6
MBA 102 – Business Communication Skills

6.1 Company Hierarchies and Business Titles Used in Industry

6.1.1 Your Business Title, it's your “Sheriff's Badge,” so Wear It Well!

As either a chemist, lab technician, biologist, food technologist, researcher, pharmacologist, and so on, the company, testing laboratory, academic institution or governmental agency you work for has provided you with a professional title. Something like the way a badge is pinned to the Sheriff's clothing, business titles have developed and evolved to match one's work duties or responsibilities. Thus, your business title tells people ‘inside & outside’ the company about your responsibilities and level of position.

6.1.2 Executive Management – What are Typical Business Titles for “C-Level” Positions

C-level, also called C-suite, is an adjective used to describe high-ranking executive positions within an organization, firm, executive board, and so on. C, in this context, stands for Chief with the top position as:

  • CEO – Chief Executive Officer (President of the company)

Main C-level titles include:

  • CCO or CPRO – Chief Communication or Public Relations Officer
  • CFO – Chief Financial Officer
  • CIO – Chief Information Officer
  • CLO – Chief Legal Officer
  • CMO – Chief Marketing Officer
  • COO – Chief Operations Officer
  • CSO or CMO – Chief Science or Medical Officer

A non-C level title, but in a top management position can be the following:

  • Exec. VP – Executive Vice President

Basic mid-level management titles to consider:

  • RA – Regulatory Affairs
  • General Manager (GM) or Business Unit (BU) Manager
  • Lab Manager or Director for: Chemistry, Pharma, Microbiology, Genetics, Product Development, Toxicology, and so on.
  • R&D (Research and Development; F&E) Manager or Director
  • QA (Quality Assurance)/QC (Quality Control)/QP (Qualified Person)
  • Lab Personnel
  • TD (Technical Director)

  • International or Global Sales and Marketing Manager

    IT (Information Technologist) Manager

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Other business titles and terms to consider:

  • Board of Directors
  • Commercial Director
  • Global Communications Director
  • Department (Dept.) Chairperson/Dept. Head
  • Scientific Affairs Manager or Director
  • Business Development Manager
  • Technical Marketing Director
  • Regional Sales Manager/International Trade Director
  • Project Leader

6.1.3 Flow Chart: A Typical Global Fortune 500 Company's Hierarchy

It sometimes seems that almost every day, new business titles are created, so a complete list of business titles would be impossible to ever have. However, the flow chart below titled, “A Typical Global Fortune 500 Company's Hierarchy” is a practical working plan to gain awareness to the hierarchy or structure of a typical Fortune 500 company (world's top global public and private corporations as ranked by their gross revenue). The first Fortune 500 list was published in 1955. Some of these Fortune 500 firms include chemical or energy giants such as BASF, Dow, DuPont, Exxon-Mobil, Gazprom, BP, Royal Dutch Shell, and many others.

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6.2 Participating in a Sector Industry Event

Have you ever attended a symposium, congress, exhibition, or trade show in an English speaking environment? If you attended on mainland Europe (not the UK or Ireland), most likely you'll have noticed that the event organizers usually use a minimum of two languages to message the participants about events, notifications, and so on.

For instance, if the event is held in Paris, French, and English are the two main languages used.

However, English is the common language used in most international industry events, and thus all the more reason to learn English.

6.2.1 Comparing an onsite Seminar vs. an online Webinar

From your own personal experiences, what comparisons can be made between one's participation at an on-site seminar (in this case a full-day) vs. an online webinar (to be discussed in Section 6.3)?

Advantages for Attending a Webinar

  • No major travel involved, because you can participate in it from the laboratory, office or home.
  • Can “tune in or out” at leisure, check e-mail, messages.

Advantages for Attending a Seminar

  • Seminars offer personal interaction, a chance to network.
  • Meet “new and old” colleagues and enjoy a nice meal with your colleagues.

In essence, subjective and objective answers exist and one can debate the importance of attending both types of programs.

