Business English Class - Giving a Presentation and Creating the Memo | Benjamin Weinberg | Skillshare

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Business English Class - Giving a Presentation and Creating the Memo

teacher avatar Benjamin Weinberg, English as a Second Language Teacher

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

2 Lessons (42m)
    • 1. Giving a Presentation

    • 2. Understanding the Memo

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About This Class

In this class, you will learn about how to understand Business English when it comes to the important topics of giving a formal presentation and writing a memo as well, and how you can use the particular grammar and vocabulary principles to help yourself in your tasks. 

You'll understand how to become familiar with both Business English vocabulary as well as the grammar concepts related to these topics. You will also get to learn about the principles underlying these two fundamental components of being a business professional in the English-speaking world.

This video will help you to develop your business skills in an effort to become more proficient in this part of the English language by mastering how to write a memo and how to give a good presentation that will stand out and be a good measure of what kind of professional you are and that employers should take you seriously.

Meet Your Teacher

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Benjamin Weinberg

English as a Second Language Teacher


Ben is the founder of English from A to Z. He has been an ESL teacher and instructor for the past four years. Ben earned his TEFL / TESOL certification from the International TEFL Academy back in December of 2013. He has a wide variety of experiences in teaching English as a second language to students from around the world. Ben has taught English for companies and organizations such as Berlitz Inc., the Washington English Center, and the Huntington Learning Center. 

In addition, Ben spent a year living in Istanbul, Turkey where he taught English to high school students and also gave private tutoring to Turkish adults.  Continuing his adventures overseas, Ben recently lived in Medellin, Colombia and volunteered at a public high school helping Colombian students to impro... See full profile

