Learning objectives

Introduction

In Grade 10, you were introduced to the topic; Presentation of Business Information which included various types of visual aids, and guidelines on how to write a business report. We will provide a detailed analysis off this topic in Grade 11 and 12.

Entrepreneurs need to present their business plans to various stakeholders and potential investors. Entrepreneurs should know how to present business information in a professional manner and protect the business image/brand.

Unit 17.1  Presenting business information

Successful businesses always find new ways of presenting business information to avoid using the same presentation style. They continuously update their information and consider various types of audience when preparing for a presentation.

The importance of presenting business information

• Business information provides management with information/data regarding important markets.
• Enables businesses to identify opportunities and threats in the market.
• Allows management to develop new strategies in order to overcome competition in the market.

• Enables businesses to share their financial performance with internal and external stakeholders.
• Attracts and retains investors and improves the image of the business.
• Employees are informed about the business operations and the required performance.
• Increases sales and profitability.

Types of presentation

There are two types of presentation, namely: verbal and non-verbal presentation. Business information can be presented verbally or non-verbally depending on the type of information that must be presented and the intended audience.

Differences between verbal and non-verbal presentation

Types of visual aids

Visual aids refer to support materials such as tables, graphs, pie charts, posters used in addition to spoken information. Visual aids help presenters to provide detailed information about the topic that is presented. They make the presentation more interesting for the audience.

Types of visual aids

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Consolidation Questions

https://forms.gle/XjFy9t7ZxAbN8q3N6

Preparing visual aids

Using appropriate visual aids to enhance the quality of a presentation requires presenters to prepare visual aids before doing a presentation. The selection of any type of visual aids depends on the purpose of the presentation and the type of information that will be presented.

Guidelines on how to prepare transparencies, posters and handouts.

Guidelines on how to prepare transparencies

• Summarise the text that will be included in the transparency.
• Keep the information on the transparency short and simple.
• Refrain from using full sentences, include only key concepts.
• Choose a font and size that will be easy to read.
• Choose contrasting colours for the transparency.
• Ensure that the transparency includes sufficient white space.

Guidelines on how to prepare posters

• Use the title on the poster to draw the attention of the reader.
• The poster must be designed to be attractive and eye-catching.
• People must find the poster easy and quick to read.
• Keep the poster simple and free of unnecessary information.
• Include a few words on the poster.
• Use a font that is big and bold.
• Include graphics that are large and visible from a distance.
• Use contrasting colours on the poster.

An example of an eye catching poster

Guidelines on how to prepare handouts

• The handouts must complement the presentation using summarised notes.
• Prepare a cover page with the title and details of the presenter.
• Include an index page with different levels of information.
• The handout must include information like definitions/tables/illustrations.
• Limit the content of the handout to 2 – 4 pages.
• Acknowledges sources that were accessed to compile the handout.
• Ensure that sufficient copies of the handouts are printed for distribution.

Handouts provides detailed information of the presentation

Activity 17.1 Business information and visual aids

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Preparing handouts

https://www.youtube.com/watch?v=Eusutde2HNU&ab_channel=GreggU

Unit 17.2  Factors to consider when preparing a presentation

The success of any presentation requires presenters to prepare for a presentation beforehand. Presenters need to consider several factors that will enable them to make a meaningful presentation. They are also able to identify and deal with challenges that may occur during the presentation.

Presenters should consider the following factors when preparing for a presentation:

• Be clear about the purpose of the presentation.
• Write down an outline of the important information that needs to be shared with your audience.
• Ensure that the main aim of the presentation is captured in your opening statement.
• Familiarise yourself with the content of the presentation to ensure a smooth flow of the presentation.
• Be familiar with the background of your audience, so that your presentation speaks to their area of interest.
• Include simple language in your presentation.
• Formulate a rough draft of your presentation. It should include a logical flow of information, starting from the introduction to the body, and finally the conclusion.
• Summarise the main facts of the body in your conclusion and link your conclusion to the initial purpose of the presentation.
• Include visual aids that will enhance your presentation.
• Practice the delivery of your presentation to ensure that the allocated time is not exceeded.
• Prepare yourself for possible clarity questions that your audience may ask after the presentation.

Business presentations

Businesses need to present written reports on their financial status, sales and profitability. These reports must be presented to various stakeholders such as shareholders/customers/employees/suppliers/creditors/government/community, etc.

Reasons why business presentations must be in a written format

• Written business presentations provide the organisation with an opportunity to promote the corporate image of the organisation.
• The content of a written business presentation is adaptable and could easily be amended.
• New/recent information could easily be added to the presentation.
• Written presentations make it easier for the presenter to interact with the audience/stakeholders.
• Stakeholders/audience can also interact with the business presentation after the presentation.