Participating in a Sector Industry Event; Interpreting a Full-Day Seminar Program: Even though the seminar or symposium's invitation below is written in German, the main point of this lesson will be to interpret the symposium's topics. Thus, if you are considering attending an event, what criteria do you use in your decision to attend it?

  • location
  • cost factors
  • schedule (date, time)
  • event's organizer
  • speakers and topics
  • participating companies
  • other important information?

6.2.2 Participating in Typical Sector Industry Event – Interpreting a Full-Day Seminar Program

Read and analyze the typical full-day industry event: “Einladung zur Jahreshauptversammlung der SEPAWA Landesgruppe West,” which was held on Friday, 23 November 2012 in Düsseldorf, Germany.

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Figure 6.1 Seminar programme.

(Reproduced with permission from SEPAWA e.V. Geschäftsstelle, Copyright SEPAWA, October 2012.)

6.2.3 QUIZ YOURSELF: Interpreting a Seminar Program

Based on reviewing the “Einladung zur Jahreshauptversammlung der SEPAWA Landesgruppe West” above, please answer these questions.

Fill in the correct answer

  1. 1. Who was the symposium's organizer?

    ________________________________________________________________

  2. 2. What was the purpose of this event?

    ________________________________________________________________

  3. 3. When and where was the symposium held?

    ________________________________________________________________

  4. 4a. For a SEPAWA member, how much did it cost that person to attend?

    ________________________________________________________________

  5. 4b. If not a SEPAWA member, how much did it cost that person to attend?

    ________________________________________________________________

  6. 5. What sector industries did the event organizers target for this symposium?

    ________________________________________________________________

  7. 6. Who spoke about the use of “Alternative Preservatives”?

    ________________________________________________________________

  8. 7. At what time did a speaker discuss the topic, “Mixing Technology”?

    ________________________________________________________________

Multiple Choice

  1. 8. According to the event program, Herr Hans-Georg Böcher works at:
    1. a. German Institute for Cosmetic Technology
    2. b. German Institute for Paper Technology
    3. c. American Chemical Society
    4. d. None of these
  2. 9. Speaker Nr.1's topic refers to:
    1. a. biologically inactive emulsifiers
    2. b. biologically active surface agents
    3. c. viral infections
    4. d. non-biologically active binding agents
    5. e. non-biologically active surface agents
  3. 10. Which is correct about the last seminar of the day at this event?
    1. a. The topic dealt with spending more money on energy
    2. b. The topic analyzed ways to conserve and save energy
    3. c. The speaker came from industry and not academics
    4. d. None of these

True or False

  1. 11. There were a total of seven speakers at the symposium. T/F
  2. 12. In order to attend the event, one had to reply affirmatively by 23 November 2012. T/F
  3. 13. The first speaker started just before 9:30. T/F
  4. 14. Lunch was held between 12:20 and 13:30. T/F
  5. 15. Jahreshauptversammlung means that the group meets every month. T/F

6.3 Participating in a Webinar

6.3.1 What is a Webinar?

As the current information or digital era has evolved, the term webinar has now entered our lexicon, and is defined as “a live online educational, industry sector presentation during which participating viewers can submit questions and comments.” (Merriam-Webster dictionary).

If you have already participated in a webinar led by an English speaking person, what was your experience?

  • What was easy about the webinar?
  • What was difficult about the webinar?

Throughout the years, webinars have become more fashionable and affordable to “attend,” especially as you can “link up” to one from the office, laboratory or wherever the technology is offered. However, disadvantages or drawbacks can still exist with webinars due to poor sound quality or IT interruption. However, participating in a seminar can also have their disadvantage such as higher attendance fees or travel costs.

6.3.2 Reading Comprehension: Reviewing a Flyer from a Seminar Program

Using a specific webinar, which was titled, “Cleaning Validation – Strategy, Techniques and Regulations (Source: Key2Compliance, Sweden, from the year 2013)” as our example, please read the flyer's text below, and for review, use these keywords or acronyms (special abbreviations, i.e., BASF, UN, etc.) with their translations to fully comprehend the text's meaning for important items such as the seminars:

  • Topics, course description and objectives
  • Date and program's (programmeBrE) schedule
  • Registration's conditions and terms
  • Cost.

