Term paper business communication

Executive Summary
The purpose of a PowerPoint presentation is to provide the audience with visual cues to help them digest and recall the key points of our verbal presentation. The purpose of the handouts, then, is to provide the audience with the additional materials that they need to support and act on the key points of our verbal presentation. For a handout to be useful when the presentation is but a distant memory, the handout must contain enough detail for it to stand on its own. Let that sink in for a minute: The handout should stand on its own. For this to happen, we must augment the PowerPoint slides with additional supporting material (assuming that every word of our presentation does not appear on the slides to start with which is not ideal). Whichever method we choose to create our handouts, we have to think about our audience members first. When they refer to our handouts a month after the presentation, the answers they need will not be at their fingertips. It's time to put more effort into our handouts so that they can truly stand on their own. In this report we have tried to focus on what should be and what should not be the content of handouts ,how to create effective handouts and when to deliver those 1. INTRODUCTION This section provides information about aim of the report, its scope and the limitations. We have also discussed the methodology used for preparing the report. 1.1Origin This report has been prepared for Professor Zahid Hassan Khan, the honourable course instructor of Managerial Communication as a course requirement. It is an attempt to provide an in-depth analysis of the significance of creating effective handouts in presentation. 1.2 Objective The objective of the study is to get a clear view of producing handouts for presentation.The study seeks to analyze the best possible ways to produce

handouts.The study focuses on importance of creating handout and when toScope of the Study The scope of the study is to investigate and assess the impact of unionism on workers and their life. We are also set to find out who are the main beneficiaries of the Trade Unions in Bangladesh. 1.2Methodology The paper has been prepared on the basis of secondary data, e.g. research articles on this issue collected online and books..

1.3Limitation The paper attempts to explore all possible aspects relevant to the objectives. Yet, it is no way a comprehensive one. Due to time constraints, limited technical knowledge of the relevant laws, the report may not cover all the possible insights.

Why Handouts? Our minds processes new information at different speeds depending on the medium. In general, we think at much faster speeds than we process written information. Similarly, we read at faster speeds than we process spoken information. Someone may ask why bother to speak at all when people can read so much faster? The answer is that presenters convey much more than words when they speak and more readily connect emotionally with an audience than via writing. Text supports and expands ideas with details and applications. Graphics (charts, tables, diagrams, maps) complement both your presentations and handouts because they format information for rapid assimilation. Handouts enable presenters to

Create a positive impression before the presentation begins Ensure that the audience takes away the key ideas as intended Engage people at a deeper level as they interact with the handout

Keep the audience's attention focused on the subject Satisfy the needs of visual learners Introduce experiential material for kinesthetic learners Present information at both novice and expert levels Simplify and navigate complex information Establish credibility Present more information than can be covered in the presentation Summarize and review.

Handouts enable the audience to

Concentrate on the ideas without having to take notes Capture any non-verbal data accurately Personalize the presentation with notes of their own ideas Hear, see and apply the presentation Increase their speed of comprehension Retain new ideas longer Apply the information to specific tasks Find the information when they need it at a later date.

Experts tell us that people generally forget almost 90% of everything that is said to them within 24 hours. Handouts help your audience to both recall and apply the details that tend to fade away with time. As it is already mentioned, our handout should be an integral part of our presentation. Consequently, we should plan our handout as we plan our presentation. Keep our main ideas, metaphors and summary information in the presentation and add details, complexity, explanations and applications in the handout. A good handout should:

Support the purpose of the presentation. Be an integral part of the presentation. Support the audience's future use of the presentation. Package the information from the perspective of the audience or user. Sift and focus the information.

What should handouts consist of? Although the exact content of handouts varies with the type and purpose of the presentation, we can follow these general guidelines for most presentations:

The length of the handouts should match the length and complexity of the presentation. A short presentation of 10 to 15 minutes may require only one to three pages of handout material. Longer presentations of an hour or more may call for four to six pages or more of handout material. Handouts should be attractive, easy to read, and comprehensive. At a minimum, handouts should contain the following information: Speaker's name, title, and organization Title and date of the presentation Speaker's contact information, including phone numbers, business address, and e-mail address Outline of the presentation, including key concepts Background information, documents, spreadsheets, and so on, to support the speaker's assertions List of recommendations, if applicable Statement about what the speaker expects the audience to do as a result of the presentation

In addition, handouts may contain:

Complex charts and diagrams Charts and tables that are too unwieldy for the screen or that demand thorough analysis make good handouts.

