Script_Attending Conferences and Debates

Attending Conferencesand Debates

SELF-STUDYSCRIPT

This project is financed by the UK Government.

Attending Conferencesand Debates

SELF-STUDYSCRIPT

Attending Conferences and Debates 4

Table of Contents

Course objectives

Getting the Most out of Conference

CONFERENCE TYPES AND PREPARATIONSCONFERENCE TYPESHOW TO PREPARE FOR A CONFERENCE

Relations and Partnerships

NETWORKING, LOBBYING AND INFLUENCINGELEVATOR SPEECH/PITCHENDING WITH QUESTIONSINFLUENCING TECHNIQUES PREPARATION

Cultural Differences at International Conference

INTERCULTURAL COMMUNICATION AND INTERCULTURAL COMPETENCEICEBERG OF CULTURE

Roles and Responsibilities of a Chairperson

HOW TO CHAIR A CONFERENCE SESSIONLANGUAGE FOR CONFERENCES: IN THE CHAIRMANAGING A DISCUSSION

Presenting Ideas and Keeping to the Point

WHAT DO YOU WANT TO COMMUNICATE?HOW WILL YOU COMMUNICATE IT?THE STRUCTURE OF THE THREEWHATS THE PURPOSE?YOUR BODY

Vocal Delivery Skills

PACE AND PAUSINGEMPHASISE KEY WORDSKEY WORD EMPHASIS AND BODY LANGUAGESIGNAL TRANSITION

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Self-Study Script 5

Debating Skills

THE SKILLS OF SUCCESSFUL DEBATERTIPS FOR SUCCESSFUL DEBATINGEXPRESSING DISAGREEMENTINTERRUPTINGPOLITENESS AND SOFTENINGDIPLOMATIC LANGUAGE

Dealing with Questions and Challenging Participants

20 WAYS TO SAY NOPEOPLE DIFFERENCESPRACTICE DECISION TREETECHNIQUES FOR HANDLING CRITICISMPRESENTATION SKILLS: DEALING WITH DIFFICULT QUESTIONS

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The purpose of this course is to help you develop and improve the skills for successful and effective participation in conferences and debates.

After this course you will:

be able to effectively prepare for attending international conferences and debates be able to apply networking, lobbying and influencing skills in practice and to understand their

importance for building successful relations and partnerships at conferences be able to understand the importance of intercultural communication be able to use all the elements of good public speaking while keeping to the point be able to use vocal delivery tools effectively (pausing, pace, emphasising, signalling and the rule of

threes) be able to use language and apply skills related to successful debating at international conference become more skilful at dealing with challenging people and difficult questions

Key icons

Course objectives

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QuizQuestionnaire

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CONFERENCE TYPES AND PREPARATIONS

Now, why are you here?

The reason most people never reach their goals is that they dont define them, or ever seriously consider them as believable or achievable. Winners can tell you where they are going, what they plan to do along the way, and who will be sharing the adventure with them.

Denis Watley

Think about what exactly you would you like to achieve from this course. Write one goal clearly and specifically.

And remember to make sure it is achievable!

By the end of the course I want to be able to

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Getting the Most out of a Conference 1.


CONFERENCE TYPES

At a conference, innovative ideas are thrown about and new information is exchanged among experts. Its purpose could be one of the following:

An academic conference is a gathering of scientists or academicians, where research findings are presented or a workshop is conducted.

A business conference is held for people working in the same company or industry. They come together to discuss new trends and opportunities pertaining to the business.

A trade conference takes place on a larger scale. Besides businessmen, there are members of the public who come to network with vendors and made new connections. Such a conference consists of workshops and white paper presentations.

An un-conference differs from the traditional conference, since it avoids the high costs, top-down organizational hierarchy and sponsored presentations. All attendees are equally knowledgeable about the topic and the discussion follows an open mode; usually without a single speaker addressing the gathering.

Most conferences have one or more keynote speakers who will deliver the keynote speech. These are common at academic and business conferences. The speakers chosen are eminent personalities in the related field and their presence is meant to attract more people to attend the conference. There are various types of conferences:

A symposium is a casual gathering and includes refreshments and entertainment.

A seminar is organized to discuss a particular topic. They are usually educational in nature and attendees are expected to gain new knowledge or skills at the end of the seminar.

A workshop is more of a hands-on experience for the participants with demonstrations and activities; the amount of time one speaker addresses the group is limited.

A round-table conference is a get-together of peers to exchange thoughts and opinions on a certain topic, usually political or commercial. There are a limited number of participants who sit at a round table, so that each one can face all the others.1

1.

1 Source: http://www.evenues.com/event-planning-guide/what-is-a-conference

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HOW TO PREPARE FOR A CONFERENCE

Start by researching speakers and their background.

Select the people you would like to connect with.(Make valuable connections rather than many connections)

Once you establish who you want to talk to, email them to schedule a meeting over a break. Start doing this outreach few weeks before the conference.

Avoid connecting with a session speaker right after their session. You will be in a group with all the other people from that session.

Connect with people who can not only help you, but your colleagues as well.

Remember to bring your business cards that include your complete contact details.

Determine what sessions you want to attend before you leave home. Figure out how your time can be spent most effectively.

Aim for 3 takeaways or points from each presentation.2

2 Source: http://www.inc.com/guides/2010/09/how-to-get-the-most-out-of-a-conference.html

1.


NETWORKING, LOBBYING AND INFLUENCING

Ten Essential Networking Principles

1. Elevator speech. Describe yourself concisely and impressively.

2. Be different. Differentiate yourself. Aim high. Be best at something.

3. Help others. Help others and you will be helped.

4. Personal integrity. Integrity, trust and reputation are vital for networking.

5. Relevant targeting. Groups and contacts relevant to your aims and capabilities.

6. Plans and aims. Plan your networking and know what you want.

7. Follow up. Following up meetings and referrals makes things happen.

8. Be positive. Be a positive influence on everyone and everything.

9. Sustained focused effort. Be focused and ever-ready.

10. Life balance. Being balanced and grounded builds assurance.

ELEVATOR SPEECH/PITCH

This is commonly called an elevator speech or elevator pitch as if you were to meet a potentially important contact for the first time in an elevator at a conference and he/she asks you: What do you do? You have no more than 20 seconds perhaps just 10-15 seconds between floors, to explain, and to make such an impressive impact that the person asks for your contact details.

