Unit - 4 Latest

Communication
For Management
Unit 4
Course of Content
Group
CommunicationMeetings,
Need,
Importance and Planning of Meeting,
Drafting of Notice, Agenda, Minutes & resolutions
of minutes, Writing Memorandum, press release,
press conference,
Business Etiquettes- Netiquettes, Telephonic &
Table etiquettes
Presentation Skills- Presentation, elements of
presentation, Designing a presentation, Advanced
Visual Support for business presentation, types of
visual aid, appearance & posture, practicing
delivery of presentation
Group Communication
Meetings
A meeting is always called for a purpose that gives form
to it. The interactions and processes that take place in
meetings are called the group dynamics that determine
the outcome. Although people assemble to achieve workrelated tasks, there is always a personal agenda involving
private motives that also affect group interaction.
Group Communication
Role display in meetings
(1) Self-seeking roles
(i) Controlling Trying to dominate over others by exhibiting
superiority or authority aggressive behaviour
(ii) Withdrawing Retiring from the group by remaining silent or
refusing to deal with a particular issue submissive behaviour
(iii) Attention-seeking Calling attention to oneself and demanding
recognition from the group manipulative behaviour
(iv) Diverting Discussing individuals rather than the task-related
issues
Group Communication
(2)Group-maintenance roles
(i) Encouraging Drawing out members by verbal and non-verbal
support, praise etc
(ii) Harmonizing Resolving differences or conflicts, using humour
to diffuse tension etc
(iii) Compromising Yielding to a point in the interest of reaching a
mutually acceptable decision
Group Communication
(3) Task-facilitating roles
(i) Initiating Getting work started
(ii) Information giving / seeking Offering / seeking relevant
information on the issue under discussion
(iii) Coordinating Highlighting relationships among ideas,
classifying issues and summarizing discussions of the group
(iv) Procedure setting Suggesting comprehensive procedures that
can move group towards the goal
Group Communication
Organizing Meetings Successfully
By developing a good understanding of the entire process, effective
leaders can ensure that their meetings are productive. They need to
plan the following steps carefully:
Determining the purpose
Selecting the participants
Setting the agenda
Preparing the location
Group Communication
(1) Determining the purpose
Meetings are expensive. Before convening a meeting, we must ask
about the purpose and what is the best way to achieve it. Generally,
purposes can be:
Information sharing
Decision-making
Combination of information sharing and decision making
Group Communication
(2) Selecting participants
It should include key persons and still limit the number of
participants. Despite the pressure to include several persons, only
those persons whose presence is essential should be invited.
Number of participants reflects the purpose of the meeting it is
said that if you want to kill an issue, appoint a large committee!
In informational meetings, since one person does most of the
talking, we can have a large group.
In decision-making and problem-solving meetings, participants
should be limited to seven or below.
Group Communication
(3) Setting the agenda Nature of meeting decides the agenda some of them are not
amenable to fixed agenda and others should adopt a flexible
approach to adding to the agenda. Agenda should be distributed
several days ahead of the meeting. This ensures that the participants
are better prepared.
Group Communication
(4) Preparing the location
Location of meeting should be decided early and advance
reservation should be made. Organizers must think through:
Seating arrangements
Room temperature
Lighting
Ventilation
Acoustics
Refreshments
Microphones, projection and other technology aids to be used
Group Communication
Importance of Meeting
Advantages of meetings
(i) Meetings are extremely useful for coordinating activities of
people and departments and taking decisions in consultation
with persons involved.
(ii) Fact-to-face interaction among participants at a meeting leads to
better decisions as they are based on the combined intelligence
of the team.
Group Communication
Importance of Meeting
Advantages of meetings
(iii) Whether meetings are for solving problems or just sharing
information, participants feel a sense of recognition, importance
and involvement.
(iv) Because participants take joint decisions, they accept them
more willingly and become involved and committed for
execution.
Group Communication
Limitations of Meeting
Disadvantages of meetings
I.
If unproductive, meetings can be very frustrating.
II. They are expensive if ten persons are attending, ten staff
hours are spent every hour of the meeting held.
III. Poorly organized meetings can be counter-productive as they
may lead to taking bad decisions.
Group Communication
Limitations of Meeting
Disadvantages of meetings
IV If participating members are pressurized to conform, they
abandon their personal responsibility in such decisions.
Group Communication
Plan for a productive Meeting
Leaders have a major role in ensuring that meetings remain
productive and successful. They are responsible for:
(1) Keeping the ball rolling
(2) Not domineering so as to close all discussions
(3) Not being passive as to lose control
(4) Inviting persons whose opinions can contribute
(5) Drawing out shy participants
(6) Steering the pace of discussions to complete the agenda on
time
(7) Asking someone to record the proceedings
Group Communication
Plan for a productive Meeting
Leaders have a major role in ensuring that meetings remain
productive and successful. They are responsible for:
(8) Not being rigid on the agenda and cutting out meaningful
discussions
(9) Summarizing at the end of each point of agenda, giving major
viewpoints
(10) Concluding the meeting with a wrap up of the major feelings
of the group
(11) Sending a copy of the minutes of the meeting (MOM) to all
concerned clearly marking the actions, names of persons
responsible and the date of completion.
Group Communication
Checklist for organizing successful meetings
There are three stages for organizing successful meetings
preparing, organizing and following up implementation. Quick
checklists for the three stages are:
(1) Preparing for the meeting
(i) Determine meetings objective
(ii) Work out agenda that will achieve the objective
(iii) Select participants
(iv) Determine location and reserve the room
(v) Arrange for light refreshments, if appropriate
(vi) Check lighting, ventilation, temperature and acoustics of the room
(vii) Determine seating needs chairs, tables etc and seating
arrangements
Group Communication
Checklist for organizing successful meetings
(2) Conducting the meeting
(i) Begin and end the meeting on time
(ii) Control the meeting by following the announced agenda
(iii) Encourage full participation
(iv) Sum up discussions, actions and recommendations while moving
through the agenda. Restate the main points at the end.
(3) Following up implementation
(i) Distribute notes or minutes of the meeting on time
(ii) Take follow up actions agreed upon.
Notice, Agenda & Minutes

