You're listening to Business English Pod, the Business English podcast for professionals on the move.
Welcome back to Business English Pod.
My name's Jennifer and I'll be your host for this episode, the first of a two-part series on an internal meeting to consider a proposal.
This lesson follows on from our recent three-part series on meeting with an external vendor.
Meeting to discuss a proposal is like an internal negotiation.
The people at the table may have different opinions about the best option or course of action.
These people need to support their ideas with strong reasons and try to convince others of their position.
In the end, only one option or proposal will be chosen, so it's important to come prepared.
In this lesson we'll focus on defining options and outlining both advantages and disadvantages of a proposal.
We'll also see how we can show that we've fully examined a potential vendor's background and how we can support our ideas with solid reasons.
In today's dialogue we'll listen to Steve meeting with his HR and line managers.
Steve has found an external vendor called Lexis to conduct language training.
Steve is trying to convince the managers to choose the blended delivery model proposed by Lexis.
As you listen to the dialogue, try to answer the following questions.
One, what are the advantages and disadvantages of online training?
Two, how does the male manager seem to feel about online training?
Three, what does Steve say about Lexus Training Solutions' reputation?
Okay Steve, so Lexus comes out on top as your pick of training companies, but I don't think we're quite done yet, right?
Exactly.
When it came to vendors, Lexus was in a league of their own in terms of experience and ability to deliver.
What it comes down to now is the delivery model.
Our first option is the traditional classroom approach.
Our second is blended training, mixing classroom training with an online component.
Hmm.
That's interesting.
I think we've put most of our training for new hires online, but I hadn't thought of doing the same for languages.
Well, it certainly does have advantages.
It's very flexible in terms of time, and of course it's cheaper.
Obviously, those are major pluses.
True enough.
But having a teacher or trainer in the classroom who can answer questions, adapt the pace and respond to specific needs – there's no real substitute for that.
No.
You're right.
It's not the same.
On the other hand, bringing someone into the classroom has a downside – cost.
And we've seen how scheduling can be a real nightmare.
Sure.
You've got a point there.
So what it comes down to is... Hold on a sec.
Can we back up a bit?
Has Lexus responded to these concerns?
Have they dealt with these types of things before?
Definitely.
Lexus has been around for about ten years.
Their founder ran training for a bunch of software companies and I talked with some of their current clients.
They were full of glowing praise.
And I've heard good things as well.
I can back up what Steve's saying here.
Okay.
So from the sounds of it, Steve, you're really keen on the blended approach.
I am.
Number one, it's flexible.
Employees study at least part of the material when they want.
Number two, it's cheaper.
And number three, we're not tied in.
If we decide that the blended idea doesn't work for us, we reserve the right to switch.
Yeah, those are valid points.
But maybe I'm just a bit old school.
So the idea is that employees would do part of their course online?
Is that at home or at work?
Well, imagine it's crunch time on a big project.
Would we want our employees heading off for a training seminar?
Okay, let's go through the dialogue step by step and take a look at the language Steve and his colleagues use to discuss the proposal.
Okay Steve, so Lexus comes out on top as your pick of training companies, but I don't think we're quite done yet, right?
Exactly.
When it came to vendors, Lexus was in a league of their own in terms of experience and ability to deliver.
What it comes down to now is the delivery model.
Our first option is the traditional classroom approach.
Our second is blended training, mixing classroom training with an online component.
Gail understands that Steve thinks Lexus is the best company, but she says that they're not quite done, suggesting that there's something else to discuss besides who will conduct the training?
She is inviting Steve to outline the purpose of the meeting.
Steve uses the expression what it comes down to now to introduce the topic of their discussion, which is the delivery model, or how the training will be conducted.
And he explains that there are two possibilities traditional classroom training or a blend of classroom and online training.
In this way, Steve clearly establishes the purpose of the meeting and defines the options that must be discussed.
How else can we define options at the beginning of a meeting?
