UPP.INT.12.4. BUSINESS COMMUNICATION

I. FACILITATING AN ONLINE MEETING 

1. ONLINE MEETINGS

Here are some words and phrases you might hear in an online meeting. Note that mike is a short form for microphone. You may also see the short form mic, which is pronounced the same as mike.

There's a 15-hour time difference between Los Angeles and Shanghai.
We had some problems with the connection in the meeting.
Sorry, but I'm hearing an echo.
Could you please mute your mike when you're not speaking?

Excuse me, but I can hear someone typing. Give me a minute while I adjust my headset. 2. OPENING AN ONLINE MEETING When you kick off an online meeting, you might need to clarify who is attending it. Good afternoon. Who's on your end? Good morning, Karen. Who's in the room with you? You might also have to make sure the technology is working for everyone. Can everyone hear all right? Can everyone see all right? Then you're ready to begin. OK, so let's get started. We have three items on the agenda today. Does anyone have anything they'd like to add to the agenda? 3. CONDUCTING AN ONLINE MEETING Once the meeting is under way, you can use expressions like these to keep things going: OK. So, point number one – the software project.Any other questions?Let's move on to the second point on the agenda. Closing an online meeting Did anyone have anything else? So, just to recap, we're looking for a new HR director. I always enjoy speaking with you. I'll be talking with you soon.

II. WRITING AN EFFECTIVE EMAIL

2. EFFECTIVE EMAILS

Writing effective emails

Here are some standard expressions you can use in formal or work-related emails:

I am writing with regard to … I'm Cc-ing Tom on this, as he will be in the meeting. Please find attached this month's report. I'm forwarding the email I received from the client. Please don't hesitate to contact me if you have any questions or concerns. Best regards,

III. COMMUNICATING ACROSS CULTURES 

1. CROSS-CULTURAL COMMUNICATION

Understanding cross-cultural communication is important for anyone operating in a diverse group or in different cultural settings.

Cultural sensitivity is important any time you're operating in a different culture.
In some cultures, it's considered rude to maintain eye contact.
People from that culture tend to gesture a lot with their hands.
My host told me that pointing with my finger was rather impolite.
She was completely comfortable with the silence, but I wasn't.
Indirect communication can be difficult to understand.


2. CULTURAL TENDENCIES

Explaining cultural tendencies

When talking about a people or culture, you can make what you say less direct by using phrases like these. We tend to avoid conflict in my culture. We have a tendency to think first and talk later. People here have a way of speaking with their hands. Some people are apt to be offended by that.

IV. NEGOTIATING A PURCHASE 

1. NEGOTIATING VOCABULARY

Here are some words and phrases used when you're negotiating the price of a product.

This ergonomic desk is top of the line.
This model normally retails for $799.
A bulk discount applies to orders of 100 units or more.
Just so you know, we are talking with other vendors.
That price would leave me with a razor-thin margin.

2. NEGOTIATING

Expressions for negotiating

An important part of negotiating is being able to refuse an offer politely, then make a reasonable counter-offer. So, you're saying $285 per unit? I'm sorry, but that's just too high. Perhaps you'd consider another model.

Thanks, but I think we'll talk with other vendors.

What would you say to 200 per unit?

You've got to help me out here.

The best I can do is $225.

Is that your final offer?

I'm afraid it is. I just can't go any lower.

In that case, I think we have a deal.