How to summarize and close down a presentation

So what structure should you use to close down a presentation?
Well, I’m sure some of you have your own methods, but this simple format has always worked for me and covers all the main points:

1. Give your audiences a clear signal that you are going to finish.
2. Briefly summarize the main points of your presentation.
3. State your recommendation or give your call to action—let your audience know what you want them to do.
4. Finish off by thanking your listeners and inviting questions or discussion.


BEP 33 - Dialog

Nick: Product and industry knowledge is important. But the crux of the matter is that we simply aren’t aggressive enough in our approach to selling. To sell you simply have to push and push hard.
So as we can see, a first-class CRM strategy and a great marketing plan are not worth the paper they’re written on if we don’t have qualified staff to push them through.
Okay, that’s all I have to say on this topic for the moment.
Now I’d like to recap the main points of my presentation before I open it up for questions.
So to sum up: First, I analyzed the sales results for 2006. I talked about how our drive to increase brand recognition through a surge in advertising has failed because of mediocre initiative and inconsistent follow up from our sales people. Second, I explained about how our special taskforce found major deficiencies in our sales training system and in our staff’s basic sales skills. Finally, I proposed a recovery plan for 2007. I stressed that the most important thing at this stage is not advertising or technology but the way that we train our salespeople.
Let me leave you with one thought. What I’d like to stress is—and I can’t emphasize this enough—that it is absolutely essential to have an effective sales team. And effective salespeople must have effective training. Now what I’m asking from you today is a commitment to increase the training budget by 25% so that we can address this training shortfall. Then, by this time next year, instead of scratching our heads we’ll be cracking the champagne.
Many thanks for your attention.
So now I’m very interested in hearing your comments.

Useful Language

To signal the end of a topic or section of a presentation:

Okay, that’s all I have to say on this topic for the moment.
Right, that ends the last section of my talk.
That's all I want to say for now on the third part of my presentation.

To introduce the summary:

So, to sum up
To conclude,...
In conclusion,...
Now, to sum up...
So let me summarize what I've said.
Finally, may I remind you of some of the main points we've considered.
During my talk today, I’ve described the results of our investigation.

To make a concluding recommendation:

In conclusion, my recommendations are...
I therefore propose the following strategy.
I'd like to finish with...some observations based on what I've said.
There are two conclusions to be made from this, namely,...
I think we have to...
I think we have seen that we should...
What we need to do is...
So, let me get straight to the point. We need action and we need it now.

To finish off a presentation and invite questions:

Many thanks for your attention. So now I’m very interested in hearing your comments.
Thank you for your attention. And now if you have any questions, I’d be glad to answer them.
Thank you for listening. Now, I’d be glad to try and answer any questions.
I thank you all for being such an attentive audience and now I’m sure you must have some questions, so I’ll be happy to answer them…. Yes, Simon ..
So, let’s throw it open to questions.
Any questions?

Asking for clarifying

Could you speak a little more specific?

Could you explain the problem in more detail?

I am not sure I understand. Could you explain it to me again?

OK let me see if I understand you.

One question Johnathan. You mentioned the go-live on the 25th. Could you explain what you need from us to make sure everything goes smoothly?

OK John. I just want to make sure that I understand your problem.

Is that correct?

Enormous/IMMENSE/HUGE/VAST AND SO ON

(1)
enormous， immense， huge， gigantic， colossal， mammoth， tremendous， stupendous， gargantuan， vast
(2)
These adjectives describe what is extraordinarily large.
这些形容词都描述超乎寻常大的事物，
(3)
Enormous suggests a marked excess beyond the norm in size, amount, or degree:
Enormous 暗指在大小、数量或程度上超乎常规的：
an enormous boulder;
巨大的圆石；
enormous expenses.
巨额费用。
(4)
Immense refers to boundless or immeasurable size or extent:
Immense 指无限的或无法测量的尺寸或范围：
an immense crowd of people;
无边无际的人海；
immense pleasure.
无以伦比的欢乐。
(5)
Huge especially implies greatness of size or capacity:
Huge 尤指尺寸或容量的庞大：
a huge wave;
巨浪；
a huge success.
巨大的成功。
(6)
Gigantic refers to size likened to that of a giant:
Gigantic 指象巨人一样的大小尺寸：
a gigantic redwood tree;
大得惊人的红杉树；
a gigantic disappointment.
极度失望。
(7)
Colossal suggests a hugeness that elicits awe or taxes belief:
Colossal 暗指能让人生畏或动摇信仰的巨大：
colossal crumbling ruins of an ancient temple;
古代神殿巨大的崩溃废墟；
has a colossal nerve.
无比的胆量。
(8)
Mammoth is applied to something of clumsy or unwieldy hugeness:
Mammoth 用于指事物笨拙的或笨重的庞大：
a mammoth ship;
巨轮；
a mammoth multinational corporation.
巨大的跨国公司。
(9)
Tremendous suggests awe-inspiring or fearsome size:
Tremendeus 指大小让人生畏或令人感到可怕：
a tremendous monument 100 feet high;
一百英尺高的巨大纪念碑；
ate a tremendous meal.
吃下大量的一餐。
(10)
Stupendous implies size that astounds or defies description:
Stupendous 指大小尺寸让人吃惊或超乎描述范围：
an undertaking of stupendous difficulty.
着手解决巨大的困难。
“The whole thing was a stupendous, incomprehensible farce” (W. Somerset Maugham).
“整个事件就是惊人的、无法了解的闹剧” （W·索默尔塞特·毛姆）
(11)
Gargantuan especially stresses greatness of capacity, as for food or pleasure:
Gargantuan 尤其强调容量大，如就食物或快乐而言：
a gargantuan appetite.
惊人的食欲。
(12)
Vast refers to greatness of extent, size, area, or scope:
Vast 指范围、大小、地区或跨度的宽广：
“All the land was shrouded in one vast forest” (Theodore Roosevelt).
“所有的土地都隐藏在广阔的森林中”。 （西奥多·罗斯福）
“Of creatures, how few vast as the whale” (Herman Melville).
“作为生物，几乎没有比鲸鱼更巨大的” （赫尔曼·梅尔维尔）

Telephone: Opening calls

Short and sweet, when answering a phone in true business, it is important to let the caller know or who or what department is answering.
Answering with just Hello tells the caller nothing. The most helpful way to answer is to give your company name, your department name and your name. However, many receptionists answer with just company name and their name.
When answering internal calls, you should at least give your name and maybe your department name.
Here are some examples for answering a call:
-Good morning, Fidelity, Stone speaking.
-Hello, Fidelity, IT service department, Stone speaking.
-Mike Colin.
-Administration office, Stone.
Callers should also identify themselves to let the receivers know why they are calling. Here are some ways to introduce yourself:
-Hello, this is Stone from Fidelity.
-Hello, my name is Stone, from Fidelity.
-Yes, this is operation department calling about

Once you’ve identified yourself, you might need to ask to speak to a particular person, especially the receiver is a receptionist.
-May I speak to
-I’d like to speak to
-Could you put me through to
-Could I have an extension 211, please
-May I speak to someone in the accounts department
You should also let the receiver know why you want to speak to the person by explaining your reason for calling.
-I’m calling about
-The reason I’m calling is
-It is about
-It is in connection with
Very often, a caller would ask to speak with someone or may ask for information without identifying themselves or what they calls about.
Sometimes, the identifier of the purpose is not important, and sometimes, they are. If they are important, the receiver may ask who the caller is.
-Who is calling, please
-May I know who is calling
-I’m sorry I didn’t catch your name
-May I know what is in connection with
And here are some phrases the callers used to ask the receiver to leave a message.
-May I leave a message
-Take a message, please
-Could you tell her that
-Could you ask him to

Dialog:
Clair: Good morning, ABC company. Clair speaking. How may I help you?
Nikon: Yes, good morning. This is Nikon from Y company. Could you put me through to George, your contract department?
Clair: Oh, I’m sorry, but we closed for the holiday, and I am just here to take a message and handle emergencies. May I know what is in connection with? Perhaps I can take a message for you?
Nikon: Well, Clair, this is very urgent. I am subcontractor manager, and the reason I’m calling is that I has an important information on a contract your company is interested in. Could you get the information to George right away?
Clair: I will say what I can do. If I can get the important data on this contract, I should be able to get message through to George. In perhaps he can call you back.
Nikon: Ok, do you have a pen? I am going to give you my contact information and ask him to call me as soon as possible.
Clair: Just a second, and yes, ready now, go ahead.
Nikon: Ok, …

South Korean Lawmakers Blockade, Brawl Over US Trade Deal

Download Audio
A move by South Korean lawmakers to advance a controversial free-trade agreement with the United States has sparked physical clashes between opposing parties -- with one side physically barricading itself from the other. The scuffles underline an intense dispute among Koreans about the deal.


Hammers were swung, doors were split open and fire hoses were deployed, Thursday, as part of South Korea's legislature came under siege in a dispute on a major free-trade deal with the United States.

Minority party politicians, opposing ratification of the deal, tried to force their way into to a legislative committee room where members of President Lee Myung-bak's ruling Conservative Party barricaded themselves.

