English for Presentations EXPRESS SERIES Marion Grussendorf OXFORD| ~ To sum up... Ea Look at these final statements from different conclusions. Which ones doyou find most effective? Work with a partnertorank them (: = most effective, 8 = least effective). Thank you very much for your attention. In conclusion, I'd like to highlight our company’s highly innovative products. So, to putit in the words of the famous H. Gordon Selfiidge, ‘The customer is always right” Well, | dor't know whether this was helpful but 'd like to leave it here. We have all the facts. Let's get to work nov! The one last thing I'd like to say is: i’s your choice. So, that's all| have to say. I hope you haver't all fallen asleep! To conclude, | want to come back to that story | told you at the start of my presentation and say one word: apple pie! What do the presenters try to achieve with the different endings? 1 Listen to the conclu n of a presentation and answer the questions. 1 What was the brief? 3. What is the best solution? 2. What are the options? 4, What does the presenter recommend?UNITE Tesumupa | 48 jon and put themin the correct category in the table. 2 Lookat these sentences from the present Vl just run through the three different options... We'd sugeest .. Now'l be happy to answer any questions you may have. We'd therefore recommend that we .. Before | stop, let me go through my main points again. Well, this brings me to the end of my presentation ‘CONCLUSION OF A PRESENTATION ‘Signalling the end of the presentation ‘Summarizing the main points Recommending or suggesting something Inviting questions Now add these phrases to the table abov a Thank you all for listening. b_Inmy opinion, we should .. We just have time for a few questions. To sum up then, we... © OK, I think that’s everything | wanted to say _“ " Id like to run through my main F Are there any questions? points again .. hy ASafinal point 1d tke to. i'm now nearing the end of my talk .. j. Just to summarize the main points of my talk . What I'd like to suggest is ..4a | unTs Tosum ap 3 Unscramble the sentences tomake typical sentences froma conclu 1 Well,/the end of/today/brings me/to/my talk/that 2 Before I/key issues/go over/the stop, let me/again 3. Asa/means/let me say /for us/what this/final point, 4 Finally,/like to/issue/hightght/'d/one/key 5 To sum/looked at/ product range /up then,/the new/first/we 6. That/logistics ust about /to say/about/I wanted /everything/ covers, 4 Complete the sentences with words from the box. come back * figures we have ® final point © briefly summarize * my opinion * now approaching * suggest that * to highlight 2 iflmay the pros and cons. 2 Based on the a sits clear e& that we must oct quickly. 3 Wel, rm the end of my Vv talk, 4 Ok, Fd now like __ the key ¥ figures. ; 5 Let me make one_ . 6 In ___.we need a new sales strategy. — 7 Let me to the key issue. & 81 we work together with our French partners. 5, Use thenotes on the next page and follow the flow chart to practise the end of two talks. Sigrattne Summarze—_—‘Helieht Make your a eae one fepainthe Mak invite = ai Important) signifeance MMH questions pointUNITS Tosumup... | 45 Update on new eoftware project Zalked about delays with first trials & how were dealing (- wen shom Main — reviewed partners Involved in project/now we can work pants) with them mostefiectively” 1o—whore we gofremhere ~ =e poi: RO Design isimohedlinportare : to evccess of pret! (etovofexperience inthis area, good —_— reputation for quality) ie thenext otep: 2, 6 Listen to four conclusions and say which technique isused in which presentation (1-4). Technique Presentation Call to action Story Question Quotation Which sentences (a-d) come from which presentation? Write the number of the presentation in the box. Then listen again and complete the gaps. a So, this opportunity to get ahead of our competitors? b Pajust lke to former US president Bill Clinton once said: ‘You can put wings on a pig, but you dor't make it an eagle’. ¢ . Set up an appointment with our project manager and our SAP consultant and we can work out the Best Practice solutions that suit your business. 6 tod at the start of my talk, the sales meeting in Vienna with the disappointed Japanese businessmen? that knowing your entire product range is the key to success. [EFFECTIVE CONCLUSIONS. Using questions Referring back to the beginning After al, isr't that why we're here? Remember what | said at the beginning of my talk today? Let me just finish with a question: Ifwe don’t Well = do it, wor't somebody else? ‘Let me just go back to the story | told you earlier Remember, .. Quoting a well-known person AS «. once said, Calling the audience to action Jo quote a well-known businessman, ‘So that’s the plan. Now let’s go and put it into practice! To putit in the words of ., So nowit’s your turn. Now let's make a real effort to achieve this goal!46 | UNTS Tosumwp.. 7 Match the two parts to make final statements from conclusions. 1 Toput it in the words of Albert Einstein, ‘Look for your choices, pick the best one, 2. | would like to finish my talk then go with it.” 3. Let me go back to b_ with an important question. 4 So, now its ¢ about the nev branch in Tokyo? 5 Remember that story I told you d_ get down to work! 6 Asthe famous basketball coach Pat Riley what | said at the start ofthis talk. said: f ‘The important thing is not to stop questioning." 