Chapter 12 Reading Reflection

I'm sure we've all seen someone give a PowerPoint or other oral presentation before. Some are effective, others aren't. But why? These sections help in understanding how an oral presentation can be memorable and effective. If you master these three points, you can turn a boring presentation into a great success!

Prepare the Message. I heard a quote that was originally intended for a different context, but it applies here as well: preparation precedes power. Detailed preparation prepares a foundation for a quality preparation. Before even creating your presentation, think of questions such as the following:

• Who is your audience, who will introduce you, and will anyone else speak?
• What is the occasion, the topic, and the appropriate dress code?
• Where is the meeting, and what is the desired layout for the room?

Taking care of these logistical issues will allow you to focus on your actual presentation. This preparation will also give you peace of mind since logistical issues are already planned for. Next, create an outline, determining an appropriate approach (direct or indirect) and pattern (typically with an opening, agenda, body, and closing). Also, make sure the content is clear and concise. Nothing is worse than a presentation that continues on and on and on...

Prepare the Messenger. This means preparing you, as the presenter! First, decide how to deliver your message: memorized, manuscript (read verbatim from a document), extemporaneous (outline with room to adjust), or impromptu. Keep in mind that these types of delivery can be mixed to deliver the best results. Next, make sure you use appropriate pitch, rate, volume, and tone when you speak. This comes with practice. You can record yourself to make sure that you are speaking loud enough, using inflection instead of a monotone, etc. Lastly, remember that your actions can speak louder than words. Use positive facial expressions and enthusiasm to keep the audience engaged. Make eye contact. Use your arms and hands to make gestures (but don't wave them around like a fool!). 

Rehearse and Improve. You will improve with the ideas from the preceding two sections by rehearsing and practicing your presentation. Go over the presentation alone, then use a team of reviewers. Rehearse the presentation enough times that you are comfortable with the content. This is especially important if you are presenting as a team, so that the entire team is on the same page. Make sure that each team member understands transitions and their specific role in the presentation. 

These ideas will help in creating an outstanding presentation! And if you feel uncomfortable with any of these ideas (which is normal), remember that practice makes perfect. The best presenters are those who hone their skills through constant practice.

Chapter 11 Reading Reflection

Personally, I am a visual learner, and I expect many of you are as well. Things make more sense to me when there is an example right in front of my eyes. For that reason, many presentations include visual aids to help the audience better understand and apply what is being taught. As a presenter, it is important to learn the major attributes of visuals, effective design treatments, and tips for creating successful slide shows and handouts.

First, every visual contains several attributes, such as direction, number, size, shape, and color. The last four are fairly self-explanatory. You, as the presenter, control the number of visual aids, as well as their size, shape, and color. For more important items, make sure that they stick out by using a bigger font size, interesting shape, or unique color scheme. Direction, however, can be a little trickier. One example is that a man walking or pointing in a certain direction will automatically make the audience look in that direction. Therefore, certain visuals make the audience look in a particular direction. As a general rule, these visuals should direct the reader to the center of the page instead of away from it. Mastering these attributes is a matter of practice, but doing so will result in more effective and dynamic presentations.

Next comes effective design treatments. When creating visual aids, place them in the general spot you want them on the page, remembering that readers normally read top to bottom and left to right. Therefore, the most important information should be at the top of the page to entice the reader. After figuring out the general layout, apply the following five treatments: balance, spacing, contrast, repetition, and alignment.

1. Balance. Decide on whether to align the items symmetrically or asymmetrically. Generally, a symmetrical layout produces a more formal but less interesting appeal.
2. Spacing. Separate the items into chunks, minimizing space in the chunks and increasing space between chunks.
3. Contrast. Decide what is most important, and draw attention to it by doing something different with size, color, or shape. Audiences are drawn to parts of the presentation that are unique.
4. Repetition. Know what your presentation theme is, and repeat the theme throughout the presentation. Repetition is key to the audience remembering the main point.
5. Alignment. Align the text to your liking. Text is normally left-aligned, but certain situations call for different alignment. Whatever you choose, be consistent so that there are no pieces of text floating randomly on the page.

Lastly, use slideshows and handouts to enhance the presentation (key word being "enhance"). Nothing is more boring than someone droning on and on, repeating every word from their slideshow. Instead, use the slideshow as an outline. Create unique and interesting graphics that allow the audience a break from reading text. But remember to find a balance- don't do anything too crazy to distract the audience from the main point of the presentation. Also, an agenda is often useful in organizing the slideshow so that the presenter and the audience understand what's coming next.

Following good principles in the major attributes of visuals, effective design treatments, and using slideshows and handouts will make your presentations POP! And most importantly, the audience will better understand your message.

Chapter 10 Reading Reflection

Reports are an essential part of business writing and are used in making major business decisions. Although reports vary in length, importance, and purpose, you should follow certain steps when writing a business report. These steps include gathering the data, composing the report, and revising the report.

