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UNIT 9 PRESENTATION SKILLS-II
Structure
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OBJECTIVES

In the previous Unit the focus was on introductions and outlines
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1

commonly used structures of presentations
using visual aids
language associated with visual aids
summaries and conclusions
question/answer sessions at the end of the presentations
practicing presentations

WARM UP

Engaging the interest of the audience is central to the success of a presentation
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To what extent do you agree with them? Discuss with a
friend or a colleague at the Study Centre
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Organizing your ideas is part of the task
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•
•

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The audience will forgive a lot if the speaker is enthusiastic
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Compose for the Ear, not for the Eye
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When organizing your ideas begin by placing your topic in context
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Topical: This is when you have several ideas to present and one idea seems naturally to
precede the other
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This structure is useful in
informative and persuasive presentations, both of which require background information
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Classification: Puts things into categories
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The first part of the
speech outlines a problem and the second part presents a solution
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Cause/Effect can be used for persuasive speeches
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Check Your Progress 1
The structure of a presentation is outlined at the outset
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Match them
with the appropriate structures listed above
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A
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I’m here to talk to you about lack of efficiency in the
Marketing division
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Presentation Skills-II

Secondly, I will share with you what I believe to be the reasons for low performance in this
division
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At the end of my
presentation we will have a discussion where you can express your views about the problem
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This morning I am going to talk to you about our new policy on personal loans
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I will then go on to highlight
the major employee benefits of this new policy
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Please feel free to ask any questions you may have in the
course of the presentation
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I’m here to make a presentation on Netlinks Worldwide
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Next I’ll go on to
talk to you about our major products and services
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I will conclude my
presentation with a 10 minute film on useful packages for your company
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can be used for presentations
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Visual aids can make a presentation more interesting and
easier to understand
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However, you must ensure that your visuals are relevant,
appropriate and clear
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Effective presenters introduce and
highlight visual information briefly and clearly, making
sure they allow their audience time to absorb the information
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Here are three samples of visuals commonly used for presentations – a pie chart, a table and a bar
graph
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Let us recap the useful expressions for introducing visuals which you learnt in the last unit and
apply them to the given visuals
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In addition, you will
also be introduced to some more formulaic language useful for describing visuals
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I’d like to show you a pie chart that will give you a clear picture of our sales in the four
sectors in the last quarter
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Have a look at this table
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As you will notice the demand for our……………
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This bar graph shows / represents our exports in the last six years
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2
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1998

1999

2000

2001

Here we can see……………………
Let’s look at this…………………
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Now listen to the three sample tape scripts
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Check these with the tape script given in the key where these have been underlined for you
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4

ENDING THE PRESENTATION

Summaries and Conclusions
Make sure you summarize
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It should
be brief and must not contain any new information
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Don't just present data or summarized results and leave the audience to draw its own conclusions
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The conclusion may often
contain recommendations
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Read the two texts that follow: 1 is the summary, and 2 is the conclusion
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2
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I’d like to end by emphasizing the
main points

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Contrary to our expectations our exports
have not risen
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This is mainly due to our inability to
handle foreign buyers
Our Marketing and Sales division has faced •
various difficulties in overcoming cultural
and communication barriers

•
•

•

So what do we conclude from this?
We must have specific training in
communication skills for those who are
dealing with our foreign customers
We must also give them exposure to the
culture of our foreign buyers by sending
them to International Trade Fairs
Encourage overseas visits for those who
deal directly with the foreigners

Questions? Discussion
During a presentation you are required to give the audience a
chance to ask questions
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While presenting the outline you should let
the audience know whether they can interrupt you with questions
in the course of the presentations or you would like them to ask
questions at the end of your presentation
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Remember that when members of the audience ask you
questions, it means that they have a genuine interest in what you are saying and want to know
more
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Here are some helpful clues for handling questions:

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try to anticipate questions and prepare responses in advance
rehearse answers to difficult questions
listen very carefully – avoid the temptation to interrupt
make sure you understand the question - paraphrase it if necessary; repeat it if needed
give yourself time to think
be Honest: if you can't answer the question, say so
keep control over the audience and don’t allow any chaos
ensure that you entertain only relevant questions
keep a lookout for time – don’t allow the question /discussion session to linger interminably
be polite
don’t forget to thank the audience at the end

Check Your Progress 3

Presentation Skills-II

Here are possible ways of dealing with some of the situations mentioned in the clues above
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i
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Is that correct?
………………………………………………………………………………………

ii
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………………………………………………………………………………………
iii
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………………………………………………………………………………………
iv
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I’m afraid that’s all we have time for today
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Thank you for coming and for being such enthusiastic participants
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LANGUAGE FOCUS: TALKING ABOUT INCREASE AND
DECREASE

Most visuals used for presentations represent some kind of change or trend – an increase or a
decrease
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Be clear about whether you need to talk about the
quantum of increase / decrease or the speed at which the increase / decrease has taken place
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Here is language that can help you to describe these accurately and appropriately
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There was a marginal fall / rise in sales or
Sales rose / fell marginally
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There was a nominal increase / decrease in expenditure on overheads or
Expenditure on overheads increased / decreased nominally
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4
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Words like slight, marked, dramatic are also used to describe changes or differences
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There was a slow increase in the sale of televisions or
The sale of televisions increased slowly
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There was a gradual improvement in the interest rates or
The interest rates improved gradually
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There has been a steady improvement in the skilled labour situation over the last five years
or
The labour situation has improved steadily over the last five years
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There has been a rapid rise in the cell phone market or
The cell phone market has risen rapidly
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There was a quick decline in the share market
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Check Your Progress 4
Here is a visual on sales figures of sportswear and sports equipment in the last two years
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In the year 2001 our income from sale of sportswear was ____________ of
the income from sale of sports equipment
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On the other hand, the sale of
sports equipment ____________________ in 2002
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Remember that a variety of expressions can be used to describe
this graph
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If you say ‘The sales rose
to Rs
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So it is very important to use the right prepositions
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You may use some of
the prepositions more than once:
to

