Communications Question

Introduction

Students will explore effective strategies for selecting color, artwork, and typefaces to create effective slide design and to design coherent slide content.  Students will describe five business communication skills through the design and creation of a slide presentation.

ULOs

Examine steps for delivering a successful presentation and for giving effective presentations online.

Assess the decisions involved in using a key visual and selecting color, artwork, and typefaces to create effective slide designs.

Create effective slide content.

Adapt the three-step writing process to reports and proposals

Examine effective report content and topics commonly covered in the introduction, body, and close of formal reports.

Directions

At this point in the course, students have covered 17 chapters and have been introduced to a variety of concepts to gain valuable professional skills. Identify five business communication skills that you have learned for the first time or developed during this course. Every submission must include at least two concepts from Part 5 of the textbook (Chapter 13, Chapter 14, Chapter 15).

Create a structured slide presentation that describes each of the five skills you identified.  You may use any visual style that you feel is appropriate for the assignment. Review and implement the materials presented in Chapter 17 to create your slide presentation.  Students may use Microsoft PowerPoint or Google Slides.

Keep the following requirements in mind as you develop your presentation:

Follow the 5×5 rule for text in presentations. See page 499 – Creating Effective Slide Content

Limit each slide to one concept.

Include a Title Slide and a Conclusion Slide

Use bulleted phrases, not sentences

Use short, informative slide titles

Pay close attention to appropriate color choices – See page 497 – Table 17:1

Use color for emphasis, readability, and contrast – See page 496 – Selecting Design Elements

Paraphrase the information – do not copy textbook informationReadings and Materials

Textbook Readings

Bovee & Thill: Chapter 13: Finding, Evaluating, and Processing Information

Bovee & Thill: Chapter 14: Planning Reports and Proposals

Bovee & Thill: Chapter 15: Writing and Completing Reports and Proposals

Bovee & Thill: Chapter 16: Developing and Delivering Business Presentations

Bovee & Thill: Chapter 17: Enhancing Presentations with Slides and Other Visuals

Business Communication Today
Fifteenth Edition
Chapter 13
Finding, Evaluating, and Processing
Information
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Learning Objectives
13.1 Describe an effective process for conducting business
research.
13.2 Define secondary research, and explain how to
evaluate, locate, and document information sources.
13.3 Define primary research, and outline the steps
involved in conducting surveys and interviews.
13.4 Describe the major tasks involved in processing
research results.
13.5 Explain how to summarize research results and present
conclusions and recommendations.
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Planning Your Research
• LO 13.1 Describe an effective process for conducting
business research.
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The Research Process
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Maintaining Ethics and Etiquette in Your Research
• Don’t Force a Specific Outcome
• Respect the Privacy of Research Participants
• Document Sources and Give Credit
• Respect Intellectual Property Rights
• Don’t Misquote Your Sources
• Don’t Make Misrepresentations
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Familiarizing Yourself With the Subject
Explore Subject Area
Develop Problem Statement
Industry Publications
Define Purpose
Websites and Social Media
Identify Conclusion
Interviews
Phase Problem as a Question
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Identifying Information Gaps
• Find Specific Information Gaps
• Dig Deeper Into Purpose
• Focus on Specific Issues
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Prioritizing Research Needs
Constraints
Information
Limited Time
Limit Scope of Surveys and Interviews
Limited Money
“Need to Know” Questions
Unavailability of Qualified Subjects
“Nice to Know” Questions
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Conducting Secondary Research
• LO 13.2 Define secondary research, and explain how to
evaluate, locate, and document information sources.
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Evaluating Sources (1 of 2)
• Does the Source Have a Reputation for Honesty and
Reliability?
• Is the Source Potentially Biased?
• What is the Purpose of the Material?
• Is the Author Credible?
• Where Did the Source Get the Information?
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Evaluating Sources (2 of 2)
• Can You Verify the Material Independently?
• Is the Material Current?
• Is the Material Complete?
• Are All Claims Supported with Evidence?
• Do the Source’s Claims Stand Up to Logical Scrutiny?
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Locating Sources
Internal Resources
External Resources
Documents
Print and Online Resources
Knowledge Management System
Reference Librarian
Research Repository
Public Reports
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Finding Information at the Library
• Newspapers and Periodicals
• Business Books
• Directories
• Almanacs and Statistical Resources
• Government Publications
• Databases
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Finding Information Online
• Search Approaches
– Active Search Tools
– Monitoring Selected Sources
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General-Purpose Online Search Tools
Pros
Cons
Ranked by Usefulness
No Human Editors
Millions of Webpages
No Uniform Search Techniques
Powerful Ranking Algorithms
Can’t Reach Deep Web
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Improved Online Search Tools
Web Directories
Metasearch Engines
Online Databases
Human Editors
Multiple Search Engines
Free Public Access
Can Focus on Specific
Media Type
Can Compare Results
Specialized Search
Engines
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Online Monitoring Tools
• Automatically Monitor Select Sources
– Subscribe to News Feeds
– Follow People on Twitter
– Create Alerts on Search Engines and Online
Databases
– Use Specialized Monitors
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Search Tips
• Think Before You Search
• Pay Attention to the Details
• Don’t Limit Search Engines
• Review Search and Display Options
• Try Variations of Terms
• Adjust the Scope of the Search
• Look Beyond the First Few Pages
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Documenting Sources
• Three Important Functions
– Properly Credits Originator
– Shows Sufficient Support for Your Message
– Helps Readers Explore Topic in More Detail
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Conducting Primary Research
• LO 13.3 Define primary research, and outline the steps
involved in conducting surveys and interviews.
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Gathering Information With Surveys
• Must Be Reliable
– Produces Identical Results When Repeated
• Must Be Valid
– Measures What It Is Intended to Measure
• Choose Participants Carefully
– Get Representative Sample of the Population
• Use Research Handbook
• Hire a Research Specialist
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Conducting Surveys (1 of 2)
• Provide Clear Instructions
• Ask for Information People Can Remember
• Keep Questionnaire Short
• Formulate Questions that are Easy to Analyze
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Conducting Surveys (2 of 2)
• Avoid Leading Questions
• Avoid Ambiguous Descriptors
• Avoid Compound Questions
• Make the Survey Adaptive
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Gathering Information With Interviews
• Types of Questions
– Open-ended Questions
– Closed Questions
– Question Sequence
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Types of Interviews
• Recorded Interviews
• Face-to-Face Interviews
• Group Interviews
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Processing Data and Information
• LO 13.4 Describe the major tasks involved in processing
research results.
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Quoting, Paraphrasing, and Summarizing
• Quoting
– Reproduce the Material Exactly
• Paraphrasing
– Restating It in Your Own Words
• Summarizing
– Similar to Paraphrasing
– Presents the Gist of the Material in Fewer Words
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Analyzing Numeric Data
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Three Types of Data Measures: Mean,
Median, and Mode
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Gaining Insights
• Trends
• Causation
• Correlation
• Cross-Tabulation
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Guarding Against Mistakes and Misinterpretations
• Guard Against Computational Errors
• Be Cautious of Misrepresenting Results
• Avoid Faulty Comparisons
• Don’t Push Research Results Beyond Their Limits
• Avoid Misleading Presentations
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Applying Your Findings
• LO 13.5 Explain how to summarize research results and
present conclusions and recommendations.
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Summarizing Your Research
• Do Not Include Opinions, Conclusions or,
Recommendations
• Separate By Levels of Significance
• Identify the Main Idea and Key Support Points
• Focus on the Audience’s Needs
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Summarize Effectively
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Drawing Conclusions
• Two Criteria
– Must Be Based Strictly on the Information in Your
Report
▪ Do not introduce new information
– Conclusion Must be Logical
▪ Follows accepted patterns of inductive or deductive
reasoning
• Use Appropriate Assumptions, Judgment Calls, and
Creative Thinking
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Making Recommendations
• Suggest What to Do
– Based Upon Logical Analysis and Sound Conclusions
– Practical and Acceptable
– Adequately Describe Steps
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Making Your Research Available to Others
• Contribute to Knowledge Base
– Knowledge Management System
– Social Media Tools
– Group Contributions
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Copyright
This work is protected by United States copyright laws and
is provided solely for the use of instructors in teaching their
courses and assessing student learning. Dissemination or
sale of any part of this work (including on the World Wide
Web) will destroy the integrity of the work and is not
permitted. The work and materials from it should never be
made available to students except by instructors using the
accompanying text in their classes. All recipients of this
work are expected to abide by these restrictions and to
honor the intended pedagogical purposes and the needs of
other instructors who rely on these materials.
Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved.
Business Communication Today
Fifteenth Edition
Chapter 14
Planning Reports and Proposals
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Learning Objectives
14.1 Adapt the three-step writing process to reports and
proposals.
14.2 List the options for organizing informational reports, and
identify the key parts of a business plan.
14.3 Discuss three major ways to organize analytical reports.
14.4 Explain how to choose an organizational strategy when
writing a proposal.
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Applying the Three-Step Writing Process to
Reports and Proposals
• LO 14.1 Adapt the three-step writing process to reports
and proposals.
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Types of Reports
Informational Reports
Analytical Reports
Proposals
Data
Information
Special Category
Facts
Analysis
Information
Feedback
Recommendations
Persuasive
Communication
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Defining Your Purpose
• Informational Reports
– Address a Predetermined Need
– Meet Specific Audience Expectations
• Analytical Reports
– Written in Response to Perceived Problem or
Opportunity
– Clear Statement of Purpose
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Common Types of Business Reports and Proposals
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Problem Statements Versus Purpose Statements
Problem Statement
Statement of Purpose
Our company’s market share is
steadily declining.
To explore new ways of promoting and
selling our products and to
recommend the approaches most
likely to stabilize our market share
Our computer network lacks sufficient
bandwidth and cannot be upgraded to
meet our future needs.
To analyze various networking options
and to recommend the system that will
best meet our current and future
needs
We need $2 million to launch our new
product.
To convince investors that our new
business would be a sound investment
so that we can obtain desired
financing
Our current operations are too
decentralized and expensive.
To justify closing the Newark plant and
transferring East Coast operations to a
single Midwest location to save money
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Preparing Your Work Plan
• Essential Elements
– Statement of Problem or Opportunity
– Statement of Purpose and Scope of Investigation
• Additional Elements
– Discussion of Tasks to Accomplish
– Descriptions of Results
– Review of Project Assignments
– Plans for Following Up
– Working Outline
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Gathering Information
• Planning Your Research
– Prioritize Information
– Focus on the Most Important Question
– Adapt Existing Information
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Selecting the Right Combination of Media
and Channels
• Observe Media Requirements
• Consider How Audience Wants to Provide Feedback
• Does the Document Need to be Searchable or Editable?
• Observe the Message the Media Selection is Sending
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Organizing Your Information
Direct Approach
Indirect Approach
Business Reports
Shorter Messages
Lead with Key Findings
Can Work in Combination with Direct
Approach
More Forceful Report
Intersperse Conclusions Throughout
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Planning Informational Reports
• LO 14.2 List the options for organizing informational
reports, and identify the key parts of a business plan.
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Categories for Informational Reports
• Monitor and Control Operations
• Implement Policies and Procedures
• Demonstrate Compliance
• Document Progress
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Organizational Strategies for Informational Reports
• Comparison
• Importance
• Sequence
• Spatial Orientation
• Chronology
• Geography
• Category
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Creating Successful Business Plans
• Mission, Structure, Objectives, and Operations
– Before the Company is Launched
– When Company is Seeking Funding
– After Company is Up and Running
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A Typical Business Plan (1 of 2)
• Summary
• Mission and Objectives
• Company and Industry
• Products or Services
• Market and Competition
• Management
• Marketing Strategy
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A Typical Business Plan (2 of 2)
• Design and development plans
• Operations plans
• Overall schedule
• Critical risks and problems
• Financial projections and requirements
• Exit strategy
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Planning Analytical Reports
• LO 14.3 Discuss three major ways to organize analytical
reports.
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Types of Analytical Reports
• Three Basic Categories
– Reports to Assess Opportunities
– Reports to Solve Problems
– Reports to Support Decisions
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Problem Factoring and Hypothesis
• What needs to be determined?
• Why is this issue important?
• Who is involved in the situation?
• Where is the trouble located?
• How did the situation originate?
• When did it start?
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Organizational Strategies for Analytical Reports
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Focusing on Conclusions
• Addressing a receptive audience
– Direct approach
– Communicates the main idea quickly
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Focusing on Recommendations
• Five Steps
– Establish or verify the need for action in the
introduction by briefly describing the problem or
opportunity
– Introduce the benefit that can be achieved, without
providing any details
– List the steps (recommendations) required to achieve
the benefit, using action verbs for emphasis
– Explain each step more fully, giving details on
procedures, costs, and benefits
– Summarize your recommendations
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Focusing on Logical Arguments
• The Indirect Approach
– The 2 + 2 = 4 Approach
– The Yardstick Approach
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Planning Proposals
• LO 14.4 Explain how to choose an organizational strategy
when writing a proposal.
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Types of Proposals (1 of 2)
Internal
External
Request Decisions from Within the
Organization
Request Decisions from Outside the
Organization
Purchase Decisions or New Research
Projects
Grant Proposals or Sales Proposals
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Types of Proposals (2 of 2)
Solicited
Unsolicited
Expected
Unexpected
Specific Instructions
More Flexibility
Audience Aware of the Problem Being
Addressed
Audience Unaware of the Problem
Being Addressed
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Organizational Strategies for Proposals
• Solicited Proposal
– Direct Approach
– Receptive Audience
– Focus on Recommendations
• Unsolicited Proposal
– Indirect Approach
– Skeptical Audience
– Establish Credibility
– Convince Audience that Problem Exists
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Copyright
This work is protected by United States copyright laws and
is provided solely for the use of instructors in teaching their
courses and assessing student learning. Dissemination or
sale of any part of this work (including on the World Wide
Web) will destroy the integrity of the work and is not
permitted. The work and materials from it should never be
made available to students except by instructors using the
accompanying text in their classes. All recipients of this
work are expected to abide by these restrictions and to
honor the intended pedagogical purposes and the needs of
other instructors who rely on these materials.
Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved.
Business Communication Today
Fifteenth Edition
Chapter 15
Writing and Completing Reports and
Proposals
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Learning Objectives (1 of 2)
15.1 Explain how to adapt to your audiences when writing
reports and proposals.
15.2 Name five characteristics of effective report content,
and list the topics commonly covered in the
introduction, body, and close of formal reports.
15.3 List six strategies to strengthen a proposal argument,
and identify the topics commonly covered in the
introduction, body, and close of proposals.
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Learning Objectives (2 of 2)
15.4 Summarize the four tasks involved in completing
business reports and proposals.
15.5 Identify the elements to include in a request for
proposals (RFP).
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Writing Reports and Proposals: Adapting to
Your Audience
• LO 15.1 Explain how to adapt to your audiences when
writing reports and proposals.
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Being Sensitive to Your Audience’s Needs
• The “You” Attitude
• Maintaining Etiquette
• Emphasizing the Positive
• Using Bias-Free Language
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Building Strong Relationships With Your
Audience
• Style
• Language
• Content
• Language
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Controlling Your Style and Tone
Informal Tone
Formal Tone
Known Audience
Complex and Longer Reports
Message Meets With Audience’s
Approval
Message Sent to Outsiders
Use First and Third Person Style
Use Objective Journalism Style
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Make Your Reports Easier To Read
• Headings
• Transitions
• Previews and Reviews
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Drafting Report Content
• LO 15.2 Name five characteristics of effective report
content, and list the topics commonly covered in the
introduction, body, and close of formal reports.
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Report Structure
• Three Main Sections
– The Introduction
– The Body
– The Close
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The Introduction
• Helps Reader Understand the Context of the Report
• Introduces the Subject Matter and Why It Is Important
• Previews the Main Idea
• Establishes the Tone and Writer’s Relationship to the
Audience
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The Body
• Presents
• Analyzes
• Interprets
• Supports
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The Close
• Summarizes Key Points
• Emphasizes Benefits
• Brings All Action Items Together
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Provide Quality Content
• Accurate
• Complete
• Balanced
• Clear and Logical
• Documented Properly
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Make Your Reports Easier to Write
• Automatic table of contents
• Index generators
• Linked and embedded documents
• Screencasts
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Drafting Proposal Content
• LO 15.3 List six strategies to strengthen a proposal
argument, and identify the topics commonly covered in the
introduction, body, and close of proposals.
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Define the Proposal’s Purpose
• Demonstrate Your Knowledge
• Provide Concrete Information and Examples
• Research the Competition
• Prove That Proposal is Workable
• Adopt the “You” Attitude
• Package Proposal Attractively
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Select The Elements To Include In a Proposal
• Introduction
• Body
• Close
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Introduction to a Proposal
• Follow Instructions for a Solicited Proposal
• Present and Summarize the Problem You Want to Solve
• Propose Solution
• Refer to RFP or What Led You to Submit Proposal
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The Body of a Proposal
• Gives Details on the Proposed Solution
• Specifies Anticipated Results
• Promotes Offering in a Persuasive Manner
• Maintains Objective Tone
• Avoids Overselling
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The Close of a Proposal
• Summarizes Key Points
• Emphasizes Benefits
• Summarizes Merits of Your Approach
• Restates Why You Should Perform Job
• Asks for a Decision from Readers
• Last Chance to Persuade Reader to Accept Proposal
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Completing Reports and Proposals
• LO 15.4 Summarize the four tasks involved in completing
business reports and proposals.
