Freelancers: Doing the Math

To start, thanks to Phil Wade for his recent post on life as a freelancer and the challenges it entails.  Based on his insights, it may then be the right time to discuss how to manage your freelance business.

Working in Thirds

Based on management consulting, law firms, and other professional trainers we have a nice model to shoot for.  They tend to work in thirds.

1. 33% billable hours
2. 33% developing the product
3. 33% developing the company

Billable Hours

In nearly all cases, this means class time.  The goal here is to charge a high enough rate that it covers the other two thirds of your time.  There are two considerations then when setting pricing targets.  First, we need to determine how much we want to earn and fit it with what the market will handle.  Second we need to look at it from the client's perspective in regards to how many total training hours they will receive.

For example, let's assume we want to earn €36,000 per year net.  This means we will need to send out about €60,000 in invoices (not including sales tax) to cover income taxes, health insurance, retirement, etc.  Assuming there are 1760 working hours in a year (44 weeks x 40 hours), we will have to set our prices at €102/hour to reach this goal.  This is because we are assuming that only 1/3 of our time will be billable.

But it also depends on the training.  If we have 6 participants in a course for 1 hour, that is 6 training hours.  This translates to roughly €17 for each participant.  Yes, these numbers seem a bit high for some markets, but we'll look at how we can make up for that.

Developing the Product

This third includes several tasks.

• Training prep
• Materials writing
• Identifying and adapting materials
• Travel
• Post-lesson correspondance, feedback, and notes
• Professional research with direct training impact (e.g. reading a CUP teacher's handbook or english onestop)

Most freelancers I have worked with tend to underestimate how much time this takes or bill accordingly for it.  But the answer is rather simple... charge for what you do.

If a client is receiving fully customized training, the time spent to develop and produce that training is billable.  After all, a consulting firm doesn't only charge for the time they are in meetings, rather also for the research and preparation.  If you walk into a company and say, "I add 30 min of billable time for each hour of your training so that I can provide you with a fully customized package," most will easily accept the proposal.

There are other ways to make this time add to the bottom line.  If you are running a course website or online portal, this is also billable and is training.  If you are offering assistance per email or telephone for participants, this is billable.  If you are sending the participants follow up exercizes and links to websites post-lesson or part of your flipped classroom concept, this time is billable.  If the client does not want to pay for it... don't do it.  This will then leave you room for upselling in the future.

My recommendation is that the basic classroom training is the door opener.  Then once trust is built and they are satisfied with the training, additional outside the conference room support can be added to the project.

Developing the Company

This is perhaps the most important but also most neglected areas for longer term business success.  These activities include:

• Billing and admin tasks, including handling taxes and expenses
• Marketing and branding
• Industry profile (social networking in ELT, blogging, article writing, professional organizations, conferences, etc.)
• External profile (social networking with target market, website & advertising, identifying and acquiring new/prospective clients, retaining and upselling current clients)
• Professional development not related to a specific client (conferences, training courses, online/print research, etc.)

These tasks will never be paid directly by a client, but are the ticket to stability and business growth.  Also, they almost never result in an immediate return on investment, but when they do pay off it happens suddenly and big.

The Work Week

So, by allocating and dividing our time in thirds (and supporting it financially) freelancers can achieve business growth, stability, and obtain a more suitable work life balance without burning the midnight oil.

To close, let's make this a little more tangible by showing how this would look for a normal 40 hour work week.

14 hours in class

13 hours developing the product

• 5 hours preparation - some billable
• 2 hours out-of-class contact (email feedback, course website, etc.) - all billable
• 2 hours travel
• 2 hours professional research for specific clients
• 2 hours writing materials

13 hours developing the business

• 4 hours industry profile
• 4 hours external profile
• 3 hours professional development
• 2 admin work (the key here is to make this as efficient as possible)

Of course this is only averaged.  In fact, the times will shift depending on priority.  But the concept remains the same.  We need to manage our time and maintain flexible prices to accurately reflect the value we are providing our clients.  But perhaps more importantly, we need to balance our well-being with our clients' expectations while still meeting our financial goals.

Intercultural Training; The Options for a BE Trainer

Of course any issue covered by Chia Soun Chong gains immediate attention and debate.  And of course it is great to see some of my mentors like Marjorie Rosenberg and Ed Pegg add their thoughts.  So, I figured it might be time for me to reflect a bit on my approach to intercultural communication and how it applies to my business English training.

