New Forest High School
Business Studies
Grade 11
Topic 16
Presentation of business
information
Paper 2
Business Ventures
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Learners must be able to:
• Outline/Explain the importance of presenting business information.
• Differentiate/Distinguish between verbal and non-verbal presentation and give practical
examples of each.
• Outline/State/Explain/Discuss types of visual aids e.g.
tables/graphs/diagrams/posters/handouts etc.
• Identify the above-mentioned visual aids from given scenarios/case studies/statements.
• Explain/Discuss how the presenter must prepare the following visual aids:
o Transparencies/slides
o Posters
o Handouts
• 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.
• Explain the reasons why business presentations must be in a written format.
• Outline/Mention/Explain types of written information, e.g. business reports, business plans,
information, analyses etc.
• Outline/State/Explain/Recommend steps in report writing.
• Critically analyse a business report and recommend areas for improvement.
• Outline/State /Explain factors that must be considered when composing a flyer.
• Explain how to respond to questions about work and presentations/handle feedback after a
presentation in a non-aggressive and professional manner
TERMS AND DEFINITIONS
TERM DEFINITION
Visual aids An illustration such as film, slides or model designed to
supplement verbal and non-verbal communication.
Feedback Information about reactions to the performance of a task or a
product which is used as a basis for improvement.
Transparency A plastic sheet which is placed on an overhead projector from
where the information is displayed on a wall or a screen larger
than the transparency.
Audience The people who watch or listen.
Hand-outs Printed information provided to the audience to accompany a
presentation.
Analytical reports Reports that provide data and conclusions, with the inclusion of
recommendations.
Informative reports Reports that present data without analysis or
recommendations.
Verbal presentation Oral presentations delivered to audience
Non-verbal presentation Mostly done by means of printed material.
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Introduction
Entrepreneurs need to present their business plans to various stakeholders and potential
investors. Entrepreneurs should know how to present business information in a professional
manner and protect the business image/brand.
Presenting business information
• Successful businesses always find new ways of presenting business information to avoid
using the same presentation style.
• They continuously update their information and consider various types of audience when
preparing for a presentation.
The importance of presenting business information
Business information enables management to:
• Provide stakeholders with the information to make strategic, tactical and operational
decisions.
• Ensures success, transparency and smooth running of the business.
• Assist management in making decisions.
• Provide information on financial statements/investigations/disputes/new policies etc.
• Persuade management to implement a strategy.
• Identify trends in the market and anticipate challenges.
• Devise strategies to deal with the challenges
Types of presentation
There are two types of presentation, verbal and non-verbal presentation.
Differences between verbal and non-verbal presentation
VERBAL PRESENTATION NON-VERBAL PRESENTION
Exchange information using oral Communicate by means of printed media
presentation/spoken
Information can be heard Communication can be read.
Information cannot be stored Information can be stored
Examples: video conferencing, workshops, Examples: written reports, handouts, charts,
seminars, conferences, public speaking etc. slides etc.
ACTIVITY 1
1. Explain the importance of presenting business information. (8)
2. Distinguish between verbal and non-verbal presentations and give examples of each. (10)
HOMEWORK
3. Name EIGHT types of visual aids. (8)
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Types of visual aids
• Visual aids refer to support materials such as tables, graphs, pie charts, posters used in
addition to spoken information.
• Visual aids help presenters to provide detailed information about the topic that is presented.
• They make the presentation more interesting for the audience.
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ACTIVITY 2
1.1 Identify each type of visual aid used by Lee during his business presentation to the board of
directors from EACH statement below:
1.1.1 Lee used a symbolic representation of information using visualisation techniques to illustrate
the processes his department followed.
1.1.2 A set of facts and figures arranged in columns and rows to compare the sales of the last
three years.
1.1.3 Lee provided printed information to the boards of directors to accompany his presentation.
1.1.4 Lee used a two-dimensional drawing showing how trends have changed over a period of ten
years. (8)
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Guideline for preparing visual aids
• Using appropriate visual aids to enhance the quality of a presentation requires presenters
to prepare visual aids before doing a presentation.
• The selection of any type of visual aids depends on the purpose of the presentation and the
type of information that will be presented.
Guidelines on how to prepare transparencies/slide
• Start with the text/headings
• Use keywords instead of full sentences
• Use legible font and font size.
• Limit the amount of information on each slide.
• Avoid too much writing and complicated graphs
• Choose images that may help to communicate the message.
• Include graphics.
• 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.
