Online English

Lesson 3
by Paolo Rossetti

Topic:	Business Report
Grammar:	Imperative Form
Level:	Advanced

JETRO Committee Issues Recommendations for Improving Business Communication

A study group under the Japan External Trade Organization (JETRO) has released a report that recommends how Japanese companies can improve the quality of their business communication, JETRO said today.

The recommendations are based on the results of a two-year study started in late 1994. The study examined case studies of international business communication by conducting a written survey of 134 companies and interviewing 30 of these companies. In addition, six companies were interviewed to examine how they are using information technology.

The committee's report includes the following recommendations:

1. Pursue more open communication:

   Employees cannot develop their business communication skills if a company does not create an environment for open communication, including foreigners. Companies should even include foreigners in their senior management staff because of the special merits this can have for Japanese companies.

2. Reform in-house communication systems:

   1. Designate a chief information and communication officer.
   2. Speed up decision-making processes through measures such as broadly transferring authority and introducing electronic systems for formal approval of decisions.
   3. Rapidly introduce know-how, as well as equipment, for managing information.
   4. Cooperate with international internship programs.

3. Adopt techniques for dealing better with other cultures:

   1. Learn how to form and express personal opinions.
   2. Learn how to assert oneself in negotiations, in part by studying debating techniques.
   3. Practice methods for communicating concisely and coherently, such as keeping remarks to within three minutes and expressing conclusions first during meetings, and restricting memos to one page.
   4. Improve command of the English language through study, and thereby enhance competitiveness.
   5. Provide opportunities for long-term overseas transferees to easily study the languages of their host countries.

http://www.jetro.go.jp/JETROINFO/PRESS/97_5_14.html

It is an example of English used on the World Wide Web. I know nothing about this Website.

EXERCISE 3.1 - Vocabulary

Please match the words on the left with the meanings on the right.

1.	a committee	a.	follow; try to reach something, e.g. a goal
2.	a recommendation	b.	a benefit; something beneficial
3.	a case study	c.	a suggestion; detailed advice
4.	to pursue	d.	group of people who discuss or decide something
5.	a merit	e.	a real-life example of development
6.	in-house	f.	in a brief way; not wasting time
7.	to designate	g.	practical or technical knowledge; skill
8.	know-how	h.	improve; make better
9.	internship	i.	nation that receives visitors
10.	concisely	j.	choose somebody for a particular job
11.	keep to within	k.	on-the-job training while working
12.	to enhance	l.	inside the company
13.	a host country	m.	to not exceed; not use more than

EXERCISE 3.2 - Grammar

"Rapidly introduce know-how, as well as equipment, for managing information."

The above sentence is a classic example of note-form writing. This style of writing is especially useful for business writing because it gives maximum information with a minimum amount of words.

The first verb is in the Imperative form, without a subject: e.g. "Sit down! Come here!" But since this is very brief, additional structures are required.

So: "Introduce know-how!" is the basic Imperative, and then we add clauses and phrases:

Introduce know-how, AS WELL AS equipment.

Introduce know-how, IN ADDITION TO equipment. (simple conjunction)

Introduce know-how TO manage information. (in order to manage information)

Introduce know-how FOR managing information. (shows what know-how is used for)

Introduce know-how BY training managers.

Introduce know-how THROUGH training managers. (shows how to introduce know-how)

Introduce know-how, SUCH AS computer skills. (to give an example)

Study the other uses in the text by JETRO - this is a very useful technique which helps your writing `sound very business-like.'

Please fill in the blanks.

1. You should study hard ...... pass the exam.
2. Real estate agents provide information ...... buyers to make the best decision.
3. The Internet is a valuable resource of market information, ...... market size and trends.
4. Give all applicants an English test ...... determine their language proficiency.
5. Study the competition fiercely ...... joining associations and targeting their clients.

EXERCISE 3.3 - Reading Comprehension

Please read the text and choose the correct answers.

1. What is the purpose of this text?
   1. to convince
   2. to inform
   3. to request
2. Who conducted the research?
   1. a JETRO study group
   2. technology companies
   3. Japanese companies
3. What was the purpose of the study?
   1. to find out how to improve Japanese communication
   2. to better understand international business communication
   3. to provide recommendations for improvement of communication between Japanese companies and their international counterparts
4. How does the study suggest to accelerate the approval of decisions?
   1. by opening communication with foreigners
   2. by initiating an e-mail system
   3. by transferring authority to decision-makers
5. Why does the study recommend studying languages?
   1. to improve business communication skills
   2. to enhance competitiveness
   3. to become long-term foreign transferees

Hope you enjoyed it! This one was quite difficult!

Every week the level will be different until I can start a Beginner, Intermediate and Advanced list.

Next week I will send you the answers and a new lesson!

And, again, please help me advertise my project to as many people as possible :)

Paolo Rossetti
ONLINE ENGLISH owner
On-Line English Page

Page preparation contributed by Ilane Marie Walberg of Caryatid Software Solutions.