If you talk (or write) too much, the listener (or reader) will become bored, or think you are rude or too self-centred.

Be concise. You will demonstrate consideration and expertise by conveying your most relevant points in as short a time as possible.

1. Your nameMy name is... Look the other person in the eye. Smile. Shoulders back. Speak with confidence. Sincerity and passion are crucial in making a strong early impression.

2. Your business nameI work for... or My business is ... Loud clear proud again. Do not ask Have you heard of us..? or wait for recognition.

3. Based and covering where

I am based... and I cover... Adapt the town, city, geography for the situation. There is little value in mentioning a tiny village if you are at a global gathering, or your global coverage if you are at a local town gathering. Make this relevant to the situation.

4. Your personal specialism and/or offering, and your aims

Be different and special and better in some way from your competitors. Be meaningful for the event or situation or group, and as far as you can guess, be meaningful for the contact. Express what you offer in terms of positive outcomes for those you help or supply, rather than focusing on technical details from your own viewpoint. Load your statements here with special benefits or qualities. Be positive, proud and ambitious in your thinking and expression of what you do. Include in this statement what your aims are, to show you have ambition and that you know what you are seeking from network contacts.

Relations and Partnerships2.

Self-Study Script 11

Depending on the situation, aim to complete your explanation in less than 20 seconds. Less is more: lots of powerful points in very few words make a much bigger impact than a lengthy statement. It is a sign of a good mind if you can convey a lot of relevant impressive information in a very short time.

Conversely, a long rambling statement shows a lack of preparation, professionalism and experience.

In some situations your speech may flow smoother by inverting points 3 and 4, or combining them. If your organizational structure is complex do not attempt to explain it. The other person is not interested in this level of detail now they just need to know where you operate, and an indication of scale.

While you are speaking look the other person in the eyes, and be aware of his/her body language to gauge for interest and reaction to you personally, and to help your assessment of the other persons character and mood.

After your elevator speech, end in a firm, positive, constructive way.

ENDING WITH QUESTIONS

Questions enable more to happen than letting the discussion tail off nowhere or into polite small-talk. Depending on the situation and visible reaction (again see body language for clues of interest) you can end in various ways, for example:

Whats your interest here/at this event?What are you most wanting to get out of this event/your visit here?

or obviously if youve not already asked:

What do you do?

2.


If you already know the other persons interests and motives, for example ask:

How would you like to improve/change/grow... (various options, for example your own network, your own business activities, this sort of event, etc.)?

After giving your elevator speech avoid the temptation to force your business card onto the other person (unless this is the tone and expectation of the event), and certainly do not launch a full-blooded sales pitch. Instead try to develop the discussion around what the other person wants to do, achieve, change, grow, etc.And be on your guard for interruptions and sudden opportunities.

Many highly competent business people have a habit of interrupting and cutting short discussions when they see an opportunity. This means you may not always finish your elevator speech, in which case allow the discussion to progress, rather than try to complete what you planned to say.

Be prepared at any time to respond effectively to an interruption like, OK, I get the picture now what exactly do you need?

INFLUENCING TECHNIQUES PREPARATION

9 step approach

1. What do you want to achieve?

2. What is the range of things the other person could offer?

3. What would you be prepared to accept? (In other words what is your fallback position)

4. How will you approach the conversation? What will tune them in? What words will you use? What tactics will you use?

5. What are the facts and figures behind the situation? When did it happen? How many times? Over what period of time? What is the effect on the department/team/company? What evidence can you provide?

6. What objections may they come up with?

7. How will you overcome these objections?

8. When is the best time to influence?

9. Where will you influence?

2.


INTERCULTURAL COMMUNICATION

What are the positive aspects of communicating with other cultures at an international conference? What are the challenges of communicating with other cultures? Can you define international competence?

INTERCULTURAL COMPETENCE

Intercultural competence is having the knowledge, attitude, awareness and skills to communicate effectively with cultures other than your own.

Robert Kohl

Knowledge:

Facts and figures about your culture and other cultures What behaviour will be well or badly perceived Cultural dos and donts

Typical Behaviour

Describe a typical kind of behaviour in your culture or in a different culture where you have lived or which you know well. Explain why this behaviour is important, and what reaction will be if a foreigner behaves differently.

Attitude and Awareness

Awareness of your own culture attitudes, values & communication styles Awareness of other cultures Realising that what is normal to you may not be normal to other cultures Awareness of potential cultural gaps

Skills

Being observant describe what is happening before interpreting and evaluating Adjusting your behaviour Adjusting your communication style Modifying your use of English Mirroring your counterparts style Showing patience, tact and resilience

Cultural Differences at International Conference 3.


ICEBERG OF CULTURE

Some things to keep in mind

Dont assume sameness Your norms and values might not be shared Familiar behaviours might have different meanings Dont assume what you meant is what have been understood Dont assume what you understood is what have been meant You dont have to like the different behaviour but try to understand it3

3 http://iatefl.britishcouncil.org

3.


Where?

1. You should try to be on time for meetings

2. Meetings never start when theyre supposed to

3. People greet/say goodbye to each other with a lot of physical contact

4. People use their hands a lot when they speak

5. You go out very late to eat

6. You should be careful when calling people natives of this country in certain parts of the country

7. People talk a lot about the weather

8. People talk a lot about food

9. People talk very loud

10. Its common to say a persons surname when you talk to your boss

What about our country?

Attitudes to time/work

Talk about

Avoid saying

Greetings

Physical contact

Volume

3.


