MANG 2790- Final

List four aspects of audience sensitivity

1) adopting the "you" attitude,: Reports and proposals that are highly technical, complex, or lengthy can put heavy demands on readers, so the "you" attitude takes on special importance with these messages. 2) maintaining a strong sense of etiquette, 3) emphasizing the positive, 4) using bias-free language

Closing on a respectful note (indirect approach)

1) avoid an uncertain conclusion 2) manage future correspondence 3) express optimism, if appropriate 4) be sincere

When selecting typefaces and type styles for slides, follow these guidelines:

Avoid script or decorative typefaces, except for limited, special uses. Use serif typefaces with care and only with larger text. Limit the number of typefaces to one or two per slide. When using thinner type faces, use bold face so that letters don't disappear on screen. Avoid most italicized type; it is usually difficult to read when projected. Avoid all-capitalized words and phrases Allow extra white space between lines of text. Be consistent with typefaces, type styles, colors, and sizes

Can you tell a major difference between Prezis and PowerPoint slides?

Changing the flow of the presentation or jumping to specific slides is more difficult in presentation software than it is with a Prezi Prezis as the dominant example of nonlinear presentations and Powerpoint slides are linear presentation

Why is clip art a "troublemaker?"

Clip art, collections of drawings you can insert in slides and other documents, is probably the biggest troublemaker of them all. You can find thousands of pieces of free clip art in presentation software or online, but few of them have any information value, and many give your slides an unprofessional, cartoony appearance.

what are selling points and benefits?

Determining key selling points and benefits. With some insight into audience needs and the alternatives offered by your competitors, your next step is to decide which features and benefits to highlight

handout

Handouts, any printed materials you give the audience to supplement your talk, should be considered an integral part of your presentation strategy

interest (I)

provide additional details that prompt audience members to imagine how the solution might benefit them.

executive summary

As an alternative to a synopsis or an abstract, a LONGER report may include an executive summary—a fully developed "mini" version of the report, for readers who lack the time or motivation to read the entire document

What is a good "rule of thumb" for the time it takes to develop a professional presentation?

For a 1-hour presentation that uses 30 slides, allow 36 to 90 hours to research, conceive, create, and practice. Not everyone- hour presentation justifies a week or two of preparation, of course, but the important presentations that can make your career or your company certainly can.

Using indirect approach with negative news

The indirect approach helps prepare readers for the bad news by presenting the reasons for it first. , the purpose of this approach is to ease the blow and help readers accept the situation. Steps: 1) Open with a buffer 2) Providing reasons and additional information 3)Continuing with a clear statement of the bad news 4) Closing on a respectful note

what size you should use?

When selecting type sizes, consider the room(s) in which you'll be presenting. The farther the audience is from the screen, the larger your type must be in order to be read- able from everywhere in the room. The investor and author Guy Kawasaki, who has sat through hundreds and hundreds of presentations, suggests using no type smaller than 30 points. Doing so not only ensures readable slides but forces you to distill every idea down to its essential core, simply because you wont have space to be wordy.

How can color impact your audience emotionally?

Your color choices can also stimulate various emotions, as Table 17.1 on the next page suggests. For instance, if you want to excite your audience, add warm colors, such as red and orange, to your slides. If you want to achieve a more relaxed and receptive environment, blue is a better choice. Remember, color may have a different meaning in certain cultures, so if you are creating slides for international audiences, research those cultural differences.

large audience

if the event is important, establish a more formal atmosphere. During formal presentations, speakers are often on a stage or platform, standing behind a lectern and using a microphone so that their remarks can be heard throughout the room or captured for broadcasting or webcasting.

Classroom or theater seating

in which all chairs or desks face forward, helps keep attention focused on the speaker and is usually the best method for accommodating large audiences. However, this arrangement inhibits interaction among audience members, so it is not desirable for brainstorming or other collaborative activities

yellow

warm, bright, cheerful, enthusiastic · Text bullets and subheadings with a dark background

you can't use a person name, photograph, or other identity without permission

Doing so is considered an invasion of privacy. You can use images of people considered to be public figures as long as you don't unfairly imply that they endorse your message.

What are the basics to include in the introduction, body and close of a presentation? go to word doc

A good introduction arouses the audience's interest in your topic, establishes your cred- ibility, and prepares the audience for what will follow. That's a lot to pack into the first few minutes of your presentation, so give yourself plenty of time to prepare the words and visuals you'll use to get your presentation off to a great start. The bulk of your speech or presentation is devoted to a discussion of the main supporting points from your outline. Whether you're using the direct or indirect approach, make sure the organization of your presentation is clear and your presentation holds the audience's attention. The close of a speech or presentation has two critical jobs to accomplish: making sure your listeners leave with the key points from your talk clear in their minds and putting your audience in the appropriate emotional state. For example, if the purpose of your presentation is to warn managers that their out-of-control spending threatens the company's survival, you want them to leave with that message ringing in their ears—and with enough concern for the problem to stimulate changes in their behavior.

why do you want to avoid "visual razzle-dazzle?"

After you have chosen the medium or media for your visuals, think through your presentation plan carefully before you start creating anything. Discerning audience members—the sort of people who can influence the direction of your career—are not easily fooled by visual razzle-dazzle. If your analysis is shaky or your conclusions are suspect, an over-the- top visual production won't help your presentation succeed. Review the plan for each visual and ask yourself how it will help your audience understand and appreciate your message

"Bait and switch" advertising is illegal

Trying to attract buyers by advertising a product that you don't intend to sell—and then trying to sell them another (and usually more expensive) product—is illegal.

Practice is very important. How would it help if your projector quit working, but you needed to get your point across anyway?

What will you do if your laptop won't turn on or the projector dies? Can you get by without your slides? For important presentations, consider having backup equipment on standby, loaded with your presentation and ready to go. At the very least, have enough printed handouts ready to give the audience so that, as a last resort, you can give your presentation "on paper."

deduction (logical appeal)

With deductive reasoning, you work from a generalization to a specific conclusion. To persuade your boss to hire additional customer support staff, you might point to industry surveys that show how crucial customer satisfaction is to corporate profits.

Linear presentation

are like printed documents in the sense that they are outlined like conventional messages and follow a predefined flow from start to finish. The linear model is appropriate for speeches, technical and financial presentations, and other presentations in which you want to convey your message point by point or build up to a conclusion following logical steps.

logical appeal

calls on reasoning and evidence. The basic approach with a logical appeal is to make a claim based on a rational argument, supported by solid evidence. When appealing to your audience's logic, you might use three types of reasoning: 1)analog 2) induction 3) deduction

cafe seating

in which people siting groups at individual tables, is best for breakout sessions and other small-group activities. However, this arrangement is less than ideal for anything more than short presentations because it places some in the audience with their backs to the speaker, making it awkward for both them and the presenter.

horseshoe, or U-shaped seating

in which tables are arranged in the shape of a U, improves on conference table seating by allowing the speaker to walk between the tables to interact with individual audience members.

what facts should be included in the reccomendation?

recommendations must be based on logical analysis and sound conclusions. They must also be practical and acceptable to your readers—the people who have to make your recommendations work. Finally, when making a recommendation, be certain you have adequately described the steps that come next. Don't leave your readers wondering what they need to do to act on your recommendation

What is a good pre-planning idea to keep in mind about links, videos and other items you can include in slides?

sing audio and video clips can be an effective way to complement your live message, such as including a recorded message from a company executive or scenes from a customer focus group. Just be sure to keep these elements brief and relevant—as supporting points for your presentation, not as replacements for it.

