, agreeing or refusing requests;
offering, accepting or rejecting offers;
asking permission, giving or refusing permission
A. discuss and role play
- what is happening in the picture?
- role play the persons in the picture
B. Listen and note down useful expression 1. Terry will do:
send a copy of the reportarrange accommodation
2. Bill will do:check today’s correspondencecall a taxi for the airportcheck her hotel booking
3. Host permit the guest to:take off his jacketuse the phone to book a table for lunchcall his office
3.3 Can I take a message?
A. take a message
1. discuss the three questions:
to have a clear idea how to take a message or leave a message in an answering machine.
2. Listen and rewrite the note
To: Mrs. Robinson Date:
Message: Mr. Hans Braun called to tell he can not meet you on Tuesday afternoon at 4 P.M.
But he will be free on Wednesday at 9:30.
Please call him at number 651 31473 to confirm if this is all right.
B. Listen and note down messages
1.
To: Mr. Fevrier Date:
Message: Mr. Peter Schulz called from Vienna.
Please call him before 4 P.M. today, or any time tomorrow, to do with the arrangement for the congress in July.
His number is 01 456 9924
2.
To: Guy Dobson Date:
Message: Paola Andreotti called from Rome.
There’s been a mix-up about the labeling of product number 15437B for the Italian market.
Please call her before tomorrow evening at number 002 558 9847.
3. To: Mrs. Cox’s assistant (Mr. Box) Date:
Message: Mr. Wang called from Singapore.He will arrive in Melbourne at 1 a.m. local time, this Saturday. Please make sure whether Mrs. Cox will be able to meet him. Please inform the Royal Hotel about Mr. Wang’s arriving late.Please telex or phone him to confirm.
C. Listen and tick the information that is given
3.4 Planning and making calls
C. Role-play
1. role A, file 6, P148; role B, file 37, P158
2. role A, file 7, P148; role B, file 65, P167
3. role A, file 40, P159; role B, file 66, P168
4. role A, file 41, P159; role B, file 10, P149
Summaries, Notes, Reports
Unit Four
How to take notes in business contexts How to summarize conversations How to plan and write reports How to make notes in different ways
4.1 Summarizing a conversation
Taking notes on information you hear and summarizing the main points of a conversation.
A. What are some of the advantages of communicating in writing, rather than relying on the spoken word?
- future reference
- can correct mistake before sending out
- can express complicated things clearly
- reader have more time to take it and understand it.
different style of notes may suit different circumstances.
1. compare the three notes, and tell each for what circumstances.
1) Like a diary, can not get key information quickly, for one’s own record of work
2) To:… and From: …, tells who did the thing and lists the brief information, for sending out and keeping for file
3) Numbered points, easy to get information, for easy reference
B. Notes
2. If the note will be sent to your superior, which one is better?
The note may combine the second and the third together.
3. Listen to the conversation
1) take notes of important information
2) write a summary to your sales manager
in 10 minutes
4.2 Using notes to write a report
transforming notes into a connected text:
- layout of a report
- use proper verbs and conjunctions to link up ideas.
A. Read the report on P168 and figure out the layout, organization and language feature of a report.
Date placed to the right of the center Underline the subject The first paragraph: purpose and main idea The second paragraph:
What did you do to make such a conclusion? Proposal (number each point)
4.3 Planning and editing a report
A. The steps taken to finish a report
1. The four stages of preparation and writing of a report are:
- assemble the material
- plan the report
- draft the report
- edit the report
2. find out and order the steps in each stage
- assemble the material
Step 1
- plan the report
Steps 2 - 7
- draft the report
Steps 8 - 11
- edit the report
Steps 12 - 16
B. Keep in mind while you are writing
A report should be
accurate, brief, clear, and decisive
C. Read and answer questions
1. What are the MD’s aims in writing this memo?
2. What are you expected to do as a result of reading the memo?
3. What makes the memo difficult to read?
1. The MD’s aims in writing this memo
- Dissatisfaction with time-keeping.
2. What are you expected to do as a result of reading the memo?
- a report which will enable him or her to justify introducing clocking-in machines.
3. What makes the memo difficult to read?
Please read the memo on P169.
D. Read, discuss and evaluate
Is the report effective? Why or why not?
layout
content
language
The report is not effective.
Layout
- No “To: ...” “From: ..." and "Date"
- Dosen't divid the body of the report into two parts: findings and proposals
- dosen't number the details.
Content
- Too many personal opinions.
- Irrelevant information, such as "the motivation of our workforce", "holiday requests".
- dosen't meet the MD's requirement.
Language
- Wordy.
The last sentence of the 1st paragraph.
- Not professional.
"It is very interesting ..."
" I think that ..."; "I feel that ..."
Homework:
redraft a report on clocking-in machine
- meet the requirement of MD in memo on P169
- take useful information in the report on P37
- give a clear introduction in the 1st paragraph
- number each section
- a section for proposals is necessary
4.4 Making notes
Making notes is a way of planning and preparing
A. Read and take the tips
B. 1. Compare these three different way of making notes, choose the one you prefer, and tell your reason.
Flow chart
- clear order
- no enough space for expanding the note.
