Elements of introducing yourself

Hi.

The very first topic that we're going to start with

is elements of introducing yourself.

This is a fairly basic topic, but we thought

it important to begin with, because this is usually

how all communication begins between strangers.

That's right.

People want to know who they are speaking to, what their background is,

and possibly the reason for the meeting.

The environment and the format in which a meeting occurs,

such as a face-to-face presentation, an online pitch or a board meeting,

and the number of participants influence[s] the language choice for introductions.

Additionally, the language you choose will also

influence how a meeting proceeds.

Let's make a simple comparison,

first, between an informal introduction and a formal introduction

when you first meet someone.

Hi, I'm Delian.

How's it going?

Hi, I'm Sean.

Nice to meet you.

That was a simple informal greeting and introduction,

and wouldn't be appropriate in a more formal situation.

Greeting and introducing yourself to a stranger in a formal business setting

would sound something like this.

Hello, I'd like to introduce myself.

My name is Sean McMinn, and I work for the Hong Kong

University of Science and Technology.

Oh, how do you do, Sean.

I'm pleased to meet you.

I'm Delian, Delian Gaskell.

I work for Duke College, a small liberal arts college here in Hong Kong.

Here's my card.

Thank you.

Thank you very much.

You'll notice that in the more formal introduction

we both stated our full names and where we work.

Actually, Delian also made a point of using my name when

she acknowledged my introduction and then made

a point of saying her own first name very clearly so I could catch it

before then stating her full name.

This is considered common practice and very polite in business contexts

around the world.

It shows that you are interested in the person who has introduced themselves

to you, and that you're making an attempt to remember their name,

and are trying to make it easier for them to recall your name.

Remember that in business settings, people

will often want to quickly know who they are speaking to

and what their background is, or what company they represent.

You probably also noticed that we shook hands.

The person introducing themselves will be

the one who puts forward their hand so the two people can shake hands.

Shaking hands is considered very polite, and is

a tradition that is often expected in introductions between both genders, not

just between two men.

In China, an exchange of business cards is also

frequently performed after the first introduction,

so business people from outside of Asia need to remember that in addition

to the handshake, extend your business card

using both hands is also extremely important when you first

meet a formal business contact.

In comparison, in the informal introduction,

we both simply stated our first names and used

casual expressions like "how's it going" and "nice to meet you."

Both of these expressions would be too informal

for an initial first meeting in a business setting.

We also did not shake hands in our informal introduction,

as this isn't expected, nor did we exchange business cards.

In fact, sometimes it's better to be more formal in your first interaction

with a stranger in a business setting.

Remember that first impressions are very important,

so being polite and formal during first introductions

could make the difference between making a positive first impression,

leading to a fruitful business relationship,

or making a negative impression in which this

will be your first and last meeting.

OK, next let's talk about what happens once you've introduced yourself

to a stranger in a formal setting.

You've already greeted the person, stated your full name

and identified which company or institution you work for.

So what do you say next?

As a follow up to the first greeting, you might say something like this.

It's nice to meet you, Delian.

We haven't formally met before, and I just want to introduce myself.

Anyway, what do you do at Duke College?

Well, I'm a coordinator for a business communications course.

So what are your responsibilities at the University, Sean?

Well, I'm a senior instructor, and I head an IT team

for the Center for Language Education.

Anyway, I just want to introduce ourselves.

Likewise.

So in the follow up to the introduction, it's

customary to express pleasure in meeting the person you've been introduced to,

and saying something like "I don't think we've met formally before"

makes the greeting more cordial and friendly.

Depending on the situation, the host or person who has introduced themselves

will take the opportunity to politely invite the guest

to sit down, though depending on the situation

they may also offer coffee or tea.

Next, strangers getting to know each other in a formal business setting

will often share more specifics about their duties or responsibilities.

This type of small talk is done in order to network

and find out if the person you're talking to

would be a useful future contact.

OK, let's review the steps to introducing yourself

in formal business introductions.

First, you would give a greeting such as 'hello,'

and say something about not having met the person

before such as "I don't believe we met before," or "I

just want to introduce myself."

You would then state your full name and your place of employment.

If you're the host, this is often when you would invite a guest to sit down,

or would offer the person some refreshment.

The other person would then reciprocate by giving

their full name and place of employment.

After the initial introduction, there is some polite small talk

expected where both people express pleasure at having met each other,

and give some specific details about what they do in their different jobs.

Both speakers then tend to end this initial introduction

by repeating that they are pleased to have met each other.

Beyond introducing yourself to a stranger in a business context,

there will also be situations when your self-introductions are one-sided,

such as when you need to introduce yourself

to a group of people in a meeting or a business pitch.

When you need to introduce yourself to a group of people, like in a meeting,

you may be asked to provide specific information.

But other times you'll be free to choose the information you

provide about yourself.

Let's go over an example scenario where the self-introduction details

are your own choice.

In addition to being polite and providing

key information about yourself, such as your full name, title,

and place of employment, you will also need

to quickly state what the purpose of your talk will be.

Again, let's make a simple comparison first

between an informal self-introduction and a more formal introduction

when you first introduce yourself to a group of people.

In the first example, we'll see someone making a short self-introduction that

is quite informal.

Hi everyone, I'm Derek, Derek Evans.

I'm from Camden Cross Marketing firm in Hong Kong.

I'm here today to talk about our new online marketing platform.

Now let's look at a more formal self-introduction.

Good afternoon, ladies and gentlemen.

My name is Derek, Derek Evans.

I'm an online marketing specialist representing the Camden Cross Marketing

firm in Hong Kong.