Free Form advantages and disadvantage

Free Form Advanatge: Free-form slide designs can overcome the drawbacks of text-heavy structured design. Such slides can fulfill three criteria researchers have identified as important for successful presentations: (1) providing complementary information through both textual and visual means, (2) limiting the amount of information delivered at any one time to prevent cognitive overload, and (3) helping viewers process information by identifying priorities and connections ,such as by highlighting the most important data points in a graph. (Of course, well-designed structured slides can also meet these criteria, but the constraints of prebuilt templates make doing so more of a challenge.) With appropriate imagery and thoughtful design, free-form designs can also create a more dynamic and engaging experience for the audience. Given their ability to excite and engage, free-form designs are particularly good for motivational, educational, and persuasive presentations—particularly when the slides will be used multiple times and therefore compensate for the extra time and effort required to create them. By taking advantage of the animation capabilities in PowerPoint or Keynote, it is also possible to create some of the dynamic, flowing feel of a Prezi. Free Form disadvantages: Free-form slides have several potential disadvantages, however. 1) First, effectively designing slides with both visual and textual elements is more creatively demanding and more time consuming than simply typing text into preformatted templates. The emphasis on visual content also requires more images, which take time to find. 2) Second, because far less textual information tends to be displayed on screen, the speaker is responsible for conveying more of the content. Ideally, of course, this is how a presentation should work, but presenters sometimes find themselves in less-than-ideal circumstances, such as being asked to fill in for a colleague on short notice. 3) Third, if not handled carefully, the division of information into smaller chunks can make it difficult to present complex subjects in a cohesive, integrated manner. For instance, if you're discussing a business problem that has five interrelated causes, it might be helpful to insert a conventional bullet- point slide as a summary and reminder after discussing each problem on its own.

report element (go to screenshot

**Introduction: Establish the context, identify the subject, preview main ideas (if using the direct approach), and establish tone and reader relationship. Authorization.: repeat who authorized the report, if applicable. Problem/purpose. Explain the reason for the report's existence and what the report will achieve. Scope. Describe what will and won't be covered in the report. Background. Review historical conditions or factors that led up to the report. Sources and methods: Discuss the primary and secondary sources consulted and methods used. Definitions: List terms and their definitions, including any terms that might be misinterpreted. Terms may also be defined in the body, explanatory notes, or glossary. Limitations: Discuss factors 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. **Body: Present relevant information and support your recommendations or conclusions. Explanations. Give complete details of the problem, project, or idea. Facts, statistical evidence, and trends. Lay out the results of studies or investigations. Analysis of action. Discuss potential courses of action. Pros and cons. Explain the advantages, disadvantages, costs, and benefits of a particular course of action. 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). Criteria: Describe the benchmarks for evaluating options and alternatives. Conclusions and recommendations: Discuss what you believe the evidence reveals and what you propose should be done about it. Support:. Give the reasons behind your conclusions or recommendations. **Close: Summarize key points, emphasize the benefits of any recommendations, list action items; label as "Summary" or "Conclusions and Recommendations." 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. For indirect approach: If you haven't done so at the end of the body, present your conclusions or recommendations. For motivating action: Spell out exactly what should happen next and provide a schedule with specific task assignments.

How do you design slides for presentation in dark rooms?

.If you'll be presenting in a dark room, use dark colors such as blue for the background, a midrange of brightness for illustrations, and light colors for text.

What three basic categories do analytical reports fall into?

1) Reports to assess opportunities: 2) Reports to solve problems 3) Reports to support decisions

Blue color

:peaceful, soothing, tranquil, cool, trusting. · Background for business presentations (usually dark blue); safe and conservative

How can typeface affect the audience

After you have selected your fonts and type styles, test them for readability by viewing sample slides from your audience's viewing location. I f you don't have access to the meeting room, a clever way to test readability at your computer is to stand back as many feet from the screen as your screen size in inches (17 feet for a 17-inch screen, for example). If the slides are readable at this distance, you're probably in good shape

Why do you try to avoid producing "slideuments", slide shows that try to contain all the info?

Another reason for ineffective slides is the practice of treating slide sets as standalone documents that can be read on their own, without a presenter. These "slideument" hybrids that try to function as both presentation visuals and printed documents often don't work well as either: They usually have too much information to be effective visuals and too little to be effective reports (in addition to being clumsy to read).

What functions does documenting your sources serve?

Documenting the sources you use in your writing serves three important functions: 1) It properly and ethically credits the person who created the original material, 2) it shows your audience that you have sufficient support for your message 3) it helps your readers explore your topic in more detail, if desired.

When slides are part of a presentation, how do you get the audience to listen, rather than read?

Effective text slides supplement your words and help the audience follow the flow of ideas. In a sense, slide text serves as the headings and subheadings for your presentation. Accordingly, choose words and short phrases that help your audience follow the flow of ideas, without forcing them to read in depth. You want your audience to listen, not to read. Use your slides to highlight key points, summarize and preview your message, signal major shifts in thought, illustrate concepts, or help create interest in your spoken message. If the audience can benefit from additional written information, provide those details in handouts

memorizing method

Except for extremely short speeches, trying to memorize an entire presentation is not a good idea. In the best of circumstances, you'll probably sound stilted; in the worst, you might forget your lines. Besides, you'll often need to address audience questions during your speech, so you need to be flexible enough to adjust your speech as you go. However, memorizing a quotation, an opening paragraph, and some strong finishing remarks can bolster your confidence and strengthen your delivery.

How can nonverbals help your delivery?

Finally, think about the sound of your voice. Studies indicate that people who speak with lower pitches at a slightly faster-than-average rate are perceived as being more credible. Try to sound posed and confident, varying your pitch and speaking rate to add emphasis. For instances, slow down slightly when you are making an important point. Speak clearly and crisply, articulating all the syllables, and sound enthusiastic about what you're saying.

Why is simplicity important with slides?

Fortunately, presentation software makes consistency easy to achieve, particularly for structured slide designs. You simply adjust the slide master using the colors, fonts, and other design elements you've chosen; these choices will then automatically show up on every slide in the presentation. In addition, you can maintain consistency by choosing a predefined layout from those available in your software—which helps ensure that bulleted lists, charts, graphics, and other elements show up in predictable places on each slide. Something as simple as switching from a single column of bullet points to two columns can cause problems for readers as they try to figure out the meaning of the new arrangement. The less work readers have to do to interpret your slide designs, the more attention they can give to your message.

Will you be nervous when conducting oral presentations? Why is that OK?

If the thought of giving a speech or presentation makes you nervous, keep three points in mind. First, everybody gets nervous when speaking in front of groups. Second, being nervous is actually a good thing; it means you care about the topic, your audience, and your career success. Third, with practice, you can convert those nervous feelings into positive energy that helps you give more compelling presentations

When you inevitably make a presentation, you may be asked a question for which you don't know the answer. What should you do?

If you are asked a difficult or complex question, avoid the temptation to sidestep it. Offer to meet with the questioner afterward if the issue isn't relevant to the rest of the audience or if giving an adequate answer would take too long. If you don't know the answer, don't pretend you do. Instead, offer to get a complete answer as soon as possible or ask if someone else can offer information on the topic

reading method

In a few rare instances you may need to read a speech from a prepared script. For instance, policy statements and legal documents are sometimes read in full because the wording can be critical. However, unless you're required or expected to read your presentation verbatim, reading is not a good choice. You won't talk as naturally as you would otherwise, and the result will be a monotonous, uninspiring presentation if you must read your speech for some reason, practice enough so that you can still make periodic eye contact with your audience and make sure the printout of your speech is easy to read.

Why is it important to improve your presentation skills?

It is importance of being your best and most authentic self when you're giving presentations. Presentations offer important opportunities to put all your communication skills on display, including research, planning, writing, visual design, and interpersonal and nonverbal communication. Presentations also let you demonstrate your ability to think on your feet, grasp complex business issues, and handle challenging situations—all attributes that executives look for when searching for talented employees to promote

Why is it important to limit scope?

Limiting your scope is important with any message, but it's particularly vital with presentations, for two reasons. 1) First, for most presentations, you must work within strict time limits. 2) Second, the longer you speak, the more difficult it is to hold the audience's attention and the more difficult it is for your listeners to retain your key points.

Why is simplicity a good guide?

Let simplicity be your guide. Doing so has several advantages. 1) First, creating simple materials often takes less time. 2) Second, simple visuals reduce the chances of distraction and misinterpretation. 3) Third, the more complex your presentation, the more likely something might go wrong.

what is the difference between marketing and sale message?

