tips for getting people to slow down

8/7/2019 Tips for Getting People to Slow Down

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Tips for Getting People to Slow Down!!

One of the biggest problems is speed. Native speakers, especially business people, tend tospeak very quickly on the telephone. Here are some practical tips to get native speakers ofEnglish to slow down!

Immediately ask the person to speak slowly.

When taking note of a name or important information, repeat each

piece of information as the person speaks.

This is an especially effective tool. By repeating each important piece ofinformation or each number or letter as the spell or give you a telephone numberyou automatically slow the speaker down.

Do not say you have understood if you have not. Ask the person to

repeat until you have understood.

Remember that the other person needs to make himself/herself understood and it

is in his/her interest to make sure that you have understood. If you ask a personto explain more than twice they will usually slow down.

If the person does not slow down begin speaking your own language!

A sentence or two of another language spoken quickly will remind the person thatthey are fortunate because THEY do not need to speak a different language tocommunicate. Used carefully, this exercise in humbling the other speaker can bevery effective. Just be sure to use it with colleagues and not with a boss :-)!

More Telephone English:

Telephone English: Dialogue and Appropriate Vocabulary

Telephone English: Leaving a Message on an Answering Machine

Practical Exercises: Exercises to Improve Your Telephoning Skills

Role Plays: Role Play Dialogue Cues to Practice Telephoning with Friends

Teaching Telephone English: Lesson Plan

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Better Business English: A Proposal

Guide since 1997
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Kenneth BeareESL Guide

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Telephone English - Important Phrases

There are a number of phrases and idioms that are only used when telephoning. Let's firsttake a look at an example dialogue: Here are the most common:

Operator:Hello, Frank and Brothers, How can I help you?

Peter: This is Peter Jackson. Can I have extension 3421?

Operator: Certainly, hold on a minute, I'll put you through...

Frank: Bob Peterson's office, Frank speaking.

Peter: This is Peter Jackson calling, is Bob in?

Frank: I'm afraid he's out at the moment. Can I take a message?

Peter: Yes, Could you ask him to call me at . I need to talk to him about the

Nuovo line, it's urgent.

Frank: Could you repeat the number please?

Peter: Yes, that's , and this is Peter Jackson.

Frank: Thank you Mr Jackson, I'll make sure Bob gets this asap.

Peter: Thanks, bye.

Frank: Bye.

As you can see, the language is rather informal and there are some important differences toeveryday English. Look at the chart below for key language and phrases used in telephoneEnglish:

Introducing yourselfThis is Ken.Ken speaking
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Asking who is on the telephoneExcuse me, who is this?Can I ask who is calling, please?Asking for SomeoneCan I have extension 321? (extensions are internal numbers at a company)Could I speak to...? (Can I - more informal / May I - more formal)Is Jack in? (informal idiom meaning: Is Jack in the office?

Connecting SomeoneI'll put you through (put through - phrasal verb meaning 'connect')Can you hold the line? Can you hold on a moment?How to reply when someone is not availableI'm afraid ... is not available at the momentThe line is busy... (when the extension requested is being used)Mr Jackson isn't in... Mr Jackson is out at the moment...Taking a MessageCould (Can, May) I take a message?Could (Can, May) I tell him who is calling?Would you like to leave a message?[/table]

Sometimes, there may not be anyone to answer the telephone and you will need to leave amessage. Follow this outline to make sure that the person who should receive your messagehas all the information he/she needs.

1. Introduction - - - - Hello, this is Ken. OR Hello, My name is Ken Beare (more

formal).

2. State the time of day and your reason for calling - - - - - It's ten in the

morning. I'm phoning (calling, ringing) to find out if ... / to see if ... / to let youknow that ... / to tell you that ...

3. Make a request - - - - Could you call (ring, telephone) me back? / Would you

mind ... ? /4. Leave your telephone number - - - - My number is .... / You can reach me

at .... / Call me at ...

