Professional Communication in the Workplace & Conference call meeting

Professional communication in the workplace and conference call meeting. How to speak professionally in the workplace. CEL 2105 Spoken communication or interaction for the workplace Exercise.

Professional Communication in the Workplace

Professional communication means effective interaction among employees in the workplace or organization. Effective communication in the workplace can be spoken, written, visual, and mediated interaction. The author has presented some samples and examples of professional communication in the workplace. This content is very important to know how to speak professionally in the workplace.

Conference Call Meeting 

A conference call meeting refers to an online or physically meeting where many people or employees participate to achieve an interdependent goal. The conference call is a meeting conducted and participated by professional people.  Usually, an organization or company organize a conference call meeting to discuss issues related to the respective industry.

1) Figure The Type Of Meeting

  • To know the purpose
  • Eg: Brainstorming, Decision Making, Idea-Sharing

2) Who Should Attend?

  • Who should you invite?

3) Create a Clear Agenda

  • What should be discussed?
  • Time Limit

4) Prepare Yourself

  • Practice presentation
  • Prepare materials
  • Prepare tools (check them to avoid technical errors)
Language Expressions For Conference Call Meeting

Pre Meeting Conference Call

1) Setting The Meeting

  • “I’m scheduling a meeting on …. (Day/date/time). Can you attend?”
  • “I’d like to set a meeting on the ….. (Day/date/time)”
  • “I’m inviting you to attend a meeting .. (Day/date/time)”
  • “I plan to have a meeting on the…. (Day/date/time)”

2) Confirming a  Meeting

  • I’m calling to confirm your attendance for the meeting on the ….”
  • “Could you please confirm that you can attend the meeting on the….?”
  • “Will you be available for the coming meeting on the……?”
  • I’m calling to remind you about the meeting on the… Are you still attending the meeting?

3) Postponing a Meeting

  • “I’m afraid I cannot make it to the meeting this Friday. Could we postpone the meeting to next Friday?”
  • “[Someone’s name] is presently in London. It is best that we postpone our weekly meeting to a later date.”
  • “Since [someone’s name] is busy with the launch of our  latest product, I suggest that we postpone our scheduled meeting in a week’s time.”
  • “Something urgent has come up so I’m unable to attend our meeting this evening. Would you mind postponing it to the 4th of March?”

4) Beginning a Conference Call Meeting

  •  “Are we all on?
  • “Can I ask that we all state our names, please?”
  • “I’m here. It’s [your name] in [your city].”
  • “Can everybody hear me? If we’re all here, let’s start the meeting.”
Conference Call Meeting

5) Introducing Oneself

  • “Welcome everybody, my name is [your name] and I am the designer for GPLZ Video.”
  • “Hi, I’m [your name] and I’m the designer for GPLZ Video.”
  • “Good morning/afternoon/evening ladies and gentlemen, I’m [your name].”
  • “Hi everyone, I’m [your name]. I’m going to keep this brief, as I know you’re all busy people. I’m going to make this quick for you…”

6) Stating The Purpose Of Conference Call

  •  “Today I’m here to talk to you about…”
  • “I’m delighted to be here today to tell you about…”
  • “Firstly I’ll talk about…” or “I’ll start with some general information on…”
  • “Then I will look at…” or “then we’ll go over…”
  • “The reason why we are having this meeting is to discuss…”
  • “Today I would like to outline our plans for…”

7) Giving Apologies For Someone Who Is Absent

  • “I’m afraid that [ absentee’s name] can’t be with us today. He /She is …..”
  • “Unfortunately [absentee’s name] will not be with us today because he/she ”
  • “It seems that (name) is not present today.”
  • “(Name) appears to be absent.”
Professional communication in the workplace
During The Conference Call Meeting

8) Clarifying Things During a Conference Call

  • “Could you speak more slowly, please?”
  • “Could you repeat that, please?”
  • “Would you mind spelling that for me, please?”
  • “Could you explain that in another way, please?”
  • “I’m afraid I didn’t get that.”