I have identified several options for the BE trainer to train the effect of cultural interference on their communication.

Option 0 - Ignore it.

Option 1 - Train 'above the surface' aspects for various cultures (etiquette, dos and don'ts).

Option 2 - Train values, norms, and beliefs for selected countries pertaining to class or likely interactions (often BRIC and US/UK).

Option 3 - Train learners about their own culture (whole iceberg) to raise awareness of differences and perceptions.

Option 4 - Train overarching concepts of inter-cultural communication (e.g high/low context, ethnocentrism, non-verbal message codes, uncertainty avoidance).

Option 5 - Train learners to recognize when culture has affected communication and how to resolve it.  This is often in the form of 'critical incident' training.

In discussion with Carl Dowse, he offered another option, giving learners a skill set (such as that provided in Bob Dignan's book Communicating Internationally in English) for the learners to handle a range of cultures and personalities.

Each of these options has advantages and disadvantages and the choice should depend on the training situation.  For this reason, the trainer should know when to apply various resources in training.  Course books handle this in various ways.  For example, Market Leader has tended to go for option 1, whereas Intelligent Business has gone with a mix of option 3 and 4 with an introduction to inter-cultural communication concepts and a rating scale for the learner to assess their own culture.  Either could be appropriate depending on the learners.

For this reason, we need some kind of assessment criteria for how to introduce this into our training.  I offer several criteria...

Needs - what do they want?
Time - how much time do we have and are we sacraficing language work?
Trainer and learner expertise/experience
ROI - how much will the training impact their communication effectiveness?
Behavior change - how much will the learners change/have to change to meet the goal?
Relavence - how likely are they to experience these concepts?
General to specific - where do we balance dealing with culture and handling personality types?

On this last point, we need to assess which cultures we are talking about here.  Ed Pegg and I were on the verge of a book deal on this one in Glasgow.  Hopefully, he can remember what we talked about.  Are they purely national?  Probably not.  Instead, they most likely include a whole range of cultural influences.

At the end of day, we can look at the materials we have and determine which option is best.  In my case, I most often find that option 3, teaching them their own culture from an outsider point of view, is most effective.  I train monoligual and often monocultural classes.  For them, the greatest benefit comes from seeing that what is normal and understood amongst themselves is often a far cry from what outsiders see, hear, and believe.

To give you an idea of the training, I have included the template presentation I give to my German learners.  Not all slides are used in training and this presentation does not include the discussion or activities which emerge from it.  These slides are generally introduced with the scenario: "This is training for employees in the US.  Your job is to review the presentation and determine if it is accurate and helpful for them."

Germany intercultural communication training

View more presentations from charlesrei.

So with all these options, it really is up to the trainer and learner to decide on what the right course of action is.  Simply training culture merely because it is in the material is not the best plan.  Additionally, not considering it at all is certainly not appropriate.  As business English trainers, our mandate is to improve the communication our clients.  If we stop at the present perfect continuous we are not realzing our value sold.

Book Review - Webinars: A Cookbook for Educators by Nicky Hockly

The Barcelona edtech community of The Round and close allies The Consultants E published their second ebook this week, Webinars:  A Cookbook for Educators by Nicky Hockly.  The author sets out to give the reader the recipe for great webinars and for the most part delivers on her promise.

The goal of The Round is to fill the gap between blogging and publishing, and here they have done just that.  By working with Ms. Hockly, perhaps the world's foremost expert on webinar language training, they have successfully given readers an affordable and convienent guide to running webinars without the hassle of chasing down her archive of blogs, interviews, and discussions.  The author draws nicely on her 20 years of experience as the ebook is laced with links to examples and activities, many from Ms. Hockly herself.

In fact, these are perhaps the most valueable parts of the book.  The videos clearly show the ingredients for making your online session a success.  Unfortunately, I read mine on a traditional B&W Kindle and had to transfer the links to my laptop.  IPad users will be able to benefit from the interactivity of the book.  It is nice to see the tech experts utilize the possibility of enhanced ebooks, something they largly neglected with their first title, 52.