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1. Giving a Presentation: oh, students and welcome back to our business English course. In this lesson, we're going to tackle how to give a presentation. Whether you're in a meeting, the board room or conference centre, you need to know how to give a presentation in fluent English and present well to your audience. My name's been with English from A to Z and let's dive in. So what is the presentation? Well, presentation is the best way to give out relevant information, data or facts to your audience in a formal context on behalf of your company, your organization or your business presentations were given or a wing, meaning your speaker delivering the information in a conference room and usually in front of a podium or a left turn. Presentations can also be known as briefings, as you are presenting on the topic, or topics that your partners, shareholders, clients or customers will want to know about. Presentations are crucial to be coming successful in business. Eso It's very important to know how to present yourself what kind of steps you need to take to be a good presenter and to know what kind of vocabulary you can use with your audience. So before you present, I want you to think about the falling items that you want to hit upon when you're presenting. What is your presentation Consistent? What is the structure of the presentation and why is it important to the audience? In order to present well on the topics with subjects involved, you need to be able to answer these three key questions before you can present orally to the audience. So what is the presentation consist of? What is the structure of the presentation and why is it important to the audience? Those three key questions need to be answered before you even present. So from the audience perspective, what do you think they're looking for? What are they looking for? So what are the leaders, principles, the CEOs and managers, the directors interested in? First of all, if you're presenting to them and what the bosses know ahead of time, what can you add to their knowledge or their information base? What is the agenda of your presentation? Whatever you're trying to get across, what is your What are your goals related to this presentation? And also what is this? Set up the logistics, the location of where you will be presenting. Is it a small conference room, or is it a large hall or a large arena? Even? And how many people will be there for a presentation is at 5 10 112,000 people and whether their expectations as well, why have they all come to see you off of all people? So you need to be thinking of the presentation from your audiences perspective, and I don't set you apart from a lot of other presenters in business. So the quality is a good presentation here, some good vocabulary to be aware of. You need to be organized. You need have good organization. You need to have a passion for the subject that you're talking about, where we show that you're interested in it. You need to have good engagement. You need to be among you need to show that you care about what you're talking about. You need to be engaged not only with your own presentation but with the audience to you need a good comportment. You need to have good behavior. Good. You did show maturity, and you need to show presence for your audience and your appearance has to be sharp. You have to be looking professional, looking formal and to show that you care about your appearance, which is very born but also something that's overlooked at times in our days and anticipation. You don't want to speak to quickly. You want to kind of have a good cadence, have good rhythm and have people anticipate your next words. You don't want to give away too much, but you kind of want to keep the audience in a little bit of suspense. Also, you need to have good body language. You need to have your head forward, your eyes front and center. You need to have your chin up in your back straight, and you need to be look like you have interest in being there. So body language among these other qualities will set you apart from a bad presentation. If you couldn't be organized, passionate, engaged, have good behavior of good appearance, anticipate and kind of keep the audience on their heels a little bit and have a good rhythm with your speaking and have a good body have a good body. Language is well, you will have the qualities of a good presentation. So here is my acronym for you to remember. You want to be open, organized, passionate, engaged and natural or as natural as possible. So you want to open up to your audience. So remember, open, organized, passionate, engaged, natural, so organized before you present, you want have everything ready to go. You want to be ready to make a presentation. You want to be passionate. You want to actually care about what you're talking about. If you don't care, nobody else is going to care. So you need to be passionate. You need to care. You need to be engaged. So have a good cadence and timing. When you're speaking, don't go too quickly or too slowly, but kind of measure your tone of voice and how fast or how measured you are in terms of speaking, not too fast, not too slow, actually. And try to be as natural as possible. It's stressful. You're gonna be anxious, and you're gonna be nervous, but you need to be positive. You need to think good thoughts. You need to feel comfortable as much as possible to your audience. So organize, passionate, engaged and natural. Be open. So organizing the presentation. How do you organize it? What's the structure? Well, there's two essential facts that keep in mind, So you need to develop the structure of your presentation ahead of time and be organized with it and ready to go. So the structure I've broken it down