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Effective communication is essential
in business presentation. This book is
speci ically designed for students, or
general public, who want to learn how
to deliver the presentation in business
setting.
This book offers various commonly used
expressions, practical advice, and relevant
examples of delivering presentations.
Massive activities and practices are
provided to support the mastery of the
topics. The materials are also adaptable
for several settings such as seminars,
workshops, or general presentations.
ISBN 978-602-473-053-6
9 786024 730536
Copyright @ Airlangga University Press
Effective communication is essential
in business presentation. This book is
speci ically designed for students, or
general public, who want to learn how
to deliver the presentation in business
setting.
This book offers various commonly used
expressions, practical advice, and relevant
examples of delivering presentations.
Massive activities and practices are
provided to support the mastery of the
topics. The materials are also adaptable
for several settings such as seminars,
workshops, or general presentations.
ISBN 978-602-473-053-6
9 786024 730536
Copyright @ Airlangga University Press
Copyright @ Airlangga University Press
Pasal 113 Undang-undang Nomor 28 Tahun 2014 tentang Hak Cipta:
(1) Setiap Orang yang dengan tanpa hak melakukan pelanggaran hak ekonomi
sebagaimana dimaksud dalam Pasal 9 ayat (1) huruf i untuk Penggunaan
Secara Komersial dipidana dengan pidana penjara paling lama 1 (satu) tahun
dan/atau pidana denda paling banyak Rp100.000.000 (seratus juta rupiah).
(2) Setiap Orang yang dengan tanpa hak dan/atau tanpa izin Pencipta atau
pemegang Hak Cipta melakukan pelanggaran hak ekonomi Pencipta
sebagaimana dimaksud dalam Pasal 9 ayat (1) huruf c, huruf d, huruf f, dan/
atau huruf h untuk Penggunaan Secara Komersial dipidana dengan pidana
penjara paling lama 3 (tiga) tahun dan/atau pidana denda paling banyak
Rp500.000.000,00 (lima ratus juta rupiah).
(3) Setiap Orang yang dengan tanpa hak dan/atau tanpa izin Pencipta atau
pemegang Hak Cipta melakukan pelanggaran hak ekonomi Pencipta
sebagaimana dimaksud dalam Pasal 9 ayat (1) huruf a, huruf b, huruf e, dan/
atau huruf g untuk Penggunaan Secara Komersial dipidana dengan pidana
penjara paling lama 4 (empat) tahun dan/atau pidana denda paling banyak
Rp1.000.000.000,00 (satu miliar rupiah).
(4) Setiap Orang yang memenuhi unsur sebagaimana dimaksud pada ayat
(3) yang dilakukan dalam bentuk pembajakan, dipidana dengan pidana
penjara paling lama 10 (sepuluh) tahun dan/atau pidana denda paling banyak
Rp4.000.000.000,00 (empat miliar rupiah).
Copyright @ Airlangga University Press
Copyright @ Airlangga University Press
ENGLISH FOR BUSINESS PRESENTATION
Lutfi Ashar Mauludin
Perpustakaan Nasional RI. Data Katalog Dalam Terbitan (KDT)
Mauludin, L.A.
English For Business Presentation/Lutfi Ashar
Mauludin. -- Surabaya: Airlangga University Press,
2018.
viii, 111 hlm. ; 23 cm
ISBN 978-602-473-053-6
1. Business Presentation.
I. Judul.
658.452
Penerbit
AIRLANGGA UNIVERSITY PRESS
No. IKAPI: 001/JTI/95
No. APPTI: 001/KTA/APPTI/X/2012
AUP 798.11/12.18 (0.02)
Editor: Zadina Abadi
Cover & Layout: Erie Febrianto
Kampus C Unair, Mulyorejo Surabaya 60115
Telp. (031) 5992246, 5992247
Fax. (031) 5992248
E-mail: adm@aup.unair.ac.id
Bekerjasama dengan
Pusat Inovasi Pembelajaran dan Sertifikasi (PIPS) UNAIR
Kampus C Unair, Gedung Kahuripan Lt. 2, Ruang 203, Mulyorejo Surabaya 60115
Telp. (031) 59204244 Fax. (031) 5920532 E-mail: adm@pips.unair.ac.id
Printed by:
Airlangga University Press (AUP)
(RK 259/06.18/AUP-A2E)
Cetakan pertama — 2019
Dilarang mengutip dan/atau memperbanyak tanpa izin tertulis dari
Penerbit sebagian atau seluruhnya dalam bentuk apa pun.
Copyright @ Airlangga University Press
Preface
This book is designed to assist students in creating English business presentation and
sharpening their skill in delivering a presentation. It also equips them to be more fluent
in giving an English presentation for other general topics in campus or work place.
This book consists of three main topics: opening of presentation, content of
presentation, and closing of presentation. There are also two additional topics at the
beginning and at the end that provide information and tips to make and perform a
good presentation. Each topic covers discussions points and exercises/activities aiming
to help students applying their knowledge in real life. Each chapter starts with a short
overview about the topic and teaching learning activities as well as evaluation process
to assist the teacher and students in mastering the material. Some exercises, activities,
and discussion topics are provided to improve their understanding and give them
opportunity to have more practices.
Feedback in form of critics, suggestion, evaluation, and comments are highly
appreciated from English teaching practitioners and professional trainers to make
improvements in the future.
Best regards,
Writer
v
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Table of Contents
Preface ............................................................................................................................................
v
CHAPTER 1
Getting Started
Delivering Good Presentation ...................................................................................................
1
CHAPTER 2
Opening of Presentation
Opening a Presentation ..................................................................................................................
Outlining a Presentation ................................................................................................................
Creating an Effective Opening ...................................................................................................
Review .......................................................................................................................................................
7
14
21
26
CHAPTER 3
Content of Presentation
Signposting .............................................................................................................................................
Talking About Some Issues..........................................................................................................
Talking about Numbers ..................................................................................................................
Talking about Visual ........................................................................................................................
Talking about Trends.......................................................................................................................
Review .......................................................................................................................................................
33
44
51
57
66
72
CHAPTER 4
Closing of Presentation
Delivering Summary and Suggestions ................................................................................
Managing Questions.........................................................................................................................
Performance ..........................................................................................................................................
Perfecting Performance .................................................................................................................
Review .......................................................................................................................................................
Activity ......................................................................................................................................................
77
84
91
91
97
100
References ................................................................................................................................... 111
vii
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CHAPTER
1
Getting Started
DELIVERING GOOD PRESENTATION
OBJECTIVES
At the end of the course, the students are able to understand the characteristics
of good presentation and how to be a good presenter. The students are also able
to mention some important points to consider before creating and presenting a
presentation.
TOPICS
Definition of good presentation, how to be a good presenter, things to consider
before delivering presentation.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Setting the context
of conducting a
presentation
Recall the background
information of having
a presentation
• Whiteboard
• Projector
Content
Explaining the
definition of good
presentation
Listening to the
explanation
• Whiteboard
• Projector
Discussing how to
be a good presenter
and things to
prepare to have a
good presentation
Having a discussion
about how to be a good
presenter and things
to prepare to have a
good presentation
• Whiteboard
• Projector
Discussing past
experience of having
a presentation
Work in pair to answer
some questions
related to delivering
a presentation
• Discussion
sheet
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Steps
Teaching Method
Students’ Activities
Instruments
Closing
Concluding the
activities
Giving opinions
and insights about
the activities
• Whiteboard
• Projector
EVALUATION
Reporting the result of discussion.
What is A Good Presentation?
How to deliver a good presentation? The one thing that all good presenters have
in common is enthusiasm. Enthusiasm is contagious. It affects the audience, and all
good speakers always make what they say really matter. What matters to them will
matter to the audience. So, an enthusiastic presentation will infect the audience’s
enthusiasm; thus, it makes a good presentation.
How to be A Good Presenter
2
1.
B E PREPARED. Make sure everything is perfect before you speak: materials,
room, seating, visibility, and equipment. Plan the detail of your presentation
from thew start to the end. Try to memorize some good expressions to help
you sound confident and in control.
2.
BELIEVE IN YOURSELF. Build your confidence by mastering all the materials and
memorizing all the important points.
3.
I NTERACT WITH YOUR AUDIENCE . Do not ignore your audience. A good
presentation is like a conversation. Keep the audience’s interest by asking
them questions and responding to their reactions.
4.
K NOW YOUR AUDIENCE . Connect with your audience by addressing their
priority needs, their goals, and their concerns. Speak for them, not yourself.
Share and show how many things you have in common with them. Treat them
as equals whoever they are. Do not talk down to them.
5.
B E CONCISE. Do not waste time by giving long and boring introductions or
unnecessary points. Make at least one powerful statement in the beginning
of presentation. Keep the sentences short, simple, and interesting.
ENGLISH FOR BUSINESS PRESENTATION
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6.
M ANAGE YOUR TIME . Punctuality is very important. Do not speak under
the time allocation, and do not excess the time limit. Make sure to use the
time effectively. Do not speak too fast; make sure you pronounce words
correctly.
7.
TAKE YOUR TIME. After delivering a really important point, pause and let
the audience absorb the content before you move on. Manage the pauses
between topics so the audience will understand each topic clearly.
8.
PREPARE GOOD VISUALS. State only the main points in the visuals. Do not put
boring tables of figures or long lines text. Makes sure everything is seen clearly
(font, size, color, style). Put interesting charts, cartoons, or quotes to catch
your audience’s attention. However, do not create visual that will divert the
audience from you (disturbing image or image with excessive movements).
9.
DO NOT COMPETE WITH THE VISUALS. Give the audience time to look at the
visuals. Make brief comments, and point relevant parts of the visuals as
you speak.
10. KEEP ALERT AND FLEXIBLE. Adjust the presentation according to the situation. Do
not continue the style of presentation that is no longer appropriate. Be mindful
of unexpected circumstances such as blackout, technical problems, etc.
11. ANTICIPATE AND MANAGE QUESTIONS. Provide opportunity to answer questions
and respond the comments from the audience. Treat the questions as an
opportunity to deliver your message better. If possible, engage in a dialogue
to give the explanation better. Be considerate to the disagreeable individuals
or the ones who ask obnoxious questions. Be polite and avoid comment that
might offend anyone, especially minorities.
12. MAKE A STRONG FINISH. Slow down and lower your voice once you are about
to finish your presentation. Look at the audience and state your final words
slowly and clearly.
13. B E YOURSELF. Learn from other public speakers or presenters, but do not try
to imitate them. Be comfortable with your own skill. Develop your own style
and do not do anything that feels unnatural. Speak naturally, do not try to
remember lines.
14. E NJOY THE MOMENT. An excellent speaker is the one who enjoys the
experience of speaking. Audience relate well to the genuine speakers who
are having fun.
Chapter 1:
GETTING STARTED
3
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Things to Consider Before Delivering A Presentation
The key of having a good presentation is preparation. There are several things that
need to be considered to create a good presentation.
1.
O BJECTIVE. Set your objective clearly. What do you want to get from the
presentation? What are the audience expecting from you? What is their
objective? How can you make the objective of the audience match your
own?
2.
AUDIENCE. Make sure to know how many people will attend. Prepare hand
out, materials, plan movement, and expected questions. Identify their
characteristics, occupation, and level of expertise. Decide the type of speech
that is appropriate to them; formal or informal.
3.
VISUAL AIDS. Create visual aids that help you to clarify and strengthen your
message. Give comprehensible information and provide examples. Make them
interesting and put the key points only.
4.
VENUE . Inspect the venue before the presentation starts. Check all the
electronic devices, the visibility of audience, the sound, markers and eraser
for the whiteboard, the space to move around, and the appropriate type of
visual aids.
5.
C LOTHING . Dress appropriately according to the theme of presentation.
Do not wear too much jewelry. Avoid stand out or glitter color that deviate
attention.
6.
CULTURE. Be aware of the differences of culture, belief, and custom. Be extra
careful when making jokes and giving comment.
Summary
A good presentation is a presentation that can attract the audience’s attention.
