Numbers Decimals 3 64 three

• Numbers • Decimals 3. 64 (three point six four) • Percentages 76% (seventy-six percent) 32. 84% (thirty-two point eight four percent) • Totals the total is. . . that comes to. . . for a total of. . . • Fractions one half, one third, one quarter, one twelfth • Math symbols + plus, - minus or negative, (. . . ) loss, X or * times, / divide, = equals, > greater than, < smaller than • Approximations adj. : rough, very near, estimated, relative; nearly accurate, almost exact, inexact verb: rough, very near, estimated, relative; nearly accurate, almost exact, inexact. • Rates & ratios 1 per 250 units; 1 out of 250 units; 1 in 250 units (p 5)

Meeting People n First intros • Good afternoon. My name is Clyde Warden. I’m the sales director for Avon’s Taiwan division. • Let me introduce myself. • Here is my business card. That’s my company there. • I don’t think we have been introduced yet. • What do you do? Where are you from (based)? n Forget a name? • I’m sorry, I don’t remember your name. . . • Mr. . Smith. . . • Could you tell me your name again? n Shake hands & exchange bus. cards (be prepared)

Use of Signals n Introducing subject • . . . I’m going to talk about. . . n Referring to • First of all, let’s look at. . . • As you can see from the graph. . . n Sequencing • The next quarter showed continued growth. . . • We can also see this trend in the Asian division. . . n Changing topic • Finally, let’s look. . . • Now, if we turn to. . . • This is in contrast to the most recent quarter. . . n Concluding • In conclusion. . . p 10 -17

Companies n Describe current projects • currently, presently, at the moment, as of last year, we now have, with more than, while. . . we also (p 6 -7) n Exchange numerical information • nearly, equal to, three times, great majority, next largest (p 4) n Ask/answer questions about facilities • how do you, what do you think of, could you explain, what are you doing • first, second, most importantly, what I can tell you is, that is a good question, at this time (p 8)

Trends n Upward movement n • rise, increase, go up, climb n • • fictional, marginally, a degree slightly, a little, a bit somewhat, clearly considerably, substantially, significantly • a great deal, far, much, dramatically Downward movement • fall, drop, decline, decrease n Stable (no change) • level, is stable, remains stable n Fluctuate (change) • fluctuate, peak, movement in a narrow range Intensifiers & softeners n Rates of change • gradual, steady • dramatic, sharp, rapid, dangerous, soar, dive

Trends n n Make sure you understand the trends before talking about them Look at the numbers, not just the charts • Describe changes in finance – fell, rose, increased, decreased, went down p 29 • Analyze figures & give reasons for changes – spent, lost, gained, invested, borrowed, took, gave, cost, spending, turnover, • Growth of MNC (Multinational Company) – market share, market penetration, distribution, agreement, joint venture, p 14

Comparison, contrast & similarity n Comparison (the 2 topics must be very clear!) • higher /lower than, larger/smaller than, the highest/lowest, compared to • Intensifiers & softeners – much, a great deal, rather, considerably, slightly, far, a little n Contrast (the 2 topics must be very clear!) • although, despite, in spite of the fact that, whereas, however, nevertheless, in contrast to, on the other hand, on the contrary, . . . while. . . , . . . against. . . , . . . compared to. . . , in comparison to n Similarity (the 2 topics must be very clear!) • both, like, the same is, is similar to, neither. . . nor, similarly

Comparing Information n Sales report • Sales is the volume and type of product sold to customers • Sales do not mean profit • High sales may not equal good news n Economic performance in different countries • MNCs operate in many countries • Explain clearly the status of different countries n p 22 p 39 Statistical representations • Numbers in presentations confuse people • Listing the numbers may be important • Show the numbers in ways people can understand – percentages – ratios – ranks p 32

Reference Words n Pronouns (and other reference words) must have a clear noun which they represent. • Words like: its, whose, that, which, they, this, those, each, etc. n n It is best to avoid using many of these words Try using the noun, or a synonym for the noun • our company, the firm, the business, etc. n Being clear is very important, even when the subject content is very complex as in the Mc. Donald’s example p 37