Ms. Hockly begins her instructional guide by showing us around the technology.  She takes us back in time a bit and demonstrates how useful some of the older technology can be, like text chat and audio only.  For trainers who have never attended a webinar or run online training, this step-by-step approach is certainly worthwhile.  The end of each chapter includes 5, 10, and 30 minute activities to apply the lessons to real life.  When the book reaches video conferencing, she does a great job of evaluating the pros and cons of each platform.  Yet for business English trainers, especially those in-company, the absence of Cisco WebEx and Microsoft Live Meeting will be noticeable.  It is also clear from the author that she prefers Adobe Connect above the others.

The second half of the book builds on this platform knowledge and deals with organizing and running a webinar.  Of valuable note here is that the book does not appear to be directed at training language learners, rather to teacher trainers using webinars for professional development.  While her activities and structures can be used in the online classroom, her examples and descriptions are all from CPD situations.  Nonetheless, Ms. Hockly gives the reader a useful list of basic opening and closing activities to bookend a successful webinar.  For those who have never organized a webinar, her list of tasks for moderators and presenters is required reading.  She closes by giving us a nice range of one-liners from other experienced webinar warriors and you will no doubt recognize most of the names.  This certainly added the cherry on top of dessert.

In short, Cookbook is written for inexperienced trainers in online training.  It provides the reader with an excellently organized and easily affordable (€5.15) handbook for setting up and running professional webinars.  Old hands in the virtual environment can also benefit by benchmarking their current webinars against her nearly flawless examples.  However, for trainers who are currently struggling to adapt their face-to-face language training to the online environment, the real recipes are in her earlier work Teaching Online from Delta Publishing.

Busy Lives and Homework; Getting more than 90 min a week

Business English learners don't do homework.  Well, at least mine don't.  With only 60 or 90 minutes of English a week, making progress without self-study is like, well... you know. 

The root cause for this is misleading.  They will always say, "I don't have time because I am so busy."  But this is not actually true.  In reality, because English is a tool for work, studying English in their free time is the same as taking their work home.  At a time when everyone is talking about maintaining their work-life balance, English for work simply falls off the priority list.  But all hope is not lost.  By being open about homework and understanding how the student sees it, we can increase their involvement.

What can I say... I didn't do my homework either.

First, ask the learners sometime near the beginning of the course how much time they are willing to dedicate learning English outside of the the classroom. Enter some kind of informal agreement on dedication.

Then we need to understand the thinking of the learner. They will go through several stages...

1. They will test it. At this point, it is up to the trainer to say that this is a test. If the self-study experience feels like a burden or requirement with the corresponding negative emotions, it will not continue. The trainer should get feedback for the learner whether this type of self-study is enjoyable, challenging, and effective. Designing activities which fit learning styles is particularly important at this stage because they will find suitable activities more enjoyable.

2. They will look for reward. In the adult learning environment, this will be primarily peer respect. However, trainer respect can also go a long way. If the others see the respect they get for completing the homework, others will seek that reward. When one or two people complete self-study I like to give them the chance to shine in class. This could be simply by having the others congratulate (a little applause) them or by having the learners teach what they learned. It could be to set up activities which use the material to let these specific learners have an advantage (all will notice). The problem with this is that increasing levels of reward are needed. This is often where games and competitions come in.  Karl Dean has been kind enough to share some of the ways he builds rewards and games into his lessons and inspires self-study.  Please check out his accompanying blog post here.

3. They will expect to see progress.  At this point, the trainer's job is to build the self-study into the self-reflective process. This means including questions like, "What have you learned outside of class in the last two months?" It can also be done during a class feedback discussion if there is time. If the activities are not chosen well and the learners do not sense and acknowledge progress, they will abandon homework.

4. They will experiment further. Convinced now that homework can increase progress, they will begin to experiment. The trainer's role is to provide direction, acknowledge and spread this experimentation. Here it can be helpful to develop 'subject matter experts' (SMEs) within the group. For example, one student can be the verb tenses expert, one can be the financial vocab expert, etc. We can now beginning supporting this self-study by turning over parts of our lessons to our SMEs.
Each learner will move through or drop out of the stages at different speeds. One of the challenges I see is trying to adjust when the individual learners have different time committments and are at different steps in the process. I certainly haven't perfected homework, but I am getting better results using this theory.
By understanding these stages of thinking we can design and change our homework assignments.

