Chapter 4. Executive communication.

New words and their definitions:

1. intercom - an electrical device allowing one-way or two-way communication Origin: Second World War: abbreviation of intercommunication . An intercom is a small box with a microphone which is connected to a loudspeaker in another room. You use it to talk to the people in the other room.

2. courteous ['kəːtjəs] polite, respectful, or considerate in manner Derivatives: courteously courteousness Origin: Middle English (meaning ‘having manners fit for a royal court’): from Old French corteis, based on Latin cohors ‘yard, retinue’. The change in the ending in the 16th cent. was due to association with words ending in –eous

3. thrive (thrives, thriving, throve or thrived; thriven or thrived) [no obj.] (of a child, animal, or plant) grow or develop well or vigorously ■ prosper; flourish Origin: Middle English (originally in the sense ‘grow, increase’): from Old Norse thrífask, reflexive of thrífa ‘grasp, get hold of’. Compare with thrift

4. arena [əri͟ːnə] 1) An arena is a place where sports, entertainments, and other public events take place. It has seats around it where people sit and watch. Syn: stadium 2) You can refer to a field of activity, especially one where there is a lot of conflict or action, as an arena of a particular kind. “business arena” Origin: early 17th cent.: from Latin harena, arena ‘sand, sand-strewn place of combat’

5. screen out If an organization screens out certain people, it keeps them out because it thinks they may cause problems. “ The company screened out applicants motivated only by money”.

6. coveted [kʌ̱vɪtɪd] You use coveted to describe something that very many people would like to have.

7. rung 1) a horizontal support on a ladder for a person's foot ■ a level in a hierarchical structure, especially a class or career structure • Origin: Old English hrung (in sense 2); related to Dutch rong and German Runge

8. disseminate [dɪ'sɛmɪneɪt] [with obj.] spread (something, especially information) widely. Origin: late Middle English: from Latin disseminat- ‘scattered’, from the verb disseminare, from dis- ‘abroad’ + semen, semin- ‘seed’

9. conform -1) If something conforms to something such as a law or someone's wishes, it is of the required type or quality. Comply with rules, standards, or laws. If you conform, you behave in the way that you are expected or supposed to behave. Origin: Middle English (in the sense ‘make (something) like another thing’): from Old French conformer, from Latin conformare, from con- ‘together’ + formare ‘to form’

10. scrutiny -critical observation or examination Origin: late Middle English: from Latin scrutinium, from scrutari ‘to search’ (originally ‘sort rubbish’, from scruta ‘rubbish’). Early use referred to the taking of individual votes in an election procedure

11. rhetoric ['rɛtərɪk] -the art of effective or persuasive speaking or writing, especially the exploitation of figures of speech and other compositional techniques. Origin: Middle English: from Old French rethorique, via Latin from Greek rhētorikē (tekhnē) ‘(art) of rhetoric’, from rhētōr ‘rhetor’

12. conduct -(The verb is pronounced [kəndʌ̱kt ]. The noun is pronounced [kɒ̱ndʌkt ].) 1) When you conduct an activity or task, you organize it and carry it out. Syn: carry out 2) The conduct of a task or activity is the way in which it is organized and carried out. 3) If you conduct yourself in a particular way, you behave in that way. Syn: behaviour 4) When someone conducts an orchestra or choir, they stand in front of it and direct its performance. 6) If something conducts heat or electricity, it allows heat or electricity to pass through it or along it. “ Water conducts heat faster than air”. 7) If you conduct someone to a place, you go there with them. [FORMAL]

13. abusive 1) extremely offensive and insulting 2) engaging in or characterized by habitual violence and cruelty 3) involving injustice or illegality (the abusive practices of businesses)

By what comes out of the person’s mouth, people will judge and form their opinions about any person. Ability to communicate properly, courteously, and intelligently will probably be on of the most significant, if not the key element in the chance to enter, thrive and advance in the executive arena. Recognizing of how pivotal communication skills are to success in the business world, more business schools are including in-person interviews to screen their applicants. This is in response to the complaint of growing company employment directors that “some students can’t communicate”.