Planning n Quantity • While you may not know all the number before you begin, a business plan should clearly show the figures you plan on n Predictions • Giving exact figures here may make people think you are not being honest • Predicting trends is more helpful than exact numbers n Advice • Tell what should be done in context of “if you want X you can do Y” n Schedule • Time is one of the most important factors in business • Exact dates are less important than time frames (starting/ending) and spans p 2 -3 • Often use the year and Quarter 99 Q 3

Example of planning (bad news) n 1998 EXPECTATIONS n As indicated in the above comments, we continue to drive toward profitability as a result of ongoing expense management combined with improvement in both revenues and overall gross margin for the balance of the year. Let us offer the following more specific comments on expectations for 1998: n 1. We expect sequential increases in revenue from the second through fourth quarters, with ~25% - 30% of revenue to be derived from Europe and the balance from North America. We expect revenue growth during the third quarter to be driven by Storm's new product launches in the August to September timeframe. Growth during the fourth quarter will continue to be driven by such new products with the benefit of a full quarter of sales plus the timing of the historically strong holiday selling season. The largest downside risk is unknown market acceptance of these products plus cash flow and letter of credit availability to ensure sufficient supply. n 2. We expect significant margin improvement for the third quarter based on higher expected average selling prices of Storm's new products as compared with Storm's second quarter product offering. For example, Image. Wave and Total. Scan ended Q 2 at effective street prices of $69 and $89 post-rebate, respectively. In contrast, we plan to offer the Image. Studio and Total. Scan Express products to range initially from $169 to $249. Consequently, we anticipate a gross margin in the range of 20% to 25% for the third quarter and 25% to 28% for the fourth quarter. In addition to an increase in our sales mix of higher priced, higher margin products, we also expect margin improvement to be derived from operating efficiencies of producing an increased volume of product in Mexico versus sourcing 100% of product from Taiwan as we have done in the past. Also, with an installed base of now over 1 million customers combined with our processing of over 20, 000 customer service phone calls and emails per month, we are making progress in increasing our revenue contribution from our direct business at higher than average retail margins. The largest risks to margins are: (a) lower than expected market acceptance of Storm's new products stimulating a more rapid reduction in prices; and (b) higher than expected final production costs of Storm's new products. n

Forecasting n When talking about events in the future, you need to explain the degree of certainty (how sure are you the event will happen the way you say it will). • Certain: 100% chance to happen, there is no doubt – definitely, I am sure, bound to, certainly, no other way • Probable: Likely to happen (it can happen and looks like it will) – probably, should, likely, highly likely, likelihood is high • Possible: can happen (remember that almost anything is possible) – could, possible, may, a chance, could be, is a possibility • Improbable: Not likely (it can happen but looks like it will not) – unlikely, doubtful, very small chance, not seen before • Impossible: 0% chance to happen, there is no doubt – not a chance, never, not even. . . , unheard of, unprecedented n n While it is not at all certain, we think it is highly probable. . . Although it is not impossible, we think it is highly unlikely. . .

Cause, effect & purpose n All these words show a result from an action • so, in order to, because, since, due to, this means, leading to, as a result, resulting in, ending with, n n Purpose: the reason or underlying data Cause: the event Effect: the result Prices were reduced in order to deal with increased price competition last quarter, leading to pressure on profit margins. p 22

Tackling Problems n Consequences • • Explaining results is often done in the context causes If good things resulted, they are explained as part of a plan If bad things resulted, they are explained as not part of a plan Bad results are often explained in the context of outside (environmental issues) – “Increased price pressures from competitors caused lower profit margins. “ n Explain problems • It is most important to make the core of the problem clear • This sometimes may mean taking responsibility for the problem • If the cause of a problem is not made clear by the speaker, the audience will have no confidence in the speaker p 2 -3