“Cleaning Validation – Strategy, Techniques, and Regulations” (Source, Key2Compliance, Sweden): Interpreting an example of a Flyer for a Sector Industry Seminar (some terms below are discussed in Chapter 13).

Flyer's keywords or acronyms Definition/comment
APIC Association for Professionals in Infection Control and Epidemiology http://www.apic.org/ —————
Cancelation policy Reading the conditions and terms to any event's program are crucial to any scheduled event Stornierungsbedingungen
Compliance A synonym or another word associated with regulations, which means to follow the legislation required to comply with a certain agency or authority's laws Compliance
cGMP or GMP current Good Manufacturing Practice regulations (GMPs) are used by pharmaceutical, medical device, and food manufacturers as they produce and test products that people use. Drug GMPs also apply to veterinary drugs. http://www.cgmp.com/ cGMP
Discount for groups Airlines, supermarkets, chain stores (Ladenkette) offer discounts on their products Rabatt
Liability A dry cleaner or a contract's disclaimer usually will state that the firm cannot be held liable or responsible for certain damages Haftung
regulatev., regulatoryadj. Administrative, governing, managerial Regulatorisch
SFSTP Société Française des Sciences et Techniques Pharmaceutiques
US-FDA US-Food and Drug Administration (discussed further in Chapter 13A, Worldwide Regulatory Agencies')
validatev., validationn. The test results validated the findings of the regulatory commission Validierung, Prüfung
Worst case scenario Mentioned in the course outline GAU

Reading Comprehension from Flyer's seminar, “Cleaning Validation – Strategy, Techniques and Regulations” (Source: Key2Compliance, Sweden): Read this seminar's text, proposal, and advertisement below.

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Figure 6.2 Webinar.

(Reproduced with permission from Key2Compliance AB, Copyright 2014.)

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6.3.2.1 QUIZ YOURSELF: Reading Comprehension

Based on the text above, please answer the following questions:

  1. When and where did this seminar occur?
  2. Who is the trainer for this specific course?
  3. Did the course trainer interact with another colleague?
    1. If so, what is that person's name?
    2. Where did that person work and in what capacity?
  4. What are the target industries of this seminar?
  5. Concerning the seminar's “Objectives,” what does the statement, “to get the most effective payback' in terms of productivity, safety, ergonomics, and environment protection mean”?
  6. Does the training organization offer discounts?
    1. If so, what is a discount, and how does it work with this training firm?
    2. When the seminar's organizer states, “specify our booking code D000030870 to get a discount when making a reservation at Scandic,” what discount is that to be used for?
  7. Does the training firm, Key2Compliance have a cancellation policy?
    1. If yes, what are the conditions when cancelling less than 30 days prior to the course's start?
    2. What are the conditions when cancelling less than 7 days before the seminar would occur?
    3. What does the organizer, Key2Compliance mean when it states, “Note! Key2Compliance AB are not responsible or liable to any costs in conjunction with a cancelled course”?

6.3.3 What did you Learn from this Lesson?

For some who are reading this portion of the book might not participate in this type of webinar. After all, the topic relates to a niche topic, for pharmaceutical processing. However, using this webinar as a reference point for improving your comprehension about the webinar's topics, trainer's background, registration, terms and conditions, etc., merits certain points such as:

  1. 1. It's important to know the background of the trainer and his/her mother-tongue (native language). This is not any reflection on any French, German, or Spanish native-speaker, who may have better English speaking skills than even a true English speaking person. However, it is important to consider the fact that a French, German, or Spanish speaking person providing a seminar in English may have a distinct accent, which may interfere in the participants' comprehension!
  2. 2. So what happens if the speaker is a native-speaker, but with a Welsh, Scottish, or even an American-southern state (Alabama, Texas, Georgia, etc.) accent or drawl (gedehntes Sprechen) which may be difficult to understand? Surely, one will agree that for anyone in this type of business, they should have good communication skills.
  3. 3. When considering one's participation in a seminar, it's always best knowing if the course's topics and objectives are relevant to your participation. Do you agree with this statement? Why?
  4. 4. Reading the “fine points,” such as the fee, terms and conditions, for joining the webinar or seminar is very important. A business decision is important towards partaking in an event; after all, “time is money” and “money doesn't grow on trees”!
  5. 5. So, why is it critical to know about the specific conditions of the contract's cancelation policy?
  6. 6. What's the German translation of the word liability?