HOW TO CHAIR A CONFERENCE SESSION

Your primary duties as a session chair are to introduce thee speakers, ensure that the session proceeds according to schedule and facilitate a dialogue between the presenters and the audience while maintaining a friendly and relaxed environment. Many conference presenters are nervous before their presentations so, its up to you to put them at ease as much as possible.

Before the session

You are the primary contact between the presenters in your panels and the conference.

Contact each selected presenter in yours sessions to invite him or her to speak keep track of who has accepted and contact alternates if necessary (This will be done by Symposium Committee.)

Once the conference schedule is completed, contact your presenters to let them know the day and time of their panel. (This will be done by Symposium Committee.)

Emphasis and re-emphasise the importance of keeping papers to fifteen minutes. For most speakers this is equivalent to a double-space paper of less than seven pages or about 2,400 words-shorter than novice conference-presenters may realize! Not everyone speaks at the same rate, so they need to practice and time themselves.

Two weeks before the conferences, send your presenters reminder bout getting papers to you. This is also a good time to double-check on information youll need for your introductions-how to pronounce names, current institutional affiliations, departments, and advisors, etc.

When you receive your presenters papers, first check the length to ensure they will not go over the allotted time. Then read the papers with care and diligence. Coming up with possible discussion topics/question based on the papers contents will help you prepare for your role as discussion facilitator at the conference.

Generally, other than instructing them to cut back if a paper is too long, you should give presenters comment son their papers only if they request you to. Remember to keep feedback constructive and helpful. Dont throw your presenters into a panicked frenzy, thinking they need to rewrite the entire paper, or do new research in, the last few days.

Its a good idea to send a just checking in e-mail a day or two before the conference starts. You may want to give your presenters your cell phone number, so they can contact you with any travel disruptions or other updates (This will be done by Symposium Committee.)

Just before the session

Check that water is available for the speakers.

Introduce yourself to the presenters and make sure they know where theyll be speaking and how the question/discuss period at the end will be handled.

Roles and Responsibilities of Chairperson 4.


Remind presenters as bout the time limit, and let them know how you will notify them about the remaining time during their talks. You may hold up your hand with fingers representing minutes remaining or you could make cards with 5, 3, 1, and Conclude on them.

During the session

Formally introduce the session. The audience will normally find theirs seats and become quiet at this point, but do not hesitate to politely ask people to settle if necessary.

Introduce yourself as the session chair and provide your academic affiliation.

Ask the audience to hold question until the end of the session.

Introduce the speaker for each talk, just before his or her presentation (dont introduce all of them at the start). Give institutional affiliation, department of study, advisors name, other significant details publications for instance, or research topic if applicable-and, finally, the title of the presentation. Keep it brief.

See to any problems arise with equipment during the sessions, or seek help from HAGS Symposium Committee members.

Keep track of the time, and notify the speaker about the time remaining. It is up to you to ensure that all presenters have their fulI allotted time, so if one person is running long politely tell him or her that its time to wrap things up.

At the close of each presentation begin the applause.

Question/Discussion period

Invite the audience to ask questions. Repeat questions asked so everyone can hear.

If there are no questions you begin the discussion. You can ask presenters ahead of time to provide you with a question they would like to be asked or you can develop your own before the conference.

Promote a fair and equal exchange of ideas, and try to head off inappropriate question or comments and people who monopolize the floor. Politely ask a persistent questioner to discuss that issue with the presenter at the end of the session to allow other people time for questions. Your roles are facilitator and mediator, use tact and common sense.

A good technique to make sure all the presenters get a chance to speak during the discussion time is to take three or four questions at once, then ask each presenter in tum to take, say, three minutes to respond to any or all of them.

Make sure your session ends at the appointed time. Close with a positive comment about how interesting/stimulating/innovative the session was, and thank the presenters and the audience.

4.


LANGUAGE FOR CONFERENCES: IN THE CHAIR

As chair of a WG meeting you have to maintain control of the proceedings. Choose from these language expressions below.

The opening is fairly standard

Opening / Closing the meeting

Ladies and gentlemen, I declare the meeting open / closed

WG meetings can go on for long periods and you will need to have breaks

Adjourning the sessionI will adjourn the session for half an hour in order to give delegations time to reformulate their proposals in writing. We will resume at 3 p.m.

It might be helpful to have a short break at this point in order to allow delegations to consult one another informally. Lets aim to resume at 4 p.m.

A standard procedure is to approve the minutes and adopt the agenda. Remember that silence is taken as consent.

Approving the minutes

Can we take the minutes as read?

Would someone move that the minutes of the last meeting be accepted? (Response: I so move)

Adopting the agenda

You have all received a copy of the draft agenda, I hope. Would anyone like to comment on it?

Further items for discussion under AOB should be raised now.

The agenda has been adopted.

As chair it is your responsibility to make sure that the agenda makes sense

The purpose of the meeting

The sole item on todays agenda is the Document C No. 4711, the draft report of the Cion, on co-existence measures concerning GMO cultivation and non-GMO cultivation in the MS.I propose to give the floor to the Cion, who will present a short overview, and then we will proceed with a tour de table, so as to have a first exchange of views.

As we can see from the agenda, Item One is Article 46, paragraphs 1 and 2, of the Proposal regarding the Recognition of Professional Qualifications. As we are very near to agreement on alternative wording, I would hope to conclude this item today.

4.


Participants at WG meetings will or should wave their flags to indicate when they want to enter the discussion or make a point.

Giving the floor to a delegation

The delegate from Ireland has the floor.

The CS tells me that Finland has flagged, then Malta, followed by the UK. Finland, the floor is yours.

You will win lots of friends for keeping a meeting on track and on time

Keeping the meeting on track

I would remind delegations to confine their interventions / contributions to two minutes maximum.

As we are under time pressure, I would ask the delegate from the Netherlands to stick to the sub-ject under discussion, please.

Lets not get side-tracked. The issue under discussion is ...

You make the decision as to whether to continue or not

Postponing discussion

Well, Ladies and Gentlemen, with your approval, I propose that we defer this matter until we have more information on the legal implications at our disposal.

