Planning business message
Determine the purpose of your message. Are you communicating a sales message or a private business message to another business owner? Are you writing an article for your company newsletter or a press release? Maybe you're writing a speech that you'll deliver at a training seminar. The purpose of your article will help determine your format in the next step.
Based on the purpose of your message, decide on a proper format for your message. Communication to another business owner might take the form of a business letter. A newsletter article or press release should both be in article form, and a speech should be slightly more conversational in format than a written article. Think about your audience and how your message will best be communicated.
Create bullet points of the information you want to communicate in your message. Be sure to include any background information that may be needed for your audience to fully understand the impact of your message. If you're writing a press release, for example, you may need to include some basic information about your business and what you do for the benefit of readers who are unfamiliar with your business.
Determine the tone and voice of your message. Advertising messages should be less formal in tone than a speech or a business letter. Your target audience will also have an impact on the tone and voice of your message as well. A speech delivered to a group of fellow professionals at a convention might use specialized industry terminology, whereas a similar speech delivered to the general public would use layman's terms.
Write your message, keeping your tone, format, and dialogue in mind. Try to present your information in a logical order and in a manner that will make sense to your target audience.
Review what you've written for spelling and grammatical errors. Revise any awkward sentences or paragraphs. Read your communication over for accuracy, and check any facts that you're unsure of. It may help to read your message out loud or to have another person review your material. You may pick up on pieces that are unclear or need more editing.
Publish your message. A speech or article may only be delivered or published once, but a press release may need to be submitted to multiple media outlets.
Final Draft :
A first draft is a rough sketch of your future piece of writing. Sometimes your first draft may become the final one due to it being rather satisfactory, but in most cases, it requires further work. A first draft is a way to elaborate on the main points of your essay stated in your outline, giving them a sample form. It may seem paradoxical, but while being one of the most important stages of the writing process, most first drafts don’t require a tremendous attention to detail.
Business Letter :
MEANING OF BUSINESS LETTER WRITING
Businessmen have to do a lot of correspondence with customers, supplier creditors, debtors, civic authorities and public at large. There is also the correspondence in between different departments of the same organization. The aim of the correspondence is to send and receive information to conclude business transactions. Communication can be oral or through written letters. The written communication is called correspondence. To correspond means to be in conformity or agreement with something or somebody. The word correspondence has a sense of plurality, it implies letters or pair of letters consisting of an original letter followed by are ply. Commercial correspondence means, correspondence by business people' regarding commercial transactions.
Business correspondence or commercial correspondence is an important part of business communications. Business letters help the businessman to build new relations and maintain the existing relations. A businessman write letters to its customers, employees, other firms, associate concerns, credit agencies, government departments etc. The aim of these letters is to achieve a definite purpose e.g., selling a product, making an enquiry, seeking information or advice, creating goodwill etc.
In the modern world of technological advancement, there are modern ways of communication like Fax, e-mails etc. yet the importance of letters remains there. The reason behind this is that it is the cheapest and best way of communication. One can handle business activities over phone but these systems are expensive. Moreover, there are high chances of misunderstanding the information and sometimes it is difficult even to retain 1/3 of the information. Therefore, at the end we can say that business letters are best way of conveying accurate as well as detailed message.
IMPORTANCE OF BUSINESS LETTER WRITING
Businessmen have to establish contacts with various agencies, customers suppliers, etc., only then they can develop their organization. Communication /is of vital importance for the business. There was a time when the size of business used to be small and varied means of communication, as available today, were non-existent. The common method of communication was face-to-face conversation. The policy of sending representatives for direct contact way introduced when the business expanded in different cities but these methods of personal contact had their limitations.
The easiest and the cheapest method of communication, today, is through letters. This has been possible with the introduction of efficient postal service.
PHYSICAL APPEARANCE OF BUSINESS LETTERS
The letters are silent ambassadors, of business. They must be elegantly presented. Their get-up should be good. The stationery used for printing letter-heads as well as for typing must be of good quality. Great care should be taken about the quality and printing of the letter-heads. Proper use of colours and design adds to the physical appearance of letters. Many business houses make it a policy to use a particular colour of ink for printing of all their letter-heads, bills, etc., to maintain a distinctive character of the correspondence. It is called the 'House Colour, it helps to create goodwill.
TYPES OF BUSINESS LETTERS
Business letters can be of following types.
1. Circulars. When the same letter is to be sent to a large number of person’s or to a big group or to the public at large, it is known as a circular, for example Manufacturers keep on sending common circulars to their dealers informing them about their latest products, changes in the term of dealership or about prices of the goods.