Unit 1 n A good presentation is made up of Awareness of the audience • Who are they What are their needs and interests • What do they expect What is their expertise • How do they perceive you n System • • n Planning: a clear structure and sense of timing Organization: clear connections between different parts or points Information: interesting and relevant to the audience Impact: strong purpose or core point to start and end with Delivery • Clear, simple, easy to understand for the audience, fluent & flowing • Natural and relaxed presentation style; setting audience at ease • Correct use of pauses and emphasizes to make points

A good presentation is made up of (2) n Body language • Effective use of gestures for emphasis of important points (don’t overuse this or use it on less important points) • Make eye contact with members of the audience and spread that contact around (do not center on someone you feel is supportive of you-he/she may actually be not supportive and you are wasting your time) • Show you are confident and relaxed (although stay professional and never slip into informality) n Visual aids • Keep them simple, clear easy to understand • One visual aid should make only one point • Match equipment with presentation (don’t overkill or underkill)

Video Presentation (pre) n Company • • n Westwood Brewery, London. Old firm that makes beer in traditional way Slowing sales Created PR (Public Relations) position to improve image Presenter • Joanna Brookes, new PR Manager • Responsible for changing firm’s image n Audience • Top management • Meeting to discuss corporate image of firm n Presentation • Joanna is late; got the date wrong • Begins meeting with a short presentation

Video Presentation n Complete a presentation checklist (p 7) How did she do? Watch Joanna’s presentation again • What are Joanna’s main points? • What was the worst part of Joanna’s presentation? n Presentation organization Video Presentation(post) • Presentations usually follow the same format that most people are used to Introduction Outline main parts (points) Summary clearly tell what will be the main idea of this presentation show what the main parts of the presentation will be 1. 2. 3. 4. make the order very clear quickly(short) tell what the overall main point or points are Conclusion try to state presentation in one line or one word open floor for questions

Using time to organize (Tape) n Using time is a method everyone understands • Chronological order, reverse chronological order n Listen to Peter Blake present background of firm n Using time: In Progress Future these things are not yet begun these things have already begun but are not finished these things can be possible plans as well as real plans these things may be changed, but their direction is mostly fixed already Completed these things have already been done and cannot be changed these things may have influence on present company, but firm cannot influence them this part is like an update Presently these things include facts about the firm now these things can include issues that need to be addressed these things may be the start of new plans which can be changed these things may include a list of options and contingency plans

Starting a presentation Unit 2 n Know your audience • Are they senior or junior to you? • Are they experts in the subject? • How much do they already know about the presentation topic? Four main audience types (with different needs 1 -4) Senior Internal Junior/Same n 3 name & position 3 presentation title/subject 3 presentation time length 3 main parts to cover 3 presentation title/subject 3 purpose of presentation 3 main parts to cover 3 list of visual aids to use 3 when is question time 3 reference to the audience External 1 2 3 name & position 3 presentation title/subject 3 purpose of presentation 3 presentation time length 3 main parts to cover 3 list of visual aids to use 3 reference to the audience 3 3 name & position 3 presentation title/subject 3 purpose of presentation 3 presentation time length 3 main parts to cover 3 list of visual aids to use 3 when is question time 3 reference to the audience 4

Video Presentation (pre) n Company • Standard Electronics • Innovative high technology firm n Presenter • Geoff Maxwell, factory manager • Filling in for Sarah Peters who is ill today n Audience • Business people who are touring the plant • Before the tour, visitors watch a presentation n Presentation (two versions) • 1. Geoff is not happy about filling in (he is too busy) • 2. Georr is well prepared

Video Presentation n What does Geoff include in his introduction? (p 12) • Version 1 Version 2 not clear history no organization main markets news story people n View version 2 again • point out each time he uses one of the introduction points Video Presentation(post) n Presentation introductions follow patterns that everyone is experienced in listening to • Do not deviate from accepted texts • Base your text on what you have heard others say