Ah the horrible memories!  Grandfather helping the grandchildren
with their homework by Lukian Popov

This brings us to some general tips:

• Start small, but with a concrete tasks.  Give them models of what should be done and guide them to completion.
• Play with various types of homework to fit with learning style and preference.
• Visual tasks (mind maps, pictures and colors, highlighting texts, graphically reworking class notes)
• Auditory tasks (prepare a verbal review of the last lesson, podcasts, finding target language in listening files, writing dialogs)
• Kinesthetic tasks (moving note cards, java exercises, going and 'finding' language, activities which make the language tangible)
• 'The Old Guard' (gap fills, crosswords, matching, etc.)
• Provide learners with a menu of homework.
• Add a peer check to the homework, e.g. "Email all the participants your review of this article and five words you learned."
• Do not make the next lesson hinge on their homework.  Always have a plan for zero completion.
• Check the homework in class... this takes lesson time, don't underestimate the time.  For them the homework was more of a committment than attending the lesson.
• Make homework a routine.  Perhaps not every lesson, but regularly (I prefer every other week).
• Don't forget about the things we did 3-6 months ago.
• Build buy-in with praise, attention, and demostrated progress.

These are certainly no magic bullet, but they are definitely more effective than simply handing out a worksheet with an answer key and hoping.  But who knows, maybe over time we can convince them that both of their personalities (work and personal) can benefit from speaking a second language.

Selected lesson ideas from my posts during Cert IBET

For the past 7 weeks, I have been participating in the Cert IBET course from The Consultants E moderated by Carl Dowse.  I cannot express how incredible the experience has been.  As I look back over the past weeks in our conferences and course discussions, I realized how much I had written.

So, I am posting a selection of lesson ideas I have contributed to the course.  I hope you find them useful.

Warmers

#1 Another way to do 10 Questions

Warmer idea based on the 10 Questions activity.  These questions come from Inside the Actor’s Studio a television show in the US.  Celebrity answers to these might add another element of fun to the lesson.  YouTube has an entire collection… simply search a celebrity.  For example: http://www.youtube.com/watch?v=ueDgkj0GI1I

·         What is your favorite word?

·         What is your least favorite word?

·         What turns you on?

·         What turns you off?

·         What sound or noise do you love?

·         What sound or noise do you hate?

·         What is your favorite curse word?

·         What profession other than your own would you like to attempt?

·         What profession would you not like to do?

·         If heaven exists, what would you like to hear God say when you arrive at the pearly gates?

The “Works every time” - Experts

I typically use an activity where the learners talk about something they know well. It brings up some great talents and experience and for my adult learner (not to mention they are colleagues) it helps get the course off on the right foot.

I pass out note cards and I tell them to write 5-6 things they can teach the class on the cards.

I put my 'card' on the board.

Here are some of the things I have used for me in the past:

• How to speak English. (okay, maybe this is a bit too much)
• How to make killer BBQ spare ribs with little effort.
• How to make awesome guacamole.
• How to diffuse a bomb. (yes, sometimes I use this)
• How to build set a table for a formal dinner.
• How to throw a curveball.
• The French Revolution.

Here are some recent ones I have seen in my classes.

• The names of all the Alps over 4000m (we tested her with Google images, she could really do it)
• How to dance flamenco.
• The best bike tour across northern Bavaria.
• How to break a board with your fist.
• How to raise children. (this was an interesting one)

As you can imagine, when partners change cards, the first question is "How do you know this?" It leads to all kinds of great conversations about personal history, hobbies, families, etc. The best part is, it causes lots of questions. Others I have used tend not to create as many.

As far as language goes, I am able to help them find some of the words they really want to have because they are so interested in these topics. I like this one.

Authentic Materials

Here is an example of how I build authentic resources into recent lessons. The two classes took the lesson in different directions so we used two different websites.

Aim: To familiarize learners with vocabulary for budgeting, including various types of revenues and expenses

Level: B1-B2

Context: Discussing the business of football (soccer) then equating this to the learner's business. It is budgeting time at the company and Bayern Munich also just reached the CL final.

