Абрамова Р.Н., Болсуновская Л.М. Нефтегазовое дело. Техническая и профессиональная коммуникация

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5. KEY PHRASES AND WORDS

Using appropriate words and phrases at key moments of a talk makes it easier

for your audience to follow what you are saying and to anticipate what you

will be saying next. This list will help you to highlight the key stages and to

indicate the transitions between the different sections of your talk.

SPEECH PRESENTATION

Good morning. My name’s ……… Ladies and gentlemen, it’s an honor to

have the opportunity to address such a distinguished audience.

Good morning. Let me start by saying just a few words about my own

background. I am ………….(started out in ……..)

Welcome to……… I know I’ve met some of you, but just for the benefit of

those I haven’t, my name’s……………

Title\subject (Introducing the subject)

I’d like to talk (to you) today about……….

This morning I’m going to be talking about........

In my talk today I will be looking at.........

I’d like to start by giving you.................

I’m going to present the recent………..

 to explain our position on………….

 to brief you on ………….

 to inform you about………….

 to describe……………

The focus\topic\subject of my talk\speech presentation\paper…………..

I’m here today to…

consider describe

My purpose today is to ………

review outline

What I want to do today is to...

present discuss

My objective today is

to………

introduce

My main aim this afternoon is

to…...

analyze

Purpose\objective

We are here today to decide\agree\learn about……

The purpose of this talk is to update you on…… \put you in the picture

about……. \give you the background to………

This talk is designed to act as a springboard for discussion\start the ball

rolling.

Length

I shall only take ( ) minutes of your time.

I plan to be brief

This should only take ( ) minutes.

Outline\main parts

I have divided my presentation into X sections......

In the first section I will \ am going to describe.............

Then I will\am going to go on to .........

After that I will\am going to look at.........

Finally I will\am going to..........

There are (2, 3 …..) points to consider. First I’ll talk about ….then….and

finally……

I am going to divide my talk into……sections.

I have divided the talk (my report\our findings\this presentation) into (three,

four) sections\parts

The subject can be looked at under the following headings

We can break this area down into the following trends….

Presenting, initially the talk’s organization

Firstly\first of all I’d like to… talk about

Secondly\then\next I want to…. go over

Finally\lastly\last of all I’m going to….. consider

To start with….. I shall look at

analyze

discuss

review

I shall be talking about\going over\looking at\reviewing\analyzing

Closing a point or selection\changing the subject

Well, I think that’s all I want to say on……..

I think that concludes what I have to say about……

Moving on now to……..

Let me turn now to……

If we can now look at……….

Having considered

discussed

gone over

looked at let’s now turn to…..

examined

reviewed

analyzed

Linking subjects in your talk \ referring back

As I said earlier……

As I mentioned earlier…….

As we saw earlier…….

I will be coming back to this later…….

I will return to this point later

Later, I will be talking about…….

If you have a look at this figure here.......

As you can see from the table.......

This particular slide shows.......

Giving examples

For example,

For instance,….

Such as……

X can be shown\illustrated\exemplified by

A case in point is...........

i. e. (pronounced “eye” and “ee” as in “see”

Revising

The main explanation for this is……

A key problem…..

There are two reasons\explanations for this. First…Second……

This is\can be explained by two factors. First…. Second………..

This is due to…… and also by…….

One reason for this is….. Another reason is………

Involving your audience\checking that your listeners understand

(asking rhetorical questions)

As you all know

As I’m sure you are all aware (of)

Are you with me so far?

Is that clear?

Some of you may be wondering how this can be done.

Am I right in thinking that......?

So, just how can this be achieved?

You may be wondering how long this will take.

Drawing conclusions

This means that...........

Consequently........

As a result............

Therefore...........

Inviting questions and feedback from the audience

Are there any questions so far?

Feel free to ask if you have any questions.

I welcome questions if at any point you don’t understand something.

If you have any questions about this, please do ask.

Signaling the end

Summarizing So, we have looked at…. and we’ve seen

that……

To put it in a nutshell…………

To put it briefly……..

To summarize, I’d like to……..

I would just like to finish by saying........

To finish I would just like to remind you......

To recap.........

