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How to create a professional Report, Proposal and Presentation in English. Communication skills help to plan, manage, organize, promote, innovate various marketing, management, development, construction processes, and systems. Communication skills are important to market and promote the business. Communication skills help to build and inspire people to work towards organizational goals. And communication skills is the method that a business can use to provide great customer experience. Communication skills are important to remove the communication gap between employers and employees. Communication skills help to reduce stress and improve productivity. And this is the way that inspires everyone to achieve the organizational goals effectively and happily. That’s why communication skills are very important in business management and organizations.
UNIT 4: REPORTS, PROPOSALS, AND PRESENTATIONS LECTURER: MS DUONG NGOC PRESENTOR: GROUP * LY GIA PHAT * PHAN KIEU DUYEN * NGUYEN DAO NHU THUY Unit 4: Reports, proposals, and presentations C 11 C 12 • Reports and Research Basics • Informal Business Reports • Proposals, Business Plans, and Formal Business Reports C 13 C 14 • Business Presentations Chapter 13: Proposals, Business Plans, and Formal Business Reports Learning Objective Preparing Informal Proposals Learning Objective Preparing Formal Proposals Learning Objective Creating Effective Business Plans Learning Objective Writing Formal Business Reports Learning Objective Final Writing Tips C13: Proposals, Business Plans, and Formal Business Reports Preparing Informal Proposals • What are Proposals? Proposals are written offers to solve problems, provide services, or sell equipment • Components of Informal Proposals: (Figure 13.1): - introduction - background - proposal - staffing - budget - authorization request C13: Proposals, Business Plans, and Formal Business Reports Preparing Informal Proposals C13: Proposals, Business Plans, and Formal Business Reports Preparing Informal Proposals Figure 13.2, an informal letter proposal to a Boston dentist to improve patient satisfaction, illustrates the six parts of letter proposals D:\KD\CN27\HK5\2.Giao tiep Kinh doanh\PRESENTATION\Figure 13.2.docx C13: Proposals, Business Plans, and Formal Business Reports Preparing Informal Proposals What are six main components of informal proposal? Introduction Indicate the purpose Specify why you are making the proposal and highlighting the writer’s qualifications Background, Problem, and Purpose Provide necessary background Discuss the significance of the proposal and the goals or purposes that matter to the client Introduce the problem Your goal is to convince the reader that a problem exists or to persuade the reader that you understand the problem completely., Proposal, Plan, and Schedule Explain the proposal Present your plan for solving the problem or meeting the need Discuss plan management and evaluation If appropriate, tell how the plan will be implemented and evaluated Outline a timetable Furnish a schedule showing what will be done and when C13: Proposals, Business Plans, and Formal Business Reports Preparing Informal Proposals What are six main components of informal proposal? Staffing Promote the qualifications of your staff Explain the specific credentials and expertise of the key personnel for the project Mention special resources and equipment Show how your support staff and resources are superior to those of the competition Budget Show project costs For most projects itemize costs Remember, however, that proposals are contracts Include a deadline Here or in the conclusion, present a date beyond which the bid figures are no longer valid Authorization Request Ask for approval Make it easy for the reader to authorize the project (for example, Sign and return the duplicate copy) Chapter 13: Proposals, Business Plans, and Formal Business Reports Learning Objective Preparing Informal Proposals Learning Objective Preparing Formal Proposals Learning Objective Creating Effective Business Plans Learning Objective Writing Formal Business Reports Learning Objective Final Writing Tips C13: Proposals, Business Plans, and Formal Business Reports Preparing Formal Proposals C13: Proposals, Business Plans, and Formal Business Reports Final Final Writing Writing Tips Tips ● Generally avoid I and we This formal style sometimes results in the overuse of passivevoice verbs (for example, periodicals were consulted and the study was conducted) ● Let the first draft sit After completing the first version, put it aside for a day or two Return to it with the expectation of revising and improving it Do not be afraid to make major changes ● Revise