The effective way to do it is by transferring the enthusiasm from the speaker to
the audience. There are many characteristics of good presenter that should be
noticed. A good presenter should be prepared, believe in him/herself, interact
with the audience, know the audience, be concise, manage time well, spend time
efficiently, prepare good visuals, be alert and flexible, manage questions well,
make a strong finish, be him/herself, and enjoy the moment. Furthermore, there
are several factors that need to be considered to guarantee a good presentation:
objective, audience, visual aids, venue, clothing, and culture.
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ENGLISH FOR BUSINESS PRESENTATION
Copyright @ Airlangga University Press
Activity
In pair, ask the following questions and make a note of the answers. Then, report
the answers in front of the class.
1.
How often do you give presentation in your study?
2.
When was the first time you gave a presentation in English? How was it? Explain
your answer!
3.
When was the last time you gave a presentation in English? How was it? Explain
your answer.
4.
How do you feel about presenting in English?
5.
Think about the best presentation you have ever done (it does not have to be an
English Presentation), and share with your partner.
6.
Think about a good presenter that you know. Mention his/her characteristics and
ways of delivering the presentation. What factors can you learn from her/him?
Chapter 1:
GETTING STARTED
5
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CHAPTER
2
Opening of Presentation
OPENING A PRESENTATION
OBJECTIVES
By the end of the course, the students are able to create and perform an opening
of presentation by using the correct choice of various expressions for greeting/
welcoming the audience, introducing themselves, and stating the purpose.
TOPICS
Expressions of greeting the audience, introducing oneself, stating the purpose,
and the relevance of the topic.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly the
importance of using
correct expressions
of opening
Listening to the
explanation
• Whiteboard
• Projector
Content
Introducing types of
expressions used to
open a presentation
Memorizing several
expressions and
doing exercise
• Whiteboard
• Projector
Giving a model of
opening a presentation
Practice to perform the
expressions of opening
• Whiteboard
• Projector
Concluding the
activities
Giving opinions
and insights about
the activities
• Whiteboard
• Projector
Closing
EVALUATION
Performing an opening of presentation.
7
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What is Opening of Presentation?
Opening plays significant role in creating good presentation. A strong and attractive
opening will catch the audience attention and generate a good atmosphere. This
chapter will introduce several possible expressions that can be used to give an
effective opening in a presentation.
Greeting and Welcoming the Audience
Start the presentation by welcoming the audience. Study the following
expressions:
Good morning/afternoon/evening, thank you all for coming.
Good morning/afternoon/evening, ladies and gentlemen.
Hello/Hi everyone.
Ok, let’s get started.
Thanks for coming, perhaps we should begin.
First of all, let me thank you for coming here today.
It’s a pleasure to welcome you today.
I’m happy/delighted that so many of you could make it today.
It’s good to see you all here.
I suggest we begin now.
Introducing Yourself
Mention your name, education background/place of work, recent position, and
responsibility.
Let me introduce myself, I’m John Watson from…
For those of you who don’t know me, my name is…
Let me just start by introducing myself. My name is…
I’m a student of…
I’m responsible for…
I’m a manager/director of…
I’m in charge of…
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As you probably know, I’m the new manager.
I’m head of accounting department here at Martell.
I’m here in my function as the Head of Sales Marketing.
Stating the Purpose
Below are the basic expressions of introducing the topic/stating the purpose of
a presentation.
This morning, I’m going to talk about…
In this special occasion, I’d like to discuss/present about…
I’d like to report on….
This morning I’d like to discuss/report on/present…
What I want to do this morning is…
The topic of today’s presentation is…
In my talk, I’ll tell you about…
The subject of my presentation is…
As you can see on the screen, our topic today is…
Today’s topic is…
What I’d like to present to you today is…
Today’s topic is…
Explaining the Relevance of the Topic
Below are some expressions used to tell the audience the importance of the
presentation.
My presentation is particularly relevant to those of you who…
The presentation/topic is very important for you because…
By the end of this presentation, you will find out about…
By the end of this session, you’ll know how to follow our new sales project.
Chapter 2:
OPENING OF PRESENTATION
9
Copyright @ Airlangga University Press
Structuring the Opening
Pick some expressions of greeting, introduction, and statement of purpose to
create your own opening. Look at some of the samples below.
1.
I suggest we begin now. Good morning, everyone. Thanks for coming. I’m David
Jones, the new HR Manager of Tale Corporation. This morning I’m going to report
to you on the results of the market study we carried out in New Zealand. The topic
is very important for you because it is related to our new development project.
2.
OK, let’s get started. First of all, let me thank you for coming here today. For
those who don’t know me, let me introduce myself. I’m Diana Croce. Currently, I
am studying marketing management at the Ohio State University. In this special
occasion, I’d like to discuss about the collapse of the housing market in the early
2000s. By the end of this session, you’ll find out some facts and insights about the
given topic.
3.
Good evening ladies and gentlemen. It’s a pleasure to welcome you today. I am
Jane Baker, the head of Research and Development Program at Belin Institute.
What I’d like to present to you today is a look at the recent boom in mobile phone
companies. By the end of this presentation, you will be familiar with some factors
that influence the popularity of mobile phone business.
Summary
Opening plays significant factor in determining a good presentation since it gives
first impression. The opening of presentation consists of greeting, introduction,
statement of purpose, and relevance of the topic. Variety of expressions should
be used to perform a well and natural presentation. Some expressions are
formal and the other is less formal. They can be used depend on the context of
presentation.
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Exercise 1
Match the expressions below.
A
1. I’ll be showing
2. Today I’ll begin
3. During the next 30 minutes,
we’ll be talking
4. Today I’d like to give
5. I’d like to bring
6. This evening we’ll be looking
7. This morning I’m going to report
B
a. you an overview of our
company background.
b. by telling you about the
drawbacks of our plan.
c. about the management reform.
d. on our sales target.
e. you the update of our joint venture.
f. you how the software works.
g. at the factors that benefit our sales.
Exercise 2
Formal or friendly? The way you start the presentation depends on how formal the
situation is. Most audiences prefer to have an informal one. Choose the expression
you would feel more comfortable based on the situation. Discuss about the situation
that is suitable to perform formal or less formal presentation.
Look at the table below and add more expressions that you know.
More formal
Less formal
Good morning, Ladies and Gentlemen.
Hi, everyone.
Today, I’d like to report on…
What I want to present today is…
Let me introduce myself, my name is…
I’m…
It’s a pleasure to welcome you today.
It’s good to see you all here.
I suggest that we begin now.
OK. Shall we get started?
Chapter 2:
OPENING OF PRESENTATION
11
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More formal
Less formal
Exercise 3
Create your own opening using this format below and then perform it in the
class.
Welcoming the Audience
Introducing yourself
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Stating your purpose
Relevance of the topic
Chapter 2:
OPENING OF PRESENTATION
13
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OUTLINING A PRESENTATION
OBJECTIVES
By the end of the course, the students are able to create and perform an outline of
presentation using the correct choice of various expressions. The students are also
able to use some expressions of organizing timing, handouts, and questions.
TOPICS
Expressions of outlining and organizing time and questions.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly the
importance of creating
an outline and the use
of correct expressions
of stating outline
and organizing time/
handouts/questions
Listening to the
explanation
• Whiteboard
• Projector
Content
Introducing types
of expressions used
to state the outline
and organize time/
handouts/questions.
Memorizing several
expressions and
doing exercise
• Whiteboard
• Projector
Discussing how to
make good outline
Practice to create an
outline of presentation
• Whiteboard
• Projector
Giving a model of
stating the outline of
a presentation and
organizing time/
handouts/questions
Performing the
expressions of outlining
and organizing time/
handouts/questions
Concluding the
activities
Giving opinions
and insights about
the activities
Closing
• Whiteboard
• Projector
EVALUATION
Performing an opening of presentation including stating the outline and
organization of time/questions.
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What is the Purpose?
The purpose of opening is not only to let the audience know who you are and
what the presentation is about, but it also tells them briefly how the presentation
is structured. Outline is a brief description about what you are going to say in your
presentation and why. The aim of outlining is to give general idea to the audience
so they know what to expect during the presentation. Outlining also helps the
speaker to deliver clear presentation in a structured manner.
For Example
Topic:
English Translation Service
Outline:
1. Background Information
2. Product Description
3. Services
In the Presentation
I’ve divided my presentation into three main parts. I’ll start off by explaining
the background information. Second, I’m going to discuss the product description.
Finally, I will explain about the services.
Expressions of Outlining
In my presentation, I’ll focus on three major issues.
First (of all), I’ll be looking at…, second…, and third…
First, I’d like to explain/discuss/talk about…
I’ll begin by explaining the definition.
After that, I’ll move on to the next point.
Second/next/then/third, I’ll go on to…
Then, I’ll go on to discuss/highlight/show…
Finally, last but not least, to conclude…
Last but not least, I’ll offer some solutions.
Chapter 2:
OPENING OF PRESENTATION
15
Copyright @ Airlangga University Press
Look at some examples of outlining below.
1.
I’ll be talking to you today about the importance of social media in daily life. I’ll
start by describing various types of social media. Then, I’ll go on to show you some
case studies on the advantages of social media. Finally, I’ll discuss how big the
impact of social media in people life.
2.
I’ve divided my presentation into three parts: first, our company history; second,
the structure of our company. Last but not least, our product and services.
3.
In my talk, I’ll focus on three major issues. First, I’ll tell you about the background
of the project. Then, I’ll go on to the detailed recommendations regarding our own
project. Finally, I’ll highlight the implication of the data in our project.
Mentioning Timing, Handouts, and Questions Section
It is important to tell the audience how long your presentation will be and how
you will provide the materials/hand out. Also, you need to tell the audience when
they can ask questions.
Explaining the time for the presentation:
My presentation will take about 20 minutes.
It should take about 30 minutes to cover these points.
This presentation will not take more than 20 minutes of your time.
This part of the presentation will take about 10 minutes.
If you provide the handouts or copy of materials, you can use the following
expressions:
Does everybody have a handout/copies/report? Please take one, and pass them
on.
I have copies of the tables and statistics in this hand out. Here you are. Did everyone
get the copy?
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If you provide a PowerPoint slide and wish to give them to the audience,
use the expressions below:
I’ll be handing out copies of the PowerPoint slides at the end of my talk.
I’ll email the PowerPoint presentation to you.
I provide all the slides in my personal website.
You may download the materials of the topic on this website.
If you want to put the questions section at the end of the presentation,
you can use the following expressions:
There will be time for questions after my presentations.
I’ll leave fifteen or twenty minutes at the end for questions.
There’ll be time at the end for questions and comments.
Please save any questions for the end of the talk.
Use the expressions below if you want to have discussion during your
presentation:
If you have any questions, feel free to interrupt me at any time.
Feel free to ask questions at any time during my talk.
I’m happy to answer any questions as I talk.
Summary
The aim of opening is not only to introduce the presenter and the topic of
presentation, but it also gives insights about how the presentation is structured.
It functions to give the audience general ideas about what speakers are going to
say. The outline consists of major points that the speaker wants to deliver. They
are stated after mentioning the purpose of the presentation. Moreover, stating the
organization of time, handouts, and questions is also important to let the audience
know how long the presentation is, and when they can ask questions.
Chapter 2:
OPENING OF PRESENTATION
17
Copyright @ Airlangga University Press
Exercise 1
You will find a number of ways of stating the purpose of your presentation below.
Complete them using the words given.
Perhaps we should begin. Good morning, everyone. It’s good to see you all here.
Let me introduce myself, my name is Dwayne Jones and I am the manager of A & B
firms. In this special occasion, I’d like to:
show
talk
take
report
tell
1.
_____________ you about the increase of our revenue this year.
2.
_____________ to you about the company anniversary project.
3.
_____________ you how to improve our productivity.
4.
_____________ on the results of our development project.
5.
_____________ a look at the problems the company encountered this year.
… so, I’ll start off by:
describing
giving
making
outlining
bringing
1.
_____________ the characteristics of our service.
2.
_____________ a few observations about the new projects.
3.
_____________ the recent changes of consumer need.
4.
_____________ you an overview of our current progress.
5.
_____________ you in on the background of the research.
… and then I’ll go on to:
discuss
18
put
highlight
talk
make
1.
_____________ the focus of our projects.
2.
_____________ what I consider as the major drawback of our system.
3.
_____________ you through our management system.
4.
_____________ detailed suggestions regarding of our sales strategy.
5.
