Business English Tip of the Week

Buy a good monolingual dictionary.

Read as much English as you can . Read anything that interests you, in any format available to you. If you find newspapers or literature difficult, try reading 'graded readers', which are simplified books.

Select carefully the words or phrases you look up in a dictionary . It's frustrating to look up every word that you don't understand. Only look up those words that you think are important, such as:

• Words or phrases that occur often
• Words or phrases that are essential for understanding a sentence.

You can often get the general meaning of the sentence without having to use a dictionary, so save yourself some work!

From the words or phrases that you look up , decide which ones are vital for you to understand and use. For example, words that you need for your job or study, or words that occur often.

Use your dictionary to get the essential information about these words and phrases (grammar, stress, pronunciation and meaning), then make an effort to practice these words. Write down the new word in a sentence of your own, and try to use the word as often as possible, until you are sure that you remember it.

When you look up a new word, make sure you know which words you can use with it. For example, you do a test, but you make an effort.

When you find a new word, check to see if you can use it in other ways. English is a flexible language - nouns, verbs and adjectives can often be made from each other. For example, to apply for a job, a letter of application, the applicant for the job, and so on.

Keep a vocabulary book with you. You can use it while you are reading, or watching television or a film. You can also refer to it when you have some spare time to help you revise new words and expressions.

Don't Be Afraid of Errors, Guess Meaning, Speak Often

• Accept your mistakes. Everyone learns language by making errors -- lots of errors. We try out new sounds, new words, new phrases, and new grammar; we see how the language feels and how others react.
• Guess at meaning when you listen. You'll probably guess correctly most of the time!
• Speak English as often as possible. Listen to other people; listen to television, the radio, and films.

• Speak with everyone who will talk with you. Your listening comprehension and vocabulary will improve a lot, as will your ability to speak comfortably and quickly.
• Continual study is necessary, too. Your accurate English grammar, vocabulary, and pronunciation help you make English-speaking friends.
• Study and practice saying useful phrases until you can say them well and say them confidently. Carry around a little notebook and study while you're in a queue, on public transport or just walking around. Rather than focus on isolated words, write down and practice phrases, expressions, common idioms, and parts of useful dialogues that you need in formal and informal situations.
• Practice pronunciation -- not just individual sounds, but putting sounds and words together.
• Keep studying grammar. Grammar isn't separate from listening and speaking -- language is grammar.

• Be brave. Talk to your native-speaker colleagues or customers at work. Talk to your friends in English. Talk to your children in English.
• Talk to yourself in your room. Create situations in your mind. For example, pretend you're at the library and need help.
• Read a newspaper article and then, without looking, summarize the article aloud to yourself.
• Keep a talking diary. Record your thoughts in English each night before you go to sleep.

So, you want to improve your English? At your age and level of language learning, there are some things you can't change. For example, you can't change:

• the language learning ability that you were born with;
• your ability to tell the difference between different sounds and your ability to make sounds;
• your ability to remember words and phrases.

However, there are many things you CAN do, and the first and most important thing is to try to change your attitudes about using and speaking English. For example, you can try:

• not to be embarrassed about making mistakes;
• to be more outgoing and make more effort to socialise with other people;;
• to ask questions when you do not understand something;
• to greet your English speaking colleagues rather than crossing the room or corridor to avoid them;
• to get into the habit of asking other bilingual speakers the question, "How do you say __________ in English?" or 'What does ___________ mean?";
• to make opportunities to practice your English (and not just wait for them to come along or expect others to make them for you);
• to commend yourself for every extra effort you make to use your English;
• to have fun with your English instead of just studying and worrying about it;
• to stop saying either to yourself or others, "Oh dear, my English is poor. It will never improve!" It will improve, but only if you use it!

In your efforts to improve your English, it may be helpful for you to understand what the differences are between the Not-So-Good Language Learner and the Good Language Learner.

The Not-So-Good Language Learner:

1. Doesn't try to say anything he or she doesn't know how to say;
2. Avoids making mistakes so as not to appear foolish;
3. Pays little attention to language form, and fails to note language patterns;
4. Pays little attention to his or her own speech or the speech of others;
5. Relies too much on grammar;
6. Doesn't try to guess at meanings;
7. Doesn't practice.