Notice
A notice is a formal means of communication. The purpose of a
notice is to announce or display information to a specific group of
people. Notices are generally meant to be pinned up on specific
display boards whether in schools or in public places. Notices
issued by the government appear in newspapers

Notice
Format:
A notice should be written in the following format:
the name of the organisation issuing the notice
the title NOTICE
a heading to introduce the subject of the notice
the date
the body of the notice
the writers signature, name (in block letters) and
designation

Notice

Notice
Points to remember:
A well-written notice must inform the readers about the 5 Ws:
What is going to happen, (that is, the event)
Where it will take place
When it will take place (that is, the date and time)
Who can apply or is eligible for it
Whom to contact or apply to (that is, the issuing authority)

Notice
Points to remember:
Only the most important points should be written.
A.O.D. that is, any other detail given in the question.
One is free to add any relevant information not included in the
question.
The sentences should be short and grammatically accurate.
They should be in the passive voice as far as possible.
The notice should be presented within a box.
The word limit for a notice is 4050 words (only the words in the
body of the notice are counted).

Notice
Points to remember:
Information given in a notice must be clear and should not cause
any misunderstanding or confusion.
A notice must be catchy and appealing it should attract the
readers attention at once.
Increase the visual appeal of your notice by using bold letters,
catchy slogans, striking words and phrases, etc.
Standard abbreviations are allowed.

Agenda
An agenda, or list of business to be covered at the meeting, is very
important for ensuring the meeting is effective. It should be
distributed to committee members at least a week in advance of
the meeting.
A typical agenda runs as follows. Under each topic you should give
a very brief description of any items which people need to think
about or prepare for the meeting.

Opening and welcome
Present and apologies
Minutes confirmed. Signed by chairperson
Matters arising from minutes
Correspondence inward and outward
Treasurers report
Reports from committee members
General Business
Date of next meeting
Closing
Agenda
Committee members need to give the President or Secretary

advance notice of items that they wish to bring up, so time can be
properly allocated at the committee meeting.

