Bus Com Final Exam Review

Format of the final exam

● Multiple Choices
● Short-Answer Questions
● Writing Tasks (should know how to writing sales messages, cover letters, and thank-you messages, etc.)
Model of Business Communication
Important factor of Communicating are sender,
message, and receiver.
Appropriate Channel → choose formal or informal

Research Method: Interview

● Why interview?
For gathering data through direct verbal interaction between interviewer and interviewee.
● Structured vs. semi-structured vs. unstructured interview?
Unstructured
❖ the interviewee will begin with talking points but will allow the participant to go into each point with as much or little
detail as he/she desires.
❖ questions(topics) are open-ended: interviewee is free to answer in any manner.
❖ Topics do not have to be cover in any particular manner.
Structured(pair project)
❖ close-ended questions.
❖ the interviewee must choose from the options provided.
❖ similar to verbal survey.
Semi-structured
❖ a combination of structured and unstructured types.
❖ vary by the amount of control the interviewer places on the conversation.
● How to become a successful interviewer?

Types of Business Messages

● Business report?
● Executive summary? Key features?
○ Abstract’ is very important as some readers may only read this part.
○ Write it last, being sure to include a summary of all parts of the report (omitting examples under essential)
including the:
○ Purpose, scope of the investigation, Methodology, Major findings with key statistics, Analysis, conclusions
and recommendations
● Authorization letter?
○ It is a written letter or document that confirms a person’s authority
○ The individual or the management authorizes the report writer to prepare the report.
● Transmittal letter?
○ Comes immediately after the letter of authorization
○ Summarize the contents of office files, in the same way that cover letters summarize the entries on resumes.
● Format? Structure?
● Good and neutral?
● Bad news? (how to deliver it: Buffer? Reason? Bad news? Positive ending?)
● Persuasive Messages
● What are appealing strategies? How to apply them?
○ Emotional...appeals to the senses such as feeling, tasting, smelling ...etc
● How to write a sales letter? Or invitation letter?
● What is AIDA? How to apply each one in persuasive messages?
- A- Attention(awareness): attract the attention of the customer and introduce a benefit for your audience.
- I- Interest of customer: an offer that able to provide the solution to their need.
- D- Desire: convince the customer that they want and desire the product or service and that it will satisfy their
needs.
- A- Action: lead customers towards taking action and/or purchasing.

Oral Presentations
● what are the most common mistakes related to presentations?
 ○ Bullet, Background, Font, Graphic, Color, Proximity
● what is the structure of the presentation?
○
● what are the outline styles?
● how to develop good presentation content ?
1. Developing a great Content organization
● analyze your audience: YOU approach (need and knowledge)
● Gathering relevant data and information.
● Converting your data into outline.
2. Preparing great design: presentation design
● Layout: should support message and provide structure.
● Consistency: style, text and image placement, font, background.
● Color: colour should not clash(high contrast) and not more than 4 colours.
3. Conducting great delivery
● Voice: no monotone, volume, not too fast(speaking with feeling).
● Language usage: short and simple sentence and word, speak clearly with confidence.
● Movement: appropriately move with purpose, pause for effect, support your word.
● Body language: stand straight, be relaxed, use gesture, and eye contact.

Business Meeting
● What are the types of meetings?
○ Formal meeting
○ Informal meeting
○ Private meeting
○ Public meeting
○ Company meeting
○ Committee meeting
● What are the differences between agenda and minutes?
- Agenda is the structure of the meeting which include the list of activities in the order of what to be done or be
discussed during the meeting. It is used to describe the schedule or the program of the meeting. Which will
be given to all member before start meeting.

- Minutes is an official records of the proceeding during formal meeting. It serves as a record or reminder of
what happened during the previous meeting to both attendees and non-attendees. The purpose of minute is
also useful for non-attendees as they get to know everything that took place during the meeting that they are
not able to attend.
● How to conduct effective business meetings?

Job-search Skills
● what are adaptive skills? transferrable skills? Technical skills?
○ Adaptive skill
■ Skills that allow you to adapt or adjust to a variety of situations.
■ Some of them could be considered part of your basic personality.
○ Transferrable skills
■ Transferred from one job or even career to another
■ no need to get trained in the new workplace
○ Technical skill
■ Technical skills are absolutely required to do the job.