Now we need to figure out which of the applicants to hire.
Okay, we'll need to choose from one of the three shortlisted locations.
Option 1 is a TV ad, and Option 2 is a print advertising blitz.
We could either limit spending or raise prices.
All right.
Now the group knows what the options are, but they still have to determine which one is better.
Hmm.
That's interesting.
I think we've put most of our training for new hires online, but I hadn't thought of doing the same for languages.
Well, it certainly does have advantages.
It's very flexible in terms of time, and of course it's cheaper.
Obviously, those are major pluses.
Steve wants to explain why having the training partly online might be a good option.
He's outlining pluses or advantages, giving just a brief look at positive aspects of the online approach.
In this situation, it's important to be very specific.
Flexibility in terms of time is one good advantage of online delivery.
Steve also mentions that it's cheaper than classroom delivery.
Notice in this case that he is using comparative language such as cheaper.
At the beginning of the meeting he defined two options.
Now he is comparing them.
Listen to the following examples and see how they outline advantages and use comparative language.
This year's model is better in terms of performance and style.
The benefits of telecommuting include more spare time and less stress.
The new account has the advantages of no service charges and ease of access.
With a great location and impressive interior, the new airport is far superior to the old one.
So we've heard some advantages of online delivery, but the discussion is far from over.
True enough.
But having a teacher or trainer in the classroom who can answer questions, adapt the pace and respond to specific needs, there's no real substitute for that.
No, you're right.
It's not the same.
On the other hand, bringing someone into the classroom has a downside, cost.
And we've seen how scheduling can be a real nightmare.
Martin expresses some doubt about online delivery.
He explains that having a teacher in the classroom has advantages as well, and he wonders if online training can really substitute or replace a teacher.
Steve is ready for this.
He admits that computer training isn't the same as the traditional classroom.
It's a good idea not to reject another person's ideas completely.
It makes you sound reasonable if you can accept other people's opinions.
But he wants to show the downsides or negative aspects of the traditional approach as well.
In other words, he outlines the disadvantages of classroom training.
Again he is very specific, mentioning cost and scheduling.
Let's practice some other ways of outlining the disadvantages of a proposal or idea.
Older versions of the software are not user-friendly and are incompatible with other platforms.
Poor customer service will not only lose us existing customers, it will make wooing new ones a lot more difficult.
Outsourcing can have serious drawbacks, including poor communication with contractors and questionable quality.
Unfortunately, the new mine would disrupt local wildlife and pollute drinking water.
It's clear that Steve prefers the online training and he's working hard to show exactly why that's the better choice.
But one of the managers wants to slow things down.
Hold on a sec.
Can we back up a bit?
Has Lexis responded to these concerns?
Have they dealt with these types of things before?
Definitely.
Lexis has been around for about ten years.
Their founder ran training for a bunch of software companies and I talked with some of their current clients.
They were full of glowing praise.
At the start of the meeting, Lexis was assumed to be the best company.
Pam would like some reassurance on this fact.
Again, Steve is prepared.
He has investigated the company's background very carefully.
This investigation is a part of what we call due diligence.
Due diligence involves making sure that a person or company has a good history and reputation.
Now Steve has to show that he's done his homework, so to speak.
When Pam asks whether Lexis has dealt with these issues before, Steve responds with confidence.
Definitely, he says, before going on to explain that Lexis has a good history.
He surveyed a bunch of past clients who seemed very satisfied with their training and said excellent things about Lexis.
Showing due diligence is important in this type of meeting.
What are some other ways to do this?
I called the applicants' references and asked specifically about our concerns.
Before accepting him as a client I collected all the necessary personal information.
We didn't approve the loan without scrutinizing his business plan thoroughly.
I didn't purchase the equipment without asking for the original receipt and complete maintenance history.
Steve's doing a good job here.
Now let's listen as he comes to a summary of what's been discussed.
And I've heard good things as well.