6.4 Business Speaking Skills

6.4.1 The Elevator Speech, the 30 Second(s) Drill

What is the Elevator Speech? Why is it called the “Elevator Speech” (or “Elevator Pitch”)? One of the most important things any employed person can do, especially when not a native-English speaker, is to briefly and succinctly explain your employment responsibilities, duties or tasks for the company, institute, agency, and so on, and all within approximately 30 s! The “Elevator Speech” is termed as such, because should you be in an elevator (Aufzug), and you meet a colleague going to work and you become engaged in conversation, you only have a short period of time (max. 30 s!) to get your topic or message across.

What Should be Stated in One's Elevator Speech?

Its message should be able to sum up the unique aspects of your name, position with the company, your tasks, within a short period of time. It should be conveyed in such a way that excites, intrigues, and gets someone's attention. This should be a fundamental skill of yours, and is just as important as learning technical English!

The steps required in order to make a good Elevator Speech should include in the following order, your…

  • full name
  • occupation or position of employment with your company
  • task or responsibility with company, lab, institute, and so on.

If time allows and you feel it is necessary, include the following:

  • previous professional as well as academic background
  • language fluency (competency) or IT capabilities.

Last, but not least, whatever you say in your Elevator Speech, Keep It Short and Sweet. Over time, one's Elevator Speech…

  • should be modified (changed) to get its “message” across to others in the months or years to come!
  • may change completely, due to a new position within the same company, institute, etc.
  • may change completely, due to a new position another company, institute, etc.

There is an old saying, “Don't sweat the small stuff!” (Halten Sie sich nicht mit Nebensächlichkeiten auf!)… Üben, Üben, Üben!

6.4.2 Small Talk, the Fine Art of Schmoozing

With over 250 different ethnic groups, one can say that New York City (NYC), is “the United Nations (UN) of the World.” In a single breath, one can hear several languages being spoken on a Bronx, Brooklyn or Manhattan street corner. Many people will agree that nowhere else on our planet can you come in contact with so much ethnic diversity than in NYC!

What is Schmoozing, what does if have to do with NYC and this section's topic ‘Small Talk’?

Due to New York City's rich immigrant history, Yiddish (a language mixture of German and Hebrew) was and still is a language used by many New Yorkers, mostly those from the Jewish faith. In Yiddish, the verb schmooz exists. Schmoozing (ger.) really means the refinement or ability to use “Small Talk,” which is an important part of a conversation; hence the reason why the topic was introduced in such a way.

Whether it be speaking to a company colleague from Australia, an industry network contact from the United States, or discussing a problem about your HPLC with an English speaking serviceman-/woman from Wales, just like a soccerAmE/footballBrE player needs to warm up before going on to the field, “Small Talk” is used to warm you and your colleague up to get into further discussions.

6.4.2.1 Learning “Small Talk” – How to Become a Good Schmoozer

Before you engage in “Small Talk,” you need to master learning how to ask questions, which is the foundation of this task. Thus, let's review … Who? What? Where? How? Why?, and so on (review Section 1.3).

Question words are used to ask about specific qualities, times, places, people, and so on. They are different from yes/no questions!

6.4.2.2 “Small Talk” Topics to Select from and Schmooze with…

  • Movies, culture, theater
  • Sports (athletics)
  • Weather
  • Places of interest

Below are some selected topics to help one conquer the fear or angst to talk with English speaking colleagues. Keep in mind, if the situation was reversed, and your colleague was forced to speak German with you, which topics do you think he or she would choose for “Small Talk,” and all in the German language?… as you know from science, everything is relative!