2. Letters. Letters are addressed to specific persons or parties on sonespecific subject. These are individual letters.
3. Form Letters. These are standard replies to commonly asked enquiries. For example, the customers keep on asking about price list, there can be standard form letter for sending price lists, etc.
4. Business Reply Cards. These are post cards of usual size sent tocustomers for sending back the replies.
SALES LETTER
Sales Correspondence may be a written language between two parties with the motive of sales. A sales letter may be a sort of sale correspondence. it's a letter that tries to sell a product. Sales letters are an efficient thanks to communicate with clients.
It may target a selected group to grab their attention. it's sort of a salesman discussing the aim but within the sort of a letter. A sales letter are often general or particular in nature.
Objectives of Sales Letter
• A sales letter aims at reaching the reader to get the merchandise .
• Introduction and marketing of latest products and services.
• To reach potential customers.
• Expansion of the market.
Advantages of Sales Letter
• A sales letter is a smaller amount expensive.
• Reach a client where a salesman cannot.
• Reach variety of clients all at an equivalent time.
• Ease of understanding and availability of full details.
• More convenient, efficient, and comprehensive.
Elements of Sales Letter
Headline: Here the author wants to grab the reader’s attention toward the most purpose of the letter.
Introduction: it's the introductory paragraph. Introduction within the sales letter provides the small print of the merchandise or the service. It also provides the reader with the value, quality, saving and other related information.
Body: Here the author builds his credibility. The writers provide with the price of the merchandise, its difference from other similar products, an inventory of satisfied customers, terms of contract etc.
Call to Action: during this section, the author asks for the reader’s response and may express the gratitude. It also includes various details like warranty, discount etc.
Format of Sales Letter
Writing Tips for Writing Sales Letter:
• Introduce the ideas during a way that compels the reader to require a positive action.
• Introduce yourself and therefore the product well.
• Be clear in what you're offering.
• Choose your words as per the targeted audience.
• Always use a headline.
• Make the primary sentence of every paragraph count.
• Use of font styles, font sizes, bullets, and numbering etc.
• Use relevant statement showing the credibility of the merchandise .
• Suitable closing sentences.
• Correct use of salutation.
• Proper and complete details of the merchandise and availability.
• Always invite attention, build interest, desire, and call of action.
• Have an easy and convincing tone.
• Avoid creating confusion and uncertainty.
• Avoid being clever and funny.
• Include your name, signature, and other contact details.
• Do not use fancy words or slangs.
• Always revise and edit the letter.
Types of Sales Letters
A sales letter features a specific purpose to satisfy. the varied purposes are often the introduction of a replacement product or service, availing new offers, selling incentive etc. allow us to discuss a number of them here.
Introductory
This type of letter is written to a customer or a consumer to introduce to the corporate or a product. It also explains how readers will get enjoy the merchandise or the service. It must grab people’s attention, build their interest and call to action.
Product Update
As the name suggests, this sort of letter is to explain the advantages of latest products over older ones. Other details sort of a limited period to get and discount also can be included.
Selling Incentive
It promotes existing products among current customers. this sort of letter must build some excitement among the reader to shop for the merchandise.
Thank You
A sender writes this letter to thank the purchasers to be a neighborhood of the business. It shows the worth of the customer. a quick mention is given on the supply of product for the customer.
Holiday Celebration
This letter gives an opportunity to supply a product as a present for patrons. It also shows the discounts and therefore the offers limited to the vacation celebration.
Invitation
It is a call for participation to the purchasers for any celebration. This helps the purchasers to feel important.
Lost Customer
This type of letter is for the purchasers who haven't been too active recently. It helps the organization to bind with them and offers them good deals.
Reports are documents designed to record and convey information to the reader. Reports are a part of any business or organization; from credit reports to police reports, they serve to document specific information for specific audiences, goals, or functions. the sort of report is usually identified by its primary purpose or function, as in an accident report, a laboratory report, a sales report, or maybe a book report. Reports are often analytical, or involve the rational analysis of data. Sometimes they simply “report the facts” with no analysis in the least, but still got to communicate the knowledge during a clear and concise format. Other reports summarize past events, present current data, and forecast future trends. While a report may have conclusions, propositions, or maybe a call to action, the demonstration of the analysis is that the primary function. A sales report, for instance, isn't designed to form a private sale. It is, however, alleged to report sales so far, and should forecast future sales supported previous trends. This chapter is meant to introduce you to the fundamentals of report writing.