into four parts. First you have the purpose. What is the purpose of the presentation? Next, you have the objective of the goal. What's your agenda? What do you want to get across? And then three? You want to state the benefits? The idea is the recommendations that you want to make to your audience. What are you trying Teoh impart on to them and then, for you want to leave the audience with the next steps? What comes next? What's the action plan? What do you plan to do now that you've told them the purpose, the objective and the benefits of what you're playing out to the audience? So purpose objective benefits next steps, so four parts to the presentation. Unfortunately, we don't have a funding acronym to go with it. But just remember, there are four parts to any good presentation. So continued some advice to keep in mind some points. We want to keep it short and simple or kiss. There's another acronym, so don't drag on too long. Keep it simple. Don't use to much text in your presentation. Or don't look at your notes if you're not using a PowerPoint. But remember, 95% of what you present will eventually be forgotten by the audience. That's just the facts, so you need to restate your main points consistently. If there's anything they want to take from the presentation, it's your main points, and you want to take them over and over again. So the opening of your presentation tell them immediately what the purpose of the presentation is, so that should be about 45 seconds to a minute, usually and then the body, depending on how long the presentation supposed to be. But you want to tell them your ideas in greater detail and sometimes chronologically as well. So that's kind of the body of your presentation and the conclusion you want to re tell them what you just told the audience for more attention. So remember, you want to restate the main points consistently. That's your main goal in terms of content and the last part of the presentation should be the most impactful, or the ones that people with the part that people remember the most. So you wanna maybe in this part of the presentation, appeal more to people's emotions to their sentimentality, to their yearning for our inaction, a call to action or for some next steps. And remember to keep hers transition smooth from one paragraph to another, one sentence to another. Use anecdotes and stories to connect with the audience. Well, you want to connect with them emotionally, perhaps use a personal story or tours some jokes, some light humor, and that'll help transition from the opening to the body to the conclusion. So remember state. The main points be swift, but not too quickly, not too quick. And remember to keep your keep your presentation impactful and emotional to a degree, so things to be aware of when you're presenting that you may not be aware of, um, you want to make sure your content is relevant and insightful. You want to tell people something new, where something haven't thought of. Watch your delivery. Make sure you're not speaking too quickly or you're mumbling where you're going like this. Make sure you're understood. Use correct body language because you want the audience to follow you. You don't be, you know, like this or you don't want to be looking away or I don't know all over the place. So some other points that I like I want to make people can be shallow. So if you're not dressed well, where if you don't, If you don't take care of yourself in terms of your appearance in terms of wearing fresh clothes or taking care of your maybe body odor, you know, just be where the people will judge you based on your appearance, not everybody. But it is part of human nature to judge people based on how they present themselves. So remember that Arrive early to the presentation and don't carry too much with you. Don't be carrying a book bag or too many papers, but look like you're prepared. You're ready to go. You won't be fumbling around for your notes or for your flashcards, so make sure you arrive early. Took presentation. Don't carry too much stuff with you. Um, and remember, you have to care about the subject matter or no one else will care, and, uh, make sure you're the most passionate person about it and make sure you anticipate pauses. Stop every now in them for a couple seconds and use the pauses for dramatic or consequential effect. You want the audience to absorb the presentation better when you slow it down when you pause and your transition from one part to another on have a backup plan in case your power point doesn't work. Or maybe your video doesn't work or you have to kind of go off the cuff a little bit or your teleprompter malfunctions. So don't rely too much on technology. Think of it like you're giving a pep talk or you're giving a Ted talk. Also, pep talk in Ted talk. But remember that there might be technical difficulties and to not rely too much on technology because it does fail. I renowned. Then you have to first of all, rely on yourself primarily and to see things through carefully and insightful e. So what is his body language? That is correct. Well, I like to think of it in a number of ways, but the most important ones, most important points I want to make are you have to make eye contact with different people in the audience. If you're given a question and they state their name or if you can use some people in the audience toe views them as examples used their names of possible. I think people will enjoy that fact. Stay on your feet, you know. Don't slouch. Don't sit down. Don't make sure your stand up straight. Move your hands and arms for for effect. But within reason, you don't want to be floating legal around and distracting people with your movements. But move your hands your arms kind of like this. Express yourself to a degree and keep your