Tài liệu học tiếng anh chuyên ngành du lịch 5 hm14 Đại học mở hà nội

Unit 1: Getting started 1.1 Introductions I. Discussion: 1. What are the key features of a good presentation in terms of the following elements? A. Overall ……………………………………………………………………………………………… ……………………………………………… B. System ……………………………………………………………………………………………… ……………………………………………… C. Delivery ……………………………………………………………………………………………… ……………………………………………… D. Body language ……………………………………………………………………………………………… ……………………………………………… E. Visual aids ……………………………………………………………………………………………… ……………………………………………… 2. How important it is to have a good introduction at a presentation? What makes a good introduction? ……………………………………………………………………………………………… ……………………………………………………………………………………………… II. Introduction 1. Which of the items on the checklist below would you include in the introduction to A. An internal presentation to colleagues/students? B. An internal presentation to bosses/teachers? C. An external presentation to tourists? Checklist · Your name and position · The title/subject of your presentation · The purpose of your presentation2 · The length of time you will take · The main parts or points you will cover - outline · Any visual aids you will use · When the audience may ask questions · A reference to the audience: a human touch

1 Which of the items on the checklist below would you include in the introduction to

A An internal presentation to colleagues/students?

B An internal presentation to bosses/teachers?

C An external presentation to tourists?

Checklist

 Your name and position

 The title/subject of your presentation

 The purpose of your presentation

2

 The length of time you will take

 The main parts or points you will cover - outline

 Any visual aids you will use

 When the audience may ask questions

 A reference to the audience: a human touch

2 Decide if the following extracts come from the internal or external presentation and complete the table:

A My name’s Gorden MacNaughton I’m the new finance manager and I hope you won’t

give me too hard a time!

B Ladies and gentlemen It’s an honor to have the opportunity of addressing such a

G I plan to take only 10 minutes of your time this morning

H During the next half-hour, you will hear about a wide range of research

I I’ve divided up my presentation into three parts: firstly, we’ll look at the level of savings

which we need to make; secondly, I’ll run through the options open to us; and, finally, I’ll

be presenting my recommended course of action

J The subject can be looked at under two headings: firstly, the definition of this kind of

diet; and secondly…

K We have 10 minutes allotted for questions following the presentation

L Feel free to interrupt me at any time

3

3 Put the following expressions into the correct style of introduction:

a, c, d, e, h, k, o, p b,f, g, i, j, l, m, n

a Erm, perhaps we should begin

b Ok, let’s get started

c Good morning, ladies and gentlemen

d On behalf of …, may I welcome you to …

j I’m in charge of…

k This morning I’d like to discuss with you about …

l What I want to do this morning is talk to you about/tell you about…

m Feel free to ask any questions you like as we go along

n And don’t worry, there’ll be plenty of time left over for questions at the end

o If you have any questions you’d like to ask, I’ll be happy to answer them

p Perhaps we can leave any questions you may have until the end of the presentation

 How happy would you be taking questions a) during your presentation? b) at the end?

Practice: Make an introduction for a presentation topic of your interest

How you begin your presentation depends on how

formal the situation is Most audiences prefer a

relatively informal approach

4

1.2 Stating your purpose 1

1.2 Below you will find a number of ways of stating your purpose of your presentation

Complete them using the words given Combining the sentences with those numbered 1 will give you a complete introduction Then do the same with those numbered 2, etc Listen to the

audio to check your answers

OK, let’s get started Good morning, everyone Thanks for coming I’m … This morning I’m going to be:

showing talking taking reporting telling

1 to you about the videophone project

2 you about the collapse of the housing market in the early 90s

3 you how to deal with late payers

4 a look at the recent boom in virtual reality software companies

5 on the results of the market study we carried out in Australia

… so, I’ll begin by:

making outlining bringing giving filling

1 you in on the background to the project

2 a few observations about the events leading up to that collapse

3 company policy on bad debt

4 you an overview of the history of VR

5 you up-to-date on the latest findings of the study

… and then I’ll go on to:

put discuss make highlight talk

1 what I see as the main advantages of the new system

2 the situation into some kind of perspective

3 you through our basic debt management procedure

4 detailed recommendations regarding our own R&D

5 in more depth implications of the data in the fields in front of you

Practice: Prepare to introduce and state the purpose of a presentation of your own by

completing the notes below Then present your introduction

5

 Thanks for coming I’m ………… And, as you know I

 This morning I’m going to be

 So, I’ll begin/start off by

 And then I’ll go on to

Perhaps we should begin/ OK, let’s get started

Good morning/afternoon/evening, everyone

6

1.3 Stating your purpose 2

Task Cross out the verbs which do not fit in the following presentation extracts

1.First of all, I’d like to preview/ overview/ outline the main points of my talk

