1 / 10

ADMINISTRATION

ADMINISTRATION. REVISION – BLOCK 7. PREPARING AND PRESENTING INFORMATION. REASONS FOR PRESENTING INFORMATION. To report on the performance of the department or firm as a whole. To explain eg proposals for a new project. As part of a training session.

dianewright
Download Presentation

ADMINISTRATION

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. ADMINISTRATION REVISION – BLOCK 7 PREPARING AND PRESENTING INFORMATION

  2. REASONS FOR PRESENTING INFORMATION To report on the performance of the department or firm as a whole To explain eg proposals for a new project As part of a training session To simplify a complicated process To inform eg to give employees an explanation of expansion or downsizing proposals

  3. WHY IS PRESENTATION IMPORTANT? People need to understand information Good presentation creates a good impression A well laid out report will be more easily read Some things need to be simplified to be understood A properly constructed memo is less likely to be ignored A graph shows instantly what a report might take pages to explain

  4. METHODS OF PRESENTATION Graphs • Line • Bar • Pie • Pictogram Flow Chart - shows procedures to be followed Memorandum - for internal messages Report - outlines the findings of research Itinerary - detailed travel plan Presentation - slide show

  5. GRAPHS Graphs can be produced both manually and electronically display statistics in a simple way The simplest and most professional way of drawing a graph is to use the charting wizard on your spreadsheet software. The charting wizard gives you many options to choose from when designing your chart, from exploded pie charts and 3-D bar graphs. You can also customise headings, axes labels and the legend, which is the key to accompany your graph.

  6. Using the photocopier. FLOW CHART Start good for showing procedures when using a machine or when dealing with an incident Switch on Place original face down Print one copy Is copy too feint? Yes Increase contrast No Select print number Press green start button End Collect copies and original Switch off

  7. MEMORANDUM AND REPORT A memorandum is a more formal way of sending a written message to another person inside the organisation. REPORT To: The General Manager From: Administration Assistant Date: Today’s Date Subject: Storage Options Terms of Reference O8tgliuytiuyo9sa84t9ayr9et8ys4ms37Kfjpoa93utnpv09et Procedure Dkewowiudgdn3t\n6w3t\3bv24BB2 Findings AebaetnryareytnrnF32QN5NA5535A5veytswn4an6 Conclusions Dfa3n63a7m8,a8.4EZ36M64576Z,ME5ZGETYZNYTRGZ4TZ\WESDDFFS453ms58s, MEMORANDUM To: All Staff From: The General Manager Date: 10 May 2003 Subject: Refurbishment Since the canteen is being refurbished all of next week we have arranged for a firm of outside caterers to provide a range of snacks and sandwiches at the usual subsidised rate. A report is written up after something has been researched, showing the findings and what the conclusions are.

  8. ITINERARY A detailed travel plan which the traveller uses during the trip. Essential information which must be included: The name(s) of the person(s) travelling The dates of the trip The purpose of the trip 2 columns – one for the times in the 24-hour clock - one for what is happening at these times The flight numbers or train company and times The names of airports, stations and hotels used The details of any appointments and meetings taking place

  9. PRESENTATION can be done using software such as power point like the one you are working through now By using a digital projector, slides can be shown to a large audience. The presenter can control the speed at which information is displayed The presenter can take time to add comments and take questions from the audience Sound, animation and graphics can be incorporated Useful in a training situation

  10. Now answer the following questions in sentences on paper. 1 In what circumstances might information be presented? 2 Give 2 reasons why presentation of information is important. 3 Name 3 ways of presenting figures effectively. 4 What is a flow chart and when is it best used? 5 When would you need to prepare an Itinerary? TEST 16 6 How can ICT assist in the creation of a graph? 7 What is the purpose of a diamond shaped box in a flow chart? 8 When would you communicate by memorandum? 9 How could you make a presentation to a large audience? 10 To use a charting wizard, where do your statistics need to be? Now check your answers with the solution and note your score

More Related