SITXADM003 A Write Business Documents Session 11 1 Prepare Document - 2

Presenting Information Utilise a range of software packages to increase the graphic presentation of your information Know what the software packages can do to increase your efficiency and effectiveness Utilise the Format function for formatting paragraphs, bullets and numbering, borders and shading etc Utilise templates, demonstrations available such as (available also by accessing Help on the Toolbar) 2

Fonts Use appropriate font sizes – 12 point is most commonly used. Easy to read without too much space Use no more than 2 fonts in one document – causes problems with alignment and readability Fonts carry meaning, like writing style does. For formal reports, use serif fonts Use sans serif fonts for a more contemporary feel if it is suitable to the work or audience 3

General Typography Avoid underlining as it obscures some text Use other forms to highlight information such as bigger type, bolding, centring, lots of white space Avoid use all upper case in the text, only in headings if necessary Use italics sparingly, eg. no more than about 5 words in a string Be consistent with headings Larger categories of information should be in larger, bolder font than sub-heading Always spell and grammar check 4

Document Design In most cases use default margins (i.e. 1” or 2.54cm) on top Left Justification is easiest to read Use lists to present elements of information Double space multi-page documents Follow any instructions that may have been given by the person requesting the information 5

Graphics Use tables and charts and other graphics to help convey information quickly and clearly Within a Word document, Excel and PowerPoint slides can be inserted to provide graphic presentation Use colour with graphs to highlight key points 6

Using Graphics in Documents Why do we use graphics in business documents? DISCUSS 7

Tables It is used when comparing lots of data, facts and figures Show parallel lists, easy to read Take up less space than sentences Easy to produce What is the common software to create tables 8

Line Graphs Show progress through time Indicate trends Show beginnings and ends One simple line or multiple lines 9

Long Formal Report A long formal report is an investigative document usually designed to communicate information upwards through formal communication channels Usually not designed to provide information to peers or people positioned lower in the organisation’s structure READ Dwyer, J. Chapter 18 pp

Long Formal Report Usually written to provide comprehensive information, for a specific purpose Must be accurate and objective Time management is a critical factor in report writing. 11

Long Formal Report Rule of thumb suggested for writing report: 50% of time spent on researching, investigating, organising and planning 30% of time spent on writing report 20% of time spent on editing, rewriting and proofreading 12

Long Report Format Three main sections of a long report: Front matter Body End matter 13

Six Step Process 1. Define the purpose 2. Consider the reader 3. Determine the issues involved 4. Collect information 5. Sort and evaluate the information 6. Prepare the outline order 14

Writing Style Formal style of writing Be objective (impersonal) by not using ‘you’, ‘I’, ‘we’, ‘our’ Avoid using emotional language 15

Headings Highlight the main idea, and give an order to help the reader Headings should be used for each new aspect of the content to break it into manageable sections Use a numbering system to make reading and referencing easy for the reader 16

In short reports the various sections can be divided by their headings. In long reports it is desirable to use a numbering system like this: CHAPTER 2 Section 2.1 Subsection Paragraph Paragraph Subsection Paragraph Paragraph Section 2.2 Subsection Paragraph Paragraph

18 Presentations aim to.... Inform Persuade Entertain This may be relevant to powerpoint presentations or document presentations.

19 Planning 1. Define the purpose 2. Analyse the audience 3. Consider context and setting 4. Identify the main ideas 5. Research for supporting material 6. Plan and organise

20 Preparing the Presentation 1. Write the presentation - Create interest with the introduction - Body develops central theme - Conclusion reinforces main idea 2. Rewrite for the ear 3. Practice and revise the content 4. Organise the visual aids

21 If delivering a Powerpoint Presentation... Establish and maintain relationship with audience Audiovisual aids keep the audience active Match verbal and nonverbal behaviour Preparation and practice reduce anxiety

22 Preparing the Presentation

23 Non-verbal communication Some of the behaviours that impact on the presentation are: Posture Facial expressions Appearance and dress Gestures or movements of the hands arms, shoulders and head Voice quality Volume Articulation Variation in the rate of speech

24 The Five Stages of the SQ3R Method S urvey Q uestion your reading purpose R ead R ecall R eview

25 Making Presentations Using Power Point

26 Use a Template Use a set font and color scheme. Different styles are disconcerting to the audience. You want the audience to focus on what you present, not the way you present.

27 Fonts Choose a clean font that is easy to read. Roman, Arial and Tahoma typefaces are easier to read than Script or Old English. Stick with one or two types of fonts.

28 Font Size Bulleted items should be no smaller than 22 points. The title should be no smaller than 28 points.

29 Bullets Keep each bullet to one line, two at the most. Limit the number of bullets in a screen to six, four if there is a large title, logo, picture, etc. This is known as “cueing” You want to “cue” the audience in on what you are going to say. Cues can be thought of as a brief “preview.” This gives the audience a “framework” to build upon.

30 Bullets (cont) If you crowd too much text, the audience will not read it. Too much text makes it look busy and is hard to read. Why should they spend the energy reading it, when you are going to tell them what it says? Our reading speed does not match our listening speed; hence, they confuse instead of reinforcing each other.

31 Caps and Italics Do not use all capital letters Makes text hard to read Conceals acronyms Denies their use for EMPHASIS Italics Used for “quotes” Used to highlight thoughts or ideas Used for book, journal, or magazine titles

32 ColoursColours Reds and oranges are high-energy but can be difficult to stay focused on. Greens, blues, and browns are mellower, but not as attention grabbing. White on dark background should not be used if the audience is more than 20 feet away. This set of slides is a good example. You can easily read the slides up close. It is harder to read the further away you get.

33 Backgrounds A white on a dark background was used for this set of slides as: The author assumes most users will view the presentation on their own computer. Having a dark background on a computer screen reduces glare.

34 The Colour Wheel Colours separated by another color are contrasting colors (also known as complementary) Adjacent colours (next to each other) harmonize with one another. e.g. Green and Yellow The colour wheel below is simplified for easy use

35 Clashing Colours Colours that are directly opposite from one another are said to clash. These provide readability - e.g. yellow on blue.

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37 Illustrations Use only when needed, otherwise they become distracters instead of communicators They should relate to the message and help make a point Ask yourself if it makes the message clearer Simple diagrams are great communicators

38 Flipcharts Make letters at least a 1/4 high Flipcharts with lines are much easier to write on

39 Aspect Ratios for Media Overhead Transparency/Projector 4:5 Video/TV 3:4 35mm Transparency (slides) 2:3

40 YOU Do not use the media to hide you The audience came to see you The media should enhance the presentation, not BE the presentation If all you are going to do is read from the slides or overheads, then just send them the slides Remember, only you can prevent “Death by PowerPoint”

41 Learning Activity READ Dwyer, J. Chapter 20, pp Then Do Practice Exercises 1-4 p.528 Then Do Review Questions p.529 Do Group Assignment p.530 Do Research Assignment p.531