The firm

SITUATION

In this unit, we look in more detail at Keypoint Security (UK) Ltd, and especially at the organisation of the company. Peter Jackson, the young management trainee, is given the task of finding out how the company works. We look at how decisions are made and how information is communicated within the company, and at some aspects of its finances. We also look at how meetings are arranged and conducted.

CHARACTERS

All of these characters are British.

LANGUAGE

Finding out about company organisation

2.1 Listen and read

Irena Phillips is in her office talking to Peter. Listen to what they say. What instructions does Irena give Peter?

2.2 Speaking practice: making an appointment

Peter has to make appointments to see all the department heads. To do this, he telephones their secretaries. Listen to what they say. When you hear it the second time, there will be pauses. You speak the part of Peter.

2.3 Document study

The chart below shows the organisational structure of Keypoint Security. Study it carefully, and re-read 2.1. Then write the words missing from the text.

Irena Phillips is the Client Services Manager. She reports to the (a) Director, who, as a director of the company, (b) to the (c) . The (d) Managers report to the Production Manager, who is their (e) head, but who is not on the board . He therefore reports to the (f) Director, Michael Vincey, who is also the company Chairman.

R&D research and development.

2.4 Listen and read

Sarah Street shows the chart to Peter, but she also explains to him how she thinks the company could work more efficiently. Listen to what they say. Notice how Peter questions Sarah to try to find out exactly what she means.

2.5 Reading for key words

Find the words or phrases in 2.1 and 2.3 that tell you the following:

In the Keypoint organisation chart, which department heads are responsible for the following?

2.6 Directing the internal post

As part of his training, Peter spends some time in the post room. He is given a number of letters addressed simply to 'Keypoint Security Ltd'. The subjects of the letters are listed below. Write down the name of the department or the title of the person Peter should send each letter to.

Discussing the company’s position

2.7 Speaking practice: talking figures

Read this extract from a weekly magazine called 'Investment Guide'. Write down the answers to the questions below. Then listen to the questions, and say your answers.
Note that in English a full stop is used for the decimals, not a comma. Figures after the decimal point must be read separately: 'five point eight eight'.

2.8 Find the word

Read the text below on starting a business. Fill in the gaps with words from the box. If you're not sure of the meaning of any of the words, look them up in the glossary.

To start a business, you need (a) - that is, money. You can borrow it; or you can sell parts of your company - equal parts, of course. These are called (b) , and the people who buy them become shareholders. They expect to get something in return for their investment. If the company does well, it pays a (c) on each share. The value of the shares (of a public company) can rise, so that their market price is often much higher than the amount printed on the share certificate - though it may fall below it if the company does badly.
Serious investors read the financial press . They want to know not only the share prices but how much money a company has taken from its customers during the past year (its (d) ), how much of that money is left when all costs have been paid (the company's (e) ), and the result of dividing that amount by the number of shares ((f) per share).

2.9 Listen and read

Michael Vincey is the Managing Director of Keypoint. The weekly management committee meeting is about to begin, around the table in his office. Listen to what they say. Who is chairing this meeting? How do you know?

2.10 Structure practice: each, every and all

Read again the dialogues and documents in this lesson. Look for examples of the words 'each', 'every' and 'all'.
'Each' and 'every' are used before singular nouns: 'each department', 'every meeting'. The difference between 'each' and 'every' is not very great. You can use 'each' when you are thinking about the separate members of the group, and 'every' when you are thinking more of the group as a whole:

Each department is trying to cut its costs.
The company is trying to cut costs in every department.

'All' is used before plural nouns, and before uncountable nouns: 'all the departments', 'all the information'. Its meaning is very similar to 'every':

They're trying to cut costs in all departments.

Fill in the gaps below with 'each', 'every'or 'all'. In some cases, there maybe more than one possible answer; the one in the answer key is the one that most English speakers would probably use.

2.11 Listen and read

The management meeting at Keypoint continues. Listen to how Michael Vincey keeps the discussion moving forwards.

Talking about incentives

2.12 Listen and read

The management meeting continues. Again, listen to how Michael Vincey keeps the discussion moving forwards.

2.13 Listen and read

Peter goes to ask people in Keypoint what they think about a share bonus scheme. Listen to what they say. How many people are in favour of the scheme?

2.14 Reading for key words

Find the words or phrases in 2.12 and 2.13 that tell you that:

2.15 Document study: an agenda

The directors of Keypoint meet once a month. This is the list of matters that they will discuss at their next meeting. Which of these items will probably be on the agenda of every meeting? Why is Mrs Phillips asked to attend for only one item?

2.16 Writing practice: the company profile

Peter still has to write his company profile for Irena Phillips (see 2.1). These are his notes. Use them to write the first two paragraphs of his report.

Start with five sentences based directly on Peter's notes.

Then start a new paragraph: 'The company is organised as follows'.

Then write full-sentence answers to each of these questions (see 2.3). Remember that your sentences can be quite short - some of them may be only four or five words long:

How many directors are there? How many of them are non-executive?
Who holds the post of Chairman and Managing Director?
How many departments is the work of the company divided among?
Who is the Company Secretary?
Who are the other heads of departments?
Who do all the department heads report to?

This, of course, is only the beginning of Peter's report; but it is all we are concerned with here. Using this as a model, try to write a profile of the organisation you work for, or any other organisation you know.

2.17 Listen and read

In Irena's office, a few days after the board meeting, she is reading from a copy of the minutes. Listen to what she says. The minutes are written in very formal language. Did the board agree that the share bonus scheme was a good idea?