By Kenneth Beare taken from:
http://esl.about.com/cs/englishworkplace/a/be_appr.htm
Participating effectively in a professional English environment not only requires a solid grasp of English grammar, but also an understanding of key communication factors. This feature focuses on key points to take into consideration each time you are using English. The following sections also give helpful language hints as to the most appropriate forms of English to be used in each situation.
Here is a list of the principle factors that need to be understood in each communication situation:
Function: What is the main purpose of the conversation?
Domain: What is my position in this conversation? What is my role?
Register Use: Who am I speaking with?
Urgency: How important is what I have to say?
Function
Function refers to the purpose of the conversation.
Is the conversation about making a serious decision? Is the conversation entertaining?
Take the following statement for example:
You've got to be joking!
In a serious conversation this statement would mean that the person does not take you, or what you have to say, seriously. This is obviously a bad sign and calls for you to explain your position in more detail.
However, if this comment was made during a lunch while you were telling a funny story, the statement means that the person finds what you have to say amusing. You may want to even continue telling more of the story.
Obviously, this is a simple example. However, taking into consideration the language function being employed helps you decide which forms and expressions to use. Generally, language functions which include negotiations, interviews, presentations, etc. call for more formal language structures. Informal occasions call for more informal language, in fact, informal occasions allow you the possibility to show off your knowledge of idiomatic language. It's best to not use colloquial or idiomatic language when using formal language functions.
Domain
Domain includes knowing your rights and responsibilities in any discussion in which you may be participating. Is the discussion of a personal nature? Are you being interviewed for a job?
In each of these instances personal questions need to be answered in different manners. If the conversation is of a personal nature you can feel free to answer any question you want. On the other hand, if you are interviewing for a job, personal questions concerning your family, personal preferences, etc. might well be out of place.
The same is also true for the workplace. Certain questions may be asked and answered depending on the relationship between the speakers.
Register Use
Register use refers to the type of language you should use depending on the relationship between you and the speaker.
Is the person you are speaking with a subordinate, or is he / she your boss? Do you have a friendly relationship with this person? Is joking allowed?
In general, the more informal the situation the more informal the language
can be. Generally, colleagues in the
Urgency
Urgency concerns the importance of your message. This urgency will also be reflected in the language you choose to use. If the message is extremely important, and you are speaking with a subordinate (register use) the imperative form (i.e. Call Mr Jackson!) might be appropriate. On the other hand, if your message is not so important and you are speaking with a supervisor, you would use more formal forms to get that person's attention (i.e. Excuse the interruption Mr Brown, but would you mind taking a look at this report when you have the time?).
Once again, the tendency in the American workplace is for more important (urgent) messages to be expressed in simple direct language. The less important message are often softened with more formal language.
Interrupting
May I have a word?
If I may, I think...
Excuse me for interrupting.
May I come in here?
Giving Opinions
I (really) feel that...
In my opinion...
The way I see things...
If you ask me,... I tend to think that...
Asking for Opinions
Do you (really) think that...
(name of participant) can we get your input?
How do you feel about...?
Commenting on Other Opinions
I never thought about it that way before.
Good point!
I get your point.
I see what you mean.
Agreeing with Other Opinions
Exactly!
That's (exactly) the way I feel.
I have to agree with (name of participant).
Disagreeing with Other Opinions
Up to a point I agree with you, but...
(I'm afraid) I can't agree
Advising and Suggesting
We should...
Why don't you....
How/What about...
I suggest/recommend that...
Clarifying
Have I made that clear?
Do you see what I'm getting at?
Let me put this another way...
I'd just like to repeat that...
Requesting Information
I'd like you to...
Would you mind... I wonder if you could...
Asking for Repetition
I didn't catch that. Could you repeat that, please?
I missed that. Could you say it again, please?
Could you run that by me one more time?
Asking for Clarification
I'm afraid I don't quite understand what your are
getting at.
Could you explain to me how that is going to work?
I don't see what you mean. Could we have some more details, please?
Asking for Verification
Do you mean that...?
Is it true that...?
Asking for Spelling
Would you mind spelling that for me, please?