So let's start out easy…Pretend that you are being visited at your facility or firm by an English speaking business colleague. Naturally, if they traveled internationally, wouldn't you first ask them…

  • How was your journey?
  • What time did your flight, train or bus depart?
  • Did you arrive on time or incur any travel problems? If yes, can I help you with something?
  • Would you like me to help you with a hotel reservation?
  • The company would like to invite you to dinner. What type of food do you like?

As the conversation begins to “flow,” then other logical questions to ask could be the following;

  • How are you feeling?
  • How is your family?
  • Is work going well (not good, because well as an adverb modifies the verb)?
  1. Example No. 1: Attempting to reverse the role, try to pretend (vorgeben) that you were from NYC, because you might suggest a restaurant in the following manner: “When in NYC, have you ever eaten at Peter Lugar's Steak House in Brooklyn? Because from lower Manhattan's East Side, it's just over the Williamsburg Bridge. If you have not, its a wonderful steak house, but quite expensive. They don't take reservations or credit cards, and you'll enjoy the waiters or waitresses, who are professional, and part of the NYC experience.”
  2. Example No. 2: If you're from Germany, you may wish to talk about the famous traditional Christmas markets in either Nürnberg or Aachen.
  3. Example No. 3: Zollverein in Essen, Germany… a sensational schmoozing topic!

Using this place of interest (museum), can you think of some questions or ways to start a conversation with an English-speaking colleague? Before starting the conversation, let's get familiar with some keywords about the Zollverein:

Coke production facility Kokerei
Mine shaft Schacht
Pretend vorgeben
UNESCO-World Heritage Site UNESCO-Welterbe

Using the keywords about the Zollverein in Essen, Germany (http://www.zollverein.de/), let's pretend to have a “Small-Talk” conversation between you = Schmoozer/SLH = Steven L. Hanft, Schmoozee:

  • You: Steven, have you ever visited the Zollverein in Essen, Germany?
  • SLH: No, but can you please explain, what is the Zollverein?
  • You: The Zollverein is a museum in Essen, Germany, which in the past, had functioning or working coal mine shafts. At one time, Zollverein was considered to be the world's largest coke producing plant in the world. Today, it is a museum with a nice café, restaurant, ample parking facilities, and a gift shop to purchase books and other items.
  • SLH: Is that a fact? You mean to tell me that a former coal mine and coke production plant were both turned into a museum? Also, isn't Essen in the heart of what is called the Ruhr Valley (Ruhrgebiet)? Fascinating, and yes, I'd be interested in seeing that! Never in my life have I seen a coal mine nor for that matter a coke production facility that was located in a densely populated region of the world!
  • You: That's great! I knew you'd be interested in seeing the Zollverein, which is now a UNESCO world heritage site!
  • SLH: Ok, but can you accompany me to this place? After all, I'm not familiar with directions to Essen, let alone speaking German to gain entrance into the Zollverein Museum (Museum is capitalized, name of a specific museum or place, such as the Zollverein).
  • You: Steven, I'd be delighted to accompany you, and you'll surely want to go to the gift shop to purchase some items for your children, wife, friends, and maybe yourself.

How about using industry events for “Small-Talk”? By all means, and here are some industry topics to consider:

  • Upcoming sector industry trade shows, exhibitions, symposiums, and so on.
  • New products on the market, new company policy, and for sure, anything about new technological development or advancements. What of new chemical regulations or legislation that affects import/export?
  • Company news such as management changes, new R&D (F&E) Manager, new international sales director, issues about logistics, and so on.
  • Can you think of other industry topics pertinent to discuss in a “Small-Talk” conversation?

Religion and Politics – These are two topics, which are not considered part of “Small-Talk” or business discussions. Do you agree? Why?

6.4.3 Making a Presentation: Presenting to Industry Colleagues at a Conference, Congress, or Trade Show

“The only thing we have to fear is fear itself.” (US President Franklin D. Roosevelt, 1932; speaking to the American people on radio during the economic Depression, where >30% of capable working people were without work!)

Presenting, which means speaking before a group is probably the best self-instruction tool that anyone can use to improve their technical English, and should be looked upon as an opportunity and not something to fear!