Company reports. In most cases lengthy research reports are inappropriate for handouts. Use photocopies of specific pages instead.

Magazine articles Magazine articles make good handout materials. They are easy to photocopy and they are already formatted in an easy-to-read layout.

Case studies Summaries of case studies along with references and contact information make good supplemental reading material.

Websites Lists of Websites related to your topic are useful. In addition to the URL address, annotate each item with a one-or-two sentence summary of each sites content.

Copies of presentation slides In many cases, audiences like to have small print versions of slides used by the speaker (about 3 to a page) along with accompanying comments and blank lines for note taking.

Default handouts in PowerPoint PowerPoint has built-in tools to create handouts from the presentation's slides. We can choose to print from one to nine slides per page. Only the layout with three slides per page includes blank lines for handwritten notes next to each slide. If we choose to print slides, include them as part of a packet that also includes the other supportive materials described in the preceding list. More powerful PowerPoint handouts PowerPoint has two options that give us more flexibility to include additional supportive material:

Notes pages Exporting to Microsoft Office Word

Creating and printing notes pages The first option involves not printing handouts at all but instead printing notes pages. With notes pages, we can include all of our supporting documentation,

references, and additional materials with the PowerPoint presentation. For more information about using notes pages, see the other articles in this practice. Although we can enter as much text as we want in the notes pane, limit ourselves to about 40 lines so that a picture of the slide and its corresponding notes will fit on one page: By entering notes in the notes pane, we can print handouts that contain a picture of the slide and the corresponding notes.

Sending handouts to Word To have the ultimate in flexibility with our handouts, export the PowerPoint slides to Word and then modify the Word document as much or as little as we want. The

following example shows an attractive Word document that includes pictures of each of the PowerPoint slides. With a little modification, we can create great-looking handouts of our PowerPoint presentations in Word.

If we want to create a Word document from our PowerPoint presentations we have to follow below mentioned instructions: 1. Create the presentation in PowerPoint. 2. Add notes in the notes pane. If we prefer, we can add notes after we export the slides to Word. 3. When we have the presentation in final form, point to Send To on the File menu, and then click Microsoft Office Word. 4. Select the page layout that we want. For the most flexibility when adding our own text to the document, click Notes below slides.

Click OK. PowerPoint sends the slides and notes to Word and creates a document that contains a picture of each slide followed by its corresponding notes. 6. Save the Word document.
5.

We now have a handout that is completely customizable. We can add headers and footers, resize the graphics, add additional graphics, insert page numbers, add additional text, and include whatever other content we want to supplement the presentation.

Effective Handouts
Our culture is increasingly visual, causing people to not only appreciate visual aids, but to learn more effectively with them. There are a few skills that we can learn to help us in our use of them. First, we need to realize that not all handouts are created equal. In the figure1.1 &1.2we can see two versions of the same handout. The one on the top was very best effort at creating a handout for the Princess Bride Conference in

2005. As we can see, there is a slight improvement in the second one. We can create handouts that look just as nice as the one we are reading right now with only the use of Microsoft Word and the Internet.

Not All Handouts Are Created Equal

Working Word
This handout was created using a standard function in Microsoft Word. To use it, we have to go to File and then select Project Gallery. Once inside there, go to Newsletters and click Open. Select the look we like, enter the information requested on the right in the Newsletter Wizard. Under Content one may enter his or her information (or not) and under Theme we may choose a font and color scheme. Then click on Save and Exit. (Note: this does not save the document to computer, it just saves choices to the new document. We shall still have to save our document to our computer.) Now it is time to put our information into the form. It wont take long for we to realize that this form is not formatted to meet

our needs. We may want to change the text box shapes, add or remove pictures, and create or delete boxes and pages. To do this we shall need to experiment with dragging, cutting, and pasting. This is not difficult to do; however, we would want to allow time for a learning curve. When creating the document we have to remember that printing in color can be cost-prohibitive. This means that the best color choice may be that which best prints out in black and white. Also, watch the page numbers; we may need to manually change these as we add and delete pages from our document.
Not all handouts are created equal . . .