If no-one has any objections, I suggest that we leave this matter for the time being. We can come back to it later.

4.


MANAGING A DISCUSSION

Ex. 1

Think of just one word to fill each gap in these sentences

a. There is another ________ of ________ at this.

b. Right lets get down to ________ .

c. ________ back to what you said earlier.

d. I think were losing ________ of the main ________ .

e. Could I ________ interrupt for a ________ ?

f. Could you be a little more ________ ?

g. What exactly do you mean ________ more expensive?

h. Sorry if I can ________ finish, I was saying that

i. Could I ________ back to you ________ that?

j. Was that the ________ of thing you had in________ ?

k. Does that make ________ ?

l. Well, let me ________ it another way.

Now match each phrase with one of the uses 1-12

1. You want to change the focus.2. You want to block the other persons change of focus and return to the main issue.3. You want to interrupt.4. You want to block an interruption and continue.5. You want to begin the discussion.6. You want to return to an earlier point.7. You want to buy time after a question.8. You want more detailed information because the other person is being vague and general.9. You want to clarify one particular word or concept.10. You want to clarify what you just said by saying it again more simply and clearly.11. You want to clarify what the other person wants, using vague language to avoid putting them

under pressure.12. You want to check the information you gave was clear.4

4 Adapted from: Emmerson, P. (2007) Business English Handbook: Advanced, MacMillan: 82

4.


CHAIRING: MANAGING THE DISCUSSION

Task 1

Jurgen is not speaking at the meeting, although the topic is relevant to him. Which of these comments do you think would encourage him to speak, and which would not?

1. Jurgen, you have been very quiet. What do you think?2. Jurgen, after weve heard from Rosa can we have your views? I knew you have some experience of

this problem. 3. I think thats an excellent idea. What do you think, Jurgen?4. Your opinion would be valuable, Jurgen. How do you feel about this?

Task 2

The table below shows techniques that chair person can use to manage the discussion. Complete the table with words from the box.

so consider reaction to view on mean byare you saying in favour go over go round the table

a little more specific to approach this against

Asking for opinions Whats your (1)..that Carlos?

Whats your (1)..this Nela?

Asking to clarification I dont understand. Can you be (3)..?

Im sorry, what do you (4)..a small problem?

Using your own words to check Let me see if understand (5)..?

Sorry, do you mean that..?

Summarizing (6).., can I just summarize what weve discussed so fare?

Jon, can we just (7)..you objections again?

Widening the discussion Is there anything else we should (8)..?

What other ways are there (9)..?

Checking if everyone agrees

Does everyone agree that we..?

Can we (10)..to see if everyone agrees?

All those (11)..?

All those (12)..?

4.


Task 3

Look at these six situations. You are the chairperson. Think of a question you could use to manage the discussion in each case. Write your answers using phrases from task 2.

1. Lee has maintained process reengineering and one or two people look confused.

............................................................................................

2. Pamela has suggested that the new product is launched in July. You are not sure if everyone agrees.

............................................................................................

3. The discussion is going well, but Olga hasnt said anything. The topic is relevant to her.

............................................................................................

4. There seems to be agreement among the people who have spoken, but you think there may be other ideas.

............................................................................................

5. There has been a long discussion about possible problems in the manufacturing process.

............................................................................................

6. Mike is explaining that you main customer is having serious financial difficulties.

............................................................................................

4.


Keeping to the Point

WHAT DO YOU WANT TO COMMUNICATE?

Consider how you want to appear to your superiors, clients, subordinates and colleagues. Circle five possible endings to the statement I want to communicate that I am.

Presenting Ideas 5.


HOW WILL YOU COMMUNICATE IT?

Discuss with your group how you might communicate these characteristics.

Characteristic Communication5

1. 1.

2. 2.

3. 3.

4. 4.

5. 5.

THE STRUCTURE OF THREE

Headline

Announce the parts

Key word 1

Signal

Key word 2

Signal

Key word 3

Signal

Recap

Content

Content

Content

5 http://www.businessballs.com/timemanagement.htm

5.


6 Interpersonal Communication Skills, British Council Singapore workbook

THE STRUCTURE OF THREE: EXAMPLE

Our roster includes half of the Fortune 500 list. So what can we do for you?

I am going to tell you about Soccer Associates and how they can help your organisation grow. I am going to tell you about our history, where we stand today and then the future.

First, the history. Soccer Associates was founded by Ted Soccer in 1940 in a bank building in Lake Forest, Illinois.

The firm started as an insurance brokerage business, specializing in financial planning for business executives and professional people. As new services and new client needs arose, the firm quickly embraced them, so that by the 1950s, it was providing actuarial and related employee benefit and compensation services to major employers.

Lets talk about now! Today, Soccer delivers services through offices in 35 countries, and employs more than 19,000 associates. Our headquarters in Lincolnshire, Illinois, are not that far from the first Soccer office started by Ted Soccer.

Our associates are instrumental in developing innovative solutions that have helped our clients become some of the most successful companies in the world. As the largest multi-service HR delivery provider in the world, we handle more than 54 million HR-related customer interactions a year from more than 17 million participants.

And now the future. If you partner with us, this is what you can expect? HR, payroll and outsourcing taken care of. We will get you the best people and make sure they are taken care of. And the best people means that you will become the best organisation.

So, I have talked about the past and our small beginning, looked at our growth to present and speculated about your future. The next step towards being on the Fortune 500 list is yours.6

WHATS THE PURPOSE

Look at the following scenarios. In pairs, work out the purpose of communicating for the scenario your trainer gives you.

1. As an engineer, you have been quite closely involved in designing a new product, which will probably be due for pre-production tests in about six months. The head of the design team comes into your office one morning and says:

Marketing have asked us to talk to them about this project, so Ive arranged for you to meet them next week. Tell them about the technical specifications, since thats the area youve been working in.

Purpose__________________________________________________________________________

5.


