Business

communication
This subject studying various thing
involving verbal and non-verbal
communication in business world.
This subject also include writing and
report process and the uses of
available communication media for
communication success

Business
communication
The objectives of this course include the
development of
1. An understanding of the uses of written and
oral communication in the business
organization.
2. An ability to plan, prepare, and present the
variety of oral and written messages
typically required in the business
organization.
3. A style of communication appropriate to
typical business situations.
4. An ability to contribute to the solutions of
business problems through collecting,
organizing, analyzing, and presenting
information.

Purpose of the Study

Communicate Effectively in Reading
and Writing
Communicate Effectively in Speaking
and Listening
Think Critically
Access, Analyze, and Use Information
Including Using Current Computer
Technology

Reference Books
Guffey, Mary Ellen, Kathleen Rhodes, and Patricia
Rogin (2005). Business Communication: Process
and Product. Thomson-Nelson (GRR)
Purwanto, Djoko (2006). Komunikasi Bisnis.
Penerbit Erlangga (P)

Other Supporting Books

Barker, Alan. Improve Your Communication Skills.
2004. PT Elex Media Komputindo
Borg, James. Persuasion: the art of influencing
people. 2004. Bell and Bain, Glasgow
Gallo, Carmine. 10 Simple Secrets of the Worlds
Greatest Business Communicator. 2006.
Sourcebooks, Inc.
Giblin, Les. The Art of Dealing With People. 2001.
PT Gramedia Pustaka Utama
Hoff, Ron. I Can See You Naked. 1992. Andrew
and McMeel, Kansas City.

Grading/Evaluation
Students Activity: 20%
Assignment:
20%
Mid-Term Exam: 30%
Final Exam:
30%

Meeting Schedule
Ses.

Date

1
2
3

Aug 19/21
Aug 26/28
Sep 02/04

4
5
6

Sep 09/11
Sep 16/18
Sep 23/25
Sep 30Oct 12
Oct 14/16
Oct 21/23
Oct 28/30
Nov 04/06
Nov 11/13
Nov 18/20
Nov 25/27
Dec 02/04
Dec 09-21

7
8
9
10
11
12
13
14

Topic
Introduction
Workplace Listening and Nonverbal Communication
Communicating in Small Group and Teams
Communicating Across Culture
Preparing to Write Business Messages
Organizing, Writing, and Revising Business Messages
Routine E-mail Messages, Letters, and Negative Messages
Mid Test
Persuasive Messages
Preparing to Write Business Reports
Organizing and Writing Business Reports and Proposals
Speaking Skills
Basic of Presentation
Business Presentation
Business Presentation
Business Presentation
Final Test

Reading
GRR
GRR
GRR
GRR
GRR
GRR
GRR

1
3
2
4
5
6, 7
8, 9

GRR
GRR
GRR
GRR

10, 11
12
13, 14
15, 16

Achieving Success
Through Effective
Business
Communication

Quotes
Ive been blessed with the ability top
communicate with all kinds of
people to build a common thread of
understanding
Howard Schultz, Starbucks chairman
Communication is the most important skill any
person in a leadership position could have
James Citrin, Global practice leader,
Spencer Stuart Board of Director Member,
Author: The 5 Patterns of Extraordinary Careers

Quotes

Communication is responsible for 90

percent of my success, without a doubt
Barbara Corcoran, Founder: The Corcoran Group
Author: Use What Youve Got
When pitching a product, the spokesperson is at
the center of the experience
Geoffrey Moore, Author: Crossing the Chasm
Ive always felt that as the CEO of
an organization, youve got to be willing to put
yourself in front of the brand
Jeff Taylor, Founder: Monster

Quotes
I am blessed with the gift of communication
and unlimited
passion for this topic
Suze Orman, CNBC Host
Personal Finance Author
Communication is a very important part
of my job, even among the investment community. They
wont invest in your stock unless they get a good feel
you as a person
John Chen, CEO of Sybase

Quotes

Ive been in the venture capital

business for twenty-five years. I see ten
presentations a week. The majority are
boring. The spokesperson, who is at the
center of presentation, has to keep
me engaged
Martin Gagen, Former Executive Director of 3i
Venture Capital
It is important to communicate a bold vision
Scott Cook, Co-founder of Intuit

Effective
Communication
Quicker problem solving
Stronger decision making
Increased productivity
Steadier work flow

Effective
Communication
Stronger business relationships
Clearer promotional materials
Enhanced professional image
Improved stakeholder response