5. Finish - - - - Thanks a lot, bye. / I'll talk to you later, bye.

Here's an example of message

Telephone:(Ring... Ring... Ring...) Hello, this is Tom. I'm afraid I'm not in at the moment.Please leave a message after the beep..... (beep)

Ken: Hello Tom, this is Ken. It's about noon and I'm calling to see if you would like to go tothe Mets game on Friday. Could you call me back? You can reach me at 367-8925 until five

this afternoon. I'll talk to you later, bye.

As you can see, leaving a message is pretty simple. You only need to make sure that you havestated all the most important information: Your Name, The Time, The Reason for Calling, YourTelephone Number


4/12

Exercises for Practicing Speaking on the Telephone

The most important thing about practicing telephone conversations is that you shouldn't beable to see the person you are speaking to on the phone. You may ask, 'How can I do that if Iam practicing with a friend or another classmate?' Here are a few suggestions for practicing

phone calls without looking at your partner:

If you are in the same room - Put your chairs back to back and practicespeaking on the phone, you will only hear the other person's voice which willapproximate a telephone situation.

Use the telephone - This is pretty obvious, but really not used that often.Give your friend a call and practice various conversations (role plays).

Use internal office phones at work - This is one of my favorites and great

for business classes. If your class is on site (at the office) go to different officesand call one another practicing conversations. Another variation is for thestudents to go into another office and have the teacher telephone thempretending to be a native speaker in a hurry. It's then up to the students to makesure they have communicated what they need, or understood what the caller

wants. This exercise is always a lot of fun - depending on how good your teacheris at acting!

Tape yourself- If you are practicing alone, tape standard answers and thenpractice using the tape recorder stopping and starting to simulate a conversation.

Real life situations - Businesses are always interested in telling you abouttheir products. Find a product you are interested in and research it over thetelephone. You can ...

call a store to find out the prices and specifications.

ring the company representative to find out details on how the

product works. telephone a consumer agency to find out if the product has

any defects.

call customer service to find out about replacement parts, etc.

Role Playing Suggestions

Here are some role plays for you to use in practicing your telephone English.

Requesting Travel Information

Student A:

Choose a city in your country. You are going to travel to this city for a business meeting overthe next weekend. Telephone a travel agency and reserve the following:

Round-trip flight

Hotel room for two nights

Restaurant recommendation

Prices and departure times


5/12

Student B:

You work in a travel agency. Listen to student A and offer him/her the following solutions:

Round-trip flight: Air JW $450 Coach, $790 First Class

Hotel room for two nights: Hotel City $120 a night in the downtown area,Hotel Relax $110 a night near the airport

Restaurant Recommendation: Chez Marceau - downtown - average price $70 aperson

Product Information

Student A:

You need to purchase six new computers for your office. Call JA's Computer World and ask forthe following information:

Current special offers on computers

Computer configuration (RAM, Hard Drive, CPU)

Guaranty

Possibility of discount for an order of six computers

Student B:

You work in at JA's Computer World answer student A's questions using the followinginformation:

Two special offers: Multimedia Monster - with latest Pentium CPU, 256 RAM,

40 GB Hard Drive, Monitor included - $2,500 AND Office Taskmaster - cheaperCPU, 64 RAM, 10 GB Hard Drive, Monitor not included - $1,200

1 Year guaranty on all computers

Discount of 5% for orders of more than five computers

Leaving a Message

Student A:

You want to speak to Ms Braun about your account with her company, W&W. If Ms Braun isn'tin the office, leave the following information:

Your name

Telephone number: 347-8910 (or use your own)

Calling about changing conditions of your contract with W&W

You can be reached until 5 o'clock at the above number. If Ms Braun calls after5 o'clock, she should call 458-2416

Student B:


6/12

You are a receptionist at W&W. Student A would like to speak to Ms Braun, but she is out ofthe office. Take a message and make sure you get the following information:

Name and telephone number - ask student A to spell the surname

Message student A would like to leave for Ms Braun

How late Ms Braun can call student A at the given telephone number

Selling Your Product

Student A:

You are a salesperson for Red Inc. You are telephoning a client who you think might beinterested in buying your new line of office supplies. Discuss the following information withyour client:

New line of office supplies including: copy-paper, pens, stationary, mouse-pads and white boards

You know the customer hasn't ordered any new products during this past year Special discount of 15% for orders placed before next Monday

Any order placed before Monday will not only receive the discount, but alsohave its company logo printed on the products at no extra charge

Student B:

You work in an office and receive a telephone call from your local office supplier. As a matterfact, you need some new office supplies so you are definitely interested in what thesalesperson has to offer. Talk about the following:

New pens, stationary and white boards

Do they have any special offers

You would like to place an order for 200 packages of copy paper immediately

More Telephone English:

Telephone English: Dialogue and Appropriate Vocabulary

Telephone English: Leaving a Message on an Answering Machine

How to Telephone: Tips and Tricks to Make Sure a Native English Speaker

Slows Down!

Practical Exercises: Exercises to Improve Your Telephoning Skills

Teaching Telephone English: Lesson Plan

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7/12

Telephone English - Tips on How to Telephone in English for Business Englis...

Guide since 1997

Kenneth Beare

ESL Guide

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Teaching Telephone English for Business ESP EnglishClasses

Teaching telephone English can be frustrating as students really need to practice their skill asoften as possible in order to improve their comprehension skills. Once they have learned thebasic phrases used in telephoning, the main difficulty lies in communicating without visualcontact. This lesson plan suggests a few ways to get students to practice their telephoningskills.

Aim: Improving Telephoning Skills

Activity: Role playing using office telephone lines

Level: Intermediate to advanced

Outline:
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Review phrases used in telephoning. See Telephone English: Dialogue and

Appropriate Vocabulary

Ask each student to write out notes for a telephone conversation that theywould typically have with a native speaker. Example:Order 500 Liters of Olive Oil- Delivery: Next Friday - Payment Method: Company Account - Address: Student'sCompany Address - Telephone/Fax: Student's Telephone/Fax, etc.

Ask students to choose another student who should respond to the call for

which he/she has written notes.

This next step is the most important, and if possible goes a long way toimproving students' skills. Use internal office phones at work - This is one ofmy favorites and great for business classes.

Stress the fact that students need to understand and take note of everythingcrucial. If they do not understand they need to ask you to repeat, tell you to speakmore slowly - anything that is needed to understand. For tips see: How toTelephone: Tips and Tricks to Make Sure a Native English Speaker Slows Down!

Ask your students to go to a different office, make sure to get the extension

for the office. Ask students to take notes on the call.

Now, this is when your acting skills come in handy! Take the various notes,call the other extension and ask for the person suggested by the student who wrotethe notes.

You've made it to Hollywood now! Take a variety of roles and act them out onthe phone. Really put your students through the paces. You can be angry,impatient, in a hurry, etc.

Once you have repeated this exercise, get students to call each other in theirown offices to repeat the exercise. Remember it is crucial to actually use the phone,as the difficulty lies in understanding English over the phone. If students needsuggestions see: Role Plays: Role Play Dialogue Cues to Practice Telephoning withFriends

Finally, if you don't have the opportunity of using different telephone lines put students' chairsback to back and practice speaking on the phone, students will only hear the other person'svoice which will approximate a telephone situation.

Teaching telephone English can be frustrating as students really need to practice their skill asoften as possible in order to improve their comprehension skills. Once they have learned thebasic phrases used in telephoning, the main difficulty lies in communicating without visualcontact. This lesson plan suggests a few ways to get students to practice their telephoningskills.