Marketing messages focus on such tasks as introducing new brands to the public and encouraging customers to visit websites for more information, whereas sales messages make an explicit request for people to buy a specific product or service.

red

Passionate, dangerous, active, painful · For promoting action or stimulating the audience; seldom used as a background ("in the red" specically refers to financial losses)

define persuasion

Persuasion is an attempt to change an audience's attitude, beliefs, or action

Why is practice important?

Practicing your presentation is essential. Practice boosts your confidence, gives you a more professional demeanor, and lets you verify the operation of your visuals and equipment. A test audience can tell you if your slides are understandable and whether your delivery is effective. A day or two before you're ready to step on stage for an important talk, make sure you and your presentation are ready: Can you present your material naturally, without reading your slides? Is the equipment working, and do you know how to use it? Could you still make a compelling and complete presentation if you experience an Is your timing on track? Can you easily pronounce all the words you plan to use? Have you anticipated likely questions and objections?

The prefatory parts of report

Prefatory elements (before the introduction) 1) Cover. Include 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. 2) 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. 3) 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. 4) Letter of authorization. If you received written authorization to prepare the report, you may want to include that letter or memo in your report. 5) Letter of transmittal. "Cover letter" that introduces the report and can include scope, methods, limitations, and highlights of the report; offers to provide follow-on information or assistance; and acknowl- edges help received while preparing the report. 6) Table of contents. List all section headings and major subheadings to show the location and hierarchy of the information in the report. 7) List of illustrations. Consider including if the illustrations are particu- larly important and you want to call attention to them. 8) Synopsis or executive summary. See discussion on page 473.

My opinion is that speaking from your knowledge using a bullet list or brief notes for guidance is effective. Why would that be?

Speaking from an outline or notes. Speaking with the help of an outline or note cards is nearly always the easiest and most effective delivery mode. The outline or notes guide you through the flow of the speech while giving you the freedom to speak naturally and spontaneously, to maintain eye contact with your listeners, and to respond and improvise as circumstances warrant. If you print note cards, use heavy note cards instead of regular paper. They're quieter and easier to flip through as you talk.

Structure slide advantages and disadvantage

Structure advantage: Structured slides have the advantage of being easy to create; you simply choose an overall design scheme for the presentation, select a template for a new slide, and start typing. If you're in a schedule crunch, going the structured route might save the day because at least you will have something to show. Structure disadvantage: The primary disadvantage of structured design is the mind-numbing effect of text- heavy slides that all look alike. Slide after slide of dense, highly structured bullet points with no visual relief can put an audience to sleep.

Prezis

The biggest advantages of Prezis are flexibility (both in how you structure your visuals and in how you access them during your presentation), the ability to incorporate video and other media elements, and a more dynamic look and feel than conventional slide shows. The potential disadvantages of Prezis include fewer design options, the chance of viewers "losing the plot" as the presenter jumps from topic to topic, and the possibility of viewers feeling dizzy or even getting motion sickness if zooming is overused

Freeform slides

The free-form slides in the bottom row don't follow a rigid structure. However, choosing a free-form design strategy does not mean you should just randomly change the design from one slide to the next Free-form slides typically don't follow any set design plan but are unified by color and other elements.

The general purpose of business messages is to inform, persuade, or collaborate. What are the most common general topics for presentations?

The purpose of most of your presentations will be to inform or to persuade, although you may occasionally need to make a collaborative presentation, such as when you're leading a problem-solving or brain- storming session. Given the time limitations of most presentations and the live nature of the event, 1) make sure your purpose is crystal clear so that you make the most of the opportunity and 2) show respect for your listeners' time and attention.

what are transitions?

Transitions help readers move from one section of a report to the next and from key point to key point within sections. Transitions can be words, sentences, or complete paragraphs.

How can silence help you and your audience?

Use silence instead of meaningless filler words such as um, you know, okay, and like. Silence adds dramatic punch and gives the audience time to think about your message.

The first thing to know about using visuals in a presentation is that they are tools. YOU are the messenger, the provider of the key information your audience needs.

Visuals can improve the quality and impact of any presentation by creating interest, illustrating points that are difficult to explain with words alone, adding variety, and increasing the audience's ability to absorb and remember information.

green

assertive, prosperous, envious, relaxes · Highlight and accent color (green symbolizes money in the US but not in other countries)

nonlinear presentation

doesn't flow in any particular direction but rather gives the presenter the option to move back and forth between topics and up and down in terms of level of detail. Nonlinear presentations can be useful when you want to be able to show complicated relationships between multiple ideas or elements, to zoom in and out between the "big picture" and specific details, to explore complex visuals, or to have the flexibility to move from topic to topic in any order.

conference table seating

in which people sit along both sides of a long table and the speaker stands at one end, is a common arrangement for smaller meetings. It promotes interaction among attendees, but it tends to isolate the speaker at one end of the room.

how does the preview section help the audience?

introduce important topics by helping readers get ready for new information; they are particularly helpful when the information is complex, unexpected, or unfamiliar. Think of a preview as an opportunity for readers to arrange their mental file folders before you start giving them information to put in those folders.

What is an closed-ended question?

is elicit (bring out) a specific answer, such as yes or no . Don't use too many closed question in a interview, or the experience will feel more like a simple survey and won't take full advantage of the interactive interview setting.

Summarizing

is similar to paraphrasing but presents the gist of the material in fewer words than the original. An effective summary identifies the main ideas and major support points from your source material but leaves out minor details, examples, and other information that is less critical to your audience. Like quotations and paraphrases, summaries also require complete documentation of sources

white

neutral, innocent, pure, wise · Font color of choice for most business presentation with a dark background

small audience

particularly people you already know, you can use a casual style that encourages audience participation. Use simple visuals and invite your audience to interject comments. Deliver your remarks in a conversational tone, using notes to jog your memory if necessary.

quoting

source means you reproduce the material exactly as you found it (giving full credit to the source, of course).

What makes a survey valid?

what it's intended to measure. To conduct a survey that generates reliable and valid results, you need to choose research participants carefully and develop an effective set of questions.

what is the fair use doctrine?

you can use other people's work only as long as you don't unfairly prevent them from benefiting as a result. Ex: if you reproduce someone else's copyrighted material in a report you're writing, even if you properly identify the source, you may be preventing the author from selling that material to your readers Copyright protections may prevent you from using some materials without obtaining permission from the copyright holder.

Proofreading slides is as important for presentations as it is for any document. List six specific things you would check on your slides

Readable. Can text be read from the back of the room? Does the text stand out from the background? Consistent. Are colors and design elements used consistently? Simple.Is each slide and the entire presentation as simple as possible ? Can you eliminate any slides? Audience centered. Are the message and the design focused on the audience? Clear. Is the main point of a slide obvious? Easy to understand? Can the audience grasp the main point in just a few seconds? Concise and grammatical. Is text written in concise phrases? Are bulleted phrases grammatically parallel? Focused. Does each slide cover only one thought, concept, or idea(or summarize a group of related ideas)? Does the slide grab the viewer's attention in the right place and support the key points of the message? Are arrows, symbols, or other techniques used to draw the audience's attention to the key sections of a chart or diagram? Fully operational. Have you verified every slide in your presentation? Do all the animations and other special effects work as you intended?

How much can visuals improve learning and why?