Characteristics of Effective
Messages
Provide factual information
Give facts, not impressions
Clarify and condense information
State precise responsibilities
Persuade and make
recommendations

Basic Communication
Nonverbal
Less structured, harder to classify
More spontaneous, less control

Verbal
More structured, easier to study
Conscious purpose, more control

Usage of Business
Communication Channels
Listening 45%
Reading 16%
Speaking 30%
Writing 9%

Communication Challenges
in Todays Workplace
Advances in technology
Globalization
Workforce diversity
Team-based organizations

Internal Communication
Official structure
Formal chain of command
Up, down, across formal power
lines

The grapevine
Informal networking
Unofficial lines of power

External Communication
Formal contacts
Marketing
Public relations

Informal contacts
Employees
Managers

The Communication
Process

Source

Idea

Encoding

Msg

Channel

Msg

Decoding

Msg

Receiver

The Communication
Process
Sender has an idea
Sender encodes the idea
Sender transmits the message
Receiver gets the message
Receiver decodes the message
Receiver sends feedback

Communication Barriers
Perception and language
Restrictive environments
Distractions
Deceptive tactics
Information overload

Efficient Messages
Send fewer messages
Minimize distractions
Develop communication skills

Mastering Listening and

Nonverbal
Communication Skills

Three Types of
Listening
Content listening
Critical listening
Empathetic listening

The Listening Process

Receiving
Interpreting
Remembering
Evaluating
Responding

Barriers to Listening
Prejudgment
Self-centeredness
Selective listening

Nonverbal
Communication
Honesty
Reliability
Efficiency

Types of Nonverbal
Communication
Facial expressions
Gestures and posture
Vocal characteristics
Personal appearance
Touching behavior
Use of time and space

Maximizing Nonverbal
Communication Skills
Smile genuinely
Be aware of false cues
Keep appropriate distance
Use touch carefully
Respect status
Shake hands appropriately

Communicating in Teams

Types of Workplace Teams

Problem solving
Taskforces
Committees
Virtual teams

Overview of Teams
Advantages
Information

&

knowledge
Diversity

Groupthink
Hidden

of views

Acceptance

Disadvantages

of solutions

Performance

agendas

Free

riders

High

costs

Roles People Play in

Groups
Self-oriented
Team-maintenance
Task-facilitating

Team Decision
Making
Orientation
Conflict
Brainstorming

Effective Teams
Have a clear sense of
purpose
Communicate openly
and honestly

Emergence

Reach decisions by
consensus

Reinforcement

Think creatively
Remain focused
Resolve conflict
effectively

Conflict in Teams
Scarce resources
Task responsibilities
Poor communication
Attitudes and values
Power struggles
Conflicting goals

Resolving Conflict
Proaction
Communication
Openness
Research
Flexibility
Fair play
Alliance

Overcoming Resistance
Express understanding
Raise awareness
Evaluate objections
Withhold arguments

Productive Meetings
Decide on the purpose
Select participants
Choose the location
Set and follow an agenda

Effective Meetings
Stay on track
Follow parliamentary procedure
Encourage participation
Close effectively
Follow up

Communicating
Interculturally

Intercultural
Communication
Global marketplace
Multicultural workforce

Intercultural Sensitivity
Culture
Subculture
Ethnocentrism

Cultural
Differences
Contextual
Legal and
ethical
Social
Nonverbal

Cultural Context
Decisionmaking
practices
Problem-solving
techniques
Negotiating
styles

Legal and Ethical

Behavior
Seek common ground
Withhold judgment
Send honest messages
Respect cultural differences

Social Behavior
Differences
Materialism
Roles
Status
Manners
Time

Overcoming
Ethnocentrism
Acknowledge
distinctions
Avoid
assumptions
Avoid
judgments

Doing Business Abroad

Assume differences
Take responsibility
Withhold judgment
Show respect
Empathize
Tolerate ambiguity

Doing Business Abroad

Look past the superficial
Be patient
Be persistent
Admit cultural biases
Remain flexible

Doing Business Abroad

Look for common ground
Send clear messages
Deal with the individual
Learn when to be direct
Test your understanding

ESL Communication
Barriers
Slang and idioms
Accents and pronunciation
Vocal variations
Communication styles

Foreign Language
Barriers
Learn another language
Use intermediaries or
translators
Offer training in English

Written Communication
Use plain English

Be brief

Be clear

Use transitions

Use proper
addresses

Avoid slang and

idioms

Cite numbers
carefully

Use short
paragraphs

Oral Communication
Minimize noise
Obtain feedback
Speak slowly
Clarify intent
Do not talk down
Be accurate

