Business English Tip of the Week

• Imediatamente pedir à pessoa para falar mais devagar

• Ao tomar conhecimento de um nome ou informação importante, repita cada peça de informação como a pessoa fala.

Esta é uma ferramenta especialmente eficaz. Ao repetir cada pedaço importante de informação, ou de cada número ou letra, você automaticamente diminuir o alto-falante para baixo.

• Não diga que você tenha entendido, se não tiver. Peça à pessoa para repetir até que você tenha entendido.

Lembre-se que a outra pessoa precisa colocar-se entender e é o seu interesse para se certificar que você entendeu. Se você perguntar a uma pessoa para explicar mais do dobro do que normalmente lento.

• Se a pessoa não abrandar começar a falar sua própria língua!

In the key expressions box below, you'll find a number of standard phrases that you might find useful for showing empathy in business situations. Click on the audio link to listen to the expressions.

Strengthen word choice at the word and sentence level by adding precise verbs. Avoid non-specific verbs and the overuse of is, are, was, were, I or we. Always look for verbs that are masked as nouns. Convert the noun back to a verb by using its root and rewrite the sentence.

Have you ever received a letter or email where the sentences go on and on, one after the other in a stream, with only commas to separate them? These sentences often contain a number of points, some of which might be related. This makes them difficult to read and understand. Here's an example of an email we received from one of our subscribers:

With one idea in each clear, concise sentence, the message might read like this:

We did include more than one idea in two sentences so the message would not sound choppy. But they were closely related ideas.

So, the message here is: include only one idea in each sentence. Sometimes, it's acceptable to include two ideas in a sentence but only if they are closely related.

In the key expressions box below, you'll find a number of standard phrases that you might find useful for expressing opinions and agreement in business situations. Click on the audio link to listen to the expressions.

These four verbs are all similar, but have different shades of meaning and use.

Allow and permit can be followed by an object, and optionally, a verb or another object:

Let needs a different construction; the object is followed by an infinitive without to:

Note the use of allow to politely introduce something you want to say:

If you allow for problems, extra expenses etc. you include extra time or money to be able to deal with them:

To enable means 'to make something possible'; Allow also has this meaning as in:

Enable is often preferable if there is no idea of 'permission':

Note that these verbs must be followed by a personal object before an infinitive. We cannot say:

The correct version is:

In the key expressions box below, you'll find a number of standard phrases that you might find useful for handling difficult requests at work. Click on the audio link to listen to the expressions.

In the key expressions box below, you'll find a number of standard phrases that you might find useful for ending a conversation politely. Click on the audio link to listen to the expressions.

Overused words are words such as nice, got and OK which some people use to refer to many things. For example:

• Nice

• Got

• OK

Overused words should be avoided because you can usually another word that is more precise and closer to the meaning you intended. Compare the sentence above with those below:

• Words to replace nice

• Words to replace got

• Words to replace OK

So using vague words like nice, got and OK could be considered lazy in certain contexts. Think about what you really mean and try to use more precise language.

If you get your facts wrong.

If you have been going too fast and your audience is having trouble keeping up with you.

If you have forgotten to make a point.

If you have been too complicated and want to simplify what you said.

If you realize that what you are saying makes no sense.

If you cannot remember the term in English.

If you are short of time.

Prepositions are used to relate things or people to various ways of time, place, direction and distance. It is difficult to use prepositions correctly as most of them have a variety of uses and meaning.

Reading through the examples below will help you to become more familiar with the uses and meanings of prepositions of place.

About (approximate position)

Around

At (place)

At (direction)

By (close to)

From (source)

In (three-dimensional space)

On (two-dimensional line or surface)

Through (direction between two points in space)

To (movement, destination)

In the key expressions box below, you'll find a number of standard phrases that you might find useful for complimenting someone at work. Click on the audio link to listen to the expressions.

Using Emphatic Words

The simplest way to emphasise something is to tell readers directly that what follows is important by using such words and phrases as especially, particularly, crucially, most importantly, and above all.

Repetition of Key Words

Emphasis by repetition of key words can be especially effective in a series, as in the following example:

Breaking the Pattern

When a pattern is established through repetition and then broken, the varied part will be emphasised, as in the following example:

Inverting the Normal Sentence Structure

Besides disrupting an expectation set up by the context, you can also emphasise part of a sentence by departing from the basic structural patterns of the language. The inversion of the standard subject-verb-object pattern in the first sentence below into an object-subject-verb pattern in the second places emphasis on the out-of-sequence term, fifty dollars.

Beginning and End Positions

The beginning and end positions of sentences are more emphatic than the middle section. Likewise, the main clause of a complex sentence receives more emphasis than subordinate clauses. Therefore, you should put words that you wish to emphasise near the beginnings and endings of sentences and should never hide important elements in subordinate clauses. Consider the following example:

In the first version of this sentence, "No one can deny" and "on the business world" are in the most emphasised positions. In addition, the writer has embedded the most important ideas in a subordinate clause: "that the computer has had a great effect." The edited version places the most important ideas in the main clause and in the initial and terminal slots of the sentence, creating a more engaging prose style.

There are two kinds of introductions: self-introductions and three-party introductions.

When do you introduce yourself? When you recognize someone and he or she doesn't recognize you, whenever you're seated next to someone you don't know, when the introducer doesn't remember your name and when you're the friend of a friend. Extend your hand, offer your first and last names and share something about yourself or the event you're attending.

Tip: In a self-introduction, never give yourself a title such as Mr., Ms., Dr., etc.

In a three-person introduction, your role is to introduce two people to each other. In a business or business/social situation, one must consider the rank of the people involved in order to show respect. Simply say first the name of the person who should be shown the greatest respect. And remember, gender (whether someone is male or female) doesn't count in the business world; protocol is based upon rank. Senior employees outrank junior employees, and customers or clients outrank every employee (even the CEO).

Begin with the superior's name, add the introduction phrase, say the other person's name and add some information about the second person. Then reverse the introduction by saying the second's name, followed by the introduction phrase and the superior's name and information. When a three-party introduction is done correctly, the two people being introduced should be able to start some small talk based upon what you shared about each of them. Introductions should match, so if you know the first and last names of both people, say both. If you know only the first name of one person, say only the first names of both.

Examples:

"Mr. Brown, I'd like to introduce Ms. Ann Smith, who started yesterday in the Accounts Department. Ann, this is Douglas Brown, our CEO."

(Ann would be wise to call the CEO “Mr. Brown” right away and not assume she may call him by his first name. Always use the last names of superiors and clients until you are invited to do otherwise.)

"Pete, I'd like to introduce to you Doug Brown, our CEO. Doug, I'd like you to meet Pete Johnson, who's considering our firm for his ad campaign."

Tip: Don't say "I'd like to introduce you to...", but rather "I'd like to introduce to you...."

Tip: Always stand for an introduction.

To succeed in business, you need good social skills. Knowing how to shake hands and handle introductions can give you an advantage over your competition!

FOR

We use for when we are talking about the duration of an action or state, i.e. how long something takes:

For is a preposition here. Although generally used with the present perfect tense, for is also used with other tenses.

SINCE

We use since when we are talking about the time the action or state started:

Since can be a preposition (since five o'clock) or a conjunction (since I met her). Since is usually used with the present perfect tenses.

AGO

Ago is used to say when past events happened, going back from today to the past:

Ago is an adverb and is used with the past tense.