2 Perhaps I should start off by pointing/ stressing/ reminding that this is just a preliminary

report Nothing has been finalized as yet

3 But later on I will, in fact, be putting forward/ putting out/ putting over several detailed

proposals

4 One thing I’ll be dealing with/ referring/ regarding is the issue of a minimum wage

5 And I’ll also be asking/ raising/ putting the question of privatization

6 So, what we’re really driving at/ aiming at/ looking at are likely developments in the

structure of the company over the next five to ten years

7 If we could just draw/ focus/ attract our attention on the short term objectives to begin

13 The basic message I’m trying to get through/ get across/ get to here is simple We can’t

rely on government support for much longer

14 Disappointing end-of-year figures underline/ undermine/ underestimate the

seriousness of the situation

15 And the main conclusion we’ve thought/ got to/ come to is that massive corporate

restructuring will be necessary before any privatization can go through

7

1.4 Effective Openings

1.4 Look at the presentation openings below and divide them under three headings:

Problems Amazing facts Stories

What do you think each presentation was about?

1 Did you know that Japanese companies spend about four times more on entertaining clients in a year than the entire GDP of Bulgaria? 40 billion dollars, to be precise You know, that’s twice Colombia’s total foreign debt You could buy General Motors for the same

money

2 Suppose your advertising budget was cut by 99% tomorrow How would you go about

promoting your product?

3 According to the latest study, by 2050 only one of in every four people in Western Europe

will be going to work And two will be old age pensioners

4 You know, R&D is 90% luck When I think about creativity, I’m reminded of the man

who invented the microwave oven He spent years messing around with radar transmitters, then noticed the chocolate in his pocket was starting to melt!

5 Statistics show that in the last ten years more people have legally emigrated to the United States than to the rest of the world put together – about half a million of them a year, in fact Now, over ten years, that’s roughly equivalent to the population of Greece

6 Have you ever wondered why it is that Americans are easier to sell to than Europeans? And why nine out of ten sales gurus are American? You have? Well, if I could show you what stops Europeans buying, would you be interested?

7 I read somewhere the other day that the world’s highest paid executive works for Disney and gets $230 million per year Now that’s about $2000 a minute! That means he’s currently

making more money than Volkswagen

8 How many people here this morning hate going to meetings? Just about everybody, right? Well, imagine a company where there were never any meetings and everything ran smoothly? Do you think that’s possible?

9 Have you ever been in the situation where you’ve had to negotiate with the Japanese? I remember when I was

working in Nagoya and everybody had told me the Japanese don’t like saying no So in

Communications experts are all agreed that the first

three minutes of a presentation are the most

important They talk about ‘hooks’ – simple

techniques for getting the Immediate attention of the

audience

A good start makes you feel more confident Here’s

how the experts suggest you ‘hook’ your audience:

1 Give them a problem to think about

2 Give them some amazing facts

3 Give them a story or personal anecdote

8

meetings I just kept saying yeah to everything And they hated it It turned out yeah

sounds like no in Japanese!

Practice:

Use the frames below to help you prepare effective openings, using the problem, amazing facts, or story technique Whatever technique you choose, prepare your opening carefully You should always know exactly how you are going to start

 Problem technique

1 Suppose

How would you ?

2 Have you ever wondered why it is that ?

You have? Well, if I could show you would you be interested? 3 How many of people here this morning/ afternoon/ evening ? Well, imagine Do you think it’s possible?  Amazing facts technique 1 Did you know that ?

2 According to the latest study,

3 Statistics show that

4 I read somewhere the other day that

 Story/ Anecdote technique 1 You know,

When I think about

I’m reminded of

2 Have you ever been in the situation where ?

I remember when

It turned out

9

1.5 Dealing with nervousness

Read this article from a website on business communication and discuss the questions which follow

Over to you

 What other tips can you think of for dealing with nervousness?

 How do you deal with nervousness before or during a presentation?

 How do you prepare your presentations?