Internal VS External (Tape) n These groups have different needs Junior/Same Senior • Try to understand your audience as much as you can • It is possible that special cases call for you to treat an audience in a special way (senior internal, but presenting something new and external--like quadrant 4) Internal External don’t know your topic short on time not many details free to question know you have time need details wait for questions 1 2 don’t know your topic short on time not many details free to question 3 don’t know you 4 don’t know your topic short on time not many details special question time

Linking presentation parts Unit 3 Outlining is most useful when organizing your presentation Two ways to outline People Managers ple peo Company cts u Subordinates Customers managers quality qual Money cash Suppliers ity Assets Fixed Intangible quality Cash cash payments Training Price Costs Competition ne Quality y managers Products s ager man cash Key accounts mo n d o pr

Video Presentation (pre) n Company • Standard Electronics • Innovative high technology firm n Presenter • Geoff Maxwell, factory manager • Filling in for Sarah Peters who is ill today n Audience • Business people who are touring the plant • Before the tour, visitors watch a presentation n Presentation (two versions) • 1. Geoff is not happy about filling in (he is too busy) • 2. Georr is well prepared

Video Presentation n Geoff Version 1 • What kind of organization is he using? n Geoff Version 2 • What are his three main points? (history, main markets people) Video Presentation(post) n Effective presentation of a point • Introduce it, say it in other words (shorter) • Do not repeat the same thing twice When we look at cash flow for the year, we can see some problems. Cash flow was down 10% for the year compared to last year. Action needs to be taken to increase cash flow.

Linking points (Tape) n The path of a point must be clear • Lead the audience step by step • You do not need linking words (many conjunctions sounds bad) n Parts of a point can be linked by: • • • Sequencing/Ordering first, second; next, we can see; that leads to Giving reasons/causes therefore; so, as a result; that’s why Contrasting but; however Comparing similarly; in the same way Contradicting in fact; actually Summarizing to sum up; in brief; in short; in other words Concluding in conclusion; to conclude Highlighting in particular; especially; let me emphasize Digressing by the way; in passing Giving examples for example; for instance; such as Generalizing usually; generally; as a rule; most often

Language Unit 4 n Reading a presentation presents some problems • People can listen at a higher speed than they can speak • People can easily daydream or be distracted by other things on their minds • People prefer the opportunity and appearance of interaction, even if they do not really interact n Remember that a presentation should give more than what the audience could read on their own Blah blah blah

Use language to interest audience n Treat a presentation like speaking to a small group • • Make eye contact around the room Avoid complex sentence structures Keep sentences short Pause between points Make information personal Speak as if you are open to changes Sound interested in what you are saying

Video Presentation (pre) n Organization • Association of International Management (AIM) conference n Presenter • Dr. Linden, management psychologist • Presenting a research paper n Audience • Management experts • Attending an international conference, they can choose from numerous presentations n Presentation • Dr. Linden is reporting on research results • Research involves leadership styles and international surveys

Video Presentation n Note Dr. Linden’s use of good language skills (p 25) • Version 1 Version 2 • Which version is most effective? Video Presentation(post) n Generate Fog Index scores for Version 1 & 2 (transcripts on pp. 75 -76) • Version 1 Version 2 • Fog Index F = 0. 4(A+L) F = Fog Index, A = Average length of sentences, L = number of long words per 100 words-a long word has three or more syllables excluding the endings -ed, -es, -ing • A low Fog Index score means text is easier to understand • A high Fog Index score means text is harder to understand

n The personal touch Using time to organize (Tape) • Although an audience may have many people, each one wants to be personally addressed by the presenter n Give more than what reading the paper can Reading long sentences complex vocabulary Complex structures Impersonal Presenting short sentences simple vocabulary simple & clear structures personal style

Unit 5 n n Visual aids Many people understand things visually When you design visual aids • • • KISS (Keep It Simple Stupid) One visual aid should make one point Visual aids should expand what you say Data on visual aid must match what you are saying Meaning of visual aid must be clear Do not read from the visual aid Design must be professional quality Don’t over produce or under produce Check early that your visual aids can be used at venue Have a backup visual aid supply in case of emergency Have a method to reference the visual aid clearly (a pointer)