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Revising Reports and Proposals
• Evaluate Organization, Style, and Tone
• Ensure Content is Clear, Logical, and Reader Oriented
• Improve Readability
• Review Online Content Carefully
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Producing Formal Reports and Proposals
Table 15.2 Production Elements to Consider for Formal Reports
and Proposals
Prefatory Elements
Supplementary Elements
Cover
Appendixes
Title Page
Bibliography
Letter of Transmittal
Indexes
Table of Contents
Résumés or CVs of Key Players
Synopsis or Executive Summary
Blank
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Content Elements to Consider for Reports
and Proposals (1 of 9)
Reports
Proposals
Introduction: Establish the context,
identify the subject, preview main ideas (if
using the direct approach), and establish
tone and reader relationship.
Introduction: Identify the problem you
intend to solve or the opportunity you want
to pursue.
•
Authorization. Reiterate who
authorized the report, if applicable.
•
Background or statement of the
problem. Briefly review the situation at
hand, establish a need for action, and
explain how things could be better. In
unsolicited proposals, convince readers
that a problem or an opportunity exists.
•
Problem/purpose. Explain the reason
for the report’s existence and what the
report will achieve.
•
Solution. Briefly describe the change
you propose, highlighting your key
selling points and their benefits to show
how your proposal will solve the
reader’s problem.
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Content Elements to Consider for Reports
and Proposals (2 of 9)
Reports
Proposals
• Scope. Describe what will and
won’t be covered in the report.
• Scope. State the boundaries of the
proposal—what you will and will not
do.
• Background. Review historical
conditions or factors that led up to
the report.
• Proposal organization. Orient the
reader to the remainder of the
proposal and call attention to the
major divisions of thought.
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Content Elements to Consider for Reports
and Proposals (3 of 9)
Reports
Proposals
• Sources and methods. Discuss the
primary and secondary sources
consulted and research methods
used.
Blank
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Content Elements to Consider for Reports
and Proposals (4 of 9)
Reports
Proposals
• Definitions. List terms and their
Blank
definitions, including any terms that
might be misinterpreted. Terms may
also be defined in the body,
explanatory notes, or glossary.
• Limitations. Discuss factors
Blank
beyond your control that affect
report quality (but do not use this as
an excuse for poor research or a
poorly written report).
• Report organization. Identify the
topics to be covered and in what
order.
Blank
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Content Elements to Consider for Reports
and Proposals (5 of 9)
Reports
Proposals
Body: Present relevant information,
and support your recommendations or
conclusions.
Body: Give complete details on the
proposed solution, and describe
anticipated results.
• Explanations. Give complete
details of the problem, project, or
idea.
• Facts and evidence to support
your conclusions. Provide
information that will help readers
take the action you would like them
to take.
• Facts, statistical evidence, and
trends. Lay out the results of
studies or investigations.
• Proposed approach. Describe
your concept, product, or
service. Stress reader benefits and
emphasize any advantages you
have over your competitors.
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Content Elements to Consider for Reports
and Proposals (6 of 9)
Reports
Proposals
•
Analysis of action. Discuss potential
courses of action.
•
Work plan. Describe how you’ll
accomplish what must be done (unless
you’re providing a standard, off-the-shelf
item). Explain the steps you’ll take, their
timing, the methods or resources you’ll
use, and the person(s) responsible.
State when work will begin, how it will
be divided into stages, when you’ll
finish, and whether follow-up will be
needed..
•
Pros and cons. Explain the
advantages, disadvantages, costs, and
benefits of a course of action.
•
Statement of qualifications. Describe
your organization’s experience,
personnel, and facilities—relating it all to
readers’ needs. Include a list of client
references.
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Content Elements to Consider for Reports
and Proposals (7 of 9)
Reports
Proposals
•
Procedures. Outline steps for a
process.
•
•
Methods and approaches. Discuss
how you’ve studied a problem (or
gathered evidence) and arrived at your
solution (or collected your data).
Blank
Costs. Prove that your costs are
realistic—break them down so that
readers can see the costs of labor,
materials, transportation, travel, training,
and other categories.
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Content Elements to Consider for Reports
and Proposals (8 of 9)
Reports
Proposals
• Criteria. Describe the benchmarks
for evaluating options and
alternatives.
Blank
• Conclusions and
recommendations. Discuss what
you believe the evidence reveals
and what you propose should be
done about it.
Blank
• Support. Give the reasons behind
your conclusions or
recommendations.
Blank
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Content Elements to Consider for Reports
and Proposals (9 of 9)
Reports
Proposals
Close: Summarize key points, emphasize the
benefits of any recommendations, and list
action items; label as “Summary” or
“Conclusions and Recommendations.”
Close: Summarize key points, emphasize the
benefits and advantages of your proposed
solution, and ask for a decision from the
reader.
•
For direct approach. Summarize key
•
points (except in short reports), listing them
in the order in which they appear in the
body. Briefly restate your conclusions or
recommendations, if appropriate.
Review of reader benefits. Briefly
summarize how your proposal will help the
reader.
•
For indirect approach. If you haven’t
done so at the end of the body, present
your conclusions or recommendations.
•
Review of the merits of your approach.
Briefly summarize why your approach will
be more effective than alternatives.
•
For motivating action. Spell out exactly
what should happen next and provide a
schedule with specific task assignments.
•
Restatement of qualifications. For
external proposals, briefly reemphasize
why you and your firm should do the work.
•
Request. Ask for a decision from the
reader.
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Production Elements to Consider for
Formal Reports and Proposals (1 of 4)
Reports
Proposals
Prefatory elements (before the
introduction)
Prefatory elements (before the
introduction)
•
•
•
•
Cover. A concise title that gives readers
the information they need to grasp the
purpose and scope of the report. For a
formal printed report, choose heavy,
high-quality cover stock.
Title fly. Some formal reports open with
a plain sheet of paper that has only the
title of the report on it, although this is
certainly not necessary.
Title page. Typically includes the report