on

from

at

by

of

I’d like us to look ___________ this part of the graph in more detail
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51000 mark
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51000 _________
Rs
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490000 – an increase _________ almost
100%
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700000
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Listen again, to complete answering as well as to check any mistakes
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Remember to
choose your answers on the basis of the logic used by the speaker
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The speaker suggests that
a
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few speakers suffer from fright
c
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The audience is forgiving when your mistakes are

Presentation Skills-II

a
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out of nervousness
c
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Sharing your fears with friends helps you to
a
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relax and overcome your anxiety
c
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Learning your introduction helps you to
a
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to control the audience better
c
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SPEAKING

Plan a complete presentation with outline, introduction, the body - which must include at least
one visual, and the conclusion
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The topic could be
one that is relevant to your company or interests
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2
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Your Favourite sport
Holidays
Tourism
The Structure of your Company / Department
Training facilities in your company
Customer service
Overcoming job stress

Make the presentation before your friends / study partners and ask them to give you a feedback in
the following areas:
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3
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Content
Structure
Rapport with audience
Body language
The quality and use of visual aids
Language – grammar & vocabulary

Alternatively, record your presentation
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Take it to the Study Centre, play it to your colleagues for their comments
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PRONUNCIATION : EMPHASIZING THE IMPORTANT
WORDS IN CONTEXT

Stressing the right words is an important aspect of Presentation Skills
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Sales have increased from last year
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But its harder still to break into the European
market
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There are three points I’d like to make
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But what we’ve achieved is quite significant
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We’ve made inroads into the East zone
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But we still have a long way to
go
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Better training facilities are not just important
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We are the ones who have failed them
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But our market share certainly isn’t
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We need to give more paid leave to our employees
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In the Reading Section we introduced you to the most commonly used structure of
Presentations
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In the section on Study Skills, we give you language which
helps you in introducing and talking through pie charts, tables and bar graphs
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This would include a recap of the salient points, some
recommendations on given situations and the fielding of questions with politeness and honesty
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In the Listening section, we have turned to the psychological frame of mind of the Presenter
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Goodale, M
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Cambridge: Cambridge University Press
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Hollett, V
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Cambridge: Cambridge University Press
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12 ANSWER TO CHECK YOUR PROGRESS

Presentation Skills-II

Reading: Structure of Presentation
Check Your Progress 1
A
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1 Topical
C
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As you can see, the Eastern sector registered the highest sales amounting to Rs 13000000,
which was followed by the Southern sector at Rs 8000000
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The sales figures of the Western and Northern regions are extremely worrying
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2000000 while the Northern
sector performed dismally with just 3% of total sales in the last quarter
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II
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On the other hand, the registration for our General English
course which was the most popular in 1999, has declined dramatically to 1/4th by 2003
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This is amazing because the number of students enroling for the IT courses is on the rise
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The number of candidates for
the Hotel Industry course has been fluctuating between 40 and 50 in the last five years
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(fade out)
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As you can see in this bar graph, we’ve had a steady and fairly dramatic rise in our exports
from just Rs 1100000 in 1997 to Rs 6000000 in 2000
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We now need to ensure that…………………
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ii
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iv
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If I understood you correctly, you want to know whether this method of working has been
used by any other organization
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Answer: Ensure that you entertain only relevant questions
To be honest, I don’t have that information with me
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vi
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Answer : Don’t forget to thank the audience at the end

Language Focus: Talking about Increase or Decrease
Check Your Progress 4
The bar graph shows the comparative sales figures of Sportwear and sports equipment in the
years 2001 and 2002
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However, there was a dramatic increase of more than 40000000
in the sale of sportswear in the year 2002
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Grammar: Prepositions
Check Your Progress 5
Complete this text by inserting the appropriate prepositions:
I’d like us to look at this part of the graph in more detail
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However, as you can see, sales rose dramatically
by the end of the first quarter from
Rs 51000 to Rs 100000, which means they rose by Rs
490000 – an increase of almost 100%
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If we
don’t focus our attention on the northern sector, chances are that we may have a further decline in
our sales
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Surveys show that fear of
speaking in front of groups is one of the greatest fears people have
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I’d like to share with you some techniques people use for coping with fright
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Also nervousness is usually invisible; most will not notice the small changes in your voice or
occasional mistakes; most speakers who describe themselves as nervous appear confident and
calm to the audience
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Don’t be afraid to hesitate when
you speak, but just make sure you pause at the right places
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You can help yourself further by beginning in your comfort zone; practice with friends; share
your fears with them
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Memorize your
introduction, so that when you begin you will feel confident and in control
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However, the most important thing is to be well prepared and practice
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ii
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iv
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a
b
b
c
Pronunciation: Emphasizing the important words in context

1
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But the profits have hardly moved at all
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It’s hard to enter the Middle East market
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And all three are about our recent advertising
campaign
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We haven’t made big gains yet
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But the North zone is still lagging behind
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Tourist facilities in the region have improved considerably
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They are an absolute must
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Customers have a right to expect follow up
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But our market share certainly isn’t
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We need to give more paid leave to our employees
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