Committee Meeting Procedure
Agenda
Opening and Welcome

Declare the meeting open at (time). Welcome everybody.
Present and Apologies
- List apologies (i.e. those who have notified you or another
committee member that they will be absent, not just a list of
absences).
- Move that the apologies be accepted. Seconder? All in favour /
against. CARRIED

Agenda
Minutes of the previous meeting

- Secretary reads the minutes unless they have been circulated
- Ask for any amendments to the minutes. Discuss accuracy of the
minutes, not content.
- After any amendments have been discussed
- Either Move that the minutes as circulated be taken as a true and
accurate record (if no amendments).
- Or Move that the minutes as circulated be confirmed, with the
agreed amendments
- Seconder? All in favour / against. CARRIED
- The Chairperson should then sign the minutes and initial all
amendments

Agenda
Matter arising from the minutes

- Discuss only things that were mentioned in the minutes of the
previous meeting and are not elsewhere on the agenda. They
should continue to be included in all minutes until they have been
resolved. Even if there has been no progress, this should be noted.
Correspondence
- Circulate or read out a list of all the correspondence since the last
meeting.
- Move that inward correspondence be received and outward be
endorsed.
- Seconder? All in favour / against. CARRIED.
- Deal with any matters arising out of the correspondence.

Agenda
Treasurers Report
- The treasurer presents a report on the XXXXXXXXXXXXXXXXs
financial situation, including a list of all invoices paid, for the
committees approval.
- The treasurer points out anything that needs to be brought to the
committees attention, then answers any question on the payments
or the report.
- Move that the payment of the accounts listed be approved and
the report be adopted.

Agenda
Committee Report
- Committee Members with a specific task, e.g. Toy Buyer reads
their report and moves it be received.
- If the report contains recommendations move that the report be
adopted

Agenda
General Business
-Anything else that needs discussing, including anything held over
from the last meeting.
Next Meeting Date, time, venue.
- Close the Meeting (time)

Minutes
Minutes of A Committee Meeting
it is generally considered essential to keep accurate minutes of all
association meetings, whether general, committee or sub-committee
meetings. Apart from providing a record of what transpired, these
minutes can provide protection for individuals who act on the
decisions of the association by providing evidence that they acted on
the associations directions.

Minutes of A Committee Meeting
Minutes
The main reasons for keeping minutes are:

To provide a permanent record for future reference.
To provide formal evidence of expenditure and actions authorised.
To provide a record of policy decisions made.
To provide a starting point for action to be taken in the future.
To inform members not present.
To assist the funding of future meetings.

Sample Layout Of Committee
Minutes
Minutes
Minutes of a committee meeting of .XXXX XXXXXXXX

XXXXXXXX
Held at XXX
On XXX
Time XXX
Present: List all members present, giving both first and surnames for
archive purposes. Put the Chairperson first with chair in brackets
beside their name.
Apologies: Received from ..

Minutes
Minutes
Minutes: The minutes of the meeting held on were

circulated. Either (name) moved that the minutes as circulated be
taken as a true and accurate record (if no amendments).
Or (name) moved that the minutes as circulated, with the addition of
the above amendments, be taken as a true and accurate record.
Seconded by (name). CARRIED.
Matters Arising from the Minutes:
List any discussion and decisions made.

Minutes
Minutes
Correspondence:
Inward from ..
Outward to .
If no correspondence write There was no correspondence.
(name) moved that the inward correspondence be received and the
outwards endorsed.

Minutes
Minutes
Treasurers Report:
The following payments were presented for approval (list them).
The balance in the XYZ bank is
$. Cheque account
$ Term deposit
$ Total funds at (date)
Summarise any discussion about the XXXXXXXXXXXXXXXXs financial
situation. Treasurer moved That payment of the listed invoices be
approved and the Treasurers report adopted.

Minutes
Minutes
Committee Reports:
Each committee member with a specific task gives a written report to
assist the Minutes Secretary. In the minutes, give a brief summary of
the main points from each committee member, including any topic,
which was discussed in depth by the whole committee.
General Business:
Record a brief summary of any business, which was discussed,
including any held over from the previous meeting.

Minutes
Minutes
For example: the request from members to hold a fundraising evening

was discussed, and a subcommittee appointed with Argus Polsby as
the convener. The subcommittee will report back at the next meeting
with recommendations on date, venue, format, costs, etc.
Date of Next Meeting:
To be held at (time) on (day) at (place).
The meeting closed at .. am / p.m..
Writing Memorandum, press

release, press conference
Memorandum

Memorandum
A memorandum is considered inside correspondence. It is
written to someone in your company. Memos are: Quick,
Inexpensive, Convenient & A Written Record. A memo is less
formal than a letter. It usually conveys one idea and is likely to be
short. Effective memos are clearly written with the objective
stated in the first sentence.

