CM 415 EFFECTIVE AND APPROPRIATE COMMUNICATION IN THE WORKPLACEUnit 9 Seminar

The Final Project

Creating Effective Presentations

FINAL PROJECT

Throughout this course you have practiced writing for internal, external, and global audiences, dealt with tough ethical decisions in writing, and studied ways to use technology effectively in communication. The final project is your opportunity to tie this all together and create a portfolio of correspondence as examples you might want to use on the job later on.

The final is due on the final day of unit 9.

FINAL PROJECT

Kim (remember her from Unit 7?) has recently worked with a British customer, and as her manager you’ve now received a complaint letter from that customer.

You have several issues you have to deal with: 1) an angry customer whom you’ve got to satisfy

as he bring big money to your company2) Kim’s unethical behavior with this customer3) explaining the situation to the president of the

company since this customer copied him on the original complaint letter

WRITE THE FOLLOWING DOCUMENTS

An email to the customer letting her know you are following up on her complaint

An email to Kim briefly telling her the situation and asking her to email you back with specifics of her meeting with this customer

A letter of reprimand for Kim regarding her behavior in this situation that offers her suggestions for how to act ethically and responsibly in future situations

A memo to the president explaining the situation and what you have done to remedy the situation

A final letter to the customer relating how you have remedied the situation and ask for her continued business.

INCLUDE A DISCUSSION OF THE DOCUMENTS

In addition to the five documents, you will write an analysis of at least 200 words that describes the ethical situations you confronted as you wrote your documents and analyzes your strategies for addressing them. Be sure to refer to the course readings and any other relevant documents and include appropriate APA documentation.

COURSE LEVEL ASSESSMENT AND GEL

Note: This is a course level assessment project. The final will be used to assess the following course and general education literacy outcomes:

Course Outcome CM415-3: Compose effective professional correspondence for various situations

Course Outcome CM415-5: Evaluate ethical issues associated with professional communication

GEL-1.1: Demonstrate college-level communication through the composition of original materials in Standard American English

 

FURTHER GUIDELINES All correspondence in this portfolio should

demonstrate the application of course information and discussions. 

Compose the five documents in the correct standard format as mentioned in previous readings.

Put all five pieces and the discussion into one Word document with page breaks to separate them.

If any outside sources are used in this final project or used to help you compose this final project, they should be correctly cited and a complete references page included with your project.

You will find links to tips about preparing the documents and writing a letter of reprimand in the unit 9 final project section of the course.

SEMINAR QUESTIONS Discuss your experience with presentations. 

If you have never delivered a presentation, what are your fears, and what techniques from the reading this week would help you overcome those fears?

What are effective strategies to move from one slide to another?  To move from one topic to another?

Discuss strategies and suggestions for putting together an effective presentation, such as how many points should be on one slide and why, or how to organize slides to improve audience attention and retention.

PURPOSES AND TYPES OF ORAL PRESENTATIONS

Present information Persuade Build goodwill

Monologue Guided discussion Interactive

BENEFITS OF ORAL PRESENTATIONS (VS. WRITTEN REPORTS)

Easier to use emotion to persuade your audience

Easier to focus audience’s attention on specific points

Easier to answer questions and resolve conflicts/build consensus

Easier to modify a proposal Easier to get immediate response and action

PREPARING AN EFFECTIVE PRESENTATION

Know your audience and subject Practice Manage your speaking time effectively Adapt your ideas to your audience Plan a strong opening and closing (startling

statement, narration or anecdote, question, quote, humor)

PREPARING AN EFFECTIVE PRESENTATION

Limit your talk to no more than 3 main points

Organize your info according to one of the following methods:ChronologyProblem/cause/solutionExcluding alternativesPro/con1-2-3

DELIVERING AN EFFECTIVE PRESENTATION

Deal with nervousness (be prepared, don’t overcaffeinate, avoid alcohol, do breathing/relaxation exercises)

Maintain eye contact with audience Develop a good speaking voice

(optimum pitch, loudness, enunciation, smooth phrasing)

Gesture Use notes and visuals Prepare answers to potential questions

ahead of time 

TIPS FOR POWER POINT SLIDES

Use a large font size. Recommendations: 44-50 pt. for titles, 32 pt. for subtitles, and 28 pt. for example

Use bullet-point phrases, not complete sentences

Use clear, concise language Carry your meaning with active verbs

whenever possible Make only 3-5 points per slide

TIPS FOR POWER POINT SLIDES

Customize slides with company logo, charts, downloaded web pages and scanned-in photos and drawings

Use animation to make words and images appear and move, but only if this helps you to control the flow of your information and create interest. Do not just use these devices to be clever!

WHAT TO AVOID

Use clip art only if it is appropriate to your point and the images are not sexist or racist.

Choose a consistent template for your slide background. For an actual presentation, you might want to customize a design instead of using a template provided by Power Point (people who see a lot of PP presentations might be bored with the templates).

WHAT TO AVOID

Use a light background if the lights will be off during your presentation, a dark background if the lights will be on.

Create a high contrast between the words and background so the text is easier to read.

Limit your use of bright colors.

GUIDES FOR VISUAL DESIGN

Make only one point with each visual Give each visual a title that makes a point Limit the amount of information on a visual--

use 35 words or fewer, on seven lines or fewer

Use simple graphs, not complex ones Don’t put your visual up until ready to

discuss, Leave visual up until your next point instead

of turning off the projector or overhead

GUIDES FOR VISUAL DESIGN

Think about design as you plan your report or presentation. Design/layout should not be an afterthought.

Use white space effectively. Do not make a document or slide so full that your reader/viewer cannot find the important points.

Use headings and lists to highlight your main points.

Mix paragraph lengths and make no paragraph more than 7 lines (reports)

Limit your use of words in all capitals. Do not use more than 2 different fonts in a

document. For example, you could use Arial and Bookman Old Style.

TIPS FOR GOOD DESIGN (REPORTS)

Base your decision about margin justification on your audience.

Put your most important information in the top right and lower left quadrants of the page or slide. Our eyes focus on those places first and last, so we pay the most attention to what we see there.

Use a grid of imaginary columns to unify visuals and other elements in your document.

Use highlighting, color, and other visual devices sparingly. Do not make your document or slide too busy. 

TIPS FOR GOOD DESIGN

Check the source(s) of your data and verify accuracy

Determine the story you want to tell with your visuals

Choose the right visual (pie chart, bar chart, graph, table) to tell that story

Use color and decoration with restraint Be sure your visual is accurate and ethical

(don’t misrepresent data)

USE GRAPHS AND OTHER VISUALS

To make points vivid To emphasize material To present material more concisely and with

less repetition

REMEMBER, GOOD DESIGN. . .

Saves time Saves money Avoids legal problems Builds goodwill

REFERENCES

Lesikar, R.V. (1999). Lesikar’s basic business communication (11th ed.). Boston, MA: McGraw-Hill.

O’Rourke, J.S., Chaney, L.H., Martin, J.S., Reynolds, S., Valentine, D., Munter, M. & Paradi, D. (2007). Workplace Communication. Kaplan University: Pearson Custom Publishing.