Usaals Business Correspondence Student Council Report About the Online Booking System Exam Each question 250-300 words Total 500-600 words Choose two que

Usaals Business Correspondence Student Council Report About the Online Booking System Exam Each question 250-300 words

Total 500-600 words

Choose two questions two answer it

Similarity must be less than 3%
please this my final exam

PDF will help you to answer correctly and exactly what my teacher need Ch. 10
Reports and Proposals
McGraw Hill Publishing
15-1
•
•
•
•
•
•
15-2
•
•
•
•
•
15-3
•
•
•
15-4
…
•
•
•
•
15-5
…
•
•
•
•
15-6
…
•
•
•
•
•
•
15-7
1.
2.
3.
4.
5.
15-8
•
•
•
•
•
15-9
•
•
•
•
•
15-10
•
•
15-11
•
•
•
•
•
15-12
•
•
•
15-13
•
•
•
•
•
•
15-14
…
15-15
…
…
15-16
Ch.8- Making Oral
Presentations
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-1
Chapter 19 Learning Objectives
•LO 1 Identify purposes of presentations
•LO 2 Plan strategy for presentations
•LO 3 Organize effective presentations
•LO 4 Plan visuals for presentations
•LO 5 Deliver effective presentations
•LO 6 Handle questions during presentations
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-2
1. Purposes in Oral Presentation
•Guide choice of strategy and content
• Informative—inform or teach audience
• Persuasive—motivate audience to act or to believe
• Goodwill—entertain and validate audience
•Make purpose as specific as possible
•Not introduction
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-3
2a. Planning Presentation Strategy
•Strategy—plan for reaching
specific goals and audience
•Simplify details, visuals, words,
and sentences
•Make simpler than written
message to same audience
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-4
2a. Planning strategy-Choosing the Kind of
Presentation
•Monologue—presenter speaks without interruption;
answers questions at end
•Guided discussion—
• Speaker presents issues audience agreed to earlier
• Presenter serves as facilitator, tapping audience
knowledge
•Interactive—a conversation, like sales presentations
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-5
2b. Planning strategy-Adapting to Your
Audience
•Don’t seek major opinion change in
one presentation
•Make ideas relevant to audience by
linking what you say to their
interests
•Show audience that topic affects
them directly
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-6
2c. Planning strategy-Choosing Information
•Select information that is interesting and persuasive to
audience
•Plan to answer audience’s questions and objections
•Limit to three main points
•Show relationship between main points
•Link points to audience’s knowledge
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-7
3. Organizing Information
•Plan a strong opening
•Structure the body
•Plan a strong conclusion
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-8
3a. Planning Strong Opening
•Use as position of emphasis
•Interest audience and emphasize key point
•Memorize opener and closer
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-9
3a.1 Invoking Four Strong Openers
1.Startling statement
2.Narration or anecdote
3.Question
4.Quotation
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-10
3a.2 Structuring the Body
1.Chronological—past, present, and future
2.Problem-causes-solution—symptoms, causes,
suggestions
3.Pro-con—give all reasons in favor; then, those
against it
4.1-2-3—discuss three aspects of topic
5.Excluding alternatives—explain symptoms,
explain obvious solutions, show why they won’t
work, discuss workable solution
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-11
3a.3 Planning a Strong Conclusion
•Restate your main point
•Refer to your opener to create a frame
•End with a vivid, positive picture
•Tell the audience exactly what to do to solve the
problem you’ve discussed
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-12
4. Planning Visuals
•Create professional image and strong impact
•Help the audience remember your points
•Can serve as an outline for your talk
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-13
4a. Designing PowerPoint Slides
•Use a consistent background
•Use a big font
• 44 to 50 point for titles
• 32 point for subheads
• 28 point for examples
•Use bullet-point phrases, not sentences
•Use clear, concise language
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-14
4a. Designing PowerPoint Slides, continued…
•Make only three to five points per slide
•Customize your slides
• Logo
• Photo
• Chart
•Use animation to control flow, build interest
• Too much distracts the audience
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-15
4b. Designing Prezi
•Consider many of the design tips on the last two slides
•Display hierarchies and spatial relationships
•Use zooming and panning with restraint
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-16
5. Delivering an Effective Presentation
•Dealing with fear
•Using eye contact
•Developing a good speaking
voice
•Standing and gesturing
•Using notes and visuals
•Involving your audience
•Practicing
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-17
5a. Dealing with Fear
•Be prepared
•Use only normal amount of caffeine
•Avoid alcoholic beverages
•Re-label your nerves
• Not fear – scared – nervous
• Say adrenaline – energetic – excited
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-18
Fear, continued…
•Contract muscles; then relax them
• Start with feet and calves
• Move to shoulders, arms, and hands
•Take few deep breaths from diaphragm
•Pause, look at audience before speaking
•Focus on communicating, not feelings
•Use energy in gestures, mobility