_____________ about the influence of our production to the environment.
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Exercise 2
Write down your outline below. The outline consists of at least three major points.
You can add more based on the content of your presentation. Then, pick some
expressions that you are comfortable with.
Topic:
_____________
Outline:
1. _______________________________________________________________________
__________________
2. _______________________________________________________________________
__________________
3. _______________________________________________________________________
__________________
Exercise 3
Pick some expressions to complete the opening of presentation.
Stating outline
Timing
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Handouts
Questions
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CREATING AN EFFECTIVE OPENING
OBJECTIVES
By the end of the course, the students are able to create and perform many types
of interesting or effective openings using correct expressions.
TOPICS
Expressions of interesting or effective openings.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly the
importance of creating
effective openings
Listening to the
explanation
• Whiteboard
• Projector
Content
Introducing types
of expressions used
to create effective
openings
Memorizing several
expressions and
doing exercise
• Whiteboard
• Projector
Giving a model of
stating the effective
openings
• Practice to create an
effective opening
• Performing an
effective opening
• Whiteboard
• Projector
Concluding the
activities
Giving opinions
and insights about
the activities
• Whiteboard
• Projector
Closing
EVALUATION
Performing effective openings.
What is Creative Opening?
The first three minutes of a presentation is the most important. Therefore, to
make a presentation more engaging, there are several ways to make an effective/
interesting opening. It refers to hooks or simple technique to get the direct
attention of the audience.
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Rhetorical Questions
An effective way to begin a presentation is giving audience opportunity to think
about a question. If you use this technique, ask your questions, wait for a while
(two or three seconds), then continue. This activity provides a chance to engage
and make connection with the audience in the beginning of presentation.
Below are the examples of the expression:
Is joint venture important for brand development?
Do we really need market research?
Hands up! the one who have experience a bankruptcy.
In the presentation:
Hands up! Those of you who have heard about microeconomics. Microeconomics has
significant connection with the firms. One of its functions is to analyze the market
mechanisms that establish relative prices of goods and services. Can you give me
one example of this issue?
Problems
This part gives the audience opportunity to think about issues related to the topic
of presentation.
Below are the examples of the expression:
Suppose…..
How would you….
Have you ever wondered why it is that…..
Imagine you had to reformat the management system. What would be your first
move?
Suppose you wish to set up a new construction project. How would you go about
it?
In the presentation:
Suppose all of you here had brought all the plastic bags you had thrown away
last year. There are 30 people here. Given that the average person uses 50 kilos
plastic bags a year, that means almost two tons of packaging? What would we do
about it?
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Amazing/Interesting Facts
The most effective way to gain the audience’s interest is providing some amazing
or interesting facts that are related to the topic.
Below are the examples of the expression:
Did you know that…..
According to the latest study,….
Statistic shows that….
I read somewhere the other day that…
According to a recent survey, private companies now prefer to use euros as
currency.
Everyday 30,000 market researches are conducted.
By the year 2030, 700 million sales reports will have been written, that’s enough
paper to fill this room 40,000 times.
In the presentation:
I read something interesting last week. Did you know that there was a tunnel which
linked England and France? It was constructed by 13,000 engineers, technicians,
and workers. It showed an amazing contribution of an organization from different
companies in different countries to achieve excellent results. So, let’s think about this
example as we review our joint venture project with several companies.
Stories/Anecdote
Audiences are often interested in learning new information or background story
they are not familiar with. Exploiting the uniqueness and tell the audiences
something interesting about your topic or personal experience related to the
topic will make them pay attention to your presentation.
Below are the examples of the expressions:
When I think about….
I’m reminded of….
Have you ever been in the situation where…..
I remember when I attended a conference in Barcelona…..
At a meeting in London, I was once asked several questions…
Last year, in the world market gathering, I encountered some interesting issues
such as…..
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In the presentation:
How can we avoid problems? This morning, when I got out of my car, I forgot to
turn off the lights. But, an alarm in my car gave me a warning that I had left them
on. So, the alarm is a reminder of my mistake and I could act before it became a
problem. That’s something we need in our company – a system that can warn and
prevent potential problems.
Summary
Interesting or effective openings are important to build the audience’s interest in
the beginning of presentation. There are four types of effective openings: rhetorical
questions, problems, amazing/interesting facts, and stories or anecdote. Each type
has its function and the presenters can use one of them that is suitable with their
topic. Using more than one is also acceptable.
Exercise
Read the interesting opening below and determine each type.
1.
Suppose your sales budget was cut by 80% tomorrow. How do you deal with it?
Type: _____________________________________________________________________________
2.
Statistics show that in the last fifteen years, the people who emigrated to the
Canada are more than to whole population of Europe. That’s about quarter
million!
Type: _____________________________________________________________________________
3.
Did you know that Korean companies spend three times more on entertaining
clients in a year than the entire GDP of Malta? 35 billion dollars, to be exact!
Type: _____________________________________________________________________________
4.
Based on the latest study, by 2070, there will be only one out of four people in
Europe will go to work.
Type: _____________________________________________________________________________
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5.
How many people here this evening hate going to the conference? Just about
everybody, right? No?
Type: _____________________________________________________________________________
6.
You know, advertising is 80% luck. When we think about creativity, I remember
there was a man who discovered microwave oven. He actually spent years to play
around with transmitters. Out of the blue, he noticed the chocolate in his pocket
began to melt!
Type: _____________________________________________________________________________
Activity
Use the frames below to help you prepare interesting/effective openings. Use the
topic you have prepared in the previous chapters.
1. Rhetorical Questions
2. Problems
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3. Amazing/Interesting Facts
4. Stories/Anecdot
REVIEW
Exercise 1
Fill in the blanks using appropriate expressions in the box.
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talking to you
let’s begin
I’ll try to predict
feel free to stop me
there’ll be time
there are some
I’d like to talk about
first of all
the end of this session
introduce
I’ll focus on
discuss
come
slide
topic
1.
________________, let me thank you all for being here today.
2.
Let me ________________myself. My name is Leslie Moore.
3.
I’m here today to ________________ our new development project.
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4.
________________ three major points; history, advantages, and drawbacks.
5.
I’m glad that so many of you could ________________ today.
6.
As you can see on the ________________, our ________________ today is how
to increase our sales.
7.
I’m ________________ today as the leader of this project.
8.
By ________________, you’ll know the details of our program.
9.
Should you have any questions, please ________________.
10. OK. If we’re all here, ________________.
11. Today ________________ about last year company’s achievement.
12. ________________ for questions at the end.
13. Finally, ________________ how the service can be improved in the future.
14. ________________ important issues I want to go through.
Exercise 2
The project manager of a software company is giving a presentation to his
colleagues. Put the sentences in the right order.
There are several issues I want to go through.
This morning, I’d like to present the new software program we developed.
First, I’d like to show you the preview of the software.
OK. You all have a copy of the handout with the statistics.
The information I give you today should help you
with the planning your next ideas.
After that I’d like to explain how this works.
I’d like to outline the major points.
Finally, I want to focus on some weakness that need to be dealt with.
If you have any questions, feel free to stop me.
I’ll leave ten or fifteen minutes at the end for questions.
This will take about twenty to thirty minutes.
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Exercise 3
Complete the presentation below.
Good morning, everyone. First of all, __________________ here today. I’m aware that
you’re all busy preparing for the next meeting, so I really appreciate you taking the
time to be here. For those __________________. My name is __________________ Let
me just write that down for you. OK. I’m the __________________ in charge of the
__________________. Today, I’d like to update you on __________________. The information
I give you today should benefit you with __________________. __________________
I’ve _____________________ my presentation into _____________________ parts.
I’ll begin with __________________. Then, I’ll move on to __________________ I’ll
end with __________________. My talk should __________________ minutes. Please
__________________ at any time with questions. Oh, don’t worry about taking notes.
I’ll __________________.
Exercise 4
Fill the gaps in the sentences below with a preposition.
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as
at
on
by
to
on
from
by
for
off
into
about
of
at
with
1.
Thank you _________ coming.
2.
It’s great to have John here _________ the Chinese office.
3.
We shall discuss some questions _________ the end.
4.
I’d like to focus _________ the six-year plan.
5.
I’ve divided my presentation _________ three parts.
6.
First of all, I’ll look _________ the company’s revenue in the last quarter.
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7.
I’d like to start _________ outlining the changes.
8.
_________ at the end of this talk, I’ll email the slides of presentation
9.
There are handouts _________ the table.
10. First, I’ll show you an overview _________ our advertising situation.
11. I’m presenting to you today _________ the head of HR Department.
12. After that, I’ll talk _________ our investment plan.
13. Then, I’ll move on _________ the final point.
14. The next topic deals _________ our new management system.
15. I’ll start _________ by explaining the new rules.
Exercise 5
The following sentences are mixed up. Put the words into the correct order.
1.
Chinese/I’m/office/the/Xing Huang/from
Good morning ______________________________________________
2.
For/to/thank/like/all/you/come
I’d ________________________________________________________
3.
Begin/outline/proposal/I’d/like/with/to/the
To ________________________________________________________
4.
At/start/the/project/current/the/will/status/of/looking/by
We ________________________________________________________
5.
Today/subject/talk/of/perception/is/the/costumer
My ________________________________________________________
6.
Sure/you/leader/know/I’m/project/the/I’m
As ________________________________________________________
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7.
Plan/our/investment/about/I’ll/talk
Then ______________________________________________________
8.
Will/twenty/presentation/about/minutes/take
My ________________________________________________________
9.
Points/major/three/on/focus
I’ll ________________________________________________________
10. You/in/very/this/is/system/England/popular/know/that
Did ______________________________________________________?
Exercise 6
Write down a possible phrase or sentence for the following topic.
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1.
You are an advertising manager from the Berlin office. Not everyone knows you.
How should you introduce yourself at the start of a presentation?
2.
You have copies that you want to give to the audience. What should you say?
3.
You want to get everybody’s attention so that you can start the presentation.
What will you say?
4.
How should you tell to the audience that there will be time for questions at the
end?
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5.
In your talk, you plan to discuss old system and then introduce the new system.
How can you explain it?
Exercise 7
Prepare the opening of your presentation using the format below, then perform
in in the class.
Greeting
Introduction
Purpose
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Relevance
Outline
Interesting/Effective opening (This can be put before the introduction, or before
the purpose)
Timing, handouts, and questions
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CHAPTER
3
Content of Presentation
SIGNPOSTING
OBJECTIVES
By the end of the course, the students are able to use signposting to explain the
content of presentation as well as some time signals.
TOPICS
Kinds of signposting in the content of presentation.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly
the importance
of signposting in
a presentation
Listening to the
explanation
• Whiteboard
• Projector
Content
Introducing types
of signposting and
time signals
Memorizing several
expressions
• Whiteboard
• Projector
Discussing how to put
the correct signposting
according to the
type of information
in a presentation
Doing exercise
• Whiteboard
• Projector
Giving a model of
using signposting
in a presentation
Performing the content
of presentation
using signpostings
Concluding the
activities
Giving opinions
and insights about
the activities
Closing
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• Whiteboard
• Projector
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EVALUATION
Performing some contents of presentation using variety of signposting and time
signal.
What is Signposting?
To create a good presentation, the bulk (content) is the most important part. It
is important to have clear structure in delivering the content of a presentation.
The expression that is needed to move on to the next point or change direction
effectively is signposting.
Types of Signposting
The phrases of signposting are utilized to assist the audience through a
presentation.
Starting A Point and What is Coming
Below are the expressions used when you want to start to talk about a topic. This
type is used to start talking about a topic in the beginning of presentation or
talking about new topic.
In this part of my presentation, I’d like to discuss…
So, let me give you a brief overview
In this special occasion, I’d like to describe…
First of all, I’d like to talk about…
Let’s start with…
Let’s begin with…
Moving On and Start to Another Point
This type is used to move on to the next topic in the presentation. Look at the
following expressions.
Then, the next topic will be…
Finally, we’re going to discuss…
This leads directly to the next topic
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This brings us to the next point
Let’s now move on to…
After discussing this topic, let’s turn to…
Now, let’s take a look at…
We’ll now move on to…
Let’s me turn now to…
Finishing A Point
These expressions are used to signal the end of a topic during a presentation.