TYPES OF REPORTS:
Reports are available all sizes, but are typically longer than a page and somewhat shorter than a book. the sort of report depends on its function. The function of the report is its essential purpose, often indicated within the thesis or purpose statement. The function also will influence the kinds of visual content or visual aids, representing words, numbers, and their relationships to the central purpose in graphic, representational ways in which are easy for the reader to know. The function can also contribute to parameters like report length (page or word count) or word choice and readability. “Focusing on the content of your longer business documents isn't only natural but necessary because doing so helps ensure complete, correct information”
Reports vary by function, and that they also vary by style and tradition. Within your organization, there could also be employer-specific expectations that require to be addressed to satisfy audience expectations.
This chapter discusses reports generally terms, that specialize in common elements and points of distinction, but regard to similar documents where you're employed or additional examination of specific sample reports may serve you well as you prepare your own report.
Informational or Analytical Report?
There are two main categories for reports, no matter their specific function or type. An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this sort of “just the facts” report may be a police accident report. The report will note the time, date, place, contributing factors like weather, and identification information for the drivers involved in an automobile accident. It doesn't establish fault or include judgmental statements. you ought to not see “Driver was falling down drunk” during a police accident report.
Instead, you'd see “Driver failed sobriety tests and breathalyzer test and was transported to the station for a blood sample.” The policeman isn't a trained medical doctor and is therefore not licensed to form definitive diagnoses, but can collect and present relevant information which will contribute thereto diagnosis.
The second sort of report is named an analytical report. An analytical report presents information with a comprehensive analysis to unravel problems, demonstrate relationships, or make recommendations. An example of this report could also be a field report by a middle for Disease Control (CDC) physician from the location of an epidemic of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and to form recommendations on the treatment and quarantine of subjects.
Types of Reports and Their Functions
Types of Reports and Their Functions includes common reports that, counting on the audience needs, could also be informational or analytical.
Type Function
1. Laboratory Report Communicate the procedures and results of laboratory activities.
2. Research Report Study problems scientifically by developing hypotheses, collecting data, analyzing data, and indicating findings or conclusions.
3. Field Study Report Describe one-time events, like trips, conferences, seminars, also as reports from branch offices, industrial and manufacturing plants.
4. Progress Report Monitor and control production, sales, shipping, service, or related business process.
5. Technical Report Communication process and merchandise from a technical perspective.
6. Financial Report Communication status and trends from a finance perspective.
7. Case Study Represent, analyze, and present lessons learned from a selected case or example.
8. Needs Assessment Report Assess the necessity for a service or product.
9. Comparative Advantage Report Discuss competing products or services with an analysis of relative advantages and drawbacks.
10. Feasibility Study Analyze problems and predict whether current solutions or alternatives are going to be practical, advisable, or produced the specified outcome(s)
11. Instruction Manuals Communicate step-by-step instructions on the utilization of a product or service.
12. Compliance Report Document and indicate the extent to which a product or service is within established compliance parameters or standards.
13. Analysis Report Communicate costs and benefits of products or services.
14. Decision Report Make recommendations to management and become tools to unravel problems and make decisions.
15. Benchmark Report Establish criteria and evaluate alternatives by measuring against the establish benchmark criteria.
16. Examination Report Report or record data obtained from an examination of an item or conditions, including accidents and natural disasters.
17. Physical Description report Describe the physical characteristics of a machine, a device, or object.
18. Literature Review Present summaries of the knowledge available on a given subject.
PARTS OF REPORT
Page Element Function Example
1. Cover Title and image Like the duvet of a book, sometimes an image, image, or logo is featured to introduce the subject to the reader.
2. Title Fly Title only This page is optional. Feasibility Study of Oil Recovery from the X Tarpit Sands Location
3. Title Page Label, report, features title, author, affiliation, date, and sometimes for whom the report was prepared Feasibility Study of Oil Recovery from the X Tarpit Sands Location Peak Oilman, X Energy Corporation Prepared for X
4. Table of Contents A list of the most parts of the report and their respective page numbers
•Abstract……1
•Introduction……2
•Background……3
5. Abstract
•Informational abstract: highlight topic, methods, data, and results
•Descriptive abstract: (All of the above without statements of conclusion or recommendations) This report presents the present status of the X tarpit sands, the study of oil recoverability, and therefore the findings of the study with specific recommendations.
6. Introduction Introduces the subject of the report Oil sands recovery processes include ways to extract and separate the bitumen from the clay, sand, and water that structure the tar sands. This study analyzes the feasibility of extraction and separation, including a comprehensive cost/benefits analysis, with specific recommendations.
7. Body Key elements of body include:
•Background
•Methodology
•Results
•Analysis and Recommendations • Background: History of oil extraction and separation from tarpit sands.
•Methodology: Specific analysis of the location supported accepted research methods.
•Results: Data from the feasibility study.