Yes, even a native speaker gets a bit nervous before making a presentation! Holding it in one's second language and in front of an audience can be considered to be a difficult task. Thus, I suggest reading the recommendations below. Ultimately, if you have to make a presentation in English, all the tips below don't add or measure up to the real thing, which means actually giving one!

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Introducing your Presentation Topic

  • First of all, why not consider using an agenda or contents for introducing your topic?
  • Try to catch the audience's attention with a good opening line such as a well- known expression, phrase, poem or quotation from a famous person (i.e., “Ich bin ein Berliner,” JFK, Berlin Wall, 26. June 1963).
  • Make use of jokes, sometimes anecdotes or even a very short story to go further.
  • Use of questions can really help, and thus get your audience involved (refer to Section 1.3).

Get familiar with the “crowd,” aka, the audience you are speaking to! Do you know the participant's industry sector, business level or even nationality? Why not ask the audience some simple questions such as…

  • “How many in the audience are from the chemical, metal or automobile industry?”
  • “Who amongst you are managers, R&D, QA/QC, business owners, academics (students or professors), those working with government agencies or authorities, and so on?”
  • “Who is from Europe? North America? Asia? South Africa? Brazil, other nations?”

After all, being aware of your audience's constituency (sector industries, business titles, nationalities, etc.) makes sense. Also, I suggest watching what is called, PC, “Political Correctness.” You don't wish to offend anyone with your presentation, why cause controversy? After all, you're there to present, not fight!

6.4.3.1 Key Phrases or Expressions to Consider Using in a Presentation

Below are some practical phrases with translations to consider using for any presentation.

