Lesson One
Formal Verbal Communication in Business I
正式商業交流 （1）– 研討會

Part I Objectives
Procedures of Seminars Leading and Commonly Used Sentence Structures
研討會各個程序及常用句型
Questioning Techniques
提問技巧
A Leader and A Good Listener, At the Same Time
做好的聽眾，做好的領導者
Giving Criticism
提出批評觀點的技巧

Part II The How-Tos
Leading Seminars/ Questioning Techniques
General procedures of a seminar/lecture
1) Self-introduction
2) Introduction of Topic
3) Describing sequences and timing
4) Highlighting information
5) Involving the audience
6) Giving instructions
7) Checking understanding
8) Asking questions
9) Clarifying questions
10) Evading questions
11) Inviting comments
12) Interrupting
13) Transitions
14) Reformulations
15) Closing
Language Reference
Self-introduction 自我介紹
Good morning, I＇m ---- and I＇ve been invited to give this talk/ presentation / lecture because---
I have done research in / I have a special interest in / my experience is in
Introduction of Topic 話題介紹
In my presentation/talk/lecture today I shall be dealing with---
The subject of my ---- today is ----
What I＇d like to do today is introduce/suggest/ analyse/ describe / explain
My topic/subject today is ---
I shall be dealing with 2/3/4…. main areas/topics/subjects today
Describing Sequences and Timing 程序介紹與時間安排
First I want to /spend a few minutes outlining ---/remind you of the background to/summarise the ----/explain---/ present---

Next I shall---/after that I will take the opportunity of describing---/
Then we＇ll look at---
Finally I want to---
Highlighting Information 重點介紹
(Rhetorical questions)
So, what does that mean?/How can we interpret this?/What＇s the explanation for this?/What are the implications of these findings?
(Change of focus)
What that tells us is/What I＇m suggesting is/What is clear is that
(Introducing auxiliary verb)
So clearly we do need to--/Obviously they did understand that---/ Of course you do wan to know why---
Involving the Audience 聽者的參與
Let＇s have a show of hands, how many of you agree with ----
I＇m sure we all know what it＇s like to---
Let me ask you spend a couple of seconds thinking about---
Well, what would you do, I wonder---
Just look around the room and take a note of /how many men are wearing a tie---/how many people are wearing jeans---/the average age of the participants
Giving Instructions 給予指示
For this exercise, we are going to work in pairs: groups of 3/4/5
Make a note of these words/figures
Read the paragraph on page ---
Please note that I shall be timing the exercise and you have exactly 7 minutes
Now complete the questionnaire and put your name in the top left-hand corner
Checking Understanding 隨時觀察聽者反映
Is everyone with me so far?
Are there any questions at this stage?
Would anyone like me to run through that again?
If you have any problems with the detail, don＇t worry because all the information is in your handout
Asking Questions 詢問問題
Direct questions/open-ended:
What/why/how/where/when
Closed questions :
Do you/did you
Delicate questions:
I was wondering if/ could I ask you/ would you mind telling me/if it＇s not indiscreet I＇d like to know/might I ask/may I ask
Clarifying Questions 澄清問題
So you want to know about---/is it the figures that worry you/ when you say---do you mean---/If I＇ve understood the question you want to know about---
Evading Questions 回避問題
That＇s not really my field---/ that＇s a bit outside the scope of today＇s topic/ I haven＇t got the precise information with me today/ that＇s not really for me to say/I＇d need notice of that question to answer you in full/this is not really the place to discuss that matter/ perhaps that＇s a question for another meeting
Inviting Comments 鼓勵并聽取意見
Has anyone got any questions at this point?
Would anyone like to comment on that?
Does anyone disagree with my last point?
Can anyone confirm my experience?
If nobody has any questions then I＇ll move on
Interrupting 中斷
I＇d like to discuss it further, but I think it＇s time to move on
Could I just stop you there---
If I might just add----
I＇m sure we＇d all agree, but perhaps we should get back to the main point
Transitions 過渡
If we could now turn to---/my next point is---/ what I want to do next is ---/ let＇s move on to---/that completes my analysis of---/so, now we are going to----
Reformulations 總結
If I might just go over that again---/so, in summary---/ just to remind you of the key facts/the main points/ the advantages of---/my main arguments were---
Closing 結束
Thank you for listening to me today
I hope you have found my presentation useful
Thank you for your attention

Questioning Techniques 提問技巧
Reasons for asking questions:
To obtain information
To find out the opinions of other people
To ask other people to contribute ideas
To find out the reasons behind events
To seek confirmation
The status of the questioner
The questioner may have an official need to ask questions - work-role, legal power, etc., or the questioner may have an entirely personal curiosity to satisfy. If the role is official, the questioner needs to choose the questioning style with care in order to produce the required results. Questioning can be quite a threatening activity in some circumstances. For example, if the questioner wants information , then the person who has that information may feel that s/he is being asked to give up something that represents an advantage. If the questioner is merely curious in a social setting , then the important point is the level of delicacy of the question. In most cultures, very personal details such as how much money we earn is too private to form the subject of questions by others.
Choices of question style
Closed v. open
Closed questions permit only ＇yes＇/＇no＇ answers. They may therefore be more threatening than open questions because they leave no room for expansion or explanation. The questioner needs to decide if it would be more tactful to ask:
Have you finished that report yet?
Or
How are you getting on with that report?
The first question implies that the report is now due; the second merely asks for a progress statement. The open question allows the respondent to elaborate and does not have overtones of authority.
Wh- type questions
Questions starting with question words: what, when, why, who, how, are open questions but they are also very direct. Too many questions like this have the flavour of an interrogation and may make the person being questioned feel uncomfortable. It may be necessary to preface the questions with phrases that show the questioner is aware of the intrusiveness of the question:
May I ask you…
Could you tell me…
Would you mind telling me…
I wonder if I could ask you….
I would be interested in knowing…
If it＇s not indiscreet, may I ask ….
I know it＇s not really my business, but….
Facilitative styles of asking questions
If the intention of the questioner is really to prompt the interlocutor in disclosing information freely, then question techniques may not be appropriate at all. Instead it might be better to echo and to reformulate in order to give the interlocutor the opportunity to expand.
Illustrative dialogue
A. Well, I live in a flat in a rather poor part of town.
B. Poor part of town…?
A. Yes, it＇s quite dirty and the streets are badly lit. That＇s why I don＇t like going out alone at night.
B. So you＇re frightened to go out alone?
A. Well, yes because we hear of attacks and muggings. That＇s why I want to leave.
In this dialogue, speaker B doesn＇t try to take the initiative, but merely echoes and reformulates to prompt speaker A to say what worries her.