2. Business Venture 2.
5 Presentation of business information
2.5.1 Outline/Explain the importance of presenting business
information.
- Presentation of data and information forms a critical part of the work of managers and
supervisors in any business, mainly because info need to be presented to be made
available to employees/stakeholders.
- Conveying business related information to other stakeholders in the business provides
them with the information to make strategic, tactical and operational decisions.
- Business managers need to present information about their business to stakeholders
to ensure success and transparency.
- The purpose of a verbal presentation is to exchange information as it involves
speaking and listening for both the presenter and the audience/prospective buyer.
- Presenting info is a form of communication e.g written documents are available to be
used in the future.
2.5.2 Differentiate/Distinguish between verbal and non-verbal
presentation and give practical examples of each.
6.3.2 Explain the difference between verbal and non-verbal communication.
Verbal Non-verbal
- Exchange information using oral - Communicate by means of printed
presentation/spoken.√√ media√√
- Information can be heard√√ - Communication can be read.√√
- Information cannot be stored√√ - Communication can be stored√√
Examples Examples
video-conferencing Tables√
verbal presentation Graphs/bar graph/line graph/
histogram/pie graph√
Diagrams√
Illustrations/Pictures/Photographs/Scen
arios√
Written/Business reports√
Flip charts√
Handouts√
Slide shows √
2.5.3 Outline/State/Explain/Discuss types of visual aids e.g.
tables/graphs/diagrams/posters/handouts etc.
Outline FOUR different types of visual aids.
- Data projector/PowerPoint√√
- Overhead projector√√
- Interactive whiteboards/Smartboards√√
- Hand-outs/flyers/brochures√√
- Posters/signs/banners/portable advertising stands/flags√√
- Flip charts/White boards√√
- Tables/graphs/diagrams√√
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2. Business Venture 2.5 Presentation of business information
Tables A set of facts/figures systematically displayed, especially in columns.
Graphs Two-dimensional drawing showing a relationship between two set of
variables by means of a line/curve/bars.
Diagrams A drawing showing the appearance/structure/workings of data in a
schematic representation.
Flipchart A large pad of paper, bound so that each page can be turned over at
the top to reveal the next page, used on a stand.
Hand-outs Printed information provided to the audience to accompany a
presentation.
Powerpoint slides A collection of pages arranged in a sequence that contain text and
(Data projector) images for presenting to an audience.
Overhead projector A slide projector that is used to display images to an audience.
Interactive An interactive display in the format of a white board that reacts to
whiteboards user input either directly or through other devices.
2.5.4 Identify the above mentioned visual aids from given
scenarios/case studies/statements.
6.3 Identify the visual aids which are applicable to each of the following
statements below.
6.3.1 It is used when the information is too detailed and the presenter wants the
audience to have a full record of the presentation.
6.3.2 It is used when displaying a process or procedure.
6.3.3 Slides with information projected onto a screen.
6.3.4 It is used to visualise a whole unit and the proportions of its components.
6.3.1
6.3.2
6.3.3
6.3.4
2.5.5 Explain/Discuss how the presenter must prepare the following
visual aids:
o Transparencies/slides
o Posters
o Handouts
How to prepare multimedia presentation – slides
- Start with the text/headings√√
- Use legible font and font size.√√
- Select the background.√√
- Choose images that may help to communicate the message.√√
- Include/Create graphics.√√
- Add special effects/sound/animation.√√
- Create hyperlinks to allow quick access to other files/documents/video clips.√√
- Keep slides/images/graphs simple.√√
- Make sure there are no grammatical/spelling errors.√√
- Use bright colours to increase visibility.√√
- Structure information in a logical sequence.√√
- Limit the information on each slide.√√
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2. Business Venture 2.5 Presentation of business information
How to prepare a poster
- Keep one poster to one message√√
- Words, charts, diagrams must be large enough to be seen by everyone√√
- Start with the text/headings√√
- Use legible font and font size.√√
- Select the background.√√
- Choose images that may help to communicate the message.√√
- Include/Create graphics.√√
- Keep image/info simple.√√
- Make sure there are no grammatical/spelling errors.√√
- Use bright colours to increase visibility.√√
- Limit the information on the poster.√√
How to prepare a handout
- Still limited info just because it is a handout it should not contain unnecessary
info√√
- Choose images that may help to communicate the message.√√
- Make sure there are no grammatical/spelling errors.√√
- Use bright colours to increase visibility.√√
- Structure information in a logical sequence.√√
- Allow an empty page at the end of the handout to allow for the audience to make
additional notes during the presentation√√
2.5.6 Discuss/Explain/Recommend factors that the presenter must
consider when designing a presentation e.g.:
o Know your audience
o Use simple language
o Include visual aids, etc.