Creating Effective Handouts

Standard Microsoft Word picture (above) and text box (here) for we to say something profound. The picture of the lady (below) is an image I purchased and reuse often.

Graphics
The pictures included in the Newsletter, may not be what we had in mind. To get rid of the pictures, simply click on the picture to select it, and hit delete. Now we may insert a different picture. To insert a picture, go to

Insert, then Picture and finally, From File. Now we may select any picture from our computer and add it to our handout. A word of warning! Pictures can be copyright protected! If we go onto the Internet beware of simply pulling pictures off and using them. If we want to use someone elses picture, send them an email and ask for permission. Or go to a website like photos.com or shutterstock.com and purchase a picture. The great thing about buying an image is that it shall be a higher quality photo and we do not need to worry about using itand we shall always have it. (Of course we need to read and follow their terms of usage.) Over time we shall accumulate a set of great pictures that we can insert into various handouts. Immediately after we insert our image double click on it to pull up the Format Picture Box. Select the word Lawet from the blue bar on top, and then select Behind Text. This shall allow we to easily move our picture around. If we would like a border around the picture, next select Colors and Lines. Here we can select the border color and style.

Visual Design Basics

Every document we create shall have two main features: readability and legibility. In short, readability refers to ones ability to receive the intended message of the whole document; legibility refers to ones ability to determine what the letters and pictures are supposed to be (Brown, 1). Abbie Brown demonstrates how some font types can be difficult for those with vision problems, limited literacy or cognitive disabilities (Brown, 2). If I decided to write in the font type Curlz MT, it would be very difficult for anyone to read, let alone someone with a visual handicap. This is the issue of readability. Part of readability also includes font size and color. Brown also demonstrates how certain fonts affect legibility. For instance, my own handwriting is not very neat, and some would call it illegible. Some font types are more legible that others. The fonts that are easiest to read are called Serif because they have ledges on them, such as the following: Times New Roman, Courier, and Georgia. These fonts shall be found in books and newspapers. The second easiest font to read is called Sans Serif, for it is without (sans) the ledge. Some examples of Sand Serif fonts are: Arial, Century Gothic, and Helvetica. These fonts are best used for headings and captions (which we see above and to the left). Finally, we have decorative fonts, which are used artistically for style and personality (Brown, 1-2). We should save these fonts to be used as accessories in short titles, subheadings, and for single words or phrases.

Page 2 of 4

Little Helpers
Here are a few tips to keep in mind: Bullets help to draw the eye to lists (like this one), making them easier to read. People like to look at faces, so including them shall increase interest in our piece. We do not need to fill up every square inch on the paper. Blank space is good. Place pictures next to the text that discusses them. This is called proximity.

 Alignment helps the visual flow, so the type on this page hugs the left side, and the type on the page before is indented. This is okay, just make each page consistent. Repetition helps the design. This means that having the same design at the top and bottom of this handout, as well as repetitive titles (same color, size, and font) helps the reader. (Tip: If we use the Newsletter Wizard in Word, it automatically does this and the alignment for us.) Contrast is important in helping headings and special comments standout, so choose a Serif font for our text, and a Sans Serif or perhaps a decorative font for our titles (Brown, 4-5). Now test our piece with the squint test. Hold our piece back and squint our eyes when we look at it. The part we notice is what our reader shall notice. Second, give the piece to some one who will give us honest feedback and ask her what she thinks (Brown, 5).

