Term
| List 4 main points of a routine or positive business letter |
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Definition
direct approach
start with main idea
provide details in the body
end with a courteous clos |
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Term
| List 4 common types of routine or positive business letters |
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Definition
request information
request action
claims
adjustments |
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Term
| List 3 questions you should answer in a request for info or action (routine business request) |
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Definition
what do you want the reader to know or do?
why are you making the request?
Why is it in your reader's interest to help you? |
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Term
| List 4 points of a claims or adjustment request (routine business request) |
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Definition
explain the problem
give the details
provide back-up info
request a specific action |
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Term
| Routine & Positive Business Message Memory outline (8) |
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Definition
Direct
Main
Detail
Courteous
Info
Action
Claims
Adjustment |
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Term
| What method should you use for a routine or positive business message |
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Definition
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Term
| what method should you use for a negative business message |
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Definition
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Term
| List the 4 steps of a negative business message |
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Definition
Open with a buffer
Provide reasons and additional info
State the bad news
Close with a respectful statement/tone |
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Term
| Define buffer for a negative business message |
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Definition
| a neutral statement that establishes common ground with the reader |
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Term
| List 4 steps of a Persuasive business message |
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Definition
Attention
Interest
Desire
Action |
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Term
| define Attention of the AIDA model of persuasive writing |
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Definition
| write a brief and compelling sentence, look for common ground on which to build your case |
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Term
| define Interest of the AIDA model of persuasive writing |
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Definition
| emphasize why your message is relevant to your audience |
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Term
| define Desire of the AIDA model of persuasive writing |
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Definition
| explain the benefits and reduce resistance to your idea/suggestion |
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Term
| define Action of the AIDA model of persuasive writing |
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Definition
| suggest the action you want readers to take, making this as easy as possible. |
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Term
| List 6 steps of Practicing your Delivery |
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Definition
| 1. can you present your material naturally, without reading slides 2. Could you still have a good presentation if your equipment failed? 3. Confirm equipment working & you know how to operate it. 4. Check your timing 5. Can you pronounce all the words 6. Anticipate questions & Objections |
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Term
| List 5 key issues in Preparing to Speak |
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Definition
| 1. Practice 2. Confirm location & set up 3. Confirm materials 4. Confirm equipment 5. Know your audience (language, culture) |
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Term
| List 11 ways to Overcome Anxiety |
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Definition
| 1. Stop worrying about being perfect. 2. Prepare more material than necessary. 3. Practice 4. Visualize your success 5. Remember to breathe 6. Be ready with your opening line 7. Be comfortable 8. Take a three-second break 9. Concentrate on your message and your audience, not on yourself 10. Maintain eye contact with friendly audience members 11. keep going |
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Term
| define stop worrying about being perfect as a step to overcoming anxiety |
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Definition
| successful speakers focus on making an authentic connection with their listeners, rather than on trying to deliver a note-perfect presentation |
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Term
| define 'prepare more material than necessary' as a step to overcoming anxiety |
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Definition
| having extra knowledge will reduce your anxiety |
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Term
| define 'Practice' as a step to overcoming anxiety |
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Definition
| the more familiar you are with your material, the less panic you'll feel |
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Term
| define 'visualize your success' as a step to overcoming anxiety |
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Definition
| visualize mental images of yourself in front of the audience feeling confident, prepared, and able to handle any situation that might arise. Remember that your audience wants you to succeed too. |
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Term
| define 'remember to breathe' as a step to overcoming anxiety |
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Definition
| tension can lead people to breathe in a rapid and shallow fashion, which can create a lightheaded feeling. Breathe slowly and deeply to maintain a sense of calm and confidence |
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Term
| define 'be ready with your opening line' as a step to overcoming anxiety |
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Definition
| have your first sentence memorized and on the tip of your tongue |
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Term
| define 'be comfortable' as a step to overcoming anxiety |
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Definition
| dress appropriately but as comfortably as possible. Drink plenty of water ahead of time to hydrate your voice (bring water with you too) |
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Term
| define 'take a three-second break' as a step to overcoming anxiety |
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Definition
| if you sense that you're starting to race, pause and arrange your notes or perform some other small task while taking several deep breaths. Then start again at your normal pace. If you feel that you're losing your audience, try to pull them back by asking for comments or questions |
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Term
| define 'concentrate on your message and your audience, not on yourself' as a step to overcoming anxiety |
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Definition
| when you're busy thinking about your subject and observing your audience's response, you tend to forget your fears |
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Term
| define 'maintain eye contact with friendly audience members' as a step to overcoming anxiety |
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Definition
| eye contact not only makes you appear sincere, confident, and trustworthy but can give you positive feedback as well |
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Term
| define 'keep going' as a step to overcoming anxiety |
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Definition
| things usually get better as you move along, with each successful minute giving you more and more confidence |
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Term
| List 10 steps to handling questions after a presentation |
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Definition
if you can, establish guidelines (# allowed per person, time limit for Q&A session)
2. prepare. know your audience well enough to anticipate their concerns
3. watch for non-verbal signals for understanding of the question
4. repeat the question (to confirm your understanding & to ensure entire audience heard)
5. ask for clarification if necessary
6. don't sidestep difficult questions.
if not relevant or too complex for time offer to speak to questioner after the presentation
if you don't know answer, offer to get an answer as soon as possible
7. stay in control. don't let audience members take over with impromptu speeches
8. control emotions, defuse hostility by paraphrasing the hostile question.
9. when time up, prepare audience with "we have time for one more question
10. wrap up with summary of main idea of presentation and thank the audience. |
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