Well, I’ve told you about…
That’s all I have to say about…
We’ve looked at…
So much for…
This brings me to the end of my second point…
Stating and Referring to Fact
During a presentation, it is important to refer to several facts stated by some experts
or researchers. It is used to strengthen the validity and reliability the information
in the presentation. Below are the expressions.
Stating fact
Everyone knows that…
It’s a fact that…
Referring to fact
Based on … (fact)
According to (person), (fact) …
Clarifying Argument and Giving Opinion
Providing argument and opinion are also important during a presentation. Clarifying
argument means giving more explanation about the fact stated previously. Giving
opinion means providing your personal evaluation of certain topic. Below are the
expressions used.
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Clarifying argument
I mean…..
What I’m trying to say is….
What I mean is that….
The point I’m trying to make is…..
Giving opinion
In my opinion…..
As far as I’m concerned…..
As I see it,…
Personally, I think,……
It seems to me…
I think…
I believe…..
Giving Examples
It is also important to give examples during a presentation. Look at the following
expressions.
For example….
For instance…
A good example of this is…
As an illustration…
To give you an example…
Let me give you an example…
To illustrate this point….
Referring Back
This type is used to look back at the previous explanation that has connection
with the current discussion.
As I mentioned earlier…
Let’s go back to what we’re discussing earlier…
As I’ve already described…
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Let me come back what I explained before…
As I pointed out in the first/previous section….
Summarizing A Point/Topic
These expressions are used to sum up one point or topic during the presentation.
Each topic should cover explanation, examples, and then brief summary before
moving on to the next topic.
Before I move on, I’d like to summarize the main points.
Let me briefly recap the main issues
I’d like to review what I’ve explained so far…
Time Signaling
To assist the audience to get a better understanding about the presentation, it is
important to use transition signals to show the organization of the information
and how the information is interrelated. The following is the list of some signals
that can be used in the presentation.
Addition
: in addition, also, furthermore, moreover, and, besides, another
Explanation
: in other words, that is, to put it in another way
Time
: first, second, next, then, now, later, before, after that, finally
Result
: therefore, thus, consequently, as a result, as a consequence
Cause
: because, because of, since, is caused by, resulted from,
is due to
Contrast
: although, even though, in contrast, on the other hand, while
Comparison
: in comparison, similarly, in the same way, like
Generalization
: in general, in most cases, usually, for the most part
Reference
: as I said earlier, as I mentioned before,
Condition
: if, unless
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Examples in the Presentation
Study the following examples of using signposting in the presentation.
1.
OK, so that’s the background and the reason why we developed the system. Let’s
move on to the next point, and please, take a closer look at the information
center itself. As I mentioned before, the information center was set up three
years ago to assist visitors to explore the museum.
2.
So, let me give you a brief overview of the new project. Our main goals are
to collect, analyze, and inform the member of the academy so everything can be
conducted smoothly.
3.
This now leads us to my next point. How does project manager supervise his
employees? The new software program has developed in the computer of each
employee to measure their progress on working a certain project. Additionally,
there is also a sensor that can record the duration of working that project. Let
me show you a few examples how this works. So much for supervising the
employees.
4.
Let’s now turn to the next issue. How do we send the information to the
motorists? We can conduct this in several ways, such as, by using electronic road
signs. Furthermore, we can also use the internet and the radio.
5.
Let me come back what I explained earlier. The curator wants to make
the art collections management easier. So, in what ways can it be done? What
are the benefits? Well, first, through some prior planning and gathering of art
database.
Summary
Signposting is used to connect the ideas during the presentation. In general, it gives
guidance to the audience about the content of presentation. Types of signposting
in a presentation including the signposting to say what is coming, move on to the
next ping, start a section, finish a section, refer back, summarize a point, state
and refer to a fact, give opinion, clarify argument, and give examples. It is also
important to use some time signals during the presentation to give clarity about
the topic that is being presented.
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Exercise 1
Choose the best word or phrase to complete each sentence
Details
up
Seems
Stands for
Overview
options
General
direction
move
Result
Point
Another
beginning
Example
overall
1.
I’d now like to change __________ and discuss the solutions.
2.
We have two __________. First, we can improve our navigation system or
second, we can replace with another one.
3.
OK. We’ve discussed our competitor’s strength. I’d now like to __________
on to look at our own strength.
4.
To recap, UN __________ United Nations.
5.
That’s an overview, now let’s focus on the __________.
6.
It __________ to me that there are not many options.
7.
To __________ up, I have described the issues and provided possible
solutions.
8.
That’s a __________ look at our plan, new let’s look at the details.
9.
Having given an __________, let’s now turn to specific issues.
10. As a __________, not many customers are aware of it.
11. In my last __________, I mentioned that improving the employees’
productivity is very urgent.
12. At the __________ of the talk, I’ve said that the new project needs extra
funding.
13. That’s an __________ look at the marketing campaign.
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14. For __________, several costumers reported waiting for up to forty
minutes.
15. __________ problem is, we’ve probably lost many costumers to other
companies.
Exercise 2
Match a sentence or phrase form the table A to the table B.
Table A
1
I’ve discussed how we developed the project last year.
2
I want to move on now
3
We should ask ourselves
4
The new sensor system will boost the quality of production.
5
I am going to respond each comment
6
I’m sorry to say that
7
As I mentioned earlier in the discussion
8
However, the great news is that so far this year
9
Unfortunately, the total costumers who joined us last year
10
So, what’s our plan for the future?
Table B
40
A
We have a lot of partners interested in this project.
B
I now want to turn to our project for this year
C
and review another point to this problem
D
For instance, it will help us to screen the defect accurately.
E
In turn
F
These important questions
G
80% of our costumer were not satisfied with our product.
H
We’ve nearly doubled our sales.
I
Was below the target
J
Well, first, over the next three years, we need to introduce some innovation.
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Exercise 3
Write the sentences using expressions and the information in the notes. Add
missing signposting where necessary. More than one type of answer is possible.
EXAMPLE
Questions : We/no plan for new project/this year
Answer
: As I mentioned this before, we have no plan for new project this year.
1.
Robert Brown/new sales director/information center
2.
Can’t operate from the branch company/because no permission
3.
Head manager/choose between several choices/improve the quality
4.
Profit has increased/5% since beginning of year
5.
Good news/we’ve just signed/two new costumers
6.
Move on/the future/our company
7.
Improve/this system quickly/lose more customers
8.
We don’t improve/may have to cancel/the promotion
9.
Some good ideas/feel very positive/the start we’ve made
10. Continue/another year/discuss the options later
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11. Update the new system/will last for another two years
12. Security wasn’t good last year/need to improve/examine what wasn’t
good.
Exercise 4
Make ‘signpost’ sentences using the elements below
EXAMPLE
As I’ve said earlier
As I’ve said earlier, we need to improve our sensor system.
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1.
Before I move on to my next point
2.
Let’s go back to what
3.
This brings
4.
This leads
5.
Us directly to my
6.
To the next
7.
Let me go
8.
I’ll be focusing on
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9.
Let’s now turn to
10. I’d like to
11. Come back to
12. Point, which is advertising
13. Through main issues once more
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TALKING ABOUT SOME ISSUES
OBJECTIVES
By the end of the course, the students are able to use signposting to explain some
others issues in detail including talking about difficult issues, referring to other
topics, adding ideas, reporting bad and good news, and explaining possible
outcomes.
TOPICS
Kinds of signposting that discuss other issues such talking about difficult issues,
referring to other topics, adding ideas, reporting bad and good news, and
explaining possible outcomes
44
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly
the importance of
signposting to explain
some others issues in
detail including talking
about difficult issues,
referring to other
topics, adding ideas,
reporting bad and good
news, and explaining
possible outcomes
Listening to the
explanation
• Whiteboard
• Projector
Content
Introducing types of
signposting to explain
some others issues in
detail including talking
about difficult issues,
referring to other
topics, adding ideas,
reporting bad and good
news, and explaining
possible outcomes
Memorizing several
expressions
• Whiteboard
• Projector
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Steps
Closing
Teaching Method
Students’ Activities
Instruments
Discussing how to put
the correct signposting
of talking about difficult
issues, referring to
other topics, adding
ideas, reporting bad
and good news, and
explaining possible
outcomes according to
the type of information
in a presentation
Doing exercise
• Whiteboard
• Projector
Giving a model of
using signposting of
talking about difficult
issues, referring to other
topics, adding ideas,
reporting bad and good
news, and explaining
possible outcomes
in a presentation
Performing the content
of presentation using
signposting of talking
about difficult issues,
referring to other
topics, adding ideas,
reporting bad and good
news, and explaining
possible outcome
Concluding the
activities
Giving opinions
and insights about
the activities
• Whiteboard
• Projector
EVALUATION
Performing some contents of presentation using variety of signposting of talking
about difficult issues, referring to other topics, adding ideas, reporting bad and
good news, and explaining possible outcomes.
What Issues?
As mentioned in the previous chapter, signposting is very important to connect
ideas and specify the content of presentation. In this chapter, more examples of
signposting for details topic will be provided.
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Talking about Difficult Issues
Below are some examples of signposting to discuss about some difficult issues or
problems. Pay attention to the bolded words as they are the phrases used to talk
about difficult issues.
First, I think we need to identify the problem.
We have to clarify some points before we move on.
We should deal with the problem of increasing complaints.
How shall we cope with complex advertising practices?
The question is: why don’t we tackle the communication problems?
If we don’t take care of this problem now, we’ll face more problems soon.
We will have to solve this problem right away.
Referring to Other Points
Below are some expressions used to refer to other points.
With respect to this issue, we provide several solutions.
With regard to the sales target, we need to review some issues.
According to the questionnaire, our partners are not satisfied with our system.
I’d like to point out some issues in connection with the management.
I want to talk about some questions concerning the project.
Adding Ideas
Below are some expressions used to add or provide more ideas.
Moreover, I have another suggestion.
Furthermore, there are several important findings we need to consider.
In addition to the advertisement, we need to focus on other areas.
As well as that, we need to provide effective solutions.
Apart from being too complex, this software is also too expensive.
Reporting Bad News
Below are some expressions used to report bad news in a presentation.
I’m sorry to say that….
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Sadly, we will not be able to..
It is unfortunate that….
Unfortunately…..
In a presentation:
Sadly, we will not be able to increase our sales
Unfortunately, the number of complaints keep increasing.
Reporting Good News
Below are some expressions used to report good news in a presentation.
The good news is…
I’m pleased to say that….
You’ll be happy to know that…
In a presentation:
The good news is we’ll be able to increase our sales.
You’ll be happy to know that the number of complaints has reduced.
Expressing Possible Outcomes
Below are some expressions used to discuss the possible outcomes in a
presentation.
We will conduct the research as soon as possible.
We will not (won’t) increase our funding.
There will be an increase in production.
There won’t be any chances to change our target market.
Summary
There are several signposting phrases that are used to explain some issues in
details including the signposting to talk about difficult issues, refer to other topics,
add ideas, report bad and good news, and explain possible outcomes. Those
phrases are used to explain some specific topic in a presentation. Similar with other
phrases of signposting, it functions is to give clarity to the audience throughout
the presentation.
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Exercise 1
Fill in the blanks using the available words/phrases
deal
concerns
solve
identify
clarify
take care
cope
with regard
moreover
according to
apart from
regarding
1.
How we will ________ with advertising problems?
2.
________, I’d like to show you something about the new system.
3.
I don’t think we can ________ with a small number of people.
4.
I think it’s significant to ________ the issues now.
5.
Let’s now move on to the next topic which ________ sales management.
6.
Who will ________ of our new customers?
7.
________ a few technical mistakes, the proposal is very appealing.
8.
I’ve been trying to ________ the management issues.
9.
I’ll show you an overview of some information ________ to book exports.
10. Before we move on, let’s ________ this fact.
11. Let me explain you some issues ________ our American factory.
12. ________ the figure, our sales have been increasing.
Exercise 2
Put the words in the right order to make sentences.
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1.
The/on/let’s/next/point/to/now/move
2.
Are/our/to/satisfied/it/this/with/according/costumers/study
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3.
Overview/as/I’ll/a/earlier/you/I/give/brief/said
4.
Important/the/we/will/most/discussing/figures/additionally/be
5.