Dealing with nervousness

The American author Mark Twain once put it like this: 'There are two types of people: those that are nervous and those that are liars.' So, once you accept that (almost) everybody who gives a presentation -whether formal or informal, long or short, to strangers or colleagues, is nervous, then you just need to find ways to deal with

nervousness and even learn how to use it to your advantage

Let's first look at ways to deal with and reduce nervousness

1 Prepare well ‘Failing to prepare is preparing to fail.’ Preparation is the key to a

2 Learn to relax Doing stretching or breathing exercises before your talk can help

you to reduce nervousness

One example: before your presentation, sit comfortably with your back straight

Breathe in slowly, hold your breath for about five seconds, then slowly exhale You can relax your facial muscles by opening your eyes and mouth wide, then closing them tightly

3 Check out the room Make yourself familiar with the place where you will be

speaking Arrive early, walk around the room, and make sure everything you need for your talk is there Practice using any equipment (e.g microphone, video projector, OHP) you plan to work with

4 Know your audience If possible, greet your audience as they arrive and chat with

them It will be easier to speak to people who are not complete strangers

5 Concentrate on the message Try to focus on the message and your audience - not

on your own fears

6 Visualize success Imagine yourself speaking to your audience in a loud and clear

voice Then visualize the audience applauding loudly at the end of your talk as you smile

Use the steps above to reduce nervousness, but also remember that being nervous isn't all bad Many experienced presenters say that you can also use your nervousness to give you that extra energy that you need to give a good performance

UNIT 2: Linking the parts

1.1 Signposting

Task 1 Choose one of the ‘signpost’ expressions from the box above for the following situations:

1 When you want to make your next point To ………

2 When you want to change direction To ………

3 When you want to refer to an earlier point To ………

4 When you want to repeat the main points To ………

5 When you want to give a wider perspective To ………

6 When you want to do a deeper analysis To ………

7 When you just want to give the basics To ………

8 When you want to depart from your plan To ………

9 When you want to finish your talk To ………

Task 2 (audio) These nine basic signposts are all you need, but you have to remember them automatically Listen to your cassette or your teacher When you hear an instruction, for example, make your next point, write the correct phrase: 1 ………

2 ………

3 ………

4 ………

5 ………

6 ………

7 ………

8 ………

9 ………

Task 3 (audio) Once you know the nine basic signposts, you can build them into the points you make to give direction and coherence to your presentation

Complete the following signpost phrases and sentences using the notes to help you Say

them first Then write them down The first one has been done for you as an example

1 Moving on / question / the US market,

Moving on to the question of the US market,

2 Expand / the figures / last year,

In a good presentation, what you say – the content – is much more important than anything else But a clear structure helps When you move on to your next point or change direction, tell the audience

You can do this easily and effectively, using simple phrases as ‘signposts’ to guide the audience through your presentation:

Present the signpost sentences above until you feel comfortable saying them

Task 4 (audio 14) An expert is talking about the Traffic Support Centre (TSC) in her city Listen to the talk and put the points below in the order she mentions them

a what the TSC does (main activities)

b how traffic data is collected

с why the TSC was started

d how motorists benefit from the system

e how traffic information is given to motorists

Neat, short signposts are more effective than long explanations of the structure of your

presentation Remember, the simplest way to signpost the end of one stage of your presentation and the beginning of the next is to say:

Task 5 Now listen to the presentation again and complete the sentences

OK, _ 1 the background and the reason we developed the

programme

Any questions? OK So, 2to the next point and take a closer look at the Traffic Support Centre itself _ 3, the TSC was set up in 2001 to help traffic flow more smoothly, and basically to make the lives of motorists easier In this part of my presentation 4 you about the centre’s activities, how we work exactly and how motorists benefit from our services

So, 5 a brief overview of the TSC’s activities Our main activities are to collect, analyse, and communicate traffic information After collecting traffic data from a number of different sources, we analyse them and then we inform the media, the police, or other authorities, and - last but not least - the motorists ( )

This now leads us to 6 How does the TSC collect data?