9) Taking a Break From Conversation

  • “I need to leave for ten minutes. Is that okay with everyone?”
  • “Hold on, I’ve got another call waiting, I’ll be right back.”
  • “Can I suggest that we take a five-minute break here?”
  • “Let’s take a short break and come back in 10 minutes.”

10) Returning After a Break

  •  “[Your name] here. I’m back on the line again.”
  • “[Your name] just coming back in here, thanks, everyone.”
  • “Is everybody here? Let’s continue where we left off.”
  • “Now that everybody is here, let’s resume our meeting.”

11) Accidentally Speaking Over Somebody And Asking Them To Continue Speaking

  • “Sorry, I interrupted you. You were saying…?”
  • “Please go on…”
  • “After you…”
  • “I’m sorry. Please carry on”

12) Signal Phrases For When You Have a Question

  • “Am I to understand that…”
  •  “Sorry, but just to clarify…”
  • “So, what we’re saying is…”
  • “Do you mean to say that…..”

13) Agreeing With People

  • “That’s an excellent point [person’s name], I totally agree with you on that.”
  • “Okay, I think we are all on the same page here…”
  • “Yes, I get what you’re saying…”
  • “I can’t agree with you more”
Professional communication in the workplace

14) Disagreeing With People

  •  “I’m sorry but I think you may have that slightly wrong…”
  • “From our perspective, it’s a little different. Let me explain.”
  • “Well, yes and no—can I tell you how we see it?”

15) Negotiating Successfully

  • “I understand that we can’t do that, but can we discuss some other alternatives?”
  • “I hear what you’re saying, but our bottom line is very clear on this one.”
  • “This is the deal-breaker for us, we can’t budge.” (Budge means move, change or give up.)
  • “Maybe it would be better to …”

16) Ending a Conference Call Meeting

  • “Well, that brings us to the end of the meeting, thanks so much for listening.”
  • “It was a real pleasure being here today. Goodbye, and thank you.”
  • “Well, that’s it from me. Thanks a lot.”
  • “That’s it for today, see you…..”

17) Planning For Future Meeting

  • “Are you free to talk again next week?”
  • “When can we talk about this again?”
  • “How does 2:30 p.m. Thursday sound?”
  • “Does Thursday at 2:30 p.m. suit you?”
  • “Thursday at 2:30 p.m. then, that would be fine.”
  • “Okay, I look forward to seeing you then.”
  • “Thursday at 2.30 p.m. Looking forward to it, see you then.”
  • “Thursday at 2.30 p.m., bye for now.”
  • “I’d like to set up a meeting with you at your earliest convenience. When are you free?”
  • “Are you free to talk again next week?”
Professional communication in the workplace

Activity 2- Role Play The Following Situation-Conference Call

Task

  • Form a group of 3 members
  • Assign the role of (Sales Manager, Sale Executives 1 & Sale Executives 2)
  • In your group, discuss and write out the dialogue for the conference call in the space given
  • Use the language expression learned  previously or any appropriate expression
  • Role-play the dialogue

Situation

  • You are the sales manager of DHL
  • You want to arrange a meeting regarding last year’s poor sales performance
  • For example, you decide to make a conference call to two other sales executives in Singapore to set up the meeting
  • You are required to discuss the following in the conference call:

Speech Critique Sample: How to Critique a Speech Example- Lisa Kamal

Speech Critique Sample, How to Critique a Speech Example. Lisa Kamal’s Speech Critique Sample. Sample of How to Critique Speech. Speech Critiquing Sample For Student’s Assignment.

Speech Critique Sample

A Complete Speech Critique Sample of Lisa Kamal’s Speech has been presented below for students.

Introduction 

Lisa Nurmarini Mohd Kamal has delivered an impressive graduation speech during the University of Wisconsin Madison winter commencement in 2019. She is a Malaysian and completed her graduation as an academy award nominee. Liza has delivered an amazing speech in front of 7000 people including 1200 graduates with family members (Hassandarvish, 2019). This speech earned huge praise after the video clip went viral on social media. Liza’s video has been viewed over 2.2 million times on Youtube platforms (DEAN EQUAL, 2019).

