What happens when a visitor arrives with an appointment to visit a company?
What are the typical stages of the first meeting? What conversations take place?
Practice 1
Make a dialogue based on the following flow chart. If you need help, look at the
Language Checklist on page 12.
FS Now listen to the recording of a model answer.
Visitor
Introduce yourself.
Say you have an appointment with
Sandra Bates.
Decline – ask if you can use a phone.
Decline – you only need the phone.
Thank him / her.
(a few minutes later)
Thank assistant.
Ask how far it is to station.
Accept offer – suggest a time.
Receptionist
Welcome visitor.
Explain that SB will be along shortly.
Offer a drink / refreshments.
Say yes. / Offer email as well.
Show visitor to the phone.
Reply – offer any other help.
Two miles – ten minutes by taxi.
Offer to book one.
Promise to do that – say that SB is
free now.
Offer to take him / her to SB’s office.
3 Small talk: keeping the conversation going
1 Ruud Hemper from the Netherlands is visiting a customer in India. He is talking to
the Production Manager of a manufacturing plant in Delhi. Listen to the recording
of an extract of their conversation.
MANAGER: Is this your first visit here?
HEMPER: No, in fact the first time I came was for a trade fair.We began our Southeast
Asian operations here at the 2003 Exhibition.
MANAGER: Shall we have a look round the plant before lunch?
a) What is wrong with what the Production Manager says?
The answer is, of course, that it breaks a ‘rule’ of conversation. Generally, if you ask
a question you should comment on the answer or ask a supplementary question.
Language Checklist
Cultural diversity and socialising (1)
Welcoming visitors
Welcome to …
My name’s …
Arriving
Hello. My name’s … from …
I’ve an appointment to see …
Sorry – I’m a little late / early.
My plane was delayed …
Introducing someone
This is … He / She’s my Personal Assistant.
Can I introduce you to … He / She’s our
(Project Manager).
I’d like to introduce you to …
Meeting someone and small talk
Pleased to meet you.
It’s a pleasure.
How was your trip? Did you have a good
flight / trip / journey?
How are things in (London)?
How long are you staying in (New York)?
I hope you like it.
Is your hotel comfortable?
Is this your first visit to (Berlin)?
Offering assistance
Can I get you anything?
Do you need anything?
Would you like a drink?
If you need to use a phone or fax, please say.
Can we do anything for you?
Do you need a hotel / a taxi /
any travel information / etc.?
Asking for assistance
There is one thing I need …
Could you get me …
Could you book me a car / taxi / hotel / … ?
Could you help me arrange a flight to … ?
Can you recommend a good restaurant?
I’d like to book a room for tomorrow night. Can
you recommend a hotel?
Skills Checklist
Socialising (1)
Before meeting business partners and fellow
professionals from other countries, you could find
out about their country:
• the actual political situation
• cultural and regional differences
• religion(s)
• the role of women in business and in
society as a whole
• transport and telecommunications systems
• the economy
• the main companies
• the main exports and imports
• the market for the industrial sector which
interests you
• competitors.
You might also want to find out:
• which topics are safe for small talk
• which topics are best avoided.
If you are going to visit another country, find out
about:
• the conventions regarding socialising
• attitudes towards foreigners
• attitudes towards gifts
• the extent to which public, business and
private lives are mixed or are kept separate
• conventions regarding food and drink.
You might also like to find out about:
• the weather at the relevant time of the year
• public holidays
• the conventions regarding working hours
• leisure interests
• tourism
• dress
• body language
• language.
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