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The last few columns have taken a journey into the ideas of effective personal management and the language we use. I now want to return to basics and look at some of the key aspects of language we need to use in business.
Let’s start with meeting and introducing foreign clients or visitors.
The initial greeting is sometimes the trickiest and will depend on whether you know the person, his nationality, his age, his gender and his position within the company. That said, the easiest way is as follows:
Good morning. My name’s _________ and I work for __________.
Note here the phrase work for, which is the name of the company, e.g. I work for Shell. You could say I work at the British Council, but at emphasises the place rather than the company. If you wish to explain the area you work in, you should use the preposition in.
For example:
I work in journalism.
I specialise in marketing.
Another useful phrase here when you want to introduce yourself is:
I don’t think we’ve met. I’m ?????.. (Very useful at group or networking gatherings to introduce yourself to key contacts)
Try and avoid “Hi” or “Hi, there” unless you know the person well. In a business situation, it is generally inappropriate.
Introducing colleagues to foreign visitors is relatively straightforward. For example:
Mr Hayton, can I introduce you to Peter Chong who is in charge of our European operations. Peter, this is Thomas Hayton who is responsible for our legal accounts.
This can be followed with the phrase “How do you do?” accompanied with a firm handshake. It is a formal greeting and both parties should say it. It is now relatively old-fashioned and is being replaced by phrases such as Pleased to meet you or Delighted to meet you.
If you are meeting someone again, then How are you? /Fine, thank you is the most appropriate and efficient. Remember How are you? is not really a question so don’t reply about your terrible backache or your sick grandmother!
After the initial greeting and introduction, a quick follow-up is appropriate. The British usually comment about the dreadful weather! However, a question about the journey or their previous visits is appropriate.
How was your journey?
Is this your first time in Malaysia/ Kuala Lumpur/ this part of the world?
Finally, an offer of a drink is appropriate if you are about to start a meeting:
Can I get you a cup of tea or coffee?
Would you care for a drink?
Would you like anything to drink?
The exchange of business cards has become a necessity at some point during a first meeting. The level of formality depends on the nationality, with the Japanese taking it to a fine art. However, a brief glance at the card is usually sufficient before placing it on the table or in the cardholder.
Guy Perring is Director, Professional Development Unit (PDU), at the British Council Malaysia. The PDU offers a wide range of learning opportunities from management and communication skills training to developing English skills. Visit it at www.britishcouncil. org.my or e-mail guy.perring@british council.org.my.
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