7 OK, and now let's & upto you. Complete the sentences with prepositions from the box. about * by « for * in * on out + through * to 1 Based ‘what we know, we can optimize our procedures, 2 my opinion, we should go ahead with the project. 3. OK, this brings me the end of my talk. 4 What does thismean___our business? 5 Letme just go__ the key issues again. 6 We found that our sales force needs more support. 7 Well, that's all |wanted to say__strategic planning, 8 We saw that the delays were caused technical problems. Use the clues to complete the crossword puzzle. 4 I would tke to begin my presentation with a Fr . fom a great leader. 5, Anagram: TGUSSGE fe B 6 Iwill now ...some important points for discussion. 49 Anather verb for ‘Summarize’. 10 OK, that’s. | wanted to tellyou about new technologies. 5 1 What's the preposition? Let me run... the ie F ‘main points again. 2 After weighing the pros and... we think a merger would be the best option. 3, The most important points or the .. issues. 7 Another word for ‘target 1'm sure we can reach this 8 These results ore excellent. They show that we are on the rightwis wsimup. | 47 UsinG your votct errecrivety How you say something is often just as important as what you say. You can use your voice and the way you stiess words or make pauses in sentences to make your presentation move interesting and easier for the audience to follow. ‘Stressing words By emphasizing particular words or pars of words you create certain effects. Notice how you can change ‘the meaning of a sentence by putting the stress on a different word. We all know that this is on extremely dificult market. t's more than just difficult) We all know that this is an extremely difficult market. (you and agree on We al know that this is an extremely difficult market. (out they don't) ‘Making pauses You can use pauses to slow your pace down and make your sentences easier to understand, Group words into phrases according to thelr meaning and make pauses between the phrases. {In my opinion we should go into other markets In my opinion / we should go// Into other markets. (On the other hand, the figures prove that we are on the right track. On the other tiand,// the figures prove // hat we are on the right track. 10 Lookatthe cluesin brackets and underline the word which should be stressed in each sentence. 4 Clearly, we need to look at this again. (it's obvious!) Clearly, we need to look at this again. (twice wasn’t enough) We will never get such a perfect opportunity again. (this is our only chance) We will never get such a perfect opportunity again. (but perhaps the competition will) Id like us to work out a strategy. (and nobody else) Id like us to work out a strategy. (a plan is important) an su ‘There hasn't been a dramatic increase in production costs. (but there has been an increase) There hesi't been a drematic increase in production costs, (the increase was in personnel costs) 9 Ithink we've made a good start. (but you might not agree) 10. Ithink we've made a good start. (but there is still a lot to do) 11 This is not the only option. (There might be others) 12. This is not the only option. (I have a better one) 13, Sales this month have been quite good. (But not briliant) 14 Sales this month have been quite good. (We are pleased) 15 Where do we go from here? (1 have absolutely no idea) 16 Where do we go from here? (Normal question) Now work with a partner and practise reading out the sentence pairs with the correct stress. Can she or he hear the difference in meaning?48 | UNTS Tosumup @ 11. Read the folowing text. Undertine the words which you think should be emphasized and use double slashes (//) for pauses in the sentences. Then | ten and check. Finally, let me come back to the key points of my talk. | told you that in the first quarter, more than half, or 52%, of our revenues came from overseas. This is in line with the targets we set out in 2004 when we decided we wanted to continue to rely on overseas markets, especially China, to keep growing. In the past three months, we've added more new customers in China than in any other country. Now what are our targets for the next few months? The first ‘major step will be the introduction of our PayPal payment service in China, And then we will focus on finding customers in existing markets, such as the US and Germany, who haver't tried buying from our wel site yet. 12 _ Put tthe words in the right order to make sentences with expressions from this unit. summarize me important let the results most points again go I'd through like to the main opinion strategy sales to our change my we in have recommend market focus Asian I'd that we the on now end presentation approaching I'm of the my all now put let’s practice into it 13 _t’syourturn now. Follow the checklist to practise making conclusions. Try touse words and phrases from the unit CHECKLIST FOR CONCLUSIONS 1 Signal the end of your talk. Summarize the key p Highlight one important point. Explain the significance. NAAN Make your final statement.UNITS To sumup On his website, the American presentations guru Charlie F. Elroy, talks about his strategies for good conclusions. a Micresot internet Boleret Cor't forget thet lastimpressiors are just as important as