Chapter 5 - Everyday oral communication Flashcards
1
Q
How should you prepare to write a presentation?
A
Research!
- look into company history on issue to get as much info as possible
- make copies of relevant documents
- variety of sources (ex. interviews, documents, online info, etc.)
- have citations readily available when writing
2
Q
How should you plan the meeting?
A
- have a clear purpose and scope that is achievable
- choose the right participants that relate to the purpose & can work well collaboratively
- choose best time of day when energy levels are high & minds are focused
- keep them short & on time
- hold them in a comfortable location fro optimal focus
- use an agenda to outline meeting for productivity
3
Q
What is an agenda used for?
A
- it gives a clear and brief explanation of what will be discussed in the meeting
- gives attendees notice on issues their role affects
- include ground rules for meeting if necessary
- agenda format varies by organization, so base off of past agendas
4
Q
How should you run a meeting?
A
- be able to manage people (facilitator is referee) so time is managed well
- defer items as necessary (most important first)
- start promptly with introductions
- turn cellphones off
- keep track of time & task (no interrupting, but can rebuttal after everyone has spoken)
- distribute handouts at the end
- check for body language to determine breaks
- popcorn method (each person contributes an idea)
- finish on time
5
Q
How should you record minutes?
A
- use agenda headers
- know who audience will be
- make it brief & to the point
- avoid repetition
- ask to repeat if unsure what to write
6
Q
How should you write/circulate minutes?
A
- short concise sentences and paragraphs
- check spelling, grammar & mechanics
- attach any handouts
7
Q
What should content editing for agenda/minutes consist of?
A
- ensure all information is included
- check for mechanical errors
- appropriate format
- attendance for minutes: names spelled & written appropriately