The/developments/you/latest/my/inform/is/to/aim/about
6.
Our/globalization/know/you/today/is/as/all/topic
Exercise 3
Complete these presentations with the correct form of the verbs in the box.
1.
prevent
identify
run
have
solve
accept
cope
deal
As you probably are aware of, we currently _________ issues with our
new product.
2.
If we _________ (not) our advertising problem within the next two months,
we _________ into serious trouble.
3.
It’s obvious we can no longer endure to _________ these circumstances.
4.
I’ve been trying to _________ with these issues—the price, the delivery—
but so far, I’ve not been able to find solution to _________ them from
occurring again.
5.
We’d like to quickly _________ the issues and provide some advices how we
can _________ with the consequences regarding our women’s apparel line.
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Exercise 4
Prepare the main part of the presentation using phrases from chapter 5 and chapter
six. Make sure you include the following expressions.
1.
Briefly state the topic.
2.
Explain the purpose.
3.
Signal the beginning of each topic.
4.
Talk about your topic.
5.
Signal the end of each part.
6.
Highlight the main points.
7.
Provide examples.
8.
Give opinion.
9.
Provide some facts.
10. Discuss some issues (bad/good news, add ideas, possible outcomes).
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TALKING ABOUT NUMBERS
OBJECTIVES
By the end of the course, the students are able to use a variety of expressions to
say the numbers in English for different context.
TOPICS
Expressions of explaining numbers in different context.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly the
importance of a variety
of expressions to say
the numbers in English
for different context.
Listening to the
explanation.
• Whiteboard
• Projector
Content
Introducing types of
expressions to say the
numbers in English
for different context.
Memorizing several
expressions
• Whiteboard
• Projector
Discussing how
to put the correct
expressions to say the
numbers in English
for different context
in a presentation
Doing exercise
• Whiteboard
• Projector
Giving a model of using
expressions to say the
numbers in English
for different context
Performing the
expressions of saying
numbers in English
for different context
Concluding the
activities
Giving opinions
and insights about
the activities
Closing
• Whiteboard
• Projector
EVALUATION
Performing and making a variety of expressions of saying the numbers in different
context.
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What Number?
During a presentation, it is possible that the presenters provide some statistics
that contain some numbers. The number is provided to give some evidences of
certain topic of presentation. In business presentation, numbers are common to
be delivered in the presentation However, not all presentation provide number.
Long numbers are usually difficult to understand, so, say the numbers slowly and
clearly, and point at them while presenting.
Percentages
Below are some expressions to explain percentages. The preposition of is used
with percentages.
80 percent of female employees…
70 percent of costumers…
In the presentation:
You can see that 70 percent of female shoppers react positively to special offers.
Fractions
Below are some expressions to explain percentages.
½
half/a half/one-half
1⁄ 3 a third/one-third
¼
quarter/a quarter/one-quarter
1⁄ 8 an eighth/one-eight
²⁄ 3 two-thirds
¾
three-quarters
³⁄ 8 three-eights
The preposition "of" is used when describing fractions. For example:
Four fifths of people…
Three quarters of customers…
In the presentation:
Three-quarters of the respondents said that they liked the new products.
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Decimal Points
Below are some expressions to explain decimal points.
46.768 forty-six point seven six eight
46.760
forty-six point seven six oh
Below are some expressions to explain amounts of money.
$35.60
thirty-five dollars sixty cents
€46.25 forty-six euros twenty-five cents
Below are some expressions to explain the temperatures.
5.3°C
five point three degrees Celsius
4.7°F
four point seven degrees Fahrenheit
Approximate Numbers
Below are some expressions to explain the approximate numbers.
About/approximately/roughly…
Just over/a little more than/more than…
Less than/just under/under…
A little less than…
Well over…
Around…
Nearly…
In the presentation:
Around 500 people responded to our surveys.
About 50 percent were between sixteen and thirty.
Others
3m
three million
1.7bn
one point seven billion
335m2
three hundred (and) thirty-five square meters
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Please notice these expressions below:
It is said 3 million not 3 millions.
It is said 3 million dollars not 3 million dollar.
British and American Differences
In saying the numbers, there are some differences between American and British.
Look at the following table.
442
450,000
British
American
forty hundred and forty-two
four hundred and fifty thousand
forty hundred forty-two
four hundred fifty thousand
Summary
Numbers are often appeared in a business presentation. In mentioning the number,
it is important to say it slowly and clearly. There are many types of saying the
number including percentage, fraction, decimal points, and approximate numbers.
It is also important to state them correctly since they have several forms.
Exercise 1
Fill in the blanks using appropriate phrases in the table.
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Loss
Profit
quarter
Estimated
responded
costs
Per cent
around
over
sold
over
Average
1.
Only 30 percent of clients __________.
2.
About 60 __________ of customers buy our product.
3.
The most expensive house in our range __________ $600,000.
4.
__________ two-sixth of the population paid the accommodation.
5.
The __________ company in Europe has 200 employees.
6.
An __________ 2.1 million people filled the questionnaire.
7.
Only about one __________ of our partners responded.
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8.
__________ 4000 people applied for the spot.
9.
Our company only __________ 4,500 items last year.
10. Just __________ half of them were technician.
11. We expect to make a __________ of $70,000.
12. Unfortunately, we made a __________ of $40,000 this year.
Exercise 2
Write the following numbers in English.
1.
346
: ____________________________________________________
2.
8.97
: ____________________________________________________
3.
5.6bn
: ____________________________________________________
4.
€57m
: ____________________________________________________
5.
$17.82
: ____________________________________________________
6.
3⁄8
: ____________________________________________________
7.
162m2
: ____________________________________________________
8.
1,346,000
: ____________________________________________________
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9.
6.7
: ____________________________________________________
10. −4.5°C
: ____________________________________________________
Exercise 3
Rewrite the sentences replacing the exact numbers with the approximate
expressions in the table.
EXAMPLE
We sold 700 units last month.
We sold just over seven hundred units last month.
1.
The new building is 786m2.
2.
15.9% of the customers demand the update of the product.
3.
The cost will be $5.32 to upgrade this service.
4.
The company will spend €6.73m on this new project.
5.
Our researchers mention that the perfect temperature is 17.5°C.
Exercise 4
Create a content of a presentation that consists of a variety of numbers. Use the
expressions given and perform it in the class.
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TALKING ABOUT VISUAL
OBJECTIVES
By the end of the course, the students are able to recognize some types of visuals
and use a variety of expressions to introduce visuals.
TOPICS
Expressions of introducing and describing visuals.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly
the importance of a
variety of expressions
to introduce visuals
and types of visuals
Listening to the
explanation
• Whiteboard
• Projector
Content
Explaining types of
expressions to introduce
visuals and recognize
some types of visuals.
Memorizing several
expressions
• Whiteboard
• Projector
Discussing how to put
the correct expressions
to introduce visuals
Doing exercises
• Whiteboard
• Projector
Giving a model of
using expressions to
introduce visuals
Performing the
expressions of
introducing visuals
Concluding the
activities
Giving opinions
and insights about
the activities
Closing
• Whiteboard
• Projector
EVALUATION
Performing and using the expressions of introducing visuals.
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What is Visual?
Visuals are essential in a business presentation, especially in a foreign language. The
information in visual is memorable and helpful to describe important messages.
Types of Visuals
Most presentations use PowerPoint slides as the visuals. However, other media are
possible to be used such poster, picture, paper, etc. Below are kinds of media that
are mostly used in a business presentation.
Flip chart
Screen
Whiteboard
Pin board
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Below are types of visuals that are mostly used in a business presentation
Graphs/Charts
Bar graph
Pie chart
Line graph
Pictograph
Diagrams
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Introducing Visuals
Knowing exactly the names of different types of visual to present them is not really
important. The most important thing is the ability to describe them. To introduce
the visuals, there are some ways. Look at the following expressions.
Have a look at this…
Take a look at this
Let’s have a look at this…
I’d like you to look at this…
Here we can see…
As you can see…
It is important to introduce visual information briefly and clearly. Look at the
examples below.
From the slide, you can see that there are two options.
I’ll do a quick breakdown for you on the flipchart.
This graph shows the increasing number of customers.
Let me show you the clip.
On the next slide, we can see last year’s sales figures.
Let’s look at these figures more closely.
The most important thing in preparing for visuals is they should be clear and easy
to follow. But, sometimes it is also important to explain more complicated visuals
and point out the most important information. Below are some expressions to
explain and highlight information.
Explaining A Visual
First of all, let me quickly explain the chart.
You can see the different colors are used to differentiate…
The sign in the bottom right-hand corner shows you…
As you can see, there are several interesting developments.
If you look at the graph more closely, you’ll notice some interesting features.
Take a look at this graph and you’ll see
This slide shows the…
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As you can see from the slide/graph/chart…
Let’s look at another evidence/example of this which is
on the next/following slide.
Here is the next slide. This show…
Highlighting Information
I’d like us to look at the upper half of the chart
I’d like to focus our attention to one important feature.
I’d like to start by drawing your attention to…
I’d like to draw your attention to one important detail.
What I’d like to point out here is…
I believe you’ll be surprised to see…
I’d like you to focus your attention on…
Let’s look at more closely at….
I’d like to stress the following point
I’d like to emphasize that our company position is quite good.
What is really important is how well we provide the investment
What we should do is fix the system.
It’s interesting to realize…
It’s surprising to note/see…
The interesting/surprising/worrying thing is that…
Using Adverb + Adjective to Highlight Important Point
I believe this fact is extremely important.
It would be completely wrong to swift our concept at this point.
We look at the first design and we think it was totally unacceptable.
Other Expressions
It is unavoidable that in sometime the presenters encounter a lot of things during
the presentation. If you have problem with projector, you need to explain it to
the audience. You may apologize if you encounter this.
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There’s a problem with it.
It’s not working.
I can’t get it work.
If you need to ask someone to help, you may use these expressions.
Can anyone help me with this?
Which button do I need to press?
If your image is not that clear, you may adjust it.
I’ll zoom the image.
I’ll focus it. Is that clearer now?
Should I move the slide down?
Rule of Six
It is suggested to use the rule of six when using PowerPoint slides as the media.
Rule of six means ‘a maximum of six lines per slide’ and ‘maximum of six words
per line’. This rule helps to avoid overloading information in the slides.
Summary
Visuals play important part in a presentation as it aims to help the audience
understand clearly about the content of presentation. There are many types of
visual aids including graph/charts, images, or poster. Some media such as flipchart,
screen, PowerPoint, or whiteboard can be utilized to provide the visuals. There
are several important expressions used to introduce the visual such as explaining
the visual and highlighting some important information.
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Exercise 1
Match the two parts to make sentences
NO
A
B
1
Take a look at
how the system affected our business
2
I’ll just write some
will see some images of the sample products
3
These are sales figures
figures on the board
4
OK. Let’s now have a look
for America for the first two
quarters of this year
5
As you can see here
at our new proposed project
6
The figure clearly highlights
these figures
7
Let me just
we’ve had a very terrible year
8
On the next slide, you
let’s go back to the previous figures
9
To highlight our success
even further
flip back to it
Exercise 2
Fill in the blanks using available words/phrases in the box.
What are
Point
Interesting
Our budget
Sales figures
The graph
turnover
Emphasize
1.
What I’d like to do is describe the latest _____________.
2.
I should repeat that our _____________ this year was fantastic.
3.
What we shouldn’t do is reduce _____________.
4.
So, based on _____________, how good is the quality of our employees?
5.
It’s _____________ to note that this service is quite popular in Europe.
6.
I’d like to _____________ the main issues in the graphs.
7.
So, _____________ the reasons for our failure?
8.
I’d like to _____________ out how significant this project is.
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Exercise 3
Write a part of presentation using the expressions below.
1.
Draw your attention
2.
It’s quite remarkable
3.
The figures also show that
4.
The chart depicts
5.
You’ll see
6.
I’d like to explain
7.
According to the line graph
8.
It’s interesting to see that
9.
Let’s talk about
10. Have a look
Exercise 4
Put words in a correct order.
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1.
Building/the/plan/shows/a/diagram/of/this/new
2.
At/these/let’s/figures/closely/look/more
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3.
Last/have/month/you/peaked/noticed/that/may/sales
4.
