Mastering the Language of Business Presentations

16 Essential Phrases for Effective Communication

Giving presentations can be a daunting task even in your native language. Doing a presentation in a second language adds another dimension. There are several phrases that you can use to help you communicate effectively and professionally.

Introducing Yourself

Many people find starting a presentation the most nerve-racking part. Once they get going they start to feel more relaxed.

You should first start by introducing yourself and then the topic.

When no one knows you in the audience you can say:

• “My name is John Philips and I am the head of production for ABC Ltd.”

However, this introduction does not sound correct when some people in the audience already know who you are. This is very often the case. In this situation, I would say:

• “For those of you who do not know me, my name is John Philips and I am the head of production for ABC Ltd.”

In this business situation ‘my name is…..’ is more formal and, therefore, more common than ‘I’m……’.

Introducing the Topic

After you have introduced yourself you should introduce the topic:

• “In this presentation, I will discuss….”

• “I am here today to present the new……”

• “Today, I would like to present the sales figures from….”

Referring to Visuals

As you move through the presentation you will want to refer to the slides you are presenting. Try not to simply repeat the information on the slides. However, you should draw the audience’s attention to the key points.

• “Looking at this slide, we can see….”

• “You will notice in this table……”

• “We’ve looked at xxxx so let’s move on to yyyy.”

Moving forward

Be clear about when you are moving onto a new side. This is particularly important if someone else is operating the presentation system for you.

• “Moving on to the next slide….”

• “On the next slide, we can see……”

• “Turning our attention to the next slide….”

Referring back

Often it is important to remind the audience what you talked about earlier.

• “As I mentioned earlier…….”

• “….. which I referred to in a previous slide”

Concluding

Try and draw your audience’s attention to your key message.

• “The message that I would like to send you away with today is….”

• “Before I go today, I would like to leave you with some food for thought.”

Questions and Answers

It is usual to finish presentations by inviting the audience to ask any questions.

• “Finally, I would be happy to answer any questions you may have.”

I hope that these phrases help you sound more natural in your next presentation. How many of them can you use?

Time Blocking

My Number 1 Technique for Increasing Productivity

We all have huge demands on our time and there are only so many hours in the day. It is all too easy to reach the end of the day without accomplishing anything significant. For this reason, I use a technique called ‘time blocking’ to plan my day.

What is Time Blocking?

Time blocking is when you allocate blocks of time in your calendar for specific tasks or groups of tasks. For example, this newsletter was written in two one-hour blocks of time. During this time, I did not get distracted by other tasks such as checking emails. I dedicated the block of time solely to my focus.

I typically divide my time into the following time blocks that I allocate into my calendar every week:

• Lessons - these are normally at set times and carry over from one week to the next - I arrange my other tasks around these times

• Communication - usually replying to emails - around 1 hour a day

• Newsletter writing - I am now producing 2 newsletters per week but I try and write or plan something every day

• Project management - projects that I am working on either for myself or external companies

• Administration - tasks for running the business such as invoicing, checking payments, filing paperwork, information for the accountant etc

• Investing - taking a look at the markets and analysing specific investments

• Self-development - as it sounds - usually either courses that I am following or books that I am reading

• Exercise - usually either walking, which is also a time for self-reflection, or cycling

Most of these appear on my Calendar every day except for exercise and self-development which I fit in either before or after the business day.

What techniques do you use to manage your time?

Idiom of the Day: Food for Thought

Food for thought - idiom - something worth thinking seriously or deeply about

“Thank you for your suggestion - it has given me a lot of food for thought.”

Do you have any Business English Questions?

Please email me and I will do my best to answer them in future newsletters.

Until next Wednesday - have a great week!

Iain.

www.communicateenglish.com