The wrong word at the wrong time has caused many qualified job applicants to be screened out from a coveted position, the rising executive from the next rung of the ladder, or if the communication is detrimental to the company’s image, from the job itself. Communication is so important that most last companies have entire divisions devoted to it to ensure that the correct message is disseminated; that the all powerful word is used properly, effectively and with care.

It is necessary to conform to business etiquette in what must be said either in person, over telephone or in writing. Even what is said over an intercom is up for scrutiny, since someone else might be eavesdropping or a caller might hear if the employee forgot to put a caller “on hold” or “mute”.

As an effective executive communicator, one has to be concerned with rhetoric as well as elocution, the way the words are uttered.

Guide lines (tips) for appropriate (effective) executive communication.

1. Avoid using slang or derogatory expressions.

2. Show an interest in what someone else is saying.

3. Use proper English as well as correct grammar in your oral or written communications.

4. Pronounce proper names, especially last names correctly.

5. Keep all office secrets – professional or personal to yourself.

6. Be careful about what information is overheard by co-workers or visitors when having meetings or conducting telephone business, especially if the conversations are of a personal nature.

Problem setting:

1. Let’s imagine the following situation. You are a qualified job applicant. Three interviews with you had to be rescheduled. You write a letter complaining that your time is also valuable and you resent being treated in this manner. What do you think; will you be taken off the list of candidates? Why?

2. Will your “thank you” letter be highly appreciated if it is a photocopied letter? Who can it offend?

3. Will you be asked to resign (voluntarily leave a job or office) if you swear occasionally and are verbally abusive to co-workers?

Vocabulary exercises:

1. From the text above, find the words to the following definitions, please.

n………………………..	talent, skill, or proficiency to do something.
v	share or exchange information, news, or ideas
adj	very important and affects the success of that thing.
adj	harmful or damaging
v	Overhear, secretly listen to a conversation.
v	develop well or vigorously, prosper; flourish
v	voluntarily leave a job or office
adj……… n…………	very many people would like to have this job
adj	extremely offensive and insulting
v	spread (something, especially information)
adj	insulting , humiliating , degrading , depreciatory , disparaging disrespectful showing a critical or disrespectful attitude
n	a type of language consisting of words and phrases that are regarded as very informal
v	use language that is considered to be rude or offensive, usually because they are angry.
v	change the time of a planned event

Chapter 4. IN PERSON. Names & greetings.

New words and their definitions:

1. intentionally [ɪn'tenʃ(ə)n(ə)lɪ] нарочно, умышленно, намеренно I never intentionally wronged anyone. — Я никого никогда не обижал умышленно.

2. vague [ve͟ɪg] 1) If something written or spoken is vague, it does not explain or express things clearly. Ant: precise 2) If you have a vague memory or idea of something, the memory or idea is not clear. Syn: faint 3) If you are vague about something, you deliberately do not tell people much about it. 4) If you describe someone as vague, you mean that they do not seem to be thinking clearly. 5) If something such as a feeling is vague, you experience it only slightly.

3. discreet [dɪ'skriːt] -careful and prudent in one's speech or actions, especially in order to keep something confidential or to avoid embarrassment

4. discrete [dɪskri͟ːt] usu ADJ Discrete ideas or things are separate and distinct from each other. [FORMAL]

5. endear [ɪn'dɪə, ɛn-] - cause to be loved or liked .If something endears you to someone or if you endear yourself to them, you become popular with them and well liked by them.