1. General discussion about football.
Do you like it? If not, why not?
What is your favorite team? Why?
(cover some football vocabulary, e.g. tie, penalties, bandwagon, etc.)
Bayern Munich just reached the Champions League final... how much money will they get if they win?

2. Guide discussion into the business side of football.
Typically we start getting into more general business vocab (be in debt, licenses, etc.)

3. Authentic content
in one class, the discussion focused on player salaries and transfer fees. It was a lower level group so we looked at sites showing the payroll of Bundesliga clubs, practiced saying the numbers, talked about contract terms, etc.
In another class, the discussion went on to Spanish club debts and we read an article on how the authorities are handling the high debt figures. Standard structure... prediction, reading, comprehension questions, mine for key language (in this case I wanted to ignore football specific words and focus on things like be obliged to pay, and could be forced to.

4. Make a football club income statement
the students work in groups to list all the income and expenses. They can typically describe them, but lack the specific terms. I add the term to the explanation. We compile our lists.

Here is a sample of the board work/slide work.

Revenues	Expenses
Ticket sales	Salaries and wages
Merchandise	Facilities
Transfer fees	Travel expenses
Media rights	Equipment
Sponsorship	Transfer fees

5. Change the football club income statement to the company's income statement

Now that we have talked about all the inflows and outflows, the pairs 'change' the income statement to reflect the revenues and expenses for their company. Some things are the same, but some are much different. We typically start talking about the various components of overhead. For transfer fees, we changed the words to divestitures and acquisitions. And so on...

6. Learners rank the largest expenses in their company. Now that we have a nice complete list, the pairs much rank the expenses (largest to smallest) and say why they think so. This is a very difficult task because they do not have the figures. The final group discussion results in much agreeing/disagreeing and defending opinions. By the end of the lesson, I counted that the participants had used the target budget vocabulary about 5-6 times in the discussions.

There are many ways to go with a football lesson and there are plenty of authentic materials. In this case, the material was not the primary aim of the lesson, just support.

A Technology Wow Moment in the Classroom (Wordle)

In-company training, on site…
Level: B1
Class size on paper 14
Class size in reality 6
Never know who is going to show up, no materials, no syllabus... but training objectives.
Approach: Dogme or Just In Time Coaching whichever applies at the time
Lesson Aim: Take conversation into a language/skill direction (lexis, grammar, function, emails, presentations, etc.)

We started with a conversation about how they are doing... Is work stressful? How is everyone feeling? The company has seen drops in revenue and morale has been low. I know that they are entering budgeting time and must create forecasts for the next fiscal year. They are busy.

I asked them about their budgeting forecasts. Are they finished? Are they still working on it? I am fishing for tenses (present pref. and cont., past, will future) we have seen in past lessons.

A woman says that she is having a really hard time creating forecasts because they have cancelled an agreement with a customer. All question why the company would stop selling to a customer. I thought of an example with a mobile provider in the US (Sprint) which fired over 1000 customers because they were unprofitable. I took the devil's advocate role and I said, "I don't know the whole situation, but I think it is okay to fire customers." (Note: I have fired BE customers because they demanded more than they were worth.) I asked them to brainstorm why a company would fire a customer while I found an article online about the mobile provider.

They came up with nothing.

Now came my moment of technical glory.

My computer was connected to the projector and they watched me copy the article into Wordle and create a word cloud. Ohhh! came from the crowd. I was thinking, "Yeah, that's right, this is cool." I changed the cloud so it appeared better on the screen. I set them the task of working in groups to define the words... starting largest first. I helped. The cloud was huge, but I was just trying to pre-teach vocab. I told them that we are going to read an article and the larger the word, the more often it appeared in the text.

Then we did a prediction exercise from the word cloud and I asked them to say what the company sells and why it fired customers. This was good.

Then we read the text... discussed and then talked about which of their customers monopolize resources (a collocation we identified). If I had had more time a great idea would be for them to write the email firing the customers... polite + bad news (I love this topic). Sadly the same group won't be back next week and we will have to find something else.

But for that wordle moment... It was amazing. They were in awe and I thought applause was coming.

Inter-cultural communication

I've only recently started dealing with culture in the classroom. Most of my learners have trouble with it in emails because fewer and fewer are travelling.