Pattern note
- brainstorming
- no clear order
Numbered section
- clear order
- enough space for expanding the note.
2. listen and rearrange the order of the points in each note, if necessary
D. discussion
Why is it important to make notes, rather than rely on your memory?
Final Examination
Comment
Visiting Arrangement
Problems:
- Involved too many departments in this brief visit.
publicity, design, marketing, customer service, and even production line.
- Schedule was not reasonable enough.
Go to design department first and publicity next.
Visiting Arrangement
Who should meet the visitor?
Publicity Manager and Design Manager
Marketing Manager ×
The marketing department ＝ a guide
leads the company's other departments in developing, producing, fulfilling, and servicing products or services for their customers.
Visiting Arrangement
Who should meet the visitor first?
Publicity Manager
A brief introduction of the company
general introduction and short period
Design Manager
Introduction and discussion on design projects
specific introduction and long time (including lunch time)
Visiting Arrangement
Who should meet the visitor first?
Publicity Manager
A brief introduction of the company
general introduction and short period
Design Manager
Introduction and discussion on design projects
specific introduction and long time (including lunch time)
Writing tasks
Problems:
Didn’t have a clear idea about:
1. the purpose of the fax and memo.
- including unnecessary information
- confusing the receiver
2. the position of the receiver
- sounds like an order
- impolite
Memo
The purpose of the memo
- inform your boss the coming of a visitor
- needs his confirmation
Necessary information
- who and when
- what your boss need to do and how long it will take.
- when do you need the confirmation?
Memo From: Publicity Officer To: Publicity Manager
Subject: Visitor from Denmark
Date:
On 15 November Ms Anita Trosborg, Design Director of the Tivoli Design Consortium of Copenhagen is paying a visit to our offices.
I would like to ask whether you are likely to be in that morning. If possible I would like to bring Ms Trosborg to see you for a brief meeting, probably ten minutes or so, just to make contact. Would 11:45 be OK?
Please let me know as soon as possible if it is inconvenient.
FaxThe purpose of the fax
- respond to the enquiry
- inform the date, time and participants of the meeting
- ask for confirmation
The fax should be short, but including important information.
You need the receiver's confirmation.
FaxDear Anita Trosborg,
Thank you for your fax dated 4th November, concerning your prospective visit here.
I am writing to say that it would be convenient for you to visit our office on 15 November, from 11:30. I have arranged a brief meeting with our publicity manager and then a meeting and possibly lunch with our design manager after that.
I hope you will find the time convenient.
If so, please confirm as soon as possible.
We look forward to receiving you.
Yours sincerely,
Report
Problems:
too long, wordy and too many unnecessary explanation.
1. Whom is the report for?
The publicity officer send to the publicity manager.
2. What is the main idea of the report?
- why you arranged a visit?
- How you did prepare for the visit?
- Final arrangement
ReportFrom: Publicity Officer To: Publicity Manager
Date:
Arrangement for the visit of the Design Director of Tivoli Design Consortium
As requested by the Publicity Manager on 4th November, I have arranged the visit of Anita Trosborg, the Design Director of Tivoli Design Consortium, who showed interest in our design projects.
Report 1. The Publicity Manager agreed to explain the activities of our co
mpany in a brief meeting.
2. The Design Manager planed to introduce our design projects during the lunch time, as he would be really busy.
3. After checking the schedules of Ms Trosborg, the Publicity Manager , and the Design Manager , the visit was arranged on 15th November, from 11:30.
4. The arrangement was faxed to Ms Trosborg, for her clear reference, and quick confirmation.
Report The arrangement of Ms Trosborg’s visit
Time Member Place Activities
11:30 - 11:45 Publicity officer
the entrance to the Publicity
Dept
Picking up Ms Trosborg and a small talk.
11:45 – 12:00 Publicity Manager
The Publicity Manager’s offi
ce
A general introduction of the company and its activities
12:00 – 13:30 Design Manager
Canteen and The Design Dep
t
A introduction of our design department and design projec
ts
13:30 – 14:30 Publicity officer
the building The tour of the building
Discussion
Problems:
1. Don’t know how to answer a question logically.
- key words of the question
- the answer first
- the explanation and examples to support
Discussion
2. Don’t know what a host should do.
- inspire the participants of the discussion
- control the flow of the discussion
- summarize the discussion, including some confusing points, each part of the discussion, and the final result.
3. The member taking notes interrupted the discussion.
4. The members did not listen to each other, or give response to others’ ideas.
How to discuss and answer question 8
8. Suppose a foreign company proposed your company to be their agency in China. How could you persuade them to cooperate with your company in a letter?
Key words: persuade, be agency, in a letter
Show that you will be a qualified agency in a letter.
How to discuss and answer question 8
Host: - have a clear idea about the key idea
- firstly, provide an idea or your answer for this question (guideline for the discussion)
- then, take part in the discussion as a member
- lead the discussion to the second and following stages.
- make summary or conclusion.
How to discuss and answer question 8
How to answer this question
A professional agency should know
- the market they are in
- the product they will sell
- who will buy the products
- the difficulties in selling
So at the beginning of the letter, we should introduce the market in our country first.