Traffic-monitoring equipment has been installed across the main traffic routes, which helps

us gather real-time information on traffic speed and traffic flow Additionally, we use

variable traffic sensors and cameras We also work together with other partners and

authorities, for example the police, traffic officers, and the media Let me show you a few examples of how this works ( ) 7 collecting data

8 to the next issue How do we communicate information to motorists? We do this in a number of ways: by using electronic road signs, the Internet and radio, and state-of-the-art telephone technology ( )

Let me now come back to 9 The TSC wants to make the lives

of motorists easier So, in what ways does the motorist benefit? Well, first: through time information about the traffic situation Second, through better advice about alternative routes Third, through safer roads and less driver stress

real-Task 6 Complete this box of useful phrases with highlighted phrases from the

presentation in Task 5

Task 7 Make ‘signpost’ sentences using elements from each column

1 Before 1 move on to my

next point,

come back to next question

3 This leads let me go this question later

4 Let’s now turn to we were discussing our new sales strategies

5 As 1 mentioned to the next a brief overview of our

activities

6 I’d like to before, I’d like to give you earlier

7 Let’s go back to what us directly to my through the main issues

once more

8 As 1 said earlier, I’ll be focusing on of customer service

Task 8 Complete the sentences with words from the box

SIGNPOSTING

Saying what is coming

1 In this part of my presentation, I’d like to tell you about …

2 ………

Moving on to the next point

This leads directly to the next part of my talk

3 ………

4 ………

5 ………

Indicating the end of a section

This brings me to the end of my second point

I’d like to sum up the main points

Let me briefly summarize what I’ve said so far

1 Let me now summarize the _

2 We will be _our sales targets today

3 In my talk I’ll you about new marketing techniques

4 Before I move on, let me just _what Pve said so far

5 I think we have _everything for today

6 OK, that’s all I to say about time management

7 This _directly to my second point

8 Let’s go 1 to what I said at the beginning of my presentation

Task 9 Write the sentences using expressions with as and the information in the

notes Add missing words where necessary

1 we/no budget for new software/this year (I

mentioned this before)

As I mentioned before, we have no budget for

new software this year

2 Tony Dale/new marketing manager/print

media (you all know this already)

Task 10 (Track 15) A manager is updating her group on some problems they’ve been having with one of the company’s product lines Listen to this excerpt from her

informal presentation and say whether the following sentences are true or

false Correct the false sentences

1 The company is having problems with their new men’s cosmetic products

2 The problems are in three areas: supply, distribution, and production

3 She identifies two problems in the area of supply: the plastic bottle

supplier can’t deliver the quantity they need and the quality of the

bottles is poor

4 They have had to return around 14% of the bottles

5 They have to take care of the supply problem soon or they’ll have trouble

with Father’s Day sales

Task 11 (Track 15) Complete these sentences from the presentation with the correct form of verbs from the box Then listen again to check

back covered discussing inform leads

main points sum up wanted

We’ve been trying to problems 4

with these the delays, the poor quality - all along, but so far we’ve not been

able to find ways to 5 them from happening

again

If we _ 7 (not) our supply problems within the next two weeks, we _ 8 into serious trouble with respect to our Christmas business

I’d like to quickly 2

the problems and then make some suggestions on how we

can 3 with the consequences

It’s clear we can no longer continue

to _ 6 these

conditions

Task 12 Choose the correct verb to fit the sentence

1 How are we going to solve/deal/tackle with delivery problems?

2 I don’t think we can cope/tackle/take care with fewer people

3 We think it’s important to identify/deal/cope the problems now

4 Who will take care/deal/tackle of our business clients?

5 We have been trying to cope/solve/take care the software problem

6 Before we go on, let’s identify/clarify/solve this question

Task 13 Complete the sentences with the words from the box

1 I’ll give you an overview of some figures _to car exports

2 _, I’d like to tell you something about the new software

3 Let’s now turn to the next question which _customer service

4 _a few spelling mistakes, the new brochure is very good

5 Let me give you some details _our Chinese factory

6 _the handbook, the scanner is user-friendly

Task 14 Put the words in the right order to make sentences with expressions from this unit

1 move/ now/ to/ point/ next/ let’s/ on/ the

2 all/ topic/ as/ today/ is/ you/ know/ our/ globalization

3 inform/ is/ to/ aim/ about/ my/ latest/ you/ the/ developments

4 be/ additionally/ figures/ discussing/ most/ will/ we/ the/ important

5 said/ brief/ give/ I/ you/ earlier/ a/ I’ll/ as/ overview

6 study/ customers/ according/ with/ this/ it/ satisfied/ to/ our/ are

Task 15 It’s your turn now Prepare the main part of a presentation using phrases from this unit Use the checklist to help

OUTPUT

Infomedia, a US telecommunications company, expects all employees to give presentations

in English Read this text from the newsletter of an Infomedia subsidiary in Asia and discuss the questions which follow

OVER TO YOU

 Which of these tips do you find most useful? Can you add any other tips?