Aim: Improving Telephoning Skills

Activity: Role playing using office telephone lines

Level: Intermediate to advanced

Outline:
http://esl.about.com/library/speaking/bltelephone_vocab.htmhttp://esl.about.com/library/speaking/bltelephone_vocab.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_role.htmhttp://esl.about.com/library/speaking/bltelephone_role.htmhttp://esl.about.com/library/speaking/bltelephone_vocab.htmhttp://esl.about.com/library/speaking/bltelephone_vocab.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_role.htmhttp://esl.about.com/library/speaking/bltelephone_role.htm


9/12

Review phrases used in telephoning. See Telephone English: Dialogue and

Appropriate Vocabulary

Ask each student to write out notes for a telephone conversation that theywould typically have with a native speaker. Example:Order 500 Liters of Olive Oil- Delivery: Next Friday - Payment Method: Company Account - Address: Student'sCompany Address - Telephone/Fax: Student's Telephone/Fax, etc.

Ask students to choose another student who should respond to the call for

which he/she has written notes.

This next step is the most important, and if possible goes a long way toimproving students' skills. Use internal office phones at work - This is one ofmy favorites and great for business classes.

Stress the fact that students need to understand and take note of everythingcrucial. If they do not understand they need to ask you to repeat, tell you to speakmore slowly - anything that is needed to understand. For tips see: How toTelephone: Tips and Tricks to Make Sure a Native English Speaker Slows Down!

Ask your students to go to a different office, make sure to get the extension

for the office. Ask students to take notes on the call.

Now, this is when your acting skills come in handy! Take the various notes,call the other extension and ask for the person suggested by the student who wrotethe notes.

You've made it to Hollywood now! Take a variety of roles and act them out onthe phone. Really put your students through the paces. You can be angry,impatient, in a hurry, etc.

Once you have repeated this exercise, get students to call each other in theirown offices to repeat the exercise. Remember it is crucial to actually use the phone,as the difficulty lies in understanding English over the phone. If students needsuggestions see: Role Plays: Role Play Dialogue Cues to Practice Telephoning withFriends

Finally, if you don't have the opportunity of using different telephone lines put students' chairsback to back and practice speaking on the phone, students will only hear the other person'svoice which will approximate a telephone situation.

Does this situation seem familiar to you? Your English is progressing well, the grammar is nowfamiliar, the reading comprehension is no problem, you are communicating quite fluently, but:Listening is STILL a problem!

First of all, remember that you are not alone. Listening comprehension is probably the mostdifficult task (noun=exercise, job) for almost all learners of English as a foreign language. So,now you know you are not alone....! OK. The most important thing is to listen, and that means

as often as possible. The next step is to find listening resources. This is where the Internetreally comes in handy (idiom = to be useful) as a tool for English students. First you need to:

Download The RealPlayerfrom RealMedia.com

The RealPlayer allows you to listen to RealAudio and use the Internet like a radio station. Manysites now also provide listening using the Windows Media Player - or even have their ownplayers on the site. Once you have the RealPlayer you can begin to listen to English as it isused in everyday life. The possibilities are almost unlimited. You can:
http://esl.about.com/library/speaking/bltelephone_vocab.htmhttp://esl.about.com/library/speaking/bltelephone_vocab.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_role.htmhttp://esl.about.com/library/speaking/bltelephone_role.htmhttp://www.real.com/R/PTR/www.real.com/products/player/index.htmlhttp://esl.about.com/library/speaking/bltelephone_vocab.htmhttp://esl.about.com/library/speaking/bltelephone_vocab.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_tips.htmhttp://esl.about.com/library/speaking/bltelephone_role.htmhttp://esl.about.com/library/speaking/bltelephone_role.htmhttp://www.real.com/R/PTR/www.real.com/products/player/index.html


10/12

Listen toAll Things Considerednews stories on NPR

Listen to the BBC.

Strategies

Once you have begun to listen on a regular basis, you might still be frustrated(adjective=upset) by limited understanding. What should you do?

Here is some of the advice I give my students:

Accept the fact that you are not going to understand everything.

Keep cool (idiom=stay relaxed) when you do not understand - even if youcontinue to not understand for a long time.

Do not translate into your native language (synonym=mother tongue)

Listen for the gist (noun=general idea) of the conversation. Don't concentrate

on detail until you have understood the main ideas.