Visual aid types transparencies screen overhead projector OHP with VGA LCD panel slides movie projector slide projector video (VGA) projector

Visual aid types (2) blackboard whiteboard marker (“this marker is out of ink“) copier copy machine (xerox machine) flip chart printout hard copy handouts

column area Visual aid types (3) using icons bar pie 3 -D column scatter (XY) line 3 -D line flow chart

Video Presentation n Note Joanna’s use of visual aids (p 30) • Version 1 Version 2 • Which version is most effective? Video Presentation(post) n Create a visual aid with care • Don’t be too cute!Don’t be too complex & slick

Making visual aids clear (Tape) Effective visual aid design Design so that the flow is from the top left to the bottom right. title clear background color makes data easy to see numbers to clearly show value different data points easy to differentiate key is clear axis clearly labeled n

Unit 6 n Body language Using non-verbal communication • Body language can reinforce your points • The wrong body language can confuse people • In non-native English situations, body language is more important n Important parts of body language • Eye contact: look directly at different people in the audience making sure that you do this for all parts of the room • Facial expression: smiles and frowns are universally understood by all of us from infancy • Hands: effective use, not overuse, of the hands can make a deep impression on the audience as well as showing confidence • Movement: moving away from the podium shows your strong command of the topic as well as openness • Posture: standing, as well as sitting, positions signal your interest in the topic as well as self confidence

Video Presentation (pre) n Organization • Academic Management Institute (AMI) • Funded by government funds • Facing budget cuts n Presenter • Dr. Linden, management psychologist • Responsible for budget; must discuss budget cuts n Audience • Members of AMI staff; they are worried about job cuts n Presentation • Dr. Linden wants to point out and discuss options

n Video Presentation Watch version 1 & 2 with NO SOUND • Complete checklist on p 37 • Version 1 Version 2 • Which version is most effective? n Video Presentation(post) Watch video of news NO SOUND • Try to guess what the topic is eye contact Body language examples

Body language examples (Tape) facial expressions hands movement posture listening/considering making a point not formal enough

Finishing off Unit 7 n Effective ending is as important as the start • The ending will leave the most recent impression on the audience • This part is your opportunity to drive your points home while preparing the ground for questions n Good ending should include • A clear signal that the end is near • Summary of main points; this must be clear, concise and short • Conclusion – This is what all the main points add up to equal; it is the result – This often takes the form of a recommendation • Question time, comments or discussion (depending on situation) Drawing your conclusion is pre planned and should add up clearly. The game is fixed before hand, it is not about making judgments at the time. Point Conclusion walks like a duck talks like a duck looks like a duck it is a duck

Question time Unit 8 Understand what quadrant the question is from n Not all questions are questions • • n 1 these questions must be answered 2 these question can be postponed 3 these questions should be answered 4 these questions can be avoided Internal Senior • • Junior/Same n 1 3 2 4 Not understand presentation Dislike presentation or presenter Disagree with presenter Need to ask questions (do it because they have to) Your reactions will stay with audience (recency effect) • Stay flexible, don’t take a strong stand External

n Answering question sequence Handling questions • Thank person for question; may comment (that’s a really good question) – If question is complex you may take notes (not always good) – Look relaxed and contemplative • Take some time to think clearly • Clarify the question – This frames the question in the way you will answer it – This method can be used to change thrust of a hostile question • Accept criticism in a positive way – Remember, the questioner is only one person and his opinion is his only – Nothing is perfect, so the thing you present is not perfect; everyone knows this to be true and can relate to it – Reacting to criticism will make people think it is true • Reply positively – Put everything in positive terms • Check back with the questioner – If questioner is extreme, you may check back, but the quickly take another question; the audience will be sympathetic and in fact will not like you to center on one person (sucking up the time)