The main thing\s to remember is\are....

The point that I am making here is that.....

Thanking the audience I would like to thank you for your interest and

attention

Thank you (very much) for your attention.

In conclusion, thank you.......

Questions I’d glad to answer any questions

If you have any questions please I’m ready to

answer them.

Do you have any questions?

6. Additional resources

1. owl.english. purdue. edu (Designing an effective PowerPoint)

2. Effective Presentations: Jeremy Comfort with York associates, Oxford

University Press, 1996

3. Mark Powell: Presenting in English – how to give successful presentations,

Oxford University Press, 1996

4. Creating Opportunities, Oxford University Press, 1996

5. Presentation example: How to develop greater leadership in an engineering

culture (Resource Pack)

6. New Insights into Business: Graham Tulli, Susan Power, Longman, 2001

7. Videotapes:

 Ford presentations

 Effective presentations

 Creating opportunities

TEACHING NOTES TO INDIVIDUAL UNITS

PART I TECHNICAL WRITING

Unit 2 – E-mail

1. O 9. C

2. E 10. L

3. I 11. J

4. A 12. K

5. B 13. G

6. N 14. F

7. M 15. D

8. Q 16. P

17. H

II Writing Approach

Always quote your replies, unless you are sure the receiver of your e-mail

knows exactly what you are talking about.

 Do not send e-mail that simply says "yes" to some mysterious

question. Include the question, or say, "Yes, I can meet you at the

airport." Always provide your reader with enough information.

 A good rule of thumb is to look very carefully at all pronouns in your

first three sentences. If they don't refer to something explicitly stated in

the e-mail, change them to something concrete. For example, at the

start of your e-mail.

Don't say: "They asked me if I could go with them, but she wouldn't let

me."

Say: "My office friends asked me if I could go with them, but my wife

wouldn't let me."

 When answering questions, you don't need to include the entire

question. Quote the most important part of the question. Instead of

quoting:

> I was thinking about taking a trip at the end of the month after I

finish the term, would you be interested in going to Guam?"

Quote:

>About Guam trip?

Sure, sounds like a good idea. But I'll have to check with my parents

about finances.

Page Layout

Usually people find it hard to read words on a computer screen than on paper.

The font may be too small. The screen may flicker. The screen is not as sharp

or as clear as paper. To make your e-mail easy to read, your page layout

should be a little different.

 Use Shorter Paragraphs – Consider breaking up paragraphs to only a

few sentences a piece. That way readers can easily see new paragraphs

as they end and begin. They don't have to scroll.

 Use Less Words – Long wordy sentences are not appropriate for most

e-mails, especially business e-mails. If people want more information,

they will ask for it. A good rule of thumb is to keep everything on one

"page" or one "screen." In most cases this means about 20 to thirty

lines.

Expression & Intonation

In writing, you cannot make your voice louder or softer, higher or lower, to

create emphasis or let others know how you feel.

 Light Emphasis - If you want to give something light emphasis,

enclose it in asterisks. This is the same as using italics in a paper

document. E.g., "I feel really *sad* to day."

Or instead of:

I said that I was going to buy it on Friday.

Say:

I *said* that I was going to buy it on Friday.

Or:

I said that I was going to buy it on *Friday*.

 Capitalize for Strong Emphasis – For greater emphasis, add some

EXCLAMATION!!!! marks.

HEY, I JUST WANTED TO KNOW IF YOU REALLY LIKE ME..

Oooooooh, I LOVE that.

 For EXTREME Emphasis go Wild – Use >>, !!, and ** for dramatic

affect.

If you forget my birthday this, I swear that I will never, *never*,

*NEVER*, >>!!**NEVER**!!<< make you Bulgolgi again (ha ha).

 Other Strategies – Use lower case letters (to indicate a whisper)

and . . . to indicate anticipation or a sigh:

I failed my TOEIC again, which *totally* sucks . . . I will have to

skip Guam and STUDY . . . AHHH!

psssst!

hey Sumi!

guess what?

HE PROPOSED!!!! :-) :-) !!