6. blurt out If someone blurts something out, they blurt it. Say (something) suddenly and without careful consideration

7. notation 1) a series or system of written symbols used to represent numbers, amounts, or elements in something such as music or mathematics 2) a note or annotation “he noticed the notations in the margin” Origin: late 16th cent.: from Latin notatio(n-), from the verb notare, from nota ‘mark’

8. If something triggers (инициировать, дать начало (чему-л.)) an event or situation, it causes it to begin to happen or exist. Origin: early 17th cent.: from dialect tricker, from Dutch trekker, from trekken ‘to pull’

9. tidbit ['tidˌbit] - a small piece of tasty food ■ a small and particularly interesting item of gossip or information Origin: mid 17th cent. (as tyd bit, tid-bit): from dialect tid ‘tender’ (of unknown origin) + bit

10. associate -The verb is pronounced [əso͟ʊsieɪt ]. The noun and adjective are pronounced [əso͟ʊsiət ].) 1) If you associate someone or something with another thing, the two are connected in your mind. [2) If you are associated with a particular organization, cause, or point of view, or if you associate yourself with it, you support it publicly. Syn: affiliate 3) If you say that someone is associating with another person or group of people, you mean they are spending a lot of time in the company of people you do not approve of. [Syn: fraternize , mix 4) Your associates are the people you are closely connected with, especially at work.

11. deferential [de̱fəre̱nʃ(ə)l] - Someone who is deferential is polite and respectful towards someone else.

12. concrete -['kɒŋkriːt] existing in a material or physical form; not abstract

Problem setting:

1. Do you have trouble remembering names?

2. Do you always try to get a business card of any new person you meet? Do you ever meet notes about that person right on the card?

3. What can you write on the business card about a person you should remember?

4. The Americans name useful information about people they deal with, “notable tidbits”. Think over and say what information can it be? Date you met? Distinguishing physical characteristics? Height? Hair color? Build? Town of birth? College attended? Hobbies?

5. What has to be the style of these notes, if you know that others may have access to your card or address file? Should you be discrete in your descriptions?

6. What should you do if you see someone you are supposed to know whose name you have forgotten? What may be the ways out?

7. When can you use the nicknames of people you are dealing with?

8. What does it mean to be deferential to age and status of people at work? How is it reflected in the way you refer to others?

9. Imagine, there are two people you have to introduce to each other: a lower level person and a senior one. How will you introduce them? Does it matter if they are the same level? If they are different in age?

10. What kind of descriptions is it possible to include while making introductions? Is it the same in your own culture?

Text:

Unless you are intentionally trying to be vague and discrete, refer to individuals by their names, rather than as “she” or “he”. Remembering names is a good way to get ahead at work. There is nothing as endearing as when someone you have met just once before somehow remembers your name. One helpful tip to remember names is to get a business card of a person you met and t make notes of the date, physical characteristics, hobbies, College, date of birth… it is necessary to keep discrete in those descriptions in case if someone else has access to the notes about clients or business associates. Another way to remember names is to make a concrete association between the name and face of a new person and to write that association down. For example, for Lila Dempsey who is active and energetic the name of energetic fighter Jack Dempsey might be brought to mind. If it occurs to see someone whose name is forgotten, it is highly recommended to avoid blurting out: “Forgive me, but I do not remember your name” but a take a few moments to ask questions which will help to remember the name by associations. (“What are you up to these days?”) Do so to put the person in the context in which you met each other and maybe the question helps trigger the memory about how the acquaintance was made and what the name was.

It is useful to find out the rules about the names in each company and follow them addressing others or introducing yourself. To use someone’s nickname is possible only if he or she has given you permission to do so. At a meeting the inappropriate addressing of the chairman of the company by his first name by a junior advertising manager led to gasps around the room as well as the reprimand. There must be a general awareness of what is proper and sensitive to any situation which includes being deferential to age as well as status.

As a rule, the lower level person has to be introduced to the senior one. ”Mr. Jones, I’d like to present Mr.Black, Vice president of Marketing. Mr. Black, this is Mr. John Jones, the president of our company.”

It is good to include descriptions of each person you are making introductions. “Ms. Hastings, I’d like to introduce to you Sally Holms, the winner of this year executives communication competition. Sally, this is Ms. Alice Hastings, a published poet and the manager of our corporate communications writing division.”