•Analysis and Recommendations: Analysis of the info and
proposals supported that analysis. Page Element Function Example
8. Conclusion Concise presentation of findings This portion clearly indicates the most results and their reference to recommended action or outcome.
9. References Bibliography or Works Cited This part contains an inventory of citations.
10. Appendix Related supporting materials This may include maps, analysis of soil samples, and field reports.
FEASIBILITY REPORT
A Feasibility Report is presented to the corporate that requested recommendations to unravel a specific problem. This report gives a rationale of the feasibility of the recommendations determined by the matter Analysis.
The investigator will research each solution that the analysis recommended and present the economic (how much will the answer cost), structural (how will the answer fit into the prevailing body of the company), and operational (how will the answer fit into the prevailing operation of the company) feasibility of every recommendation. The investigator will rank these consistent with his/her priority, but presenting the feasibility of all recommendations, giving the pros and cons of every recommendation. this provides the choice makers a option to choose the answer they believe is true for the corporate.
Feasibility Research Report
Transmittal Letter
A transmittal letter is shipped to the corporate who requested the feasibility report. Although this letter is shipped under separate cover than the Feasibility Report, it's a courtesy to incorporate a replica of the transmittal letter within the Report.
This letter tells the necessity for the feasibility report and therefore the date of completion of the report. The letter includes the background of the project, a regard to the matter Analysis, and descriptions the procedure wont to determine the recommendations presented from the feasibility report.
Table of Contents
Identify the sections and their corresponding pages.
Executive Summary
Briefly explain the matter, the three solutions, and therefore
the recommendations.
For example:
The purpose of this feasibility research report was to deal with the matter of a few. This report offered three alternative solutions to the present problem: _________________, ________________, _______________. additionally, the report ranked the choice solutions, consistent with its strengths and its benefits. Solution
#3, _______ was the primary recommendation. Solution # 1 ________________ was the second recommendation. Solution #2, __________ was the third recommendation. (Of course, this order depends on your rankings.)
The following format begins the body of the feasibility report.
Introduction
Write a quick introduction: This section is going to be from the matter Analysis. Tell the why you conducted an investigation and therefore the
Background
Explain the matter. This section explains how you recognize there's a drag. This section will explain why you probably did the investigation, the findings and conclusion from the matter Analysis.
Purpose
State the precise purpose of the Feasibility Report. For example: the aim of this report is to deal with the matter that (the requester is experiencing with state the problem). This report will accomplish this by investigating three alternative solutions to the present problem.
Research
From the analyses of the articles (Summaries/Responses), copy and paste the summarized sections here. Only paste the summarized sections. you'll attach the whole analyses to the top of the report, as appendices.
Alternative Solutions
Explain each solution consistent with technical, operational, and economic feasibilities.
The format are going to be as follows:
Solution #1
The first solution is really. Further explain the answer.
Economic Feasibility
The economic feasibility is that the cost of the answer. This includes all the prices involved: the quantity for materials, buy extra staff, costs of contractors, operating expense, etc. make certain to report the value in dollars. For example: $5,000.
Structural Feasibility
The structural feasibility is how the answer will fit into the prevailing structure. Will the answer require more room, like adding other rooms, constructing partitions, fixing heating systems, etc.
Operational Feasibility
The operational feasibility addresses how the answer will fit into the prevailing operation. Will more staff got to be hired; will the work descriptions of the prevailing staff got to be redefined; etc.
Solution #2
The second solution is really. Further explain the answer.
Economic Feasibility
The economic feasibility is that the cost of the answer. This includes all the prices involved: the quantity for materials, buy extra staff, costs of contractors, operating expense, etc. make certain to report the value in dollars. For example: $5,000.
Structural Feasibility
The structural feasibility is how the answer will fit into the prevailing structure. Will the answer require more room, like adding other rooms, constructing partitions, fixing heating systems, etc.
Operational Feasibility
The operational feasibility addresses how the answer will fit into the prevailing operation. Will more staff got to be hired; will the work descriptions of the prevailing staff got to be redefined; etc.
Solution #3
The third solution is really. Further explain the answer.
Economic Feasibility
The economic feasibility is that the cost of the answer. This includes all the prices involved: the quantity for materials, buy extra staff, costs of contractors, operating expense, etc. make certain to report the value in dollars. For example: $5,000.
Structural Feasibility
The structural feasibility is how the answer will fit into the prevailing structure. Will the answer require more room, like adding other rooms, constructing partitions, fixing heating systems, etc.
Operational Feasibility
The operational feasibility addresses how the answer will fit into the prevailing operation. Will more staff got to be hired; will the work descriptions of the prevailing staff got to be redefined; etc.
Recommendations
This section prioritizes the recommendations consistent with the investigator’s interpretation of the foremost effective solutions.