 Have you ever presented to an American audience? How different are American audiences from those in your own country?

Unit 3: Getting attention

BODY LANGUAGE

Objectives:

At the end of the lesson, students will be able to

 illustrate the importance of body language

 practise using body language to communicate your message clearly and persuasively

 know ways of emphasizing and minimizing the message

 learn to design and use cue cards

I Pre-viewing

1 Choose different students to mime these actions and/or others of your own in front of the class

3 What body language can you use to persuade? Insert appropriate words in the blank with the

given initials to complete these tips

Effective Body Language for presentation (A) Importance: More than half of your impact as a speaker depends upon your body language

Body language can make or (1) break……… your presentation When you are presenting, strong, positive body language becomes an essential tool in helping you build credibility, express your (2) e motions………, and connect with your listeners It also helps your listeners focus more intently on you and what you're saying

(B) Appearance: Appearance is the way a presenter looks, including what they (3)

wear……… Nobody wants to be associated with someone who looks ragged, (4) scruffy……… , untidy, dirty or smelly So, look (5) smart………., honest, and appropriate with the situation: you should sell yourself before you sell your (6) message………

(C) Facial expression and eye contact: Use facial expressions (e.g smiles) to emphasize your

feelings The movements of your eyes, (7) mouth………, and facial muscles can build a connection with your audience Alternatively, they can undermine your every word Eye focus is the most important element in this process Look at your audience, and try to maintain (8) equal……… eye contact with everyone Don’t just look at one person and never (9) stare……… at anyone

(D) Gesture: Do use your hands They don't belong on your hips or in your pockets or folded across

your (10) chest……… either or held behind your back Use them to help emphasize a point,

to express emotion, to release tension, and to (11) engage……… your audience Hold a pen

or pointer if you feel more comfortable but don’t play with it Never point at the audience, touch your (12) nose……… or scratch your head

(E) Movement and posture: Use movement to support what you are talking about Sometimes you

should move forward for (13) emphasis……… or from side to side to engage the audience Don’t stand completely (14) still……….- a little movement between table and board is more interesting Don’t move around too much or move too far as the audience may watch you instead

of listening to you Try to keep your posture (15) upright……… but relaxed Look straight ahead, not down at the floor or up at the ceiling

1 Read the Video Presentation Context

All members of Dr Linden's staff are

at the meeting

They are all worried about possible job losses

Dr Linden intends

to point out the options facing the department and the Institute

them to propose

an alternative

II Viewing

Watch Versions 1 and 2 of the video from 20.40 to 23.18 with no sound As you watch, make notes

on Dr Linden's body language Use this checklist to help you

III Language Focus

EMPHASIZING AND MINIMIZING

Emphasizing

Strong adverbs intensify adjectives:

We’ve had an extremely good year

Adverbs can be total, very strong,

It seems we will have to delay the delivery

The Chief Executive Officer appears to have

left the country

It’s just a little bit further

We’re going to reduce our staff a bit

Perhaps we should consider resigning

There might be another way

I tend to think we should stop now

To some extent, the company has failed to

realize its potential

Intonation is also very important in giving

more or less emphasis to what we say

Fairly (safe)

Reasonably (expensive)

Quite (cheap)

IV Exercises

1 Read these extracts from different presentations and decide whether the language in each extract

is being used to emphasize or minimize the message Underline the words used and note if M or E (a has been done as an example)

A I think we have to get this into perspective It's just a minor problem It's nothing serious M

B I'd like to make a suggestion Perhaps we could consider placing more importance on conserving

our environment

C I'm afraid we can't get away from it Our extremely low levels of service are threatening the

future of this company

D I've got to say that I've never heard such a ridiculous argument There is no way we can consider

taking this sort of action

E There's one more point I'd like to make It's absolutely essential we make money on this tour

