Management Communications with Technology Tools
Discussion Responses (2 responses, at least 150 words each)
Respond to two of the following post provided below
Original Discussion question: In a 250-300 word response, describe a work report that you are required (or have been required) to complete on a regular basis. How would you present the information related to this report in a visual manner? Would a visual presentation enhance its effectiveness? Why or why not? Use at least one resource to support your key points.
Post to Respond to: Pick 2 and specify by name and Offer some additional ideas to others in this class by responding to at least two of your fellow students’ posts.
Examples are posted in BOLD
Bree Frederick
The only time that I have need to write a report is for school. In my work life, it’s more of hands on work and less reports. I would break down the information in to section and start that way. I would begin with what I was trying to accomplish in the report. I would get right to the point and put all my key fact in the beginning. Once the facts were established I would break each fact into a point. I would defiantly use many visual aids for my report. It really breaks up the monotony of just stating your ideas or facts. It helps compare and really drive home the point. In the textbook, Baack states that using visuals help to get your point across.
“The results should be clearly presented and discussed to provide the greatest possible insight into what the results imply. The audience will then be more amenable to recommendations.”
Visuals are needed to be clear and concise. This is an aid that should complement each point that you need to make or take all the facts you have presented in your report and put them together. This helps the reader understand what you are trying to state. The aid should not be overdone. The information that you are trying state may get lost and overwhelm the reader.
The use of visual aid is an effective tool. Never underestimate the use of aids to strengthen a point, but remember not to overdo this tool.
ยง Baack, D. (2012). Management communication [Electronic version]. Retrieved from
https://ashford.content.edu
Deshonta Meares
In my career field I don’t do any reports but I do compile all the reports that have to be shown to the C.E.O.s in a powerpoint presentation. Even though I don’t do the reports, it is imperative that the powerpoint presentation is just as professional as the reports that were sent to me. If the reports that I receive are incorrect or in a wrong format then of course with pleasure I send it back for them to correct. All reports that are compiled most be concise and make sense within that department. Visual presentation are important to me because in my field after I am done with the reports I send it back to all my colleagues to read but many learn better through visual reports and presentation. Its about different learning capabilities and some learn through reading and others learn through visual presentations. We always have a meeting so that the entire company can be on one accord and all will know what is going on in the the weeks to come and follow.
Deshonta Meares
Also, visual aids are enhancements to a presentation that can engage the audience, provide additional information, and reinforce key points.They are important because they help the audience understand and remember, increase audience interest, and act as notes or reminders for the speaker.
Baack, D. (2012). Management communication
Crystal Taylor
In my “work world” I have several reports due every quarter. I hold a meeting with thirty members of the board in the conference room and we discuss numbers on the report for three hours. In order for this meeting to run effectively I have to have serval handouts, a few PowerPoints, various visual aids, and I also have the screen projector pulled down. Visual presentation will always enhance the effectiveness of the report. In a world where a business is not going to be successful or is not successful there would be no need to have a meeting you can just send out an email for a few sentences on and it call it a day. But in order for a report to be successful you will need as many presentations as possible, especially when you are reporting numbers. But if we are going to just report numbers there is no need to have a meeting in a conference room. Have a meeting also keeps the lines of communication open. I feel that in a work setting that verbal communication is needed more important than other communication such email messaging. According to the textbook (Baack 2012) “Verbal communication in person offers the richest communication channel, because information transfers in the forms of verbal cues, facial expressions, bodily movements, appearance, the use of space, the use of time, physical contact, and the potential to supplement messages with other media, such as written notes, symbolic items, and electronic media. Face-to-face communication processes take place in formal conversations and casual meetings.”
I believe that a visual presentation does enhance the effectiveness of the report. I am always one for showing the evidence. I call our upper management the students and my staff and I are the teachers because they act as if they don’t have a clue of what we are doing. When they come into the quarterly meeting the many visual aids that we present to them helps them understand what we are reporting and also how we came up with what we are reporting.
Reference
Baack, D. (2012). Management communication [Electronic version]. Retrieved from https://ashford.content.edu
David Reid
Crystal,
You sound like you’re very prepared for your meetings. I agree that during such meeting, we are teaching those we are briefing and its important to have the information, however we need to get it across. Having the visual aid and backing it up with the number or proof really helps to ensure what you’re briefing get across as you intended. Oral communication is enhanced when visual aids are used. It’s important to pair the correct visual aid with the type of oral information presented.
David Reid
In the past, I have been required to submit many reports on a daily basis. The military is big on reports. On a daily basis, I would have to submit anywhere from 7 to 12 reports, depending on the location and what condition we were in, such as, peace time or war. Another thing the military is big on is visual reports. My belief, was the higher up didn’t have time to read every report, but seeing them in a visual manner allowed them to comprehend the reports in a more timely manner. During presentations, business managers that properly use visual aids to communicate information will have greater success in maintaining the attention of their staff, and staff is more likely to remember the information. (Rojas, E, 2017) My favorite visual reporting tool was MS power point. With bright colors and motion this made a report not only easier to read, but it gave a little excitement to an otherwise boring meeting. One particular report I had to report on a daily basis was the status of our network stateside and abroad. By using colors such as green for good condition, red for not working and yellow for needs some work, this allowed for management to quickly grasp the conditions and follow up questions without ever having to read any long drawn out report.
