Module 25

Module 25 is about using visuals. When giving a presentation or providing information, it is often helpful to supplement your text with visuals. Facts and figures get boring after a couple pages, so add bar graphs or pie charts. These jump off the page or slide to grab your audience’s attention. These are also helpful you are looking for a specific number later on and you only have time to flip through a report.

But like all good things in live, too much of a good thing isn’t always good. There needs to be a good mix of text and visuals so there a nice balance on the page. Visuals have a greater effect when they are surrounded by text so they pop more.

It is also important to remember that these are professional documents. Use color sparingly. Avoid using clip art altogether because it takes away from the message you are attempting to get across.

One more thing the text mentions is to make sure your visuals are correct and ethical. It you did not create the visual yourself, make sure you have permission to use it. It is also important to make sure your visuals will not offend anyone. 

Module 20

Module 20 is about making oral presentations. There three different types of presentations: Informative, Persuasive and Goodwill.  Informative presentations teach the audience something like in a training session. Persuasive speeches focus on motivating the audience to do something.  Goodwill presentations are more to entertain the audience.

As you plan a presentation, make sure you choose the right type of presentation first of all. Depending on your goal, you’ll want to choose between monologue or sales presentations or even guided discussions. Once you have a type chosen, you need to make sure your message will make sense to your audience. Your message will come across even better when you use visuals and other ways to involve the audience.

There are also various ways to organize your presentation. These include: chronological, problem-cause-solution, excluding alternatives, Pro-con and 1-2-3. The book explains all in full detail.

The most important piece of the puzzle for your presentation will be your delivery. First you must conquer any fear you have of public speaking. The book has several excellent ways to accomplish this. While you are giving your presentation it is important to remember to make eye contact with your audience. This will make your message more like you are talking to them as oppose to lecturing.  Using notes is also acceptable but make sure you aren’t just reading your notes and forgetting about your audience. 

Module 3

Module three is focused on communicating between different cultures. A culture is a group with a set pattern of acceptable behaviors. While it is normal to not recognize these when surrounded by other members of the group it is common to notice the differences when you come into contact with people from other cultures.

When meeting these people in a business setting it is important to understand their culture and customs to prevent offending them. Many common actitives that Americans participate in on a daily basis in the workplace would be highly offensive to a business person from China, for example, shaking hands. It is common here we accept it as second nature, but in China the custom in a quick bow.

Another important thing to keep in mind when doing business across cultures is the difference in meanings. For example, here in the U.S. we consider any legal agreement that is in writing to be binding. If the agreement was with a company from Germany, they would agree. However, if the company was based in Japan they would think an oral agreement would be much more binging.

Not knowing that information could be the difference between having a deal go through or not. It is recommended that you study the culture you will be working with even before the first meeting with them. 

Module 23

Module 23 is about short reports. The book recommends writing a short report whenever possible. Long reports take up too much of your audience’s time and will therefore, probably, not be read. Short reports can still accomplish many things though. There are informative or closure reports that summarize completed work. Feasibility reports present alternatives to the problem and give reasons why one is the best. Justification reports are used when explanation or recommendation needs to be given on a large purchase or a organizational change such as hiring.

The text also goes into details about the various types of organization for these reports. It is best to use an organization style that works for your audience and your message. The seven types are: Compare/Contrast, Problem-Solution, Elimination of Alternatives, General to Particular or Particular to General, Geographic, Functional and Chronological. Pages 404 to 407 explain these in detail.

While reports follow the basic rules of business writing there are several key differences. First of all, reports tend to be more formal than memos or letters. Reports almost never use the word you. Reports should also be self-explanatory. There shouldn’t be a need to attach yet another document to explain your report. The recommends saying what you mean and having a very clear organizational style.

Module 27 & 28

Module 27 is about resumes. A resume is one of the few pieces of information a potential employer has about you when they are deciding whether or not you are right for their company. Although there are many formats for resumes the book illustrates several examples of resumes that can act as good examples for you when you begin putting yours together.

One of the most interesting points I found in the reading was the textbook’s suggestion to tailor your resume to the job you are applying for. For example, I have had various positions since I started working but when I applied for a position working with students I focused on my tutoring experiences to show my ability to work in that particular field. I also used references that could discuss my abilities as a tutor and my skills working with different types of people.

Module 28 is about job application letters, also called cover letters. There are two types of letters that are used in job applications: Solicited and Prospecting. Solicited is the type you would write if you knew they were hiring. For example, if you saw the application on a job search website or if a friend who works there recommended you apply then you would write a solicited letter. Prospecting is the type of letter you would write if you didn’t know if a company was hiring or if they were hiring but not in fields that interested you. This is a great way to put yourself on a company’s radar. In some cases they will even create a job for you if they know you would be an asset to the company. 

Module 22

Module 22 discusses the types of information you find, analyze and use for research. There are two types of research. The first type is called primary, or research that you do yourself. Surveys and interviews are both examples of primary research.  Secondary research is information that is gathered from other sources. Anytime you use a search engine such as www.google.com, you are conducting secondary research.

When you do use search engines, be careful how you phrase the search. Use “and” and “or” to reduce your findings into articles that will actually be helpful. The book also suggests using more print resources because those are more credible since experts review them before being published.

When creating questions for a survey or interview, the book recommends being specific and using different styles of questions so you get the best response. The two basic types of questions are closed and open. Closed questions have a list of possible options like a multiple-choice question on a test. Open questions allow the person answering to say anything like an essay question on a test.

When choosing who to ask these questions to it is important to understand the population. For a survey use a random sampling but for interviews use a judgment sample, or a group of people who’s views would be relevant to the subject matter.

When using the information you have found or collected yourself, make sure you use MLA or APA citation formats. Ask the person who requested the report of they have a preference. 

Module 21

Module 21 is explains what should go into a proposal or a progress report. A proposal must answer several questions including what the problem is and how you plan to solve it. A proposal must also include a good purpose statement which involves stating the problem and the questions that must be answered to solve the problem.

The book also lays out exactly what headings should go into a class research project proposal. Those are: Problem, Feasibility, Audience, Topics to Investigate, Methods/ Procedure, Qualifications/ Facilities/ Resources, Work Schedule and Call to Action.

Sales Proposals also have specific areas that must be covered. The book recommends beginning with something that will grab your audience’s attention while discussing the major benefits this purchase will bring them. The book also suggests to be a specific as possible when it comes to budget requests. This will prove to the buyer that you understand the entire project and what it will take to accomplish it.

Progress reports are more than a snapshot of where you are in project. These reports are also helpful in allowing you to communicate any issues to your investor/ employer before they become costly and time consuming problems.  There are three organization styles for progress reports: 1. To give a chronology, 2. To specify tasks or 3. To support a recommendation. In all three cases you need to be as direct and positive as possible.