Guidelines on how to prepare posters
• Make use of headings
• Make sure all relevant information appears on the poster
• Use bright colours to enhance visibility
• Use short phrases instead of full sentences
• Make use of pictures
• Posters must be bold, creative and easy to read
• They must have essential details and clearly summirised
• Get the intended message across strongly
Guidelines on how to prepare handouts
• Structure information in a logical sequence.
• Use a legible font size and font size.
• Choose images that may help to communicate the message.
• Make sure there are no grammatical/spelling errors.
• Use bright colours to increase visibility.
• Refrain from using busy borders, different fonts and too many different colours.
• Allow an empty page at the end of the handout to allow for the audience to make additional
notes during the presentation.
HOMEWORK ACTIVITY 3
3.1. Explain how a presenter must prepare the following visual aids:
- posters
- handouts (16)
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Factors to consider when preparing a presentation
• The success of any presentation requires presenters to prepare for a presentation beforehand.
• Presenters need to consider several factors that will enable them to make a meaningful
presentation.
Presenters should consider the following factors when preparing for a
presentation:
• 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.
Reasons why business presentations must be in a written format:
• A presentation in a written format can easily be sent 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.
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ACTIVITY 4
1.1 List any THREE types of visual aids. (3)
1.2 Read the scenario below and answer the questions that follow.
GLOBAL MOBILE SPECIALIST (GMS)
Global Mobile Specialist experienced a sharp decline in sales due to the negative impact of
the Covid-19 pandemic. The directors of GMS included a report with recommendations on
how to improve the business sales.
1.2.1 Identify the type of written information used by the directors of GMS. Motivate your answer
by quoting from the scenario above. (3)
1.2.2 Explain TWO other types of written information. (6)
1.3 Advise businesses on the reasons why business presentations must be in a written format. (8)
Homework
2. Discuss FIVE factors that a presenter must consider when preparing a presentation. (10)
7 STEPS IN REPORT WRITING
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ACTIVITY 5
5.1 Briefly discuss the SEVEN steps in report writing. (14)
Guidelines on how to critically analyse a business report and
recommendations for improvement
FACTORS TO CONSIDER WHEN RECOMMENDED IMPROVEMENT
ANALYSING A BUSINESS REPORT
Does it only contain relevant information? Remove irrelevant information
Is the aim of the report achieved? Make necessary adjustments in line with the aim of
the report
Is the language and terminology used at Make use of language expert to make changes to
the level of the people using the report? the report
Determine if the report is useful. Adjust the report 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 used Only use diagrams, tables etc if it is offering
are adding value to the report or just filling additional info
pages
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Factors that must be considered when composing a flyer
• Define the purpose of the flyer/Central message of the flyer
• Write a title that will attract the reader’s attention
• Use graphics to attract attention/ Be creative and use interesting images
• Focus on the benefits of the products/services
• Identify points clearly/Do not use many words
• Main details much in large print
• Keep it simple with white space
• Use text boxes if space allows
• Check your spelling
• Let someone proofread the contents before it goes to print
• Use bright paper and black text if budget does not allow for colour printing.
• Offer a discount on the product or service.
Handling feedback in a non-aggressive and professional manner after a
presentation
• Note/write down the questions asked to be able to respond correctly.
• Be polite, confident and courteous/humorous.
• Address questions in an orderly manner.
• Listen to the whole question and then respond.
• Respond honestly and as best as you can
• Encourage questions from the audience.
• Repeat the question so that so that everyone can understand the basis of your response
• Acknowledge good questions to motivate audience to ask more questions.
• Rephrase questions if uncertain and if you do not know the answer then admit
• Limit question time so that it does not make you go over your time limit.
• Remain professional, polite and calm
• Pause and consider your answer before responding
• Apologise for the error that you have made
• Always address the questions and not the person/Address questions in an orderly manner
• Be assertive when answering questions and avoid being aggressive
• Do not make a second presentation when answering a question
ACTIVITY 6
6.1 Outline the factors that must be considered when composing a flyer. (8)
6.2 Explain how to respond to questions about work and presentations and handle feedback after a
presentation in a non-aggressive and professional manner. (10)
Homework: Essay Question
Businesses are expected to present their financial statements to various stakeholders. Business information
could be presented verbally or non-verbally. Presenters can use visual aids to enhance the quality of their
presentations. They should also consider various factors when preparing a presentation before presenting.
Write an essay on the presentation of information in which you include the following:
• Outline the importance of presenting business information.
• Distinguish between verbal and non-verbal presentation and give examples of each.
• Explain how a presenter must prepare the following visual aids: – posters – handouts.
• Advise businesses on the factors that must be considered before a presentation. [40]
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