title, name(s) and title(s) of the writer(s),
and date of submission; this information
can be put on the cover instead.
•
Cover, title fly, title page. Same uses
as with reports; be sure to follow any
instructions in the RFP, if relevant.
Copy of or reference to the RFP.
Instead of having a letter of
authorization, a solicited proposal
should follow the instructions in the RFP.
Some will instruct you to include the
entire RFP in your proposal; others may
want you to simply identify it by a name
and tracking number.
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Production Elements to Consider for
Formal Reports and Proposals (2 of 4)
Reports
Proposals
•
•
•
•
Letter/memo of authorization. If you
received written authorization to prepare
the report, you may want to include that
letter or memo in your report.
Letter/memo of transmittal. Cover
letter that introduces the report and can
include scope, methods, limitations, and
highlights of the report; offers to provide
follow-up information or assistance; and
acknowledges help received while
preparing the report.
Table of contents. List all section
headings and major subheadings to
show the location and hierarchy of the
information in the report.
Synopsis or executive summary.
These components are less common in
formal proposals than in reports. In an
unsolicited proposal, your letter of
transmittal will catch the reader’s
interest. In a solicited proposal, the
introduction will provide an adequate
preview of the contents.
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Production Elements to Consider for
Formal Reports and Proposals (3 of 4)
Reports
Proposals
•
•
•
List of illustrations. Consider including
if the illustrations are particularly
important, and you want to call attention
to them.
Synopsis or executive summary. See
discussion on page 432.
Letter/memo of transmittal. If the
proposal is solicited, treat the transmittal
letter as a positive message,
highlighting those aspects of your
proposal that may give you a
competitive advantage. If the proposal is
unsolicited, the transmittal letter should
follow the advice for persuasive
messages (see Chapter 12)—the letter
must persuade the reader that you have
something worthwhile to offer that
justifies reading the proposal.
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Production Elements to Consider for
Formal Reports and Proposals (4 of 4)
Reports
Proposals
Supplementary elements (after the close)
Supplementary elements (after the close)
•
•
•
Appendixes. Additional information
•
related to the report but not included in
the main text because it is too lengthy or
lacks direct relevance. List appendixes
•
in your table of contents and refer to
them as appropriate in the text.
Bibliography. List the secondary
sources you consulted; see Appendix B.
Index. List names, places, and subjects
mentioned in the report, along with the
pages on which they occur.
Appendixes. Same uses as with
reports; be sure to follow any
instructions in the RFP, if relevant.
Résumés of key players. For external
proposals, résumés can convince
readers that you have the talent to
achieve the proposal’s objectives.
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Distributing Reports and Proposals
Physical
Digital
Online
Professional Courier
PDF Format for General
Use
Web-based CMS
In-Person Delivery
Specialized Format By
Request
Shared Workspace
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Writing Requests for Proposals
• LO 15.5 Identify the elements to include in a request for
proposals (RFP).
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Writing Requests for Proposals (RFPs)
• Company Background
• Project Description
• Requirements
• Decision Criteria
• Proposal Requirements
• Submission and Contact Information
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Copyright
This work is protected by United States copyright laws and
is provided solely for the use of instructors in teaching their
courses and assessing student learning. Dissemination or
sale of any part of this work (including on the World Wide
Web) will destroy the integrity of the work and is not
permitted. The work and materials from it should never be
made available to students except by instructors using the
accompanying text in their classes. All recipients of this
work are expected to abide by these restrictions and to
honor the intended pedagogical purposes and the needs of
other instructors who rely on these materials.
Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved.
Business Communication Today
Fifteenth Edition
Chapter 16
Developing Presentations in a
Social Media Environment
Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved.
Learning Objectives
16.1 Describe the tasks involved in analyzing the situation
for a presentation and organizing a presentation.
16.2 Explain how to adapt to your audience and develop an
effective opening, body, and close for a presentation.
16.3 Discuss five steps for delivering a successful
presentation.
16.4 Explain the growing importance of the backchannel in
presentations, and list six steps for giving effective
presentations online.
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Planning a Presentation
• LO 16.1 Describe the tasks involved in analyzing the
situation for a presentation and organizing a presentation.
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The Three-Step Process
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Analyzing the Situation
• Define Your Purpose
– Inform
– Persuade
– Collaborate
• Develop an Audience Profile
– Emotional State
– Comfort Level with Your Language
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Planning for Various Audience Mindsets
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Assessing the Environment
• Four Basic Seating Arrangements
– Classroom or Theater
– Conference Table
– Horseshoe or U-shaped
– Café Seating
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Selecting the Best Combination of Media
and Channels
Controlled Methods
Choice of Methods
Specific Software
Live, In-Person
Built-in Display
Webcasts or Screencasts
Online Meeting Software
Twebinars
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Organizing a Presentation
• Linear
– Outlined Like Conventional Messages
– Follow a Predefined Flow
• Nonlinear
– Doesn’t Flow in Any Particular Direction
– Allows Presenter to Move Back and Forth Between
Topics
• Select the Right Software
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Defining Your Main Idea
• One-Sentence Summary
– Subject
– Purpose
– Audience
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Limiting Your Scope
• Work Within Time Constraints
• Hold Audience’s Attention
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Choosing Your Approach
• Shorter Presentations
– Direct approach for routine information or good news
– Indirect approach for bad news or persuasion
• Longer Presentations:
– Direct approach to motivate or inform
– Indirect approach to analyze, persuade, or collaborate
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Preparing Your Outline
• State the Purpose and Main Idea