Any effective speech must include three basic elements such as vocal delivery, physical appearance or body language, and language (Grice & Skinner, 2000). Based on my observation; she has delivered an outstanding speech including clear vocal delivery and meaningful body language, using little filler words, a high level of confidence, and delivered her speech in the English language.

Speech Critique Sample, Speech Critique Sample, How to Critique a Speech Example. Lisa Kamal's Speech Critique Sample. Sample of How to Critique Speech. Speech Critiquing Sample For Student's Assignment. Speaker: Lisa Nurmarini Mohd Kamal Title: Graduation speech Venue: University of Wisconsin Madison Winter Commencement. Time: 2019 Notable Elements: Best inspirational graduation speech.
Figure 1: Lisa Nurmarini Mohd Kamal Graduation speech at University of Wisconsin Madison.
Speaker: Lisa Nurmarini Mohd Kamal

Title: Graduation speech

Venue: University of Wisconsin Madison Winter Commencement.

Time: 2019

Notable Elements: Best inspirational graduation speech.

Link: https://www.youtube.com/watch?v=A4pal32M3sE

Verbal Communication Elements

A perfect clear vocal delivery includes rate and pause, volume, pitch, inflection, voice quality, articulation, and pronunciation (Viswanathan & Viswanathan, 2005).

Firstly, at the commencing of her speech, she expressed gratefulness and thankfulness to the audience. “Thank You Provost rolls for that kind introduction, Thank You, Chancellor, blank senior class officers for this incredible honor”, (Camus Alpha, 2019). The speaker took a deep breath after that, she sang a few lines from “The Story of Tonight” song to attract audiences.

“Raise a glass to freedom, raise a glass to all of us, telling the story of today”, (Camus Alpha, 2019).

Rate and Pause

Lisa has used a perfect combination of the rate and pause during delivering her speech. Lisa smiled and took a few moments of silence to start her speech again. It is called a pause of speech that can allow the audience time to focus on the speaker. She did not talk too fast or too slow, therefore it has been a comprehensive speech to audiences. Sometimes she spoke a little faster than the normal rate to increase the persuasiveness by carrying exactly what she wants to say.

In addition to that, the volume of Lisa’s speech very appropriate; it was not too loud or too slow, hence the audience can hear clearly.

Pitch and Inflection

Furthermore, the pitch and inflection of the speech are very comfortable incorporating the audience to perceive the message concisely. Pitch refers to the highness and lowness of the speaker’s voice and inflection defines the patterns of variation in the speaker’s pitch level during delivering the speech. The variation of the pitch level has been identified when she uttered “Soundtrack became my coping mechanism”, the combination of the pitch and inflection made this speech more melodious.

“In my junior year of college listening to Hamilton, Soundtrack became the coping mechanism that would get me through the day”, (Camus Alpha, 2019).

Articulation

Moreover, Lisa has flexible voice quality and timbre therefore audience enjoys her speech and feeling to listen again and again. Finally, the most important element of a melodious speech is articulation and pronunciation. Based on my observation, Lisa has used the perfect combination of articulation and pronunciation during delivering her speech. She stressed many words to convey her message to the audience clearly when need to do so. For example, she stressed the word “Prestigious” when talking about how she came to study at the University of Wisconsin-madison.

“I came here on a scholarship a long way from my home in Kuala Lumpur Malaysia this opportunity to be here at the prestigious University of Wisconsin-madison did not come easy or cost little for any of us”, (Camus Alpha, 2019).

Non-Verbal Communication Elements

Body languages are the most important part of any public speaking because the audience will focus more on your body language rather than vocal words. According to Azeez & Azeez (2018), people use only 7 percent verbal and the rest of 97 percent non-verbal cues. They also said that the nonverbal elements are made of 38 percent tone of voice and 55 percent body language. The most basic nonverbal communication cues are physical appearance, facial expression, posture, eye contact, movement, and gesture.