F We've got a little bit of a problem here Perhaps it's not central to our business, but I tend to think

we should talk about it briefly

G In a way, I would say this is quite important On the other hand, I realize we've got quite a full

agenda today

H Before we go any further, let me say this has been an extraordinary year, and we've seen some

truly remarkable achievements

2 Add an adverb to these sentences to emphasize the message

A This has been a good year **

B We have had a difficult time *

C We have seen a disastrous decline in our profits ***

D It was easy to achieve our objective *

E The announcement was unexpected ***

F I’ve got some bad news **

Key: moderate * very strong ** total ***

3 Complete these sentences with words that will minimize the message

A We see things differently your experience is limited

B , you’re right But we consider the long-term view

C There’s time we discuss this question now

VI Cue cards design

The aim is to give a good, short talk on a topic, using short notes, that you know well and that is

not memorized Reciting a presentation that you have memorized sounds as if you are reading something inside your head Look at the sample process below to prepare a talk and design cue

cards

Brainstorm facts:

beautiful, large, varied, superlatives,

mountains, lakes, rivers, 3 oceans,

snow/ice, plains

2nd biggest in world, 30x bigger than VN

6 time zones,

longest coastline, longest undefended border, longest street,

CN tower tallest free-standing building, superior largest fresh-water lake, 25% world’s freshwater

Trans-Canada Highway longest national highway

population 30 million,

diverse, multicultural, immigrants highest living standard

technologically advanced and well educated

1972 launch first domestic communication satellite robot arm on NASA space shuttle

1857 first oil well, longest petroleum and gas pipelines telecommunications important

first phone call by Bell, heaviest phone users

largest system high speed internet connections largest mobile phone network

Group the facts:

Part 1 – Geography and population

Part 2 – Superlatives

Part 3 – Canadian Technology

Write the presentation

(Introduction, Outline, Main part, Summary, Conclusion)

GEOGRAPHY & PEOPLE

 Large beautiful cold

 Varied geography – mountains, snow, ice , lakes, rivers, deserts, plains

 Arctic, Pacific, Atlantic oceans, US border South

 6 time zones

 Population only 30 million, live 200 km US border

 But, immigrants, different cultures, languages, multicultural society

 English, French official languages

(2)

SUPERLATIVES

 Not only 2nd biggest country, 10 million sq km

 But longest coastline, undefended border, freshwater lake Superior, 25% freshwater

 Trans-Canada Highway – longest national highway, in fact - more roads, railways

 Yonge St Toronto – longest st

 Also – one of highest living standards

(3)

CANADIAN TECHNOLOGY

 Technologically advanced

 1972 – 1st communications satellite domestic

 1st radar satellite

 Robot arm NASA space shuttle

 Rich resources – 1857 - 1st oil well drilled

 Today – longest oil and gas pipeline

 Telecommunications important, well-used

 1st telephone call, more time talking

 Currently, biggest mobile phone network, high speed internet connection

 Highly developed, wealthy nation

 Thank you for listening

 Any questions?

(5)

V Presentation Practice

Prepare a presentation and cue cards on the topics you have prepared: Staffing and Internal Organization Ensure to use appropriate body language when delivering your presentation

HOMEWORK 4:

Make notes on the reading # 5 (section 3) Bring 2 versions of your notes to class on day 7

Hand in the original version to the teacher, and keep one for your presentation practice

Unit 4: Exploiting visuals

4.1 Presentation tools

Starter:

Do you know the English names of these media and tools used in presentations?

When, if ever, do you use the above media and tools in presentations?

Which do you find the most effective? Why?

Power point slide

Task 2.Now listen to the presentations again and complete the sentences

4 Ok Let’s now _at our new magnetic ski rack Matterhorn which was launched in August

5 On the you will see an of the Matterhorn X-15

6 Presentation 3

7 These are the _ for Europe for the three quarters of this year

8 As you _here, we’ve had a very successful year

9 To highlight our success even further, let’s _to the 2003 figures on the previous

10 Let me just to it

Task 3: Match the two parts to make sentences used to refer to media

1.On the next page a.from this picture, the design is

5.To illustrate this 5.at the figures on the next page

6.Let’s now have a closer look 6.which shows the market development

in 2005

7.Here we can see how many 7.interesting details

8.I have a slide 8.you will see a photo of the new XTK

model

4.2.Using approximate numbers

Numbers, especially long ones, are often difficult for the audience to understand Try to say numbers slowly and clearly, and point at them while speaking

1.6bn one point six billion

1/3 one-third

235m2 two hundred and thirty-five square meters

98% ninety-eight per cent

€150.000 one hundred and fifty thousand euro(s)

Remember that:

1 we use a comma in English to show thousands and point to show the decimal place

2 we say “2 million” or “10 billion” (not 2 millions / 10 billions)

3 we say “2 million dollars”, “170 pounds” (not 2 million dollar/ 170 pound)

