B USINESS S TUDIES Grade 11

T ERM 2 Business ventures and Business roles

P RESENTATION OF BUSINESS INFORMATION

P RESENTATION AND VALIDATION OF BUSINESS RELATED INFORMATION Business information can be presented in a verbal or non-verbal (written) format: Verbal presentation Information is conveyed to an audience orally by a presenter. Can be heard. Cannot be stored.

Non-verbal (written) presentation A typed document which is presented in file or in a book. Can be read. Can be stored o Business information often include tables, graphs diagrams and illustrations.

Tables Tables consist of columns and rows. Columns are vertical and rows are horizontal. Tables are often used to:  compare information  present information clearly  draw graphs Tables can easily be constructed with the aid of Microsoft Excel. Graphs A graph is a visual representation of data. Graphs are often used to:  identify needs  draw comparisons  make assumptions Types of graphs include:  line graphs  pie charts  bar graphs  pictographs

o Business information often include tables, graphs diagrams and illustrations. Diagrams Diagrams are often used to:  illustrate a process  represent information in a logical way Types of diagrams include:  cycle diagrams  Venn diagrams  organisational charts Illustrations Drawings, Pictures, or Symbols used to present written information

D ESIGN AND LAYOUT AUDIO VISUAL AIDS DESIGN AND LAYOUT OF SUPPORT MATERIALS Handouts Use a legible font and font size Refrain from using busy borders, different fonts or too many different colours. Structure handouts logically. Do not overspend on handouts as they are often discarded after the presentation. Transparencies and slides Use a legible font and font size. Make use of bullet points rather than paragraphs. Limit the amount of information per slide. Slides must be simple – refrain from using busy borders, different fonts or too many different colours. Make sure there are no spelling errors. Charts Use the chart that is most suitable for the information that needs to be presented. Make sure the chart is legible. Name the chart. Name the axis: time is usually on the x-axis.

D ESIGN AND LAYOUT AUDIO VISUAL AIDS DESIGN AND LAYOUT OF SUPPORT MATERIALS Models Make sure that the model is a true representation of the real thing. Provide the scale according to which the model was built. Posters Make use of headings. Make sure all relevant information appears on the poster. Make sure there are no spelling errors. Use bright colours to enhance visibility. Use short phrases instead of full sentences. Make use of pictures.

W RITTEN INFORMATION Is information that can be read. Usually typed and bound in a file or book. Examples of written information include business plans, business information, flyers and advertisements. Business reports comprise three sections: Introduction Purpose is to introduce the topic under discussion to the reader. Should be powerful because it influences the reader’s decision to read to the rest of the presentation. Body Part of the report where the majority of information is given. Visual aids, such as graphs, are used mainly in the body. Conclusion The most important points of the report are reinforced.

Follow steps in report-writing: Decide on the main message of the report. Collect data and facts you want to include in the presentation. Once you’ve collected all the data you need for the presentation you can start to put it all together. Introduction – put extra effort into the introduction. Body – structure all relevant information in a logical manner. Conclusion – conclude the report by reinforcing the main message.

Remember the following when composing an advertisement or flyer: The heading must attract the attention of readers. Make sure there are no spelling errors. Make sure all the necessary information is included. Make sure the information provided on the flyer makes sense.

Comparison of flyers and brochures: Flyer:Brochure: Also known as leaflets Also known as pamphlets Cheap to print More expensive to print Seldom in colour Often in colour with photographs Usually A5 size or smaller Usually A4 or A3 size Usually only one or two blocks on the page Consist of four or six blocks used for displaying text and graphics Distributed in public places Available where potential target market goes Most flyers will be thrown away Aim that potential customer will keep them for a longer period Aimed at the broad public Only people interested in the product/service will look at a brochure Business can develop it in-house with a computer Often produced professionally

R ESPONDING TO FEEDBACK Once business information has been gathered and analysed, it must be communicated to the right employees, in writing. Written business information is known as business reports. Pictures, diagrams, charts and illustrations can be included in business reports to make them easier to understand. Difficult issues must be explained to all relevant employees.

The presenter should encourage members of the audience to ask questions. Once a question has been asked, the presenter should acknowledge the question by saying: “That is a good question.” If the presenter is not sure if he/she understands the question correctly, the presenter must paraphrase the question. If the presenter does not know the answer, it is best to be honest about it. Difficult questions can be referred to the audience because a member of the audience might know the answer.

The presenter must remember to address the whole audience when questions are answered. The presenter must avoid getting involved in any kind of debate as this might bore members of the audience. The presenter must rather offer to meet the person who wants to spark the debate after the presentation to discuss the matter.

What to avoid during question-and-answer sessions: Avoid having a standard response ready to answer most questions. Do not make a second presentation when answering a question. Do not argue and try to prove that you are right or know best. Do not get aggressive or defensive. Take time to think before answering a difficult question. Be prepared to admit that you do not have the answer to a question. Do not argue with someone who does not agree with you.