Types of written information

In this section we will learn about the different types of written business presentations. These include the following:

Activity 17.2

Unit 17.3  Steps in report writing

Stakeholders rely on business reports to keep them updated regarding the risks associated with their investments, and the expected return on their investments. The reports must be cohesive documents based on reliable data and information. Creating a report that meets the requirements of the stakeholders is a skill that can be acquired through practice.

Guidelines on the steps in report writing:

[Source: Adapted from https://www.indeed.com/career-advice/career-development/how-to-write-a-report, Date accessed: 25 April 2021, Publisher: Indeed Editorial Team]

Business reports and areas for improvement

After the distribution of any business report, the author will need to reflect on its effectiveness. He/she needs to determine if the report achieved its desired objectives. An honest/truthful reflection will provide the author with the necessary information to improve his/her next business report.

Consider the following areas for improvement of a business report:

• Determine whether the correct terms of reference were included in the report.
• Amend the terms of reference to align with the objectives of the business report.
• Ensure that the business report includes the most recent data and information.
• Ensure that the outline of the business report includes all the sections of the business report.
• Determine whether the first draft correctly organised the data and analysis for the rough draft of the business report.
• Consider whether the findings adequately addressed the issues identified in the business report.
• Consider whether the recommendations were aligned with the findings.
• Infuse feedback from the audience/stakeholders in the next business report.

Responding to questions/handle feedback after a presentation in a non-aggressive and professional manner

After a presentation, a presenter should be prepared to answer questions from their audience/the stakeholders. The audience/stakeholders must be allowed to ask clarity questions from the presenter. The presenter must be prepared to answer such questions, cordially. The answers provided must fill the gaps left out during the presentation.

Consider the following factors when responding to questions after a presentation:

• Listen to each question carefully and ensure that you interpret the question correctly.
• Restate the question for your understanding if you are uncertain about the question.
• Respond only to questions when you are certain about the question that was asked.
• When answering a question, it is important to address the question and not the person asking the question.
• Be prepared to acknowledge good questions by emphasising the value of the question to the presentation
• Don’t attempt to answer questions that you do not know the answer to and acknowledge this to your audience.
• Don’t be afraid to admit mistakes made during the presentation if such mistakes are mentioned by your audience
• Remain polite/courteous/professional when responding to questions.
• Refrain from becoming involved in a debate/argument with the person/s posing the questions.

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How to handle questions

https://www.youtube.com/watch?v=ha1efqW-4h0&ab_channel=Howcast

Factors that must be considered when composing a flyer

A flyer is a thin sheet of paper on which businesses advertise their products or services. The main purpose of developing flyers is to promote the business’ products or services. These flyers are usually distributed in large quantities in public places. The cost of creating and distributing the flyers is relatively low when compared to other forms of advertising.

The following factors must be considered when composing flyers:

• Decide on the main theme of the flyer.
• Make the central theme eye-catching/appealing to the reader.
• The flyer should consist of both graphics and words.
• Limit the number of words on the flyer.
• Use colour and large fonts for the most important information.
• Ensure that the layout of the flyer is attractive and appealing.
• Provide information about products/services.
• Insert contact details of the business.
• Proofread the flyer before printing it.

Flyers promote products/services

Activity 17.3 Essay question on presentation of information

Mind map: Topic 17 – The presentation of business information

Use the mind map as a guide to consolidate the content covered in this topic. Be sure to study the content relevant to each heading.

Consolidation

QUESTION 1

1.1   Various options are provided as possible answers to the following questions. Choose the answer and write only the letter (A – D) next to the question number (1.1 – 1.5).

1.1.1   A … presentation refers to the use of speech by the presenter to convey a message to stakeholders.

Select dormant vibrant verbal non-verbal

1.1.2   Thandi used a … graph to show how fashion trends have changed over the past five years.

Select line bar analytical informational

1.1.3   Donovan used … to complement his presentation with summarised notes.

Select posters flow charts pie charts handouts

1.1.4   Presentation of business information allows management to know more about competitive … strategies.

Select production marketing analytical supportive

1.1.5   Gail forwarded the flyer she created to her colleague to … before printing it.

Select design proofread scan email

(5 × 2) (10)

Submit Reset!

QUESTION 2

2.1   State FOUR types of written information. (4)

2.2   Read the scenario below and answer the questions that follow.

CALEB SOFTWARE SOLUTIONS (CSS)

Caleb Software Solutions developed a new app to update the processing of data. The software developer used a symbolic representation of processes involved in the app to present to the management of CSS.