The Good Language Learner:

1. Tries hard to communicate, to get his or her message across;
2. Is willing to make mistakes, even to appear foolish;
3. Pays attention to language form and looks for patterns in the language;
4. Monitors his or her own speech and the speech of others, checking for mistakes and deviations from intended meaning;
5. Pays attention to meaning, knowing that grammar and the surface forms of speech are not in themselves enough to understand the message;
6. Is willing to make guesses;
7. Practices.

When talking on the phone, you may have difficulty with clearly communicating the spelling of your name, or understanding an important word spoken by the person you are calling. In these situations, it is a good idea to use the International Alphabet:

Play the audio file below to listen to the alphabet:

So if your name is Zhane, you would say:

"My first name is Zhane. That's Z for Zulu; H for Hotel; A for Alpha; N for November; E for Echo - Zhane."

Keep the international alphabet with you when you make a phone call, or better still try to memorise it!

Tip 1

Try to read at the right level. Read something that you can (more or less) understand. If you need to stop every three words to look in a dictionary, it is not interesting for you and you will soon be discouraged.

Tip 2

Make a note of new vocabulary. If there are four or five new words on a page, write them in your vocabulary book. But you don't have to write them while you read. Instead, try to guess their meaning as you read; mark them with a pen; then come back when you have finished reading to check in a dictionary and add them to your vocabulary book.

Tip 3

Try to read regularly. For example, read for a short time once a day. Fifteen minutes every day is better than two hours every Sunday. Fix a time to read and keep to it. For example, you could read for fifteen minutes when you go to bed, or when you get up, or at lunchtime.

Tip 4

Be organised. Have everything ready:

• something to read
• a marker to highlight difficult words
• a dictionary
• your vocabulary book
• a pen to write down the new words

Tip 5

Read what interests YOU. Choose a magazine or book about a subject that you like.

THINGS TO READ

Newspapers

You can find English-language newspapers in all large cities around the world. Newspapers are interesting because they are about real life and the news. BUT they are not easy to read. Try reading newspapers if your level is intermediate or above.

Magazines

Some magazines are published weekly, some monthly. You can find English language magazines in many large cities around the world. If you cannot find the magazine you want in your town, you may be able to order it for delivery. Many magazines have pictures which can help your understanding. You will need an intermediate level for most magazines, but a pre-intermediate level may be ok for some magazines.

There are magazines on every subject:

• Politics
• Sport
• Homes
• Cars
• Music
• Romance
• Travel
• Language

Books

Books are divided mainly into:

• Non-fiction (history, biography, travel, cooking etc)
• Fiction (stories and novels)

Some books are easier to read than others. It often depends on the author. Agatha Christie, for example, wrote in an easier style and with simpler vocabulary than Stephen King. You can buy books in specialised English-language bookshops in large cities around the world. You may also be able to find some English-language books in libraries.

Short Stories

Short stories can be a good choice when learning a language because they are...short. It's like reading a whole book in a few pages. You have all the excitement of a story in a book, but you only have to read 5,000 or 10,000 words. So you can quite quickly finish the story and feel that you have achieved something. Short stories are published in magazines, in books of short stories, and on the Internet.

Graded Readers

Readers are books that are specially published to be easy to read. They are short and with simple vocabulary. They are usually available at different levels, so you should be able to find the right level for you. Many readers are stories by famous authors in simple form. This is an excellent way for you to start practising reading.

Cornflakes Packets

By "Cornflakes Packets", we mean any product you can buy that has English writing on or with it. If you buy a box of chocolates, or a new camera, why not read the description or instructions in English? There are many such examples, and they all give you an opportunity to read real English:

• airline tickets
• cans or packets of food
• bottles of drink
• CD and DVDs
• user guides for videos, computers...

Good luck with your reading. It will help you make a lot of Progress!

Pronouns like he, she, it, we, they, and you stand in for nouns and must therefore match the nouns they are replacing in number (singular or plural) and gender (male or female). If the noun is singular, the pronoun must be too.

The above sentence could also be rewritten as:

You need to remove your belongings.

Changing the subject to a plural also works:

Employees need to remove their belongings.

 

You've written a great CV (resume) and covering letter, and the company has asked you to attend an interview. You need to make sure that you make the right impression to get the job! Here are five more tips to help you succeed at the interview.