My approach is this... I teach the Germans German culture. It is unrealistic to try to teach all of them the dos and don'ts of all the countries they are dealing with. And I find the categories of high context and low context a bit unwieldy. We start getting into too many maybes and mights.

Here is my outline of German culture of German workers:

1.    Myths and Facts of German Culture

1.    Beer and Bratwurst (in reality, significant regional variety; stronger regional than national identity)

2.    Punctuality (true; skeptical of spontaneity)

3.    Order and Discipline (rules ensure equitable enjoyment of societies benefits; example jaywalking, subway tickets, autobahn; misconception about German humor, it is very sarcastic and satirical)

4.    A Nation of Engineers (what quality means in German; misconception about value of creative thinking, "You can't make a Porsche and not be creative!")

2.    Public vs. Private

1.    Highly organized public sphere (clubs, groups)

2.    Hobbies taken to a professional level

3.    Low internal migration

4.    The difference between friend and acquaintance in German

5.    Privacy as mutual respect

3.    Communication Styles

1.    Prefer to see the fact and draw their own conclusions (nations of experts; example 35 y.o. worker in Germany has 20 years job experience, often much less in US)

2.    Foreigner may experience information overload

3.    Direct vs. impolite (the power of the truth; examples, how customer service is evaluated; the value of complaints)

4.    Professional disagreement (separating the opinion from the person)

5.    Making a decision (plan first, decide, follow plan; when problems arise, try to change the situation, not the plan)

This outline is just a summary, but my participants love it! They comment afterwards that they can see why emails and presentations haven't worked in the past.

Negotiations

For example, most people see negotiations as two sides trying to hash out a multi-million dollar merger or similar situation. But people bargain all the time. So in the bargaining section, I just make the task relevant to their situation.

It could be:

• Buying knock-offs in the Czech Republic.
• Getting their teenager to clean their room.
• "Your goal is to take Friday off... get your colleagues to do enough of your work to accomplish this."
• Sell a product no one would want (I think this comes from The Business from MacMillan) e.g. a 1985 Chevy with 200,000 km, an apartment next to a chemical plant, a broken remote control, etc.

In this case, I also like to teach the skill of convincing. This is usually in three steps.

1.    When someone objects or states an opinion you don't like, ask questions until you find a weak point. (question forms)

2.    Convert opinions into negative question forms. (simple to teach, often feel unnatural of learners at the beginning)

3.    Use hand-off questions to bring allies into the dialog. (lexical chunks)

All three have language elements, and when they are put together make a nearly unstoppable force.

Useful Language and ‘Phrasebook’ Training

I'm not sure if I am the first to use the term. It basically applies to those situations in which the trainer is given a set of materials for specific skills to teach useful phrases.  My thinking is, "Why don't we just send them a business English phrasebook and come back and test them in 6 months?" Hence the term.

Okay, I like models because I feel like they give the learner an idea of what right looks like. But I try to make the PPP model more interesting and personal. Today I taught a group of pre-int learners opening a presentation.

I used the content from BBC's Talking Business. I played the two presentations without any vocab prep and asked them to note the main subject of the presentations and two to three topics the presenter would be covering. They checked in pairs.

Then I played again and their task was to listen for discourse markers. They noted as many as they could find and again checked each other.

Next I pulled up the transcript on the projector in a word document. I gave them time to read and check. I noted the discourse markers and the use of "I'd like to" in the transcript. We talked a bit about why we would use discourse markers and the "would like" form.

Next, I had the marketing manager to come up, sit at the computer, and highlight (using the highlighter tool) any language from the text they would find useful for opening a presentation. His job was to elicit ideas from the group. I left the room.

Finally, I asked them to prepare an opening for a presentation. It could be a real scenario or simply a presentation about what they did last week. It was up to them. At this point, I purposely did not give them print outs of the text because the language transfer would take more effort from screen to paper. After 10 minutes of prep, they gave their openings in pairs and received peer/trainer feedback on clarity and organization. Most had written quite a bit and were using extensive notes to give their opening. So I had them switch partners and do it again without their notes.

So, this was a fairly straight forward lesson, but I like to allow them to choose the useful language they want. In the end, the presentations were very good, but the learners were not locked into a certain set of phrases. There's nothing crazy here, but it is an effective lesson with zero prep, a nice challenge, and clear takeaway for the participants.