068_Polite Interruptions

068_Polite Interruptions

How should we interrupt a conversation so that we can give our opinion or give correct information?

Kevin:

Hello and welcome to Nichibei Kaiwa Gakuin Podcasting Episode 68. My name is Kevin Jones.
In this business edition of the podcast we will look at phrases for interrupting a conversation. That is, to stop someone from speaking so you can give more information, give your own opinion or to give correct information. In a business situation you should always try to be polite when you are trying to interrupt someone who is speaking. First, let’s listen to a casual business conversation between two managers with an interruption which is not polite. The first speaker is a manager who gives some incorrect information The second manager interrupts with the correct information.

Manager 1:

OK. Now lets talk about the project start date. The head office says we should start on 13 September. The first phase will…

Manager 2:

Thatｼs wrong. The start date is 30 September.

Kevin:

The second manager makes two mistakes. First she said…

Manager 2:

Thatｼs wrong. The start date is 30 September.

Kevin:

To be more polite, do not say “Thatｼs wrong” or “Youｼre wrong”. Itｼs more polite to say, Thatｼs not correct. Also, the second manager should have a polite interruption phrase such as actually.

Manager 1:

The head office says we should start on on 13 September. The first phase will begin…

Manager 2:

Actually that’s not correct. The start date is 30 September.

Kevin:

Now lets change the situation. Now a company president is speaking and and the manager interrupts to correct information. In this case the manager must be more formal, more polite. In this case the manager should use a longer phrase such as… I’m sorry to interrupt but… Now let’s listen to the manager correcting his president.

President:

We have estimated that the total cost per location will be forty-two thousand dollars. This money will be distributed….

Manager :

Ah, I’m sorry to interrupt, but the cost per location will be forty-seven thousand dollars.

Kevin:

The manager could also make a longer and even more polite interruption using the words excuse me and I believe. Listen to this.

President:

We have estimated that that the total cost per location will be forty-two thousand dollars. This money will be distributed….

Manager :

Ah, Excuse me, I’m sorry to interrupt, but I believe the cost per location will be forty-seven thousand dollars.

Kevin:

Next let’s interrupt a conversation so that we can add our opinion or information into the discussion. Remember, most native English speakers expect these type of interruptions so don’t be shy. Take a listen to this example. Two managers are discussing a manufacturing problem. A third manager is listening in on their conversation.

Manager 1:

Unfortunately It looks like our production targets for the new product line will continue to fall behind until the Hanoi plant comes online.

Manager 2:

I agree. We should let our distributors know as soon as possible that we won’t…

Manager 3:

I don’t mean to intrude, but we could convert one of the older product lines in in the Chengdu factory. That would give us enough capacity until Hanoi is fully operational.

Manager 1:

That’s an interesting idea. Let’s look into it.

Kevin:

In this conversation, the Manager interrupted using the phrase…

Manager 3:

I don’t mean to intrude, but..

Kevin:

If you are interrupting a superior, or are in a more formal situation, make your phrase a little longer using excuse me and I’m sorry… listen to this situation at a formal party.

President:

So our research found that most customers prefer the original design.

Manager :

Excuse me, I’m sorry to interrupt but the presentation will be starting in a few minutes.

President:

Ah yes, thank you.

Kevin:

Listen to that phrase again.

Manager :

Excuse me, I’m sorry to interrupt but…

Kevin:

We can also use…

Manager :

Excuse me, I’m sorry for interrupting.

Kevin:

This is a polite phrase to use when you are trying to enter a conversation for the first time. After you have entered the conversation, to interrupt you can use shorter phrases such as…

Manager 3:

Excuse me but I think the best solution is too…

Manager 3:

If I may, I think the best solution is too…

Manager 3:

Actually, I think the best solution is too…

Kevin:

Now why don’t you try one of these situations. Imagine that you are listening to your coworker discussing plans for expansion in Japan. He makes a mistake. He says that there are 57 prefectures in Japan and you interrupt him with the correct information, 47 prefectures.

Manager 1:

We need to budget enough money for distribution centers on all 57 prefectures. I estimate the total cost for this will be somewhere…

Kevin:

How did you respond? Here is one possible response.

Manager 1:

I’m sorry to interrupt but actually there are 47 prefectures in Japan.
I’m sorry to interrupt but actually there are 47 prefectures in Japan.

Kevin:

Let’s try again.

Manager :

We need to budget enough money for distribution centers on all 57 prefectures. I estimate the total cost for this will be somewhere…

________________________________________________

Manager :

Right 47!

Kevin:

OK. That was good. Well that’s all the time we have for this podcast. You can find a transcript for this podcast and listen to past episodes at www.nichibei.ac.jp . And be sure to check out the classes for the next term at Nichibei. We have classes in business, conversation, TOEIC, art and history and others. Find out why Nichibei Kaiwa Gakuin is a great place to build you future. Join us again for podcast 69 when we will learn how to get back to the topic of a business discussion.

This podcast is a production of Nichibei Kaiwa Gakuin.