1. Check you understand what people say to you.

2. Use a range of vocabulary to present your achievements and experience.

3. Try to remember names and titles (or company positions) when you are introduced.

A good way of remembering names is to use them immediately after you hear them. So, if someone introduces you to "Deborah Jones, our Marketing Manager" you can say immediately "Pleased to meet you, Ms Jones."

4. Be aware of your gestures and movements during the interview.

Nod your head to show you understand and agree with the other person. Keep eye contact with them and try not to use nervous gestures. Ask your friends to help you rehearse the interview - they can tell you if you appear nervous!

5. Make sure you know what will happen after the interview.

The interviewer could say things like:

Here we suggest some methods you can use to learn new vocabulary.

When you see a new vocabulary item (new word), always ask these questions:

Is it positive, neutral or negative?

Is it formal or informal (casual)?

Is it a vocabulary item or an Idiom?

Does the word have a prefix or suffix that you know? (may give you a hint)

Create your own example, preferably about your life, to demonstrate (show) understanding of the new word; this makes it easier to remember

You've written a great CV (resume) and covering letter, and the company has asked you to attend an interview. You need to make sure that you make the right impression to get the job! Here are five tips to help you succeed at the interview.

1. Use polite phrases.

Remember that if someone asks you "How do you do?" the correct response is "How do you do?"

When you meet someone for the first time, you can say "Pleased to meet you." If someone says this to you first, you can reply "Pleased to meet you, too" or "It's a pleasure to meet you, too."

If you didn't hear someone's name, you can say "I'm sorry, I didn't catch your name."

2. Ask questions which you have already prepared.

You should have the opportunity to ask questions at the end of the interview. You can prepare some before the interview. This will help you research the vocabulary you need and it will make you look interested in the company and the job.

There are different types of questions. "Direct" questions use words like "who", "when" or "what" or have an auxiliary at the beginning of the question.

3. Try to predict the questions and plan the answers.

4. Show you are listening.

As well as maintaining eye contact, you can use phrase such as "Mmm", "I see" or "OK" to show the other person you are paying attention.

5. Don't be afraid to ask for explanations if you don't understand something.

Punctuation is important because those little marks are like signs along a roadway, helping your reader navigate your document. When you put punctuation in the wrong place, it can change the intended meaning of your sentence and send your reader in the wrong direction.

Here are three common punctuation problems.

1) Putting a Comma Before 'and' in a Series (or Omitting the Comma)

Which is correct? Both are. Whether you use the serial comma is entirely up to you. The key is to be consistent. Make a decision and stick to it throughout your document. Inconsistency is the grammar mistake.

2) Using Two Spaces after a Period or Colon

The two-space rule is a hold-over from the days when printing presses and typewriters used letters that were all the same width. Today, computers compensate for the varying widths of letters and only one space after end punctuation is the preference.

3) Putting a Comma Between the Subject and the Verb

I suggest that Billy, Pete and Mary, attend the conference.

I suggest that Billy, Peter and Mary attend the conference.

Every speech or presentation has two main aspects:

• WHAT you say (content)

• HOW you say it (delivery)

• Remember that a listener usually only has one chance to understand what you are saying. So you must do everything you can to make it easy for him or her to follow your ideas.

• The best way to do this is to "signpost" your speech. At the beginning, say how your speech will be divided up. During the speech, make it clear when one part has finished and the next part has started. (For example, "Now that I have explained some of the causes of air pollution, I want to tell you what we can do to reduce the problem.") At the end of your speech, make it clear that you are finished (e.g. by simply saying "Thank you!").

• The most important parts of a speech are the beginning and the end. Think about a strong first sentence that will capture the attention of the listener. Be calm and confident; give the impression that you are well-prepared and have something interesting to say. End with a strong sentence: make people laugh or give them something provocative to think about.

• Practise your speech before the big day. In particular it is useful to think about how and where you will stand/sit, and where you will put your materials before and after you have used them. Practise using your speech cards.

• Speak loudly and clearly. Remember that your voice (your intonation) must do the job that punctuation does in your writing. Try not to speak too fast. Never just read full sentence notes - it is boring and makes your speech very difficult to follow.

• Make sure you can be seen as well as heard. Don't hide behind your sheets or the overhead projector. It is important that every listener feels you are talking to him or her personally. Therefore look round the room and try to make eye contact with everyone in the audience at least once during your speech.

