Prof.
Pablo Ugalde Godoy
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Rules
Punctuality
Attendance (75%)
Responsibility
Participation
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Assessment
Oral test unit 1 « Sept. 7 – Sept. 9 »
Written and oral test unit 2 « Oct. 19 – Oct. 21 »
Written test unit 3 « November 9 »
Oral test unit 4 « Nov. 30 – Dec. 2 »
International Trade Project
Final exam 25% written 75% oral «Dec. 14 – Dec. 16 »
Retake exam written and oral « Dec. 28 – Dec 30 »
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Unit 1 « Meeting the Client »
Introduce yourself
Conversation
Business vocabulary
Business vocabulary quiz
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Workshop 1 « Meeting »
• Scenario
– The following pages will be based on the meeting of a
fictional company called Valpo Tours. The owner of the
small tour company is Pierre . He has ten employees,
including four supervisors, Kana And Thomas (guides),
Nolan (driver), and Jane (receptionist). These four
supervisors will be called to a meeting to discuss the
upcoming tourist season. Follow through the pages to
watch how Pierre prepares for and holds the meeting,
and how his staff participate.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Preparing for a meeting
Calling a meeting
MEETING
LOCATION:
DATE:
TIME:
FOR: Supervisors only
SUBJECT: Tourist Season
ATTENDANCE IS MANDATORY
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Written an agenda
1. Welcome, Introduction: Pierre and Stella (5 minutes)
2. Minutes from previous meeting: Jane (10 minutes)
3. Japan Tours: Pierre (15 minutes)
4. N.A. Tours: Pierre (15 minutes)
5. Korean Tours: Pierre (15 minutes)
6. Australian Tours: Pierre (if time allows 10 minutes)
7. Feedback from last year: Everyone (15 minutes)
8. Vote on staff picnic: Everyone (15 minutes)
9. Questions/Closing remarks/Reminders: Everyone (5 minutes)
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Allocating roles
The person in charge of calling and holding a meeting may decide to
allocate certain roles to other staff members. Someone may be called
upon to take the minutes, someone may be asked to do roll call, and
someone may be asked to speak on a certain subject. This should be
done either in person, or in an e-mail.
Sample personal request
Pierre: Hi Jane, did you get the e-mail about next week's meeting?
Jane: Yes, I'll be there.
Pierre: Great. I'd like to put you in charge of reviewing the minutes from last meeting for us.
Jane: Sure, I can do that. I think there is a copy of the minutes in my file.
Pierre: Thanks, you'll have ten minutes to remind us of what we discussed last meeting. This will be good for
Stella to hear. Stella will be our new private tours coordinator.
Sample e-mail
To:
[email protected] From:
[email protected] Subject: Minutes
Hi Jane
I just wanted to make sure that you would be available to review last month’s minutes and present them at
Friday’s meeting. We have a new staff member joining us, so I'd like to give her a chance to see where things
have been going since the last meeting. If you have any concerns about this, let me know.
Thanks, Pierre
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Opening a meeting
Small talk
Pierre: Hi Thomas. How are you?
Thomas: Great thanks, and you?
Pierre: Well, I'm good now that the warm weather has
finally arrived.
Thomas: I know what you mean. I thought winter was
never going to end.
Pierre: Have you dusted off your golf clubs yet?
Thomas: Funny you should ask. I'm heading out with
my brother-in-law for the first round of the year on
Saturday.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Opening a meeting
Welcome
Well, since everyone is here, we should get started.
Hello, everyone. Thank you for coming today.
I think we'll begin now. First I'd like to welcome you all.
Thank you all for coming at such short notice.
I really appreciate you all for attending today.
We have a lot to cover today, so we really should begin.
Sample
Pierre: I think we'll begin now. First I'd like to welcome you all and thank everyone
for coming, especially at such short notice. I know you are all very busy and it's
difficult to take time away from your daily tasks for meetings.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Opening a meeting
Introductions
I'd like to take a moment to introduce our new tour
coordinator.
I know most of you, but there are a few unfamiliar faces.
Stella, would you like to stand up and introduce
yourself?
Hi everyone. I'm Judy Strauss. I'll be acting as Amanda's
assistant while Nancy is away on maternity leave.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Apologies
It looks like everyone is here today.
If you notice anyone missing, please let Jane know so
that she can make a note of it.
Unfortunately, Ken cannot join us today. He has been
called away on business
Mike will be standing in to take the minutes today, as
Lisa is home with the flu.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Introduction to the agenda
Pierre: As you can all see here on the agenda we will be
mainly talking about the upcoming tourist season. First
we'll discuss the groups that will be coming in from Japan.
After that we'll discuss the North American Tours, followed
by the Korean tours. If time allows we will also discuss the
Australian tours which are booked for early September.
Next, I'm going to request some feedback from all of you
concerning last year's tours and where you think we can
improve. And finally, we'll be voting on where and when to
have this year's staff picnic.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Following the agenda
Taking the Minutes
The minutes from previous meeting
All of the names of the attendees (if possible)
The items on the agenda
It also helps to create an outline before going to the meeting. An
outline should include the following:
A title for the meeting
The location of the meeting
A blank spot to write the time the meeting started and ended
The name of the chairperson
A list of attendees that can be checked off(or a blank list for attendees to sign)
A blank spot for any attendees who arrive late or leave early
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Following the agenda
Sample for a minute
Supervisor's Meeting
Friday, May 5
Room 3
Start: ________ Finish: ________
Chair: Pierre
Attendees:
1._________
2._________
3._________
4._________
5._________
Late to arrive:_________
Early to depart:________
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Watching the time
I think we've spent enough time on this topic.
We're running short on time, so let's move on.
We're running behind schedule, so we'll have to skip the next item.
We only have fifteen minutes remaining and there's a lot left to cover.
If we don't move on, we'll run right into lunch.
We've spent too long on this issue, so we'll leave it for now.
We'll have to come back to this at a later time.
We could spend all day discussing this, but we have to get to the next
item.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Regaining focus
Let's stick to the task at hand, shall we?
I think we're steering off topic a bit with this.
I'm afraid we've strayed from the matter at hand.
You can discuss this among yourselves at another time.
We've lost sight of the point here.
This matter is not on today's agenda.
Let's save this for another meeting.
Getting back to item number 5...
Now where were we? Oh yes, let's vote.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Voting
All in favour?
(Those who agree raise their hands or say "Aye".)
All opposed?
Motion to hire more tour guides, moved by Thomas.
(Suggestions or ideas that are put to a vote are called motions. When a
person makes a suggestion, the term to use both during the meeting
and in the minutes is moved.)
Motion to hire more tour guides seconded by Nolan.
(When another person agrees with the motion, it is seconded.)
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Sample voting session
Pierre: Okay, now that we've covered most of the business, it's time to vote
on the staff picnic. Jane and I have come up with two different ideas. I'll
give Jane the floor now, and she'll outline these two options. After that we'll
vote. I don't think there is any reason to have a private vote, so I'll just ask
to see a show of hands. Jane, would you do the honours?
Jane: Thanks Pierre. Okay, so, as you all probably assumed, we are going to
wait until most of the tours have passed through before we have the staff
picnic. That way most of you should be able to attend. So we've chosen the
last Sunday of September. I hope that works out for all of you. Now, the
first option is to have a BBQ at Mariposa Beach. We would do this on the
last Sunday of September. The second option is to have a potluck
dinner/pool party in Pierre's backyard. The only problem with this is if it
rains, there isn't much in the way of shelter there. I don't think Pierre and
his wife will want all of us dashing inside in a thunderstorm.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Sample voting session
Pierre: Well, if we had to we could probably
squeeze everyone in the basement. Anyhow, those
are the options, so let's put it to a vote. All in
favour of option number one? Raise your hands
please...okay, one vote. And, all in favour of option
number two? That's four. Okay, so it looks like a
pool party at my house.
Jane: Great. I'll put up a sign up sheet and
everyone can write down what they plan to bring.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Comments and feedback
If I could just come in here...
I'm afraid I'd have to disagree about that.
Could I just say one thing?
I'm really glad you brought that up, Kana.
I couldn't agree with you more. (I agree)
Jane, could you please speak up. We can't hear you at the
back.
If I could have the floor (chance to speak) for a moment...
We don't seem to be getting anywhere with this.
Perhaps we should come back to this at another time?
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Closing a meeting
Wrapping up
It looks like we've run out of time, so I guess we'll finish here.
I think we've covered everything on the list.
I guess that will be all for today.
Well, look at that...we've finished ahead of schedule for once.
If no one has anything else to add, then I think we'll wrap this up.
I'm afraid we're going to have to cut this meeting short. I've just been informed of a
problem that needs my immediate attention.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Closing a meeting
Reminders
Oh, before you leave, please make sure to sign the attendance sheet.
I almost forgot to mention that we're planning a staff banquet next month.
Don't forget to put your ballot in the box on your way out.
If I didn't already say this, please remember to introduce yourself to the new trainees.
Could I have your attention again? I neglected to mention that anyone who wants to
take home some of this leftover food is welcome to.
If you could all return your chair to Room 7 that would be appreciated.
Please take all of your papers with you and throw out any garbage on your way out.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Closing a meeting
Thank you’s and congratulations
Before I let you go let's all give a big thank you (everyone claps) to
Thomas for baking these delicious cookies.
Again, I want to thank you all for taking time out of your busy
schedules to be here today.
Most of you probably already know this, but Nolan's wife just gave
birth to a baby boy.
As you leave today, don't forget to wish Stella luck on the
weekend.The next time you see her she will be happily married.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Follow up
We'll meet again on the first of next month.
Next time we meet I'll be sure to have those
contacts for you.
If anyone has any questions about anything we
discussed today, feel free to send me an e-mail.
The minutes from today's meeting will be posted
as of tomorrow afternoon.
I'll send out a group e-mail with the voting results.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
VIDEO
8 Steps to make your meetings even more effective
International Trade - Are you ready to be a part of it?
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Workshop 2 « Prospective Clients »
How To Tell Prospective Clients What You Do
Introduce yourself
Introduce your company
Introduce your products or services
It’s important that you are able to communicate
what you do in ways that will help your
prospective client understand that you are a
solution to his problem.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Introduction
Introduce yourself
Greetings (formally and informally)
Personal information (full name, age, marital status, adress, ID number,
e-mail, educational background, phone number, city of origin, nationality)
Job information (Company, department, etc.)
Small Talk
Introduce your company
Experience
Quality (international certifications)
Target
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Introduction
Introduce your company
Industry
economic sectors:
Primary sector (raw materials extraction industries, ex.
Mining and farming)
Secondary sector (involving refining, construction and
manufacturing)
Tertiary sector (wich deals with services such as law,
distribution and medicine)
Quaternary sector (technological research, design and
development)
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Introduction
Introduce your products or services
Marketing mix 4 P
Product (variation, differentiation, innovation, elimination)
Place (distribution channel, direct sales, indirect sales, e-
commerce)
Promotion (individual communication, mass
communication, brand management, corporate identity)
Price (cost recovery pricing, penetration pricing, price
skimming)
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Workshop 3 « CV and CL »
A resume or CV is a summary of your educational
qualifications and work experience. Companies usually
want to see your resume when you apply for a job. A
covering letter is the letter that accompanies your
resume when you send it to a company. Both of the
documents are vitally important in the job application
process.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
« CV and CL »
“You never get a
second chance to make
a first impression”
Your CV and letter are usually the first impression that an
employer has of you. And because an employer may have
hundreds of job applications to consider, you have about 15
seconds to make sure that first impression is a good one.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
Why you need a good CV
Your CV or resume is your visiting card, your
ambassador, your shop window. It represents you and
it has a specific purpose: to get you an interview! To
do this, it must:
Attract
Inform
Persuade
Sell
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
What a CV or resume is not
A CV is not a book.
A CV is not an obstacle.
A CV is not boring or difficult to read.
A CV is not your life story or autobiography.
A CV is not a catalogue of your personal opinions.
A CV is not a list of problems with past employers.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
What a CV or resume is
A CV is short.
A CV is seductive.
A CV is an important document.
A CV answers the question 'Why?'
A CV is interesting and easy to read.
A CV is a list of benefits for the employer.
A CV is as much about the employer as about you.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
Why you need a good covering letter
Before even looking at your CV, an employer usually
reads your covering letter. If it is badly-written, or
untidy, or difficult to read, your CV will probably go into
the nearest bin. If it is well-written, attractive, easy to
read and persuasive, the employer will turn to your CV.
It's that simple!
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
Your covering letter
This letter is called a covering letter or (in American
English) a cover letter. A covering letter sent with a
CV/resume is also called a letter of application. Your
letter of application is a sales letter. The product it is
selling is your CV.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
Content
1. confirm that you are applying for the position
2. say where you learned about the position
3. say why you want the position
4. say why you would be a benefit to the company
5. request an interview
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
CL Format
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
Your CV/Resume
CV stands for the Latin words Curriculum Vitae, which
mean: the course of one's life. A CV is also called a
résumé, resumé or resume (especially in American
English). Your CV is a summary of your
professional/academic life until now, and it usually
concentrates on your personal details, education and
work experience.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
Your CV's job is very simple: to get you a job
interview. To do this, your CV must be:
clear
well-organised
easy to read
concise
relevant to the job offered
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
CV Content
personal details - name, address, email and telephone number (and
sometimes nationality, age/date of birth and marital status)
objective - a headline that summarises the job opportunity you are seeking
work experience - your previous employment in reverse chronological
order - with most detail for your present or most recent job
education - details of secondary and university education - including the
establishments and qualifications (but excluding any that are irrelevant to
your career)
personal interests - demonstrating that you are a balanced, responsible
member of society with an interesting life outside work
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
CV and CL
Format
How many pages?
What size paper? (A4 EU – Letter US)
Example
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Do's and Don'ts
Do this...
Do be positive.
Do look forward to the future.
Do emphasize the benefit you will bring to an employer.
Do use active verbs.
Do keep to the point.
Be relevant.
Do create an organised layout.
Do be neat. Do use good quality paper.
Do use a word-processor (computer).
Do use wide margins.
Do use plenty of white space.
Do use a good quality photo (if you use a photo).
Do check your work for spelling errors.
Do check your work for grammatical errors.
Do ask a friend to look at your CV and letter.
Do sign your letter with a fountain pen.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
Do's and Don'ts
Don't do this...
Don't look backward to the past.
Don't write CV or Resume at the top.
Don't write Mr, Mrs or Miss in front of your name.
Don't give personal details (place of birth, age etc) unless necessary.
Don't give full addresses of past employers.
Don't give minor or unimportant school qualifications.
Don't give lots of irrelevant or unimportant hobbies.
Don't write names in capital letters.
Don't use lots of different typefaces (fonts) and sizes.
Don't use lots of capital letters, italics or fancy typefaces.
Don't use coloured paper.
Don't make your covering letter more than 1 page.
Don't make your CV/resume more than 2 pages.
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
End of unit 1
ESP International Trade - Pablo Ugalde-
Unit 1 "Meeting the Client"