2. You teach presentation skills at the British Council. The Director of Studies comes in one morning and says:

Youve got someone from Ministry of Defence in your course, havent you? Well, his boss seems impressed by what were teaching him, so would you mind going out and talking to him?

Purpose__________________________________________________________________________

3. You recently made a hot air balloon journey across the Himalayas. The Principal of a junior college rings you and asks:

Would you mind coming and talking to our students? Im sure theyd be very interested.

Purpose__________________________________________________________________________

4. You work in the Personnel Department of a company thats going to move to excellent new spacious, modern premises. The General Manager calls you in one afternoon and says

Look, there are lots of rumours going around about the new factory. People are saying theres no bus service, the canteen wont be big enough, there wont be any air conditioning all sorts of things. Theyre completely wrong! Perhaps you could call a meeting and give a quick presentation?

Purpose__________________________________________________________________________

5. You have been involved in a project for the last four months. The project is going well and results so far look very promising. Your boss comes into your office one day and says:

Head Office have ordered a review of all expenditure, and theyre sending someone over next week. They might want to cancel your project. If we organise a presentation for them can you talk about your project for 10 minutes?

Purpose__________________________________________________________________________

Important Note

The purpose of most presentations is to influence your audience (e.g. persuade, inspire, reassure, encourage, motivate, sell, etc). This means that it is insufficient to say that the purpose of your presentation is to share information or to inform.7

7 Source: Success with Presentations Workbook p15,16

5.


YOUR BODY

Body language is:

Appearance (grooming, attire, etc)

Gesture (arms and hand movement)

Facial expression (eyes and mouth)

Body posture and movement (slouching, nodding, pacing, etc)

Body positioning in relation to the audience and the environment. (standing, sitting, in front, to the side, etc)

While you are speaking, your body language will be synchronised with the words you emphasise with your voice. All your body language must have a purpose that supports what you are saying. Anything else distracts your audience.

5.


VOCAL DELIVERY PAUSING

Look at the two versions of the opening statement below. Read each one aloud. Pause where you see a / (forward slash).

1. Thank you for that introduction / Mr Lim / ladies and gentlemen / Id just like to say how pleased I am / to be here in Singapore again / its a full six years now......

2. Thank you for that introduction / Mr / Lim / ladies and gentlemen / Id just like to say how pleased I am / to be here in / Singapore again / its / a full / six / years now......

Which version is more acceptable?What could the other version imply?How might an audience react?

VOCAL DELIVERY PACE AND PAUSING

Your trainer will read the first example (very quickly and without any pauses).

1. Thank you for that introduction Mr Lim ladies and gentlemen Id just like to say how pleased I am to be here in Singapore again its a full six years now......

Your trainer will read the second example (very quickly but with pauses this time).

2. Thank you for that introduction / Mr Lim / ladies and gentlemen Id just like to say how pleased I am / to be here in Singapore again / its a full six years now......

Which is easiest to understand? What does this tell us about pausing?

EMPHASISE KEY WORDS

How can you express the statements below in an emphatic way?Your trainer will give you an example. Then take a few minutes to prepare and try them yourself.

1. In a small country like Singapore, with no natural resources, it is important to attract foreign investment.2. If you have to present ideas verbally, it is not a good idea to read from a script.3. The Zenith will give you better performance than any other 1400cc car on the road.4. Be sure to remove dirt and grease from all surfaces before applying paint.5. There is no proven link between smoking and cancer.6. Unless we reduce the amount of paperwork, this organisation will slowly strangle itself in red tape.

Vocal Delivery Skills6.


KEY WORD EMPHASIS AND BODY LANGUAGE

In pairs, stand up facing each other and take turns reading aloud from the passage below, making sure that you emphasise the key words (marked in bold). And

Use your own name in the space indicated. Make sure you speak loud enough for everyone in the room to hear you. Do not hold anything in your hands (including this page). Your partner can hold this page up for you

to read from.

Good morning, my name is and Im here today to talk to you about presentation skills. The reason is that you will each be giving a presentation later this morning.

My presentation will take ten minutes and Ill be using PowerPoint to present the key points and Ill give you some detailed hand-outs after my presentation.

Well have an open discussion at the end of the presentation, so please keep your questions until later. Ill be covering three main areas. First well look at how to take control of your materials. Second, well see how you can take control of yourself. And finally, well tackle how to take control of your audience.

SIGNAL TRANSITIONS

Signalling transitions means making it clear to your audience that you have just finished one point and are moving on to another point.

For example:So I think that just about covers the finance side of things.(PAUSE)(looks round audience silently, eyebrows raised)Right. Id like to go on to say a few words about .....

Signalling Visually and Vocally

What else can you do to make it clear to your audience that you are moving on to another point?

Visually

Vocally

6.


The Rule of Threes

For some reason, the human brain seems to remember information more effectively when it is presented in threes (triplets). Here are some famous examples:

Government of the 1people, by the 2people, for the 3people Abraham Lincoln

Never in the history of human endeavour has 1so much been owed by 2so many to 3so few Sir Winston Churchill

Veni, vidi, vici Julius Caesar

1Tell me and I forget. 2Teach me and I may remember. 3Involve me and I will learn Benjamin Franklin

How do I do it?

There are three ways to do this.

1. Organise your points in your presentation into threes in the planning stage.2. Repeat or paraphrase one point in three slightly different ways.3. Highlight only the three most important points from a list of many points.

Antithesis

This is a structure where two contrasting ideas are deliberately used in consecutive phrases or sentences.

I have a dream that my four little children will one day live in a nation where they will not be judged by the colour of their skin but by the content of their character Martin Luther King, Jr.

And so, my fellow Americans, ask not what your country can do for you; ask what you can do for your country John F. Kennedy, Inaugural Address

And here are some examples of antithesis used with the Rule of Threes.

1Reasonable men adapt to the world. 2Unreasonable men adapt the world to themselves. 3Thats why all progress depends on unreasonable men George Bernard Shaw

Thats one small step for a man, one giant leap for mankind Neil Armstrong

1To be or 2not to be, 3that is the question William Shakespeare

How do I do it?