● what are key traits that employers are looking for from a job searcher?
1. Ability to learn
2. Basic academic skills in reading, writing, and computation
3. Good communication skills including listening and speaking
4. Creative thinking and problem solving
5. Self-esteem, motivation, and goal setting
6. Personal and career development skills
7. Interpersonal/negotiation skills and teamwork
8. Organizational effectiveness and leadership
 ● How to write a cover letter?
○ Make sure to address the cover letter to a specific person, generally the hiring manager in charge of the
interview.
○ Avoid simply repeating the information in your resume.
○ Introduce and highlight your personality, curiosity, and your level of interest.
○ Keep it short and simple yet dynamic
○ use keywords to enhance the point you are trying to make
○ identifying and including in your cover letter the qualities that they put a lot of value in.
● how to write a thank-you message?
○ Show appreciation for the employer's interest in you.
○ Reiterate your interest in the position and in the organization.
○ Review or remind the employer about your qualifications for the position. If you thought of something you
forgot to mention in the interview, mention it in your follow-up / thank-you letter.
○ Impress the interviewer in a professional manner

● how to conduct an effective interview?

○ Step 1: The Self-Interview
■ Determine your employment interests
■ Reflect on your values; what’s most important to you
■ Be prepared to cite several examples of experiences, accomplishments, successes
○ Step 2 : Research
■ Be sure you know what the company stands for, its culture, and why you want to work for them.
○ Step 3: Practice
■ Be alert to body language & eye contact, SMILE
■ Speak clearly; listen carefully
Negotiation
● What is “win-win” outcome?
○ Both parties are satisfied with the agreement
○ Establishes the basis for lasting relationship
● How to achieve a “win-win” outcome?
○ to get to this point, keep observation followed by
■ effective strategic analysis
■ evaluation of people
■ style of negotiation
■ cultural differences

Questions for Final Examination

Report Writing
Key component of formal report?
Prefatory components
● Title Fly
○ Title of report in Upper center
○ Name of receiver of report in the Middle center
○ Name of writer in the Lower center
● Title Page [page next to title fly + contains more info. than title fly]
○ Report title, name of receiver, his designation, name of his company
○ Name of writer, his designation, name of his company
○ The date of the submission of report
● Letter of Authorization [page next to the title page]
○ Letter of commissioning
○ The individual or management authorizes the report writer to prepare the report
○ Help writer get company data and take officials; interviews necessary for study
○ An introduction letter
● Letter of Transmittal [comes after the letter of Authorization]
○ A covering letter because it transmits the report
○ Authorization of the receiver
○ Acknowledgement to those who help with the report
○ Unexpected findings, major conclusions, and special suggestions
○ Personal comments not included the body of report
● Table of Contents (and list of illustrations)
● เน#นอันนี้!!!**Executive Summary [‘Abstract’ is very important as some readers may only read this part]
○ Write it last, be sure the summarize all parts of the report including:
 ■ ‘why’ [purpose]
■ ‘what’ [scope or breadthความกว#าง of the investigation]
■ ‘how’ [methodology]
■ ‘what you found out’ [major finding with KEY strategic]
■ ‘so what’ [analysis, conclusions and reccomendations]
○ It should be a HALF to ONE page (5%-10% of overall length) on separate page
The Report Proper
● Introduction [origin of report]
○ Report problem and purpose
○ Report scope
○ Limitations
○ Historical Background
○ Sources and Research Methods
○ Definitions and Research Methods
○ Definitions, Initialisms ยQอ, and AcronymsคํายQอ
○ Report Preview
● Report Findings
○ Be Logic and appropriate pattern of organization
○ Clear and parallel headings to announce each isection
○ Use table, chart and any graphic
● Report Ending
○ Summary [KEY finding]
○ Conclusive [interpret key finding meaning]
○ Recommendations [any propose action]
Appended Parts
● Bibliography + Appendix

What is RFP?
● To solicit proposals from potential suppliers, an organization might prepare a formal invitation to bid
● RFP includes the instructions that specify exactly the type of work to be delivered along with budgets, deadlines, and
other requirements.

Oral Presentation
● What are the most common mistakes related to presentations?
- Bullets : bullet should be on the left.
- BG : should never overpower the word or infor.
- Contrast and colour : 1) font and bg should compliment each other and easy to read 2) font color and bg color should be
distinctively diff.
- Graphic : one good graphic (ok) not several poor one.
- Fonts : positioning (format and wording: stay away from gimmicky font, keep size consistent), avoid text overload, don’t use all
cap, keep type size consistent.
- Perceptual diff : differ in color to make it clearly see from bg.
- Proximity: the relationship btw text and image.
- Rule of four: too much bullets in one slide, not more than 4.

● What are features of a good presentation?