chin up and your on your shoulders back and project a little bit and also get the audience involved. If the presentation calls for maybe at the beginning or at the end before, maybe there's Q, and I try to get the audience involves asked them a rhetorical question. Or maybe ask them for the punch line of a joke and see if they get it right on and, depending on the audience, have a conversational or casual feel to what people's guards down. Maybe they've seen 10 other presentations that that week, or there were four present for five presentations that day. So trying to make it engaging but also lighthearted and a little bit of more relaxed live than Don't be so uptight. And you want to read her audience at all times to make sure they're engaged, that they're not on their phone, that they're not, you know, looking the other way. You're talking to a friend or just falling asleep. So try to keep the audiences interest at all times and make sure that they get the main points of what you're trying to get across. So that's some of what makes up correct body language. Some other tut tips and advice, especially for non native English speakers cut down on English word failures. This is my big pet peeve, but I tried to avoid this myself. But don't use the English words like, um, um, OK, you know, it's just distracting, and you sound a lot more professional when you don't use the's word fillers. Try to cut them down as much as possible. It can be difficult, but you're presentation will sound better if you're not using these word fillers that we use in English. Um, I just did it there, but you see what I mean. Try to throw in some appropriate jokes that's lighthearted, not too serious and cultural references. You want to lighten the mood a little bit, especially if it's a more casual audience, and you want to make sure that the audience you're talking to will appreciate the joke or the culture reference. Be careful, though, just make sure the joke is appropriate for the audience and the cultural references will be understood. And like I said, you want to make eye contact with different members of the audience. You don't want to stare at the same person for too long or too intensely, but you want O make eye contact with different people in the audience that kind of move your body around just to signify that. And I like I said before, you also want to tell some anecdotes or personal stories, perhaps that relate to the subject matter of the presentation. If you're talking about, uh, yeah, but if you're talking about perhaps health care or about uh, talking about infrastructure about, you know, you could talk about how you want pot holes to be filled and how you have a pothole outside of your house and you think this born to invest in the infrastructure of your neighborhood and how that relates to the country or with healthcare. You had an aunt who couldn't afford to pay a hospital bill so the family had to pitch in and how that shouldn't happen. So telling a personal story related to a heavy subject like healthcare or infrastructure or education, that will move people more. They can relate to better if you tell a personal story or an anecdote that relates to the actual subject. But it kind of puts it in a personal, more human perspective when you can use a personal type of story and again No, who your audiences know who's coming to the presentation ahead of time and have an idea of what they're looking for from you. What do they want to get out of it? Why did they take some time out of their business schedule to come see you, and how can you affect them? How can you leave them wanting more or looking to you for guidance or next steps So the don't have a presentation? There are quite a few, but I'll stick to the top five. So don't talk too much about yourself or your personal life. You can use a personal story or an anecdote, but don't go overboard. You don't want to spend 10 minutes talking about your dog and how when he or she died, it was the worst thing ever, and you cried for months. Nobody wants to hear too much about that s, oh, don't talk too much about your personal life. You know you can use the story or an anecdote or two, but don't try to drag it on for too long. Don't drone on over and over without stopping for questions or enquiries from the audience , especially if it's more casual. You want to make sure everybody understood you, so it's good to pause every now and then to see if people got what you are saying. So don't be afraid to stop for questions were for enquiries from the audience. If the if the audience or the the place you're giving at will accept that kind of atmosphere and remember, when you're first starting out, don't set the wrong tone, the wrong mood of the wrong pace. You want to start out on the right foot, so don't set out with the wrong tone, the mood or the pace. So be careful about that, cause I will really hurt your presentation right from the get go. And remember, don't focus on the wrong interests or unrelated subjects that are not related to the presentation. You want to always stay on topic. You want to always focus on the right subject the right topic. If you're talking about climate change, and I use this example that But if you're talking about climate change or global warming, you don't want to start talking about, um, Sports or the World Cup or the Olympics. You want to stay on subject. You want to talk about the serious subject of climate change. And don't start rambling about a separate topic, like sports or current events, or what you had for breakfast. So don't focus on the wrong interests. Always, always stay on topic as well, and don't read too much from your notes. Don't forget to be engaging with your audience. Be careful about teleprompters. Try to look at your audience. Don't forget