frst impressions, | personally think the end of your talks even more importart than the beginning because people tend to remember most the last thing that they are told Make them listen! When you move from the main part to the conclusion, use a sentence that signals to the audience that row they really have tosit up and listen! Make a lasting impression! Your conclusion isthe place to make sure thatyou tave planted the Key ideas of your tak in your listeners’ minds. Dorit miss this opportunity! Here are some of my strategies for effective conclusions: 1. Summarize the main points This the most widely used method but borrrrring!! However, sometimes you wil find it’s the best strategy. Just sum up the main points you have covered in the middle section, 2 Quotea famous person ‘Quote something from a famous person that fis the content of your talk and use itasa final statement. You can find lots of quotations on the Internet. Ifyou cant find one, makeit up. As long as itfits, no one wil ever know. 3 Aska provocative question or make a surprising statement ‘Aska question which surprises, shocks or provokes your audience ~ anything to make them think and to make a lasting impression. Or you can just say something unusual, unexpected, for even shocking to help support your key points 4 Use the ‘sandwich’ technique Think of your presentation asa sandwich with two slices of bread (introduction + Conclusion) and the cheese in the middle (main part). The ‘sandwich’ strategy means that youhave a connection between the beginning and the end cf your talk. If, forexample, you start telling a joke or (funny) story in the invocuction, stop at an exciting moment and move ‘7 to the main part. Then finish the story/oke in the conclusion. 5 Thankthe audience Fugeddatoudit!* Forget standard phrases such as Thank you very much for your attention’ ‘or Thank you for listening’. After agood presentation, i isthe aucience who should be thanking you! hae. Eloy ieee! 1 = Forget aboutit ‘Make a good last impression Which tips do you think are the most useful? Which are not useful at all? Why do you think that? Can you think of any other strategies for making good conclusions? How might cultural differences between you and the audience affect the way you end a presentation? Do you remember a conclusion you found particularly effective? What did the presenter do? {49oP, Any questions? Work with a partner. Ask each other the questions below and make note of the answers, Thon tell the class what you found out 1 Do you prefer questions during or alter the presentation? Why? 2 How do you feel about the question period at the end of a presentation? How do you prepare for the question period? How do you deal with questions you dor't want to answer? ‘What do you do if you can't answer the question? How do you deal with dominant participants? Do you remember a presentation in which questions were handled well/badly? What do you think went right/ wrong? Listen to four excerpts from the question phase of a presentation How does the presenter deal with the questions? Tick (/) the correct box aE She answers the question. She doesn't answer. She doesn't know the answer. She doesn't understand the questior.Listen again and complete the sentences fromthe presentation. 1 And now I'll be any questions you may have. Yes? You were talking about software problems. What exactly by that? Wel, | ____ that the new software is being tested at the moment. Does that answer your question? 2 telling us whether the new software will help to improve our companys image? I'm afraid | don't —— your que: n. Could you be a bit more specific? 3 Ihave It’s about the piloting stage. Which division will start piloting the software first? ‘Fyou , ld prefer not to discuss that today. there will be a meeting next week where that will be decided. 4 You spoke about special training courses earlier, __———___ihow they will be organized? Sorry, that’s not my field. But 'm sure Linda Cole from the training department that question. DEALING WITH! QUESTIONS Asking for clarification Ifyou do not understand the question, politely ask the person to repeat or explain it. 1’m sory. Could you repeat your question, please? 1m afraid | didn’t quite catch that. 1'm afraid! don’t quite understond your question. Avoiding giving an answer Sometimes you may net wart to answer a question, perhaps because it's the wrong time fori or the {question is irrelevant. When avoiding giving an answer, make sure that your tone of voce is friendly and your reply is polite, if you don't mind, 6 prefer not to discuss that today. Perhaps we could deal with this aftr the presentation/at some other time. 1'm ofraid that’s not realy what we're here to discuss today. ‘Admitting you dont know the answer you don't know the answer to a question, be honest and say so. Offer to find out or name a person wno ‘ean answer the question. ‘Sorry, that’s not my fleld. But I'm sure Peter Bott from Sales could answer your question. '’m afraid | don’t know the answer to your question, but Iltry to find out for you. ’m afraid 'm not in a position to answer that. Perhaps Maria could help. Any questions? sa52 | UNIT6 Any questions? 3 Match the two partstomake sentences. Good point, but I'd prefer Pethaps we could Could you repeat I'm afraid that’s I'm sure Ms Major + your question please? 