• Be careful not to distract your listeners by swinging on a chair, tapping your feet etc.

• It is useful to include visual material with your speech. For example, if you are talking about places, show a map. If you are using numbers, write them for all to see. (It's very difficult for listeners to keep large or many numbers in their head.)

• If you are going to have audience participation be very clear exactly what you want from them. If you ask a question, be ready for strange answers, and expect to have to answer it yourself.

A Little

Use a little with uncountable nouns, e.g. a little help, a little progress, a little information, a little advice, etc.

A Few

Use a few with plural countable nouns, e.g. a few days, a few meetings, a few employees, a few sales, etc.

Little and Few

Little and few tend to be rather negative because they mean not much or not many, while a little and a few are more positive and mean some. For example:

When you are speaking to someone, it is better to use not much/not many or only a little/few instead of little and few. Little and few tend to sound more formal and are better used in writing. For example:

Telephone answering skills are very important for businesses. The telephone is still the main point of contact with customers for most companies. And the way you answer your company's phone will form your customer's first impression of your business. These telephone answering tips will ensure that callers know they're dealing with a professional business:

Answer all incoming phone calls before the third ring.

When you answer the phone, be warm and enthusiastic. Your voice at the end of the telephone line is sometimes the only impression of your company a caller will get.

When answering the phone, welcome callers politely and identify yourself and your organization. Say, for instance:

No one should ever have to ask if they've reached such and such a business.

Enunciate clearly, keep your voice volume moderate, and speak slowly and clearly when answering the phone, so your caller can understand you easily.

Control your language when answering the phone. Don't use slang or jargon. Instead of saying, "OK", or "No problem", for instance, say "Certainly", "Very well", or "All right". If you're a person who uses fillers when you speak, such as "uh huh", "um", or phrases such as "like" or "you know", train yourself carefully not to use these when you speak on the phone.

Train your voice and vocabulary to be positive when phone answering, even on a "down" day. For example, rather than saying, "I don't know", say:

Take telephone messages completely and accurately. If there's something you don't understand or can't spell, such as a person's surname, ask the caller to repeat it or spell it for you. Then make sure the message gets to the intended recipient.

Answer all your messages within one business day.

Always ask the caller if it's all right to put him/her on hold before doing so, and don't leave the caller on hold for very long. Provide callers on hold with progress reports every 30 to 45 seconds. Offer them choices if possible, such as:

Subject Headings and Titles

Regarding titles and subject headings for business documents, remember that the first and last words are always capitalized, as are all nouns, pronouns, verbs, adjectives, and adverbs.

Prepositions of four or more letters (or five, depending on the style guide you use) are also capitalized.

"A," "an," and "the" are not capitalized unless they are the first word or follow a colon.

The coordinating conjunctions: "and," "or," "nor," "but," "for," "so," and "yet" are not capitalized unless they are the first word or follow a colon, but other "little" words, like "it," "be," and "is," are capitalized.

Comparative Adjectives

To make the comparative forms of one-syllable adjectives, add "-er" and "-est" rather than using the words "more" and "most." Examples: "purer" and "purest," not "more pure" and "most pure."

Phrases Starting with 'Including'

A phrase beginning with "including," which usually appears at the end of a sentence, is almost always set off from the rest of the sentence by a comma. Example: "Provide a detailed explanation, including projected costs and schedule."

Whether....or Not

Most of the time, the words "or not" are useless after the word "whether," as in the sentence "I can't tell whether or not the coast is clear." The sentence is perfectly clear without "or not." However, in the following sentence, "or not" is grammatically necessary: "The goal is to ensure that all participants benefit from the workshop— whether or not they attend all sessions."

A Lot

"A lot" is always written as two words. Many people write it as one word, perhaps because of words like "among," "about," and "along." As a subject, "a lot" is plural when it refers to a plural word ("A lot of people are waiting in line"), but it is singular when it refers to a singular word ("A lot of information was lost when the computer crashed").

Only

The word "only" should be placed immediately before the word it modifies. In speech, we rarely pay attention to this rule. In writing, we should. Example: "The chairman was given only one week to come up with a plan" (not "The chairman was only given one week to come up with a plan"). "Only" clearly emphasizes "one week."

When you are asking someone to do something for you or trying to influence their actions, you can often show that you want to be polite by saying things in an indirect way: