Preexamination Review Three

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Pre-examination Review Three

• Lehman Dufrene
• Chapters 10-14

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Chapter 10Managing Data and Graphics

• Before data can be effectively communicated, it
  must be classified, organized, condensed and
  summarized to enable analysis. Then graphics can
  be added to help communicate the results of the
  analysis.

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Using Graphics

• Your goal is clear, direct, effective
  communication. Graphics should support, not
  hamper, achievement of this goal.
• Key question do you need graphics or will words
  alone do the job?

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Using Graphics

• If you decide to use graphics, keep them simple
  and consistent in style the goal is to
  communicate, not decorate.
• Also keep them honest. Dont exaggerate a scale
  to reinforce your point or support a
  pre-conceived conclusion.
• gt Table lists exact numbers
• gt Bar Chart compares quantities
• gt Line Chart shows change over time
• gt Pie Chart shows portion distribution
• gt Flow Chart illustrates a process

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Using Graphics

• Label each graphic with Figure and a number to
  show its sequence in the presentation.
• Give each a short, revealing title.
• Accompany each with words that summarize the
  graphic and draw its most important conclusion
  (not simply restate the data it shows).
• Document the data source at the bottom of the
  graphic.
• Show the graphics to your slowest friend to
  assure that they are understandable.

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Chapter 11Preparing Reports and Proposals

• Parts of a formal report
• Title page title, author, date, requestor
• Authorization page person/organization
  authorizing report
• Table of contents where to find what in the
  report
• Table of figures figure title, number and page
• Executive summary captures reports main points
• Introduction topic, reason, scope, methodology,
  primary information sources, previews
  organization of the report
• Body presents collected information often in
  digestible sections
• Analysis findings, conclusions, recommendations
• Addenda marginally useful information and all
  research sources
• Appendices other supplementary information
• Index alphabetical listing of each subject in
  report and what pages contain it

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Preparing Useful Reports

• Put your conclusions up front in an executive
  summary. People can drill down into the way you
  arrived at them if they have time and curiosity.
• Outline your main and secondary points before you
  begin writing the final version. This outline
  will form the Table of Contents.
• Use headings to break the report down into clear,
  bite-sized bits.
• What is the spine that unifies the report and
  leads the reader to a convincing and logically
  supported conclusion?

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Style

• Use active voice
• Use consistent tense (past, present, future)
• Make it cohesive with connectors
• gt Time at the same time, finally, further,
  initially, next, since, then, while
• gt Contrast but, although, despite, however, in
  contrast, alternately, nevertheless, on the other
  hand
• gt Similarity for instance, for example, in the
  same way, just as, likewise, similarly, thus
• gt Cause-and-effect because, consequently,
  hence, therefore

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Style

• Use tabulations, enumerations, bullets
• Be factual and low-key avoid overstatement and
  emotion
• Identify assumptions and opinions
• Define terms carefully and document
• Dont feel, instead think

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Short Reports

• Typically consist just of problem, solution
  methodology, findings, conclusions and
  recommendations
• Use the deductive (direct) approach
• Use an informal style first-person
• May use graphics, headings and sub-headings

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Proposals

• Internal (to secure approval and resources) or
  external (to secure new business)
• May include problem/purpose, scope, methods,
  materials/equipment, qualifications,
  follow-up/evaluation, budget/cost, summary and
  addenda

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Proposals

• Describes problem and outlines purpose or project
  description often broken down into individual
  objectives each beginning with To
• Defines scope
• Sequentially describes methods/measures/procedures
  
• Spells out materials and equipment needs, usually
  with cost information

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Chapter 12Written and Oral Presentations

• Goal to be clear, confident, organized and
  persuasive
• What is your purpose?
• Who is the audience?
• What is the context?
• What is the content?

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Know Your Purpose

• If your presentation were a Broadway musical,
  what tune would you want them whistling as they
  go out the door? This tune is your primary
  message. It should be the first and last thought
  in your presentation. Develop a compact, clear
  and memorable statement of it.