Asking for Contributions for Other Participants
What do you think about this proposal?
Would you like to add anything, (name of participant)?
Has anyone else got anything to contribute?
Are there any more comments?
Correcting Information
Sorry, that's not quite right.
I'm afraid you don't understand what I'm saying.
That's not quite what I had in mind.
That's not what I meant.
Keeping the Meeting on Time
Well, that seems to be all the time we have today.
Please be brief.
I'm afraid we've run out of time.
I'm afraid that's outside the scope of this meeting.
Let's get back on track, why don't we?
That's not really why we're here today.
Why don't we return to the main focus of today's meeting.
We'll have to leave that to another time.
We're beginning to lose sight of the main point.
Keep to the point, please.
I think we'd better leave that for another meeting.
Are we ready to make a decision?
Opening the Meeting
Good morning/afternoon, everyone.
If we are all here, let's
. . . get started (OR)
start the meeting. (OR)
. . . start.
Welcoming and Introducing Participants
Please join me in welcoming (name of participant)
We're pleased to welcome (name of participant)
It's a pleasure to welcome (name of participant)
I'd like to introduce (name of participant)
I don't think you've met (name of participant)
Stating the Principal Objectives of a Meeting
We're here today to
Our aim is to ...
I've called this meeting in order to ...
By the end of this meeting, I'd like to have ...
Giving Apologies for Someone Who is Absent
I'm afraid.., (name of participant) can't be with us today.
She is in...
I have received apologies for the absence of (name of participant), who is in
(place).
Reading the Minutes (Notes) of the Last Meeting
First let's go over the report from the last meeting, which was held on
(date)
Here are the minutes from our last meeting, which was
on (date)
Dealing with Recent Developments
Jack, can you tell us how the XYZ project is progressing?
Jack, how is the XYZ project coming along?
John, have you completed the report on the new accounting package?
Has everyone received a copy of the Tate Foundation report on current marketing
trends?
Moving Forward
So, if there is nothing else we need to discuss, let's move on to today's
agenda.
Shall we get down to business?
Is there any other business?
If there are no further developments, I'd like to move on to today's topic.
Introducing the Agenda
Have you all received a copy of the agenda?
There are three items on the agenda. First,
Shall we take the points in this order?
If you don't mind, I'd like to ... go in order (OR)
skip item 1 and move on to item 3
I suggest we take item 2 last.
Allocating Roles (secretary, participants)
(name of participant) has agreed to take the
minutes.
(name of participant) has kindly agreed to give us a
report on this matter.
(name of participant) will lead point 1, (name of
participant) point 2, and (name of participant) point 3.
(name of participant), would you mind taking notes
today?
Agreeing on the Ground Rules for the Meeting (contributions, timing, decision-making, etc.)
We will hear a short report on each point first, followed by a discussion
round the table.
I suggest we go round the table first.
The meeting is due to finish at...
We'll have to keep each item to ten minutes. Otherwise we'll never get through.
We may need to vote on item 5, if we can't get a unanimous decision.
Introducing the First Item on the Agenda
So, let's start with
Shall we start with. .
So, the first item on the agenda is
Pete, would you like to kick off?
Martin, would you like to introduce this item?
Closing an Item
I think that covers the first item.
Shall we leave that item?
If nobody has anything else to add,
Next Item
Let's move onto the next item
The next item on the agenda is
Now we come to the question of.
Giving Control to the Next Participant
I'd like to hand over to Mark, who is going to lead the next point.
Right, Dorothy, over to you.
Summarizing
Before we close, let me just summarize the main points.
To sum up, ...
In brief,
Shall I go over the main points?
Finishing Up
Right, it looks as though we've covered the main items
Is there Any Other Business?
Suggesting and Agreeing on Time, Date and Place for the Next Meeting
Can we fix the next meeting, please?
So, the next meeting will be on... (day), the . . .
(date) of.. . (month) at...
What about the following Wednesday? How is that?
So, see you all then.
Thanking Participants for Attending
I'd like to thank Marianne and Jeremy for coming over from
Thank you all for attending.
Thanks for your participation.
Closing the Meeting
The meeting is closed.
I declare the meeting closed.