The conservatives successfully initiated the process of ratifying the deal, as security guards scuffled with dozens of political opponents nearby.

Supporters say deal is needed

The American-South Korean free-trade pact would open up large sectors of the U.S. and South Korean economies for easier bilateral trade. It was signed last year, but has languished behind other priorities, in both nations.

Supporters of the deal say it is needed -- now more than ever -- to stimulate the slowing South Korean economy. South Korean farmers and left-leaning politicians fiercely oppose the deal, saying the far larger U.S. economy is likely to swallow entire South Korean industries, especially in agriculture.

Won Hae-young, floor leader for South Korea's minority Democratic Party, accuses President Lee's party of ignoring civilized principles.

Won tells a television interviewer with South Korea's YTN cable network Mr. Lee has turned the legislature into a battleground.

South Korean conservatives have a big enough majority to ratify the free-trade deal by themselves. However, U.S. President-elect Barack Obama and new members of the Democrat-majority U.S. Congress are critical of the free-trade deal and questions remain about the likelihood of ratification in Washington.

English Training Course - An external request

Subject: New shipping date for P/T-008/05
Dear Simone,

Thanks for your comments of the order below (P/T-008/05). It maybe tight to meet our delivery schedule of April.

As it takes 4 days for sea freight, another 2 days for distribution, also at least a week for customs clearance, so please arranged it earlier your schedule.

In order to meet our sales promotion in April, we need to receive the products in the end of March, so please help us by corresponding with our supply team and check if it is possible to ship the goods around March 16.

Awaiting your favorable reply by today.

Claudia

This is an email from Claudia, who works for a whole sale business to Simone, who works for one of her supplies. Claudia wants to make a request to Simone for an order to be shipped earlier so she can deliver the products to customer on time.

A good request email would usually have four parts:
1. Background: explain the situation behind the email.
2. Request: tell the reader what you want him or her to do.
3. Motivation: explain to the reader why he or she will benefit from the fulfilling the request.
4. Action: remind the reader what action you’d like them to take.

Let’s first check the mechanics.

Thanks for your comments on the order below (P/T-008/05). It may be tight to meet our delivery schedule for April.

As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, so please arranged it earlier your schedule.

In order to meet our sales promotion in April, we need to receive the products by the end of March, so please help us by corresponding with our supply team and checking if it is possible to ship the goods around March 16.

Now let’s take look at the style.
If you look into the first paragraph, you see Claudia begin with an introduction statement, reminding Simone which order she wants to discuss. The second sentence is a background sentence:

Thanks for your comments on the order below (P/T-008/05). It may be tight to meet our delivery schedule for April.

So I think we break the introduction sentence out.

Thanks for your comments on the order below (P/T-008/05).

It may be tight to meet our delivery schedule for April.

In the fourth paragraph, we have another sentence about the background. So I will cut these out and move to the second paragraph.

Thanks for your comments on the order below (P/T-008/05).

It may be tight to meet our delivery schedule for April. In order to meet our sales promotion in April, we need to receive the products by the end of March.

As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, so please arranged it earlier your schedule.

Please help us by corresponding with our supply team and checking if it is possible to ship the goods around March 16.

Let’s make a few vocabulary changes. I am going to change tight to difficult. Tight is informal. And since we have used the word April in the first sentence, we don’t need to use it again in the second sentence, we can change this to for that month.

It may be difficult to meet our delivery schedule for April. In order to meet our sales target for that month, we need to receive the products by the end of March.

The third paragraph is a request paragraph.
She says so please arrange it earlier in your schedule, it doesn’t give Simone a very clear idea about of Claudia wants her to do. We already know from looking into the fourth paragraph that Claudia wants to the good to be delivered around March 16. So let that information and move to the second paragraph so Simone knows exactly what she need to do.

As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, we would like you to ship the goods by March 16.
You should explain to your reader what she will benefit.
So let’s add a motivation paragraph here.


As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, we would like you to ship the goods by March 16. An early shipment will allow us to meet customer expectations and generate more sales in future.

The fourth paragraph should be our action paragraph.

Please help us by corresponding with our supply team and checking if it is possible to ship the goods by March 16.

Let’s go back to the beginning and review the tone of the email.
First let’s look at the two sentences what C asked S to do something:
-We would like you to ship the goods by March 16.
-Please help us by corresponding with our supply team and checking if it is possible to ship the goods by March 16.

The first request use indirect form, but the second request may be too direct.
Let’s change it to more polite way:

We would appreciate if you can help us by corresponding with our supply team and checking if it is possible to ship the goods by March 16.