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-19
5b. Using Eye Contact
•Make eye contact with individuals in audience
• Even before you start speaking
• Hold gaze about 5 seconds
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-20
5c. Developing a Speaking Voice
•Make voice easy to listen to
•Find and use your optimum pitch
•Talk loudly enough so entire audience can hear
•Vary volume, pitch, and speed
•Sound energetic and enthusiastic
•Enunciate—Say all sounds in each word
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-21
5d. Standing and Gesturing
•Place feet apart for good balance; flex knees
•Walk if you want to
• Move purposefully; don’t pace
• Stand still for formal talk or if on camera
• Don’t block screen showing your visuals
•Use natural gestures for emphasis
• Big, confident ones work best
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-22
5e. Effective Delivery: Notes
•Put notes on cards or sturdy paper; number them
• Use 4 x 6 or 5 x 7 cards, instead of 3 x 5
•Use phrases not complete sentences
•Jot down details, examples you’ll use
•Indicate where you’ll refer to visual
•Look at notes infrequently
•Hold notes high so head doesn‘t bob
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-23
6. Handling Questions
•Anticipate questions; prepare to answer them
•Tell audience early how you’ll handle questions
•Don’t nod to show you understand question
• Look directly at questioner
• Look at entire audience as you answer
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-24
6. Handling Questions, continued…
•Don’t say, That’s a good question!, unless you say it
every time
•Repeat question before you answer
•Link answer to purpose and points made
•Re-word hostile or biased questions
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-25
Giving Team Presentations
•Introduce each group member
•Pay close attention to other members when they
present
•Plan transitions
•Enforce time limits strictly
•Coordinate visuals for coherence
•Practice, practice, practice!
Copyright © 2015 McGraw-Hill Education. All rights reserved. No reproduction or distribution without the prior written consent of McGraw-Hill Education. 19-26
CHAPTER 6
LETTERS, MEMOS & EMAILS
Chapter Learning Objectives
•After studying this chapter you should be able to:
•Discuss essentials components of letters, types,
characteristics of good letter
•Memos –Recognize format and types
•Emails – Understanding effective email techniques
1-1
Common Media: Letters/Memos
• Use letters to
•
Send messages to people outside your organization
• Use memos to
•
Ex
ter
na
Send messages to people within your organization
Int
e
rn
al
l
Letters
1. Format
•Includes the parts of a document and the way they are
arranged on the page
•Short reports use letter or memo fomat
• Types – Block and Modified block
2. Salutation
•Should be same as talking to someone on the phone
•If you know the person well, then use the first name E.g.
Dear Glenn. Otherwise use a more formal salutation using
the second name Dear Mr. Helms
Copyright © McGraw Hill publishing
1-3
Letters
• 3. Closes
• Sincerely and cordially are standard
• But if you are writing to people in special groups or one who is a
friend and business acquaintance, use a less formal close E.g.
Yours, Thanks etc.
• 4. Punctuation
• Types – mixed, personal and open
• Mixed – Colon after the salutation and comma follows the close.
• Personal – comma after the salutation
• Open – faster to type – omit all punctuations after the salutation
and the close.
Copyright © McGraw Hill publishing
1-4
Letters
•Usually used
organization.
for
delivering
messages
outside
an
•3 groups of letters:
•1. Routine letters – theose communicating straightforward
requests, replies, and goodwill messages;
•2. Persuasive messages including sales pitches; and
•3. negative messages delivering refusals and bad news
1-5
Letters
Characteristics of good letters:
1. Clear content
• a. separate ideas into paragraphs; b. use short sentences and paragraphs;
3. guides the reader through the ideas with transitional expressions.
2. A Tone of Goodwill:
• Build goodwill, than just deliver clear messages.
• Needs to analyze the audience and adapt the message to the reader.
3. Correct form:
• Silent messages beyond printed words e.g. Letter’s appearance, format etc.
to reflect writer’s carefulness and experience.
• Format: Block style is a popular format. Here the various parts of the letter
– dateline, inside address, body etc. – are set flush left on the page,
centered on the page and framed by white space. Margins of 1 to 11/2
inches.
1-6
Organizing Informative and Positive
Messages – ROUTINE LETTERS
•Start with good news or the most important information
•Clarify with details, background
•Present any negative points positively
•Explain any benefits
•Use a goodwill ending
• Positive
• Personal
• Forward-looking
Varieties/ examples: Minutes of Meeting, Document summary, Customer/
client visit summary & Thank you note
Varieties: Summaries
•Conversation summary (internal use) –
Minutes of the Meeting
• Identify…
• People who were present
• Topic of discussion
• Decisions made
• Who does what next
Varieties: Summaries, continued…
•Document summary
• Start with main point
• Give supporting evidence or details
• Evaluate document if audience wants such advice
Summaries, continued…
•
Client / customer visit summary
1. Put main point (in your company’s view) in first ¶
2. name points
3. Give details to support your conclusions; use lists,
headings to make structure clear
Varieties: Thank-You Notes
• Make people willing to help you later
• May be short; must be prompt
