English for personal assistants - part 10 ppt

Decide on promotion Order flowers Run through the day and check all details Calculate an effective budget Order catering Define layout and seating of venue Develop the programme Continge

Expressions for ongoing support

䊏 Task 4

Match the expressions below to the type of support, 1 – 8, listed above

A We had said the end of April for the draft documentation to be out How realistic is this now in the light of recent holdups?

B So, Emma, how do you feel it’s going?

C I’d like to revisit some of our earlier decisions

D Please email me whenever you want to bounce an idea off someone You’ve also got the email addresses and phone numbers of all the people involved in the project – so don’t hesitate to use them

E I’d like to sit down and talk through how we’re going to overcome this particular problem

F Are you absolutely sure you’ve got everything you need?

G I’ll put all this down in black and white to make sure you’re quite clear as to the task and your responsibilities

H Thank you, that’s a job well done as we can see from the very successful outcome

The process of delegation

Plan well in advance

⇓ Identify the skill or knowledge needed

⇓ Choose the person for the task

⇓ Explain the task and give clear instructions

⇓ Give authority

⇓ Provide support/feedback

Organising a conference

䊏 Task 5

Imagine you have to organise a conference Put the following stages into a logical order by writing the numbers 1 to 12 next to the stages There may be more than one way of ordering these stages, so don’t worry if your suggestion is not exactly the same

as the one in the answer key The first one has been done as an example

Decide on promotion

Order flowers

Run through the day and check all details

Calculate an effective budget

Order catering

Define layout and seating of venue

Develop the programme

Contingency plans for bad weather/latecomers etc.

Order conference material/presentation kits

1 Define the aims and target audience

List equipment needed

Select date and venue

Linking words and phrases/Describing a process

When we describe a simple process, whether it is how to delegate successfully within

an office or how a factory produces, for example, paper cups, we usually need to connect our ideas using linking words for sequencing and adding steps However, when a process or system is more complicated, we may also need to use linkers of reason, purpose, and result, depending on how much detail we have to go into There is a summary of linking words and phrases in Appendix A, page 157

䊏 Task 6

You are going to email a colleague who is developing the programme for a conference You would like to make the following points as a result of your experience of the last conference

䉴 programme should be varied

why? danger times: after lunch – energy at low ebb

result – lack of enthusiasm

solution: move speakers round;

select topics or type of activity carefully;

think about the length of session;

Additional note: housekeeping requirements? water, equipment?

Additional note:I’ll need that information for booking

Study the email below and complete each gap with a suitable linking word or phrase

In addition, say which type of linker you have chosen Choose from: sequencing, adding, reason, purpose or result The first one has been done as an example

2.

3.

4.

5.

6.

7.

8.

9.

Dear Sasha

How are you getting on finding speakers and putting together the programme for the conference?

I’ve just been looking through some feedback from the last conference and (1) as a

result, I’d like to point out the importance of variation within the programme This is

essential (2) deal with what I call dangers times; e.g., after lunch, (3) this

is when delegates’ energy is low and (4) enthusiasm is at a low ebb We need, (5) to put speakers in different rooms to energise them and (6) be very careful about the topic or type of activity we choose to put in these slots We could also perhaps reduce the time span of the first session after lunch, (7) we might find delegates falling asleep!

(8) , we should bear in mind any housekeeping requests, e.g., water and equipment requests, (9) we can include these in the booking to the venue Best wishes

Tom

䊏 Scenario for Task 7

You have been asked to give an introductory talk to new junior members of staff from

your offices around Europe on the subject ‘Organising a conference’ You have

prepared the following talk and because it’s in English you’ve decided to write it out

in full

Organising a conference

Once the target audience and goals for the conference have been established, you’ll then be able to determine your approach to organising the conference Right from the outset, as soon as you’ve chosen the venue, get support from the venue staff They know what resources they have and they do this on a full-time basis.

Budgeting plays a vital role An effective budget is crucial to the success of the conference Work out your costs How much is needed for fixed costs, for example, the venue hire, speakers’ fees and so on Then calculate the amount needed for variable costs, such as additional hotel accommodation, extra delegates’ packs etc Again, check your figures with the venue staff and ask for their input And always allow a contingency of at least 10% to cover unforeseen expenses.

If the conference is to be attended by delegates from overseas offices or by delegates who are not employees of the company, it needs to be promoted through news releases The Internet is a good resource Advertisements in specialist magazines and journals need to be placed well in advance Mail shots of publicity literature can be sent to likely participants Although the draft program may include the phrase speaker to be announced, it is crucial to secure top quality speakers early to ensure a successful promotion campaign A central system must be set up

to receive and track replies, handle bookings, and act as a communications centre Conference material is a very important supportive tool Develop a central theme –

a conference identity, much the same as a corporate identity, and use the layout or coloured paper for all communications, for example, name tags, registration cards, note paper, brochures, etc Delegates will need to be provided with presentation kits with all the relevant documentation: programmes, talk summaries, notepads, handouts, and promotional items as giveaways Decide what the kits should contain and get these ready for distribution at the conference.

All practical arrangements, for example, the layout and seating at the venue, provision of equipment, and catering can be discussed with the venue staff As the conference date approaches, a detailed run-through of the day is essential Make a checklist that you can refer to on the day to make sure that nothing has been overlooked, for example, flowers These can either create a wonderful atmosphere

or make your conference venue look more like a funeral parlour!

Speaking in chunks of meaning

When speaking, whether it is a talk at a conference, a presentation at an in-house meeting or giving instructions to juniors, how we speak can make a huge difference to the listener’s ability to ‘hear’ what you are saying One important technique is to make sure that you group words into ‘sense groups’, i.e., divide sentences into parts so that each part carries a ‘chunk’ of meaning We usually pause slightly between these parts Punctuation signals how text can be divided up but very often sentences can be further divided For example, the first paragraph of the talk above may be divided up

as indicated by the slash marks Of course, there is not only one right way of dividing

up speech

Once the target audience/ and goals for the conference/ have been established,/ you’ll then be able/ to determine your approach/ to organising the conference./ Right from the outset,/ as soon as you’ve chosen the venue,/ get support from the venue staff./ They know what resources they have/ and they do this on a full-time basis./

When we are nervous or feeling under pressure, it’s particularly important to be able

to control our breathing, allowing plenty of pauses to breathe as we speak The result

is a fluent and confident-sounding speaker who engages the listeners

䊏 Task 7

Insert slashes in the rest of the talk on page 48 to indicate chunks of meaning

Highlighting important words

When we speak, we usually stress or highlight the words which carry important meaning For example, in the first paragraph of the talk, the underlined words would probably be stressed

Once thetarget audience/andgoalsfor the conference/ have been established,/ you’ll then be able todetermineyour approach/ to organising the conference./Rightfrom the outset,/ assoon as you’ve chosen thevenue,/ get support from the venue staff./They know whatresourcesthey have/ and theydothis on afull-timebasis./

䊏 Task 8

Now underline words which you would stress in paragraph 2

Budgeting plays a vital role An effective budget is crucial to the success of the conference Work out your costs How much is needed for fixed costs, for example, the venue hire, speakers fees and so on Then calculate the amount needed for variable costs such as additional hotel accommodation, extra delegates’ packs etc Again, check your figures with the venue staff and ask for their input And always allow a contingency of at least 10% to cover unforeseen expenses