- Know your audience.√√
- Presentation should include an introduction, body and conclusion.√√
- State the aims of the presentation in your introduction.√√
- Outline the most important information first.√√
- Use visual aids/tables/graphs/charts/diagrams/pictures effectively.√√
- Use suitable section titles/headings, sub-headings and bullets.√√
- Summarise key findings/Conclude by indicating how goals were met.√√
- Consider external factors, e.g noisy surroundings, which may influence the
presentation.√√
- Keep to the time limit to prevent boredom.√√
- Be well prepared/Research the topic in depth
- Allow time for feedback/questions.√√
- Speak clearly and audibly.√√
- Keep eye-contact with the audience.√√
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2. Business Venture 2.5 Presentation of business information
2.5.6 Explain the reasons why business presentations must be in a
written format.
- A presentation in a written format can easily be sent via pdf file, or stored for a
later presentation.
- The electronic files can be emailed, distributed in the company or posted on the
internet.
- The presentation if in writing can be used by someone else if the original presenter
is no longer available.
- The written presentation can also be sent to the stakeholders that were unable to
attend the presentation.
2.5.7 Outline/State/Explain types of written information, e.g. business
reports, business plans, information, analyses etc.
Business reports – is a document that presents data and other info about a
business for specific readers
Business plans- is a written document describing the nature of the business,
the sales and marketing strategy and the financial background
Business Analysis – is a method of investigating all aspects of a business in
order to assess its prospects
2.5.8 Outline/State/Explain/Recommend steps in report writing.
Discuss steps in report writing.
- Analyse the problem√, prepare a written problem statement to clarify the task.√
- Anticipate the audience and issues√, it could be distributed to people whom it was not
intended.√
- Prepare a work plan√, start early and allow time for brainstorming and preliminary
research.√
- Do research in order to gather data√ do not depend on the internet.√
- Organise, analyse, interpret and illustrate the data√, consider the purpose.√
- Put together the first draft of the report√, print the first draft and read sometime later.√
- Revise, proofread and evaluate√, ask a colleague to read the report.√
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2. Business Venture 2.5 Presentation of business information
2.5.9 Critically analyse a business report and recommend areas for
improvement.
Analysis Improvement
Does it only contain relevant info Remove irrelevant info
Is the aim of the report achieved Make necessary adjustments in line with
the aim of the report
Is the language and terminology used Make use of language expert to make
at the level of the people using the changes to the report
report
Determine if the report is useful Make adjustments, by using a small
sample to have access to the report and
to make recommendations
Determine the credibility of the report Improve the report by making use of
credible research material
Determine if the diagrams, tables etc Only use diagrams, tables etc if it is
used are adding value to the report or offering additional info
just filling pages
2.5.10 Outline/State/Explain factors that must be considered when
composing a flyer.
- Write a title√ that will attract the reader’s attention.√
- Use graphics√ to attract attention.√
- Focus on the benefits√ of the products or services.√
- Identify points√ clearly.√
- Keep it simple√ with white space.√
- Use text boxes√ if space allows.√
- Do not use√ too many words.√
- Let someone√ proofread the contents.√
- Use bright paper and black text√ if budget does not allow for colour printing.√
- Offer a discount√ on the product or service.√
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2. Business Venture 2.5 Presentation of business information
2.5.11 Explain how to respond to questions about work and
presentations/handle feedback after a presentation in a non-
aggressive and professional manner
- Stand up throughout the feedback session. √√
- Be polite, confident and courteous/humorous. √√
- Listen and then respond. √√
- Make sure that you understand the question/s before responding. √√
- Acknowledge good questions. √√
- Rephrase questions if uncertain. √√
- Do not get involved in a debate. √√
- Do not avoid the question, if you do not know the answer, refer the question to the
audience or the employees √√ /Rectify if incorrect answers are given. √√
- Address the whole audience and not only the person asking the
- question. √√
- Provide feedback as soon as possible after the observed event. √√
- Be direct, honest, sincere. √√
- She must use simple language and support what you say with an example/keep the
answer short and to the point. √√
- Presenter must encourage questions from the audience. √√
- Do not allow any one member of the audience to dominate the discussion.√√
- Note/write down the questions asked to be able to respond correctly. √√
- Address questions in an orderly manner. √√
LONG QUESTION TO LOOK AT
(GR 11 EC NOV 2018)
QUESTION 8
DREAM CARS LTD
Mr Luke is the sales manager at Dream Cars Ltd. He needs to do a presentation on the latest
product range to prospective buyers. He wants to use visual aids during his presentation. The
marketing manager suggested that he compose a flyer and a written report to support his
presentation.
Mr Luke needs details on the following aspects, he requires you to:
Outline FOUR different types of visual aids.
Explain factors that must be considered when composing a flyer.
Discuss steps in report writing.
Propose ways in which Mr Luke may respond to feedback in a professional manner.
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