For those reports that require lots of numbers and names, I would use MS excel. This not only had the neat line but it could also be converted into a graph or chart. I was normally pretty good and fast at creating the powerpoint presentation and was usually asked to create other presentation for coworkers or higher ranking members. The charts and graphs allowed me to give status reports on network usage by location such as Bahrain 90% usage, Saudi Arabia 50% usage, Iraq 80% usage without a 10 page report saying the same thing. Leadership appreciated this type of charts and graphs.
Rojas, E. (2017, April 17). Advantages and Disadvantages of Visual Communications. U.S. &
World. Retrieved from http://smallbusiness.chron.com/advantages-disadvantages-visual- communication-42511.html
Debra Massey
It has been a long time since I have worked on any kind of reports at my job since the last few years I worked as a Patient tration Representative and never had to work with any kind of reports. I did use to work for a Home Health Agency as a Branch Coordinator and when we had our staff meetings, I would have to write a report not only one the meeting, but what was compiled all week from the visits to the patients from the RN’s and the CAN’s, driving distance and payroll and overtime counts. I also would have to make a visual presentation on a powerpoint of the information that was compiled from the report and the Manger would then submit that to her Branch Manager for an account the figures. I would submit the report on a powerpoint presentation to present to the audience the information that was compiled, to give them more of an in-depth presentation of the company’s revenue. According to the text in presenting the information in a visual manner add richness and the reports and proposals can be worked with various forms of visuals. In doing the report this way, it is providing information, making a point clearer and they are able to see the summarizing data Baack (2012). I think that a visual presentation would enhance its effectiveness by giving the audience a better view and it would have the audience attention more, and it would help them to remember and draw their attention more. I know that I am the type of person that learns more by seeing than reading.
Johnnie Donald
Debra,
As I read your report, I see that we almost did the same type of thing. One of the differences was that our weekly meeting was a combination of Home Health and Hospice. There were five units represented. The meeting consisted of the coordinators, the medical director, the admission nurses (such as myself), the social workers, the bereavement coordinators, volunteers, and others. At that time power point was not used very much, but I can see how it would have been very beneficial.
Thomas Moser
At my current job, I keep a constant report on several different topics. Generally speaking I use excel because my co-workers that use and evaluate the report are excel experts as well. In a way this is the visual aid that I use. In any given report, I usually have a summary tab with the main highlights. As someone tabs through the workbook it gets more detailed and one could extrapolate where I got my data from. Occasionally I do use power point or charts when presenting a general version to upper management. This kind of report is also usually published on our internal website for anyone to view.
According to Baack (2012), “visual aids add richness to what are otherwise lean information channels.” At my company I can assume that director and executive level management care less about how I arrived at my conclusion and more about the impact of the information I am presenting. This is when I will incorporate visual aids like graphs and charts. However, it is easy to create visuals that are meaningless or tend to overcrowd the report and overwhelm the reader. In conclusion I would suggest that one needs to be tactful about visual aids and know the audience that is receiving the message.
Baack, D. (2012). Management communication [Electronic version]. Retrieved from https://ashford.content.edu
David Reid
Thomas,
You sound like a veteran when it comes to completing visual aids. Choosing the right visual aid is very important and excel is a very good visual aid for numbers. It allows your audience to easily decipher your information. It is also easy to complete once you figure out the right formulas to use. I like excel because it is easy to convert to graphs and charts.
Johnnie Donald
I had to go back a long way (years) to be able to describe a report that I had to do. At the time that I was working for a Home Hospice Agency, I had to make a weekly report on every new admission for the past week. This was a team report.
As I dig into my memory bank, visuals such as Power Point ,using bar graphs, or video conferencing could possibly have been effective. A Power Point presentation could have been a benefit to all members of the team. They would have been able to make visual comparisons of all the admissions. We were looking at (or discussing) all types of demographics i.e.. age, part of town the patient lived in, diagnosis, physician’s orders. how many visits our agency was to make, how much teaching the patient or family needed or if respite care was necessary. Using Power Point on a screen in the front of the room, it would not have been necessary to raise or lower my voice so that people in the back could hear. Being able to prepare such a presentation would not have been any extra work on my part. The bar graph on the screen could have shown how each patient differed.
Baack (2015) wrote that visual aids should be easily followed. He wrote that using too many bright colors may make your visual aid had to follow. Therefore, in making the Power Point presentation, I would mostly just use black and white print. Pertinent information could be placed in boxes so that the eye could follow what you were talking about.
Another visual that could have been utilized at the time was video conferencing. Because I had to drive through two towns and across n eight mile long, fog covered bridge, I spent the whole day trying to deliver this report. A simple telephone with cameras or computers with skype or something of that nature would have been very beneficial.
Because of the extra time and efforts that was put into these reports, visuals would have very much enhanced the effectiveness of the reports.
Baack,D. (2012). Management Communication. (Electronic Version). Retrieved fromhttps://ashford.content.edu (Links to an external site.)Links to an external site..
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