Business Communication Chapter 2 Homework Uses Descriptive Talking Headings Each Page

Grading Report for Team Consulting Presentation

CONTENT AND ORGANIZATION

OPENING

• Begins powerfully; engages audience immediately

• Specific purpose is clear

• Main points (recommendations) are clear

• Preview of main topics; audience knows what to

expect

DELIVERY

DELIVERY STYLE

• Natural tone

• Energy

• Enthusiasm

VOCAL CHARACTERISTICS

• Tone and pitch

• Volume

• Pace, pauses, and emphasis

• Enunciation (articulation)

• Fillers (“um,” “uh,” “you know,” “ok,” etc.)

Final Assignment: PPT Report

For your final assignment, you’ll transform your Final Persuasive Presentation PowerPoint slides into a

PPT report (or “deck”).

Imagine that instead of making an oral presentation on this theme, you had to present the same

material in a written report in PowerPoint. Your report will be a stand–alone document, not used as

visual support for an oral presentation. Apply the concepts and methods of a PPT report, which we

studied as part of our visual communication classes.

In addition to our discussion in class, you may find it useful to refer to the following:

• PPT Variations

• Annotated PPT Report Page

PowerPoint Variations

Traditional PPT

PPT Report

Use and

Purpose

• Used primarily for in–person, formal

presentations

• Used primarily for less formal, in–

person or distance presentations

(e.g., meetings, conference calls,

Components

fonts as small as Arial 11, Calibri

• Title slide

• Main point slide (optional)

• Agenda

• Body slides

• Closing or summary slide

• Cover page

• Executive summary

• Table of contents

• Body pages

• Closing or summary page

Annotated PPT Report Page

your message title.

Message titles describe the main point in full

sentences using sentence case. When read in

sequence across the report, titles convey a

cohesive argument.

Each page uses a mix of

text and graphics. Only

relevant graphics are

included (no photos just

for visual appeal).

Detailed, explanatory

text allows the report

Bullets are preferred

over paragraph text;

check for parallel

A white background improves

readability; check contrast by printing

in both color and black and white.

Use business fonts,

sizes 11-16.

Additional Guidelines for PPT Reports

How to improve

general structure

and coherence

• Include elements to guide your reader through the report: a repeated table

• Use a descriptive “message title” on each page as your title (except for the

cover page, table of contents, executive summary, and section dividers). Use

an active verb in each title, but don’t go over two lines. To check for overall

coherence, read all titles in sequence. Do they convey a coherent argument

or tell a coherent story?

How to develop

substantial content

• Make sure your PPT report is significantly different from your original PPT in

depth and scope. Explain and interpret everything that would help the reader

understand and accept your argument.

• Provide enough evidence on each page to fully support your talking heading.

How to balance

visual and verbal

elements

• Although the PPT report has much more text than your PPT presentation,

create strong visual appeal on each page. Convert text to graphics: diagrams,

parallel text boxes, annotations linked to graphics, SmartArt, etc.

• Visualize data through charts, graphs, tables, and diagrams. Add explanations

to your data displays (call–outs, summaries, side bars, etc.).

• Eliminate unnecessary images that are not explained or connected to your

argument.

• Avoid color combinations that may be problematic for some readers (e.g.,

red/green combination is difficult for colorblind people).

• Before you finalize your design and color choice, print a test page to make

sure it will look as you planned.

How to format the

report

• Use consistent fonts and font sizes for titles, subheadings, and body text on

each page.

• Use the same size for all titles (usually between 20 and 28 points).

Guidelines adapted from Maria Wolfe, Cornell University

Grading Report for PPT Report (Final Assignment)

STRATEGY AND APPROACH; AUDIENCE ANALYSIS

• Appropriate approach for the audience

• Appropriate tone

• Credible, authentic, and transparent

 Is significantly different from the

original PPT presentation

ORGANIZATION

Introduction

• Clear purpose and main points upfront

(executive summary)

• Clear preview (table of contents)

Body

• Logical sequencing and page breaks

• Movement between generalizations and

specific, concrete details to support those

points

Closing

• Solid closing

 Includes a clear, comprehensive

executive summary

 Includes a descriptive table of

contents with page numbers

 Flows well within and among pages

 Uses descriptive talking headings on

each page

 Includes a summary page, contact

information, and references

PPT Reports”

Announcing a Change

For your next assignments, you will announce a change to an internal audience. As a team, you have

two major deliverables for this project: a presentation and a post on the company blog. Individually,

Scenario

Imagine that you are part of a management team of a real hospitality–related company. You may be the

CEO and his or her direct reports, or you may be the management team of a division within a company.

Recently, you have either initiated or been informed of a change that negatively affects staff, and you

need to communicate this through a presentation and a blog post.

During this assignment, you will practice your ability to achieve the following:

• Select relevant and appropriately detailed information to communicate a change.

Instructions for the Team

Your team will have four deliverables for this assignment. As a team, you will complete the following:

1. Deliver a team presentation with PowerPoint slides

2. Write a post on the company blog responding to employee feedback (due one week after your

presentation)

Individually, each member of your team will also complete the following:

3. Write a short blog post to respond to another team’s presentation (written as employees for

Deliverable 1: Team Presentation

I suggest you approach this assignment as follows:

• First, decide on a company and change to announce. Choose something big enough that it affects

staff yet specific enough to allow you to provide details. To ensure resistance to your message, the

change should be something that will be perceived negatively. Examples include closing a property,

merging companies and reducing redundancies, eliminating a product line, banning employee travel,

or downsizing staff to reduce expenses.

• Decide what content to include, for example, context/rationale for the change, how much detail to

provide, etc. What do people need to know?

• Determine which role each of you will play, for example, the CEO, the HR VP, Head Chef, etc.

• Draft an outline for your presentation and decide who will speak when.

Deliverable 2: Write a Post on the Company Blog to Respond to Employee Feedback

After the presentation, employees (members of another team) will submit comments to the company

blog. One week after your presentation, please write a post on the employee blog. This response will

further explain the change and will address comments on the blog.

Writing this post will challenge you to review employee comments in an objective way and decide which

comments to address and how to address them. As you read the comments, think about feedback

themes that emerge.

Deliverable 3: Blog Posts from Employees (for another team)

During the class before a presentation, the presenters will tell us more about their employees. As

employees, you’ll listen attentively and ask questions. You can assume that some employees will be

confused, angry, and upset. Consider what questions employees may have; ask challenging questions to

keep the management team on its toes.

Deliverable 4: Peer Assessor Form

Your team will be assigned as assessors for another team’s presentation. During the presentation,

please take detailed notes and submit them at the end of the presentation.

Deliverable 5: Team Assessment

Audience Analysis

What do we know about them?

What information do they need?

How are they likely to react?

Grading Report for Announcing a Change: Team Presentation (Assignment 3)

Grading Key:

4 points = Very good—a positive strength of this presentation. Good job!

STRATEGY AND APPROACH; AUDIENCE ANALYSIS

• Appropriate presentation style for the change

• Appropriate tone

• Developed rapport; connected with the audience

• Credible, authentic, and transparent

ORGANIZATION

• Appropriate introduction

• Preview/Agenda

• Clear and logical organization

• Good transitions

• Solid closing

HANDLING QUESTIONS

• Addressed questions directly, clearly, and concisely

• Prepared for questions; anticipated difficult questions

• Answered questions honestly

• Demonstrated appropriate empathy

• Appeared organized in team approach to Q&A

Grading Report for Announcing a Change: Blog Post for Employees (Assignment 4)

Grading Key:

4 points = Very good—a positive strength of this writing assignment. Good job!

• Credible, authentic, and transparent

STRATEGY AND APPROACH; AUDIENCE ANALYSIS

• Appropriate approach for the audience

• Appropriate tone for the blog post

ORGANIZATION

Introduction

• Clear purpose and main points upfront

• Clear preview

Body

• Logical sequencing and paragraph breaks

• Movement between generalizations and specific,

concrete details to support those points

Closing

• Solid goodwill closing