Information exchange

1 Roughly h ow m uch of your working week do you spen d in meetings?

ifa problem causes many

2 Read the well-circulat ed web joke below. Is th is anything like t he meet ings you take
part in?
meetings, the meetings
evenh1ally become more
important than the problem. You can:
Arthur Bloch, Murphy's Law • catch up on the latest gossip
• complain about work
• flirt
Then why not HOLD A MEETING! • take a nap d uring PowerPoint
How do you ensure that presentations
meetings are kept to a • chat, tweet o r email on your
minimum? smart phone
• share whatever's on you r mind
Learning objectives: • practise a ll the latest buzzwords
Unit 2 • offload nasty jobs onto absent
Business communication colleagues
skills Describing attitudes 1 • resched ule m issed deadlines
to and content of meetings;
• postpone decisions
Paraphrasing information;
Pointing out discrepancies; • feel important
Dialogue-building using the And all in work time!
language of meetings~Fluency:
Breaking bad news an'a writ ing
a report
Reading Meeting: breaking bad
news
Listening A meeting: problems
with a product; Five meetings:
discrepancies; The language of
meetings
Vocabulary Meetings 3 The language of business is con st antly changing; phrases such as face time, cloud
Grammar Conditionals computing and exit st rategy come and go. What are som e of the current 'buzzwords' in
Phrase bank Debating issues
your line of busin ess?
b In company interviews
Units 1- 2
4 With a partner, try to complet e the buzzword dictionary definition s below by writing
in the missing vowels.
1 A change of m_nds _t means completely rethinking your attitude and approach to
something.
2 A company's c _ r _ c _ mp _ t _nc __ s are its st rengths, th e things it does
particularly well.
3 P _ r _ d _ gm shif t is a fundamental change in the way something is done.
4 To be pr __ ct_ v _ is t o make things happen rather than waiting for them to
happen. Always having Plan A, B or even C, if necessary!
5 To syn_ rg _ z _ means to combin e strengths and ben efit from working together as
a t eam.
6 To th ink _ _ ts _d_ th_ b _ x is to think in totally n ew and creative ways.
7 To dr _ ll d _ wn is to go into more detail.
8 Getting b _ y- _ n from people means getting their support for a proposal or project.
9 To take a business to th_ n_xt l_ v _l means to expand it and make it more
competitive. __.-
10 You n eed to do a r _ --:TJ ~ty -ch_ck when you've lost t ouch with the real world.
11 Th_ b _ tt _m Ii __ is th e essential point in a discussion.
12 _Looking ~t t h _ b _ g p _ ct_ r _ is looking at the situation as a whole.
13_, To b _ n chm _ rk is to use a successful company's standards to measure and improve
your own.
14 To r _ m p _ p production or sales is to increase th em.
15 Emp_w _ rm _ nt gives employees th e confiden ce and authority t o take control
of their jobs.
02 INFORMATION EXCHANGE 13
 5 1.06 You're going to play a game that's become popular with bored executives the
world over - buzzword bingo! First, turn to page 119 and choose a bingo card. Then listen
to a manager in a corporate sales meeting and cross off the buzzwords as he uses them.
The first person to cross them all off and shout 'Bingo!' wins the game.

6 Some of the things you might really want to discuss in an information-sharing

meeting are listed below, but the second word in each pair has been switched with another
in the same column. Switch them back. The first two have been done for you.
a 1 production margins b 1 quality campaigns c 1 customer budgets
2 balance appraisals 2 sales chains 2 recruitment setting
3 market channels 3 advertising control 3 salary support
4 staff sheets 4 cost development 4 training relations
5 profit methods 5 supply projections 5 price procedures
6 distribution trends 6 product cutting 6 IT reviews

7 Work with a partner. Take turns to explain one of the terms in 6 and see if your
partner can guess which one it is. How many can you get right in two minutes?
It's predicting how many products you think you'll sell.
'Market trends'?
No.
Oh, you mean 'sales projections'?
Right.

Making things clear

1 How direct are people from your country when it comes to doing business? Complete the
diagram below with the nationalities in the box. Then check your answers on page 137.

American Brazilian British Chine e French

German Indian Italian Japanese Russian

10

Direct Indirect
Barry Tomalin and Mike Nicks, The World's Business Cultures and How to Unlock Them

2 In meetings, especially in indirect cultures, people are sometimes reluctant to say

exactly what they mean - especially if they have bad news! Match the vague statements to
their blunt equivalents.