• Must be specific to seem sincere
Negative Messages
• Information conveyed is negative
• Audience’s reaction is negative
•
•
Message does not benefit them
Usually they experience disappointment or anger
• Varieties/ Examples
Rejections, refusals
Policy changes not
benefiting customer
Poor performance
appraisals
Disciplinary notices, layoffs
and firings
Insulting, intrusive requests Product recalls, claims &
complaints
Organizing Negative Messages: Clients &
Customers
1.
2.
3.
4.
When you have a reason that the audience will
understand and accept, give the reason before the refusal
Give the negative information, just once
Present an alternative or compromise
End with positive forward-looking statement
Organizing Negative Messages: Superiors
1.
2.
3.
4.
Describe problem clearly
Tell how it happened
Describe the options for fixing it
Recommend a solution and ask for action
Organizing Negative Messages:
Peers & Subordinates
1.Describe problem objectively, clearly
2.Present an alternative or compromise, if available
3.Ask for input or action, if possible
• May suggest helpful solutions
• Audience may accept outcomes better
Parts of Negative Messages
•Subject lines
•Buffers
•Reasons
•Refusals
•Alternatives
•Endings
Using Technology
•Deliver bad news orally when possible
•Use technology for widespread negative messages
• E-mail
• Social media
Persuasive Messages – Purposes
•Primary
• To have audience act or change beliefs
•Secondary
•
•
•
•
•
To build good image of the communicator
To build good image of communicator’s organization
To cement a good relationship
To overcome any objections
To reduce or eliminate future messages on subject
• Examples: 1. Performance appraisals, 2.
recommendation letters, 3. sales and 4. fund raising,
Three Aspects of Persuasion
•Argument—reasons or logic communicator offers
•Credibility—audience’s response to communicator as source
of message
• Expertise, image, relationships
•Emotional appeal—making audience want to do as
communicator asks
Building Emotional Appeal
•Storytelling
•Psychological description
• Create word picture for audience’s senses
• Hear
• See
• Smell
• Taste
• Touch
• Help audiences imagine themselves doing, enjoying what
you ask
Tone in Persuasive Messages
•Be courteous
•Give solid reasons for requests
•Make requests clear
•Give enough information for audience to act
•Tone down requests to superiors
•Eg. I expect you to give me a new computer
• If funds permit, I’d like a new computer.
Memos
• Typically used for communication within a company
• Basic structure :
• Heading
• Purpose
• Body
• Conclusion
• Closing
• Carbon copy “cc”
Copyright – a Practical guide to Business Writing
1-22
Memos – Types
• To inform
• To request
• To instruct
• To recommend
• To respond
• To complain
• To remind
• To appreciate
Copyright – a Practical guide to Business Writing
1-23
E-mails
• Quick, easy, flexible and fast method of communication
Effective e-mail techniques
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Write a clear subject line
Use the “cc” button.
Use out-of-office assistance
Use attachments for long documents.
Keep your message short and to the point.
Don’t use email for immediate action.
Use the spell check
Use courteous language
Provide an action statement when necessary
Identify yourself clearly
Don’t overuse abbreviations.
Don’t use all capitals when typing
Copyright – a Practical guide to Business Writing
1-24
Common Media: E-mail
•Use e-mail to
• Accomplish routine business activities
• Save time
• Save money
• Allow readers to deal with
messages at their convenience
• Communicate accurately
• Provide details for reference
• Create a paper trail
Emails – some tips
•Keep your message short
•Make your subject line mean something
•Start your email with Dear and end with a simple closing
(Thanks or Regards)
•Always spell words correctly
•Write in positive tone
•Sign your messages with at least your name, job title and
contact number
•Don’t just rely on an email. An email can be lost. Follow-ups
can often be done via telephone or other means
•Tell people the format of any attachments you send if they
are anything other than basic Microsoft office file types
Copyright – a Practical guide to Business Writing
1-26
Student Name:
Student ID:
Section:
Final exam
Instructions to Candidates
1. Kindly answer in the template provided.
2. Similarity must be less than 3%
ANSWER ANY TWO QUESTIONS. EACH 10 MARKS
(2 x 10 MARKS)
Note: 1. You are expected to provide proper format, structure and relevant contents. Spellings and
punctuations would also be noted.
2. DO NOT write the questions in the answer sheet. Just indicate the Question number.
3. Please use the template provided in the next page.
Q1. Assume that you are the head of the Student Council at MCBS and the top management is asking you
to provide a report about the “online booking system” used for registering for courses. Use appropriate
structure and format and stick to a word limit of 250 to 300 words.
Q2 Consider that you are the advisor to your brother who is standing for the position of Wali from your
Wilayat in the forthcoming Majlis Al Shura elections. He is required to address the voters in his Wilayat.
Suggest 5 things you would advise him to do to make his presentation effective.
Q3. Assume that you are the head of the Student Council at MCBS and the top management is asking you
to provide a proposal for the improvement of facilities for students in the college. Kindly identify any one
facility that you would like to have in MCBS and write a proposal in about 250-300 words.
***
1

Purchase answer to see full
attachment