Oral Communication
Learn foreign phrases
Listen carefully
Adapt your style
Check for understanding
Clarify the next step
Watch body language

Planning
Business
Messages

Effective Business
Writing
Purposeful
Audience-centered
Concise

Three-Step Writing
Process
Planning
Writing
Completing

Analyze Your Purpose

General

Specific

Inform

Realism

Persuade

Timing

Collaborate

Delivery
Acceptability

Profile Your Audience

Identify primary audience
Determine size
Determine composition
Gauge level of understanding
Project expectations and
preferences
Estimate probable reaction

Gather Information
Viewpoints of others
Reports and company
documents
Supervisors, colleagues,
customers
Audience input

Provide Information
Be sure information is accurate
Be sure information is ethical
Be sure information is pertinent

Channel and Medium

Media richness
Leaner
Fliers, bulletins, and reports

Richer
Conversations, meetings,
presentations

Communication
Channels
Use an oral channel
Need immediate feedback
Relatively simple message
Dont need a permanent record
Easy to assemble the audience
Encourage interaction

Communication
Channels
Use a written channel
Dont need immediate feedback
Detailed, complex message
Need a permanent record
Large, dispersed audience
Minimize distortion

Electronic Media
Voice mail

Faxing

Teleconferencing

E-mail

Videotape

Instant
messaging

Computer
conferencing

Websites

Electronic
Communication

Advantages

Disadvantages

Speed

Content issues

Time-zones

Privacy

Dispersed
audience

Productivity

Relating to the Audience

Use the you attitude
Emphasize the positive
Establish credibility
Be polite
Use bias-free language
Project companys image

The You Attitude

Instead of this: To help us
process this order, we must ask
for another copy of the
requisition.
Use this: So that your order can
be filled promptly, please send
another copy of the requisition.

The You Attitude

Instead of this: You should
never use that type of paper
in the copy machine.
Use this: That type of paper
doesnt work very well in the
copy machine.

Emphasize the Positive

Instead of this:
Cheap
merchandise
Toilet paper
Used cars
High-calorie foods
Elderly person
Pimples and zits

Use this:

Bargain prices
Bathroom tissue
Resale cars
High-energy food
Senior citizen
Complexion
problems

Establish Credibility
Show understanding
Explain credentials
Provide evidence
Be sincere
Believe in yourself

Politeness and Courtesy

Promote goodwill
Practice diplomacy
Use tact
Be prompt

Bias-Free Language
Gender
Race or ethnicity
Age
Disability

The Companys Image

Be a spokesperson
Convey the right impression
Minimize your own views
Maximize company interests

Writing
Business
Messages

Organizing the Message

Define the main idea
Limit the scope
Group the support
Establish the sequence

Defining the Main Idea

General purpose
Specific purpose
Basic topic
Main idea

Limiting the Scope

Time and space
Number of main points
Depth of research
Attitude of audience

Structuring the Message

Main idea
Support
Evidence

Constructing an Outline
Alphanumeric
I.

First Major Part

1.0 First Major Part

A.

First subpoint

1.1 First subpoint

B.

Second subpoint

1.2 Second subpoint

C.

II.

Decimal

1.

Evidence

1.2.1

Evidence

2.

Evidence

1.2.2

Evidence

1.2.3

Third subpoint

Third subpoint

Second Major Point

2.0 Second Major Point

A.

First subpoint

2.1 First subpoint

B.

Second subpoint

2.2 Second subpoint

Using an Organization Chart

The Main Idea
I. Major Point

II. Major Point

III. Major Point

A. Evidence

A. Evidence

A. Evidence

B. Evidence

B. Evidence

B. Evidence

C. Evidence

C. Evidence

C. Evidence

Three Types of
Messages
Message
Type

Audience
Reaction

Type of
Approach

Routine, Good-News
or Good Will

Pleased
Or Neutral

Direct

Bad News

Displeased

Indirect

Persuasive

Uninterested
or Unwilling

Indirect

Composing
Business Messages
Controlling style and tone
Writing effective sentences
Writing coherent paragraphs

Controlling Style and

Tone
Use a conversational tone
Write in plain English
Select active or passive voice

Choosing the Best

Words
Correct grammar
Effectiveness
Function words and content words
Denotation and connotation
Abstraction and concreteness

Finding Words
that Communicate
Choose strong words
Prefer familiar words
Avoid clichs
Use jargon carefully

Writing Effective
Sentences
Types of sentences
Simple
Compound
Complex
Compound-complex

Writing Coherent
Paragraphs
Paragraph elements
Topic sentence
Related sentences
Transitions

Word Processing
Software
Numbered lists

Footnotes and endnotes

Index of terms
Table of contents
Numbered pages
Dates and times
Prewritten text

Completing
Business
Messages

Moving Past the First

Draft
Content, style, tone, and
organization
Overall readability
Mechanics and format

Starting the
Revision Process
Content
Organization
Style
Tone

Reviewing for
Readability
Vary sentence length
Keep paragraphs short
Use lists and bullets
Add headings and subheadings

Editing for Clarity

Break up overly long sentences
Rewrite hedging sentences
Impose parallelism
Correct dangling modifiers

Editing for Clarity

Reword long noun sequences
Replace camouflaged verbs
Clarify sentence structure
Clarify awkward references
Moderate your enthusiasm

Focusing on
Conciseness
Delete unnecessary words and
phrases
Shorten long words and phrases
Eliminate redundancies
Recast It is/There are starters

Revising With
Technology
Revision tools
Spell checker
Grammar checker
Thesaurus

Graphics, Sound
and Hypertext
Presentation software
Overhead transparencies
Computerized slide shows

Graphics software
Simple diagrams and charts
Complex graphical designs

Document Design
Consistency
Balance
Detail
Restraint

Design Elements
White space
Captions and headings
Margins
Typefaces
Type styles

Professional Image
Word processing
Desktop publishing
Adding a first-class finish
Managing document style

Proofreading the
Message
Grammar, usage, and
punctuation
Spelling errors and typos
Missing material
Design errors
Overall format

Distributing the
Message
Photocopy machines
Print shops
Mail merge
Broadcast faxing
The Internet
Computer disk and CD-ROM

Business Communication

Email

103

Emails
Minutes a day - average worker?
49 minutes

Hours a day - top managers?

4 hours

Formats are still evolving

What % felt misunderstood (2000)?
51% (tone)

104

Subject
Be specific, concise, and catchy.

28 characters
Will Attend 3 pm Meeting EOM
Travel Plans for Sales Meeting
Your Funding Request Approved
ASAP, BTW, FYI, IMHO, TMOT

Smileys

105

Body of the Email

Brief
Important points at the top
Bullets and numbering
Emphasize (NOT)
HTML (letterhead)
All rules of good writing
106

Mailing Lists
Your boss could be reading!
Posts are archived.
Avoid using company email
address.
Avoid conversations (one
liners).
Do not rush to lists.
107

Netiquette
Never flame.
Use FULL CAPS only to
emphasize a word or two.
Send messages on a need basis.
Recipients work practice (one
long or several short messages)
Attachments
108

Writing Bad News

Messages

109

Strategies for
Bad-news Messages
Convey the message
Gain acceptance
Maintain goodwill
Promote a good corporate
image
Minimize future correspondence
110

Audience-Centered Tone
The You attitude
Positive wording
Respectful language

111

The Direct Approach

State the bad news
Give reasons
End with a positive close

112

The Indirect Approach

Begin with a buffer
Follow with reasons
State the bad news
End with a positive close

113

Begin With a Buffer

Things to do

Things to avoid

Show appreciation

Saying no

Pay attention

A know-it-all tone

Compliment
reader

Wordy phrases

Be understanding

Lengthy buffers

Apologies

Show sincerity

114

Provide Reasons
That Support the Refusal
Cover positive points
Provide relevant details
Highlight benefits
Minimize company policy
Avoid apologizing
115

State the Message

De-emphasize the bad news
Use a conditional statement
Focus on the positive
Avoid blunt language

116

Close With Confidence

Maintain a positive tone
Limit future correspondence
Be optimistic about the future
Remain confident and sincere

117

Cultural Differences
Proper tone
Message organization
Cultural conventions

118

Writing Bad-News Messages

Routine requests
Organizational news
Employment information

Routine Workplace Requests

Business information
Invitations and favors
119

The Status of Orders

Ship either part or none of the
order
Work toward an eventual sale
Communicate clearly
Be confident and optimistic

120

Claims and Adjustments

Things to employ

Things to avoid

Courtesy and tact

Accepting blame

Indirect approach

Accusations

Positive attitude

Defamation

Understanding
and respect

Negative language

121

Credit Decisions
Requested by a person
Requested by a company

Organizational News
Bad news about products
Bad news about company operations
122