Memorandum

Memorandum

Memorandum
There are four features which are common to Memorandum, as
follows -

Memorandum

Press Release
Press releases (or media releases) are one of the most effective
ways for governments to get their messages out. They allow any
level of government to create its own news stories and circulate
them to the public through media of all kinds.

Press Release
A good press release is a clear, focused and readable account of
whatever information a government office or agency wants the
public to know about. Press releases are a lot like news stories, and
if well-written are often reprinted with few changes in newspapers
and other media outlets, ensuring the message gets passed on to
the public intact

Press Release
The Parts of a Standard Press Release
Press releases usually have these parts in this order (although you
will find slight variations):
letterhead or logo of the government organization
release time (either "For Immediate Release" or for release on a
specific date)
Date
Headline that highlights the message (e.g., NEW CHILDRENS
MENTAL HEALTH PLAN FIRST IN CANADA) in uppercase letters,
boldface, or both

Press Release
The Parts of a Standard Press Release
location (e.g., Victoria, Whitehouse)
body (57 short paragraphs)
end: marked by "30" centred
contact name and information

Structuring the Press Release
Press Release
Start with strong headline. Decide what the most important

element of your piece is, the part you most want your readers to
remember. State it in 10 words or less.
Ask yourself if what you wrote would make sense to someone not
familiar with the subject.
Start your first paragraph with a strong lead, something that will
catch your readers attention and lead them into the rest of the
piece. It doesnt have to be clever, it just has to grab your readers
interest.

Structuring the Press Release
Press Release
The lead paragraph should cover who, what, where, when and
how, as applicable. This paragraph conveys all the important
information.
Then present the details of the story, following inverted pyramid
order, starting with the most interesting or pertinent information,
followed by the rest of the details in order of decreasing
importance.

To figure out what to include
Press Release
Ask yourself what you want the story to do. Do you want support?
attention? awareness? Write your piece with that purpose in mind.
Put the things you want noticed ahead of other details.

Original:
On Monday, February 7, Minister for Children and Family
Development Gordon Hogg and Minister of State for Mental Health
Gulzar Cheema announced a new plan to address children's mental
health problems.

Press Release
Revised:
Canadas first comprehensive, provincial mental health plan for
children was released today by Gordon Hogg, Minister of Children
and Family Development and Gulzar Cheema, Minister of State for
Mental Health.

Press Release
The remaining paragraphs should give more details, explain as

necessary, and emphasize your key points.
Support your message with statistics or quotes.
Keep each statement and paragraph short and focused. Get to each
point as quickly as possible.
If you are including an important announcement (a new program,
policy change, funding) make sure it is clear, accurate, complete and
easily found in the text (usually in its own paragraph).

Press Conference
A press conference is a tool designed to generate news in
particular, hard news that can advance the cause of your
organization. Hard news is defined as a story in the print or
electronic media which is timely, significant, prominent, and
relevant.

Idea Behind the Press
Conference
Press Conference
Press releases, interviews, and informal media contacts are excellent

ways of getting your message across. They are the bread and butter
of your media relations, and often of your entire outreach effort. A
press conference is an additional media technique, for special
occasions, when you really want to make an impression. More
specifically, why hold a press conference? Because:

Conference
Press Conference
You can give more information than in a press release.

A press conference is interactive; you can answer questions from
the press, and emphasize points you might not otherwise have a
chance to make.
You can announce an important development, and explain its
significant local and wider implications.
You can set the record straight if your group received negative
publicity.

Conference
Press Conference
You can often generate the kind of notice or publicity a spot on the
6:00 TV news, for instance that youd otherwise have to pay a large
amount for.
When many media representatives are present, it makes your
conference seem really newsworthy -- the media presence itself adds
to the importance.
A successful media conference can not only generate news, but can
also boost the morale of your own group -- that is, your group can
take pride in knowing that the press will really turn out to hear what
you have to say.