Gathering the data. After determining the specific need or purpose of the report, the next question is how to accomplish that objective. You can gather data through primary research (original information) or secondary research (using information that has already been published). Either way, make sure to analyze and understand the data and how it relates to the objective at hand.

Composing the report. When writing the report, organize the information for both you, as the writer, and for your audience. Normally, you should include at least these five sections:

1. Purpose and Major Recommendations- the objective of the report, why it is needed, and what is recommended
2. Procedures- what type of research was used and how the data was gathered
3. Analysis- what the research showed
4. Conclusions- your conclusions, thoughts, and opinions about the research
5. Recommendations- how the research changes what you do now

Revising the report. Give the report a comprehensive review and ask others to do so as well. An easy-to-remember way of revising reports is the acronym DOCS, which stands for design, organization, content, and sentences.

• Design- Check the overall format of the report (such as headings, appropriate graphics, typography, and spacing).
• Organization- Normally, reports should follow a direct approach by putting the main recommendations and conclusions at the beginning. Also, make sure the report includes appropriate opening, agenda, body, and closing paragraphs.
• Content- Review the information, making sure it is clear, complete, correct, and compelling. 
• Sentences- Revise the report sentence by sentence, checking for grammatical errors, parallelism, capitalization, etc.

These steps help in creating organized, efficient reports. Business managers and leaders can use such reports in making crucial decisions that improve the business.

Chapter 9 Reading Reflection

Businesses must use research in analyzing the past and making decisions for the future. The two types of research used by businesses are secondary and primary research.

We're all familiar with secondary research, which involves searching for information that has already been published. Every time we search something on Google, we're doing a kind of secondary research. In fact, the Internet makes this type of research much easier. As a member of  "Generation Y," I actually can't even imagine a world where one could not do secondary research on the Internet. When using the Internet, however, make sure that the author is credible, the site is reliable, and the information is legitimate and unbiased. As my teachers always said growing up, use Wikipedia and other similar sites with caution. If the Internet isn't the tool for you, there are always journals, magazines, and newspapers as well (yes, they still exist). When using secondary data, you must remember to avoid plagiarism and document your sources. These four steps will help you remember how to document your research:

• Introduce. Using your own words, signal that you are using outside research.
• Insert. Integrate the material into your writing, using quotes, paraphrases, or summaries. Then, either place the author and date in parentheses or use a superscript to reference the bibliography section.
• Interpret. Make a clear point about how the outside material relates to the topic and why it is relevant.
• Include. Create a bibliography (normally at the end of the document) with more detailed information on where you found the source and who wrote it.

Primary research is research that you do yourself. Obtaining original information is much more time-consuming and sometimes requires money as well. But you have the benefit of knowing that the information is accurate and relevant as long as you follow these steps:

1. Know what your objective is and create a research method to complete that objective. 
2. Identify who you will include in your study. Also, determine if you can contact the entire population or if a representative sample is necessary.
3. Create a questionnaire, log, or internet form to measure the research. Make sure this is clear, concise, and organized so that people can easily give their answers.
4. Gather the data.
5. Examine each response, making sure that the answer makes sense and that it can be used in the research. Any invalid data should be thrown out to avoid false results.
6. Analyze the data to complete your objective from the first step.

Primary and secondary research are key parts of having quality information in an organization. Following the steps above will ensure that both types of research are reliable and that secondary research is documented correctly.

Chapter 8 Reading Reflection

I've realized in the few years that I've studied business that the real world and business world are often pretty similar. The two worlds aren't distinct at all but more like a Venn diagram, where many facets overlap and others do not. Two of those overlapping factors are creating proposals and solving problems, which are key not only in the business world but in everyday life as well.

A few years ago, I met a guy named Nick. We became fast friends and spent tons of time together. Last semester, we roomed together at BYU and recently, I was the best man at his wedding. In the three years that I've known him, I have always marveled at his power of persuasion. It's unlike anything I've ever seen. If he wants people to do something, they usually do it. It's not really manipulative (most of the time), but he has a natural gift for getting others to see what's in it for them. That, in essence, is the purpose of a proposal. 

Proposals in business are used to obtain permission and (if necessary) funds to continue with a project. They can be written or oral presentations and vary greatly in levels of formality. When someone asks you for a proposal, use a direct approach, by stating the purpose of the proposal and then discussing why it is necessary. However, when the proposal is unsolicited, it is more appropriate to use an indirect approach; discuss the problem first and then state your proposal. Whatever the situation, I feel that the most important part of a successful proposal is to empathize with the audience and then to appeal to their heads and hearts, always remembering the essential question "What's in it for them?"

We encounter problems every day, and it's not different in business. In fact, each job exists to solve specific problems. When trying to solve problems, remember three general steps: diagnose the problem, develop a solution, and implement the solution. 

First, we must diagnose the problem, which is the difference between what is and what should be. After becoming aware of a problem, we normally gather and analyze relevant data. This allows us to identify trends and opportunities for improvement. However, be aware of a typical problem in evaluating problems (ironic, I know). Problems are often like an iceberg, where we see only what is above the surface at first. This part of the iceberg, however, is often a symptom of a bigger problem hidden beneath the surface. To truly solve problems instead of just masking them for a while, we have to get to the root of the problem. Only by getting to the root of the problem can we develop solutions that will work permanently.