for clarity, coherence, and conciseness Read a printed copy out loud Make sure that your writing is so clear that a busy manager does not have to reread any part ● Proofread the final copy three times First, read a printed copy slowly for word meanings and content Then read the copy again for spelling, punctuation, grammar, and other mechanical errors Finally, scan the entire report to check its formatting and consistency (page numbering, indenting, spacing, headings, and so forth) Unit 4: reports, proposals, and presentations C 11 C 12 • Reports and Research Basics • Informal Business Reports • Proposals, Business Plans, and Formal Business Reports C 13 C 14 • Business Presentations BUSINESS PRESENTATIONS BUSINESS PRESENTATIONS • • • • • • • • Preparing Organizing Building Audience Rapport Planning Visual Aids and Multimedia Polishing Your Delivery and Following Up Organizing Team-Based Written and Oral Presentations Adapting Presentations to Intercultural Audiences Improving Telephone and Voice Mail Skills • TO PREPARING EFFECTIVE BUSINESS PRESENTATIONS Knowing Your purpose Knowing Your Audience • ORGANIZING THE CONTENT • BUILDING AUDIENCE RAPPORT Analogies Effective Imagery Metaphors, Similes Personal anecdotes Worst and best case scenarios Previewing Building Audience Rapport Like a Pro Verbal Signposts Summarizing Switching directions Look terrific ! Animate your body Speak extemporaneously Noverbal Messages Punctuate your words Get out from behind the podium Vary your facial expression • PLANNING VISUAL AIDS AND MULTIMEDIA PRESENTATIONS Types of Visual Aids Multimedia Slides Overhead Transparencies Handouts Speaker’s Notes • POLISHING YOUR DELIVERY AND FOLLOWING UP Before Your presentatio n Prepare thoroughly Rehearse repeatedly Time yourself Check the room Greet members of the audience Practise stress reduction During Your Presentatio n Begin with a pause Present your first sentence from memory Maintain eye contact Control your voice and vocabulary Put the brakes on Move naturally Use visual aids effectively Avoid digressions Summarize your main points and arrive at the high point of your talk After Your Presentatio n Distribute handouts Encourage questions Repeat questions Reinforce your main points Keep control Avoid Yes, but answers End with a summary and appreciation • ORGANIZING TEAM-BASED WRITTEN AND ORAL PRESENTATIONS Preparing to Work Together Planning the Document or Presentation Collecting Information Organizing, Writing and Revising Editing, Rehearsing and Evaluating • ADAPTING PRESENTATIONS TO INTERCULTURAL AUDIENCES • For his presentation in Tokyo, Jon Georges spoke slowly, chose simple English, avoided jargon and cliches, used short sentences and paused frequently • Addressing cross-cultural audiences requires a speaker to: • Consider audience expectations • And cultural conventions • Many people (notably those in Japanese, Latin American and Arabic cultures) consider directness( getting to the point quickly) is to be inappropriate • Consider breaking your presentation into short, discrete segments • IMPROVING TELEPHONE AND VOICE MAIL SKILLS Announce your voice mail Voice Mail Prepare a warm and informative greeting Test your message SUMMARY OF LEARNING OBJECTIVES Discuss two important first steps in preparing effective business presentations Explain the major elements in organizing a presentation, including the introduction, body and conclusion Identify techniques for gaining audience rapport, including using effective imagery, providing verbal signposts and sending appropriate nonverbal Discuss designing and using effective visual aids, handouts and multimedia presentations and using presentation technology competently Specify delivery techniques for use before, during and after a presentation and apply reflective thinking skills Organize team-based written and oral presentations and understand how to communicate in teams Explain effective techniques for adapting oral presentations to intercultural audiences and demonstrate intercultural and diversity understanding List techniques for improving telephone and voice mail skills to project a positive image ... Creating Effective Business Plans Learning Objective Writing Formal Business Reports Learning Objective Final Writing Tips C13: Proposals, Business Plans, and Formal Business Reports Final Final... • Proposals, Business Plans, and Formal Business Reports C 13 C 14 • Business Presentations BUSINESS PRESENTATIONS BUSINESS PRESENTATIONS • • • • • • • • Preparing Organizing Building Audience... Business Plans Learning Objective Writing Formal Business Reports Learning Objective Final Writing Tips Writing Writing Formal Formal Business Business Reports Reports C13: Proposals, Business Plans,