ADMINISTRATION REVISION – BLOCK 7 PREPARING AND PRESENTING INFORMATION

REASONS FOR PRESENTING INFORMATION To report on the performance of the department or firm as a whole To explain eg proposals for a new project As part of a training session To simplify a complicated process To inform eg to give employees an explanation of expansion or downsizing proposals

WHY IS PRESENTATION IMPORTANT? Good presentation creates a good impression Some things need to be simplified to be understood A graph shows instantly what a report might take pages to explain A well laid out report will be more easily read A properly constructed memo is less likely to be ignored People need to understand information

METHODS OF PRESENTATION Graphs Line Bar Pie Pictogram Flow Chart Memorandum Report Itinerary Presentation - shows procedures to be followed - for internal messages - outlines the findings of research - detailed travel plan - slide show

GRAPHS Graphs can be produced both manually and electronically The simplest and most professional way of drawing a graph is to use the charting wizard on your spreadsheet software. display statistics in a simple way The charting wizard gives you many options to choose from when designing your chart, from exploded pie charts and 3-D bar graphs. You can also customise headings, axes labels and the legend, which is the key to accompany your graph.

FLOW CHART good for showing procedures when using a machine or when dealing with an incident Using the photocopier. Start Switch on Place original face down Print one copy Is copy too feint? Yes No Select print number Increase contrast Press green start button Collect copies and originalSwitch off End

MEMORANDUM AND REPORT A memorandum is a more formal way of sending a written message to another person inside the organisation. A report is written up after something has been researched, showing the findings and what the conclusions are. MEMORANDUM To: All Staff From: The General Manager Date: 10 May 2003 Subject: Refurbishment Since the canteen is being refurbished all of next week we have arranged for a firm of outside caterers to provide a range of snacks and sandwiches at the usual subsidised rate. REPORT To: The General Manager From: Administration Assistant Date: Today’s Date Subject: Storage Options Terms of Reference O8tgliuytiuyo9sa84t9a yr9et8ys4ms37Kfjpoa93u tnpv09et Procedure Dkewowiudgdn3t\n6w3t\3bv 24BB2 Findings AebaetnryareytnrnF32QN5 NA5535A5veytswn4an6 Conclusions Dfa3n63a7m8,a8.4EZ36M6 4576Z,ME5ZGETYZNYTRGZ4TZ \WESDDFFS453ms58s,

ITINERARY A detailed travel plan which the traveller uses during the trip. Essential information which must be included: The name(s) of the person(s) travelling The dates of the trip The purpose of the trip 2 columns – one for the times in the 24-hour clock - one for what is happening at these times The flight numbers or train company and times The names of airports, stations and hotels used The details of any appointments and meetings taking place

PRESENTATION can be done using software such as power point like the one you are working through now By using a digital projector, slides can be shown to a large audience. The presenter can control the speed at which information is displayed Sound, animation and graphics can be incorporated Useful in a training situation The presenter can take time to add comments and take questions from the audience

Now answer the following questions in sentences on paper. 1 In what circumstances might information be presented? 2 Give 2 reasons why presentation of information is important. 3 Name 3 ways of presenting figures effectively. 4 What is a flow chart and when is it best used? 5 When would you need to prepare an Itinerary? 6 How can ICT assist in the creation of a graph? 7 What is the purpose of a diamond shaped box in a flow chart? 8 When would you communicate by memorandum? 9 How could you make a presentation to a large audience? Now check your answers with the solution and note your score 10 To use a charting wizard, where do your statistics need to be?