We also need to do something about the closing statement.
It is not a good way to close an email.
Let’s change it to an indirect way:

I look forward to your reply.

Let’s look the update email:

Subject: New shipping date for P/T-008/05
Dear Simone,

Thanks for your comments on the order below (P/T-008/05).

It may be difficult to meet our delivery schedule for April. In order to meet our sales target for that month, we need to receive the products by the end of March.

As it takes four days for sea freight, another two days for distribution, and at least a week for customs clearance, we would like you to ship the goods by March 16.
We would appreciate if you can help us by corresponding with our supply team and checking if it is possible to ship the goods by March 16.

I look forward to your reply.

Regards,

Claudia

English Training Course - Writing an internal bad news email

Now you will a short email from Jenny, who is responsible for her company’s IT services. She is writing this email to give her colleagues some bad news.
Subject: Server Restart Inform
We will restart our mail server from 17:15PM to 18:00PM today because of the backup tape equipment has some problems, I’m afraid that we will restart the server many times, sorry for the inconvenience to you, any questions please call 588.

Best regards,

Jenny

Let’s talk about the best way to deliver a bad news. When you write to someone outside your company, it is a good idea to use an indirect style. Although you should also make sure your readers understand and accept the bad news. But in this case, Jenny is writing to her own colleagues, in this internal bad news, it is best to use more direct style, since the company wants to deliver you the bad news efficiently. At the same time, she needs to be polite and to show understanding for her colleagues receiving the bad news.

All right, let’s start with the mechanics of this email.
As you can see, we have a subject line. We can not use inform as a noun in this way, so we’d better change this to something like notice.

When we looked into the body of this email, the first thing we noticed is the entire message is just one sentence.

Subject: Server Restart Notice
We will restart our mail server from 17:15PM to 18:00PM today because of the backup tape equipment has some problems. I’m afraid that we will restart the server many times. Sorry for the inconvenience to you. Any questions please call 588.

Best regards,

Jenny

In the first paragraph, Jenny wrote the company will restart the server. Since Jenny is using 24-hour time here, she doesn’t need PM after 17:15 or 18:00. Also we need to change because of to because. Remember that because of always follows by a noun or noun phrase.
We can not also say ‘Any questions please call 588’, it is actually a sentence fragment. We’d better change this to a complete sentence by making the first part into a clause – ‘If you have any questions, please call 588’.

And finally, we should think about constructing email into a separate paragraph.


Subject: Server Restart Notice
We will restart our mail server from 17:15 to 18:00 today because the backup tape equipment has some problems. I’m afraid that we will restart the server many times.

Sorry for the inconvenience to you. If you have any questions, please call 588.

Best regards,

Jenny

Now let’s move to the style of this email, when you writing an email to deliver a bad news, one good strategy is to buffer the news, that is, to put some neutral material at the beginning and the end of the email, and also at the beginning and the end of the paragraph containing bad news. This makes the delivery less (a bright), and helps avoid giving a negative impression to the reader.
As you can see, Jenny has not followed the rule. She goes straight to the bad news.
Let’s rewrite this paragraph to put the explanation first:

We have discussed that the backup tape equipment for our mail server has some problems. For this reason, we will restart the server from 17:15 to 18:00 today. I’m afraid that we will restart the server many times.

The last sentence of the paragraph gives the readers some additional bad news’, we can rephrase this words in a positive way.

We have discussed that the backup tape equipment for our mail server has some problems. For this reason, we will restart the server beginning at 17:15 today. We expected the server to be available again after 18:00.

When an email has to deliver a bad news, it is also helpful to emphasize what the readers would benefit by cooperating. So let’s help Jenny add a new sentence in the second paragraph.

We have discussed that the backup tape equipment for our mail server has some problems. For this reason, we will restart the server beginning at 17:15 today. We expected the server to be available again after 18:00.

These repairs to the server will make your Internet and email connections more reliable in the future.

In the last paragraph, ‘Sorry’ sounds very informal, let’s change to ‘We apologize for’.

We apologize for the inconvenience. If you have any questions or concerns, please feel free to call me on the extension 588.

Finally, we should add a closing sentence to show the appreciation.
Thank you for your patience and understanding.



Let’s look at the update email:

Subject: Server Restart Notice

We have discussed that the backup tape equipment for our mail server has some problems. For this reason, we will restart the server beginning at 17:15 today. We expected the server to be available again after 18:00.

These repairs to the server will make your Internet and email connections more reliable in the future.

We apologize for the inconvenience. If you have any questions or concerns, please feel free to call me on the extension 588.

Thank you for your patience and understanding.

Regards,

Jenny