English phrases for a presentation Deutsche Version
Beginning or introduction Beginn oder Einleitung
Welcome to the session (presentation, workshop, seminar, lecture) on human genetics. Herzlich Willkommen zu der Veranstaltung (Präsentation, Kurs, Seminar, Vortrag) über Humangenetik.
It's a pleasure being here, I wish to thank the event organizers. My lecture on “HPLC analysis for fragrances” includes these topics: Ich freue mich sehr hier zu sein und bedanke mich ganz herzlich bei den Veranstaltern. Mein Vortrag zum Thema ‘HPLC-Analyse von Duftstoffen’ ist in die folgenden Bereiche unterteilt:
Once again, it's real nice to be back speaking on this topic, and I wish to extend a hearty thanks to the organizing committee, especially Dr. Annelie Struessmann, Mr. Griff Trow, esq. and above all, Ms. Beatrice Glucksman Noch einmal, es ist mir eine Freude wieder hier zu sein um zu diesem Thema zu sprechen. Mein Dank gilt insbesondere Frau Dr. Annelie Struessmann, Herrn Griff Trow, esq. und vor allem Frau Beatrice Glucksman.
Thank you very much for inviting me to present on this exciting biochemistry topic Vielen Dank für Ihre Einladung und die Möglichkeit, über dieses spannende biochemische Thema zu sprechen.
Thank you for inviting me… Vielen Dank, dass Sie mich eingeladen haben….
Introducing a speaker Vorstellung eines(r) Redners (Vortragenden)
It gives me great pleasure to introduce Ms. Joanne Seebacher, a dermatological laser specialist, and, incidentally, is born and raised in my hometown, New York City! Es ist mir eine große Freude, Ihnen Frau Joanne Seebacher vorstellen zu dürfen. Frau Seebacher, eine Laserspezialistin, wurde in meiner Heimatstadt New York geboren und wuchs auch dort auf.
Thanking a speaker for their presentation Dank an den(die) Vortragende(n) für die Präsentation
Dr. Robert Seebacher, thank you very much for this engaging, interesting seminar on organic chemistry Herr Dr. Robert Seebacher, Vielen Dank für dieses interessante Seminar über organische Chemie.
Statements made during your presentation Bemerkungen während der Präsentation
What I'm going to talk about next in my presentation is based on my most recent statistical findings Was ich Ihnen als nächstes vorstellen möchte beruht auf eigenen neuesten statistischen Ergebnissen.
Our goals are first to review the basic principles of the Periodic Table of Elements, and then discuss each element Unser erstes Ziel ist die Betrachtung der Grundprinzipiens des Periodensystems und danach werden wir jedes einzelne Element besprechen.
I'm sure you'd like me to touch on this next topic, so let's talk about Carbohydrates, shall we? Ich glaube, dass Ihr (Sie) mit mir jetzt das nächste Thema angehen möchte(t)(n), also lass(t)(en) (Sie) uns über Kohlenhydrate sprechen.
Now, I wish to talk about… Jetzt möchte ich über … sprechen
At this juncture of the presentation, I'd like to take a few minutes and discuss… An dieser Stelle des Vortrags möchte ich für einige Minuten unterbrechen um den Punkt … diskutieren.
To illustrate my point, please observe the following slide Um meinen Punkt zu verdeutlichen, möchte ich Sie bitten, die folgende Darstellung zu betrachten.
At this juncture of my seminar, do any of you have any specific questions for me? I'll be more than happy to answer a few now, but will take the time at the end of my seminar to take as many questions allowed with the time remaining Haben Sie zu diesem Zeitpunkt irgendwelche Fragen? Ich bin jetzt gern bereit, einige zu beantworten, den Großteil bitte ich allerdings für den Schluss des Seminars aufzuheben, dann werde ich Ihre Fragen beantworten, solange die Zeit reicht.
That's a very important point or issue to consider or I'd like to emphasize the fact that… Dieses ist ein sehr wichtiger Punkt oder Aspekt in der Betrachtung -oder- diese Tatsache möchte ich besonders hervorheben
Technical problem or issue Technische Probleme
Can you all hear me, because I think the sound system is set far too low? Können Sie mich gut verstehen, ich denke nämlich, dass die Lautsprecheranlage sehr leise eingestellt ist?
To the technician handling my slides and presentation, could you please revert back to my previous slide? Thank you! Ich möchte den Bildtechniker bitten, würden Sie bitte das letzte Bild nochmal zurückholen? Vielen Dank.
Concluding remarks Abschließende Bemerkungen
Now I wish to conclude Jetzt möchte ich zusammenfassen
Summing up my presentation with the following comments: Abschliessend möchte ich meine Präsentation wie folgt zusammenfassen:
I'd like to summarize my main points, so let's begin first with this slide Ich möchte die Kernpunkte meiner Präsentation zusammenfassen, lassen Sie mich mit dieser Darstellung beginnen.
In conclusion, I'd like to state the following: Zusammenfassend möchte ich folgendes sagen:
Q&A (Question and Answer) session F&A (Frage und Antwort)
Does anyone have any questions they wish to ask me or the panelists? Hat irgendjemand Fragen für mich oder an die Podiumsredner?
You have just raised an interesting question! Sie haben soeben eine sehr wichtige Frage angesprochen!
Speaker's comments during Q&A session Bemerkungen des(r) Vortagenden während der F&A Teils
Yes, I concur with you Ja, ich stimme mit Ihnen überein.
I appreciate your comments and fully agree with them Ich bedanke mich für Ihren Kommentar und stimme vollkommen zu.
Sorry, but I disagree with you and here is why Ich stimme Ihnen nicht zu, tut mir leid, und zwar aus diesem Grund:
These are some of my reasons why I disagree with your thoughts Dies sind einige Gründe, weshalb ich nicht mit Ihrem Ansatz übereinstimme.
That is not correct, and here are some concrete reasons why I believe this way Das stimmt nicht und hier sind einige konkrete Gründe für meinen Standpunkt.
That has not been proven, and here is why Das ist nicht bewiesen und zwar aus diesen Gründen.
Hmm… I don't have the answer now, but if you give me your business card, I'll get back to you with it asap (as soon as possible)! Hmm… im Augenblick weiß ich keine Antwort, aber wenn Sie mit Ihre Visitenkarte geben, werde ich Ihnen die Antwort schnellstmöglich zuschicken.
Hmm… I need further time to answer that question, and since not enough time exists in this session, please give me your business card, and I'll respond to you asap (as soon as possible)! Hmm… ich brauche noch ein bisschen Zeit für die Antwort und da während dieser Veranstaltung die Zeit nicht reicht, möchte ich Sie um Ihre Visitenkarte bitten, dann werde ich schnellstmöglich auf Sie zurückkommen.