Letters of
Recommendation
Requested by businesses
Be direct
State facts

Requested by individuals
Practice diplomacy
Consider feelings
123

Employment Applications
Use the direct approach
State reasons clearly
Suggest alternatives

Performance Reviews
Provide feedback
Review the job description
Set an action plan

124

Negative
Performance Reviews
Confront the problem
Plan the message
Maintain privacy
Focus on the problem
Obtain commitment
125

Termination Letters
Express the decision
Give specific justification
Minimize negative feelings

126

Writing
Persuasive
Messages
127

Establishing Credibility
Facts

Objectivity

Sources

Sincerity

Expertise

Trust

Common ground

Good intentions

Enthusiasm

128

Setting Ethical
Standards
Provide information
Boost understanding
Promote free choice
Avoid manipulation

129

Developing
Persuasive Messages
Employing the AIDA plan
Balancing emotion and logic
Reinforcing your position
Dealing with resistance

130

The AIDA Plan

Attention
Interest
Desire
Action

131

Balance Logic and

Emotions
Promote action
Understand expectations
Overcome resistance
Sell your point of view

132

Examples of Faulty
Logic
Hasty generalizations
Begging the question
Attacking the opponent
Oversimplification
Assuming a false cause
Faulty analogies
Illogical support
133

Strengthen Your
Position
Be moderate
Focus on the goal
Use simple language
Anticipate opposition
Provide support
134

Strengthen Your
Position
Be specific
Create a win-win situation
Use the right timing
Employ metaphors
Use anecdotes and stories
135

Deal With Resistance

Anticipate objections
Use what if scenarios
Involve your audience

136

Common Mistakes
Selling too hard up front
Resisting compromise
Relying solely on great
arguments
Using a one shot sales
technique
137

Persuasive Messages
Action requests
Claims and adjustments
Sales and fundraising

138

Requests for Action

Gain attention
Use facts, figures, and benefits
Make a specific request

139

Claims and Adjustments

State the problem
Review the facts
Motivate the reader
Make your request

140

Sales and Fundraising

Messages
These messages must compete
for the readers:
Attention
Time
Dollars

141

Sales Message
Strategies
Benefits
The AIDA plan
Selling points

142

The Central Selling

Point
Study the competition
Know the product
Analyze the audience

143

Getting Attention
News items

Product samples

Features and
benefits

Emotions and
values

Provocative
questions

Stories and
illustrations

Product samples

Challenges

Shared traits

Solutions
144

Motivating Action
Explain the next step
Create a sense of urgency
Include a post script
Apply good judgment

145

Writing Fundraising
Messages
Analyze the audience
Study the competition
Clarify benefits
Keep the message personal

146

Strengthening
Fundraising Messages
Interest readers

Clarify your needs

Use plain
language

Write concisely

Offer an
opportunity

Include reply
forms

Make it hard to
refuse
147

Planning Business
Reports and Proposals

Reports and Proposals

Guide decisions
Comply with government regulations
Gain acceptance of others
Monitor and control operations
Implement policies and procedures
Document results

Classifying Reports
Source
Frequency
Audience
Length
Intent

Informational Reports
State policies and procedures
Document compliance
Report progress
Monitor and control operations

Monitoring and
Controlling Operations
Written plans
Operating reports
Activity reports

Analytical Reports
Business proposals
Problem-solving reports

Solving Problems
Troubleshooting reports
Feasibility reports
Justification reports

What Is the Purpose

of the Report?
To inform
To persuade
To recommend
To confirm
To analyze
To summarize

Adapting to the
Audience
You attitude
Positive tone
Credibility
Polite treatment
Bias-free language
Corporate image

Selecting the Channel

and Medium
Written reports
Complex information
Future reference

Oral reports
Immediate feedback
Nonverbal communication

Electronic Reports
Advantages
Cost and space savings
Faster distribution
Multimedia features
Ease of maintenance

Electronic Reports
Disadvantages
Hardware and software costs
System incompatibility
Training needs
Data security

Writing Business
Reports and Proposals

Choosing an Approach
Direct approach
Receptive audience
Open-minded audience

Indirect approach
Skeptical audience
Hostile audience

Structuring
Informational Reports
Importance
Sequence
Chronology
Spatial orientation
Geography
Category

Structural Approaches
for Analytical Reports
Focus on conclusions
Focus on recommendations
Focus on logical arguments

