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Professor James Bell's office English column
Business English to make people listen
Success in business requires confidence. When you're doing business in a second language, though, it's easy to sound uncertain. But don't give up so soon! Even if you're not sure of the words, you can still sound like you know what you're talking about. The trick is in how you start your sentences. Get down to business with the following phrases and see the difference!
Let's focus
When you're leading a meeting, it's crucial that you get everyone focused immediately. The best way to start is by making a direct statement. "The purpose of this meeting is to decide on the company logo." Avoid indirect statements like, "Well, here's the agenda," or "Maybe we should get started." You'll lose people's attention immediately.
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Strong words
Your boss calls everyone into a meeting to discuss a problem and asks for your suggestions. Frame your response with "I recommend ..." or "In my opinion ...." In addition, to come across as authoritative, use "should" as opposed to "could" as it is stronger. "In my opinion, we should consider different vendors" is much stronger than "Maybe we could think about different vendors."
Talk tough
When you need to use even stronger language than above, begin with "I'm positive that ? or "I really feel that ? Saying, "I'm positive that it's the vendor's fault" expresses to the listener that you are absolutely sure. It says, "I'm sure, so you should be sure, too!" A less confident way would be to say, "John in Marketing said it could be the vendor's fault. I thought he had a good point."
Moving on
Business discussions have a way of getting off track. So you need a tactful way to refocus people. If you sense a discussion is wandering ?whether it's in a big meeting or an informal chat between colleagues ?you can say, "Let's move on to the next point." This ensures you maintain control of the discussion ?as long as you don't start with "Maybe" or "Um."
Speak up
Sometimes you just have to disagree. And it's easy to be ignored if you don't express your disagreement effectively. "I'm afraid I can't agree with this plan" is a polite, but clear, way to start. It's much better than, "Well, I'm not sure; it doesn't seem like it will work."
More office English tips from James!
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Ask James James answers all of your office English worries!
Q:Dear James,
My foreign colleague is so noisy in office. I wanna tell him to keep quiet, but I don't know how to say it politely. Would you help me, James?! Jean, Paris
A:Dear Jean, I understand that it is difficult to work when someone is making a lot of noise. To get your colleague to quiet down without offending him, why don't you try this the next time he starts to get loud. Simply turn around and say in a quiet, polite voice "Would you mind keeping your voice down a little? I think that people are trying to work. Thanks!" Then give him a big smile and he should get the idea. Best,James
Q:Dear James,
I would like to send a formal proposal to a new client, but I never know if I should use "Miss", "Ms" or "Mrs" when writing. Please help! Ed, Seoul, Korea
A:Dear Ed, Here is the rule for titles. "Miss" and "Mrs." bear reference to that woman's marital status. If she is not married, then she is "Miss Smith". If she is married, they you would refer to her as "Mrs. Smith". If you don"t know the marital status of your new client, the best would be to use "Ms. Smith", which does not refer to her marital status at all. Best,James
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