Language of Meetings - general language points
Download as DOC, PDF1 like182 views
This document provides guidance on effective communication techniques for meetings and negotiations. It identifies 10 key areas of language use, including using modals to soften statements, asking questions instead of making statements, adding "n't" to suggestions, and using introductory phrases. It also discusses using qualifiers, comparatives, continuous verb forms, stressed words, and collocations to negotiate language in a more flexible way. Sample dialogues are provided to demonstrate transforming language to be more suitable for negotiations.
Language of Meetings - general language points
- 1. UNIVERSIDADE ESTADUAL DE SANTA CRUZ DEPARTAMENTO DE LETRAS E ARTES Línguas Estrangeiras Aplicadas às Negociações Internacionais Profa. Tatiany Pertel Sabaini Dalben Name:_____________________________________________________ Date: _______________________________ THE LANGUAGE OF MEETINGS AND NEGOTIATIONS • The language of professional meetings and negotiations follow definite patterns. General Language Points • We will identify and practice 10 key areas of language use which are particularly important in the language used in professional meetings and negotiations. Effective communication in meetings and negotiations is partly a matter of knowing certain special expressions and practicing using them. Some of the ways we change the basic message are, however, generalisable. 1. Using modals: Using would, could or might to make what you say more tentative. e.g.: That is too late. I prefer to meet before that. We expect them to accept our proposals. We hope to be able to complete before the end of the year. Flying has definite advantages. I’m not able to give a guarantee at this stage. Finance is no problem. I don’t accept that. I don’t agree. 2. Questions: Presenting your view as a question not a statement. e.g.: Friday would be convenient. That would be too late. They can raise some of the finance themselves. We would need another meeting fairly soon. We could ask the UN to finance the project. It would be a good idea to involve the French. We could cancel. We’ve got to increase our offer.
- 2. 3. Adding n’t to suggestions: Using a grammatical negative (adding n’t) to make a suggestion more open and therefore more negotiable. e.g.: It’s too late. Flying would have advantages. They can raise some of the finance themselves. We would need another meeting fairly soon. We could ask the UN to finance the project. It would be a good idea to involve the French. We could cancel. We’ve got to increase our offer.
- 3. 4. Introductory phrases: Using an introductory phrase to prepare the listener for your message. Actually,; With respect,; In those circumstances,; Well,; To be honest,; In fact,; Frankly,; As a matter of fact,; To put it bluntly,. 5. I’m Afraid: Adding I’m afraid to make clear that you recognize the unhelpfulness of your response. e.g.: Would next Tuesday be convenient? – I’m afraid I’m tied up all day. Can we meet again later this week? Couldn’t we ask the IMF to fund us? Wouldn’t it be a good idea to involve the Americans? Could you guarantee delivery by late September? Do you know the Chairman personally? Have you got last year’s figures yet? Where’s the report? I thought you were going to bring the details today. 6. Qualifiers: Using words which qualify or restrict what you say to make your position more flexible (a bit difficult, a slight problem, a little bit too late, some, short, a bit of a problem, a little more time). E.g.: I’m afraid we have a slight misunderstanding here. That would leave me with a problem. I have doubts about that. We need more time. We have production difficulties. We have had a disagreement with our German colleagues. 7. Not + very + positive adjective: Using not with a positive word instead of the obvious negative word (not very convenient, I don’t agree, not very clean, not suitable). E.g.: The hotel was dirty. The meeting was unproductive. That’s a negative way of looking at the problem. I disagree completely. I dislike that idea.
- 4. I reject what you say. That proposal is insensitive to local conditions. That suggestion is impractical. That was an unhelpful remark. That’s a destructive approach. 8. Comparatives: Using a comparative (better, more convenient) to soften your message. The implication is that the other person’s suggestion is acceptable, but yours is more acceptable. (use would, might, etc.) E.g.: Wouldn’t the 31st be more convenient? It might be cheaper to go by air. It’s appropriate to wait a few weeks. It’s dangerous to delay a decision. An earlier delivery date is helpful. It’s a good idea to take a long term view. Mr. Carlos is a good person to approach. The World Bank is anxious to support this kind of project.
- 5. 9. Continuous forms: Using a continuous form (I was wondering) instead of a simple form (I wondered ) to make a suggestion more flexible. E.g.: I tried to ring you yesterday. I was trying to ring you yesterday. We intended to make new arrangements for next year. We were intending to make new arrangements for next year. I tried to ring you yesterday. We intended to make new arrangements for next year. I wondered if you’d come to a decision yet. We hoped you’d accept 8%. We discussed the problem yesterday. 10. Stressed words: Using stress is an important way of making the message more effective (It is important…) Stressed words (quite, rather): E.g.: It’s rather a large office. / It’s rather a large office. We’re quite interested in your suggestion. We were quite pleased with your proposal. We will be quite disappointed if we can’t reach agreement today. We think that’s quite a useful contribution to the discussion. He’s quite capable of helping us out of our difficulties. STRESSED AUXILIARIES E.g.: I though you were the CEO of the company. I am the CEO. I’m afraid you have not sent us the report yet. I have sent you the report already. We do need at least four months notice. We did expect to make a decision today. We could meet again tomorrow. This question does need to be resolved very soon. COLLOCATIONS
- 6. Another important way in which you can improve your control of the language of meetings and negotiations is with collocations. Certain words often occur together: a short term solution, a high priority. Match and complete A vested step A foregone point A disastrous interest A stop-gap conclusion A debatable solution 1. It was a ________________________. Everybody knew he’d get the job. 2. That’s a ________________________. One should consider both sides of the problem and I can see merit in both of them. 3. As a ___________________________ I’m in favour, but we mustn’t forget that we still need to find something more permanent. 4. We have a _________________________ in John’s election, because if Henry is elected, we’ll never get promoted. 5. Leaving the organization would be a ____________________________________ as far as his career is concerned.
- 7. GROUP WORK Work in small groups. Look at the following ‘basic dialogues’. Using some of the language features discussed today try to write the dialogue in language which is more suitable for the language of meetings and negotiations. 1. My price is fair. I agree. 2. A bridge is better than a tunnel. I prefer the tunnel. 3. That is acceptable if you promise to deliver by the end of August. Impossible! But we promise the end of September. 4. We hope you’ll allow us 10% margin. We can’t. We expected you to suggest 5%. 5. What’s the maximum you’ll offer? What’s the minimum you’ll accept? Be more helpful! Be more helpful yourself! DISCUSSION Working in English – Advantages and Disadvantages Work in groups of 3 or 4 and decide whether you agree with the following statements. If you do, decide if it is an advantage or disadvantage for you. 1. Foreigners can ask for a repetition more than any native speaker could. 2. You are shown more respect because you are working in a foreign language. 3. Native speakers have more patience with foreigners. 4. Non-native speakers can always change their minds later by saying that they misunderstood. 5. You may not understand everything that is said to you. 6. You may have problems expressing what you want to say. 7. Native speakers notice, and are affected by, all your grammatical mistakes. 8. You may not understand all the non-verbal behavior of native speakers. 9. Some of your non-verbal behavior will not be understood by native speakers. 10. You understand English (or American) culture more than the English (or Americans) understand your culture.