2 3 4 5 6 Sorry, | don't 7 8 9 deal with this at some other off the top of my head. not to discuss that taday. answer your question? not my Feld, could answer that question for you. in a position to comment on that. ‘quite understand your question. I'm afraid | don't know that I'm afraid 'm not Does that. Sea ste ance Now decide which of the sentences above you canuse to... ‘a ask for clarification: make it clear you don't want to answer the question: ad you don't know the answer: complete the dialogue ith phrases from the box. Then listen and check Could you give us * Does that mean * Are there any questions * Go ahead © Excuse me * No, no, notat all * | suggest you speak to ‘© I'd be Interested * Would you mind * May! ask Presenter 2 Susanne Yes, | have a question. some background information on Track La? Presenter Certainly, They're one of the leading manufacturers of outdoor equipment in the UK with more than 35 factories worldwide. Tim > telling us why you've chosen them as partners? Presenter 4, The answer's quite simple. We were very impressed with the quality of their products and their prices are very attractive. Annette 5 a question? Presenter Yes, of course. Annette = ? to know what their terms of payment are. Presenter {afraid | can't answer that question. ___® Sylvia Baker ~ ‘she would be the right person to ask. Alex ». You mentioned a London office. we do business through them? Presenter That's right. We need to discuss the details though.ASKING POLITE QUESTIONS There are diferent ways of asking questions in English, If you want to be more polite (and less aggressive), itis better to use less direct questions. rect questions Less direct questions When do you plan to move to Geneva? Could you teli me wen you plan to move to Geneva What is the project status? Do you mind if ask what the project status is? Note that in polite questions itis often necessary to change the word order ar add words tke if or whether What's the current project status? > Can you tell me what the current project status is? Isthat the final decision? > Could you tell me whether if that’s the final decision? ook at the que ple and usethe words given to make them more polit What you think 4 Are there any other options? 2 What would that mean for us? 3 How do me compare with other firs? ‘4 Will we cooperate with our branches in the UK? 55 Howe did she arrive at these results? 6 Ave there any figures to back this up? What you ask May | ask 2 Do you mind telling me _w May | ask. - 4 Can you tell me Would you mind telling me 6 Could you tell me Of course, Basically we have two alternatives. Well, first ofall, more work for each of us. Yes, we will. 've already contacted the London office. Yes. AS | said earlier, Il be passing out handouts with the latest data Very well. At the moment we are market leader. Not at all. They are based on the latest study,54 | UNT6 Any questions? ANTICIPATING QUESTIONS. Ifyou know your topic well and know who your audience i its posible to anticipate most of the {questions that will be asked. When preparing your presentation, always ty to make a list of questions you expect to be asked. Some of the mast commen questions will be something ike: What has to be done? How long does it take? How much docs @ cost? Istherea deodlne? What are te alternatives? 0 we get suppor? Who mil be responsible? What can go wrong? 6 Work with a partner. First think of a topic you both know well (e.g. an update on acurrent project or plans for a new project). Work separately to write four or five questions about the topic. Then use the flow chart to practiseasking and answering your questions. A A ‘Aska question 7. Yes. © Say that you dont Basak th © check that» understand. ends understands your Ask & to repeat. re answer. A A Repeat the question i using other words. 7 8 © Give a reason why you don't want to answer the question now. ‘Admit you dont know the answer. 7 Sometimes youhave to deal with interruptions or unexpected questions during your presentation. Listen to the following excerpts from four different presentations and sayin which cone the presenter: ‘a postpones answering the question, b deals with an aggressive question. explains a term that somebody doesn't understand. d_ deals with a difficult question.UNITS Any questions? | $5 é © B nowistenogsinand complete the sentences the presntereuseo deat withthe iterruptions. 1 is how we can meet the delivery date as we are slightly understaffed in production at the moment. 2 Sorry, when we discuss the financial side of this merger. OK, | was just moving on to the timing of the merger and... 3 Yes, «Let me just so that everybody can hear. 4 Yes, sure. ___ the big credit card companies ... use special microchips instead of the usual magnetic strips on their cards. your question? DEALING WITH INTERRUPTIONS Sometimes you may be asked questions during the presentation, even if you have asked the audience to wait. Whereas some questions can and should be answered quickly (for exemple, when a participant hasn't understood something youive said), you might prefer to postpone unwelcome questions or comments. Ifyou don’t mind, I deal with this question later in my presentation. Con we get back to that a bit later? Would you mind waiting with your questions until the question ond answer session atthe end? After answering questions, especially those that require a longer answer, itis sometimes necessary to remind the audience what you wore talking about before the interruption. ‘Before we continue, let me briejly summarize the points we were discussing. $0, back 1o what | was saying about complete the sentences with verbs from the box. Sometimes more than one answer Is possible. answer * deal * go * mention * mind * move * prefer * recap * summarize + Well, actually," to answer your question after the presentation. 