• Organize the Points and Sub-Points
• Identify Major Points Throughout
• Plan Transitions Between Sections
• Prepare a Bibliography or Source Notes
• Choose a Compelling Title
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Creating a Speaking Outline
• Simplify the Planning Outline
• Condense Points
• Add Delivery Cues
• Arrange Your Notes
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Crafting Presentation Content
• LO 16.2 Explain how to adapt to your audience and
develop an effective opening, body, and close for a
presentation.
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Adapting to Your Audience
Small Groups
Large Audiences
Conversational Tone
Formal Tone
Conference Room
State or Platform
Invite Comments
Limit Participation
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Developing the Presentation
• Distinct Elements
– Introduction
– Body
– Close
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Presentation Introduction (1 of 2)
• Getting your audience’s attention
• Unite the audience around a common goal
• Describe a problem that affects or could affect your
audience
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Presentation Introduction (2 of 2)
• Tell a story
• Pass around product samples
• Ask a question
• Share a startling statistic
• Use humor
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Arousing Audience Interest
• State Your Purpose and Main Idea
• Organize Your Major Points and Subpoints
• Identify Major Points
• Identify Transitions Between Major Points
• Prepare Your Bibliography
• Choose a Compelling Title
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Building Your Credibility
• Have Another Person Introduce You
• Introduce Yourself Humbly and Simply
• Inform Audience Why You Are the Right Person for This
Presentation
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Previewing Your Message
• Summarize the Main Idea
• Identify Major Supporting Points
• Indicate the Order in Which You’ll Develop the Points
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Presentation Body
• Presenting Your Main Points
• Connecting Your Ideas
• Holding Your Audience’s Attention
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Holding Your Audience’s Attention
• Keep relating your subject to audience’s needs
• Anticipate your audience’s questions
• Keep it simple
• Use clear, vivid language
• Ask for opinions and questions
• Illustrate ideas with visuals
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Presentation Close
• Restating Your Main Points
• Ending With Clarity and Confidence
• Providing a Clear Wrap-Up
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Delivering a Presentation
• LO 16.3 Discuss five steps for delivering a successful
presentation.
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Choosing Your Presentation Method
• Memorizing
• Reading
• Speaking from an Outline or Notes
• Impromptu Speaking
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Practicing Your Delivery
• Can You Present Your Material Naturally?
• Is the Equipment Working?
• Can You Make a Compelling Presentation Without
Equipment?
• Is Your Timing on Track?
• Can You Easily Pronounce All the Words You Plan To
Use?
• Have You Anticipated Questions and Objections?
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Preparing to Speak
• Plan Your Presentation in Advance
– Check the Seating Arrangements
– Check Equipment and Supplies
– Plan for Multicultural Audiences
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Overcoming Anxiety (1 of 2)
• Have a Positive Mindset
• Don’t Worry About Being Perfect
• Know Your Subject
• Practice, Practice, Practice
• Visualize Success
• Remember to Breathe
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Overcoming Anxiety (2 of 2)
• Be Ready with Your Opening Line
• Be Comfortable
• Take a Three-Second Break
• Concentrate on Your Message and Audience
• Maintain Eye Contact
• Keep Going
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Speaking With Confidence
• Controlled Beginning
• Confident Posture
• Make Eye Contact
• Send Confident Nonverbal Signals
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Handling Questions Responsively (1 of 2)
• Establishing Ground Rules
• Preparing to Answer Questions
• Noticing Nonverbal Signals
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Handling Questions Responsively (2 of 2)
• Responding to Difficult Questions
• Controlling Your Presentation
• Controlling Your Emotions
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Giving Impromptu Speeches
• No opportunity to practice
• Identify one key idea
• Create structure to convey that idea
• Don’t fake it
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Ensuring Successful Team Presentations
• Planning a team presentation
• Rehearsing and delivering a team presentation
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Planning a Team Presentation
• Outline presentation together
• Divide into manageable sections and assign
• Use dynamic speakers to team’s advantage
• Finalize presentation software and template
• Merge all slides into a single slide deck
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Rehearsing and Delivering a Team
Presentation (1 of 2)
• Schedule rehearsals early
• Practice as if you were giving the presentation live
• Ensure smooth transitions between speakers
• Map out where everyone will sit or stand during
presentation
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Rehearsing and Delivering a Team
Presentation (2 of 2)
• First speaker introduces entire presentation
• Decide how to handle questions
• Make sure team stays engaged during the presentation
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Incorporating Technology in Your
Presentation
• LO 16.4 Explain the growing importance of the
backchannel in presentations, and list six steps for giving
effective presentations online.
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Embracing the Backchannel
• The Audience Creates This Line of Communication
• Challenges
– Risk of Criticism
– Loss of Control
• Opportunities
– Audience Support
– Valuable Feedback
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Working the Backchannel
• Integrate Social Media into the Presentation Process
• Monitor and Ask for Feedback
• Review Comments
• Automatically Tweet Key Points
• Establish Expectation with the Audience
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Giving Online Presentations
Advantages
Disadvantages
Cost Savings
“Digital Divide”
Convenience
“Human Moments”
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Ensuring Successful Online
Presentations (1 of 2)
• Send Preview Materials
• Rehearse Using the System
• Keep Presentation Simple
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Ensuring Successful Online
Presentations (2 of 2)
• Ask for Feedback Frequently
• Allow Time for Software to be Downloaded
• Consider the Audience’s Point of View
• Give Everyone Time to Get Connected
Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved.
Copyright
This work is protected by United States copyright laws and
is provided solely for the use of instructors in teaching their
