Microsoft Office Tutorials and References
In Depth Information
DRAFTING YOUR REPORT AND PRESENTATION
Because you will have just completed a case as you begin preparing your oral presentation, you will already
have the basic information you need. For the Access cases, you should review the main points of the case and
your goals. Make sure you include all of the points you think are important for the audience to understand. In
addition, you might want to go beyond the requirements and explain additional ways in which the database
could be used to benefit the organization, now or in the future.
For the Excel cases, you can refer to the tutorials for assistance in interpreting the results from your
spreadsheet analysis. For some cases, you might want to use the Internet or the library to research business
trends or background information that you can use to support your presentation.
DRAFTING YOUR REPORT AND PRESENTATION
When you have completed the planning stage, you are ready to begin drafting the presentation. At this point,
you might be tempted to write your presentation and then memorize it word for word. Even if you could
memorize your presentation verbatim, however, your delivery would sound unnatural because people use a
simpler vocabulary and shorter sentences when they speak than when they write. For example, read the
previous paragraph out loud as if you were presenting it to an audience.
In many business situations, you will be required both to submit a written report of your work and give a
PowerPoint presentation. First write your report, and then design your PowerPoint slides as a
report to discuss its main points. When drafting your report and the accompanying PowerPoint slides, follow
1. Write the main body of your report.
2. Write the introduction to your report.
3. Write the conclusion to your report.
4. Prepare your presentation (the PowerPoint slides) using your report
s main points.
Writing the Main Body
When you draft your report, write the body first. If you try to write the opening paragraph first, you might
spend an inordinate amount of time attempting to craft your words perfectly, only to revise the introduction
after you write the body of the report.
Keeping Your Audience in Mind
To write the main body, review your purpose and your audience profile. What are the main points you need to
make? What are your audience
s needs, interests, and technical expertise? It is important to include some basic
technical details in your report and presentation, but keep in mind the technical expertise of your audience.
Remember that the people reading your report or listening to your presentation have their own agendas
put yourself in their places and ask
For example, in the
Access cases, an employee might want to know how to enter information on a form, but the business owner
might be more interested in learning how to generate queries and reports. You need to address their different
needs in your presentation. For example, you might say,
What do I need to get out of this presentation?
And now, let
s look at how data entry associates can
input data into this form.
Similarly, in the Excel cases, your audience will consist of business owners, managers, bankers, and
perhaps some technical professionals. The owners and managers will be concerned with profitability, growth,
and customer service. In contrast, the bankers
main concern will be repayment of a loan. Technical
professionals will be more concerned with how well your decision model is designed, along with the credibility
of the results. You need to address the interests of each group.
Using Transitions and Repetition in Your Presentation
During your presentation, bear in mind that your audience is not reading the text of your report, so you need
to include transitions to compensate. Words such as next, first, second, and finally will help the audience
follow the sequence of your ideas. Words such as however, in contrast, on the other hand, and similarly will
help the audience follow shifts in thought. You also can use your voice and hand gestures to convey emphasis.
Also consider using body language to emphasize what you say. For instance, if you list three items, you
can use your fingers to tick off each item as you discuss it. Similarly, if you state that profits will be flat, you
can make a level motion with your hand for emphasis.