2 To what we were ciscussing, let me the following points. 3. Sorry, but 'é rather not with this question now as well be looking at that detail later on this morning, 4 Let me just back to what we were discussing earlier. ru this question in the course of my presentation. 6 Before we on, let me briefly the main points we have been talking about. 7. I'm sorry, but would you waiting until the question period?86 | UNTS Any qustons? 10 11 12 REFORMING QUESTIONS. It fs sometimes necessary to reformulate a question (.e. say it in another way) before answering it. This not only gives you time to think, it also allows you to make sure you have understood the question. With a large or noisy audience, it allows the other participants to hear the question (again) and finally it gives you the chance to change the tone of the question, e.g. by making It less aggressive. ‘You can use the following phrases and the techniques in the table below to reformulate cuestions: 1 see. So, whet you're asking is If lunderstand you correctly, you want to know .. Ok, let me just repeat your question so everybody can hear it If Icould just rephrase your question ‘The question is: You reformutate to make it: by: negative positive leaving out negative words such as Ist there a better solution? What would be « better solution? _n0, never, none agaressive neutral ‘avoiding words which sound Do you honestly believe You're asking whether! thirk aggressive or have a negative meaning we can get the contract? _its possible to get the contract. such as honestly, realy, disaster Reformulate the following questions using the techniques and phrases in the box above. 1 Are you really sure we can meet our deadline? 4 Do you honestly think we can rely on them? 2. Won't we get support from headquarters? 5 Isrit there a better way to reduce costs? 3. Do you really think this will work? Put the words in the right order to make sentences with expressions from this unit. point back perhaps get we later can to that answer question carit afraid | that fm correctly I've you'd system if understood works know like how the you to deadline interested meet I'é to know the can if be we those arrived you how may figures at | ask 7 Sarah to department speak suggest you | the fiom marketing It’s your turn now. Practise the phrases from this ui Reformulate the question in your own words. Ifyou don’t know the answer, say so and offer to find out. ‘Answer itrelevant questions politely but briefly. Check that the questioner is satisfied with your answer. using the checkli NXRNNNNUNIT ® Any questions? | 67 te BN vcs cnn) coyousaree ane Ferson Forme, the question and answer session ste most diffeult part ofa presentation. 1 aon tke it at al. You never know what cuestions willbe asked, so you can’t really prepare. | abvays feel extremely nervous. The problem is you have to say something - at Py ma ‘uiekly and don’t have the time to think of aclever reply. Person 2 if you ask me, most questions aren't really questions at al. It seems s if alot of people ask questions not because they want fo get an answer but beccuse they want to show the other portcipants how clever they are or how funny or whatever. | think some people just went to show off or be the centre of attention, Person 3 Iie the woy questions are asked by American audiences. ‘My experience is that they usualy say something psitive about ¢ = presentation before they start asking questions. think that's ¢ very {good thing becouse the questioner shows some respect forthe presenter and aso helps create « more relaxed and friendly ‘atmosphere during the question period. Person 4 I think i's important to ty end predict all the questions you might be asked. Before « presentation I aways make a list of questions expect people toast. Then Ithink about possible answers and practise them. Some- times leven get frends and colleagues to ask me questions Ofcourse you can't anticipate al the questions but atleast you don't need to worry about the ones you have thought about. | feel much more comfortable this way. a Person 5 You need to decide wen you wont to answer questions. Allowing questions during your tak usually creates a rather informal, seminor-lke atmosphere. You can answer questions directly end involve the audience. On the other hand, answering questions afte the g resentation gives you more control of your structure and timing. If you want questions after your tak, you can say that your time jrame is very, ii tight or the topic is rather complea. Ena Do you usually answer questions during or after your talk? Which do you prefer? What other tips can you think of for preparing for the question period? How often do you present to an English-speaking audience? How different is it from presenting to an audience in your own language?