Meeting and Discussion Skills
1
Interrupting and seeking clarification AIMS
• Interrupting politely • Asking for clarification • Handling interruptions
unit
1
Interrupting And Seeking Clarification
Warming Up Student A: Introduce yourself to your partner and share the below details about yourself. Step 1
My name is (first name). I work in (department). I joined my company in (year).
Step 2 Switch roles and repeat.
Student B: Listen and try to remember what your partner says. Switch partners and talk about what your first partner said.
Conversation
Step 3
Arthur is a sales manager. He will be on vacation the next several weeks. He holds a meeting with other staff members to delegate his duties while he is away.
vocabulary check interrupt clarify several delegate (verb) responsibilities get through administration (admin) human resources (H.R.)
Step 1 Read the conversation on the following page.
Interrupting And Seeking Clarification
Arthur: Alright everybody, There are several jobs that need doing while I’m away. First of all, I won’t be able to attend the monthly staff meeting.
Speaking Tips
Sorry to interrupt, but when are you leaving?
Rob:
Arthur: Monday morning. Anyway, uh . . . can somebody send out an email to marketing, human resources and administration to remind them about the meeting? Rob? And Linda, I’d like you to . . .
Use these expressions to return to a previous topic: Anyway, . . . As I was saying, . . .
Excuse me, did you say marketing, admin and sales?
Rob:
Arthur: Actually, not sales, but H.R. As I was saying, Linda, I need you to send that email that we talked about earlier. I need that done before the presentation in June. Linda:
Do you mean the Carlton email? What details do I need to include?
Arthur: Yeah, that one. If you don’t mind, can I talk to you about the details later? I need to get through this list. Linda:
Sure.
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Culture Questions
Step 2 Answer the following questions. 1. What is Arthur going to miss while he is away? 2. What is Rob going to do for Arthur? 3. What is Linda going to do for Arthur?
Step 3 Practice the conversation with your partner.
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Question: Is it rude to interrupt superiors or colleagues?
Answer: In English interrupting superiors and colleagues is accepted and even expected. The goal is exchanging information efficiently.
1 - Interrupting And Seeking Clarification Skill Focus Step 1 Read the following expressions and examples. Interrupting Politely Excuse me, . . . If I may interrupt, . . . Sorry to interrupt, . . . (after a pause)
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May I ask a question? Handling Interruptions Yes, go ahead. Sorry, please let me finish. If I may finish this point, . . . Can I (come to that) later?
Asking For Clarification Did you say . . .? / What did you say . . .? Do you mean . . .? Could you be more specific? Can you explain that (in more detail)? Could you reword that for me, please?
pattern A: (speaks) B: (interrupts) + (asks for clarification) A: (handles interruption)
example one A: We need to increase production by 15% to meet our targets but that will be... B: Sorry to interrupt, but did you say we need to increase by 50%? A: No, actually, 15%. Anyway, as I was saying, that will be difficult without increasing labor costs. Anyway, the third thing is . . .
example two A: Also, we have to change our pricing to reflect market changes. B: Excuse me, but could you explain that in more detail? A: If you don’t mind, I’d like to come back to that later. Anyway, the third thing is . . .
Interrupting And Seeking Clarification
Step 2 Practice the following drills. Excuse me, If I may interrupt, Sorry to interrupt, but
what did you say about the schedule? could you be more specific may I ask
did you say we are behind schedule? the next meeting is tomorrow we are changing suppliers do you mean we are working this weekend? we can’t use the computers? the deliveries are going to be late
Step 3 Decide what the sales person might say in the conversation below. Office Manager And don’t forget to back-up your computers. Recently, there have been . . . Sales Person _________________________, _________________________ how to make a back-up disk? Office Manager Well, if I may finish this point, we’ve had a lot of computer problems recently and we’re worried about losing data. Sales Person ________________________________________ ? Office Manager Ah, yes, I mean some of the older computers have been crashing. About the back-up disks, Eric will send everyone an email explaining the procedure. Sales Person __________________________________________ Eric? Office Manager Yes, Eric. He’s our new systems engineer.
1 - Interrupting And Seeking Clarification Role Play 1 Step 1
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Work in pairs. Student A should look at role card A. Student B should look at role card B.
A
You are sharing the details (written below) of a business trip you will be taking with your colleagues. Make sure that everyone gets all the information. Departing Flight: Delta 56. Departing from Tokyo, Narita on Feb 12 at 5:30 p.m. Flight time: 14 hours. Hotel: Omni Hotel at CNN Center 190 Marietta St NW Atlanta, GA 30303, United States +1 404-659-0000
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Return Flight: Delta Flight 55. Departing Atlanta, Hartsfield on Feb 19 at 9:30 a.m.
B
You are a member of a team getting information on a business trip from your colleague. Interrupt as necessary to check your understanding.
Step 2 Role-play the meeting. Example: A: Here are the details for our trip to Atlanta. We’re leaving from Narita on the twelfth at five-thirty. Let’s meet at . . . B: Uh, if I may interrupt, is that five-thirty a.m.? A: Actually, that’s five-thirty p.m., so let’s meet at the Delta counter . . . (continue)
Interrupting And Seeking Clarification
Role Play 2 Step 1
A
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RD
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Work in pairs. Student A should look at role card A. Student B should look at role card B.
B
You are the leader of an adverting team. You need your team to prepare for a meeting with a big client about their new soft drink- O-Kola. Assign the following tasks to your team. Tasks: 1. Create a presentation introducing our idea for a new mascot - Kolawa, a cola-drinking koala. 2. Prepare an analysis of target customer demographics. 3. Contact the art department and get samples of possible magazine and internet ads.
You are a member of an advertising team. Your team leader is explaining about a new client and assigning tasks. * * * *
Close the textbook. Listen to student A (your team leader) carefully. Write down the main points. Interrupt to clarify statements, get more information,and check your understanding.
Step 2 Role-play the meeting. Example: A: Okay, we need to get ready for this meeting. I would like you to prepare a presentation for our advertising concept - a cola-drinking koala. Also, I need you . . . B: Excuse me, but did you say a cola-drinking koala? A: Yes, that’s right. Anyway, I need you . . . (continue)
1 - Interrupting And Seeking Clarification Discuss NEW PRODUCTS What are some products or services that you would like your company to introduce? Think of some ideas and then consider the following details: • Who will the product serve? • Why will people purchase the product or service? • How should the company advertise the product or service?
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