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Derechos Reservados. Universidad Tec Milenio.
Ingls IX
Topic 2
Internal communication
and business meetings
Ingls IX
D.R. UNIVERSIDAD TECMILENIO
Learning objectives
By the end of this topic, you will be able to:
Interpret the main idea from different form of messages.
Identify the layout of the messages and produce them.
Analyze the text and rewrite the information.
Examine the information given and perform a dialogue.
Use the future simple and future continuous tenses
properly according to the context.
Ingls IX
Introduction
We must understand that internal
communication in a company is serious
business. The success on a company relies
on the understanding of its employees and
the goals of the company; therefore, it is
vital to know what the company wants to
achieve. In addition, guidance should be
provided for people, along with tips that they
can use in sharing the message.
There are many different channels of communication, like
newsletters to employees, intranet, employee surveys,
business meetings, notes, messages, memos, etc. We need
to make ourselves sure that we get across the right message
to the right people in the most efficient way.
Skimming to understand the main idea
There are many forms of communicating messages in a
corporation and they are needed to:
Exchange information and options.
Make plans and proposals.
Reach agreements.
Execute decisions.
Send orders.
Negotiate, etc.
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Skimming to understand the main idea
There are different types of communicating internal
messages like: email, one-to-one interview, memos,
handwriting notes, notices, suggestions, articles in a
newsletter, chat or phone calls.
By skimming quickly (over viewing a whole text without
reading everything), all the information we can quickly
get the man idea without investing great amounts of time.
Brainstorming the layout of the text
When writing business messages you
need to be clear, specific and
accurate. You must remember that
usually your target has limited time to
read it, so it needs to be interesting
and memorable. Because of this is
very useful to settle a brainstorm as
for different ways to get the message
across and which one would be the
best that would fit your target. There
are too many ways to convey a text,
and each one has its own
particularity; offices commonly use
memos since they are practical.
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Brainstorming the layout of the text
Example of a memo:
Scanning and paraphrasing information from a text
Through the process of scanning, we can
quickly search for specific information that
we need or want. The amount of time that
this option saves is so considerable that it
facilitates getting to details easily. You are
not supposed to read every word, the goal
is to save time by allowing you to jump into
the information you want.
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Once you have found the information you need, you must
keep in mind that you cannot use the original as your
own; you need to transform it in your own words.
Paraphrasing will help you to enrich the information with
your perspective, more information that you know and
even input your personal touch to the way that this
information is spread across.
Scanning and paraphrasing information from a text
Skimming and role-play from context
When you encounter new information through any way,
your first instinct is to take on the aspects or points that
you notice to be more captivating: titles, subtitles, images,
first lines, first and last paragraph. Skimming refers exactly
to doing this.
By doing this, you allow yourself to
capture pieces of information that seem
to stand out and then put it together to
form a bigger picture: the main idea. All
this information comes from the context,
so you must always be aware of this in
order to avoid being misled by
ambiguous information that could
address you to the wrong idea.
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Future simple or future continuous?
The future simple tense is used to
express a future action which will be
undertaken by the speaker. The
simple future has two different
forms in English: will and be going
to, and both refer to a specific time in
the future.
We use this tense in predictions
based on our opinions, to express a
decision made at the time of
speaking, to make an invitation, a
promise, or an offer.
Examples:
Statements
I will present the keynote on Financial Status tomorrow morning.
Microsoft is going to advertise heavily in New York for its new
program.
Apple will import most of his raw material from the Philippines.
The vendors are going to expedite the material to the site.
Questions
Will I present the keynote on Financial Status tomorrow morning?
Is Microsoft going to advertise heavily in New York for its new
program?
Will Apple import most of his raw material from the Philippines?
Are the vendors going to expedite the material to the site?
Negatives
I will not (wont) present the keynote on Financial Status tomorrow
morning.
Microsoft is not going to advertise heavily in New York for its new
program.
Apple will not (wont) import most of his raw material from the
Philippines.
The vendors are not going to expedite the material to the site.
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The future continuous tense is used to express an
action which would start in a particular moment the future
and probably will continue in the future. We use this
tense in future events on a specific time, or future
activities that result of a previous arrangement.
Examples:
Statements
At this time tomorrow, I will be attending a meeting.
He will be working next Saturday.
Questions
Will you be attending a meeting at this time tomorrow?
Will he be working next Saturday?
Negatives
I will not (wont) be attending a meeting.
He will not (wont) be working next Saturday.
Closing
Communication is a continuous
process through which ideas are being
constantly interchanged between
different persons. And in a company
this process must be very precise and
taken into serious consideration
because information is not managed in
the same way by each of the members
within an organization. It is very
important that we pay close attention to
the best usage of communication as
well as the necessary skills to efficiently
pass on a message between sectors
and levels.
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Closing
Precisely, these communication skills are a key piece when
meetings take place, since some ideas can be misleading,
taken wrong, misinterpreted, misunderstood, or poorly
communicated.
During a meeting the interchange of ideas and information is
intense and for this, the chair of the meeting must make sure
that the goal of the meeting is achieved while keeping the
integrity of the board and assuring the correct settlement of
ideas.
Bibliography
Brook-Hart, G. (2007). Business Benchmark Advanced.
Cambridge, UK: Cambridge University Press.
Ingls IX
Author content:
Lic. Jessica Patricia Garza Macas
Academic coordinator:
Lic. Jessica Patricia Garza Macas
Universidad TECMilenio
Production and content editing:
Tecnologa Educativa
Universidad Virtual, ITESM
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