A/you/I’ll/down/do/for/break
5.
The/next/see/you/can/the/slide/table/on
Exercise 5
Choose the correct word to complete each sentence.
represents
on
note
later
shows
adjust
1.
The diagram _____________ the revenue from last year.
2.
Each line on the graph _____________ one of our product.
3.
I have one more graph to show you before we move _____________.
4.
I’ll help you with that _____________.
5.
It’s interesting to _____________ that the profit peaked in 2009.
6.
If the slide is not clear, I’ll _____________ it
Exercise 6
Prepare charts or graph based on the data from your previous practice of creating
a presentation. Find an effective headline and present them to a partner. Look at
the checklist below.
1.
Prepare the visuals clearly.
2.
Check if the visual really describes what you are presenting
3.
Make sure everyone can read the visuals
4.
Find effective headlines for each topic
5.
Use simple design and content
6.
Use bullet charts for text.
7.
Present the content of information clearly and logically
8.
Remember the rule of six.
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TALKING ABOUT TRENDS
OBJECTIVES
By the end of the course, the students are able to recognize and create a variety
of expressions to describe trends in a presentation.
TOPICS
Expressions of describing trends in a presentation.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly
the importance of a
variety of expressions
to describe trends
in a presentation
Listening to the
explanation
• Whiteboard
• Projector
Content
Explaining types of
expressions to describe
trends in a presentation
Memorizing several
expressions
• Whiteboard
• Projector
Discussing how to put
the correct expressions
to describe trends
in a presentation
Doing exercises
• Whiteboard
• Projector
Giving a model of using
expressions to describe
trends in a presentation
Performing the
expressions of
describing trends
in a presentation
Concluding the
activities
Giving opinions
and insights about
the activities
Closing
• Whiteboard
• Projector
EVALUATION
Performing and using the expressions of describing trends.
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What is Trend?
Trend is the depiction of the statistics in graph/chart or diagram. It is important for
presenter to describe the trend clearly. Trend does not only consist of an increase
or decrease, it also talks about change or significance.
Describing Trends
To talk about trend, simple past is used to describe a movement which happened
in the past and is now finished. Some signal words used in this expression including
last month/year, in February, from 2000–2010, during the monetary crisis, etc. Look
at the following expressions.
In May, the rate of employment rose to 3 million.
Between January and February our import business nearly doubled
In 2013 alone our production increased by 50%.
On the other hand, present perfect is used to discuss a movement which began
in the past but is not yet finished. Some signal words used in this expression
including since, for, this month/year or expressions with over. Look at the following
expressions.
The number of Chinese investors has declined since 2010.
The Indonesian economy has grown rapidly over the past six months.
It should be noted that the word rise and raise are used differently.
To rise is used without an object.
Coal prices rose again in July.
The number of investors has risen to 1 million.
To raise is used with an object.
The car industry raised prices last month.
Some banks have raised interest rates.
Describing Trends Using Adjectives and Adverbs.
Some variations of describing trends including combination of adjectives-noun
and adverbs-verb.
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Adjectives + Nouns
There was a sudden increase in expenditure.
In July, we experienced a moderate fall.
The trend is followed by a gradual decline.
Adverbs + Verbs
The budget increased slightly last month.
Over the past three years the profit has dropped significantly.
Last year the profit rose sharply.
Below are the verbs used to describe the movements.
upward
downward
others
Climb
Double
Expand
Go up
Rise
Recover
Pick up
Increase
Grow
Reach a high
Decline
Plunge
Drop
Decrease
Fall
Go down
Hit a low
Fluctuate
Remain stable
Stabilize
Stay the same
Below are some adjectives to describe movement.
Substantial
tremendous
spectacular
disappointing
rapid
significant
massive
steady
encouraging
disastrous
gradual
enormous
slight
moderate
sudden
dramatic
Summary
Describing trend is important to describe a business presentation that contains
statistical data. This type of expressions is basically divided into two types:
expressions to describe increase, and expressions to describe decrease. Moreover,
there are also some expressions to describe a stability. Those expressions are used
to guide the audience through presented visuals.
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Exercise 1
Look at the graph below and describe it using adjectives and adverb.
1.
2.
3.
4.
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Exercise 2
Change the noun form below into the verb form.
EXAMPLE
There was a sudden increase in the production.
The production increase suddenly.
1.
The graph depicts a significant rise in cosmetic sales.
2.
There was a gradual decrease in the number of house owner.
3.
The chart shows a sharp fall in the sales of new software.
4.
There were twice as many complaints.
5.
There was a steady drop in our profit.
6.
There was a dramatic increase in the number of buildings.
7.
The line shows a considerable increase in production cost.
8.
There was a massive decrease in company budget.
9.
There was a rapid decline in the number of mobile phone.
10. There was a slight growth of interest.
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Exercise 3
Fill in the blanks in the text below using the words given.
to
1.
show
rise
peak
increase
in
out
to be
The graph _______ our bread sales in the second semester. From July _______
August sales _______ gradually from 30,000 to 35,000. After August, sales
continued _______ steadily to 40,000 _______ October. From October to
November, sales leveled _______ The lowest point was _______ November.
Our best month was December when sales _______ at 60,000.
expect
2.
break
prediction
profit
make
Let’s take a look at the graph. Unfortunately, figures were below _______
this year. In fact, we _______ loss of $30,000. However, next year, we predict
that we will _______ even. If things run as we _______, we will be making a
_______ in three years time.
next
3.
following
as
in
predict
less
If we looked at the data, I _______ there will be a rapid increase in profit
over the _______ three months. The decline _______ sales over the last two
months is unpredictable and will not continue. Profits are more or _______
stable now and as far _______ I can see, they will start to go up steadily over
the _______ months.
Exercise 4
Prepare statistical data for your presentation. Create the visuals and present it in a
group. Make sure you use a variety of expressions to describe the visuals.
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REVIEW
Exercise 1
Match the two parts below to form sentences used to describe visuals.
1
Each line on the graph indicates
A
at how the new department
will be structured.
2
The data of the new
partners are listed
B
depicts our profit since 2010
3
In the bottom left-corner
C
attention to the pie chart.
4
It can be seen that the
test results in the
D
you can see the specifications
for the new model.
5
The chart on the next slide
E
table on the left
6
I’d like you to take
F
the production input of
several products.
7
Let’s now have a look
G
the next graph line.
8
The preview of the issue
is illustrated in
H
a look at the following slide
9
The blue lines give us
I
the sales figures for trans company.
10
I’d like to draw your
j
across the top
Exercise 2
Complete the gaps with the appropriate expressions.
This pie chart shows our total food spending for the last year and how it is
_______ among the various food sector areas. Let’s begin with the biggest area,
which is _______ in blue. We can _______ that 40% of our food spending went
to monthly meeting last year. The second biggest area with a _______ of 30% is
‘other spending’ which is represented by blue segment here. It includes sudden
meeting and daily meeting. I think you’ll be _______ to see that nearly the same
_______ -that’s 28% - was spent for company dinner. This mainly because of the
increasing number of our employee. I’d now like to draw your _______ to the late
night snack which _______ for only 2% of our total costs.
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Exercise 3
Put the following excerpt of presentations into the correct order.
Presentation 1
Yes thanks. That’s fine
Is it better now?
I’m sorry. Let me adjust it.
Can everybody see it clearly?
OK. Here’s the first slide.
No, sorry. It’s not clear.
Presentation 2
In the third quarter, sales decline.
In the fist, quarter sales of Mac cosmetic increase significantly.
Let’s look at the pie charts more closely
But then sales took a dip in the second quarter
Presentation 3
Please have a look at this table
You can see that the names of department are listed in the first column.
If you look closely you’ll see that marketing department did much better this year.
It shows the results of the company’s performance assessment.
And the scores are listed on the right column.
Presentation 4
Therefore, you can see that young people prefer nature as the major destination.
The graphs present the most popular vacation destination for young people
The next is going to mountain.
As you can see the most popular is going to the beach.
The third most popular is the shopping center.
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Presentation 5
Then, they load the new software.
Finally, if the system is correctly installed, it will ask you to restart the device.
First, the costumer turns on the computer.
Next, the should run the text program to make sure it is correctly installed.
Exercise 4
Complete the gaps with the appropriate phrase/words/expressions of introducing
and describing the slides.
1.
This morning ______________ about the computer software market
______________ from this slide ______________ four points. I’ll leave this up as
I talk so that you can follow the points.
2.
Ok. ______________ a picture of the new design that will be ______________
next month. Here, on this slide is a ______________ of the design and how it
actually works. You can see that the detail is quite complex.
3.
______________ on this slide more closely. in the first three months of last
year, our sales ______________ significantly due to the successful advertising
campaign. You can see in the same months, sales for children product
______________ slightly due to new competition.
4.
Looking ______________, it’s quite interesting to note that the rise in sales
happened just after our special campaign. The worrying thing is that there
was also a significant ______________ in our competitors’ sales.
5.
This ______________ shows our ______________ for the last six months. The
vertical axis ______________sales in US dollars and the figures are from January
to March. Each line on ______________ shows one of our top brands.
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6.
The point is ______________ in this graph. in Bangkok, 60 percent of
______________ still use motorcycle to get around. 20 percent use bus and
public transportation. The rest prefers to use car. Therefore, the most
popular form of ______________ is the motorcycle.
7.
The system is described in this flow chart. ______________, the customer
places an order. ______________ the salesperson sends the order to
dispatch. ______________, the dispatch staff get the order ready and
package it. ______________, a delivery service picks it up and delivers it to
the customers.
Exercise 5
Using the template below, provide statistical information of a presentation. Write
the expressions and perform it in a small group.
1.
2.
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3.
4.
5.
6.
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CHAPTER
4
Closing of Presentation
DELIVERING SUMMARY AND SUGGESTIONS
OBJECTIVES
By the end of the course, the students are able to create a variety of expressions
to close a presentation.
TOPICS
Expressions of closing a presentation.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly the
importance of a using
variety of expressions
to close a presentation
Listening to the
explanation
• Whiteboard
• Projector
Content
Explaining types of
expressions to close
a presentation
Memorizing several
expressions
• Whiteboard
• Projector
Discussing how to put
the correct expressions
to close a presentation
Doing exercises
• Whiteboard
• Projector
Giving a model of
using expressions to
close a presentation
Performing the
expressions of closing
a presentation
Concluding the
activities
Giving opinions
and insights about
the activities
Closing
EVALUATION
Performing and using the expressions of closing a presentation.
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• Projector
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How to Close A Presentation?
Basically, there are at least four parts in closing a presentation; signaling the end
of presentation, summarizing main points, giving suggestions/recommendation,
and inviting questions. It is also recommended to give a strong ending that will
be remembered by the audience.
Signaling the End of A Presentation
Below are some expressions to signal the end of a presentation.
Well, this brings me to the end of my presentation.
I’m sorry but time is nearly up.
We’ve almost run out of time.
We only have a few minutes left.
I’m now approaching the end of my talk.
As final point, I’d like to…
Unfortunately, time won’t allow me to explain all the details.
Summarizing Main Points
In the closing, it is important to deliver the summary of main points. Below are
some expressions that can be used.
Let me summarize the points before I go on.
Before I stop, let me go over the key issue again.
I’d like to run through my main points again.
To conclude, we….
To sum up, I’d like to….
Making Recommendation and Suggestions
It is also better to put some recommendations or suggestions in the end of a
presentation.
We’d suggest…
Therefore, we strongly recommend that….
I believe we should…
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Inviting Questions
Before finishing the talk, it is also important to signal the time for question and
answer section.
Are there any questions?
Do you have any questions?
Now, I’ll be happy to answer any questions you may have.
It’s time for a few questions.
I’d be glad to answer any questions you may have.
Final Statement
Below are the expressions to give your final say.
Thank you very much for your attention.
So, that’s all I have to say.
Thank you all for listening
I sincerely appreciate your attention today/this evening
And that brings us to the end.
I sincerely appreciate that I’ve had this opportunity to present to you.
Strategies for Good Conclusions
There are many ways to end your presentation. Some presenter uses several
techniques to give effective conclusions or impactful ending. Below are some
tips to make an effective conclusion.
1.