. Behavioral research has shown that visuals can improve learning by up to 400 percent because humans can process visuals 60,000 times faster than text

The supplementary parts of report

1) 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. 2) Bibliography. List the secondary sources you consulted; see Appendix B. 3)Index. List names, places, and subjects mentioned in the report, along with the pages on which they occur

give a brief example of effective seating arrangements

1) Classroom or theater seating 2) conference table seating 3) horseshoe, or U-shaped seating 4) cafe seating

choosing your presentation method

1) memorizing 2) reading 3) speaking from an outline or note 4) impromptu speaking

List three things you can do when preparing to speak

1) In addition to knowing your material thoroughly and practicing your delivery, make sure your location is ready, you have everything you'll need, and you're prepared to address audiences from other cultures, if that applies. 2) Whenever you can, scout the location for your presentation in advance. Check the seating arrangement to confirm it's appropriate for your needs and the audience's. Verify the availability and operation of all the equipment and supplies you're counting on, from the projection system to simple but vital necessities such as flip charts and marking pens. If you're using slides, make sure you know how to get the file from your computer or other device to the projection system 3) If you're addressing audience members who speak a different native language, consider using an interpreter. Working with an interpreter does constrain your presentation somewhat. For instance, you must speak slowly enough for the interpreter to keep up with you. Send your interpreter a copy of your speaking notes and your visuals as far in advance as possible. If your audience is likely to include persons with hearing impairments, team up with a sign-language interpreter as well. When you deliver a presentation to people from other cultures, take into account cultural differences in appearances, mannerisms, and other customs. Your interpreter or host will be able to suggest appropriate changes for a specific audience or occasion

Proposal elements (go to screenshot)

1) Introduction: Identify the problem you intend to solve or the opportunity you want to pursue. 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. 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. Scope. State the boundaries of the proposal—what you will and will not do. Report organization. Orient the reader to the remainder of the proposal and call attention to the major divisions of thought. 2) Body: Give complete details on the proposed solution and describe anticipated results. Facts and evidence to support your conclusions. Give complete details of the proposed solution and anticipated results. Proposed approach. Describe your concept, product, or service. Stress reader benefits and emphasize any advantages you have over your competitors. 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. Statement of qualifications. Describe your organization's experience, personnel, and facilities—relating it all to readers' needs. Include a list of client references. 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. 3) Close: Summarize key points, emphasize the benefits and advantages of your proposed solution, ask for a decision from the reader. Review of argument. Briefly summarize the key points. Review of reader benefits. Briefly summarize how your proposal will help the reader. Review of the merits of your approach. Briefly summarize why your approach will be more effective than alternatives. 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.

List ways to keep your slides simple

1) Limit each slide to one thought, concept, or idea (without dividing things so far that the audience has trouble seeing the big picture). 2) Limit text content to four or five lines with four or five words per line. For selected slides, it might make sense to exceed these limits, but do so infrequently. 3) Don't show a large number of text-heavy slides in a row; give the audience some visual relief 4) Write short ,bulleted phrases rather than long sentences. 5)Use sentences only when you need to share a quotation or some other text item verbatim 6) phrase list items in parallel grammatical form to facilitate quick reading 7) use the active voice 8) include short, informative titles 9) when combining visuals with text, the more information the visual can convey, the less work your text needs to do

Step for presentation

1) Plan to spend a minute or two during your introduction to arouse interest and to give a preview of what's to come. 2) For the body of the presentation, be prepared to explain the who, what, when, where, why, and how of your subject. 3) In the final few moments, review the points you've made and close with a statement that will help your audience remember the subject of your speech

What are the three parts of the text of a report and proposal?

1) The introduction needs to put the report in context for the reader, introduce the subject, preview main ideas, and establish the tone of the document. It helps the reader understand the context of the report by tying it to a problem or an assignment It introduces the subject matter and indicates why it is important It previews the main idea (if you're using the direct approach) It establishes the tone and the writer's relationship with the audience 2) The body of your report presents, analyzes, and interprets the information you gathered during your investigation and supports your recommendations or conclusions. 3) . Your close is often the last opportunity to get your message across, so make it clear and compelling. The close might be the only part of your report some readers have time for, so it should convey the full weight of your message. It summarizes your key points It emphasizes the benefits to the reader if the document suggests a change or some other course of action It brings all the action items together in one place

IADA Model (4 phase)

1)Attention. 2)Interest. 3)Desire. 4)Action:

Describe Builds.

Builds are much more useful than transitions, at least when used with care and thought. These effects control the release of text, graphics, and other elements on individual slides. For instance, with builds you can make a list of bullet points appear one at a time rather than having all of them appear at once, which makes it difficult to focus on a single point. This controlled release of information helps draw audience members' attention to the point being discussed and keeps them from reading ahead. As with transitions, stick with the subtle, basic options for builds. The point of a build is to release information in a controlled fashion, not to distract or entertain the audience. Another useful option is to change the color of bullet points as you discuss each one. For instance, if your primary text color is a strong blue, you might have the text in each bullet point change to a light gray after you've finished talking about it. This subtle approach keeps the audience's attention focused on the bullet point you are currently discussing. After you've assigned builds to your slides, you can control the build activity with a mouse or a remote control device. Experiment with the options in your software to find the most effective build scheme. In addition to building up text, you can build up graphical elements. For instance, to discuss monthly sales of three products over the past year, you can have a line graph of the first product appear by itself while you discuss it, and then you can click the mouse to display the second product's sales line, then the third.

How does color play a role in the acceptance of your message? You need to understand how it enhances acceptance, willingness to read and learning.

Color can also play a key role in the overall acceptance of your message. Research shows that color visuals can account for 60 percent of an audience's acceptance or rejection of an idea. Color can increase willingness to read by up to 80 percent, and it can enhance learning and improve retention by more than 75 percent. . When selecting color, limit your choices to a few compatible ones and keep in mind that some colors work better together than others. Contrasting colors, for example, increase readability, so when selecting colors for backgrounds, titles, and text, avoid choosing those that are close in hue, such as brown on green or blue on purple.

How is color a critical design element?

Color is a critical design element, far more than mere decoration. It grabs the viewer's attention, emphasizes important ideas, creates contrast, and isolates slide elements. Color sends a powerful nonverbal message, too, whether it's elegance, technical sophistication, fiscal prudence, or hipster trendiness. You can study this effect as you view various web- sites or advertisements, for instance. A palette of cool grays and blues "says" something different from a palette of warm oranges and browns, which says something different from a palette of hot pink and lime green

What are some items to include if you decide to provide handouts?

Complex charts and diagrams: . Charts and tables that are too unwieldy for the screen or that demand thorough analysis make good handouts. Articles and technical papers: Magazine articles that supplement the information in your presentation make good handout materials, as do technical papers that provide in-depth coverage of the material you've highlighted in your presentation. Case studies: . Summaries of business case studies can make good supplemental reading material. Recommended resources: Lists of websites, blogs, and other online resources related to your topic can be useful. For each source, provide a URL and a one- or two- sentence summary of its content. Copies of presentation slides: Audiences often like to have print versions of the slides used by a speaker, containing the speaker's comments about each slide and blank lines for note taking. Use the page and print setup options in your software to choose the more useful arrangement.

impromptu speaking method

From time to time, you may be called upon unexpectedly to give an impromptu or extemporaneous speech on the spot, without the benefit of any planning or practice. Take a few seconds to identify the one key idea you want to share with the audience. That idea alone may be enough to meet the audience's expectations, or it might be enough to get you started and allow you to piece together additional ideas on the fly. Then think about a structure that would help convey that idea. Telling a brief story can be particularly effective in these situations because the structure helps you organize what you want to say, even as you're speaking. If you are asked to speak on a topic and simply don't have the information at hand, don't try to fake it. Instead, offer to get the information to the audience after the meeting or ask whether anyone else in the room can respond. Finally, before you even enter the meeting or other setting, if there is a chance you might be called on to say a few words, you can "prepare for the surprise" by thinking through what you might say in response to a potential question

hyperlink

Hyperlinks and action buttons can be quite handy when you need flexibility in your pre- sentations or want to share different kinds of files with the audience. A hyperlink instructs your computer to jump to another slide in your presentation, to a website, or to another program entirely. Depending on your presentation software, hyperlinks can be underlined text, invisible hotspots in graphical elements, or clearly labeled action buttons. Using hyperlinks is also a great way to customize your presentations, giving a linear presentation some of the flexibility of a nonlinear presentation. For instance, if you work in sales and call on a variety of customers, you can't be sure what sort of situation you'll encounter at each customer's site. You might be prepared to give an in-depth technical presentation to a group of engineers, only to have the company president walk in and request a brief financial overview instead. Or you might prepare a set of detailed technical slides but not show them unless the audience asks detailed questions. Another challenging situation is finding out at the last minute that you have less time than you thought to make your presentation. If you've built in some flexibility, you won't need to rush through your entire presentation or scramble on the spot to find the most important slides. Instead, you can simply click an action button labeled "Five-minute overview" and jump right to the two or three most important slides in your presentation. With hyperlinks, you can even switch from the indirect approach to the direct approach or vice versa, based on the response you're getting from your audience. By building in links that accommodate these various scenarios, you can adjust your presentation at a moment's notice—and look polished and professional while you do it.