I can back up what Steve's saying here.
OK.
So from the sounds of it, Steve, you're really keen on the blended approach.
I am.
Number one, it's flexible.
Employees study at least part of the material when they want.
Number two, it's cheaper.
And number three, we're not tied in.
If we decide that the blended idea doesn't work for us, we reserved the right to switch.
Pam confirms that Steve is recommending the blended approach to language training.
He wants to be very clear about this and give reasons for his recommendation.
Remember, in a meeting to discuss a proposal, there will be people who won't agree with your opinion or haven't decided what they think yet.
Your job is to convince them that your idea is best.
To do this, you need supporting reasons.
Notice that one of Steve's reasons is the possibility of switching if the online training doesn't work out.
So, the risk of trying the blended option is reduced.
They're not tied in or fixed to this format.
Now look at how the following examples show clear and specific support for a recommendation.
The proposed group benefits package is great because it will cost us less in insurance and it's simpler to manage.
I support Barry's promotion because he has shown great business acumen and company loyalty.
We'd like to see the dress code changed because it's too old-fashioned and unnecessary in our industry.
I recommend the leasing option because it's better for taxes and the buyout terms are great.
Now, is that all there is?
Has Steve convinced everyone?
Yeah, those are valid points.
But maybe I'm just a bit old school.
So the idea is that employees would do part of their course online?
Is that at home or at work?
Well, imagine it's crunch time on a big project.
It looks like Steve has some more work to do but we'll save that for the next episode.
Now let's practice language that can be used to support a recommendation with reasons.
You'll hear a question then you'll hear a prompt.
Use the language in the prompt to supply reasons for your recommendation.
For example, if you hear So, why exactly do you think we should hire Wilson Thorpe?
You can say, Well, I'm really impressed by Wilson's experience and creative thinking skills.
We'll play an example answer after each practice.
Ready?
Let's give it a go.
Situation Why do we need a new photocopier when the old one works just fine?
I recommend because quality faster.
Example answer.
I recommend a new photocopier because it will produce better quality and be a lot faster.
Situation So, you're behind this idea to halt production of the ZX5?
Support Poor sales Small margins Example answer.
Yes, I support the idea because the ZX5 has really poor sales and very small margins.
Situation.
Is expanding our web presence really necessary?
Like to see.
Brand awareness.
Connect.
Example Answer.
We'd like to see a bigger web presence because it will improve brand awareness and let us connect with our customers.
Situation Do you think I should switch branches?
Stay Because Better chances Promotion Example answer.
I recommend you stay here because you'll have better chances for promotion.
Now let's practice some of the vocabulary and idioms from today's lesson.
You'll hear a series of sentences with a word replaced with a.
Apple is in a of its own when it comes to online music sales.
You can say... Apple is in a league of its own when it comes to online music sales.
After each response, we'll play the correct answer.
Let's begin.
With so many technical difficulties, Jerry's seminar was a real...
Answer.
With so many technical difficulties, Jerry's seminar was a real nightmare.
I had to with a lot of difficult employees when I was a manager.
Answer.
I had to deal with a lot of difficult employees when I was a manager.
When I asked Carl about having Helen as a co-worker, he was full of praise.
Answer.
When I asked Carl about having Helen as a co-worker, he was full of glowing praise.
Outsourcing has several major, including low cost.
Answer.
Outsourcing has several major pluses, including low cost.
We've reached the end of this episode, the first in a two-part series on meeting to discuss a proposal.
We've seen how to define options at the beginning of a meeting, outline advantages and disadvantages, show due diligence and support a recommendation with reasons.
Be sure to tune in next week for the second part of the meeting, when we'll hear Steve attempt to convince the managers that a blended delivery model is a right option.
For more practice, Premium members can access the online quizzes and study notes for this and other episodes on the website.
If you're not a member yet, head over to www.businessenglishpod.com and sign up for a free trial.
Thanks for listening.
See you next time.