2.2.1   Identify the type of visual aid used by CSS. Motivate your answer by quoting from the scenario above. (3)

2.2.2   Explain any TWO other types of visual aids. (6)

2.3   Discuss how the presenter must prepare the following visual aids:

• slides (4)
• posters. (4)

2.4   Advise businesses on the reasons why business presentations must be in a written format. (6)

QUESTION 3

Many factors must be considered when preparing for a business presentation. Sometimes business information is presented in a written report to stakeholders. An important part of a presentation is the feedback session after the presentation to ensure presenters can improve on their next presentation.

Write an essay on the presentation of information in which you include the following:

• Outline factors that the presenter must consider when preparing a presentation.
• Explain the steps in report writing.
• Discuss ways in which the presenter can handle feedback in a non-aggressive and professional manner.
• Recommend areas of improvement of a business report to presenters.

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Scan this code for a summary overview of the content covered in this topic relating to the specific Key Learning Points

https://www.youtube.com/playlist?list=PLY8n0zQCEkpoSJuohXHcDHDsxpXbniaM6

EXEMPLAR

BUSINESS STUDIES

GRADE 11

TERM 3

SBA TASK

PROJECT

BUSINESS STUDIES

Grade 11	Term 3
School: _____________________________________	Task: 04

PROJECT

Marks: 50

Issue Date: __________________ Submission Date: _________________

Surname of Learner: __________________________________________

Name of Learner: ____________________________________________

BUSINESS VENTURES:

• Entrepreneurial qualities and success factors
• Transformation of a business plan into an action plan
• Setting up/starting a business
• Presentation of business information

FINAL MARK: 50

INSTRUCTIONS TO LEARNERS

1.   This project will assess the following topics:

• Entrepreneurial qualities and success factors
• Transformation of a business plan into an action plan
• Setting up/starting a business
• Presentation of business information

2.   This project should be done by learners as individuals.

3.   Read the instructions of each question and respond appropriately.

4.   You are required to submit your completed project to your teacher for assessment.

5.   You will lose marks for plagarism.

6.   You must adhere to the submission date to avoid unnecessary penalties.

QUESTION 1

1.1   Visit the local entrepreneur and request him/her to respond to the following questions on entrepreneurial qualities and success factors.

1.1.1   Outline your entrepreneurial qualities and explain how these qualities have contributed towards the success of your business. (5)

1.1.2   State any THREE areas of weaknesses and explain how you will improve them. (5)

1.2   Analyse his/her action plan and explain the steps that he/she must follow when drawing an action plan. (5)

1.3   Advise him/her on steps that must be considered when planning a project. (5)

1.4   Explain aspects that he/she must consider when initiating or setting up a business venture. (5)

1.5   Name the sources of capital used by the entrepreneur when setting up his/her business. Suggest other sources. (5)

1.6   Describe factors that influence the choice of funding. (5)

1.7   Discuss reasons why he/she needs funding. (5)

1.8   The presentation of business- related information must be accurate and concise.it also important for to presenter to respond professionally to questions and feedback after the presentation.

1.8.1   Explain factors that the presenter must consider when preparing a presentation. (5)

1.8.2   Discuss any FIVE types of visual aid that the presenter must consider for the presentation. (5)

[50]

Rubric to assess the grade 11 project

Controlled Test

MARKS: 100      TIME: 1,5 HOURS

Instructions and information

This paper consists of 5 pages

Read the following instructions carefully before answering the questions.

1.   This question paper consists of THREE sections and covers TWO main topics.

SECTION A:  COMPULSORY

SECTION B:  Consists of THREE questions.

Answer any TWO of the three questions in this section.

SECTION C:  Consists of TWO questions.

Answer any ONE of the two questions in this section.

2.   Read the instructions for each question carefully and take note of what is required.

3.   Number the answers according to the numbering system used in this question paper. No marks will be awarded for answers that are numbered incorrectly.

4.   Except where other instructions are given, answers must be written in full sentences.

5.   Use the mark allocation and nature of each question to determine the length and depth of an answer.

6.   Use the table below as a guide for mark and time allocation when answering each question.

7.   Begin the answer to EACH question on a NEW page, for example QUESTION 1 – new page, QUESTION 2 – new page, and so on.

8.   You may use a non-programmable calculator.

9.   Write neatly and legibly.

SECTION A (COMPULSORY)

QUESTION 1

1.1   Various options are provided as possible answers to the following questions. Choose the answer and write only the letter (A – D) next to the question number (1.1.1 – 1.1.5).