When Should You Hold A
Press Conference?
Press Conference
You and your organization could hold a press conference whenever

there is an event your organization wants to inform the community
about. However, in some cases, you will want to hold a press
conference for fast breaking news. For example, if an education
funding bill were introduced in the state legislature, you might want
to convene a press conference that same morning to react to the
bill's implications. This will leave little time for elaborate
preparations--you should just phone the press at a few hours notice.

Press Conference?
Press Conference
Remember, you don't want to hold a press conference too often. It is

a special event, and should be treated as such.
But here are some cases when a press conference might be a good
idea:
When the event includes a prominent individual to whom the media
should have access.
When you have significant announcements to make, such as a
campaign start-up or a lobbying victory.

Press Conference?
Press Conference
When there is an emergency or crisis centred around your group or

the issues it deals with.
When a number of groups are participating in an action, and the
show of support will emphasize that this action is news.
When you want to react to a related event; for example, when a
national report relevant to your issue is released.
Business Etiquttes- Netiquettes,

Telephonic & Table etiquettes
Netiquette For E-mail
Business Etiquette
Subject line should be specific and not Hi or Just for you.

Never leave off a greeting and/or closing. Address and sign e-mails.
When replying to a question, copy only the question into the e-mail
and then write your response.
Dont forward messages with three pages of mail-to-information
before they get to the content. When forwarding, delete all the
Memo to, Subject, Addresses, and date lines.

Netiquette For E-mail
Business Etiquette
Dont forget the rules of spelling and grammar.

Never use ALL CAPITALS to intense.
Be careful when responding to an e-mail message by clicking on
reply or reply all Reply all will go to everyone that received the
e-mail message.
Always read e-mail before it goes out because with e-mail, your tone
could easily be misunderstood.
Reply to e-mail messages as quickly as possible.

Introductions
Business Etiquette
Always introduce people who have not met, even if you forget
names and blank out on the proper procedure.
When introducing a person outside the company to an employee,
begin with the visitor first.
Introduce a lower ranking person to a high-ranking person.
Use the name of the higher-ranking person first.
Providing additional information in an introduction helps put others
at ease.
Always wear name tags on right shoulder

Telephone Manners
Business Etiquette
If you dial a wrong number apologize, dont just hang up.

Identify yourself to anyone you call.
Avoid making business calls to someones home.
Dont eat while talking on the telephone.
Leave others on hold for short times only.
Answer a line by giving your name and department.
A person with an appointment has priority over a caller.

Telephone Manners
Business Etiquette
When transferring a call, give the caller the name, title,

division, and extension number of the office where you are
transferring the call.
Wait to enter an office when someone is on the telephone

Conversation
Business Etiquette
Before a gathering, learn the names of important people who

will attend.
Stand about four feet from people during a conversation.
Maintain good eye contact: do not let your eyes roam around
the room.
Never interrupt people while they are talking.

Appointments
Business Etiquette
If you are delayed, notify the other person.

Hosts, whether men or women, help visitors off with coats
and open doors for them.
Conversational small talk is appropriate before and after a
meeting, but not during.
When concluding a meeting, host should stand up and offer a
handshake.
If the office is in a maze of corridors, see visitors out to the
elevator.

Dressing In Business
Business Etiquette
Know the business dress policy and conform to it.

Keep clothing and accessories simple.
Clean, well kept, pressed clothing say you care about yourself and
your job. Dont forget to polish your shoes!
Too conservative is better than too faddish. Extremes in style of
clothing, hemline, hairstyles, do not belong at the office.
Pay attention to the fit of your clothes. Anything too tight, too low,
too short, etc. can send the wrong message.

Dressing In Business
Business Etiquette
Strive for a Well put together look. For the women, carefully
coordinate clothing, hosiery, shoes, handbag and other accessories.
For men, the same is true for suits/sports coats and pants, shirt,
tie, belt and shoes. If the wardrobe is carefully planned there should
be articles of clothing that can be mixed and matched to create
many outfits.

Table Manners
Business Etiquette
These apply to Americans and most of Europe. If youre elsewhere,

do some research before hand.
The fork goes on the left. The spoon and knife go on the right. Food
items go on the left, so your bread plate is on your left. Drinks,
including coffee cups, should be on the right. When sitting at a
banquet table, you may begin eating when two people on your left
and right are served. If you havent been served, but most of the
table has, encourage others to start. Reach only for items in front of
you; ask that other items be passed by a neighbor. Offer to the left;
pass to the right, although once things start being passed, go with
the flow.