INVESTIGATIVE REPORT
Investigative journalism may be a sort of journalism during which reporters deeply investigate one topic of interest, like serious crimes, political corruption, or corporate wrongdoing. ... Practitioners sometimes use the terms "watchdog reporting" or "accountability reporting"
INVESTIGATIVE REPORTING
One side is convinced that INVESTIGATIVE REPORTING is that the peak of the reporting skill, and consider the investigative reporters special sorts of journalists.
Others consider INVESTIGATIVE REPORTING to be simply a classy title, just differently of marking the old, good, thorough journalism, which was unfathomable without constant running after the news, and without "peeling off the soles of their shoes" all day long.
Investigative reporting definitely exists both as a hypothetical category and in practice.
Although it's undeniable that investigative reporting is essentially good quality reporting, it's it's own particularities.
The name itself points to research, to a deeper, more analytical attitude towards the news, a topic, a phenomenon or an individual.
One of the foremost important skills of an honest reporter is that the ability to easily, convincingly, and clearly explain what he/she wants to mention.
A good thanks to do so is by comparing with generally known information or everyday situations. If we might use this method to demonstrate what investigative reporting is, we could use, for instance, police investigation as a comparison.
Many reporters are like police officers: they frequently monitor things in their areas of responsibility and that they react if something happens (so called beat reporters). In some cases cops provide protection if needed and that they also guard the crime scene, in order that the witnesses don't remain unknown, and so as for the evidence to not be destroyed.
If all the financial and organizational conditions allow it, this is often performed by specially trained cops. The work of a reporter is that the same. Most reporters react to events within the way that they report about them. Those reporters who have a special skill in certain areas are specifically assigned to watch the world of their expertise. Investigative reporters, as forensic criminologists, determine what went on consistent with the prevailing «evidence», and really often predict what's getting to happen.
However, they're not clairvoyants. Their powers aren't supernatural, but they are available from the very fact that they skills to use special skills and methods. a bit like forensic criminologists, they skills to "read evidence".
PARTS OF THE SHORT OR INFORMAL INVESTIGATIVE REPORT ARE:
A. Heading -– depends on which format is employed, the memo or the letter format.
B. Body - divided into three parts.
1. Orientation(introduction)
Gives the background which consists of the reason/s and therefore the purpose of the investigation. It includes:
a) the letter of authorization which shows who requested the investigation
b) the aim or objective of the writer's investigation
2. Information
a) the procedure undertaken
b) the results of the investigation
3. Action - gives the steps to be taken (sort of a recommendation)
(ROUTINE REPORT)
a) complete parts/details
• The "From" part
4. Special Report
memo format - recipients within the corporate
Informal or Short Report
• it may use either memo format or letter format
c) commonly used
Simple periodic reports, sort of a check on security or stock available, could also
be accomplished just by filling in blanks during a preprinted form while complex periodic reports include production, expenditure sales and company financial status for a particular period of your time.
SUMMARISING
Summarising may be a vital skill for effective communication and is typically followed by paraphrasing. A summary may be a concise overview of the foremost details from a communication. It might be from a conversation, document or presentation. A well-spoken summary can verify that folks understand one another.
Tips on the way to summarise effectively
❖ When taking note of someone, search for what exactly they're trying to mention underneath the words.
❖ search for anybody major point that comes from the communication.
❖ This about what the person is trying to accomplish within the communication?
❖ attempt to organise the most and supporting ideas in your head.
❖ don't introduce any new details into the summary. If you do, make it clear that you’re adding them.
❖ The summary should be shorter than the first communication.
Combining the talents of paraphrasing and summarizing will allow you to save lots of time and make great impressions during a workplace, where effective communication is greatly valued.
Talking effectively is an art through which we can influence people. The spoken words can turn a friendly gathering into a hostile mob. It can build tension and it can relax tension. Speeches and presentations are indispensable part of communication. Every day business executives and employees have to make formal as well as informal speeches. Executives have to make speeches at company meetings, seminars, conferences excusals employees have to make hundreds of mini presentations to persuade the potential customers to buy. As one of progresses in his career presentational speaking skill that involves selling idea, assume greater importance than technical training. Sooner or later, all business executives are called upon to get up in front of a group of employee and speak. This can be either a unpleasant or pleasant experience. Being able to speak well is an asset in any profession. The success of a speaker depends, to some extent, on the personality and voice; but anyone can be a good speaker with knowledge of the formal aspects of public speaking and by taking the trouble to prepare.
