Reading reference materials, asking questions and using relevant detail in writing

Interviewer: John, could you tell me what you’re reading?

Speaker: Yeah, I’ve just received an email off Gemma, who’s our Global Key Accounts Manager.

She’s actually asked me to prepare some information on what we do with waste from our production lines to prepare for a visit from a customer.

I need to find out about who’s responsible for the waste and what they need to do with it, and I’m looking in here because these are the official guidelines.

I’m looking at the contents page here to find the bit of information I’m looking for.

'Waste Prevention and Waste Management', page 25.

There, I’ve found it. It talks about how we store it, how we transport it and how we treat it.

This here is a sheet that talks all about our 'Waste Segregation Process'.

There’s different colours on this diagram.

Green is for 'Prevention', so I can see that the top headings are all to do with that.

The yellow colour on here is the things that we need to recover.

We’re looking for 'Contaminated Gloves and Rags'.

I can show them what we do with contaminated rags and gloves, I can show them the bins that we store them in and I can then show them how we then transfer them into drums.

Speaker 1: I’m just getting ready for a shop floor walk around with Gemma in preparation for a visit that we’ve got on.

I just want to ask her some questions about it really.

Speaker 2: (TO OTHER PEOPLE) Hi.

Speaker 1: Hello Gemma. Here you go.

Speaker 2: Oh, thanks.

Speaker 1: When we do the tour, do you think that I should talk about waste management first or do you want to discuss about the overall process first?

Speaker 2: I’ll introduce the process first and you can follow on from there.

Speaker 1: OK, and do you think I should discuss the international standards up here first or shall I wait until we go downstairs and then discuss it afterwards?

Speaker 2: I would discuss it here because it’s quiet, so we’ll start up here, yup.

Speaker 1: Fine.

Speaker 2: Shall we go and have a look?

Speaker 1: Yeah, that’s fine.

Speaker 1: Right then Gemma, so this is where we’ll start off the tour and this is where we store the rags.

Erm, do you think I should ask if they know anything about the rags and what they’re actually used for?

Speaker 2: Yes, definitely John you should because I don’t think they’ll be familiar with them.

Speaker 1: Also, is there anything I shouldn’t say to them, or is there anything I should really emphasise to them as well?

Speaker 2: I think you should be as open as possible with them and if it's necessary I’ll jump in to support you.

Speaker 1: OK then, that’s clear.

We’ll go to the next bit now then, if that’s OK.

Interviewer: John, can you tell me what you’re writing?

Speaker 1: (TO AUDIENCE) I’m preparing a script for a visit of our factory floor, as this gives me prompts and tells people where they’ve got to go, what they’ve got to say and what they’ve got to do.

I’ve put a heading in that says Introduction to Team.

Below that I’ve put Killy, who’s our Production Controller.

I’ve put her at the top because she will start the tour.

Below that I’ve got in there, as a little prompt, that I must then take over from Killy.

I’m now writing things up for my part of the tour.

So, I’m just choosing some key phrases and some details for what I’m going to say and I’m going to add some notes for myself in brackets.

I think that I’m going to talk about how we actually store the rags and I want to make sure that I remember to ask the visitors what they actually know about controlling spills themselves.

I’m going to send it over to Gemma now and get her approval for it.

Speaker 2: (TO OTHER PEOPLE) Hi John. Thanks for sending the email.

Speaker 1: No problem, Gemma.

Speaker 2: It looks like a really good first draft, particularly the detail you put in, in the prompts.

So, I think it’ll work really well on the day.

Speaker 1: So, can we go with that then, that will be fine?

Speaker 2: Go with it. Yeah, thanks.

Speaker 1: Thank you.