3
· DISCUSSION DECK AND EMAILS FOR A MEETING
DELIVERABLES
• On d· cussion deck
e completed Communication Strategy Worksheet for your 15 d 3
• On dis . .d t page (you nee
e. . cussion deck on the assigned topic, printed 1 sli e O a
additional copies for the “meeting” that you lead) I f the
A 6- ho play the ro e o
• minute seated “meeting” with a group of your classmates w
1 d discUssion
audience indicated in your scenario (use your laptop or tablet as you ea a
based on your deck content)
• Two coherent and polished emails to your “manager”
SUBMISSION
. F ) t ·c Hege before class
• Subnut strategy and deck (in Word and PowerPoint, not PD s O i 0
• Turn in a hard copy of your strategy and deck in class
• Send emails, which should be addressed your “manager,” to your instructor
PROCESS
General Requirements
In this assignment, you create a discussion deck that develops your recommendation for the
problem or request identified in your scenario. The scenarios will be posted on iCollege,
and you will sign up for them in class.
Your primary audience is established in the scenario. The deck should contain adequate
detail so the audience can understand your solution without your commentary.
In class, you will meet with a group that represents your primary audience, briefly touch on
the high points included in your deck, and engage the audience in a discussion about the
points you make and the recommendation. Your purpose is to persuade them to accept
your recommendation, with appropriate modifications that they may suggest.
Discussion Deck
The deck should clearly address the directive given to you in the scenario It h uld h
the basic structure for persuasive . commurucation . . and meet the other gu·d· lins o . ave .
| class. The process 1s . as follows: | i e es gtven m |
| 1. Get a good understanding of your scenario and the task that you have bee | . |
| . | n~m | 2 Determine the · |
| solution to the problem or task as described m· y . our scenano | ||
| 3_ Develop a Communication Strategy Worksheet for a discussion deck d” t d | ||
| small group audience as described in your scenario | ll’ec e to the | |
| 4_ Develop a visually interestin? and easily readable discussion deck th t | ||
| supports your recommendation and follows the guidelin | . | . a presents and |
| . | es given m class |
5 Plan how you will present your recommendation and
· th · f db k · engage the audi
points so you can get err ee ac and input on your ide . ence at various
as (6 minutes total)
MBA: 801S- STRATEGIC BUSINESS COMMUNICATION
3
· DISCUSSION DECK AND EMAILS FOR A MEETING
PROCESS, CONTINUED
The Meeting
The classmates in your “meeting” will play the role of the audience as given in tbe scenari?-
Assume they h ave read the scenano . and your deck- DO NOT use meeting time to explam
the background and the situation. DO NOT prepare an agenda slide in the deck.
Open the meeting and explain how you will proceed. Generally, you should:
1. Use your opening page to:
Set common ground and state or suggest your main message
– Preview the key points that you want to discuss
– Explain the “ground rules” for discussion
2. Discuss the key message of the first content page
Summarize briefly the gist of the content with salient details
Ask an open-ended question that engages the audience and encourages them to
share their opinions or feedback
Discuss as needed, keeping an eye on the time
Summarize the agreement on one page before you transition to the next point
3. Repeat with the same pattern for each of the remaining pages
4· Summarize the recommendation with any changes, and move the audi·ence to action .
For additional guidance, see the “Leading_Discussions” file in the Discu . D
. ssion eek folder
on 1College.
| After the “meeting,” your audience will switch roles to colleague | d | . |
| your deck and discussion. You will tum in one hard copy of the ~kp:vide feedback on | ||
| your audience’s feedback sheets. E-mails | ‘ e strategy, and |
Before you present your deck, send a short heads-up email (a ro .
Y
our “manager,” who is represented by your instructor. Th PP .xunately 350 words) t
· ” tin ” In th mail e email should 0
24 hours pnor to your mee g. e e , brief her on: reach her at le
| Your reconunendation . and why it . lS . the appropriate I . so ution | ast | • |
Your communication strategy for the deck and th
• th e meeting
strategy helped you shape e deck for the meeting tt – what eleme ts
. . a endees n of your
• The reason why you think your communication strate .