Task 1: How do you say these numbers in English? Write the numbers out in full Then listen to check your answer

Task 2: Listen to the three presentation and fill in the missing numbers below

1 Car sales in 2004, 1st & 2nd quarter

12th floor Move on 15th February

3 Hotel rooms –international quality

2 2007 – Car Production of SAIC in China

 Has 55 subsidiaries and 63 joint ventures

 Employs more than 60.000 people

 Produces about 800.000 vehicles

 Generate sales of $12 billion

Rule of six:

When presenting text on overheads or PowerPoint slides, it is a good idea

to use the rule of six which means:

 a maximum of six lines per slide

 a maximum of six words per line

If you stick to this rule, you won’t risk overloading your bullet charts with

too much information

Task 3: Listen to the two short experts from presentations Complete the slides and find headlines

Now listen again and complete the sentences below (track23-24)

1 Let’s now _, which is ……

2 to three new design features

3 is that customers can change the color panels……

4 What ?Well, I think you’ll agree that the results are

5 nearly 35 per cent said ……

1 Attracting the customer

2 Informing the customer

3 Being convenient for the customer This is how we have dealt with these three areas:

1 The color, shape, and texture of the

bottle have been chosen after considerable research because they proved to be the ones that the pilot group considered the most attractive

2 Research also showed that customers

were not interested in glamorous names or the use of many colors What they really wanted was hard information about what was inside the bottle Once again, it was better not to use long technical jargon to describe the contents, but to use simple language that the lay person could easily understand

3 A surprise result was that so many of the

pilot group were concerned about how easy (or difficult) it would be to open the bottle Many thought we had paid too much attention to safety features –making it difficult for small children to open –and not enough attention to customer convenience

Notes : When designing and using visuals, try to remember :

 Don’t design visuals to repeat what you can say in words

 Don’t read from the visual

 Don’t overcrowd visuals with too much information

 Don’t use too many visuals in one presentations

4.4: Presenting visuals effectively

EMPHASIZING IMPORTANT POINTS

Using a verb (stress, emphasize, etc.)

I’d like to stress the following point

I’d like to draw your attention to the latest figures

I’d like to emphasize that our market position is excellent

Using what

What is really important is how much we are prepared to invest

What we should do is talk about intercultural problems

Rhetorical questions

So, just how good are the results?

So, where do we go from here?

Why do I say that? Because…

Adverb + adjective construction

It would be completely wrong to change our strategy at this point

We compared the two offers and found the first one totally unacceptable

I think this fact is extremely important

Task 1: Match the two parts to make sentences

1 What I’d like to do

2 I’d like to highlight the

3 So, what are the reasons

4 I’d like to point out how

5 It’s interesting to note that

6 I should repeat that our

7 What we can’t do is

8 So, just how good

a Important advertising is for us

b for our success?

c this model is selling quite well in the US

d turnover last year was excellent

e is discussed the latest sales figures

f is the quality of these programs?

g main problem areas

h increase our budget

Task 2: Complete the sentences with the correct adverb-adjective construction from the box

extremely dangerous - absolutely safe - incredibly cheap - highly interesting

absolutely necessary - surprisingly good - completely useless

1 What we should remember is that this chemical process is _

2 It’s _to improve the quality of our product if we want to win new customers

3 This is a _point

4 You will be pleased to hear that our turnover last month was _

5 Unfortunately, we found that some of the test results are

6 I’m pleased to say that the crash test shows that this system is _

7 Right now this item only costs $1.50 –I think that’s _

Task 3: First complete this excerpt from a presentation with words from the box Then listen and check (track25)

let’s talk about - draw your attention - have a look - it’s quite remarkable

on the other hand - the figure also show that - you’ll see - can we explain

I’d now like to _(1) to the regions where poverty has been reduced If you look at the bar chart on the left, (2) _that the proportion of global population living on less than $1 a day has drop (3) _in South Asia the proportion of extremely poor people has been reduced from 41 to 31% _(4) how much progress has been made by China (5) , poverty has increased in many parts of Africa, Latin America, and Eastern Europe How _(6) this uneven development? To answer this question, we’ll (7) _at the latest study from the World bank First, (8) the figures that indicate global progress

Task 4: Are these words and expressions used to make contrasts and describe results? Put them into the correct category

Making contrast Describing result

Now choose the correct word to fit the sentences

1 Online banking is mainly used by our younger customers Many of our older customers consequently/ however/ therefore find it difficult to handle modern computer technology