Know your listeners and adapt your message to them Think about your audience's demographics—age, gender, occupation, race or ethnicity, religion, cultural heritage, etc. Consider what your audience already knows about your topic, how familiar they are with the terminology, how closely their views match yours, and how committed they are to existing attitudes and beliefs. The best communicators are those who understand their listeners and adjust their message in order to "reach them where they are."
Speaking is fundamentally different from writing because listening is fundamentally different from reading. A reader chooses when and where to focus attention; a speaker must focus a listener's attention on what he or she is saying at this moment. A reader controls how fast he or she will move through a text; a speaker controls how fast listeners will move through an oral presentation. Readers have the option of going back and re-reading; listeners must grasp material as the speaker presents it.
Readers have lots of graphic cues about order and importance of points and about the relationship among ideas; listeners rely on the speaker to be their guide and interpreter. Understands your nervousness It's normal: 3 out of 4 people say they feel nervous about speaking in public. It's like getting up for an athletic contest: you want to do well, you've prepared, and you're ready to go! Your performance is important, but it's not the main thing. The main thing is sharing your message—the ideas, feelings, information. It's about learning together. Nobody expects perfection. If you mess up something, just fix it and go on. Your audience is your partner: they want to learn from you; they want you to succeed. Some nervousness is a good thing. Heightened activation can energize your presentation, enhance your alertness and animation, and boost audience engagement. Use relaxation techniques if you think you're too wound up. Before your presentation, sit quietly, focus on letting the tension go out of your body, breathe deeply from your abdomen (in for a 4 count, hold for 4, out for a 4 count). Do this for several cycles with normal breaths between so you don't hyperventilate.
Following factors affect the effectiveness of the presentation:
1) Audience Analysis: If the speaker has analyzed the audience in a proper way before presentation, his presentation will be more effective. On the other hand, poor or improper audience analysis leads to ineffective presentation. The style of the presentation is largely dependent upon the type and size of the audience. If audience is large, presentation should be more formal whereas informal presentation can work in small audience.
2) Communication Environment: Communication environment affects the effectiveness of the presentations. Much of the audience notices the physical things surrounding the speaker, the stage, lighting arrangement, background, etc. Proper arrangement of these things can enhance the impact of the presentation. If there is noise in the surrounding environment, it detracts the audience from listening and consequently leaves unhealthy messages.
3) Personal Appearance: Personal appearance of the speaker has great impact on the audience. Well dressed up person can deliver good presentation. Therefore, the speaker should wear neat and clean clothes and take time to check his appearance just before starting presentation.
4) Use of Visuals: Visuals can enhance the professional image of the presentation. Different research studies demonstrate that presenters using latest visual techniques are perceived as better prepared, more persuasive, more credible and more interesting than speakers who do not use visuals. But visuals work only if the technology on which they depend works well. Therefore, presenter should check the equipment in advance before presenting.
5) Opening and Closing of Presentation: The beginning and closing of a presentation are the positions of emphasis. Those presenters who can open the presentation with interesting remarks which are likely to create more interest and enthusiasm for listening the presentation. On the other hand, presenters with poor opening are likely to leave the audience bored. Similarly, the ending of the presentation has profound impact on the audience. Endings, with vivid and positive pictures are more likely to have profound impact on the audience.
6) Organization of Presentation: Clarity in presentation is essential that comes with proper organization of the information. Organizing the information in a proper manner can make the message more understandable, keep the audience happy and boost the image of the speaker. Proper organization of presentation enhances the effectiveness of the presentation. On the other hand, improper organization of the presentation will not influence the audience. Improper organization of presentation is reflected as follows:
i) Taking a long time to get to the point.
ii) Inclusion of irrelevant material.
iii) Leaving out necessary information.
iv) Mixing up of ideas.
To overcome these problems, presentation can be organized in one of the five standard patterns:
i) Chronological: It starts with past, moves to the present and ends by looking ahead.
ii) Problem-Causes-Solution: It explains the symptoms of the problem, identifies its causes and suggests the remedial measures.
iii) Excluding Alternatives: It shows the symptoms of the problem, suggests possible solutions, explains the reasons why these don't work and ends the discussion with a solution that will work.
iv) Pros-Cons: It explains the advantages and disadvantages of problem(s).
v) 1-2-3: It discusses three aspects of a topic: introduction, body and conclusion.
7) Language and Words: The quality of presentation is affected by the language and words. To make the audience understand the message, the speaker has to talk in the language known to the audience. To enhance the impact of presentation, he should choose the catchy words that appeal to the heart and emotions of the audience. If the language spoken by presentator is different from audience's language, and words used are stereotyped, it is likely to have least impact on the audience.
8) Quality of Voice: Quality of voice of the presenter affects the effectiveness of the presentation. Voice modulation is likely to have greater impact upon the audience whereas monotonous voice will bore the audience.