How do you design slides for presentation in light rooms?

If you are presenting in well-lit rooms, reverse the colors: Use light colors for the background and dark colors for text. If you have some reason to change colors between slides, don't switch back and forth from very dark to very bright; the effect is jarring to the audience's eyes.

When might you use the direct approach in a presentation?

If you have 10 minutes or less to deliver your message, organize your presentation much as you would a brief written message: Use the direct approach if the subject involves routine information or good news; Longer presentations are organized like reports. If the purpose is to inform, use the direct approach and a structure imposed naturally by the subject: importance, sequence, chronology, spatial orientation, geography, or category. If your purpose is to analyze, persuade, or collaborate, organize your material around conclusions and recommendations or around a logical argument. Use the direct approach if the audience is receptive and the indirect approach if you expect resistance.

List at least six ways to help overcome anxiety

Put yourself into a positive frame of mind before you start. -Remind yourself of how well you know the material and how much you enjoy sharing useful or inspirational information. If appropriate for the setting, smile as you take the stage. Stop worrying about being perfect. -Successful speakers focus on making an authentic connection with their listeners, rather than on trying to deliver a note-perfect presentation. Know your subject. - The more familiar you are with your material, the less panic you'll feel . Practice, practice, practice. -The more you rehearse, the more confident you will be. Visualize success. - Visualize mental images of yourself in front of the audience feeling confident, prepared, and able to handle any situation that might arise. Remember that your audience wants you to succeed, too. Remember to breathe - Tension can lead people to breathe in a rapid and shallow fashion, which can create a lightheaded feeling. Breathe slowly and deeply to maintain a sense of calm and confidence. Be ready with your opening line. -Have your first sentence memorized and on the tip of your tongue. Be comfortable. -Dress appropriately but as comfortably as possible. Drink plenty of water ahead of time to hydrate your voice (bring water with you, too). Take a three-second break. -If you sense that you're starting to race or ramble, pause and arrange your notes or perform some other small task while taking several deep breaths. Then start again at your normal pace. · Concentrate on your message and your audience, noton yourself. -When you're busy thinking about your subject and observing your audience's response, you tend to forget your fears. Maintain eye contact with friendly audience members. -Eye contact not only makes you appear sincere, confident, and trustworthy but can give you positive feedback as well. · Keep going. -Things usually get better as you move along, with each successful minute giving you more and more confidence

Slides

Slides created with PowerPoint or similar pro grams have a number of advantages: They are easy to create and edit (at least for simple slides), designs are easy to customize, and slides are easy to incorporate into online meetings and webcasts. The biggest potential disadvantage of slides is the linear nature of the presentation. Note that for both Prezi and slide software, the disadvantages people sometimes mention are usually a result of how the tools are used, rather than limitations in the software itself

structure slide

Structure slides are usually based on templates that give all the slides in a presentation the same general look. The structured slides in the top row follow the same basic format throughout the presentation; in fact, they're based directly on the templates built into PowerPoint, which tend to feature lots of bullet points. Also, because more information can usually be packed onto each slide, carefully designed structured slides can be more effective at conveying complex ideas or sets of interrelated data to the right audiences. For example, if you are talking to a group of executives who must decide where to make budget cuts across the company's eight divi- sions, at some point in the presentation they will probably want to see summary data for all eight divisions on a single slide for easy comparison. Such a slide would be overcrowded by the usual definition, but this might be the only practical way to get a "big picture" view of the situation.

How can visuals improve the quality of your presentation?

Visuals can improve the quality and impact of any presentation by creating interest, illustrating points that are difficult to explain with words alone, adding variety, and increasing the audience's ability to absorb and remember information. Remember that your message is the presentation, not your visuals; your visuals are there to help support and clarify what you have to say.

Why is it important to determine if the audience is comfortable listening to the language you speak?

You also need to determine whether your audience is comfortable listening to the language you speak. Listening to an unfamiliar language is much more difficult than reading that language, so an audience that might be able to read a written report might not be able to understand a presentation covering the same material

attention (A)

catch the readers eye or ear Your first objective is encourage your audience to want to hear about your problem, idea, or new product- whatever your main idea is. Be sure to find some common ground on which to build you case

how does review section help the audience?

come after a body of material and summarize the information just covered. They help readers absorb details while keeping track of the big picture. Long reports and those dealing with complex subjects can often benefit from multiple review sections, one at the end of every major subject block, as well as a more comprehensive review at the very end of a document.

selling points

focus on what the product does most attractive features of a product

Conclusion

is a logical interpretation (explantation) of the facts and other information in a report.

synopis

sometimes called an abstract—is a brief overview (one page or less) of a report's most important points. The phrasing of a synopsis can be informative (presenting the main points in the order in which they appear in the text) if you're using the direct approach or descriptive (simply describing what the report is about, without "giving away the ending") if you're using the indirect approach.

Briefly explain at least three issues that help credibility,

· Accurate: Information presented in a report must be factually correct. When writing reports, be sure to double-check your facts and references in addition to checking for typos. If an audience ever gets the inkling that your information is shaky, they'll start to view all your work with a skeptical eye. · Complete.: To help audiences make informed decisions, include all the information necessary for readers to understand the situation, problem, or proposal. Support all key assertions using an appropriate combination of illustrations, explanations, and facts. Tell your readers what they need to known more less—and present the information in a way that is geared toward their needs. Mobile reporting apps can help you integrate text with "live" data that let readers explore if they need additional insights. · Balanced: It's important to present all sides of the issue fairly and equitably and to include all the essential information, even if some of it doesn't support your line of reasoning. Omitting relevant information or facts can bias your report. · Clear and logical: Save your readers time by making sure your sentences are uncluttered, contain well-chosen words, and proceed logically. To help your readers move from one point to the next, make your transitions clear and logical. For a successful report, identify the ideas that belong together and organize them in a way that's easy to understand · Document properly: if you use primary and secondary sources for your report or proposal, be sure to properly document and give credit to your sources

what make a survey reliable?

if it produces identical results when repeated.

example of anticipate objections

if you know that your proposal to switch to lower-cost materials will raise concerns about product quality, address this issue head-on in your message. If you wait until people raise the concern after reading your message, they may gravitate toward another firm before you have a chance to address their concerns. By bringing up such potential problems right away, you also demonstrate a broad appreciation of the issue and imply confidence in you message. This anticipation is particularly important when you're not delivering a message in person and won't have the opportunity to detect and respond to objections on the spot.

what are the three type of reports?

information reports analytic reports proposal reports

What is the Yarkstick approach? go to screenshot

is useful when you need to use a number of criteria to evaluate one or more possible solutions These criteria become the "yardstick" by which you measure the various alternatives. With this approach, you begin by discussing the problem or opportunity and then list the criteria that will guide the decision. The body of the report then evaluates the alternatives against those criteria.

What is 2+4 approach?

it convinces readers of your point of view by demonstrating that everything adds up The main points in your outline are the main reasons behind your conclusions and recommendations. You support each reason with the evidence you collected during your analysis.

Audience centered approach: when are reports and proposals most effective?

that reports and proposals are most effective when they are adapted to the needs and interests of their intended audiences. To ensure your own success with reports, be sensitive to audience needs, build strong relationships with your audience, and control your style and tone.

Primary Research

, which is collecting data and information for the first time, rather than analyzing and reusing what other researchers have found. The two most common primary research methods for business writing are surveys and interviews, the focus of this section. Other primary techniques include observation and experiments, such as test-marketing a new product.