QUOTE A FAMOUS PERSON. Quoting a statement from a famous person that fits
the content of presentation will give great impression to the audience. You may
find the quotations from the internet. If you can make up good statement, it’s also
acceptable to do that.
2.
ASK QUESTION. Giving question to the audience that surprises, shocks, or provokes
the audience will make them thing and give a lasting impression.
3.
USING JOKE. For an informal presentation, using joke can gain the audience interest
and keep them attracted to the presentation. If you start the presentation with a
joke, you can make connection and end it with a joke as well.
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4.
THANK THE AUDIENCE. Actually, there are different opinions whether you should
say thank you or not at the end of the presentation. Some experts say that saying
thank you is unnecessary since it is the audience who should say thank you.
However, others also mention that saying thank you is a way to appreciate the
audience. It depends on the context, and you may choose to say it or not based
on the culture or habit of the presentation settings.
Summary
Closing of a presentation consists of signaling the end of presentation, summarizing
main points, giving recommendation/suggestions, and inviting questions. However,
to make effective closing, it is also suggestion that the presenter use some tips such
as quoting famous person or giving interesting/provoking questions.
Exercise 1
Complete the sentences below with the words in the box.
1.
to highlight
figures we have
now approaching
come back
my opinion
suggest that
Based on the ________________, it is clear that a quick action should
be done.
80
2.
OK. I’d now like ________________ the final points.
3.
I ________________ we work together to solve the problems.
4.
In ________________, we need to improve our sales strategy
5.
Let me ________________ to the main issues.
6.
Well, I’m ________________ the end of my presentation.
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Exercise 2
Match the following two columns to form final statements.
1
I would like to finish my presentation
A
look for your choices, pick the
best one, then go with it
2
Let me go back to
B
about a new branch in berlin?
3
Remember that story I told you
C
what I mentioned at the
beginning of this presentation
4
To put in the words of Albert Einsten
D
don’t stop questioning!
5
So, now it’s
E
with an important question
6
Ok, and now let’s
F
get down to work!
7
As the famous football
coach John Brown said:
G
up to you
Exercise 3
Fill the gaps using prepositions from the box.
in
on
for
through
by
about
out
to
1.
Based ___________ the data, we need to optimize our system.
2.
We found ___________ that our employees need more support.
3.
Well, that’s all I want to say ___________ building a new project.
4.
It is evident that the problems were caused by ___________ the
reckless decision.
5.
Let me just go ___________ the main issues I mentioned earlier.
6.
OK. This brings me ___________ the end of my presentation.
7.
What does this mean ___________ our policy?
8.
___________ my opinion, the problem should be deal with immediately.
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Exercise 4
Complete each sentence using the verb from the box.
outline
increase
have
coming
sum
answer
remember
cover
1.
To conclude, I __________ four issues related to our service management.
2.
I’d like to say thank you all for __________ tonight.
3.
I’d be glad to __________ your questions.
4.
To sum up, we need to __________ our profit by the end this year.
5.
What we must __________ is that cooperation is the key of success.
6.
Well, I’ve __________ the issues I needed to explain today.
7.
That __________ up my explanation of the current sales problems.
Exercise 5
Create an effective closing for the presentation you made in the previous chapters.
Use the guideline below, you may improvise to make more effective closing.
Signal of the end of the presentation
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Summary of the main points
Recommendation or suggestions
Quotation/interesting questions
Question invitation
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MANAGING QUESTIONS
OBJECTIVES
At the end of the course, the students are able to understand the variety of
expressions used to manage questions as well as dealing with its issues in a
presentation.
TOPICS
Expressions to deal with questions in a presentation.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly
the importance of
expressions to deal
with questions in
a presentation
Listening to the
explanation
• Whiteboard
• Projector
Content
Introducing types
of expressions to
deal with questions
in a presentation
Memorizing several
expressions
• Whiteboard
• Projector
Discussing how to put
the correct expressions
to deal with questions
in a presentation
Doing exercise
• Whiteboard
• Projector
Giving a model of
using expressions to
deal with questions
in a presentation
Performing the
expressions to deal
with questions in
a presentation
Concluding the
activities
Giving opinions
and insights about
the activities
Closing
• Whiteboard
• Projector
EVALUATION
Performing the expressions of dealing with questions.
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How to Deal with Questions?
The presenter who masters the topic well and know who the audience will be
able to anticipate most of the questions that will be asked. It is possible to prepare
a list of possible questions that are expected to be asked. In the questions and
answer section, there are several important expressions that can be used which
include dealing with interruptions, clarifying questions, avoiding giving answers,
reforming questions, admitting not knowing the answer as well as making polite
questions.
Dealing with Interruptions
During a presentation, sometimes the audience try to interrupt the talk. In this case,
if the presenter does not want to answer immediately, it is possible to postpone the
unwelcome questions or comments. Below are some expressions can be used.
If you don’t mind, I’ll deal with this issue later.
Thank you for your question. Can I answer it at the end?
Can we get back to that a bit later?
That’s an interesting question. If you don’t mind, I’d prefer to answer it later.
I’d prefer to answer your question at the end.
Perhaps we could go over this after we finish talking about…
Would you mind waiting until the question and answer section?
Reforming Questions
Sometimes it is important to rephrase the question before giving an answer. It aims
to make sure that the presenter understands the question. With large audience,
it also allows others to hear the questions again.
If I understand you correctly, you would like to know…
OK. So, what you’re asking is…
I see. Let me just repeat your question so everybody can hear it.
Clarifying Questions
The audience sometimes do not deliver the question clearly. The presenter can
ask again what they are asking.
I’m afraid I didn’t quite catch that.
I’m sorry, could you simplify your question?
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I’m sorry, I didn’t understand the question. Could you repeat it?
I’m sorry, could you repeat your question, please?
Would you like to rephrase your question please?
After giving an answer, it is also necessary to clarify the questioner to make sure
they get the right point.
Does that answer your question?
Avoiding Giving Answers
Some audiences might ask something that is not related to the content of the
presentation or question that is not in the presenter’s field of expertise. It is possible
for the presenter to avoid giving an answer.
If you don’t mind, could we discuss it on another occasion?
I’m sorry, we’re not really covering that topic today.
I’m afraid that’s not really what we’re discussing today.
Admitting You Don’t Know
If there are some questions that are difficult to deal with and the presenter does
not really sure the answer, it is fine to admit not knowing the information. Presenter
must not give false answer or make up wrong information. However, it is also
important to give some recommendation or solution, and, if possible, help the
audience get the answer.
Sorry, that’s now my field. But I believe my partner could answer your question.
That is not actually within my area.
I apologize I can’t answer your question right now, but I’d be happy to email you
an answer later.
I’m afraid I’m not in a position to answer that question at the moment.
I’m afraid I don’t know the answer, but I’ll help you to find it out.
Tips to Handle Questions Effectively
1.
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When the audience asks a question, try to give comment before answering
it. For good question, thank them. For difficult questions, say you don’t know
and offer to find out the answer. For unnecessary questions, briefly point out
and move on. For irrelevant questions, give polite comment and move on.
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2.
Listen the question carefully. Don’t interrupt. Take a moment to think.
3.
For complex questions, provide negotiation or discussion with the audience.
Don’t think that the presenter knows it all. The audience might have some
insights or recommendation.
4.
Be relaxed, think the question, and answer section as an opportunity to share
your ideas more.
5.
For some sensitive subject or issue, try to be diplomatic but firm. You may
disagree strongly but avoid saying ‘no’. Keep the answer short and simple.
Summary
Dealing with questions is one of the most important part in a presentation.
Presenters should anticipate the questions and prepare well. Some expressions
are important to deal with difficult questions, unnecessary questions, and irrelevant
questions. The presenters can avoid the questions if the think they are not the
right person to answer or they do not know the answer. However, they still have
the responsibility to assist audience finding the answer. Presenters should also be
ready to deal with interruption and questions that need to be clarified.
Exercise 1
Complete the sentence with a word in the box.
topic
afraid
happy
could
round
answer
field
rephrase
1.
I’d be ___________ to email you the information later.
2.
Let me ___________ up.
3.
I’m ___________ I couldn’t answer it at the moment.
4.
Ok. Let me ___________ your question.
5.
I’m sorry, that’s not my ___________ of expertise.
6.
Would you mind if I ___________ at the end?
7.
___________ you repeat your question?
8.
I’m sorry, it’s not a ___________ for me to discuss.
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Exercise 2
Match the two columns below to form good expressions.
1
If you don’t mind
A
we’re covering
2
I believe I have said
B
with it later
3
I’m afraid it’s not the issue
C
to explain the issue.
4
I am afraid we have
D
the answer earlier
5
Can you repeat
E
enough time to discuss it
6
Let me go back
F
your question please?
7
Perhaps, we could go over
G
answer your question?
8
Does that
H
can we discuss it later?
Exercise 3
Put the words in the right order.
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1.
That - to - can - later - we - get - perhaps - back - issue
2.
I’m - that - I - afraid - can’t - question - answer - sorry - I’m
3.
To - you - the - how - like - know - works - understood - if - management you’d - I - correctly
4.
Project - from - the - I - you - suggest - speak - committee - to - Jean
5.
Actually - prefer - answer - question - your - after - to - I’d - presentation the
6.
Let - back - go - what - to - just - me - were - we - earlier - discussing
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7.
I’ll - this - in - course - the - answer - presentation - my - question - of
8.
I’m - but - sorry - mind - you - would - until - waiting - the - period question
Exercise 4
Fill the gaps using the correct words/phrase.
Presenter
: Do you have any ___________?
Alice
: Yes, I do. ___________ you give us some general information on the
new project?
Presenter
: Certainly. The new project will focus on the development of the
new system.
Rob
: ___________ you mind telling as why you’ve decided on developing
that new system.
Presenter
: Not at all. It is actually very simple. We need to increase the
employee’s productivity.
Alex
: May I ___________ a question?
Presenter
: ___________ Go ahead.
Alex
: I’d like to know what is its connection with our department.
Presenter
: I’m ___________ I can’t ___________ that question. I ___________ you
speak to Dwayne Brown, he’s the right person to ask.
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Exercise 5
Based on the presentation you made in the previous chapter, create question and
answer section with your partner. Try to practice how to deal with questions using
the correct expressions.
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CHAPTER
5
Performance
PERFECTING PERFORMANCE
OBJECTIVES
At the end of the course, the students are able to perform presentation using
appropriate stress, pause, intonation, pace, and body language.
TOPICS
Correct use of stress, pause, intonation, pace, and body language in a
presentation.
Steps
Teaching Method
Students’ Activities
Instruments
Introduction
Explaining briefly the
importance of stress,
pause, intonation, pace,
and body language
in a presentation
Listening to the
explanation
• Whiteboard
• Projector
Content
Explaining how to
correctly use stress,
pause, intonation, pace,
and body language
in a presentation
Listening to the
explanation
• Whiteboard
• Projector
Discussing how to
perform a presentation
with correct stress,
pause, intonation, pace,
and body language
Doing exercise
• Whiteboard
• Projector
Giving a model of
correct use of stress,
pause, intonation, pace,
and body language
in a presentation
Performing the
presentation with the
correct use of stress,
pause, intonation, pace,
and body language
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Steps
Teaching Method
Students’ Activities
Instruments
Closing
Concluding the
activities
Giving opinions
and insights about
the activities
• Whiteboard
• Projector
EVALUATION
Performing the presentation using correct use of stress, pause, intonation, pace,
and body language.
How to Give A Perfect Performance?
Good presentation is not only seen from the content of the presentation but also
the way presenter delivers the presentation. In giving presentation, it is important
to have clear voice to make the presentation interesting and easier for audience to
follow. Clear voice here means the appropriate use of stress, intonation, pacing,
and chunking. It is also important to maintain appropriate body language that
will support the smooth delivery of a presentation.
Stress
Stress functions to emphasize particular words or part words. Stressing the words
in the beginning or in the middle can change the meaning.
Look at the following examples:
The INDONESIAN will never accept that.
The Indonesian will NEVER accept that.
The Indonesian will never ACCEPT that.
The Indonesian will never accept THAT.
The stress will emphasize the importance of the word in a particular statement.
Presenter may use this to focus on certain point.
