Hi there, this is Harry and welcome back to Advanced English Lessons with Harry, where I try to help you to get a better understanding of the English language.
And in this particular Business English lesson, we're looking at how to defend your idea in English when somebody challenges it.
So, for example, you put forward an idea in a meeting.
Perhaps it's a new system, a change to a process, a different deadline or a proposal that will cost the company some money.
And then somebody says, well, I don't think that will work.
Or they ask, why should we do that?
Or they tell you it's too expensive, too risky or too difficult or whatever it might be.
So what do you say then?
Now, when I use the word defend, I don't mean that you have to argue with everybody.
There is an important difference between defending your idea and becoming defensive.
When you defend an idea, you explain the reasons for it.
You give evidence, you give them facts, you address your point.
When you become defensive, you take it personally.
You react as if the other person has attacked you personally.
So you might get annoyed, you speak too quickly or simply repeat the same point again and again.
So I've got 10 particular expressions and structures for you so you can defend your idea professionally.
As always, I'll go through them one by one, explain what they mean and give you examples of when you might use them.
Number one, that's a fair point.
Or you can also say, I take your point.
Now, that's a fair point doesn't mean you agree.
It means, right, I heard you and I'm not ignoring that.
And then you carry on and you give them the reason why you still think it's the right idea, why it still makes sense.
So perhaps you want to move to a new supplier.
And then somebody says, we don't have time for this.
The deadline's too close.
So you can reply, that's a fair point.
The timeline is tight.
But so what you're doing, you've been polite.
You don't just say, no, you're wrong or you're talking rubbish.
You've agreed with one fact.
You agreed that the timeline is tight.
So you're showing the person that you've listened and understood the concern before you explain why you still think changing supplier is the right decision.
So that's a fair point.
Number two, can you clarify what you mean by
Now, often when somebody challenges your idea, it's not clear and you don't actually know what they mean.
For example, they say, I think it's too risky.
Well, risky how?
Is it the cost?
Is it the timing?
You need them to explain what they mean before you can give them a proper answer.
So, can you clarify what you mean by too risky?
Is it the cost or the timing that worries you?
Or, when you say it's not realistic, which part of the schedule do you mean?
Can you clarify what you mean by too complicated?
And then your colleague replies, I don't think the new process is practical or I think the new system is too expensive.
So now you know exactly what their concern is and you can respond to that specific point.
Can you clarify what you mean by number three?
I can see why there might be objections, however...
Well, an objection is simply a reason why someone disagrees with an idea or doesn't want to accept it.
So if somebody objects to your proposal, they have a problem with some part of it.
For example, you're suggesting a new system but it will cost more in the first year
And someone says, I think people will object because of the costs and you can reply, I can see why there might be objections,
However, blah, blah, blah.
We need to compare the initial cost with the savings.
Or we can keep the cost down by introducing the system in two stages.
I can see why there might be objections, however.
And you can use but as well, but however sounds a little more formal.
It gives more emphasis to the point that follows, OK?
And for those of you who use English in meetings, I have put together a short quiz called Test Your Meeting English.
It has eight common meeting situations and it will show you what you're already doing well and where you might need a little more help.
You can take the quiz at www.englishlessonviaskype.com or use the link in the description for this episode.
Number four.
The reason I'm suggesting this is that
Now, be careful here because this one often trips students up.
The reason is that, not the reason is because.
You'll hear the reason is because from English speakers too.
In fact, plenty of them, but it isn't correct.
Use the reason is that now.
So perhaps you want to change the approval process.
At the moment, you need three or four approvals for anything over 500 euros.
And it takes about a week to get everyone's signature.
But somebody says, oh, why do we need to change it?
It's always worked before.
And you can say the reason I'm suggesting this is that the reason I'm suggesting this is that we lost three days last month waiting for approval on this customer's order.
And the customer rang twice asking where it was.
So you're giving them some fact and they can go and check for themselves.
And just a quick point here about suggest and recommend.
These verbs, they're often used interchangeably, but they're not quite the same.
If you suggest something, you're putting the idea forward.
And when you recommend something, you're showing that you believe it's the best option.
So, for example, if people start pushing back, you may need to sound a little firmer.
Instead of saying, I'm suggesting we do this, use, I'd recommend that we do this.
OK?
Number five, you're right, it's not perfect, but...
So perhaps you're proposing a new CRM system and it isn't perfect.
For example, it doesn't connect to the invoicing software yet.
And somebody says, well, it doesn't even do half of what we asked for.
And you could reply, you're right, it's not perfect, but...
You're right, it's not perfect, but of all the systems we looked at, it's still the strongest option.
So you just admit the weakness straight away, you don't try to defend something that's...
Obviously true and then you go back to your main point
Yeah there's that issue but there's still the best option we've got and that actually makes your argument stronger because you sound realistic
Now the other person knows that you've already thought about it
You've taken it into account
Okay number six
Let me break this down.
Let me break down the main reasons.
And to break something down here is a phrasal verb.