2) providing reasons and additional information (Direct Approach)

-the extent of your explantation depends on the nature of the news and your relationship with the reader For ex: if you want to preserve a long-standing relationship with an important customer, a detailed explanation could well be worth the extra effort such a message would require. -in some situations that explain negative news is not appropriate or helpful. In order to maintain your relationship with the reader, you should explain why you cant provide information -Apology or not? depend! some people think that is expression of sympathy or some people think it admit the fault and take responsible - Some experts have advised that a company should never apologize, even when it knows it has made a mistake, because the apology might be taken as a confession of guilt that could be used against the company in a lawsuit. -HOWEVER, effective apology can help repair and improve a company reputation Steps for Apology: 1) the apology should be deliver by someone whose position in the organization corresponds with the gravity of the situation 2)The apology needs to be REAL 3) Apology need to be delivered quickly, particularly, in social media age 4) media and channel choices are crucial- The right choice can range from a private conversation to a written message posted or distributed online to a public press conference, depending on the situation.

Marketing and sales messages must be truthful and nondeceptive

. The FTC considers messages to be deceptive if they include statements that are likely to mislead reason- able customers and those statements are an important part of the purchasing decision. Failing to include important information is also considered deceptive. The FTC also looks at implied claims—claims you don't explicitly make but that can be inferred from what you do or don't say.

3) Continuing with a clear statement of bad news (indirect approach)

1) . State the negative news clearly, and then make a smooth transition to any positive news that might balance the story. 2) Second, if appropriate, use a conditional (if or when) statement to imply that the audience could have received, or might someday receive, a favorable answer ("When you have more managerial experience, you are welcome to reapply"). Such a statement could motivate applicants to improve their qualifications 3) emphasize what you can do or have done rather than what you cannot do. Say "We sell exclusively through retailers, and the one nearest you that carries our merchandise is . . ." rather than "We are unable to serve you, so please call your nearest dealer."

AIDA approach have limitations

1) AIDA is a unidirectional method that essentially talks at audiences, not with them. 2) Second, AIDA is built around a single event, such as asking an audience for a decisionsion rather than on building mutually beneficial long term relationship

What considerations do you have when deciding on the correct approach?

1) Do you need to get the reader's attention immediately? If the situation us emergency, or if someone has ignored repeated messages, the direct approach can help you get attention quickly 2) Does the recipient prefer a direct style of communications? Some recipients prefer to direct approach no matter what, so if you know this, go with direct 3)How important is this news to the reader? For minor or routine scenarios, the direct approach is nearly always best. However, if the reader has an emotional investment in the situation or the consequences to reader are considerable, the indirect approach is often better, particularly if the bad news is unexpected 4) will the bad news come as a shock? The direct approach is fine for many business situation in which people understand the possibility of receiving bad news. However, if the bad news might come as a shock to readers, use the indirect approach to help them prepare for it

List at least four ways heading can improve a document

1) Headings improve a document's readability and are especially useful for identifying the framework of a report. 2)They also visually indicate shifts from one idea to the next and, when used in a combination of levels, help readers see the relationship between subordinate and main ideas. 3) In addition, busy readers can quickly understand the gist of a document simply by scanning the headings. 4) In online reports, headings serve all these functions, plus they can be used to provide links to other sections and other websites. If you have three levels of headings in a report, for example, you might use 20-point bold type for the first- level headings, 16 points for the second level, and 12 points for the third level:

What are legal considerations

1) Marketing and sales messages must be truthful and nondeceptive (not misleading in advertise) 2) you must back up your claims with evidence 3) "Bait and switch" advertising is illegal 5) marketing messages and websites aimed at children are subject to be special 6) marketing and sale messages are considered binding contracts in many states 7) in most case, you can't use a person name, photograph, or other identity without permission

List four things you must use correct documentation for

1) Most word-processing programs can automatically track and number endnotes for you, and you can use the "table of authorities" feature to create a bibliography tieu su of all the sources you've used. 2) A wide variety of citation management or reference management tools are available with popular web browsers. 3)You may document your sources through footnotes, endnotes, or some similar system. 4)Whatever method you choose, documentation is necessary for books, articles, tables, charts, diagrams, song lyrics, scripted dialogue, letters, speeches, and anything else you take from someone else, including ideas and information that you've re-expressed through paraphrasing or summarizing

What are the five main goals of delivering negative news?

1) To convey the bad news (deliver) 2) To gain acceptance of the bad news 3) to maintain as much of your audience's goodwill as possible 4) to maintain a good image for your organization 5) to reduce or eliminate the need for future correspondence on the matter, if appropriate

Type of buffer

1) agreement: find a point on which you and the reader share similar views 2) appreciation: express sincere thanks for receiving something 3) cooperation: convey your willingness to help in any way you realistically can 4) fairness: Assure the reader that you've closely examined and carefully considered the problem, or mention an appropriate action that has already been taken. 5) good news: Start with the part of your message that is favorable. 6) praise: find an attribute or an achievement to compliment. 7) resale: Favorably discuss the product or company related to the subject of the letter. 8) understand: Demonstrate that you understand the reader's goals and needs.

List two ways to reinforce (strengthen) your position in a persuasive message.

1) choose words wisely: to trigger the desired responses, 2) phrases

Ways to evaluate the quality of your sources

1) does the source have reputation for honesty and reliability 2) is the source potentially biased? 3) what is the purpose of material' 4) is the author credible? 5) where did the source get its information? 6) can you verify the material independently? 7) is the material current? 8) are all claims supported with evidence? 9) do the sources claims stand up to logical scrutiny(examine)?

What is a key resource that libraries have?

1) newspaper and periodicals 2) business book 3) directories 4) almanacs and statistical resources 5) government publications 6) databases

How to balance emotional and logical appeals

1) the actions you hope to motivate 2) your readers expectations 3) the degree of resistance you need to overcome 4) your position in the formal and informal power structure of the organization

List techniques that help you emphasize your credibility, especially with hostile or skeptical audiences.

1) use simple language to avoid suspicions of fantastic claims and emotional manipulation 2) provide objective evidence for the claims and promises you make 3) identify your information sources 4) establish common ground by emphasizing beliefs, attitudes, and experiences you have in common with the audience. 5) Be objective and present fair logical arguments 6) display your willingness to keep your audience's best interest at heart 7) persuade with logic, evidence, and compelling narratives, rather than trying to coerce with high pressure, "hard sell" tactics 8) persuade possible, try to build your credibility before you present a major proposal or ask for a major decision. that way, audiences don't have to evaluate both you and your message at the same time

1) Buffer (indirect approach)

A message using the indirect approach open with a buffer: a neutral statement that establishes common ground with the reader without revealing the main idea. Example of common ground: Our department shares your goal of processing orders quickly and efficiently. Example of poor common ground As a result of the last downsizing, every department in the company is running shorthanded. (this show negative consquence) A good buffer: 1) express your appreciation for being considered (if you are responding to a request) 2) assure reader your attention to the request or indicate your understanding of the reader needs 3) need to be relevant and sincere A poor buffer: 1) dismiss the reader concerns, 2) divert attention from problem with insincere flattery or irrelevant material 3) mislead the reader into thinking your message actually contains good news

using the direct approach for negative news,

A negative message using the direct approach opens with the bad news, proceeds to the reasons for the situation or the decision, and ends with a positive statement aimed at maintaining a good relationship with the audience. Steps for direct approach 1) Opening with a clear statement of the bad news 2) providing reasons and additional information 3) Closing on a respectful note

reccomendation

suggests what to do about the information. The following example illustrates the difference between a conclusion and a recommendation:

you must back up your claims with evidence

According to the FTC, offering a money-back guarantee or providing letters from satisfied customers is not enough; you must still be able to support claims for your product with objective evidence such as a survey or scientific study. If you claim that your food product lowers cholesterol, you must have scientific evidence to support that claim.

marketing message

guide potential buyers through the purchasing process without asking them to make an immediate decision.

3) Closing on respectful note (Direct Approach)

After you've explained the negative news, close the message in a manner that respects the impact the news is likely to have on the recipient. If appropriate, consider offering your readers an alternative solution if you can and if doing so is a good use of your time. Look for opportunities to include positive statements, but avoid creating false hopes or writing in a way that seems to suggest to the recipient that something negative didn't happen. Ending on a false positive can leave readers feeling "disrespected, disregarded, or deceive In situations where you're responding after a mistake was made, an important aspect of a respectful close is describing the actions being taken to avoid similar mistakes in the future. Offering such explanations can underline the sincerity of an apology because doing so signals that the person or organization is serious about not repeating the error.