Emoticons, Smileys, and Body Language

To make your e-mails more like a face-to-face conversation, try the following

strategies:

 Use Smileys (Emoticons) – Facial gestures can be represented with a

"smiley": an ASCII or text drawing of a facial expression. The most

common three are:

 Pauses – In a face-to-face discussion if you ask someone a complicated

question, they might pause a long time, scratch their head, check their

watch, or make a face before answering. In e-mail you can create these

pauses by adding whitepace, and "I'm thinking" (repeating letters):

Weeeellllll.... errr hem.... Okay but *only* if you come too!

Well . . .

(clears his throat)

Okay but ONLY

if you come too!

 Creative Punctuation – "Question Marks" and "Exclamation Marks"

can be used to help add expression to your e-mails. The question mark

is kind of shorthand for "huh?" while the exclamation mark can be

used to express amazement or even anger. Punctuation can also be

used as a placeholder for swearing e.g., That #@#$%. Asterisks can

also be used to represent missing letters e.g., that son of a b****!

???!?! I don't understand why you talked to her first instead of *me*.

(Writing Effective Business E-mail)

Unit 3 – Employment correspondence

Exercise

Janet Martin

12 Harcourt Road

LONDON SW1

Mr. J Muller 18

November

20.........

Export Manager

Luxiphon

Magdeburger Str. 250

10785 Berlin

Dear Mr. Muller

I would like (1) to be considered for the position of assistant to the Export

Manager, (2) as advertised in the Times of November 1

(3) Having graduated from business school in 1989, where I (4) specialized

in international business, I began working for the marketing department of

United Telecom. It was there that I came across your products for which I

have always had a high regard. I would be delighted to (5) have the

opportunity to work for your company, in order to (6) broaden my

experience in the field of telecommunications (7) in a challenging

international environment.

(8) Enclosed is my resume which will give you (9) further particulars of my

career (10) to date. I am (11) available for interview at any time, and would

be happy to come to Berlin if necessary.

I look forward to (12) hearing from you.

Yours sincerely,

Janet Martin

3.6 COVER LETTER

Basic Rules

 Explain why you are sending a résumé. Don’t send a resume without

a cover letter. Don't make the reader guess what you are asking for; be

specific: Do you want a summer internship opportunity, or a

permanent position at graduation; are you inquiring about future

employment possibilities?

 Tell specifically how you learned about the position or the

organization – a flyer posted in your department, a web site, a family

friend who works at the organization. It is appropriate to mention the

name of someone who suggested that you write.

 Convince the reader to look at your resume. The cover letter will be

seen first. Therefore, it must be very well written and targeted to that

employer.

 Call attention to elements of your background — education,

leadership, experience — that are relevant to a position you are

seeking. Be as specific as possible, using examples.

 Reflect your attitude, personality, motivation, enthusiasm, and

communication skills.

 Provide or refer to any information specifically requested in a job

advertisement that might not be covered in your resume, such as

availability date, or reference to an attached writing sample.

 Indicate what you will do to follow-up:

3.6 PROSPECTING LETTER

1. Compile sentences using the following words. Don’t forget the WORD

ORDER in an English sentence.

1. My track record makes me an ideal candidate for the Geologist

opportunity.

2. You are looking for someone with leadership, quantitative, analytical, and

communication skills.

3. I was given the opportunity to intern at Baker Hughes last summer.

4. I worked within the Well Drilling Group and assisted crew with problems

arising during the drilling process.

5. I played an active role within the group and helped them to solve these

issues.

6. My success within this group is related to the ability to work as part of

team.

7. These attributes were essential to my contributions and success during my

internship.

8. I can apply the same skills to a position within your company.

9. I look forward to discussing the position with you in more detail.

10. I hope my qualifications seem to be a match for the position.

11. I hope to schedule an interview at a mutually convenient time.

12. Thank you for your consideration.

 Information-seeking letters and follow-up. To draft an effective

cover letter, you need to indicate that you know something about the

employing organization. Sometimes, even with research efforts, you

don’t have enough information to do this. In such a case it is

appropriate to write requesting information. After

ou receive the

desired information you can then draft a follow-up letter that:

 Thanks the sender for the information;

 Markets why you would be a good job candidate for that organization

based on the information; and

 Explains why you are sending your resume.