Today I'll be illustrating how our company's new marketing platform will

make a positive impact on your company's online sales.

As you can see, just as with the introductions

you make to one other person, you begin your self-introduction with a greeting,

and then you give your first name followed by your full name.

In the informal self-introduction, this greeting

is casual, something like "hi everyone," while in the formal self-introduction

a more suitable greeting is "good afternoon", or "good morning

or evening," depending on the time of day.

In a formal self-introduction, you would also

stay away from using contractions such as "I'm" and instead would say "I am."

In fact, it would be better to use a phrase like "my name is."

Right.

In both the formal and informal introductions,

the speaker quickly moves to his position in the company he works for.

The only difference being the avoidance of contractions

in the formal self-introduction.

The final part of the self-introduction to a group of people

is to state why you're here.

In the formal self-introduction, again the speaker

avoids using the kinds of contractions he uses when he's speaking casually,

but you'll also notice that the politeness and the specificity

of the language [and] vocabulary used in formal speaking

makes the phrasing longer.

For example, the speaker says, "Today, I will

be illustrating how our company's new integrated marketing proposals will

make a positive impact on your company's online sales,"

rather than simply saying, "I'm here today

to talk about our new online marketing platform."

In English, speaking formally often requires more language

to be used in order to provide your audience

with the type of polite register and specific information expected,

especially in business contexts.

There is a myriad of other potential situations

you might find yourself in while conducting business in English.

However, introducing yourself to a stranger

and a group of people in a meeting are two situations

we hope you will now have more confidence in mastering.

Hi.

Today's topic focuses on how to welcome visitors to your company.

Right.

Many of the elements that are important in introductions

are also key to welcoming a visitor.

For example, you will need to greet the visitor,

introduce yourself, shake hands, and perhaps exchange business cards

if you haven't met the visitor before.

Just as with introductions, many times this will be the first time

you'll have met the visitor,

so first impressions are going to be made here.

First impressions are made in the first 30 seconds of meeting someone.

And once a first impression is made, it's often impossible to change,

so it's very important to be prepared with a suitably formal welcome

for any visitors to your company, especially

if you want to do productive business with them in the future.

First impressions go beyond verbal language,

and are often influenced by your body language.

Are you smiling?

Do you seem confident?

Do you seem interested in welcoming these visitors?

This is all communicated with your body language.

Yes.

So making eye contact with the visitor is really important.

Other examples would be smiling as you greet the visitor,

shaking hands, and providing your business card with both hands

after you've introduced yourself, and standing up tall with your shoulders

back and your hands out of your pockets.

All of this is going to help you make a positive first impression

with your body language.

OK.

So let's watch a sample of a visitor being welcomed to a company.

Then, we'll analyze the type and function of the language used.

Note that in this case, the two speakers have never met.

[KNOCK]

Good morning.

Do come in.

My name is Sarah Chen.

I'm the manager of [INAUDIBLE] Design Department.

It's wonderful to meet you.

Here's my card.

Thank you.

My name is Gloria Wrong.

I'm the purchasing manager for Hollows and Company.

Here's my card.

It's wonderful to be here.

I've been very much looking forward to this visit.

So have we.

May I take your coat?

Yes please.

OK.

Please have a seat and make yourself comfortable.

Thank you.

Would you like something to drink?

Yes, I wouldn't mind a hot drink, if at all possible.

OK, we have tea or coffee.

What would you prefer?

Tea would be great.

Thank you.

All right.

Here you are.

Thank you very much.

You're welcome.

Did you have any trouble finding your way here?

No, the directions you sent me were really clear.

And there was hardly any traffic on the road.

Good.

As for today's schedule, we thought we could have lunch first,

and then we'll show you around the company.

How does that sound to you?

Very good.

I'd really like to see your design center.

Certainly.

Splendid.

Thank you very much.

As you can see from the sample interaction,

since the host Sarah and the guest Gloria have never met before,

they first need to introduce themselves.

Since this is a business visit, this introduction is formal,

so both parties give their full names, titles, and place of employment.

This is followed by a handshake and an exchange of business cards.

You'll notice that in Sarah's body language

that she is making every attempt to give a positive first impression.

She smiles sincerely, looks Gloria in the eye, offers her hand first in order

to shake Gloria's hand, and then gives Gloria

her business card with both hands.

Gloria reciprocates these actions as well,

in order to give a positive first impression herself.

What makes this different from a simple introduction

is the role Sarah plays as a host welcoming her guest.

Similar to welcoming a guest in your own home,

you want your business guest to feel comfortable

and that you truly want them to feel welcome.

This is done by first inviting the guest inside, and telling

the guest how wonderful it is to meet them.

The host will then offer to take the guest's coat,

ask if they would like some refreshment, which is often

tea or coffee in a business setting, and make small talk concerning

the guest's trip to the business, or perhaps the weather,

if it is worth mentioning.

The difference between welcoming a guest into your home

and into your workplace or business is that time is money.

Though you may be able to spend an unlimited amount of time making

small talk with a friend who's visiting your house,

you need to keep in mind that your business guest is here for a purpose.

Therefore, once the pleasantries of welcoming the guest, taking their coat,

and offering them refreshment have been completed,

and you have made very brief small talk, it

is necessary to get down to business-- in a polite way, of course.

You can see this done when Sarah subtly moves

the interaction towards the reason Gloria has come to visit.

She does this by referring to a proposed schedule her company has come up with.

The schedule is posed as a question, and begins

with a lunch followed by a tour of the company.

Asking for your guest's feedback on something like a proposed schedule

is considered polite in English, as it enables your guest

to clarify what they may need from their visit to your company.