9) Body Language: The effectiveness of the presentation is also affected by the body language of the speaker. A speaker having eye contact with audience is likely to impress more than a speaker reading out the hand outs. A speaker who looked more at the audience is judged as better informed, more experienced, more honest and friendliest than a speaker who delivers the speech with less eye contact. With eye contact members of audience feel that speaker is talking to them.
Similarly, confidently moving speakers are likely to have more impact than nervous speakers. To calm one's nervousness, one should be well-prepared, take several deep breaths, relax one's muscles, pause and look at the audience and use body energy in strong gestures and movement.
10) Answering Questions: The effectiveness of presentation is also affected by presenter's skill in handling questions asked at the end of presentation. A speaker who answers the audience's questions and handles hostile questions with tact is likely to influence the audience more. On the other hand, a speaker who answers rudely will leave negative impact upon the audience.
The main goal of a sales presentation is to present a product, service, or business opportunity and persuade the audience to purchase it.
The most basic sales presentations are an introduction to your offering, where you explain who you are and what you are selling.
More advanced presentations will share detailed information about the items you are selling and can be tailored to a specific audience.
To convince someone to commit to making a purchase, your sales presentation must:
A good sales presentation will focus on the needs of the prospect while informing, educating, and inspiring them to learn more about your offering.
It should connect with the prospect on both an emotional and logical level, motivating them to take action. Finally, it should alleviate any concerns that the prospect has about your offering and make it look like it is the best option available.
Types of Sales Presentations
The Elevator Pitch
The elevator pitch is the shortest sales presentation that you can make, but it can also be the most difficult to master. It involves presenting your product, service, or business to a new prospect in less than 2 minutes. Your goal is simple — to introduce your offering in a compelling way that makes the prospect interested in learning more.
The challenge of making an elevator pitch is to take all of the important information about your offering and convey it into a very short amount of time. This is made harder by the fact that you will usually be talking to a new prospect — with whom you have limited rapport.
A good elevator pitch will leave the prospect wanting to know more. Once the prospect has confirmed they are interested in your offering, you can arrange to meet with them again to provide more information.
The advantage of mastering the elevator pitch is that you will always be ready to present your offering wherever you are, without the need for props or handouts. You will be able to use your elevator pitch when meeting prospects at conferences, social events, and business seminars.
The Cold Call Sales Pitch
A cold call sales pitch involves talking to a prospect for the first time over the telephone or via Internet. While many salespeople will use a pre-determined script during cold calls, it is also possible to tailor a pitch to meet the circumstances of the prospect. This type of sales presentation needs to be short and to the point initially, but can go in any direction once rapport has been established with the prospect.
Written Sales Presentations
There will be many situations where you cannot meet with a prospect face-to-face. In these cases, you may need to use a written sales presentation. You can use a number of different formats to convey your written sales pitch, ranging from website landing pages and emails through to brochures and information packages.
The key challenge to creating a written sales presentation is to keep the reader interested. That is why most written presentations are short and to the point. For example, take a look at the landing page for Transfer Wise.
It is a one page, 250-word sales presentation in webpage format. It clearly tells the prospect the value of the service, explains how it works, offers social proof, shares positive media reviews, and displays how much money users are saving.
Traditional sales presentations written as a document often include much more information, but the concept is the same — describe the offering, explain the benefits, offer proof, and provide the opportunity to learn more.
Business Presentations
If you are selling a product or service to another business or an investor, the presentation might involve a small number of participants and take place in a meeting room. These kinds of sales presentations are usually planned presentations that are targeted towards the requirements of the prospect.
Full Sales Presentations
A full sales presentation is a long-form presentation that lets you go into much more detail about the offering. Most full sales presentations involve an in-person presentation, however, they can also be performed online or over the phone. It is common for full sales presentations to incorporate audio-visual aspects like charts, photos, music, and videos. Formats for full sales presentations include:
These are fully prepared presentations where every word and prop is organized in advance. The sales person simply memorizes their speech and delivers it to the audience. This type of sales presentation is often used by telemarketers, door-to-door salespeople, and pharmaceutical representatives.
A planned presentation is also carefully prepared, but it has more scope for interaction between the salesperson and the audience. The salesperson introduces the business and its offering before running through a set of key points. It is a more conversational approach and audience has the opportunity to ask questions during or after the presentation. A planned presentation is often tweaked to suit the audience receiving the sales pitch. This format is often used for business meetings, seminars, and webinars.