You can use words that show contrast, such as: but on the other hand however or, etc Or you can use a word or idea in one sentence that is the complete opposite of a word or idea in another (reasonable unreasonable, your country can do you can do).

AntithesisYour PresentationIdentify opportunities for you to use antithesis in your presentation. Be prepared to present these to the class.

6.


THE SKILLS OF A SUCCESSFUL DEBATER

Write down at least three skills that you have which may help you become a debater.

1.2.3.

PUBLIC SPEAKING 10 TIPS FOR SUCCESSFUL DEBATINGBy Dennis McCurley

The opportunity to speak your mind on any particular subject is only limited by a lack of knowledge. If you fall short in the realm of knowledge then you probably will be fearful of even opening your mouth. With knowledge comes understanding and with understanding come the ability to speak out and debate the topic with just about any person from any corner of the world.

The main way to acquire the knowledge to debate any topic is to have completed enough research to allow you to speak on this topic. There are multiple ways to perform said research so please do not allow the miss use of time to hinder you. Of course most people are aware of the internet and how to use this media to gain information about almost any subject. But please do not limit your research only to what you can find on the internet. The use of any decent library will provide additional information that can be very useful. Most libraries maintain a well stocked periodical section and finding articles in a variety of magazines can prove to be very convenient.

Being well-armed with good research you can begin to formulate how you will hold your debate. The first step that must be adhered to is being logically. The use of good conversational logic is one of the most important aspects of any good debate. Logic allows you to remain on subject and it also allows your opponent the opportunity to fully understand all of the points you are attempting to make.

Along with logic you will need to have the understanding of being able to make clear counter arguments. To have this ability you must be able to hear and understand each point your opponent is making. Remember, you have two ears and one mouth so it is reasonable to think that you should listen twice as much as you speak. Hearing and understanding what is being said to you will enable you to utilize your knowledge of the subject matter to form exactly what it is you are going to say to refute the comments of the other side.

Another strong aspect of any successful debate is being able to maintain a clear mind. Do no allow yourself to be trapped into the position that your argument is the only correct argument available. While you may not completely agree with whatever it is that your opponent is saying when you find yourself even in the slightest agreement then use that to your advantage. By stating that something your opponent has said as being valid, and then countering these statements with additional fact will not only disarm your opponent but will show to anyone listening that your knowledge is sound and should not be questioned.

As you debate the subject make sure to keep to the facts. In any good debate there should never be any personal attacks. A personal attack does nothing to ensure a continued discussion of the facts but forces the other party to defend themselves. Remember, you are debating the facts pertaining to a particular subject and nothing else.

Debating skills 7.


While any good debate will undergo many ebbs and flow of information it is extremely important that you remain on subject. If you opponent moves into an area that is off of subject let it go. Do not allow yourself to fall into this trap. If you then move on to discuss the new, uninvolved information you have been taken away from the very points you have been doing your best to establish. All this will do is allow your opponent the opportunity to show you to be less informed than you really are.

Before you begin the debate you should have written down as much of the information you plan to utilize. Whether this is done long hand as for your introduction of one many varied note cards that you will be able to use as evidence during the debate. The writing of this information should be clear and concise and your grammar should be above reproach. When speaking your grammar should also be correct. Do not allow yourself to fall into the mistake of using slang of any type to make a point. The use of slang will only allow your opponent the chance to make light of any point you have made rather it be important or not. Remember, the object of any debate is to win, and the use of slang words is the same as providing another arrow for your opponent to use against you.

Most debates can become heated as both parties generally believe in what it is they are saying. Make sure that you refrain from becoming personally upset as the debate heats up. The main problem that you will run into here is the normal human desire to chastise the other party. This is usually accomplished by making somewhat childish remarks or using abusive language in hopes of upsetting the other party. This does not win a debate and is usually grounds established for losing.

If your debate does become heated take a deep breath and do your best to relax. Remember, you are debating a particular subject not the other personality. Failure to keep this clearly and firmly in your perspective will force you into the trap of making personal attacks. If you make this major mistake then the only outcome you should expect is a victory for your opponent.

Finally the one thing that you must do is ask for the win. Many a debate has been lost because this one feature has been overlooked. You have made all of your planned points, you have offered rich counter arguments to most if not all of your opponents points, you believe in everything you have said. So prove this to be true, look directly at the judge and ask him or her to agree with you. Once you have accomplished this then sit back and await the judges decision.

Article Source: http://EzineArticles.com/?expert=Dennis_McCurley

EXPRESSING DISAGREEMENT

Look at this list of phrases for expressing an opinion and agreeing/disagreeing. Write O next to a phrase expressing an opinion, A next to phrases for agreeing, D for disagreeing A+D expressing initial agreement, but then adding an opposing view.

1. Exactly!2. I agree with you, but I think we also need to consider3. I dont think its possible to say that in this case4. I agree with you to a certain extent, but5. I totally disagree6. Im not sure I entirely agree with you on that point7. Thats right; in this case its clear that

7.


8. In my opinion, by doing that you risk..9. That may be true, but its impossible to..10. I couldnt agree more!11. I see your point12. I suppose that could be true, however..13. ..youre absolutely right, in this case it is clear that14. Thats not a bad idea..15. I see what you mean, but..16. Id go along with that17. I wouldnt go quite as far as that18. Im afraid its not as simple as that19. Im with you there20. Well, yes and no...8

DEBATING SKILLS: INTERRUPTING

Ex. 1 Which of the following phrases would be a polite way to interrupt a speaker?

Sorry, but Shut up a minute and listen Excuse me for interrupting, but Can I add here that If I could just correct you on this point.. Id like to comment on that. Let me speak now.. May I just add something? Id like to say something, if I may.. Hang on there, you dont mean.. Can I ask a question? If I could just interrupt you there I dont want to talk about that anymore, lets move onto something more interesting.. Could I just add something at this point?