1.1.1   An/A...is a person who starts and manages his/her own business.

Select director entrepreneur executive manager venture capitalist

1.1.2   The main aim of a Non-governmental organisation is to address…

Select government’s deficits business practitioners community leaders community-based organisations

1.1.3   A … is a set of facts and figures arranged in columns and rows.

Select bar graph report survey table

1.1.4   Presenters use a big and bold font when preparing…

Select posters handouts transparencies business plans.

1.1.5   Plastic sheet that the presenter can use to write information on is called ...

Select Handouts Power-point slides Broucher Transparency

(5 × 2) (10)

Submit Reset!

1.2   Choose a description from COLUMN B that matches a term in COLUMN A. Write only the letter (A – J) next to the question number (1.3.1 – 1.3.5) in the ANSWER BOOK, for example, 1.3.6 I.

1.2.1   The ... serves as a roadmap that provides direction to business.

1.2.2   Sanele must consider … when initiating the business, he would like to establish.

1.2.3   Gail used a … presentation when she used speech to report on the financial results of the business.

1.2.4   Businesses can ensure that they remain profitable and sustainable through proper …

1.2.5   Institutions like … can play an important role in the social and economic development of communities:

(5 × 2) (10)

TOTAL SECTION A [20]

SECTION B

QUESTION 2 BUSINESS VENTURES

2.1   Name FIVE key success factors related to entrepreneurship. (5)

2.2   Read the scenario below and answer the questions that follow:

JONAS SOLAR SPECIALIST (JSS)

Jonas Solar Specialist is a business that installs solar panels. JSS has suffered a financial loss during the stage five hard lockdown period in 2020 but he did not give up on his business.

2.2.1   Identify the quality of an entrepreneur applicable to the scenario above. Motivate your answer by quoting from the scenario. (3)

2.2.2   Explain TWO other qualities of an entrepreneur. (6)

2.3   Describe THREE strategies that businesses can use to ensure that they remain profitable and sustainable. (6)

[20]

QUESTION 3 BUSINESS VENTURES

3.1   List TWO sources of funding. (2)

3.2   Identify the factors that Geely considered before starting her business in the statements below:

3.2.1   She developed a long term vision for her business. (2)

3.2.2   Did a joint advertising campaign with another business. (2)

3.2.3   Established good relationship with clients.

(2) (3 × 2) (6)

3.3   Discuss the importance of an action plan. (6)

3.4   Advise businesses on the reasons why business presentations must be in a written format. (6)

[20]

QUESTION 4 BUSINESS VENTURES

4.1   Name THREE factors that influence the choice of funding. (3)

4.2   Elaborate on the meaning of an action plan. (4)

4.3   Read the scenario below and answer the questions below:

WAVECREST CONSTRUCTION ENGINEERS (WCE)

Wavecrest Construction Engineers was awarded a tender to build 1 000 houses. The management team met with the employees and provided them with a tool that listed all the activities that needed to be done and the date order on which they should be completed.

4.3.1   Identify the planning tool applicable in the scenario above. Motivate your answer by quoting from the scenario. (3)

4.3.2   Discuss TWO other planning tools that businesses could use. (6)

4.4   Advise businesses on the factors that must be considered when composing a flyer. (4)

[20]

TOTAL SECTION B [20]

SECTION C

QUESTION 5 BUSINESS VENTURES (PRESENTATION OF INFORMATION )

Businesses are required to write reports on their performance. Some businesses follow the correct steps report writing to ensure that accurate information is presented to stakeholders. Managers must also know all the factors they must consider when preparing a presentation. Many businesses advise their presenter to handle feedback from the audience in a non-aggressive and professional manner.

Write an essay on the presentation of information in which you include the following aspects:

• Outline the importance of presenting business information.
• Explain the steps in report writing.
• Discuss the factors that the presenter must consider when preparing a presentation.
• Advise presenters on how they should handle feedback in a non-aggressive and professional manner after a presentation.

[40]

QUESTION 6 BUSINESS ROLES (CITIZENSHIP ROLES AND RESPONSIBILITIES)

Every citizen in a country has certain rights and responsibilities. Circumstances in communities require businesses to be involved in social programmes. Businesses contribute to the social and economic development of communities in a variety of ways. Institutions also contribute towards social and economic development of communities.

Write an essay on citizenship roles and responsibilities in which you include the following aspects:

• Outline the responsibilities of the South Africal citizens.
• Explain how businesses can contribute to the social and economic development of their communities.
• Describe THREE reasons why businesses become involve in social programmes.
• Suggest roles that the following institutions can play in the social and economic development of communities:
  • Civil society
  • Non-governmental organisations.

[40]

TOTAL SECTION C [40]

GRAND TOTAL [100]