The Countdown
There are a few items that I am compelled to list out for us. These are the tedious chores that we forget or ignore, but my friendsthey wont go away. Our handout can be beautiful, but a typo will blemish its pretty face. And if there is even one, everyone shall see it and wonder. So when creating handout,we always have to conclude with the following: Make certain that we properly cited our sources. Look up each Bible verse to verify that it references what we think it does. Consistently cite our Bible verses in the same format: Mat. 1:22; Matthew 1:22; Matt 1:22. Include our Bible translation: NASB, KJV, NIV on our first quote, or say All biblical references are from the NIV, somewhere on the handout. If we quote someone put it in quotes, and give her credit with a citation. Read it out loud to a friend. This shall help we hear and see our mistakes. Have a friend who is gifted with grammar look at our piece. Make the changes, and then go back and check off that each change was actually made. (We can cross off each change with a colored pen.) Proofread it again (and again). I realize that this is the tedious part of writing, but it will be worth it in the end.

The Presentation Handout NOT our slides

by Oliver Adria on March 8, 2009

WHAT NOT TO DO: It is currently quite popular to hand out the slides as a handout, causing a symptom of what many people call the slideument an attempt to kill two birds with one stone. But in the end, people

hurt both birds, but they still fly away. The slides are neither a visual aid for presentation (too much text), nor are they a good readable document (too unstructured). Even if we include notes in the slides printout, theyre still quite ineffective. So it is wise to avoid the slideument. It only takes 20 minutes (or more) to write down the key messages onto one page. WHEN TO DELIVER Its a freqent asked question when to give the handouts before or after the presentation. The ansour is it should always given after the presentation. A listener would not bother with the presentation if they have the summary in front of them. They wont pay much attention to the presenter anymore and start to Twitter with their Blackberries and iPhones (Sitting in presentation, planning vacation to Coxs Bazaar.). But the speaker should definitely tell the people at the beginning of his or her talk that they neednt write everything down, that they can fully focus on the presenter, and that at the end of the presentation they will be given a summary of what has been talked about including speakers contact details. A hand-out is one of the most misused tools in the sales arsenal of an SE. Often skimmed through when the audience is bored and often left on the conference table after we finish the hand-out can be a powerful weapon when used by an expert. That is because it keeps selling for us after we leave. Ill suggest some best practices for creating and using the hand-out and answer that age-old question do I hand out my hand out before or after the presentation?

The Eternal Question Before or After?

The general rule is that in a sales situation we should provide our handouts AFTER our presentation or demonstration. When we provide them beforehand, especially if they are a close copy of our presentation, why should people attend? We are encouraging the audience to thumb through the hand-out, then do their email and tweet Sitting in boring vendor presentation in London. Vacation in Paris next week. Must start packing. Sos we can make the case that we personally should be entertaining and value-add enough to stop that behavior. A sales presentation is about constantly re-establishing interest and curiosity. A stack of paper on the desk is a distraction. BUT there are cases when we should hand something out before we start. Here are some examples: a. Agenda. An agenda for a long or complicated meeting. b. Key Slides. The key slides or demo screens when conducting a webcast. c. Diagrams. A Diagram or Blueprint of a complex environment or architecture. d. A Worksheet. It has been seenthat SEs help an audience convert a technical issue direct into money saved. e. Mathematics. Anything that involves math, even if we think the audience can do it in their heads. f. Definitions. A list of standard definitions or acronyms. g. Education. Its an educational presentation and we really want people to keep notes.

CONCUSION Handouts are a terrific way to offer your audience additional material without overloading slides with information. Many presenters treat handouts like an afterthought or simply forget about them altogether in the expectation that they will just get trashed anyway. When handouts are poorly designed, they will very likely be discarded. By contrast, quality handouts are used and ensure that your presentation is remembered favorably. The handout is an amazing thing. It frees the mind of the presenter, it can improve slides, it makes audience happy. Well, writing a handout with the main points of the talk summarized in one page, including references (and maybe links to further reading material) and contact data relieves the presenter of the necessity of writing down everything on his or her slides. So presentations are de-cluttered and someone dont have to have that much stuff and text on slides. A great side-effect of having handouts is that when someone is writing it, it forces him or her to structure the presentation and what he or she is going to say. Since it shall be about one page long, it shall also need to prioritize what one wants to include and what one thinks is necessary and what is unnecessary. In a way its sort of like writing a cheat sheet for a test speaker has to decide, what are the most important things that s/he needs to know, what can s/he leave out? And it is heard that many people actually learned a lot about the material for the exam while writing their cheat sheet. And eventually didnt use the cheat sheet.