D1.HGE.CL7.01 D1.HGA.CL6.08 Slide 1

Introduction Design, prepare and present reports  Classroom schedule  Trainer contact details  Assessments  Resources: Pen, paper, access to software applications Slide 2

Introduction Ice breaker:  What is your name?  Where do you live?  Why are you doing this course?  Where do you work?  What do you like most about your workplace? Slide 3

Communication Principles of effective communication  What is effective communication?  Importance to business  Methods of communication  Activity – ‘Message whispers’ Slide 4

Communication Principles of effective communication  Completeness  Concise  Consideration given to user  Clarity  Correct  Courteous Slide 5

Design various types of reports Develop report standards:  Report types Financial Statistical Progress Informative Persuasive Slide 6

Design various types of reports Develop report standards (continued):  Organisational requirements  Report standards Document features Print features Environmental considerations Distribution requirements Slide 7

Design various types of reports Template design and development:  What is a template? Size and scope Location  Global template Standard information Widely used  Report specific templates Slide 8

Design various types of reports Template design and development (continued):  Where to begin? HATS  Content Structure Language Automated functions Slide 9

Design various types of reports Template design and development (continued):  Standard text Software functions Testing  User feedback Design Functions  DEMONSTRATIONS AND ACTIVITY Slide 10

Design various types of reports Strategies for report usage:  Procedure guide Assume no prior knowledge Detailed notes Technical explanations  Virus protection Slide 11

Design various types of reports Strategies for report usage (continued):  Document protection Access File sharing  Staff training Current skills Maintaining new skills  ACTIVITY Slide 12

Design various types of reports Strategies for continuous improvement:  Review standards Dynamic industry Currency and suitability  Feedback from users Software functions Slide 13

Design various types of reports Strategies for continuous improvement:  Quality control Ongoing assessment of needs  ACTIVITY Slide 14

Prepare various types of reports Develop report to specifications:  REMEMBER THAT EFFECTIVE COMMUNICATION IS THE KEY  Report objectives Internal requirements Timelines External requirements  ACTIVITY Slide 15

Prepare various types of reports Develop report to specifications:  Content Issues Background information Data collection Sources of data Slide 16

Prepare various types of reports Develop report to specifications (continued):  Style and format Template Other report styles  Informative  Persuasive  Investigative  Analytical Slide 17

Prepare various types of reports Identify sources of data:  Before you begin Policies and procedures Data control Automated data retrieval  ACTIVITY Slide 18

Prepare various types of reports Identify sources of data (continued):  Quality guidelines Validity Currency Reliability Accuracy Consistency Language styles Slide 19

Prepare various types of reports Identify sources of data (continued):  Access  Internal sources Examples  External sources Examples Slide 20

Prepare various types of reports Analyse data :  Why?  Guidelines Policies and procedures Timelines Formats System documentation Slide 21

Prepare various types of reports Analyse data (continued) :  Methods for organising data Lists Mind maps  Activity 1  Activity 2 Slide 22

Prepare various types of reports Produce the reports:  Planning, Planning, Planning!  The draft report Why? Slide 23

Prepare various types of reports Produce the reports:  Entering data Numeric Text Other Efficient and careful Review Slide 24

Prepare various types of reports Produce the reports (continued):  Edit the report Edit Correct Check purpose and objectivity Remove or add information Check format  ACTIVITY Slide 25

Prepare various types of reports Produce the reports (continued):  Produce the final copy Approval Document security Slide 26

Prepare various types of reports Produce the reports (continued):  Distribute the reports Security Confidentiality Timeline Methods  ACTIVITY Slide 27

Present various types of reports Deliver an oral presentation:  Why? Effective communication Type of reports Timing Feedback Slide 28

Present various types of reports Deliver an oral presentation (continued):  Planning Key aspect of process Purpose Format, structure and style Gather data Slide 29

Present various types of reports Deliver an oral presentation (continued):  Prepare the presentation Introduction Body Conclusion Notes  ACTIVITY Slide 30

Present various types of reports Deliver an oral presentation (continued):  Prepare the presentation Strategies and techniques Visual aids  ACTIVITY Slide 31

Present various types of reports Deliver an oral presentation (continued):  Practice the presentation Use notes Feedback Revise  ACTIVITY Slide 32

Present various types of reports Deliver an oral presentation (continued):  Deliver the presentation Preparation of environment Public speaking techniques Handling questions Feedback  ACTIVITY Slide 33

Present various types of reports  Well done, the unit is complete! Slide 34