about them and don't use too many notes or no cards or if you have a power point presentation, your slides should not have too much information, which I need to work hunt myself. But if you're if you're in front of an audience, you shouldn't be staring at your PowerPoint presentation like that the whole time you want to be engaged with your audience, you don't want to be reading off your notes or your papers or your flashcards. Too often you want to engage with your audience. Do you want to set the right mood? Set the right tone by engaging with them and being confident in what you're saying at all times and again. Lastly, Platt practice makes perfect, so you have to practice, especially if English is not your native language. You need to practice, so it's important to sign up for presentation trainings. If they're available in your area, I'm sure they are. I'm sure there's ways for you, as a business man or woman, to train at your office or elsewhere to get presentations and to do so as well in front of colleagues or bosses ahead of time to kind of run through the presentation to get that kind of feedback to help you become better. You can also join a Toastmasters club if they're available in your town or city to help you practice your presentations. And people who you don't know or you barely know will be your best critics because they have no personal stake in it. So a toastmaster club you're basically getting front of a small audience, maybe a bigger audience here, presenting about any topic for 5 10 15 minutes. And they're giving you unvarnished feedback, giving you unbiased feedback. So Toastmasters Club will help you with your public speaking with your vocabulary and with your grammar, and also see big feedback from others regarding your presentation. Pacing your style and your vocabulary. Is your presentation good? Are you said having the right tone? Is your style formal enough? And how is your vocabulary? Is it up to the level of your audience? So it's important to gain feedback from other people, including colleagues, bosses and from Toastmasters on get help from family members, friends and work colleagues to like I said before, who were invested in your success with your company or business there cheering from you, they may not be unbiased, like a toastmaster club would be, but they're usually be honest with you. They'll try to support you, and we'll give you good feedback if they care about you. So remember, don't give up. Keep trying. Keep practicing many presentations, stay positive and do your best when it comes to time to present. So sign up for trainings if they're available at your work or in your neighborhood. Joining Toastmasters. Cope in your city to practice in front of random people who could become your friends or seek feedback from others. When you do about your pacing, do you have the right tone? Do you have the right style? And how is your vocabulary and grammar? And remember, seek help from family members, friends with good English and work colleagues. I want to see you succeed and don't give up. Always keep trying. Don't give up. Keep doing your best state positive and it will work out for you. I'm confident of that. So thanks for watching. I hope you got a lot out of this class or I should say online lesson regarding giving a presentation. If you have time, I recommend creating your own presentation of 5 10 minutes and practicing maybe shoot a video record a record reality of yourself, presenting and listen interior style, your tone and how your voice is projecting. So be aware that presentations are difficult, but there are a key part of becoming good with business English. It's probably the biggest thing you can do for your career is to now a presentation to do it really well and to be better with your vocabulary and your grammar. So thanks for watching. I hope you appreciated this lesson and I'll see you in the next video, but by 2. Understanding the Memo: Hello, students, and welcome back to our business English course. In this lesson, we're going to cover understanding the memo. How do we understand, interpret and even write a memo? My name is Ben, with English from a dizzy and here we go. So what is the memo or what is the memorandum? Memo being short for memorandum a memorandum is a type of written message passed along with in a business for internal changes in review. Now, being able to write and it and understand memos is a really key part of being successful in the business world, especially the English speaking business world. Remember, memos are usually shorter in terms of written length, and it can range from being as short as 100 words to about as long as 1000 words, depending on the subject matter. And remember, it's usually for internal consumption on Lee, you're not really sending the memo out to an external party unless absolutely required or necessary for the company. So what is the memo? Continued memos air not only used in the business world, but they can also carry over to usage by governments as well as to non governmental organizations or NGOs as well. And while memos are not as popular as they used to be, ah, 10 years or 50 years ago due to the rise of electronic mail or email, there's still a fast, secure and cost effective way of communicating with other people in the business or company . And I find that the larger the company is in terms of size of people or you know how how it's structured. That meme was a really effective because you can send them out to many people at once. And you can spread word very quickly without, you know, sending a dozen emails out. And if you're going to be working in a business setting, you'll need to do a wide variety. Well, you need to know on and create a wide variety of vocabulary within your memo and have a good understanding of both formal grammar, grammar and syntax. So let's look at some vocabulary words associated with the memo itself. You have your header, which kinda is kind of, you know, who is it from? Who is the memo from? Who is it for? What's the company? And then you have your title or your subject line giving the giving the reader the audience . 