It means to divide it into smaller parts.
You explain something step by step.
You make it easier to understand.
Let me break down the main reasons for recommending this option.
So perhaps you're recommending one supplier and somebody challenges it because another one is cheaper.
Let me break down the main reasons.
And then you give them clear reasons, for example,
Firstly, they can hit the delivery date.
Secondly, their price already includes support.
And finally, they already know our requirements.
So you give the other person three clear reasons why you're recommending this supplier.
So now they can see clearly why you're recommending them.
You're not simply saying it's the better option.
That's why I'm recommending it.
You're giving them three clear reasons, okay?
Number seven.
We've got the figures to back that up.
So imagine you're recommending a change to the way your team works and somebody asks, how do we know it'll actually save time?
And you could say, we've got the figures to back that up.
And then you can add, it's in the report on page four.
Or that's based on the results from the last two quarters.
So you're not simply asking someone to believe you.
You're actually pointing them towards the evidence, the facts.
This is what to back something up means.
It means to support something with facts or evidence.
So if the figures back up your proposal, they show that there's a good reason to believe you and to believe that your proposal will work.
You may also hear the expression concrete evidence and concrete evidence means clear, solid evidence that you can actually show people.
For example, we've got concrete evidence that the old process was slower.
It took the team an extra six hours every week.
So, when somebody challenges your idea, show them the figures, explain where they came from and use the evidence to back up your point.
And then number eight is, can we verify that?
You can use this question when somebody challenges your idea with a fact, but you are not sure where they got the fact from.
So, for example, you're suggesting a new feature and somebody says, our customers don't want that.
And you could ask the person, can we verify that?
Have we asked customers recently?
Or you could also say, where does that figure come from?
To verify something means to check that it's correct or true.
So you're not immediately accepting what they've said, but at the same time, you're not telling them they're wrong either.
You're simply asking to see the evidence.
Can we verify that?
A number nine we have if we don't do this we'll and then you explain what you think will happen for example if we don't confirm the order today we'll lose the delivery slot
And here we're using the first conditional tense.
So after if we use the present tense and then we use will in the second part.
So be careful with the grammar here.
I often hear students say, if we will fail to act, but that's incorrect.
The correct way to say is, if we fail to act, we'll lose the opportunity.
So the present tense comes after if and will comes later in the result clause.
And you can also make this sentence sound a little less direct by using the second conditional tense.
If we didn't confirm it today, we'd probably lose the delivery slot.
Here we use the past tense after if followed by would in the result clause.
So you're presenting it as a possible consequence rather than saying that it will definitely happen.
So with your own team, will may be fine when you're confident about the result.
With someone senior or an important client, would can sometimes sound less direct, but remember it also changes the meaning slightly.
It makes the situation sound less certain.
If we didn't confirm it today, we'd probably lose the delivery slot.
And then finally, number 10, we can use my recommendation is still to.
For example, my recommendation is still to move to option two.
Now, still is important here.
It shows that you've listened to the other people in the meeting.
You've considered the concerns they raised.
But your final view hasn't changed.
And you could also say, having considered those concerns, I'd still recommend option two.
That's a very natural way to finish to bring the discussion back to your final point.
And just be careful with the verb you choose because it changes how strong your message sounds.
We could move to option two.
When we use could, that means it's one possible choice, but you're not saying it's the best option.
Or you can use should.
We should move to option two.
And when you use should, you're saying that you believe it is the right choice.
And if you use need, we need to move to option two.
Then it becomes much stronger.
You're saying that
The change is necessary perhaps because of the deadline, the cost or the risk or whatever it might be.
So choose the verb carefully that matches what you really mean.
If you want to make a clear recommendation, should or I'd recommend will usually be better than could.
But if you genuinely want to leave the choice open, then could is perfectly fine.
So just be careful and choose the verb that shows how strongly you feel about the option.
OK, so that's the end of this particular lesson.
Ten ways.
Ten ways how to defend your idea in English.
So let me give them to you one more time.
Number one.
That's a fair point or I take your point.
I take your point on the cost.
Number two.
Can you clarify what you mean by can you clarify what you mean by it's too risky?
Is it the cost or the timing?
Number three.
I can see why there might be objections, however.
4.
The reason I'm suggesting this is that... and remember here we use the reason is that, not the reason is because.
5.
You're right, it's not perfect, but...
And number six is, let me break this down.
And here you can use firstly, secondly, and finally.
Number seven, we've got the figures to back that up.
Number eight, can we verify that?
Number nine, if we don't do this, we'll... And then explain what you think will happen.
And then the last one, number 10.
My recommendation is still to...
Now, as always, don't try and use all 10 of them in your next meeting.
Pick two or three, practice them, get those comfortable, then come back and add a few more.
OK, so as always, if you need any help or you'd like some more examples, you know where to find me.
Www.englishlessonviaskype.com Very, very happy to hear from you and always happy to help.
So this is Harry thanking you for listening and as always join me again for the next lesson.