Drafting Reports
and Proposals
First draft
Introduction
Body
Closing

The Introduction
Report context
Subject or purpose
Main ideas
Overall tone

The Body Chapters

Present
Analyze
Interpret
Support

The Closing Section

Emphasizes main points
Summarizes benefits
Reinforces structure
Brings together action items

Report Content
Accurate
Complete
Balanced
Structured
Documented

Report
Introduction

Authorization

Sources

Problem

Methods

Purpose

Definitions

Scope

Limitations

Background

Organization

Report Body
Explanations

Methods

Evidence

Criteria

Results

Conclusions

Analyses

Recommendations

Procedures

Support

Strategies for
Successful Proposals
Demonstrate your knowledge
Provide concrete examples
Research the competition
Prove that your proposal is
workable
Adopt a you attitude
Package your proposal attractively

Proposal Introduction
Problem or background
Proposed solution
Scope or delimitations
Organization

Proposal Body
Proposed approach
Work plan
Qualifications
Detailed costs

Proposal Closing
Key points
Benefits and merits
Qualifications
Final decisions

Planning, Writing, and

Completing Oral
Presentations

Planning the Presentation

Determine the purpose
Analyze the audience
Gather the information
Adapt the message

Common Purposes
of Business Presentations
Inform
Motivate
Persuade
Entertain

Writing Oral Presentations

Organize the message
Create the introduction
Compose the body
Write the conclusion

Organizing the Message

Define the main idea
Limit the scope
Choose the approach
Prepare the outline
Choose the style

Developing Oral Presentations

Interacting with the audience
Using nonverbal cues
Controlling content
Helping the audience stay
focused

Creating the Introduction

Arouse interest
Build credibility
Preview the presentation

Composing the Message

Limit the main points
Connect the ideas
Engage the audience

Writing the Conclusion

Restate the main points
Describe the next steps
Close the presentation

Completing the Presentation

Evaluate the message
Edit the content
Develop visual aids

Practicing Your Delivery

Memorizing
Reading
Impromptu speaking
Speaking from notes

Preparing to Speak
Know the location
Consider the audience
Adapt the content

Building Your Confidence

Prepare extra
material

Take a few deep

breaths

Rehearse

Be ready

Think positively

Get comfortable

Visualize
success

Dont panic
Keep going

Appearing More Confident

Dont rush
Maintain eye contact
Control your posture
Use appropriate gestures
Vary facial expressions
Control your voice

Answering Questions
Focus on the questioner
Respond appropriately
Maintain control
Survive the hot seat
Motivate questions
Conclude the speech

Enhancing
Oral Presentations
Using Electronic Slides and
Overhead Transparencies

Using Visual Aids

Clarify main points
Create interest
Add variety
Improve learning

Types of Visual Aids

Overhead transparencies
Electronic presentations
Chalkboards and whiteboards
Flip charts
35-millimeter slides

Types of Visual Aids

Product samples
Scale models
Audio tapes
Film strips and movies
Television and videotapes

Planning Effective
Slides
Gather information
Select the format

Overhead
Transparencies
Advantages
Inexpensive
Easy to use
Simple to create

Overhead
Transparencies
Disadvantages
Lack of flexibility
Fragile format
Overhead projectors

Electronic
Presentations
Advantages
Real-time data
Multimedia
Flexibility and portability

Disadvantages
Specialized equipment
Technique versus content
Overuse of special effects

Creating Effective Slides

Content and graphics
Design elements
Consistency
Special effects

Writing Readable Content

Select a central idea
Limit the content
Write short phrases
Use parallel grammar
Prefer the active voice
Use short informative titles

Effective Graphics
Reduce details
Avoid repetition
Shorten numbers
Limit data
Highlight key points
Adjust size and design

Selecting Design
Elements
Color schemes
Background design
Fonts and type styles
Clip art images

Achieving
Design Consistency
Slide master feature
Layout templates

Animation
and Special Effects
Transitions
Hyperlinks

Effective Slides
Readable
Consistent
Simple
Audience centered
Mechanically correct
Clear and focused

Creating Effective
Handouts
Complex charts or diagrams
Company reports
Magazine articles
Case studies
Lists of Websites
Copies of slides

Preparing to Give
a Presentation
Learn the material
Master the hardware and
software
Practice the delivery
Limit the number of slides

Introducing the Slides

Electronic slides and overhead
transparencies
Changing
Highlighting
Pointing
Discussing

Limiting the
Number of Slides
Length of the presentation
Complexity of the material
Nature of the special effects