10 or 12 words of what he subject matter is about for the memo. Then you have some lines or single space, meaning one line apart or double space for two lines apart for different paragraphs. And then you have your body paragraph four paragraphs. Your conclusion. At the end, a memo can be an attachment, or it can have in a detached image or video sometimes or some additional information attached to it. And you have your two. Who are you addressing the memo to, And who is it from? Azaz? Well, and then you want to have the date usually at the top of the memo as well. So these are some key vocab. Bigger words Associate ID with the memo. So the style of a memo, a memo should always be concise and succinct. Do you want to avoid run on sentences? You don't want to make it too long. You want to use bullet points as well. You don't want to use to one of sentences. You kind of want to have points laid out, and you don't want to give too much background information, and it has to make sense to the reader. You need to be clear and crystal clear with your analysis and with your clarity for your writing and whether you're doing it for business or maybe for government as well. It may contain sensitive material, so you have to be your own editor and not rely on others in the company to do peer editing for you. So after you write your memo, make sure you edit it. Make sure you spent some time revising it, checking for grammar, spelling or vocabulary errors before you send it out to other people in your company. And the content has to Babel's informative so your using facts and figures, but also persuasive in your argument and relevant to the audience. The subject matter has the line up with the content of the memo for toe. Have a good style, and when you're right or rate a memo, you should expect it to be impactful in some manner, and you want, oh, relieve the reader thinking or leave them with a call to action or have them do something based on what they've read. You want him to take your memo and use it to take action Perhaps so that's the style of a memo. So here's some questions you may want to answer in the memo. So what is relevant for the person reading it? What should they be aware of from my memo? Why does it matter to the business, the company or the organization on with What is the objective of the memo? What is the goal of the memo? What am I trying to get across? Who is my audience? For whom? My dressing? The memo? To which people in the company in which department? Maybe it's marketing, sales, advertising or for software. And what is the issue that we're working on? What's the focus? So you wanna have objective down audience an issue those 30 A I So you want to know your objective or your goal? You want to know what the audiences and you want to know the issue that they care about or that you should answer for them. So the structure of a member to go into more detail. You want to have the scope, you know, the kind of the wide base that you're covering the main topic, and then the points that you want to address within the scope. So your subject, as I mentioned before, it can be descriptive and also short. I wrote here 48 words, but it could be 10 to 12 words, depending on the subject matter. For example, here we have how to increase or fourth quarter earnings. Okay, so that's seven words. That's a good size for a subject line. So how to increase our fourth quarter earnings? Meaning? How do we boost revenue for our company in the last three months of the year? To put it in plain English and the bottom line, this is very important for a memo. The bottom line must be a front or at the top of the memo. So your conclusion should also be at the top, where the introduction after the title, you want to have your bottom line up front so that the reader knows this is the point you're trying to get across. And here's how I'm going to solve the problem or address the issue. Part of that is having a good hook to draw on the reader's attention, to make them aware of a problem or address the issue, and you want to articulate both the key points in the recommendations within the first or second sentence of the scope, or of the not summary but kind of your main analysis before you dive into the bullet points . And you have to assume that the reader of the memo may only have time to read only a paragraph of what you've written, especially if it's for CEO or director or for a management director for one of the management team members. You may have to put one paragraph as being the sole focus. If you're gonna have your If they're only gonna read one paragraph, you should be the top paragraph. So you want to make sure you have your bottom line up front. You have the hook in there and you want to make the key points in the rain. Recommendation some of them up in a couple words in the first or second sentences, because you're gonna have to assume that they're not gonna have a lot of time to read the memo. So that's why you want to put the main emphasis on your first paragraph, even if it's gonna be a page long. So you want to draw attention to the first paragraph above all else. So also, when it comes to structure the memo always use specific fax data. Good data, relevant information of bolster the bullet points that you're that you're using bullet points of these circle circular points that I'm making here is well, you want into In the beginning were maybe the second paragraph Penis comprehensive picture of the situation at