6.4.3.2 The Template for a Presentation

Use an approved company template, consistently. It should contain the following:

  • Title and date of your presentation
  • Your name with business title and academic title (if any)
  • Name of company
  • If necessary, department or business unit you work in
  • “Footer” at the bottom of most slides.
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Let's look at an actual example of a Template
  • Title and date of presentation: “Technical English for Labor Personnel,” 2-day workshop in Frankfurt a.M.
  • Presenter's name with company name, academic title: Steven L. Hanft, M.A. (in this case, there is no need to state my business title, but working for a company, you should get into good habits and mention your business title)
  • “Footer” at the bottom, which can be used for your other ppt. pages: “Steven L. Hanft, M.A., CONUSBAT, Technical English Workshop, 5–6 March, 2012.”
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Summary or Conclusion – Ending your presentation

To develop your conclusion/summary, Mr. H suggests using a few “bullets” in the following way:

  • Concluding pt. 1 ………………………….
  • Concluding pt. 2 ………………………….
  • Concluding pt. 3 …………………………
Q&A – Questions and Answer Session

After the conclusion (summary), try fielding as many questions as possible, and answer them professionally and in a pleasant manner. However, what will you do if you don't have the best answer to a question? That can happen, we're all human, and don't always have the best answers on the “tip of our tongue.” Sometimes, we all need to think about the correct or best answer. Thus, I suggest that you exchange business cards, and reply to this person with the question in the following possible ways:

  • “I'll get back to with an answer asap!”
  • “When I get back to my lab office, I will research the answer and get back to you.”

Last, but not least, if you know you are running out of time to take any more questions, you may say to the audience, “I have time for 1–2 more questions”.

Mr. H's Do's for Successful Presentations
  • Do you have a handout for each person in the audience? It makes a nice gift (Geschenk). Along with the presentation stored on a USB stick, everyone should go home with your thoughts, which contains your name and the name of the company you work for; after all, your firm has sent you on this mission with the hope of procuring more business! Speaking engagements as well as publications (blogs), multimedia videos are all great ways to promote yourself as well as your company or institution.
  • Gesturing or “speaking” with your hands can help.
  • Use as many charts, diagrams, maps, data, statistics, graphs, and so on, as possible. They help to keep the audience's attention and people like to focus on these.
  • “My mind went blank!”… What will you do if you forget what you were saying? It happens to the best of us, and all the more reason to use note cards, which act as REMINDERS. Most likely, the thought you forgot will come back to you later, and, hopefully, it will not haunt you after your presentation. But if not, suggest just to take a deep breath, maybe make a small joke and just laugh it off… we're human, prone to make mistakes, but for the future, its always best to correct one's mistakes. Remember! You can always e-mail or write to the participants with what you forgot to say!
  • Provide your business contact details such as:
    • company, lab or institute's website
    • e-mail address, Tel.nr., Fax.Nr., and so on.
    • if necessary: Skype name, social media addresses (Twitter, Facebook)

Remember, you are making a presentation to promote yourself and your firm, lab or institute's name, which is the major goal of any presentation. You need to put on a shining face for everyone to see!

Mr. H's Don'ts for Successful Presentations
  • Avoid showing nervousness like, juggling money in your pockets, fidgeting with a pen or pencil.
  • Avoid too many uhs: uh, uh, uh…like a good song, keep your rhythm.
  • Try not to dress like a Schlemiel (Yiddish word)…look presentable, be professional.
  • At the beginning of your conclusion, avoid saying something like the Bugs Bunny cartoon character, “That's all folks!”
  • Your presentation's conclusion: Try developing a strong ending, and you may wish to consider using a famous quotation, and certainly rely on summarizing your main points.