18 Starting point a Projects Sao oes presse) DON eee ey 2 project or be part of the onraN a) PR ent Presi y Pesan not? Working with words | Projects its employees? 1. How can a business help a charity? What are the benefits fr the company and Read the article and decide if sentences 1-4 are true (T) or false (F). 1 The idea of volunteerism is increasingly popular in business, 2. Employees at Timberland have to do some voluntary work. 3. Companies like Timberland and Credit Suisse also benefit from the projects. 4. Samira uses the same skills in the volunteer project as in her usual jb. A COMMITMENT TO VOLUNTEERISM For many employoes, work rarely involves helping local communities in the rainforests of the Amazon or teaching children in schools ‘with little oF no access to modern technology. However, these examples of volunteer projects are becoming more and more ‘common in the business world, and ‘many companies now offer their employees the opportunity to take part in volunteer programmes. Timberland is one such company with a commitment to volunteerism. The global clothing ‘manufacturer encourages staff to spend up to 40 patd hours a year ‘on community and social projects. ‘The community benefits from the company’s resources, and staf gain new skills and teamwork improves. ‘Another example is the finanetal services firm Credit Suisse. It sends employees overseas to help educational and microfinance projects in developing countries. ‘These projects can last for up to three months. The two objectives are to offer expertise to regions of the world that lack access to highly-qualified professionals and for the employees to develop now ‘ransforable skills, ‘Samira Khan is one employee who took advantage of her company’s volunteer scheme. Samira normally spends her days behind a desk as a software engineer but currently she's also ‘managing a volunteer project to redecorate a community centre for the elderly in Chicago. Managing ‘a project like this means that Samira is learning new skills such as organizing the schedule so that they complete each milestone by its deadline. She also has to control a limited budget, and every few days she gets updates from her project team to check on their progress. She finds working on this project very rewarding and is, pleased to be learning now skills, 7Eee eas 3 Does your company orits staff ever take partin volunteer projects? + If you answer’yes,lescribe one ofthe projects + If you answer ‘no’, what kind of volunteer project do you think it could offer? 4. Replace the words in italics with a word in bold from the text in 2. 1. Can you email the plan ofall the work you hace todo and the key dates? schedule 2 We only have a limited amount of money aonilable forthe project. 3. The main problem is that no one knows what anyone else is doing. We need situation zhere everyone works together for this project to succeed. 4 Could you send me regular reports with the most recent information about our progress? 2 ‘We have to finish the project by a certain point in time. This project has three main things we are trying to achieve. 7 really feel we are making progress now because today we completed a very important stage in the project. 8 The reason we're behind schedule is because I don’t have all the supplies and ‘numa expertise that I requested at the beginning 5. > 3.1 Samirais telling someone about the volunteer project that she is ‘working on. Listen to these extracts from the conversation and answer the questions. 1. Which items in 4 does she talk about? 2 What does she say about each one? 6 > 3.1 Listen again and complete the phrases that Samira uses in column A. A B 1 thedeadline = finish on time 2 fall schedule make slow progeess 3 catch make up lost time 4 be back track = return to the original schedule 5 finish schedule finish before the planned date 6 resources make use of people, money and time 7 stay buciget spend the right amount of money 8 tasks give people different responsibilities 9 get with a task do ajob 10 __ updates receive reports on progress 7 Work with a partner. Take turns to cover the phrases in column A while your pai pi ys partner tests you using the definitions in column B. Example: A How can you sty ‘fish on time’? B ‘Meet the dendline’? A Yes 9 For more exercises, go to Practice file 3 on page 110. 8 Work witha partner. Read the comments describing a problem in four current projects. Say what the problem is and what the project manager needs to do, using phrases from 6. Example: The project is falling behind schelule, so the project manager needs to make el sure we atic up again so we cam meet the denlines Tip [inte enti 1 "Wedida't expect so many delays. : iene reanahg 2. ‘We're currently spending 50% more than we planned. ‘enough time to be able 3 ‘Ym working late every night. I can’t do everything on this project. todo something: 4 ‘No one knows what each other is doing, There's no communication!” ‘te leave now, weil be there in time forthe mesting 9 Think of a project you, your department or company are currently working on. {n time means atthe correct Make notes on the following and then tell your partner about the project. tine bo otworkat 9 + The objectives of the project veto be etworket 9am . ject team and the resources necde ‘and | always ative on time, I'm The project team and th needed never at, but don't ike to be + The budget ‘The deadlines and milestones in the schedule Any problems and possible solutions carly either 19ne aero Office relocation 1 Confirm equipment requirements 2 Equipment costings 3 Place order with office supplier 4 Send plans to depts for review Language at work | Present perfect and past simple 1. Lookat this chart for a project. What kind of information does it give about the project? Does your company use similar charts for managing projects? 17 | 18-24 25-31 1-7 | 8-14 | 15-21 22-28 | 29-5 a 5 Collate feedback and finalize plans 6 Packing and delivery 7 Unpacking 8 New equipment arrives, 9 tostalt Tip | The present perfect and past simple In conversation, we often ask a question using the present perfect and then answer with fra information using the past simple: Has everyone sent their feodbeck? Yes, they have. And overall they were vary postive — | 2 » 3.2. Acompany is relocating its office from an old building to some ‘modern premises. Listen to a meeting between Judith (the project manager) and somebody on the team (Dawud). Use the chart in 1 to help you answer questions 1-3. 11 What is the purpose of the meeting? 2 Which stages on the chart are completed? 3. Which week is iton the chart? 3. > 3.2 Listen again. Underline the verbs in italics that you hear. 1 Lagreed / ‘ve agreed the approximate equipment costings with finance. 2 Did you place / Have you placed the order for the equipment yesterday? 3. Did anyone give / Has anyone given their feedback? 4 Everyone replat /has replied before the deadline. 4. Answer the questions in the Language point. LANGUAGE POINT Do your answers in 3 use the past simple or present perfect? Match each sentence in 3 with explanations a orb. ‘a We use the present perfect to talk or ask about an action in the past where the time isnot specified: 'b We use the past simple to talk or ask about an action in the past where the time is specified: Lookat three more sentences from the meeting with the present perfect tense. Complete explanations 1-3 with the adverbs in bold. ‘Some departments haven't sent their requirements yet I've already receied everyone's feck. ‘Toe just emailed them another reminder. 1 Weuse to show the action happened in the very recent past 2 Weuse in negative sentences and questions to talk about something that hasn‘t happened but you expect it will happen. 3 Weuse___to emphasize the action happened sooner than expected. >? For more information, go to Grammar reference on page 111.Tip | Short answers to yes/no questions We don't normally just answer ‘a question wit ‘yes’ or no. We normally make short answers by using auary verbs or expressions: Have you placed the ordr yot? Yes, Ihave. / No, | havent yet. / Not yet Did they delwer the order? Yes, they did. / No, they did't in addition, we often add further information: ‘No, haven't yet I've been really busy. Yes, they did The order came last week U Eee eas 5 3.3 Lookat the chart in 1 again and read a later phone conversation between Judith and Dawud. Write the verbs in brackets in the past simple or present perfect and choose the correct adverb in italics. Then listen and check Dawud Hello? Judith Hi, Dawud. Justealling to see how things are going, the new equipment (arrive) ust /yt? Dawud No, ithasn’t but Ive jist /yet called the supplier and the track 4 (leave) the warehouse this morning. It’ll be here around four o'clock. Judith they (éotiver) everything else on schedule? Dawud Yes, they did. We® (unpack) most of the boxes “already /jts 9 For more exercises, go to Practice file 3 on page 111. 6 Work witha partner. Askand answer questions about this schedule for an office relocation projec. Use the past simple, present perfect and adverbs (already, just yet in your questions and answers Example: A Hace you ontrel the headed sationery? B Ys, ce, Let it yesterday. (OR) Yes, aren sent it. K Done? Additional information (Order headed stationery Sent order yesterday Order new furniture, Fumiture has arrived % Send new address cards to clients __¥__Sent this morning Issue statf with new badges x Todo 7 Work witha partner. Tatk about a projector task you are working on and say what you have or haven't done. Practically speaking | How to give short answers 1. Match the questions to the short answers. 1 Are you back on track again? a Yes, Idid. 2 Did you email me the schedule? b Yes, OK. 3 Have you returned your feedback? © No, not yet, 4 Can we meet for an update? 4 Yes, Lam, 2 3.4 Add these sentences after the short answers in 1. Then listen to the four conversations and check your answers. 1 In fact, the whole project is ahead of schedule now. 2 Sorry, but I've been really busy this week. 3 T'llcome to your office right now. 4 [sent it two minutes ago. 3 Match each sentence in 2 to its purpose a-d. To promise action. _ 'b To describe the action you took. _ ¢ Togive an update, d Togivea reason, 4. Write three questions for your partner which require“yes’ orno’ answers. ‘Then take turns to ask and answer your questions. Use short answers with, more information (to promise action, give a reason, etc). Example: A. Hace you done your Business English homework? B No, not yet. ll do it tonight. 21aero 22 Key expressions ce eee ‘Can you update me on ...?- Whats the progress on ‘How's everything going? Whats happening vith. eee Giving an update Weve done/inished/ compisted Soro good Everything's on track. We're currently (verb + -ing ...) Delegating pace eet eee eee Can anyone oe hep you? Would yu tk to help wth thet Tetke you to help Yes, ne problem doit Sony, but. / a doi but. / Tmahaid cant dot Summing up the ation plan Sa la’ check we all know alee You're gong to and'm gorge Les meet again in wo Weck rary shat prosess Business communication | Updating and delegating tasks 1 How often do you have meetings with people in your department or team? ‘How important is it to receive regular updates on everyone else’s work? 2 > 3.5 Ramonis leading his department meeting. Listen to part of the meeting, and complete his notes on the discussion. * Problem: Sueneeds* * Action: Eloise will Induction training 3. > 3.5 Lookat these expressions from the meeting. Listen again and number the expressions 1-12 in the order you hear them. -L.Can you update me on that? Sorry, but I've never run induction training before __ Floise is going to interview with Sue. __Is that something you can help with? Let's check we all know what we're doing. __ What's happening with that? Can anyone else help you? “ZZ Let’s meet again in three weeks’ time. __ Td like you to help if possible. Would you like to help with that? Yes, no problem. —_ Yd doit, but I'm away as well that week. 9 For more exercises, go to Practice file 3 on page 110. 4. Workin groups of three. Ten business students are visiting your company on the 23rd, You need to book a room for the talk (task 1), get name badges (task 2), organize refreshments (task). Have a short meeting using the flow chart. ‘A Ask 8 for an update on the ¥ students’ visit (How many? When?) B Give an update. t | A Ask C to do task 1. © Agree to do task 1 A Ask B to do task 2. |. B Agree to do task 2. =| A Ask C to do task 3. € Say you can't do task 3 and give a reason. A Ask B to do task 3, >| A Sum up the action pian. 5 Work with a partner. Ask for and give updates about two projects. Student A, turn to page 137. Student B, turn to page 142. B Agree to do task 3.TALKING POINT Scenario planning ‘The oil multinational Royal Dutch with each of the stages. This is Shell is famous forits use of scenario _your Plan A planning. After the company 2. Now try scenario planning for your makes its initial plans, it then asks project. For each stage of your questions about those plans using plan, ask yourself a ‘What if ..?” ‘What if ..2” For example, ‘What question. For example, ‘What if the price of oil falls?’, ‘What if if this doesn't arrive on time?’, technology changes?”, ‘What if “What if this supplier doesn't have the world population rises to nine it in stock?’, or ‘What if there is billion by 2050?" In other words, the a change in government?"Try to company can have a Plan A, but answer each of these ‘What if ...?” scenario planning means they also questions. have a Plan B. 3. Use all your answers in 2 to Developing a Plan B Ca Scenario planning isn't only for multinationals like Shell. Having a Plan B is important for planning any Kind of project and it's easy to use: 1 List all the key stages of your project with deadlines, resources needed, the people involved and their responsibilities. Prepare a schedule or chart for your project How important do you think scenario planning is for a company? Give a reason for your answer. What kind of things can go wrong in a plan? Think about both strategic (long-term) and operational (short-term) planning Describe the kind of planning you or your company are involved in, Do you think scenario planning could be helpful for you and your company? Why/Why not? Work in groups. You are going to prepare Plan A and Plan B for a project. Imagine your company wants to celebrate an important anniversary in its history with a special day of events. Discuss different ways that the company could do this and choose the best ideas. Discuss and prepare Plan A. You have eight weeks to organize the event starting from today. Discuss what resources you will need and who is responsible for each stage. Take notes during the discussion and make a basic schedule or chart showing the stages of the plan, Now do scenario planning with Plan A to make Plan B for your project. Ask and answer What if...2” questions about each stage. Give a short presentation of your Plan A and Plan B to the class. 23