Second, we develop a solution. This normally involves brainstorming (whether individually or in a group) and creative thinking. When brainstorming, don't assume that there is only one solution to the problem. Rather, write down anything that comes to your head, and narrow the list from there, choosing what is best as objectively as possible. 

Third, we implement the solution. Any solution will not be effective unless it is implemented and then measured periodically. As the plan is being put into action, keep an open mind and be willing to make adjustments. Also, try to anticipate and plan for change- this will make the implementation process much smoother. If we follow these three steps for solving a problem, I have seen that we will be successful... until the next problem arrives, and we start the process all over.

Writing proposals and solving problems are essential to successful businesses. Writing a proposal requires attention to detail and identifying with your audience. Remember to ask yourself  "What's in it for them?" Solving problems can be done by following a three-step plan: diagnose the problem, develop a solution, and implement the solution. 

Chapter 7 Reading Reflection

Imagine that you're interviewing for a new job. Hopefully, you're dressed to impress and prepared to show the interviewer why you are a good fit for the job. You have about five minutes to sell someone you've never talked to before on why you're great and why they should hire you. Years and years of preparation and it all comes down to a small moment...

As illustrated by the example, interviews can be stressful situations. A lot is riding on an interview with a company for which you want to work. For that reason, it is essential to be prepared. Almost always, you have to send a resume to the company, which is the first opportunity to impress your potential employers. Resumes should be grammatically perfect and include your previous work experience, education, service, skills, and (depending on the situation) other interests or hobbies. Remember that this is a time to sell yourself! Don't lie, but make yourself sound as good as possible. 

In the interview itself, you must remember several key points:

1. Do your homework. Research the company before the interview to understand more details about its structure, mission, and history.

2. Be prepared and arrive on time. Nothing is more important than the first impression. If you arrive late, the interview has already started badly.

3. Dress appropriately and maintain good body language. Dress formally (unless told otherwise). Then, remember all the things your mother told you when you were a kid: make eye contact, smile, listen carefully, etc.

4. Speak with confidence and clarity. This is your chance to impress- take advantage of it! Don't dominate the interview, but elaborate on key points, giving thorough but concise explanations.

5. Give compelling answers. Imagine how boring it would be for an interviewer to go through the same process over and over, listening to the rehearsed answers of job candidates. You can make yourself stand out by giving creative answers and thinking outside the box.

Surprisingly, many of these points apply to giving an interview as well. It can also be added that interviewers should know when to ask more probing questions in order to gain more knowledge about the candidate. Also, each interviewee will be different. Interviewers must adjust, sometimes taking control of the interview and sometimes coaxing more information out of the interviewee.

After an interview, it is appropriate to send a brief follow-up letter, thanking the interviewer and giving the reminder that you are still interested in the job. 

Either for the resume or after the interview, recommendation letters are often requested. Go to people you trust and with whom you have a good relationship to write your recommendation. Also, it is helpful to give the person a few details, such as the company and job position to which you are applying. This allows the person writing the recommendation letter to be more informed and write a more specific recommendation.

These employment communications are essential in the business world. Everyone, at some point in their life, will have to create a resume, be interviewed, interview someone else, and seek employment. Remember that practice and preparation are the keys to success.

Chapter 6 Reading Reflection

If businesses wish to be successful, managers and employees must have good communication. And since it's not always possible to talk face-to-face or even on the phone, written communication has become one of the most important forms of communication in businesses today. The essentials of business writing are thorough planning, composing, and formatting for the various types of written communication (e.g., memos, e-mails, and letters).

As my dad always said, "proper prior planning prevents poor performance." It is no different in business writing. Before ever putting pen to paper or fingers to keyboard, we must first determine a few important points:

(1) Determine the purpose of the message. Are we simply informing someone? Are we trying to persuade someone to take a certain action? 

(2) Analyze the audience. To successfully influence the audience, we must understand who they are, how they feel about us, and how they feel about the subject matter. Only then can we, as writers, make the message clear and impactful for the receiver(s) of the message.

(3) Create a brief outline, implementing a strategy to accomplish the purpose. Outlines keep writing neat and organized, giving the reader a step-by-step guide after the final draft is complete.

Next, we put our plan into action by composing the message. Messages are most effective when they are clear, correct, complete, and compelling. Different approaches should be taken depending on the type of message we are writing. For example, a bad-news message normally calls for an indirect approach. This means that the writer softens the blow of the bad news by putting the main idea later in the message, surrounding it with as much positive information as possible.

The last step of the composition process is formatting. The rules for formatting memos, e-mails, and letters are nearly endless, but it is important to agree with both general formatting rules and those of the specific business. This makes the writing look more professional. Also, the reader will focus on the content of the message rather than on distracting formatting errors. 

Successful business writing is a process involving several steps. But following these steps results in clear and effective communication, which is well worth any time and effort necessary.