hand and what can be done about it. What are some of the recommendations for policy or for business maneuvering that you want to do articulate the risks, the possible fallout? What are the consequences that come about? What are the benefits and what are some counterpoints that people argue against? What you're what you're calling for in your memo to give it some additional context? The memo should have a logical flow. And it's not like an essay and or an article, which I covered in my writing an English course. The plug that quickly. Your memo should flow from paragraph paragraph and be almost seamless in its transitions. So be aware. It's not like a regular essay or ah newspaper article. And remember to utilize precise language, he was the active voice and avoid unnecessary words run on sentences are your enemy when it comes to memos. So make sure your language is precise. Your vocabulary is advanced and you're using direct language. You're not beating around the bush. You're not being indirect. You're being very direct with what you want to say and how you say it. And you're summing it up quite quickly because you know, the reader is not gonna have a lot of time. So the dues of memos, these air things that you want to dio okay. And always wisdom here briefly. But you want to choose your words carefully. You want to use the rightful cab You eri so not as to be misunderstood. You don't summarize what's going on, but you want to analyze the situation and make recommendations. And like I just said, you want to be brief and clear as much as possible and be direct, and you want to anticipate what the reader will ask of you if you see them in person and you want to address their questions ahead of time to get ahead of their comments and avoid leaps and logics and assumptions based on the memo's content, you want to be rooted in facts and observations and in your own experiences, don't use leaps of logic and assumptions that you may not be able back up with facts. Remember to proof reader at your writing thoroughly and consistently, because no one else will will perhaps be there to help you with your writing. So you want to think of it like you're on a strict deadline, which likely you will be with your business memo, so make sure you're able to prove freed or edit the writing that you dio as as soon as you can. And again, grammar is grammar is very important. It's really important, so use correct grammar. Check it over throughout the entire memo. So grammar, vocabulary and business English play a huge role, as I have stated before, and I mentioned previous lessons. So you want to make sure you're using correct grammar and the right kind of vocabulary that's appropriate for memos. So what are the don't of memos? Well, there's a few of them. Don't use abbreviations or acronyms. Always spell words out, or, if you're mentioning a business one organization, use the full title at first, maybe do an acronym later. But you want to make sure your audience knows what that what you're talking about. So though, don't use abbreviations or acronyms. Spell the words out and don't be unclear. Don't use on clearer vocabulary or terms or sentences that will confuse the reader or the audience. And don't keep run on sentences. Run on sentences, as I said, Are your worst enemy No run on sentences? Get to the point. Get to a quickly user active, aggressive language and don't use unprofessional or unrelated jargon meaning vocabulary that's not related to the memo. So make sure you make your points professionally but respectfully as well. So don't use unprofessional or humorous or condescending tone in your memo, especially if you're writing to a boss. That's just a big no no. So let's read this first memo example. Here we have the structure, so we have to visiting scholars in the department from John Sinclair Date 13 January 2011. So you have the day, month year in the U. S. You would have January 13 2000 living, but in other countries you want to put the day, the month in the year subject information meeting, and I'll read it out loud. On 28 January, there will be an information meeting for all visiting scholars in the department. The meeting will cover things like available funding for conferences and travel, insurance issues and other administrative aspects. The meeting will take place in room four F 233 at 10:30 a.m. Since I would like to supply some refreshments, coffee, tea and a roll, please let me know whether you will attend no later than Friday of this week. Looking forward to seeing you in the meeting source. And here's where I got it from myself. This wasn't made, but one university. Thank you. So remember very short sentences. Just getting the fax. When's the meeting gonna be? Who is it for? What is going to cover was going to talk about. Where is it? What's going to be there? When do you need RCP by and your salutation? So the two from date subject that's all in the correct order. Very simple and brief type of memo here, but it's using the right structure, right? It's got its bullet points. There's no long intro conclusion. The first paragraph sums up the main scope, and then you have your supporting information below. So that's a good first memo example that we have here. Thank you. Want again? And then this is a longer memo, which I will also read. But you get that this memo is a little bit more formal and longer. It says to all teaching staff from Anna Linnaeus 3 March 2010 subject procedures for reporting final grades on course. So this is an academic memo. It says. Last term, there was some confusion as to how to report final grades to me. As a result, some international students had to wait too long to get their credits entered in the academic record. In an attempt to remedy the situation, this memo describes the preferred procedure