Table Manners
Business Etiquette
These apply to Americans and most of Europe. If youre elsewhere,

do some research before hand.
The fork goes on the left. The spoon and knife go on the right. Food
items go on the left, so your bread plate is on your left. Drinks,
including coffee cups, should be on the right. When sitting at a
banquet table, you may begin eating when two people on your left
and right are served.

Table Manners
Business Etiquette
If you havent been served, but most of the table has, encourage
others to start. Reach only for items in front of you; ask that other
items be passed by a neighbour. Offer to the left; pass to the right,
although once things start being passed, go with the flow.
Unfold your napkin and place it in your lap as soon as everyone is
seated. Lay a large napkin across your lap folded in half with the
open edges toward you.
Men should not tuck a napkin into their belts.

Table Manners
Business Etiquette
Posture Sit erect when you eat. Adjust your chair a comfortable
distance from the table and keep your elbows at your sides. It is no
longer a criminal offense if you rest your forearms on the table
between courses. Many restaurants are noisy, and leaning forward
helps conversation.
Leaving the Table If you must excuse yourself during the meal,
signal the waiter you intend to return by making a X with the knife
and fork . If you leave the table briefly, leave your napkin to the left
of your plate, slightly folded over. You can also leave your napkin in
the chair
Presentation Skills- Presentation,

Elements Of Presentation,
Designing A Presentation,
Advanced Visual Support For
Business Presentation
Presentation
Oral presentations, delivered in person or
online, offer important opportunities to
put all your communication skills on
display, including research, planning,
writing, visual design, and interpersonal
and nonverbal communication.
Presentations also let you demonstrate your ability to think
on your feet, grasp complex business issues, and handle
challenging situationsall attributes that executives look
for when searching for talented employees to promote.
Presentation
Elements of Presentation
Analyzing the Situation
As with written communications, analyzing the situation

involves defining your purpose and developing an
audience profile. The purpose of most of your
presentations will be to inform or to persuade, although
you may occasionally need to make a collaborative
presentation, such as when youre leading a problemsolving or brainstorming session.
Gather Information
Selecting the Right Medium
The task of selecting the right medium might seem obvious.
After all, you are speaking, so its an oral medium. However,
you have an array of choices these days, from live, in-person
presentations to webcasts (online presentations that people
either view live or download later from your website),
screencasts (recordings of activity on computer displays
with audio voiceover), or twebinars (the use of Twitter as a
backchannel for real-time conversation during a web-based
seminar3).
Organizing Your Presentation
Organizing a presentation involves the same tasks as
organizing a written message: Define your main idea, limit
your scope, select the direct or indirect approach, and
outline your content. Keep in mind that when people read
written reports, they can skip back and forth if theyre
confused or dont need certain information.
Defining Your Main Idea
figure out the one key message you want audience

members to walk away with. Then compose a one-sentence
summary that links your subject and purpose to your
audiences frame of reference.
Limiting Your Scope
Limiting your scope ensures that your presentation fits the

allotted time and your content meets audience needs and
expectations. The only sure way to measure the length of
your presentation is to complete a practice run.
Choosing Your Approach
Use the direct approach if the subject involves routine

information or good news and use the indirect approach if
the subject involves bad news or persuasion.
Preparing Your Outline
A presentation outline helps you organize your message,

and it serves as the foundation for delivering your speech.
Prepare your outline in several stages:
State your purpose and main idea and then use these elements to
guide the rest of your planning.
Organize your major points and subpoints in logical order,
expressing each major point as a single, complete sentence.
Identify major points in the body first, then outline the
introduction and close.
Designing a Presentation
Although you usually dont write out a presentation word
for word, you still engage in the writing processdeveloping
your ideas, structuring support points, phrasing your
transitions, and so on.
Adapting to Your Audience

Composing Your Presentation
Finalizing Your Slides
Creating Effective Handouts
Choosing Your Presentation Method
Practicing Your Delivery
Adapting to Your Audience
The size of your audience, the venue (in person or online), your
subject, your purpose, your budget, and the time available for
preparation all influence the style of your presentation. If youre
speaking to a small group, particularly people you already know,
you can use a casual style that encourages audience participation.
A small conference room, with your audience seated around a
table, may be appropriate.
If youre addressing a large audience or if the event is important,
establish a more formal atmosphere. During formal presentations,
speakers are often on a stage or platform, standing behind a
lectern and using a microphone so that their remarks can be heard
throughout the room
A good introduction fires up the audiences interest in your topic,
establishes your credibility, and prepares your listeners for the
information and insights you have to share. so give yourself plenty
of time to develop the words and visuals youll use to get your
presentation off to a great start.
Unite the audience around a common goal.
Tell a compelling story illustrating an important and relevant
point.
Pass around an example or otherwise appeal to listeners
senses.
Ask a question that will get your audience thinking about
your message.
Share an intriguing, unexpected, or shocking detail.
Open with an amusing observation about yourself, the subject
matter of the presentation
In written documents, you can show how ideas are related with a
variety of design clues: headings, paragraph indentions, white
space, and lists. However, with oral communicationparticularly
when you arent using visuals for supportyou have to rely
primarily on spoken words to link various parts and ideas.
The close of a speech or presentation has two critical jobs to
accomplish: making sure your listeners leave with the key points
from your talk clear in their minds and putting your audience in the
appropriate emotional state. For example, if the purpose of your
presentation is to warn managers that their out-of-control
spending threatens the companys survival, you want them to leave
with that message ringing in their earsand with enough concern
for the problem to stimulate changes in their behavior.
Finalizing Your Slides
Title slide(s). You can make a good first impression with one or
two title slides, the equivalent of a reports cover and title page.
Agenda and program details. These slides communicate the
agenda for your presentation and any additional information the
audience might need such as hash tags and WiFi log-in information.
Navigation slides. To tell your audience where youre going and
where youve been, you can use a series of navigation slides. A
simple way to do this is to repeat your agenda slide at the
beginning of each major section in your presentation, with the
upcoming section highlighted in some way.
Creating Effective Handouts
Handoutsany printed materials you give the audience to
supplement your talkshould be considered an integral part of
your presentation strategy. Handouts can include detailed charts
and tables, case studies, research results, magazine articles, and
anything else that supports the main idea of your presentation.
Choosing Your Presentation Method
Speaking from notes (rather than from a fully written script)
is nearly always the most effective and easiest delivery
mode. This approach gives you something to refer to as you
progress while still allowing for plenty of eye contact, a
natural speaking flow, interaction with the audience, and
improvisation in response to audience feedback.
memorize the entire presentation, you will sound stiff

and overly formal because you are delivering lines,
rather than talking to your audience.
Practicing your presentation is essential. Practice boosts
your confidence, gives you a more professional demeanor,
and lets you verify the operation of your visuals and
equipment. A test audience can tell you if your slides are
understandable and whether your delivery is effective.
Advanced Visual Support

For Business Presentation
Slides and other visuals can improve the quality and impact
of your oral presentation by creating interest, illustrating
points that are difficult to explain in words alone, adding
variety, and increasing the audiences ability to absorb and
remember information.
Electronic presentations are easy to edit and update; you can
add sound, photos, video, and animation; they can be
incorporated into online meetings, webcasts, and webinars


No more than 2-3 colors should be used on a visual aid and a
consistent use of same color will avoid confusing the
audience. However, your use of color should serve your
purpose.





Stock photography versus clip- art
Avoid useless motions and animation effects
Use relevant and professional Templets
Do not include too many visual aid per minute
Types of Visual Aid,

Appearance & Posture,
Practicing Delivery Of
Presentation
Types of Visual Aid

Objects
Bringing the object of your speech to class can be an excellent
way to clarify your ideas and give them dramatic impact. If your
specific purpose is To inform my audience how to choose the
right ski equipment, why not bring the equipment to class to
show your listeners?
Or suppose you want to inform your classmates about the
Chinese art of doll making. You could bring several dolls to class
and explain how they were made.
Types of Visual Aid

Models
If the item you want to discuss is too large, too small, or
unavailable, you may be able to work with a model. One student,
a criminal science major, used a model of a human skull to show
how forensic scientists use bone fragments to reconstruct crime
injuries.
No matter what kind of model (or object) you use, make sure the
audience can see it and that you explain it clearly.
Types of Visual Aid