I remember the problems I had in understanding spoken German when I first went toGermany. In the beginning, when I didn't understand a word, I insisted on translating it in mymind. This approach (synonym=method) usually resulted in confusion. Then, after the first sixmonths, I discovered two extremely important facts; Firstly, translating creates a barrier(noun=wall, separation) between the listener and the speaker. Secondly, most people repeat

themselves constantly. By remaining calm (adjective=relaxed), I noticed that - even if Ispaced out (idiom=to not pay attention) I could usually understand what the speaker hadsaid. I had discovered some of the most important things about listening comprehension:

Translating creates a barrier between yourself and the person who is speaking

While you are listening to another person speaking a foreign language (English in this case),

the temptation is to immediately translate into your native language. This temptation becomesmuch stronger when you hear a word you don't understand. This is only natural as we want tounderstand everything that is said. However, when you translate into your native language,you are taking the focusof your attention away from the speaker and concentrating on thetranslation process taking place in your brain. This would be fine if you could put the speakeron hold (phrasal verb=to make a person wait). In real life however, the person continuestalking while you translate. This situation obviously leads to less -not more- understanding. Ihave discovered that translation leads to a kind of block (noun=no movement or activity ) inmy brain which sometimes doesn't allow me to understand anything at all!

Most people repeat themselves

Think for a moment about your friends, family and colleagues. When they speak in your native

tongue, do they repeat themselves? I don't mean literally (adverb=word for word), I mean thegeneral idea. If they are like most people I have met, they probably do. That means thatwhenever you listen to someone speaking, it is very likely (adjective=probable) that he/shewill repeat the information, giving you a second, third or even fourth chance to understandwhat has been said.

By remaining calm, allowing yourself to notunderstand, and not translating while listening,your brain is free to concentrate on the most important thing: Understanding English inEnglish.
http://www.npr.org/templates/rundowns/rundown.php?prgId=2http://www.bbc.co.uk/worldservice/learningenglish/radio/index.shtmlhttp://www.npr.org/templates/rundowns/rundown.php?prgId=2http://www.bbc.co.uk/worldservice/learningenglish/radio/index.shtml


11/12

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ESL AdsListening EnglishESL Business EnglishESL ListeningEnglish Grammar ExerciseLearningListening(Continued from Page 1)

Tips

Listen to something you enjoy

Probably the greatest advantage about using the Internet to improve your listening skills is

that you can choose what you would like to listen to and how many and times you would liketo listen to it. By listening to something you enjoy, you are also likely to know a lot more ofthe vocabulary required!

Listen for Keywords

Use keywords (noun=principal words) or keyphrases to help you understand the generalideas. If you understand "New York", "business trip", "last year" you can assume (verb=totake for granted, suppose) that the person is speaking about a business trip to New York lastyear. This may seem obvious to you, but remember that understanding the main idea will helpyou to understand the detail as the person continues to speak.

Listen for Context

Let's imagine that your English speaking friend says "...I bought this great tunerat JR's. It wasreally cheap and now I can finally listen to National Public Radio broadcasts." You don'tunderstand what a tuneris. If you focus on the word tuneryou might become frustrated.However, if you think in context (noun=the situation explained during the conversation) youprobably will understand. For example; bought is the past of buy, listen is no problem andradio is obvious. Now you understand: He bought something - the tuner- to listen to the radio.A tunermust be a kind of radio! This is a simple example but it demonstrates what you need tofocus on: Not the word that you don't understand, but the words you dounderstand.

Summary

It might seem to you that my ideas on how to listen encourage you to not understandeverything. This is absolutely correct. One hundred percent understanding is something towork towards(phrasal verb=to have as a goal, a plan for the future) and not to expect ofyourself now. Listening needs a great amount of practice and patience. Allow yourself theluxury of not becoming nervous when you do not understand, and you will be surprised byhow quickly you dobegin to understand.

Listening often is the most important way to improve your listening skills. Enjoy the listeningpossibilities offered by the Internet and remember relax......
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tips for getting people to slow down

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