Physical Appearance

First of all, physical appearance describes the physical features of the speaker including dress and grooming. Lisa had worn a graduation gown with a hijab scarf that represents her as a Muslim speaker. The audience can easily understand that she is a Muslim girl because of her dress, so our appearance always represents a great message about ourselves. The proverb says that the first expression is the best information.

Posture

Secondly, the speaker maintained a good posture cue during delivering her speech. She was enough confident, comfortable, and prepared to speak in front of the 7000 audiences. Posture refers to the position of the body of the speaker while delivering the speech. Lisa was moving her body to the left, right sides too rather than only standing like a robot. It is very clear that her body language was impressive to attract the audience to listen carefully. She was smiling while delivering the speech; it also made the speech melodious to the audience.

Eye Contact

Also, the speaker maintained good eye contact with the audience that made her more enthusiastic, sincere, confident, and interested. She aligned her eyes with body language, for example, she was maintaining eye contact with all audiences included left, right, and front side’s audiences. For instance, she was looking down too while uttering the words “14-hour time difference”.

“We juggle our studies relationships with friends and family and in most, in my case, most of them were abroad separated by a 14 hour time difference”, (Camus Alpha, 2019).

Gesture

Apart from eye contact, gesture describes the movement of the speaker’s arms, hands, and head while delivering the speech. Based on my observation, Lisa used her gesture perfectly. Deaf communication is based on only sigh language so it is sensed that how important is a gesture in conducting effective communication. The speaker strengthened her arms so many times for delivering an effective speech. For example, she extended her both hands and fingers a little bit while uttering the words Broadway musical, coursework, graduated, and so more.

“I sang like my life was a Tony award-winning Broadway musical and believe me you did not throw away your shot because if you graduate it having completed most of your coursework from the comfort of your own bed staring into your laptop you made it I see you if you graduated having spent all hours of the day in the library or evenings in coffee shops you made it”, (Camus Alpha, 2019).

At the end of the speech, she congratulated the graduated by singing a line of a song. “We’re gonna teach him had goodbye say goodbye one last time congratulations Badgers” (Camus Alpha, 2019).

Conclusion

Nevertheless, despite the many positive aspects of the speech, Lisa was a little bit nervous while delivering the speech. It has been articulated from her trembling voice while addressing her speech. However, based on my observation, Lisa delivered an outstanding speech including appropriate verbal and nonverbal elements. So, it is very easy to perceive the message of the speech. She has managed to implement all elements of effective communication such as clear articulation, pronunciation, posture, eye contact, gesture, and so more. Therefore, we can conclude that Lisa has delivered an effective, perfect, and memorable speech in the convocation ceremony.

Lisa Kamal’s Speech Critique Sample Download Link- PDF Download Here

References

DEAN EQUAL. (2019, December 18). Lisa Nur Marini Mohd Kamal Gemparkan Amerika!!! | Nyanyi Broadway di Graduasi (Dgn Sarikata BM). YouTube. https://www.youtube.com/watch?v=2EZQSgd2udw

Hassandarvish, M. (2019, December 17). Malaysian student shares inspiring story to a crowd of 7,000 people at US graduation (VIDEO). Life | Malay Mail. https://www.malaymail.com/news/life/2019/12/17/malaysian-student-shares-inspiring-story-to-a-crowd-of-7000-people-at-us-gr/1820057

Viswanathan, M., & Viswanathan, M. (2005). Measuring speech quality for text-to-speech systems: development and assessment of a modified mean opinion score (MOS) scale. Computer Speech & Language19(1), 55-83.

Camus Alpha. (2019, December 16). Lisa Kamal’s Graduation Keynote Speech – University of Wisconsin-Madison Winter Commencement 2019. YouTube. https://www.youtube.com/watch?v=_cuqEmomnlU

Grice, G. L., & Skinner, J. F. (2000). Mastering public speaking. Allyn & Bacon.

Azeez, R. A., & Azeez, P. Z. (2018). Incorporating Body Language into EFL Teaching. Koya University Journal of Humanities and Social Sciences1(1), 36-45.