Ex. 2 Work in pairs, A choose a topic from the list and B try to interrupt with questions as often as possible (in a polite way, of course!)

1. What you did last night2. A funny thing that happened in your office3. A joke you heard recently4. A meeting you went to recently5. What you think is the best way to study English6. The history of the EU7. A fabulous meal you had recently8. Your journey to work every morning

8 Adapted from an exercise in Krois lindner, A. & Translegal, (2006) International Legal English, CUP, Cambridge

7.


Can you think of any phrases A could use to return to the original topic?(e.g. Anyway)

Now exchange roles, now B tells A something and A tries to interrupt!9

POLITENESS AND SOFTENING

Make the sentences below sound more polite or soft. Use the words in brackets

1. We have a problem. (seems / slight) 2. Can I interrupt? (could / just / for a moment) 3. Therell be a delay. (might / just / small) 4. There are three things I want to discuss. (one or two / wanted)5. I assume the documentation is ok. (am)6. Were unhappy with the proposed amendment to article 2. (Im sorry/ not very)7. We expected a more flexible response. (hoping for / slightly)8. Please show me your draft proposal. (was wondering / I could / a quick look at)9. You dont understand how important this is. (With respect / dont seem)10. You must give us more time. (We appreciate it / if / could)11. The process is apparently going very badly (apparently / not / well)12. There are some technical problems to sort out. (far / I know / just a couple of)

DIPLOMATIC LANGUAGE

Match the rather rude phrases in Italics with the polite version (a-k) below. Can you suggest alternatives to the underlined words?

1. Thats rubbish! b) With respect, thats not quite right

2. Thats not relevant1. Thats not the point2. Thats not true!3. Youve missed the point4. You didnt understand what I said about that5. Youre not listening to me, I didnt say that6. Youre wrong about that7. I dont agree with you8. I already told you what I think about that9. Dont interrupt when Im speaking!10.Let me finish!

a) Please allow me to finish my point.b) With respect, thats not quite rightc) Im not sure I really share your views on this matterd) Im not sure you quite understand what Im driving ate) If I could refer you back to what I said earlier about thisf) I would see it in quite a different wayg) I feel we may be getting away from the pointh) If I may just finish what I was saying..i) Thats not what I mean exactly, if you would consider what I actually said j) I would interpret that rather differentlyk) Perhaps I havent made my position entirely clear on this pointl) I dont think thats really relevant

9 Adapted from: Keller, E. and Warner, S.T., Conversation Gambits, Heinle/Thomson

7.


20 WAYS TO SAY NO10

1. I am in the middle of several projects2. I am not comfortable with that3. I am not the most qualified person for the job4. I do not enjoy that kind of work5. I do not have any more room in my calendar6. I hate to split my attention among projects7. I have another commitment8. I have no experience with that9. I know you will do a wonderful job yourself10. I need to focus more on my personal life11. I need to focus on my career right now12. I need to leave some free time for myself13. I would rather decline than do a mediocre job14. I would rather help out with another task15. Why dont I hook you up with someone who can do it16. Not right now, but i can do it later17. Some things have come up that need my attention18. This really is not my strong suit19. Id rather not/ Id rather you didnt 20. No (No is not a dirty word! Sometimes its okay to just say no! Just say it in a way that expresses

respect and courtesy leave the door open for good relations)

Now, practise saying no with a partner by sharing with them some of your recent examples and role-playing what you would have liked to say instead.

PEOPLE DIFFERENCES

In the book, People Styles at Work, Robert and Dorothy Grover point out some home truths! Its not easy to have good relationships with everyone we work with. Behavioural science researchers tell us that at least 75% of the population.

Dealing with questions and challenging participants

10 Content provided by OnlineOrganizing: www.onlineorganizing.com

8.


think differently, decide differently, use time differently, work at a different pace, communicate differently, handle emotions differently, manage stress differently, deal with conflicting opinions differently .. from you.

Not necessarily worse. Not necessarily better. Just different.

Every individual is a minority.

People who are very different from one another

have a harder time establishing rapport miss-communicate more often are less likely to be persuasive with one another rub each other the wrong way just by being themselves

In a study of derailed executives, the ability or inability to understand others perspectives was the most common reason for failure (see resources). Most studies have found that aside from the decision to downsize, about 80% of employee firings are due to poor interpersonal relationships.

8.


PRACTISE THE DECISION TREE

Feedback / Criticism / Complaint

Listen

Assess

True? Not sure? False?

Acknowledge Acknowledge Disarm

Agree: Youre right. Paraphrase to ensure you

heard accurately

Ask for more Probe Acknowledge the part that may be true / feelings

Apologise / explain yourself (if appropriate)

Assure that you will investigate further

Add your own perspective

8.


TECHNIQUES FOR HANDLING CRITICISM

Feedback or criticism? Whatever you prefer to call it, our natural immediate response to criticism is to feel discouraged and unhappy.

However, as with failure, criticism has a very positive side:

It may be an indication that you have taken a risk and chosen to tackle something that is a challenge to you

Criticism can be valuable feedback and a necessary part of the learning process. Praise doesnt help us grow criticism does!

Acknowledging

When someone criticises you and the criticism is accurate, an appropriate response is simply to agree. This technique allows you to accept your mistake without necessarily apologising for it or beating yourself up about it.

Disarming

This is one of the most difficult, yet powerful, techniques for responding to criticism from clients and colleagues when you want to keep the peace. Disarming allows you to defuse the situation, without acknowledging that you actually agree with the criticism.

Find something in the criticism that is accurate and acknowledge it. orIf you assess there is no truth at all in the criticism but you cannot contradict the critic, acknowledge their feelings without admitting to errors you didnt make.

PROBING

This technique is effective when you cant tell if the criticism is valid or unjustified because the critic is vague. Probing allows you to gain enough information from the critic to determine their meaning. Using where, what, when, how, and why questions allows you to elicit the information you need to judge how to respond to the criticism.

Try it out! Identify the techniques used below

1. Criticism: You walked away from the photocopier leaving a paper jam! Response: Youre right I was in a rush. Sorry, I should have fixed it.

2. Criticism: You never tidy your desk its always so messy looking. Response: Youre right. Its been a couple of days since I cleaned it.

3. Criticism: Youre biased towards one person in the team. Response: What am I doing that makes you think that?

8.


4. Criticism: Where have you been? You were supposed to be here at 10.00 and its now 10.30! Response: I realise Im late. A crisis came up at work as I was leaving. I tried to call you, but you had already left.

What do you think would be appropriate responses for these?

How could you make such a stupid mistake, what were you thinking? I dont know why I hired you in the first place._____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

I thought your presentation was good but you could have given more examples. You seemed to be in a rush to get it over with. ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

PRESENTATION SKILLS DEALING WITH DIFFICULT QUESTIONS

If you give enough presentations, theres a good chance that someday youre going to find yourself the target of an uncooperative or hostile audience member. As in most crisis situations, you will be in good stead to have a plan of how to respond. There are many verbal techniques available which will help you handle hostile or difficult audiences, some of which I am able to outline here. These are all tried and tested over the course of the last 10 years during my own personal training and presentation courses. Use them with confidence they really work!

1. Questions that keep on coming

One of the most common difficulties youre likely to encounter is a barrage of questions from a single or several audience members. Sometimes these people really want answers to their questions but at other times the interrupter has a hostile motive.

Usually, this sort of person does not want to attack you personally. On the contrary, the questioner is launching an attack on the material that you are presenting. This is a very important distinction, because the most effective way to attack the material that you are presenting is to draw you off topic into areas that you are not prepared to speak about. Dont go there stick to your guns and the messages that you have pre-prepared for yourself.

8.


Short sharp concise answers

The least confrontational way of dealing with a constant stream of questions is to answer each question as briefly as possible. Limit your answers to one breath in length. And before stating your answer, ask yourself if this material will be covered later in your presentation. If it will be, tell the interrupter that the material will be covered later. Dont expand on your answer, because lengthy replies containing additional details will only serve to give the questioner additional opportunity. After giving your succinct brief answer, go straight into the next topic.

While you may not want to take time to answer unexpected and off the topic questions, if the interrupter is an authority figure, you may feel obligated to do just that and answer the questions. Remember, keeping your answers brief minimises the negative effect of the interruptions and allows you to move on.

Set Limits

Setting limits is a great way to discourage constant interruptions. State the limits at the outset of your delivery and tell the audience why these limits will benefit them.

Acknowledge and Delay

Please dont ignore a question. Doing so may be taken as a sign of hostility on your part. Even if questions are inappropriate or ill-timed, try to acknowledge them.

If short answers and setting limits havent deterred interruptions, acknowledge the question but delay the answer. By using bridging techniques which are words or phrases which allow you to acknowledge and move on, no-one will ever think you are rude and dismissive.

2. Off-topic Questions and Discussions

A handful of off-topic questions from your audience shouldnt pose a problem for you. However, if they are many, a problem may well exist. If the off-topic questions emanate from several people, this could be a sign that your presentation is unsuitable.

If the off-topic questions stem from one person, then your presentation may be unsuitable for that person or the person may be hostile to your material. The interrupter may be trying to make your material look bad because he or she will benefit from its failure.

Ask for Relevance

One technique for dealing with an off-topic question is to ask for its relevance to the current topic. This must be done tactfully, to avoid offending or embarrassing the questioner. The sooner you can relate the question to the current topic, the sooner you can tell the audience member that the answer can be found in another part of your presentation.

8.


Write Down Questions

If there are a stream of off-topic questions that you cant relate directly to your course material, you could offer the audience the opportunity of writing down their questions in hope that you will answer as many as possible at the conclusion of your presentation.

3. Confrontational Questions

When dealing with a confrontational question, separate the attitude of the questioner from the content of the question.

Separate Content from Tone and Restate calmly.

Separating the tone of a question from its content defuses a question. If the tone is challenging and you respond to the tone, with a challenging or sarcastic response, you decrease your credibility. Never ever lose your cool. If you display emotion, the game is up.

If however the content poses a legitimate question, and you are able to rephrase and restate the question in a conciliatory way, all confrontation will be defused.

When faced with a confrontational question or statement, pause and look for the legitimate question within it. Restate it and answer it as honestly and completely as you can. You will have turned an obstacle to your advantage.

Address Hostility behind Closed Doors

If defusing hostile comments doesnt work well, you may need to speak privately with the questioner. Keep the discussion focused strictly on the training process, not on their problem and offer to have a chat with the person at the conclusion of the event.

Remember that if someone or a group of people start being disruptive during your presentation, you wont be the only one wholl be annoyed or upset. You can use the audience to support you in dealing with difficult members within it. You are the speaker and therefore the person in control. Dont let one audience member ruin it for everyone else.

8.


Tips for Answering Difficult Questions:

1. Treat your audience with the respect youd like to have shown to you. Answer their questions directly and honestly.

2. I dont know is a very acceptable answer to some difficult questions. So relax. Never feel like you do have to know everything.

3. If youre asked a question and you feel you should know the answer, please consider saying: Thank you. Thats a very interesting question. Ill have to get back to you on that, after Ive spoken to (whomever).

4. Set a time and a time limit for questionsIn any presentation its always a good idea to set a time when the audience can ask questions. Its also good to set a limit to that question time.

5. Never end your presentations with a Q and A sessionWhile its great to keep the questions until after youve spoken, please make sure that you have the last word. Literally. When youve answered questions, be sure to end your presentation with a strong assertion of your main message(s).11

11 Source: http://www.selfleader.com/blog/business-communication/presentation-skills-dealing-with-difficult-questions/

8.

British CouncilLjubljanska 971 000 SarajevoBosnia and Herzegovina T+ 387 33 250 220F + 387 33 204 711 www.britishcouncil.ba

2014 British Council, the United Kingdoms international organization for educational opportunities and cultural relations. We are registered in England as a charity.

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