Photographs
In the absence of an object or a model, you may be able to use
photographs. They will not work effectively, however, unless they
are large enough for the audience to view without straining.
Normal-size photos are too small to be seen clearly without being
passed aroundwhich only diverts the audience from what you
are saying. The same is true of photographs in books.
Types of Visual Aid

Drawings
Diagrams, sketches, and other kinds of drawings are inexpensive
to make and can be designed to illustrate your points exactly. This
more than compensates for what they may lack in realism.
Types of Visual Aid

Graphs
Audiences often have trouble grasping a complex series of
numbers. You can ease their difficulty by using graphs to show
statistical trends and patterns. The most common type is the line
graph.
Types of Visual Aid

Charts
Charts are particularly useful for summarizing large blocks of

information. One student, in a speech titled The United States: A
Nation of Immigrants, used a chart to show the leading regions
of the world for U.S. Immigrants.
Types of Visual Aid

Video
Your best visual aid would be a video showing those coasters in
action. The detail, immediacy, and vividness of video are hard to
match. Now that it is readily available in digital formatson
DVDs, peer-to-peer networks, and Web sites like YouTubeits
easier than ever to incorporate into a speech.
First, make sure the clip is not too long. Not more than 30-40 seconds
Second, make sure the video is cued to start exactly where you
want it.
Third, if necessary, edit the video to the precise length you need
so it will blend smoothly into your speech.
Fourth, beware of low-resolution video.
Types of Visual Aid

The Speaker
Sometimes you can use your own body as a visual aidby
illustrating how a conductor directs an orchestra, by revealing the
secrets behind magic tricks, by showing how to perform sign
language, and so forth.

Once you have created your slides, its time to work on the
delivery of your speech. As with other aspects of PowerPoint,
this requires careful planning. Even the most professionallooking slides will do little good if you cant get the computer
and projector to work properly, if the slides cant be seen
clearly because of poor lighting, or if you forget to display
them at the right moment.

Recheck Your Slides
Before rehearsing your speech, take time to double-check your
slides to see if anything is missing, misplaced, or misspelled.
You can review all your slides at a glance in Slide Sorter view.
Its also a good idea to run through your slides in Slide Show
view, which displays the slides as they will appear on screen
during your speech. Be sure to save any corrections and
changes as you go along.

Know Slide Show Commands
When delivering your speech, you should be able to move
effortlessly from slide to slide, as well as among animation
effects on individual slides. To do so, you have to know the
computer commands for these operations.

Know Slide Show Commands

Practice Your Speech With Power point
you should always practice a speech with your visual aids. This
is especially important when using PowerPoint. When you
practice, dont just click the mouse casually or rush quickly
over your words. Go through every part of the speech and
make sure you know exactly when you want each slide to
appear and disappear, and what you will say while each is on
screen. Mark your speaking notes with cues that will remind
you when to display each slide or animation and when to
remove it.

Display Slides Only
While Discussing Them
Check The Room
And Equipment
Develop A Backup Plan

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Communication

If unproductive, meetings can be very frustrating.

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Committee members need to give the President or Secretary

Notice, Agenda & Minutes

Opening and Welcome

Notice, Agenda & Minutes

Minutes of the previous meeting

Notice, Agenda & Minutes

Matter arising from the minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

The main reasons for keeping minutes are:

Notice, Agenda & Minutes

Minutes of a committee meeting of .XXXX XXXXXXXX

Notice, Agenda & Minutes

Minutes: The minutes of the meeting held on were

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

Notice, Agenda & Minutes

For example: the request from members to hold a fundraising evening

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Writing Memorandum, press

Start with strong headline. Decide what the most important

Writing Memorandum, press

Writing Memorandum, press

Put the things you want noticed ahead of other details.

Writing Memorandum, press

Writing Memorandum, press

The remaining paragraphs should give more details, explain as

Writing Memorandum, press

Writing Memorandum, press

Press releases, interviews, and informal media contacts are excellent

Writing Memorandum, press

You can give more information than in a press release.

Writing Memorandum, press

Writing Memorandum, press

You and your organization could hold a press conference whenever

Writing Memorandum, press

Remember, you don't want to hold a press conference too often. It is

Writing Memorandum, press

When there is an emergency or crisis centred around your group or

Business Etiquttes- Netiquettes,