courses and assessing student learning. Dissemination or
sale of any part of this work (including on the World Wide
Web) will destroy the integrity of the work and is not
permitted. The work and materials from it should never be
made available to students except by instructors using the
accompanying text in their classes. All recipients of this
work are expected to abide by these restrictions and to
honor the intended pedagogical purposes and the needs of
other instructors who rely on these materials.
Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved.
Business Communication Today
Fifteenth Edition
Chapter 17
Enhancing Presentations with Slides
and Other Visuals
Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved.
Learning Objectives (1 of 2)
17.1 Explain the role of visuals in business presentations,
and list the types of visuals commonly used.
17.2 Explain the difference between structured and free-form
slides, and suggest when each design strategy is more
appropriate.
17.3 Outline the decisions involved in using a key visual and
selecting color, artwork, and typefaces to create
effective slide designs.
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Learning Objectives (2 of 2)
17.4 Explain how to create effective slide content.
17.5 Explain the role of navigation slides, support slides, and
handouts.
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Planning Your Presentation Visuals
• LO 17.1 Explain the role of visuals in business
presentations, and list the types of visuals commonly used.
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Selecting the Type of Visuals to Use
• Prezis
• Slides
• Overhead Transparencies
• Chalkboards and Whiteboards
• Flip Charts
• Other Visuals
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Verifying Your Design Plans
• Review the Plan
• Check Presentation Style
• Double-Check Cultural Assumptions
• Keep It Simple
• Use Your Time Wisely
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Choosing Structured or Free-Form Slides
• LO 17.2 Explain the difference between structured and
free-form slides, and suggest when each design strategy is
more appropriate.
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Structured Slides
Advantages
Disadvantages
Easy to Create
Text-Heavy Slides
Templates Available
Repetitive Appearance
Complex Ideas
Audience Response
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Free-Form Slides
Advantages
Disadvantages
Complementary visual and textual
information
Creatively demanding and time
consuming
Limits information
Greater emphasis on visual content
More dynamic and engaging
Speaker must convey more of the
content
Can be used multiple times
Difficult to convey complex information
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Designing Effective Slides
• LO 17.3 Outline the decisions involved in using a key
visual and selecting color, artwork, and typefaces to create
effective slide designs.
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Designing Slides Around a Key Visual
• Structuring
• Organizing
• Explaining
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Selecting Design Elements
• Color
• Artwork
• Typefaces and Type Styles
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Figure 17.3 Using Key Visuals to Organize Points
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Maintaining Design Consistency
Slide Masters
Predefined Layouts
Color Choices
Titles
Font Styles
Graphic Art
Design Elements
Bulleted Text
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Creating Effective Slide Content
• LO 17.4 Explain how to create effective slide content.
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Writing Readable Content (1 of 2)
• Limit Each Slide to One Thought, Concept, or Idea
• Limit Text Content to Four or Five Lines with Four or Five
Words per Line
• Don’t Show a Large Number of Text-Heavy Slides in a
Row
• Write Short, Bulleted Phrases Rather Than Long
Sentences
• Use Sentences Only When You Need to Share a Quotation
or The Like
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Writing Readable Content (2 of 2)
• Phrase List Items in Parallel Grammatical Form
• Use the Active Voice
• Include Short, Informative Titles
• Use Visuals to Convey the Bulk of Information
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Figure 17.4 Writing Text for Slides
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Creating Charts and Tables for Slides
• Reduce the Detail
• Simplify
• Shorten Numbers
• Limit Data
• Highlight Key Points
• Adjust Size and Design
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Adding Animation and Multimedia
• Four Categories of Animation and Special Effects:
– Functional Animation
– Transitions and Builds
– Hyperlinks
– Multimedia
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Using Presentation Software to Create
Visual Reports
• Look and feel of a document instead of a presentation
slide
• Create visual reports
– Combination of a conventional report and presentation
slides
– Effective and appealing communication tool
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Visual Reports Using Presentation Software
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Using Mobile Devices in Presentations
• Eliminate Projection System
• Use Slide Broadcast Systems
• Send via Subscription
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Completing Slides and Support Materials
• LO 17.5 Explain the role of navigation slides, support
slides, and handouts.
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Reviewing the Slides (1 of 2)
• Readable
• Consistent
• Simple
• Audience Centered
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Reviewing the Slides (2 of 2)
• Clear
• Concise and Grammatically Correct
• Focused
• Fully Operational
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Creating Navigation and Support Slides
Title Slides
Agenda and Program
Details
Navigation Slides
First Impression
Communicate Agenda
Guide Audience Through
Your Outline
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Creating Effective Handouts
• Good Content Recommendations:
– Charts or Diagrams
– Articles and Technical Papers
– Case Studies
– Recommended Resources
– Copies of Presentation Slides
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Distributing the Handouts
• Timing
• Nature of Content
• Personal Preference
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Copyright
This work is protected by United States copyright laws and
is provided solely for the use of instructors in teaching their
courses and assessing student learning. Dissemination or
sale of any part of this work (including on the World Wide
Web) will destroy the integrity of the work and is not
permitted. The work and materials from it should never be
made available to students except by instructors using the
accompanying text in their classes. All recipients of this
work are expected to abide by these restrictions and to
honor the intended pedagogical purposes and the needs of
other instructors who rely on these materials.
Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved.