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Preparatory Work
1. A good report requires a lot of preparatory work. Some specialists distinguish the procedures enumerated below.
Read all of them and:
a) determine which four of them you find to be the most important;
b) arrange all of them in the proper order;
c) divide all of them into three groups.
Planning stage.
Script stage.
Rehearsal stage.
1) Recording the presentation on audiotape.
2) Recording the presentation on videotape to control body language.
3) Planning the presentation (aim, time, place, length, form).
4) Writing the presentation out in full.
5) Producing a plan.
6) Writing down all your ideas
7) Choosing the best demonstration materials (documents, pictures, photos, slides, diagrams, tables, graphs, charts, objects, models, etc) and handouts.
8) Producing demonstration materials and handouts.
9) Reading the script.
10) Producing cards with the notes of the presentation.
11) Using a marker to underline the most important ideas and facts
12) Transferring the most important things into cards.
13) Timing the presentation to fit the available time.
14) Rehearsing the whole presentation from the cards.
15) Reducing the script if necessary.
16) Arranging the cards
2. The planning stage is really important At this stage you should provide answers to the seven basic questions why? to whom? what? where? when? how long? how? Say what is meant by these questions matching the questions on the left with the information you need to answer them on the right.
why? a) What the audience knows about the subject, their status, age, culture, specific interests - the information you present should be tailored to their needs;
to whom? b) the aims of your report, those evident and those hidden;
what? c) the subject matter of the report;
where? d) the place where the report will be delivered (a large conference-hall, a small meeting room, with the help of a microphone or without it, etc.);
when? e) the time (the first report, the last one, after or before the break, in the evening, etc.);
how long? f) the length of the report is determined by many factors, but generally try to make your talk reasonably short;
how? g) the format, or form of the report including the use of demonstration materials and handouts.
3. The next stage is the so-called script stage when you are writing the text of your report. To some extent it is possible to speak about the typical structure of any report and because of that of the language typically used. As far as structure is concerned, usually we can find three main parts in reports: introduction, main body, conclusion. As for the main body of the report, specialists as a rule do not have any difficulty in presenting their work. Now you will get acquainted with the main rules which will help you to be a success.
First of all we shall deal with the main sections of the introduction and their functions.
Introduction
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Opening |
Signals of the
start |
To gain the attention of the audience or of the people near you in the presidium. |
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Greetings to the audience |
To greet the audience. |
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Self-identification |
To introduce yourself or to thank the person who introduced you. |
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Creating a positive emotional
atmosphere |
To attract attention, to give a smile, to tell a joke, to ask for something, to do something memorable. |
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Stating the target |
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To define clearly the purpose of your report. |
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Providing an overview |
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To outline the main points of the report. |
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Stating the rules |
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To inform the audience of the length of the report, what action, if any, is to be taken, the time and the form of questions. |
Signalling the start
1. Read one of the sentences to signal the start:
Right. OK. Now then Let's begin/start/get started/
Good. OK. So. make a start
Right OK. Right then.
Shall we begin?
Can I have your attention, please?
2. Say which of them are a) the most formal; b) the most informal; c) neutral.
Greeting the audience
1. Read the following expressions:
Good morning/afternoon/evening, ladies and gentlemen
Hello, {friends and colleagues.
everyone/everybody.
On behalf of_______________________________________________
I'd like to welcome you to...
Welcome to...
I'd like to extend a welcome to...
2. Say which of them are a) the most formal; b) the most informal.
Self-identification
You usually introduce yourself using the following models:
Let me introduce myself… As you already probably know…
My name is ... I’m …of…
I represent...
I work for ... as ...
In order to create a positive emotional atmosphere you can give a smile, tell a joke, or pat a question or you can say:
- It is my privilege today to be talking to professional experts in this field.
Now introduce yourself to the audience:
a) You are Ronald (Irene) D. Lewis, the Financial Director of the Citibank. You are speaking at the annual meeting of shareholders.
b) You are Don (Dinah) Ware, the head of the Human Resources Department, speaking at the weekly departmental meeting.
Stating the target
It is necessary to define the purpose of your report at the beginning to help the audience to follow you.
While speaking about the target we саn use words like: target, goal, objective, purpose, main aim.
My goal today/now/this morning is to analyze/to present…
The goal of my (this) report/my (this) presentation is to inform/to discuss/to review/to consider/to identify/to report ...
Besides, I am going to ...
I would like to ...
I'm here to ...
You are a participant at an international scientific conference and represent your institute. Greet the audience, introduce yourself and state the target of your report at the beginning of your presentation. Do not forget to give its title.
Providing overview
If possible give a structure to your report. You can use the following language to inform your listeners about it:
I've divided my report into three parts/sections as follows: ...
I'll be developing the following problems in my report...
My report will be in three parts: ...
Stating the rules
At the beginning of your report inform your listeners of how long the report will take, whether handouts will be provided, whether slides will be shown and when questions can be asked.
The report will take about 10 minutes
I am going to speak for about { a quarter of an hour
half an hour
If you have any questions I will be glad to answer them at the end of my report.
If you don't understand please stop me.
Return to the diagram for the "Introduction" and illustrate all the stages of it with the phrases and structures you have learned.
Conclusion
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Summary |
You repeat briefly the main points of the report or give a summary of the main proposal or conclusion. |
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Closing |
You thank people for their attention and invite them to ask questions. |
a) Some useful expressions for the conclusion:
Thank you for your attention.
{ being attentive.
listening to me attentively.
You are welcome } to ask questions.
Feel free
If you have any questions, } I'll be glad/pleased/happy to them.
If there are any questions,
b) Finish your report or presentation by addressing the audience.
Role Play
More and more people are concerned about environmental problems.
A lot of articles are appearing in newspapers. There are special movements for environmental protection; "Green Peace" is among them. A lot is being done at the government level. But all the decisions taken should be based on scientific research. That is why conferences on ecological problems are very important not only for specialists but to the public as well. An International Conference, "The Environmental Problems Today", will be held in Dreamland.
Participation
You can use your own name if you like Prepare your business card (first name, last name, profession, address, telephone number, the institution you represent).
From the list choose one of the topics which you are especially interested in. (If necessary you can add your own.)
Topics
1. Air pollution.
2. Water pollution.
3. Noise pollution.
4. Pollution in cities.
5. Pollution by industries.
Read the invitation you have received and fill in the registration form.
The Environmental Problems Today
25-27 May 2006
Hotel Hilton, 20 Bush Avenue,
Star City, Dreamland
The conference is designed to give you the information you need about important issues of environmental protection for your industry. The conference will provide you with solutions to your questions. You will also get a chance to address the audience on challenging issues of ecology.
Please send your registration card and a summary of your report.
Registration Form
(The place for your photo) I would like to register for "The Environmental Problems Today"
25-27 May, 2006.
Please complete and return to:
Global Forum, 22 Bush Avenue,
Star City, Dreamland.
Name (Mr/Ms) ____________
Position____________
Firm/company_______
The name of my report____________
Address____________
City________________ Post code___________
Country____________
Telephone__________Fax___________
Please register me for the conference. I have enclosed my check for $ 200 made payable to: Global Forum. Please add me to your mailing list.
The conference language is English.
Topic
Summary:
Keywords:
Prepare the text of your report, visual aids, handouts and the necessary equipment using either the materials given or those which you can find yourself.
On your arrival at the conference find the programme and make your report. Listen to other speakers. Put at least three questions to some of them.
Chair
According to the official programme of the conference you are to open the proceedings by pointing out the importance of the event, its main goals, and the number of the participants. You are to introduce all the speakers, to conduct all the competitions and to close the conference.
This is the way you might open the competition:
LADIES AND GENTLEMEN! DEAR FRIENDS!
WE HAVE GATHERED HERE TO
WE ARE VERY PLEASED WITH THE FACT THAT ... PEOPLE OF DIFFERENT PROFESSIONS FROM ... COUNTRIES ARF TAKING PART IN OUR CONFERENCE.
LET ME INTRODUCE…FROM….HE/SHE IS ... BY PROFESSION.
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