2) Providing reasons and additional information (indirect approach)

An ideal explanation section leads readers to your conclusion before you come right out and say it. In other words, the reader has followed your line of reasoning and is ready for the answer.

In what key way to analytical reports differ from informational reports?

Analytical reports and proposals are almost always written in response to a perceived problem or a perceived opportunity. A clear statement of this problem or opportunity helps frame the communication challenge by identifying what you're going to write about, but it's insufficient to guide your writing efforts Informational reports often address a predetermined need and must meet specific audience expectations. For example, you may be asked to write reports that verify your company's compliance with government regulations, that summarize sales, or that monitor a process—all of which have audiences who expect certain information in a certain format. With other informational reports, you will need to uncover audience needs before you can define the optimum purpose.

Sale message

take over at that point, encouraging potential buyers to make a purchase decision then and there.

3) Reports to support decisions (analytical reports)

Feasibility reports are called for when managers need to explore the ramifications of a decision they're about to make (such as replacing an advertising agency or switching materials used in a manufacturing process). Justification reports justify a decision that has already been made.

example of AIDA for sales messages

Attention: Attention is usually grabbed by the use of image, color, layout, typography, size, celebrity, model etc Interest: Once attention is grabbed, it's necessary to create interest in the viewers mind so that they will read more about the brand being advertised. By the use of an attractive sub head, interest can be invoked Desire: The element of desire is usually created by the use of body copy where you write in detail about the necessity of buying the brand, thereby explaining the features of the brand, facts and figures Action: Towards the end, the contact information of the brand will be given where they expects the viewers to take action immediately. It can be in the form of shop address, toll free numbers or website address

How do you address risks when preparing analytical reports?

Reports to assess opportunities: Every business opportunity carries some degree of risk and requires a variety of decisions and actions in order to capitalize on the opportunity. For instance, market analysis reports are used to judge the likelihood of success for new products or sales initiatives by identifying potential opportunities as well as competitive threats and other risks. Due diligence reports examine the financial aspects of a proposed decision, such as acquiring another company.

2+2=4 is best use for analytical report

Because of its natural feel and versatility, the 2 + 2 = 4 approach is generally the most persuasive and efficient way to develop an analytical report for skeptical readers. When organizing your own reports, try this structure first. You'll find that many business situations lend themselves nicely to this pattern of logical argumentation

1) Report to assess opportunities (analytical reports)

Every business opportunity carries some degree of risk and requires a variety of decisions and actions in order to capitalize on the opportunity. For instance, market analysis reports are used to judge the likelihood of success for new products or sales initiatives by identifying potential opportunities as well as competitive threats and other risks. Due diligence reports examine the financial aspects of a proposed decision, such as acquiring another company.

What are information gaps?

Focus your research by identifying the most important gaps in your information. Find specific information you need to write. technique such as information gap analysis, you will get a clear idea of the information you truly need to collect. your problem statement frames the purpose of your research, but it doesn't usually tell you what specific information you need to find. Your next task is to dig deeper to discover the information gaps that need to be filled through research. You or someone in your company may already have some of the information you need, and you don't want to waste time or money gathering the information you already have.

what facts should be in conclusion?

For a conclusion to be sound, it must meet two criteria. 1) First, it must be based strictly on the information in your report. You shouldn't introduce any new information in your conclusion. (If something is that important, it belongs in the body of the report.) Also, you can't ignore any of the information you've presented, even if it doesn't support your conclusion. 2) Second, the conclusion must be logical, meaning it must follow accepted patterns of inductive or deductive suy luan reasoning. Conclusions that are based on unproven premises, appeal to emotion, make hasty generalizations, or contain any other logical fallacies are not valid.

marketing messages and websites aimed at children are subject to be special

For example, online marketers must obtain consent from parents before collecting personal information about children under age 13.

desire (D)

Help audience members embrace your idea by explaining how the change will benefit them and answering potential objections

What are assumptions you have about your audience when delivering negative news?

How would the audience feel and react to this news? How it is important to the audience? How to make sure you don't hurt the audience feeling Send All the details to make sure the audience know what going on to show that you respect them?

What approach would you use for an accepting audience for an informational report? For an analytical report? What if the audience was hositle? (not sure )

I would use direct approach for an accepting audience for an informational report because informational report need to meet specific expectation. Analytical: I would use direct approach for analytical report because the direct approach is a series of statements summarizes the conclusions reached in relation to each main topic. When you expect your audience to agree with you, use the direct approach to focus atten- tion on conclusions and recommendations. If the audience was hositle, i would use indirect approach. go to screenshot

marketing and sale messages are considered binding contracts in many states

If you imply or make an offer and then can't fulfill your end of the bargain, you can be sued for breach of contract

Balancing emotional and logical appeals

Imagine you're sitting at a control panel with one knob labeled "logic" and another labeled "emotion." As you prepare persuasive messages, carefully adjust each knob, tuning the message for maximum impact. Too little emotion, and your audience might not care enough to respond. Too much emotion, and your audience might think you are ignoring tough business questions or even being irrational. Look at screenshot

How does clarity figure into persuasion?

In defining your purpose, make sure you're clear about what you really hope to achieve. Suppose you want to persuade company executives to support a particular research project. But what does "support" mean? Do you want them to pat you on the back and wish you well? Or do you want them to give you a staff of five researchers and a $1 million annual budget?

What approach might help the audience accept high-impact negative news?

Indirect approach might help the audience accept high impact negative news because it is helps the readers to prepare for hearing the bad news by presenting the reasons first. The purpose of this approach is to ease the blow and help readers accept the situation. When it is done well, it is good example of audience orientated communication crafted with attention to ethics and etiquette. Showing consideration for the feeling of others is never dishonest YOU gotta show the audience that you respect them

What is an open-end question?

solicit ( nai xin )opinions, insights, and information

2) Reports to solve problems (analytical reports)

Managers often assign troubleshooting reports when they need to understand why something isn't working properly and what can be done to fix the situation. A variation, the failure analysis report, studies events that happened in the past, with the hope of learning how to avoid similar failures in the future.

1) Opening With a Clear Statement of the Bad News (Direct Approach)

No matter what the news is, come right out and say it, but maintain a calm, professional tone that keeps the focus on the news and not on individual failures or other personal factors. Also, if necessary, explain or remind the reader why you're writing.

What is the difference between "Need to know" and "Nice to know"?

Only prioritizing research needs Prioritizing your research needs is important because you won't have the time or money to answer every question you might have. Moreover, if you'll be using interviews or surveys, you'll need to limit the number of questions you ask so that you don't consume more time than people are willing to give. One simple way to prioritize is to divide your questions into "need to know" and "nice to know" and then THROW out all the "nice to know" questions.

how can emotion be involved in communicating negative news?

Senders need to manage their own emotions and consider the emotional state of their audiences. Be careful what you write when you are trying to deliver negative news. For example, the employees who are losing their jobs are likely to experience fear about their futures and possibly a sense of betrayal. The employees who are keep their job are likely to feel anxiety about the long term security of their jobs, the ability of company management to turn things around, and level of care and respect the company has for its employees

action (A)

suggest the specific actions you want you audience to take. Include deadline, when applicable.

AIDA for indirect approach

The AIDA model is tailor-made for using the indirect approach, allowing you to save your main idea for the action phase When your AIDA message uses the indirect approach and is delivered by memo or email, keep in mind that your subject line usually catches your reader's eye first. Your challenge is to make it interesting and relevant enough to capture the reader's attention without revealing your main idea. If you put your request in the subject line, you might get a quick no before you've had a chance to present your arguments example of good subject line: Reducing the cost of customer support inquiries

How does WIIFM figure in to persuasion?