Vague Blunt
a I'm sorry to report that the project has not been a Our assembly plant may be closed down too.
complete success.
2 Sales are falling.
b Technically speaking, we have run into negative profit.
3 People are going to lose their jobs.
c I think there's a general lack of consumer confidence. 4 It's fa iled.
d You know we've always been a market-driven
5 We'll have to hold another meeting!
organization.
6 We've made a loss.
e Now is not the time to expand, but to consolidate.
7 Let's do nothing.
There will have to be some restructuring of the
department. 8 We've never had an original idea.

g We may also have to consider outsourcing production

to cut costs.
h Of course, we won't be able to finalize anything today.

14 02 INFORMATION EXCHANGE
 3 1.07 A computer games company has had problems with its latest product.
Listen to an extract from their meeting and check your answers in 2.

4 Summarize the meeting you just listened to using the notes below. Listen again
if you need to.

a ar nline amin ystem

Considerable investment in design and marketing - project not a complete success - negative
profit - disappointing sales - lack of consumer confidence - Sony and Nintendo innovate - we clone
technology - do it cheaper - a market-driven organization - market massively oversupplied - bad
time to expand - good time to consolidate - departmental restructuring necessary - possibly
outsource - cut costs - assembly plant closure likely - schedule another meeting - final decision

5 Work with a partner. Take turns to read out the vague statements below. The other
person should paraphrase them in a more direct way using the expressions in the box and
the words in brackets.

In other words, . .. So what you're (really) saying is ...

What you (really) mean is . . . You mean ...

a The results so far have been rather disappointing. (disastrous)

b We may currently be overstaffed in the customer relations department. (lay-offs)
C Head Office's reaction to the idea has not been as positive as we hoped. (hate)
d Sales have not yet matched our original projections. (not selling)
e The market doesn't seem to be as buoyant as it used to be. (dead)
f The project is likely to cost rather more than we anticipated. (over budget)

Queries and comments

1 , 1.08 Listen to short extracts from five meetings. Each contains one piece of
information that doesn't make sense. When each extract pauses, work with a partner and
decide what the discrepancy is. Then listen to the rest of the extract and check.

2 Work with a partner to practise pointing out discrepancies. Speaker A see page 119.
Speaker B see page 128.

3 1.09 Listen to an extract from a meeting. A CEO is breaking some bad news t o the
board. When the conversation pauses, write the board members' queries and comments
using the notes in brackets to help you. Then continue listening and check. The first one
has been done for you as an example.
a (say/fall short/projections again?)
Arej,fOU SC1J;fit13 theg'vefa!le11 s h ort ofprgiections a3 m n ?
b (suggest/introduce/ price cuts?)
c (surely/not say/ time/ phase them out!)
d (this mean/ should/invest more/ new technology?)
e (tell us/ could be lay-offs?)
f (mean some kind/ job-share scheme?)
g (so/ say/should/ spend more/R&D)
h (this mean/ think/ centralize distribution?)
(hope/not suggest/situation/ hopeless)

4 The following phrases and expYe·s sions were all in the meeting you just listened to.
Reverse the meaning of each by changing the word or words in bold. The first one has
been done for you as an example.
.a-- disappointing figures d run at a loss h overseas distributors
e11cou ra3i113f3ures e phase them out inflated prices
b fall short of projections f the unions oppose it volatile markets
c miss our targets g slide into debt

02 INFORMATION EXCHANGE 15
 5 Turn to page 141. Look at the listening script of the meeting you listened to in 3 and
answer the questions.
a How many examples of conditional sentences and expressions are there?
b Apart from if, which three words are used to link the conditional to the main clause?
c Only one of the conditional sentences refers to the past. Which one?
d Why is the past tense used in the following example from the meeting?
Even if we decided to do that, and it's a big if, it would take time to implement.
e If only it was that simple (line 29) means:
I wish it was that simple. D I doubt it's that simple. D
f We're not really in a position to invest in anything, even if we wanted to (lines 30-32) means:
We don't want to invest in anything. D
Wanting to invest would make no difference. D
The language of meetings
1 Work with a partner. One word will complete each of the following extracts from
meetings. Can you agree what it is? If you need help, turn to page 122.

Ascheduling meeting
Right. Basically, the is this: the contract is ours if we want it.
But we're not in a to take on another project right now, are we?
I know. Jan, what'syour on this?
An IT meeting
Look, it's not just a of software, Alessandro.
Of course not. It'salso a of hardware. The entire system needs upgrading.
But that'sout of the We can't afford that kind of capital outlay.
Amarketing meeting
Sales are down. One would obviously be to cut our prices.
That'sno longer an for us. We're barely breaking even as it is.
Well, then we've no but to rethink our whole marketing strategy.
An HR* meeting
Well, there's no easy to this, but how about voluntary redundancy?
I don't think that's the but maybe we could reduce people'shours.
That might have been the if we didn't already have a strike on our hands!
Astrategy meeting
Now, let'snot make a out of this. What if we just pulled out of Sudan?
Well, I've no with that, but our partners won't be happy.
f No, but that's not our is it? The political situation is just too unstable.
ACRM** meeting
I'll get straight to the We're getting too many customer complaints.
I agree with you. But the is we don't have the staff to deal with them.
That'sbeside the We shouldn't be getting them in the first place!
Acrisis meeting
I'm afraid the is serious. And if the press get hold of the story, ...
Look, we'll deal with that if and when it arises. Let'snot panic just yet.
You're right. What this calls for is calm and careful planning.
Abudget meeting
The is, we're simply not spending enough on R&D.
As amatter of we've doubled our R&D budget this year.
That may be so, but the remains we're losing our technological lead.

* Human Resources
** Customer Relationship Management

/
INFORMflON EXCHA
 2 1.10 Listen to the meeting extracts in 1 and check your answers.

3 Now decide which of the words in the box on page 122 will complete the following
sentences and match them to what they mean.
a That's a matter of ______ You're wrong!
b I think that raises a different ______ I disagree!
c Yes, but look at it from my point of ______ That's unimportant!
d Actually, that might not be a bad _ _ _ __ That's irrelevant!
e That's not an _ _ _ _ __ Good point!
f What gave you that _ _ _ _ _? What about me?

['ve been asked to Breaking the bad news

inform you that ...
1 Your company was recently acquired by a former competitor in a hostile takeover.
It seem / appears that ...
The new board of directors has decided it's time for a serious shake-up. Each of you has
I'm afraid that ... been chosen to announce at a special interdepartmental meeting some of the changes
It' felt that ... they would like to see implemented. Speaker A turn to page 118. Speaker B turn to page
The following option 128. Speaker C turn to page 133. The phrases on the left may help you to prepare.
are being explored ...
The suggestion is that ... 2 When you're ready, take turns in your group to present the proposals. They could be
The basic idea is to ... controversial, so:
fn addition, what' being
• put them forward one step at a time and get reactions from the group before moving
propo ed is ...
on to the next step
This would obviously
mean ... • invite discussion of each proposal and take notes on any comments or alternative
suggestions
• even though you yourself may not be in favour of the proposal you put forward, you
should at least initially show loyalty to your new bosses by sounding positive.

...... In company interviews 3 Write a memo to the board outlining the reactions to the proposals you presented at
1:.:,1• Units 1 - 2 your meeting.
 02 Information exchange
Vocabulary n Well, I haven't given I taken it much thought.
o I'm for I with you there.
Meetings p To my meaning I mind, it's like this.
Metaphor: discussion is a journey q To a point I an extent you're right.

1 A lot of the language of discussion refers to journeys. 3 Categorize the expressions in 2 according to their
Read the conversation and underline the references to purpose.
movement and travel. There are 20. 1 asking for an opinion DODD
Ian returns to the boardroom to find the meeting 2 giving an opinion DOD
in chaos ... 3 giving no opinion ODD
Ian Sorry about that. Had to take a phone call from 4 agreeing D
Bangkok. So, are we any nearer a decision? 5 disagreeing ODD
Erik Not yet, but we're getting there. I think we're more
or less on the right track, anyway.
6 half-agreeing DOD
Sonia Are we? I'd say we've got a long way to go yet.
We just seem to be going round in circles. Grammar
Erik Well, we were making good progress before we got
sidetracked, Sonia. Now, returning to the question Conditionals
oflogistics ... Put a cross next to the ending (1-3) which isn't
Ella Sorry, but could I just go back to what I was saying grammatically possible and then correct it.
earlier about freight charges? The first one has been done for you.
Sonia Hang on, hang on. Aren't we getting ahead of a As long as we're well prepared, ...
ourselves here? We haven't got as far as discussing 1 we've got nothing to worry about . ./
transportation yet, Ella ... 2 we couldn't go wrong. )<
Erik We don't seem to be getting very far at all! 3 we'll be fine . ./
Ian The conversation seems to have drifted a little we can't30 wrong.
while I was away .. . I can't quite see where all this is
b I'll send them an email ...
heading.
1 if you'll tell me what I should say.
Erik We've certainly wandered away from the main
2 if you think it's worth it.
topic. Now, logistics ...
3 provided I hadn't lost their address.
Sonia I was just coming to that. In my opinion, this whole
plan is totally impractical.
Ian I don't think I like the direction this discussion is C If you're going out, .. .
going in. Okay, look, we've covered a lot of ground 1 you're going to miss the meeting.
this morning, but I think that's about as far as we 2 you'd better take an umbrella.
can go at the moment. 3 I come with you.
Erik Now, just a minute! We haven't come this far to
break off now, surely .. . d Do that ...
Idiomatic expressions 1 and you'll regret it.
2 if you'll get the opportunity.
2 In the fixed expressions below, delete the word you 3 - we'll lose business.
wouldn't expect to hear.
a So, what do you reckon I guess? e I'd stay and help you ...
b I wouldn't go quite as far I much as that. 1 if I'm not going out this evening.
c Where do you stand I ~it on this? 2 if I hadn't promised Jo I'd meet her.
d Well, that goes without saying I speaking. 3 if you asked me nicely.
e I don't mind either I each way.
f I'm afraid it's not so I as simple as that. f I'd be grateful ...
g Any responses I reactions? 1 if you could sort this out for me.
h The way I view I see it is this. 2 if you'd keep this to yourself.
I wouldn't I couldn't say that. 3 if you don't tell anyone about this.
j Yes and no I No and yes.
k I can't I couldn't say, to be honest.
I'd like us to share I spare our views on this.
m Oh, come on I off it!

18 02 INFORMATION EXCHANGE
g If he actually said that to her, ... You can use any tense in either half (clause) of a conditional
1 she'd kill him. sentence.
2 I'd have been very surprised. As well as if, unless, as long as and providing/provided (that),
3 he must have been mad. you can also use and as a conjunction in a conditional
(Do that and we'll get complaints) or no conjunction at all
(Do that- we'll get complaints).
h I wouldn't have asked you ...
Conditional clauses can come either first or second in the
1 unless I trusted you.
sentence. However, with and or no conjunction, conditional
2 if I'd known this would happen. clauses come first.
3 if you didn't say you wanted to do it.
You can put will or would in the conditional clause (Ifyou'll
wait here, I'll go and get herfor you; I'd be grateful ifyou'd give
If it hadn't been for him, ... this matter your serious attention), but this is unusual.
1 I'd still be working at Burger King. The Past Simple in a conditional can refer to the past
2 I'd have got that job. (Even ifI did meet her, I'm afraid I don't remember her), to a
3 I hadn't had a chance. future possibility (IfI resigned tomorrow, I could get another
job within the week) or to an unreal situation (IfI spoke
Italian, I'd phone her myself, but I don't).
Conditionals with the Past Perfect can refer to the effects of
the past on the more recent past (Ifyou'd made a backup, we
wouldn't have lost the whole document) or on the present
(IfI'd got thatjob, I could be earning a fortune now).

Phrase bank: Debating issues

A small number of words account for quite a lot of the language of meetings and discussions.
One noun willtrcomplete each of the sets of expressions below:
a d
I agree with you up to a The is ...
That's beside the The remains that ...
That's not the _ _ _ __ As a matter of _ _ _ __
That's just my _ _ _ __ In actual _ _ _ __
The is ... Despite the that ...
Okay, taken. In view of the that ...
I'll get straight to the _ _ _ __ e
Good _ _ _ __ We've no _ _ _ __
b That's not an _ _ _ __
That's out of the _ _ _ __ One would be .. .
Good _ _ _ __ _ _ _ _ _ two would be .. .
It's not a _ _ _ _ _ of that. Another would be ...
It's not just a _ _ _ _ _ of ... f
It's also a of .. . There's no _ _ _ __
The (real) _ _ __ _ 1s .. . What's the _ _ __ _?
c
We're not in a _ __ _ _ to ...
What's your on this?
This puts us in a very difficult _ _ _ __
I'm in no _ _ _ _ _ to ...

02 INFORMATION EXCHANGE 19