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Know Your Audience

• How many?
• Who (age, gender, culture, occupation, levels,
  titles, etc.)?
• Why are they there?
• What do they need and want?
• What do they expect from you?
• What will they find interesting, useful, credible?

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Know Your Context

• What is the situation and what does it call for?
• Length and topic specified?
• Who else speaks? About what?
• Where do you fit in? What time of day?
• Q. and A. expected? Most likely questions?
• Hand-out required or can you speak from PP notes?
• Podium/text or lapel mike/wander?
• What other equipment is available?
• News media attending?

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Structure Your Content

• Use SSS (state, support, summarize)
• Begin with something to seize their attention a
  brief and relevant story, startling statistic,
  dramatic demonstration, question, reference to
  something happening in the community the fish
  hook!

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Writing Process

• Research.
• Pause, ponder, digest, analyze.
• Select primary message (the tune).
• Burst write to get it and the supporting points
  down on paper. No more than five major points.
• Ask yourself, What am I really trying to say?
• Verbally explain it to an imaginary friend
  tune first and supporting points second.
• Write what you just said primary point and
  supporting points each in a single sentence.

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Writing Process

• Write a final statement summarizing your total
  argument.
• Check the arrangement of the points do they form
  a persuasive, linked logic chain leading to the
  conclusion?
• Connect the pieces with smooth transitions.
• Rewrite, condense, polish removing extra words.
  No more than 25 minutes. One of the most
  effective speeches in history Lincolns
  Gettysburg address -- was only 634 words long and
  took less than four minutes to deliver.
• Proof for syntax, grammar, spelling and
  punctuation.

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Oral Presentation Tips

• Use conversational style, short sentences, and
  simple Anglo-Saxon words unlike the eye, the ear
  has only one chance to absorb meaning. Record
  and listen to your speech ahead of time. Does it
  work?
• Round off statistics.
• Use humor only if it ties in.
• Dress professionally, arrive early, and explore
  your battleground determine back-of-the-room
  voice level.
• Use sequential delivery make eye contact with
  audience members one at a time then move on.
• Pay attention read audience feedback (what do
  their eyes, posture, etc. tell you?).
• Stand still (unless roaming) dont bob and
  weave.
• Use only natural gestures.

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Speaking From a Text

• Stand up! Look up! Speak up!
• Breathe! Relax! Slow down!
• Use a speech box.
• Use 20-point or larger type and double space.
• Go only two-thirds of the way down the page.
• Underline/boldface key words and phrases.
• Include bracketed phonetics if necessary.
• Never carry a sentence or paragraph over a page
  break.
• Memorize the opening and closing so you can
  deliver them emphatically while maintaining eye
  contact with the audience.
• Believe your message. If you dont, they wont!

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Chapter 13Resumes and Job Applications

• Your career 70,000 hours of office time more
  than any other activity in your life
• Choose both career and company carefully
• gt Know yourself
• gt Know your industry
• gt Match the two for your favored role/niche
• gt Research target companies
• gt Determine the match points (where do my
  desires and capabilities meet their needs)

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The Job Search

• Be organized list detailed company information
  know them better than they know themselves
• Keep a list record date, who talked with, what
  happened, etc. for every job call
• Sources
• gt www.aol.com/career
• gt Monster.com
• gt Industry trade publications (Automotive News)
• gt Professional societies
• gt University career center
• gt Employment office of target company

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Targeting Your Resume

• A resume is a product pitch selling you.
• Determine specific skills and experience they are
  seeking, then customize your resume to match
  their needs as much as possible.
• Keep it concise, descriptive, easily digested and
  focused use action verbs.
• Be simple, direct and honest (they will check).
• Goal get your foot in the door for an interview.

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Standard Resume Parts

• Identification How do they contact you? Bold and
  boxed, top center
• Job/career Objective Whats your goal? General
  (role or industry) or specific (job)? Very
  specific if the resume is targeted to a
  particular job they are trying to fill.
  Somewhere in here you need a statement that will
  make the reviewer pause, think, and put you into
  the retain-for- interview not the reject --
  pile. What is it?!
• Career Summary (work/education) The category
  containing your greatest strengths relative to
  the targeted job goes first. Degree/major/school/g
  raduation date most recent first. Job
  title/company/dates/primary responsibilities/key
  accomplishments most recent first.

