You're listening to Business English Pod, the Business English podcast for professionals on the move.
In this episode, we'll study making appointments on the telephone.
We live in the era of virtual communication teleconferencing, video conferencing and online meetings.
More and more companies are doing business from a distance.
In theory at least, it's possible to work closely with anyone in the world without leaving our desks.
Nevertheless, there's something about a face-to-face meeting that no virtual one can replace.
We still need to shake people's hands, read their body language, and make personal connections.
That's why even today, one of the commonest uses for the telephone is to make appointments.
So in this episode, we'll take a close look at making appointments on the phone.
Gordon Knight works for Bridgewater, a US pension fund.
Pension funds are institutions that invest retirement savings.
At a recent conference, Gordon met Penny Yip, a senior financial analyst for the Asian Markets Office of Solomon Clyde.
Solomon is a boutique or small and specialised global investment company that deals only with institutional customers, very large clients like Bridgewater,
Now Gordon plans to be in Malaysia and he phones Penny to set up an appointment to discuss possibilities for investment.
As you listen, try to answer the following questions.
2.
When does Gordon suggest meeting with Penny?
3.
Why does he want to meet with Penny?
4.
What time do they finally agree on?
Hello, Solomon Clyde.
This is Steve.
How can I help you?
Can you please put me through to Penny Yip?
May I ask who's calling?
This is Gordon Knight with Bridgewater University.
I met her last week at the Inter-Asian Connections Conference in Dubai.
Okay.
Just a moment, please.
Sure.
Penny Yip.
Hi, Penny.
This is Steve.
I've got a Gordon Knight on the line with Bridgewater University.
He says he met you at InterAsian Connections.
Oh, yeah.
Put him right through.
Hello, Gordon?
Yes.
Hi, Penny.
Nice to speak with you again.
How are you?
Great, thanks.
What can I do for you?
Well, I'm going to be in Singapore next week and I'm phoning to see whether we could arrange a meeting in Kuala Lumpur.
Perhaps on Tuesday or Wednesday?
Great.
I'd like to talk more about some of the investment possibilities you mentioned.
Uh-huh.
And, if possible, visit one or two of the companies you were talking about.
Sounds good.
I'm going to be in Hong Kong until Tuesday the 15th.
Oh, that's too bad. but we could meet in the morning on Wednesday if that's convenient for you.
Sure, that'll work fine.
And I'll ask my assistant, Steve, to try to arrange some company visits for the afternoon.
Fantastic.
It's a deal then.
I've put it on my schedule.
Sounds good.
I'm looking forward to it.
So am I. See you next week.
Yes.
Bye.
Gordon and Penny have successfully set up a meeting.
It sounds like their working relationship is off to a good start.
Let's take a closer look at the language they use.
First, Gordon calls reception and asks for Penny.
When the assistant asks him who he is, how does he respond?
May I ask who's calling?
This is Gordon Knight with Bridgewater University.
I met her last week at the Inter-Asian Connections Conference in Dubai.
Okay, just a moment please.
To set up an appointment, often you will need to get past the receptionist first.
It is important that you are prepared to briefly explain how you know the person and perhaps what your reason for calling is.
To state our relationship, what other kinds of language can we use?
He asked me to set up an appointment to discuss business possibilities.
I'm really interested in your company's products.
She indicated interest in our products, so I'm just following up.
Please tell him that Cindy Smith told me to call.
Next the assistant asks Penny if it's okay to transfer the call and she tells him to put Gordon through.
First, Gordon and Penny make a little small talk.
Penny says it's nice to speak to Gordon again, and Gordon asks Penny how she is doing.
Then they get down to business.
What can I do for you?
Well, I'm going to be in Singapore next week and I'm phoning to see whether we could arrange a meeting in Kuala Lumpur, perhaps on Tuesday or Wednesday.
Great.
Here, Gordon makes the actual request for the meeting.
Let's examine the language he uses.
First, he says he's going to be in Singapore next week, which is next to Malaysia, where Penny works.
Second, he says he's phoning to arrange a meeting in Kuala Lumpur.
Finally, he suggests a couple of possible times.
It's usually a good idea to give someone at least two times to choose from, as Gordon does.
Now, let's practice some further language and collocations that we can use to ask for a meeting.
I'm flying into South Africa at the end of the week, so I'm calling to see whether we could set up a meeting on Saturday or Sunday.
Are you available any time next week?
It would be great to get together to talk if you've got time.
Do you think we could meet up for coffee or lunch sometime on Monday or Tuesday?
After making the meeting request, Gordon gives his reason for wanting to speak with Penny.
I'd like to talk more about some of the investment possibilities you mentioned.
And if possible, visit one or two of the companies you were talking about.
Gordon uses I'd like to to state the purpose of meeting with Penny.
He'd like to discuss the investment possibilities she was talking about when they met in Dubai.
What other ways can we give reasons for meeting?
I'm hoping to show you some of the products you were interested in.
It'd be great to talk over some of the possibilities we discussed last week.
I'd love to be able to get a clearer picture of your operations.
I could really use your advice about a problem we've run into.
How does the dialogue continue?
Penny checks her diary or appointment book to see when she is free.
Sounds good.
I'm going to be in Hong Kong until Tuesday the 15th.
Oh, that's too bad.
Talking about your schedule is an important part of setting up a meeting.
Penny says, I'm going to be in Hong Kong to give Gordon a polite excuse for not meeting on Tuesday.
Going to means her trip is already planned, so she can't change it.
We can also use the present continuous tense for this purpose.
For example, I'm meeting with clients in Hong Kong until Tuesday.
Here are a few more useful phrases for discussing your plans.
Just let me have a look at my calendar.
I'm talking with clients all day on Wednesday but I'm free on Thursday.
I'm going to be travelling on the 13th and 14th but I'll be back in town on Friday.
In the next part of the dialogue, Penny suggests a time.
But we could meet in the morning on Wednesday if that's convenient for you.
Penny uses the past mode or could to make a suggestion.
We could meet on Wednesday.
And she adds, if that's convenient for you, to be polite.
What are some other ways to suggest times?
Let's listen to some more phrases.
What about next Friday?
Are you free then?
Can you meet on Tuesday?
How about lunch on the weekend?
That way we'll have more time to talk.
How does Gordon reply to Penny's suggestion to meet up on Wednesday morning?
Listen again.
Sure, that'll work fine.
And I'll ask my assistant, Steve, to try to arrange some company visits for the afternoon.
Fantastic.
Gordon agrees to the time Penny suggests.
He says, Sure, that'd work fine.
Because Gordon has asked about it earlier.
Penny then mentions she'll try to arrange some company visits.
That'd work fine is one way of agreeing to a time.
How else can we do it?
Great.
I'll mark it down on my calendar.
Perfect.
See you then.
Yes, I should be able to do that.
Yes, that'd work fine.
What if a time doesn't work for us?
What can we say to be polite?
No, I'm afraid not.
I'm booked all day Tuesday.
Actually, I've already made arrangements for that time.
Could we do it another time?
I'm sorry, that won't work because a client is visiting then.
I'm afraid that won't work, but I could meet any time the next day.
How about Friday?
That would be a little better for me if it works for you.
To be polite, notice that we emphasise that our other meeting is already arranged.
We use verb tenses that stress the previous nature of our plans.
For example, I had already made arrangements and a client is visiting then.
So Gordon and Penny have suggested and agreed to a meeting.
Now, in the last few lines of dialogue, They end the conversation with positive language to create goodwill.
Listen again.
It's a deal then.
I've put it on my schedule.
Sounds good.
I'm looking forward to it.
So am I. See you next week.
Yes.
Bye.
Both Gordon and Penny use a lot of positive language here.
Penny says, It's a deal then.
I've put it on my schedule.
And I'm looking forward to it.
Gordon says, sounds good and see you next week.
These phrases help create a good atmosphere and reinforce the good relationship.
What other types of expressions can we use for this purpose?
Let's listen to some example phrases.
It's going to be great to catch up.
I can't wait to see you again.
I'm really looking forward to speaking with you.
Give my regards to your colleagues.
Have a great day.
I'm looking forward to catching up.
In the last expression.
To catch up means to hear someone's news after you haven't seen them in a while.
Okay, now it's your turn to practice.
First, we'll practice politely disagreeing to a time and suggesting an alternative.
Imagine some customers have called you to set up a meeting.
They will propose a time.
After the beep, use the language we have studied to reject their suggestions politely and give them an alternative time.
For example, if you hear, I'd love to arrange a meeting to talk more.
Are you free on Wednesday morning?
No, I'm afraid not.
But I could do it any time on Wednesday afternoon.
For rejecting a time.
You can also say I'm sorry that won't work because I'm afraid I'm busy then and actually I had already made arrangements at that time.
For suggesting alternative times.
You can also say but how about could you do?
Or I'd suggest, among others.
Are you ready?
Let's give it a try.
I'd really like to talk in more detail.
Can you meet me over lunch this Thursday the 26th?
I'm looking forward to catching up.
Can we set up dinner sometime next week?
It's going to be great to talk.
How about I come over to your company sometime in the morning Tuesday or Wednesday?
How did you do?
Let's listen to some example answers.
Please bear in mind though that there are many possible correct responses.
I'd really like to talk in more detail.
Can you meet me over lunch this Thursday, the 26th?
Example answer.
Actually, I'm afraid that won't work because I'm meeting with a client then.
But how about Friday?
I'm free then.
I'm looking forward to catching up.
Can we set up dinner sometime next week?
Example Answer Sorry, I'm traveling then, but I'll be back at the end of the month.
How does that sound?
It's going to be great to talk.
How about I come over to your company sometime in the morning Tuesday or Wednesday?
Example Answer Could we do it another time?
How about Thursday?
That would be a little better for me if it works for you.
Now let's practice useful collocations.
You'll hear a series of sentences with a word blanked out or replaced with a beep.
Repeat the whole sentence, but say the missing word.
For example, if you hear, just let me have a at my calendar, you will say just let me have a look at my calendar.
We'll play an example answer after each exercise.
Are you ready?
Let's begin.
It would be great to get to talk if you've got the time.
Answer.
It would be great to get together to talk if you've got the time.
I could really Your advice about a problem we've run into.
Answer.
I could really use your advice about a problem we've run into.
Let me just My schedule.
Answer.
Let me just check my schedule.
I'd suggest the afternoon of the 9th if that... for you.
Answer.
I'd suggest the afternoon of the 9th if that works for you.
Great.
I'll mark it on my calendar.
Answer.
Great.
I'll mark it down on my calendar.
That's all for this episode on making an appointment.
We've studied stating the relationship requesting a meeting and talking about the purpose of meeting and discussing your schedule.
We've also examined suggesting a time, politely agreeing and disagreeing, and creating goodwill.
Thanks for listening.
See you next time.