After your “meeting, · ” send a bne · £fo11ow-up email (a r gy. Will Work
“manager” telling her how effective your commuru ~p 0 Xllnately 200
your audience had to your recommendatio~ NOT ~ation strategy Was ;~rds) to your
| hours after your presentation. | 0 Your delivery. Senct What responses the email ..-~··th. vvl 1 ….. ,., , |
MBA: 8015 – STRATEGIC BUSINESS COMMUNICATION
3
• DISCUSSION DECK AND EMAILS FOR A MEETING •
FORMAT
B 1 . ” d “Email Tips” on
. e ow are the basic guidelines. See “DiscussionDeck_DevelopDesign an
iCollege for more information.
Deck Format Guidelines
• Use a PowerPoint (not Prezi) template that is visually appealing, but that has a white
background for text and allows adequate space for the content
• Use one font style, either serif or sans serif, black or very dark to create contraSt
• Use 14 to 18 points for the text
• Have adequate margins so the pages do not look crowded and the text is easy to read
• Include page (slide) numbers
• Use descriptive titles, located on one line in the same place on every page, bold face, and
1 to 2 points larger than the text
• Write the content in sentences and bullets, using headings to indicate “paragraphs”
• Support key points with adequate detail so the reader will fully understand the message
• Maintain a logical flow of content, from top to bottom, left to right
• Use text boxes, tables, and similar devices to highlight important ideas, provide helpful
examples, give a roadmap, or provide transitions – but do not use clipart
• Balance text and visuals on the page in a pleasing way
• Adhere to the 3 Cs: Contrast, Consistency, Clarity
Email Guidelines
• Have a specific subject line that accurately reflects the content
• use a font that is easily readable on screen (see Barrett’ page 94 for when to .
sans serif) use serif and
• Address the recipient by name, with either the first name or title
” ,, tin” • th al and last name
• Do not use Dear or agree gm es utation (e.g Hi G
., I ood Mornm
• Follow the basic struc~re – state your message up front and e . g, etc.)
message and call to action nd With a reinforced
• Keep each paragraph short and focused on one idea
• use meaningful headings to guide the reader thro h
ug a long .
paragraphs email of more than 3
• Ensure that your sentences are logically constructed or 4
• Begin lists with a strong explanatory lead-in sentence
• Make sure bulleted items are parallel in structure
• Write in a direct and concise style, with little .
. . Passive Voice
• Close with your name, not JUSt your electro . .
me signature
Spring 2019
MBA: 8015 – STRATEGIC BUSINESS COMMUNICATION
| 3 • DISCUSSION DECK AND EMAILS FOR A MEETING GRADE VALOES | s |
•
•
Discussion Deck, Communication Strategy, Emails, and Meeting =170 points .
G · ·t na
rading rubrics – See Grading Standards for Written Assignments f~o::r_:c:n::.::e .-.—-7
| Element ·. p.· Assignment 30 | 0:;. ,. JL”_.:.-.;;,_,__.,____ 1 ♦ Understanding the scenario and assign . ment – – s points ♦ Submitting all materials on time= 5 points . the ♦ Using the appropriate subject lines, content, and format m emails = 1opoints . • Managing meeting, discussing instead of “presenting,” u~mg _ · · the audience – appropriate verbals and non-verbals, convincing 10 points . | |
| Strategy | 15 | • Primary audience (analysis), main message, and key points = 2 points each • Business objective, communication outcome, communicator, secondary audience, resistances, benefits, approach, channel, and context = 1 point each |
| Audience Awareness | 15 | Expect 2 points to be deducted each time a standard is not met |
| Content & Organization | 40 | Expect up to 4 points to be deducted each time a standard is not met |
| Readability | 30 | Expect 2 points to be deducted each time a standard is not met |
| Mechanics & Grammar | 20 | Expect 1 point to be deducted for each mechanics error and 2 points to be deducted for each grammar error |
| Deck Design | 20 |
Expect 1 point to be deducted for each design and style issue d
2
points deducted for tone issues ‘an