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Resume Parts

• Qualifications contains anything not included in
  work and education (for example, extra-curricular
  activities, honors, memberships, etc.). How can
  you use this section to show with concrete
  accomplishments and experiences -- what relevant
  skills you have learned? What do you have that
  they need?
• References Better to say available on request
  and provide them after the interview you manage
  to generate.

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Resume style

• Never use less than 24-pound, 100 cotton paper
  and a laser printer.
• Make it digestible with headlines, boxes, borders
  and bullets.
• Use white space to make it eye-inviting.
• Use 12-point (or better) type and a readable font
• Begin sentences with action verbs.
• If it is to be scanned into a database, simplify
  the style so the computer can easily read it,
  then determine and include the business buzzwords
  that will maximize hits.

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Cover Letter

• Accompany your resume with a cover letter.
• Goal get them to read the attached resume.
• Identify the job sought and thumbnail your
  qualifications.
• Show them you know something about their company.
• Introduce and arouse interest in the resume by
  interpreting its main points in terms of employer
  benefit.
• Sell, sell, sell like hell (but subtly).
• Use the same high-quality paper and printing as
  resume.
• Encourage action with a closing statement such
  as At your convenience, I would appreciate an
  opportunity to discuss this job with you.

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Two Final Thoughts

• Show them what you can do for them.
• Zero errors proofread carefully. Nothing says
  I dont care like a syntax or punctuation error
  or a misspelled word!

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Chapter 14Interviews/Employment Messages

• Types of Interviews
• Virtual a screening interview conducted via
  videoconference arrive early, learn equipment,
  beware voice lags
• Structured a screening interview with a set of
  questions seeking specific answers, often
  conducted via computer
• Unstructured a freewheeling exchange with an
  interviewer
• Group/Team conducted together or serially by a
  group of interviewers which has likely developed
  the job description and will jointly decide who
  gets it.

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Interview Preparation

• The most important sales presentation you will
  ever make you are the product.
• Study the company website, annual report, recent
  news coverage, SEC filings to find out stock
  price, products, size, industry position,
  profitability, top officers, benefits, corporate
  culture, etc. Goal know more than the
  interviewer.
• Study the job title, required qualifications,
  career path, likely salary range
• Study yourself Will you fit into this corporate
  culture? Which of your strengths intersect with
  the job requirements?

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Preparing

• Plan your appearance, your route, arrival time
  (traffic and time of day), and the materials you
  take with you (resume, references, previous work,
  correspondence with the company, pen and paper,
  list of questions you want to ask)
• Stand up, look up, speak up project calm
  confidence about yourself and enthusiasm for the
  job.
• Read your audience and react to the signals they
  send.

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Have Answers Ready

• Why do you want to work here?
• Why do you want this job?
• Why should we want you?
• How have your extra-curricular activities
  prepared you for this job?
• Describe a time you worked under pressure.
• Describe a difficult problem you solved and how
  you did so.
• STAR Situation/Task, Action, Result

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Questions You Might Ask

• What is a typical day like in this job?
• What initial training would I receive?
• What ongoing training would be provided?
• Who would I be working with and for?
• Why do you like working here?
• What advice do you wish you had been given when
  starting out?
• When do you expect to make your decision?

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Immediately after

• Write summary notes of the interview.
• Send a letter expressing gratitude for the
  opportunity to interview for the position and
  continuing enthusiasm and interest for it (use a
  specific from the interview).

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Accepting or Refusing

• If a telephone offer is made, request a written
  follow-up including title, salary, benefits,
  starting date, and anything else negotiated.
• If you refuse the offer I greatly appreciate
  your time and consideration. But, after
  carefully considering yours and other offers, I
  have decided to

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References

• If you are asked by the interviewer to generate
  recommendations from your references
• gt Call each, thank them, describe the job for
  which you have applied, and give them a name and
  address to which they can send a letter.
• gt Send each a thank-you letter letting them know
  what happened.