2 However/ Whereas/ Although the euro is quite strong, we managed to increase our exports to the US

3 Whereas/ Therefore/ Despite we made a profit of $240.000 last year, this year’s profit

Task 6: It’s your turn now Prepare bullet charts based on your own data (or take information from the first three of the “Summing up” text on the next page) Find an effective headlines for each bullet chart and present them to a partner

CHECKLIST FOR VISUALS

 1 Prepare each visual carefully and separately

 2 Check whether the visual really shows what you are saying

 3 Make sure your audience can read the visual (font size and colors)

 4 Find effective headlines

 5 Keep design and content simple

 6 Use bullet charts for text

 7 Reduce text to a minimum

 8 Always prepare audience for visuals

 9 Present information clearly and logically

 10 Remember the rule of six

OUTPUT

What is important when presenting visuals? Which opinion(s) do you agree with?

Karen Hamilton, Marketing manager

I think to be effective a good visual must focus on only a few points It’s important not to have too much information on slide

or transparency Slide overload is bad because people will then spend time reading the slide rather than listening to the presenter I normally use bullet points to structure information –I never write complete sentences Headlines are important too

Keith Sallis, Real Estate Manager

In my opinion the presenter is the focus of the presentation – not the visuals The key purpose for using a visual aid is to help the audience understand the topic better So the visuals should only be used to support the presenter’s message A process-flowchart slide, for example, helps people understand visually what you are describing verbally If a visual distracts the audience’s attention from what you’re saying It’s useless

Susan Liu, Export manager

Above all, a slide or overhead must be readable If the audience can’t read the slide, they will soon give up That’s why font size is very important It should be as large as possible I’d say at least 24 And sometimes it’s also a good idea to use different colors to highlight some points Using many different colors can be confusing though

Barbara James, Market Researcher

What you say and what you show should always go together 100% So when you’re not talking about the slide, it shouldn’t be visible I always switch off the display when I’m talking about something that has nothing to do with the slide If people are busy looking at the slide, they aren’t listening to what you’re saying It’s better

to use the B-key to return to a black screen

or replace the slide with someone form of

“wallpaper” such as a company logo

Javier Sanchez, Financial Analyst

For me it’s very important that the presenter speaks to the audience and doesn’t read to them! The speaker must make eye-contact and not watch the monitor or screen while he or she is talking I think it’s extremely boring when someone just reads slides word for word as

if it were as easy or something

Tony Benetti, Media Consultant

It’s called “Death by PowerPoint” when people use so many sound effects and animations that the audience’s attention is completely taken away from the delivery

of the message I think PowerPoint is a fantastic tool, but just because it has so many effects you don’t have to use them all Overuse is overkill here

OVER TO YOU

What kinds of tools and visuals do you normally use in your presentation?

What tips can you think of for using visuals effectively?

4.5.Types of visuals

As you can see from the graphs…

Starter

What are these visuals called in English? Match the numbers to the descriptions

technical drawing line graph

Which of these visuals would you use to describe:

a Your company’s market share?

b The steps to be followed from order placement to delivery of a product?

c Your company’s new organizational structure?

Task 1: Listen to excerpts from three presentations and say what visuals are used

1 The next shows the _by age in our country

2 You can see that the biggest _(…) indicates the of employees

in the age group 30 to 50

Presentation 2:

3 Let’s now at the sales figures over the past five years

4 The key in the bottom _corner shows you which colour which area

5 Ok, so I’d like to first your attention to the sales figures for France –that’s the blue line here

TALKING ABOUT VISUALS

The first rule of preparing effective visuals is that they should be clear and easy for the audience to follow However, sometimes it is necessary to explain a more complicated visual and it is always necessary to point out the most important information

Explaining a visual:

 Let’s now look at the next slide which shows ……

 First, let me quickly explain the graph

 You can see that different colors have been used to indicate…

 The key in the bottom left-hand corner shows you…

Highlighting information:

 I’d like to start by drawing your attention to ……

 What I’d like to point out here is ……

 I think you’ll be surprised to see…

 I’d like to you to focus your attention on……

 Let’s look more closely at……

Task 2: Which is the box:

Task 3 Match the two parts to make sentences used to talk about visuals

1 Let’s now have a look

2 The black line gives us

3 Each line on the graph indicates

4 In the upper right-hand corner

a shows out revenues since

2004

b the next pie chart