These two formats can be used in a number of ways, including:
Problem Solving Presentations
Presenting a problem then offering a product or service as a solution is a very effective sales presentation technique. This kind of technique is often used to sell products like life insurance. The salesperson simply describes the dangers of not having insurance followed by the solution that insurance provides. The prospect sees the risk and reward components and can make an informed decision.
Webinars
A webinar is a sales presentation conduction over the Internet. An interested prospect can connect to an audio-visual presentation to watch the salesperson discuss their product or service. Throughout the presentation, the salesperson can answer questions submitted from viewers via a chat system. This type of sales presentation is very useful as it allows salespeople to talk directly to hundreds of prospects located all around the world.
Teleconference and Videoconference sales presentations are performed in a similar way, however, there is usually less opportunity for interaction between the salesperson and the prospects.
Seminars
A seminar is a very large scale sales presentation which can involve hundreds of prospects. Most seminars are canned presentations with Q&A sessions afterwards. Sales presentations performed at seminars are fairly generalized due to the large number of attendees.
The sales presentation techniques listed here form an important part of your arsenal. Think about the kind of audience you are interested in selling to before deciding on the right approach for your sales presentation.
The principal objective of training and development division is to make sure the availability of a skilled and willing workforce to an organization.
FOUR OTHER OBJECTIVES
1) Individual Objectives -help employees in achieving their personal goals, which in turn enhances the individual contribution to an organization.
2) Organizational Objectives - Assist the organization with its primary objective by bringing individual effectiveness.
3) Functional Objectives maintain the department's contribution at a level suitable to the organization's needs.
4) Societal Objectives -ensure that an ethically and socially responsible
to the needs and challenges of the society.
DEVELOPMENTAL PERSPECTIVE
The increased role of training in every organization irrespective of the nature, size and structure and Leadership pattern to bring desired change is
deeply felt and practiced.
According to the recent review by Harvard Business Review, there is a direct link between training investment of the companies and the market capitalization. Those companies with higher training investment had higher market capitalization. It clearly indicates that the companies which have successfully implemented training programs have been able to deliver customer goals with effective results.
Since the very effectiveness of any organization depends on the competencies and motivation level of the employees present in it. The effectiveness of manpower planning lies in how well the quantity and quality of the manpower is maintained in the organization.
Conducting survey research may seem like a simple task, but when it’s not done correctly, it wastes time and money.
That’s why it’s important to conduct survey research that will provide high-quality, valuable information. The information extracted from the survey can be used as a data source for your company, establish you as a credible expert in your field and improve future projects. Survey research allows you to identify problems in your field, test messages and products, and execute what you learn.
5 simple Steps for Conducting Survey Research
A speech like any other composition has an introduction, a body and a conclusion. These much-used words are still useful for analysis.
(1) Introduction: During the time when two or three sentences are spoken the audience 'sizes up the speaker unconsciously judging his personality and adjusting to his voice and manner. To some extent speakers at his initial stage depends upon personality and voice, but the words also play their part. The functions of introductory words is to establish rapport. It means pointing out a common board between the speaker and the audience. Referring to the previous speaker word, the chairman's remark on the occasion for the meeting and expressing pleasures at the opportunity to take part in the activities can do this. For example, I am very happy to be here on the occasion of the opening of Liberty Showroom. Let me thank the organising committee for inviting me.
(2) Focusing attention: A speech can't be a series of loose unrelated remarks; there is central point, however small, in every speech. Attention must be drawn to this point so that the audience has a line of thought to follow. Ina serious speech stating the subject of the talk can do this. For example, I am speaking today on the need for conserving energy
(3) The body: The material depends on the purpose of the speech. For example, If the purpose is to provide people to donate blood, information about methods of preservation, classification of blood, need of blood, banks, locations of banks, their stock management must be given. The audience also need to know about the health, safety and advantages to the donor, and the importance of voluntary donation. A speech meant to inform must be carefully planned according to subdivisions of the subject. It is better to begin with easy ideas
Presentation is the art of expressing oneself along with an agenda. Through this, you can achieve high status in your organization or company. With a little effort and some things in mind, you can learn this art.
There is a common saying about the market that what is seen sells only. This also applies to the workplace. What you are doing or about to do, people will understand only when you better put your point in front of them. Whatever the medium, this art is called a presentation. It has an important role in career success. You will find many people whose presentation often goes awry or they deviate from the subject.
In a survey, when a hundred people were asked when you feel the most scared in the workplace, the answer of 90 people was that if they had to speak among the crowd or some people, then their palm would get sweaty. Their fear comes in the way of promotion in the job. Self-confidence falls apart. In such a situation, firstly some basic preparation is needed to improve the presentation skills. A better presentation has two main aspects. The first is well-written content and an effective way of speaking it.
Characteristics of a Good/Effective Presentation