The presenter should also be careful in the stress of certain word. To give impactful
performance, the presenter can emphasize a word but keep the correct stress
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of the word. Giving wrong stress will make the presentation dull. Look at the
following examples.
Present’tation
De’velopment
Eco’nomical
Tech’nology
Pauses
Pauses aim to slow down the pace and make the sentences easier to understand.
Pausing in a wrong place will sound like hesitation, but pausing in the right place
will give powerful effect.
I believe // we should fix // this problem.
Anyone // can become a successful // presenter.
Intonation
A presentation is not only describing information, it also interprets the information.
So, showing the audience exactly what it means will show the significance of the
content. The rise and fall or voice will tell the audience the presenter’s thought.
Good intonation reflects the presenters’ attitude and enthusiasm in delivering a
topic. Monotonous presenters bore the audience; therefore, it is important to vary
the tone of the voice.
Pacing
Another way to make the presentation interesting is to vary the speed of speaking.
It is important to slow down the voice in delivering the most important points.
This gives the chance to the audience to absorb the message.
Body Language
Having good speech alone does not guarantee a good presentation. A motionless
and expressionless presentation will be boring. Meanwhile, appropriate body
language stimulates the audience engagement. It also helps to deliver the
message well. Therefore, body language is one of the important factors to deliver
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a good presentation. There are several aspects in body language that should be
considered.
1.
POSTURE. Good presenter should keep a good posture by standing straight
and relaxed with shoulders back. Hands should not be crossed or in the pocket
or slouch. The presenter should face the audience as much as possible. The
feet should point straight ahead, not quite shoulder-width apart. The hands
should sit quietly at the sides if not giving gestures.
2.
BREATHING. Presenter should breath slowly and measure the breathing to pace
the speech. Pauses is needed to emphasize key points. The voice should have
power and projection.
3.
G ESTURES . Hands are important to emphasize the words or phrases in a
presentation. The gestures should be varied by incorporating head, arms,
and hands to keep the audience’s interest. In describing visual aids, relevant
data should be looked at and pointed so the audience will automatically follow
the direction.
4.
EYE CONTACT. Making eye contact is necessary to make sure that all the
audiences are engaged in the discussion. Especially, during question and
answer section, it is important to maintain the eye contact to show credibility
and sincerity.
5.
MOVEMENT. Using space to move around will make the presentation more
dynamic. Movement is also important to demonstrate transitions form one
topic to another. Moving closer or stepping towards the audience shows a
positive feeling to encourage the audience participation.
6.
FACIAL EXPRESSION. Expressive presenter will attract the audience more. Varied
expression can be used when making jokes, giving good news or bad news,
or asking questions. Not to mention, smile will make the audience feel more
comfortable.
Summary
A good presentation is not only measured by the quality of the content but also the
way presenter delivers it. In giving a presentation, it is important to pay attention
to the stress, pauses, intonation and pacing of the speech. It is also necessary to
show appropriate body language including the posture, breathing, gesture, eye
contact, movement, and facial expression. Good speech and body language make
the audience engage in the presentation.
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Exercise 1
With your partner, read the sentences of presentation below using appropriate
stress, pause, intonation, and pacing. Discuss the appropriate way to present them
and identify the differences. Present the result of your discussion in a big group.
1.
So, what is the solution to this problem?
2.
Well, there are three possible outcomes.
3.
Let’s now look at the revenue last year.
4.
Unfortunately, we should cancel the project.
5.
Around 200 customers filled the questionnaire.
6.
Let me find the relevant slide.
7.
There was a dramatic rise in the number of costumer visiting our stores.
8.
Only 30 per cent of client agreed to our terms and condition.
9.
First, the client submits the proposal.
10. The most expensive building in our range costs $1500000.
11. I’d now like to move on to the background of the project.
12. The graph shows a decline in the number of costumers.
13. You can see that the sale of cars peaked last week.
14. It’s crucial to note that sales have decreased dramatically.
15. I said earlier that our investment plan should be revised.
Exercise 2
Read the excerpt of presentation below using appropriate stress, pauses, intonation,
and pacing in front of your partner. Use the column below to measure your partner
performance and give feedback.
Aspect
Perfect
Very
Good
Good
Need some
improvements
Need a lot of
improvements
Stress
Pauses
Intonation
Pacing
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Finally, let’s go back the key issue of our discussion. I told you that in the first
semester, 40% of our profits came from middle class costumers. This is in line
with the predicted outcome we set out last year when we decided to expand our
business to wider market target to keep growing. In the past four months, we’ve
added more products for wider market in several small cities across the country.
Now, how about our target for the next few months? The first thing that we will
apply is the introduction of online service. And then we will move on developing
more product for middle class costumers.
Exercise 3
Make a group of 3 or 4. In a group, discuss the differences of using gesture in many
different settings of presentation. Describe how to perform in a seminar, business
presentation, school presentation, etc. Explain the similarities and differences.
Find out also gestures or body language that should be avoided when delivering
the presentations.
Exercise 4
In pairs, take turn to perform a presentation you created in the previous chapter.
Use the checklist below to measure your partner performance. Then, give feedback
and discuss it together.
Aspect
Perfect
Very
Good
Good
Need some
improvements
Need a lot of
improvements
Posture
Breathing
Gesture
Eye contact
Movement
Facial expression
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REVIEW
Exercise 1
Complete the gaps with the best preposition in the box, then read the sentences
using appropriate stress, pause, intonation, and pace.
of
by
up
as
into
free
1. I’d like to end the presentation _______ thanking you all.
2. Feel free _______ contact me via email.
3. So, to sum _______, there are three major issues.
4. We should put our plant _______ practice as soon as possible.
5. Partnership loyalty is the result _______ good relationship.
6. _______ the project manager mentioned, our revenue should be increased
next month.
Exercise 2
Match the phrase from left column to right column. Hen, read the sentences using
appropriate stress, pause, intonation, and pace.
1
First, I’ll focus on the
background information;
A
higher prices mean lower sales
2
I suggest the second option.
B
provide some solutions
3
That sums up my explanation
C
there are some reasons for this.
4
I think it proves that
D
run out of time
5
If you’d like to contact me,
E
then, I’ll describe some examples
6
Finally, I’d like to
F
the points I have explained.
7
I’ll just recaps
G
my email address is on the handout
8
Ah, we’ve almost
H
about the new system development
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Exercise 3
Complete the following excerpt of presentation with appropriate words in the box.
Then, present it in front of your partner using appropriate stress, pause, intonation,
pace, and body language.
outlined
solutions
issue
develop
recommend
concept
options
final
avoid
costumer
examples
sum
As a 1 ___________ point, let me raise the general 2 ___________ There has been a
lot of criticism about the quality of our new product. If we need to 3 ___________
high quality product, the standards should be better regulated. It will cost more
money but it’s something we can’t 4 ___________ In my experience, 5 ___________
stays with a product if it is good. There are some positive feedbacks as well
about the product. So, we don’t need to completely change the 6 ___________
We just need to improve what our products lack. So, to 7 ___________ up, fist I
8 ___________ the problem we encountered and provided two main reasons of
this issue. I then explain three possible 9 ___________ We now need to decide
which of those three 10 ___________ will benefit us more. I 11 ___________ that
everyone take a look at some 12 ___________ of our competitor product before
making this decision.
Exercise 4
Put the following part of presentation into the correct order.
1
I’d like to emphasize one issue left to present
I’ll also provide some examples.
Finally, we’ll have some questions to be discussed.
I apologize that we’ve almost run out of time
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2
Based on the data, the costumers actually like our product.
First is the durability of the product.
As last point, let me raise a very significant problem.
However, there are some issues we need to address.
Then, the price of the product.
3
There are some disadvantages of this project.
On the other hand, there are also some advantages.
Let me recap what I’ve mentioned earlier.
One of them is the quality is superb.
The main one is that it is costly.
4
It is important for the employee to take a break from hectic work.
Based on what I’ve explained, I need to mention several points.
The first one is my recommendation on this matter.
Therefore, the company should create more organized work schedule.
However, it is also important to note that our job is very demanding.
5
So, I’ve covered points I needed to present today.
Now, we’d like to have questions and answer section.
I’d like to thank you all for you to listen my presentation.
That means increasing our product will be our main concern this year.
As final point, we need to focus more on the quality of the product.
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ACTIVITY
Activity 1
Create and perform a business presentation. Use the checklist and format below
to create a good presentation.
Organization
Date & time
: _____________________________________
Length of presentation
: _____________________________________
Questions at the end?
: _____________________________________
Place/room
: _____________________________________
Equipment needed
: _____________________________________
Audience
Who is the audience
: _____________________________________
Number of audience
: _____________________________________
Are they familiar with the topic?
: _____________________________________
Do you know them?
: _____________________________________
Handouts
(yes or no)
: _____________________________________
If yes, it is given
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Before presentation
: _____________________________________
At the end of presentation
: _____________________________________
Via email/internet
: _____________________________________
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Visuals
How many visual do you have?
: _____________________________________
Visual checklist
Clear and simple to understand
Relevant to the topic
Show what I want to say
Readable the font and color
Followed the rule of six
Little text
Effective headlines
Introduction
Greeting
Self-introduction (name, position)
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Effective opening (rhetorical question, problem, amazing facts, or stories)
Topic
The relevance of the topic
Outline of the main points
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Time Management
Question organization
Handouts organization
Content
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In each point, remember to:
1. Signal the beginning of each part
2. Talk about the topic
3. Signal the end of each part
4. Highlight main point
5. Give examples
6. Use a variety of signposting
7. Use expressions of explaining numbers and visual
8. Summarize main ideas
First main point
Second main point
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Third main point
Signal the end of content
Conclusion
Signal the end of presentation
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Summary of key points
Make final statements
Create effective conclusion (question or quote or impactful statement)
Invite questions
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Visuals
Use one of the visual below to support your presentation. You may need many
other kinds of visuals.
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Activity 2
Pay attention to your friends’ presentation and give feedback using the checklist
below.
Organization
Aspect
Too long
Too short
Just right
Length of presentation
Time for questions at the end
Communication
Aspect
Very good
Good
Bad
Voice
Stress
Pauses
Intonation
Pacing
Comments: _______________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
Body language
Posture
Breathing
Gesture
Eye contact
Movement
Facial expression
Comments: _______________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
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Language
All the
time
Aspect
Most of
the time
Some of
the time
Not
at all
Did the audience understand
the presenter?
Did the presenter have trouble
speaking English?
Did the presenter use a variety
of correct expressions?
Give some comments:
Part of the presentation
Aspect
Introduction
yes
no
Purpose
Outline
Relevance
Things to improve: ___________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
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Aspect
Content
yes
no
Clear main points
Effective signposting
Emphasizing key points
Summarizing key points in each section
Present visual well
Things to improve: ____________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Aspect
Conclusion
yes
no
Summary of key points
Effective conclusion
Things to improve: ____________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
Questions
How well the presenter deal with questions?
Good
Very good
Fairly good
Bad
Things to improve:
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References
Grussendorf, M. 2007. English for Presentations. Oxford: Oxford University Press.
Leech, T. 2004. How to Prepare, Stage, and Deliver Winning Presentations. Third Edition.
New York: Amacom.
Martin, H. 2016. 15 body language tips to improve your public speaking. Available at
https://www.talentedladiesclub.com/ articles/15-body-language-tips-to-improveyour-public-speaking/
Miles, A.D. 2007. Cross-Cultural Notes for Better Business English Presentations. Available
at http://www.barcelonaenglish.com.
Powell, M. 2002. Presenting in English. Boston: Heinle.
The total communicator. 2013. While you’re talking, what is your body saying. Available
at http://totalcommunicator.com/body_article.html
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Author Biography
LUTFI ASHAR MAULUDIN is a lecturer in English Diploma Program of Faculty of Vocational
Studies at Universitas Airlangga. He did his undergraduate studies in English Language
Teaching in State University of Semarang and completed his graduate studies in the
same university. He also obtained his master degree in Foreign and Second Language
Education at the Ohio State University, United States.
He has been teaching English as a Foreign Language (EFL) for over 9 years in different
level; from kindergarten to higher education. His teaching experience includes teaching
English for General Purpose and English for Specific Purpose. His many interests
include genre-based instruction, business communication, cultural studies, and English
learning motivation.
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