for reporting final grades on courses at the end of this term. Approximately one week before a course ends, you will receive a printed list with the course code and all of the names of the students on the course. That's number one. Number two. Please fill in the final grades will sweetest grades and E. C. T s grades and give the form to me no later than 5 June three about 23 days after I have received a form from you, I will put an official transcript form for you to sign intended for archives. Please follow these procedures as they will make things better for our students and easier for me. Thanks for your cooperation. If you have any questions, please call me at Extension 3 to 287 or come by my office. Signed an Alana's senior course administrator and source, Lund University. Thanks again. So this is kind of, you know, your first paragraph. It's a it's a bullet, but it's kind of talking about the bottom line in front last week or sorry last term, there was some confusion as to how to report final grades to me, and it talks about the situation, and then you give your recommendations so you'll receive a printed twists. This is how you feel in the final grades, and then, after you received a form you can put in the official transcript and then please follow these procedures. So it's giving like an outline in chronological order of what should happen 12 or three with bullet points and then giving some advice about how to follow the procedures and how to contact the person. So the course administrators, shirt administrators talking to teaching staff and it talks If you know you have your two from date longer subject here. And this man was about a couple 100 words, maybe 202 100 words. So it's still a short memo, but it's being very brief, very concise, and it's using the appropriate language for this kind of topic, and it's using the rightful cab. You, Larry. So remember, you can always pause this video to stop it if you have questions. But this is kind of another good example of a short memo that's effective in terms of how concise it is, how on topic it is and how it addresses the audience. Really well, So your assignment I want to you now to write a memo to the boss, and I want you to follow through with it as part of this course. So here's the situation. You're American boss, and a major 500 company has asked to write him. A memo has us Sorry. It has asked you to write him a memo looking for your advice and recommendations on how the company can best maximize profits and minimize costs for the upcoming second quarter, meaning April through June of this year. He's looking for specifics and wants the member to be no more than 500 words. So he's writing. He's asking you to write him a memo looking for your advice and recommendations and how the company can expand profits and minimize costs. So, depending on your business experience so far, use your own business experience. Come up with a fictional company. Maybe it could be in healthcare, maybe education, maybe in finance, maybe in construction, but use your imagination. Oh, sorry, actually, uh, scratched at the industry that the company is in. My apologies is for food and beverages, but oh, for you guys at home, you can. You don't have to stick the food and beverages, but if you have no other ideas, here it is. You can use food and beverages, So consider the best ways that your boss can generate more revenue at minimize costs, revenue meaning more money from customers and less costs for running the business. Remember to have a hook to draw his attention to your memo, as well as the bottom line up front at the top in terms of recommendations that you are proposing to him. Good luck and remember to submit the assignment, or maybe post the assignment for your classmates when it is completed. So try to take it seriously. Trying to do this assignment I mentioned that the industry is food and beverages, but I'll let it slide. If you really don't know much about food and beverages in terms of generating money for that or minimizing costs, you can do another industry. Maybe healthcare, sports, education. You know it's up to you. Just use your imagination. Food and beverages is a good one because I think we're all familiar with maybe restaurants or hotels or fast food chains, so food and beverages is a good one. But there's also I'll leave it up to you as to what industry. But you're writing him a memo giving her advice recommendations, and you want to maximize profits and minimize costs so you want to expand overall revenue for this next quarter. Eso remember, have a hook used the correct format correct structure had the bottom line up front in what you're proposing and, you know, finished the assignment. Keep it to yourself or maybe. Hopefully you could submit it to me as well. I remember. Follow the examples here, so you can always pause the course video here. And look at this. Take some notes, follow the structure here and use it for your own memo. And these are shorter memos. So you want to make sure yours is a couple paragraphs more than what we've had, So try to make sure you write 56 maybe 78 paragraphs oral for the 500 word memo. Remember, It should be specific in its recommendations, and it should be no more than 500 words. So good luck. So thank you for watching. I hope you really enjoy this lesson. Talking about business memos, how you can write them where they important for. And why do you need to be good at them? It's a really important part of business and for improving your English. So please feel free to re watch the video pause it, rewind it fast forward, do what you need to do. And remember to you please complete the assignment when you have the chance. Thanks again for watching and for taking my business English course, and I'll see you in the next video. But by