- Three element included :
1. Content organization
- Analyze your audience
- Gathering relevant data and infor.
- Converting your data into outline
2. Design
- Layout : layout should support message and provide structure
- Consistency : style, text placement, font and size, bg
- Color : high contrast, colors should not clash, not more than 4 colors
3. Delivery
- Voice : no monotone, volume, not to fast
- Language usage : short sentence, simple word, speak slowly and clearly, speak with confidence.
- Movement : move with purpose, pause for effect, support your word.
- Body language : stand straight, be relaxed, use gesture, eye contact
● What are the outline styles?
- 3 steps (Determine the outline style, Group your raw data, Arrange into outline format)
- In what order
 ▪ Chronological : present event according to timeline.
▪ Narrative : present as a story, flowing presentation
▪ Problem/solution : state the problem, solution and summary
▪ Cause/effect : state cause and effect
▪ Topical : divide into subtopic
▪ Journalistic/Question : use wh question
▪ Degree order : state the most important and then follow with less important.
Effective Business Meetings
● How to conduct effective business meetings?
- Before Meeting
- Decide purpose
- Provide info
- Produce ideas / suggestions
- Eliminate confusion
- Take action
- Clarify objectives and goals
- Make decision
- Select participants
- Invite only necessary ones
- Make sure all attendens contributes
- Communicat meeting purpose and desired outcomes to them
- Develop and share agendas
- Keep agenda part at all time
- Be writing to adat meeting agenda
- Think about how you lable events
- During meeting
- Adhere to the item on the agenda
- Set time for each agenda item and stick to it
- Not repeating what another has said
- Solicit input from each individual
- After meeting
- Follow-up action item and begin to plan the next meeting
- Distributing meeting minutes in timely manners
● ***What are differences between meeting minute and meeting agenda?
- Meeting Agenda
- Structure of a meeting
- List of meeting activity
- Begin with call to order, end with adjustment
- Include one or more specific item of business to be consider and discuss
- Meeting Minutes
- Written document that inform attendance of what happening during meeting
- Includes:
- Name of participants
- Agendas item cover
- Decision made by participants
- Follow-up action
- Due dates
- Any other events in the discussion
Job Search Skills
● What are the different skills used for self-analysis?
- Technical skills
- Skills are absolutely require to do job
- E.g. mkting manager (product mkting, retail brand management)
- Transferable skills
- General skills that can be useful in variety of jobs
- Transfer from one job to one job
- E.g. good language skills
- Communication skills
- Research and planning skills
- Human relation skills
- Leadership skills
- Work survival skills
- Adaptive skills
 - Personal traits
- Define you as a person and worker
- E.g. consistency, fairness, insightful
● How to write the resume and the cover letter?
- Resume
- Design resume
- Select the BG facts
- Arrange the facts into groups
- Construct the headings
- Include contact information
- Include statement of objective
- Compose resume
- Present information (experiences, education, references)
- Organize for strength (started with lastest order, skills, achievement)
- Wrote impersonally and consistently (bullets, phase, no “I”, action verb)
- Make format attractive (white space, professional fonts, headline 14, content 12)
- Cover Letter
- Gain attention in opening
- Cover letter
- Additional info in your skills and experience (what you have learn from education)
- 1st para: mention job you applying for, where you toward the loting
- Middle para: mention your skills and experience that good for job
- Last para: say thank you to hiring manager, and write how you will follow up (request for interview)
● What are the most difficult interview questions? How to answer these questions?
- Tell me about yourself
- Highlight your strong ability
- No personal life
- Include specific experience related to the job
- Professional like, choose 1 example and use detail to support
- What is your great weakness
- Keep the weakness that related to work
- Honestly tell them
- Show them you are concerned with it
- Why should we hire you
- You approach
- Keyword base on job relevant (answering in professional way
- Provide example)
● How to write a Thank-You message after the interview?
- Write in email format
- Restate your interest in position and the organization
- Remind the employer about your qualification for the position
- Impress the interviewer in a professional manner

Dear Mr. Adam,

Thank you for the opportunity to interview me on (dates.,month) at (firm). The registered (position name) position we discussed
is a great opportunity for which i feel uniquely qualified.
I am grateful for your time and information you shared with me during this information interview, As we discussed, my
background in co-workers. Not only fulfilling the job requirement, but I also understand the appropriate (working technique) for (work
field) since this is not only good for custome, but also benefit the company in return.
If you need additional information or document please contact me by phone at (phone number) or by email (email)
Thank you very much for meeting with me. I look forward to speaking to you again.

Sincerely,
(signature)

Full name

GOOD LUCK J