The best persuasive messages are closely connected to your audience's desires and interests To understand and categorize audience needs, you can refer to specific information, such as demographics (the age, gender, occupation, income, education, and other quantifiable characteristics of the people you're trying to persuade) and psychographics (personality, attitudes, lifestyle, and other psychological characteristics). When analyzing your audiences, take into account their cultural expectations and practices so that you don't undermine your persuasive message by using an inappropriate appeal or by organizing your message in a way that seems unfamiliar or uncomfortable to your readers unfamiliar or uncomfortable to your readers The most effective main ideas for persuasive messages have one thing in common: They are about the receiver, not the sender. For instance, if you're trying to convince others to join you in a business venture, explain how it will help them, not how it will help you

how can you anticipate (guess) objections?

The best way to deal with audience resistance is to anticipate as many objections as you can and address them in your message before your audience can even bring them up

What is an ethical issue regarding the timing of delivering negative news?

The challenge of sending and receiving negative messages can tempt one to delay downplay, or twist the bad news. However, doing so may be unethical and even illegal. Effectively sharing bad news within an organization requires commitment from every one involved. Employees must commit to sending messages when necessary and doing so in timely fashion, even when that is unpleasant or difficult. Employees who observe unethical or illegal behavior within their companies and are unable to resolve the problems through normal channels may have no choice but to resort to whistle blowing, expressing their concerns internally through social media or the news media if the perceive no other options.

Briefly discuss an issue that you would consider differently when delivering negative news to an internal audience, as compared to delivering it to an external audience.

The messages described in previous section deal with internal matters or individual interactions with external parties. From time to time, managers must also share negative information with public at large, and sometimes respond to negative information as well Most of these scenarios have unique challenges that must be addressed on a case by case basis, but the general advice offered here applies to all of them negative organizational messages to external audiences can require extensive planning

What is a good way to start your research?

To maximize your chances of finding useful information and to minimize the time you spend looking for it, follow these planning steps: Familiarize yourself with the subject so that you can frame insightful questions. Give yourself some unstructured time at the beginning of the project to explore the general subject area, perhaps by reading industry publications and blogs, searching for trending topics on Twitter, visiting competitors' websites, and interviewing experts within your organization

When responding to an RFP, what extras should you include?

To write a proposal in response to an RFP, begin by reviewing the requirements. Next, define the scope of the deliverables, determine the methods and procedures to be used, and estimate time requirements, personnel requirements, and costs. Then put it all in writing—exactly as specified in the RFP, following the precise format it requires and responding meticulously ti mi to every point it raises. RFP scan seem surprisingly picky, even to the point of specifying the paper size for the proposal and the number of copies to send, but you must follow every detail.

What is the difference between a solicited proposal and an unsolicited proposal?

Unsolicited proposals differ from solicited proposals in another important respect: Your audience may not be aware of the problem you are addressing, so your proposal must first convince readers that a problem or an opportunity exists before convincing them that you can address it. Thus unsolicited proposals generally spend considerable time explaining why readers should take action and convincing them of the benefits of doing so.

Request for Proposal (RFP)

When organizations require complex products, services, or systems, they often prepare a formal invitation to bid on the contract, called a request for proposals (RFP), which includes instructions that specify exactly the type of work to be performed or products to be delivered, along with budgets, deadlines, and other requirements.

Secondary Research

With a clear plan and careful prioritization, you're ready to conduct research, and the first step is to see whether anyone else has already done some or all of the research you need. Consulting research that was done previously for another purpose is considered secondary research. The sources for such information include print and online periodicals, online databases, books, and other research reports. (Some companies specialize in reports on particular industries, companies, technologies, market regions, and other subjects.)

analog (logical appeal)

With analogy, you reason from specific evidence to specific evidence ineffect "borrowing" from something familiar to explain something unfamiliar. For instance, to convince the executive committee to hire leadership coaches for newly promoted managers, you might say it's like hiring a nutritionist or a personal trainer to help one develop positive habits and healthy routines.

induction (logical appeal)

With inductive reasoning, you work from specific evidence to a general conclusion. To convince your team to change to a new manufacturing process, for example, you could point out that every company that has adopted it has increased profits, so it must be a smart idea.

explain the AIDA model. Is it a one-way form of communicating?

With the AIDA model, you craft one or more messages to move recipients through the four stages of attention, interest, desire, and action. the model works well for both persuasive business messages (such as persuading your manager to fund a new project) and marketing and sales messages.

Can you include positive news in a negative message? If so, when?

Yes, you can. It is when your can suggest the employees what kind of job they can get after leave your workplace You can tell the audience the sell of car can get back to normal with high profit,we don't have to lay off the employees.It can help to persuade worker to work harder

Paraphrasing

You can often maximize the impact of secondary material in your own writing by paraphrasing it—restating it in your own writing by paraphrasing it- restating it in your own words and sentence structures.

Unsolicited proposals

are created by organizations attempting to obtain business or funding without a specific invitation from a potential client. Such proposals may also be initiated by employees or managers who want to convince company insiders to adopt a program, a policy, or an idea. In other words, with an unsolicited proposal, the writer makes the first move.

Solicited proposals

are generally prepared at the request of external parties that require a product or a service, but they may also be requested by such internal sources as management or the board of directors.

Benefits

are the particular advantages purchasers can realize from those features. Benefits can be practical, emotional, or a combination of the two.

how does choose your word wisely help to reinforce your position in persuasive message?

examine your language. Can you find more powerful words to convey your message? For example, if your company is in serious financial trouble, talking about fighting for survival is a more powerful emotional appeal than talking about ensuring continued operations. As with any other powerful tool, though, use vivid language and abstractions carefully and honestly. In addition to examining individual word choices, consider using metaphors and other figures of speech. If you want to describe a quality-control system as being designed to detect every possible product flaw, you might call it a "spider web" to imply that it catches everything that comes its way. Similarly, anecdotes (brief stories) can help your audience grasp the meaning and importance of your arguments. Instead of just listing the number of times the old laptop computers in your department have failed, you could describe how you lost a sale when your computer broke down during a critical sales presentation.

proposal report

feature persuasive requests for decisions or act · Internal proposals: request decisions from managers within the organization (Funding proposals, general project proposals) External proposals: request decisions from parties outside the organization (investment proposals, grant proposals, sale proposals

Briefly describe the difference between solicited and unsolicited proposals and how you would approach them

o Unsolicited proposals are sent without requests and are used to initiate/advertise something. I'd use the indirect approach. initiative: sang kien Solicited proposals are presented as an answer to a need. I'd use the direct approach. What are the five distinct goals of communicating' A solicited proposal is when the customer asks for a proposal. They may ask verbally or they may issue a written Request for Proposals (RFP). An unsolicited proposal is when you send them a proposal they haven't even asked for because you think they should buy from you or take some action.

information reports

offer data, facts, feedback, and other types of information, without analysis or recommendations · Reports to Monitor and Control Operations: provide feed and other information for decision making (plans, operating reports, personal activity reports) · Report to implement Policies and Procedures: communicate organizational rules and positions (guidelness, position papers) · Report to demonstrate compliance: provide information to show regulations or other authorities that the company meet formal requirements · Report to document progress: provide managers or customers with information on project status.

analytic reports

other information and analysis can also include recommendations · Reports to Assess opportunities: explain the risks and rewards of choosing a course of choosing a course of action (market analysis reports, due diligence reports) · Report to solve problems: analyze problems and (optionally) suggest solutions (troubleshooting reports, failure analysis reports) · Report to support decisions: judge the merits of past or future decisions (feasibility reports, justification reports

emotional appeal

the emotional appeal calls on audience feelings and sympathies rather than on facts, figures, and rational arguments. For instance, you can make the word freedom evokes strong feelings, as do words such as success, prestige, compassion, security, and comfort. Such words can help put your audience members in a positive frame of mind and help them accept your message. However, emotional appeals in business messages aren't usually effective by themselves because the audience wants proof that you can solve a business problem. Even if your audience members reach a conclusion based primarily on emotions, they'll look to you to provide logical support as well.

example of how Selling points and benefits work

the feature of a thin, flexible sole in a running shoe offers the practical benefit of a more natural feel while running. In contrast, the visual design features of the shoe offer no practical benefits but can offer the emotional benefit of wearing something stylish or unusual.