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Professional Communication Practice

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Professional Communication Practice

Help a project team communicate clearly and respectfully. Read the briefing and meeting extract, then try the speaking and listening tasks. For speaking tasks, say your answer aloud before writing it.

Project briefing

Your team is organising a community skills fair. The venue has changed, and the team needs to update its plan. Read this meeting extract carefully. Idris: The library hall is no longer available on 14 June. The community centre can host us on 21 June instead. It costs £180 more, but it has step-free access and space for two extra workshops. Ravi: That is a big change. Have we checked whether the speakers can make the new date? Idris: I emailed them yesterday. Three have confirmed, and I am waiting to hear from one more. I will follow up by Thursday. Ravi: Could we keep the original date and use the smaller room? Idris: We could, but it would mean cancelling two workshops. I recommend the community centre because it is more accessible and lets us keep the full programme. Ravi: I see. Let’s agree once we hear from the last speaker.

Listen, speak and respond

When a task says “say”, practise your response aloud. Then write a version you could use in a real conversation.

1.Listening for detail: What date is the community centre available, and how much more does it cost than the library hall?
2.Listening for reasons: Give two advantages of moving the fair to the community centre.
3.Which response shows that Ravi is listening and asks for relevant information?
  • “That is a big change. Have we checked whether the speakers can make the new date?”
  • “That’s completely wrong. We should forget the whole plan.”
  • “Fine, whatever you say.”
4.True or false? Idris says all four speakers have confirmed they can attend on 21 June. Correct the statement if it is false.
TrueFalse
5.Rewrite this message so it is concise, polite and clear: “We’re going to have to change the date because the place we had before isn’t free and there are some other issues.”
6.Choose the most professional way to disagree with the suggestion to use the smaller room.
  • “That’s a terrible idea.”
  • “I understand the appeal of keeping the original date. However, using the smaller room would mean cancelling two workshops.”
  • “No. We’re doing it my way.”
7.Improve this spoken response by replacing the filler phrases with clear, professional wording: “Um, I think maybe we should go with the community centre, you know, because it’s better.”
8.Put these actions in the order Idris describes: A. Follow up with the last speaker. B. Email the speakers. C. Receive three confirmations.
9.Speaking practice: Ravi is concerned about the extra £180. Say a two- or three-sentence response that acknowledges his concern, gives a reason for the cost and invites discussion.
10.Follow-up question: What could Idris ask the team to clarify whether they are ready to decide? Write one open, polite question.

3 printable pages

  • Professional Communication Practice, page 1 of 3: Project briefing, Listen, speak and respond

    Page 1

  • Professional Communication Practice, page 2 of 3: 3. Which response shows that Ravi is listening and asks for relevant information?

    Page 2

  • Professional Communication Practice, page 3 of 3: 9. Speaking practice: Ravi is concerned about the extra £180. Say a two- or three-sentence

    Page 3

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