Effective Presentation and Spreadsheet Skills

This assignment explores the essential skills for effective communication and data management. It delves into crafting compelling presentations, securing emails against spam, understanding various data types used in spreadsheets, and differentiating between formal and informal meeting contexts. The guide provides practical advice on each aspect, equipping learners with valuable tools for academic and professional success.

UNIT 10; 11; 19; 21;
49; 52; 73

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
Unit 10: Develop a Presentation......................................................................................................1
1.1 Explain the best practice in developing presentations .....................................................1
1.2 Explain who needs to be consulted on the development of a presentation......................1
1.3 Explain the factors to be taken into account in developing a presentation .....................1
1.4 Analyse the advantages and limitations of different communication media....................2
2.1 Identify the purpose, content, style, timing and audience for a presentation...................3
Unit 11: Manage Office Facility......................................................................................................3
1.1 Explain the requirements of establishing and implementing office management procedures
................................................................................................................................................3
1.2 Explain how to manage the effectiveness of work and systems .....................................3
1.3 Explain how to manage any constraints attached to office facilities and related budgets 4
1.4 Explain the factors to be taken into account in the design of office systems, procedures
and guidance documents.........................................................................................................4
1.5 Explain how to create an environment that is conducive to productive work..................5
Unit 19: Handle Mail.......................................................................................................................5
1.1 Explain how to deal with “junk” mail .............................................................................5
1.2 Describe what to do in the event of problems arising when dealing with incoming or
outgoing mail .........................................................................................................................6
1.3 Describe how to operate a franking machine ..................................................................6
1.4 Explain how to prepare packages for distribution ...........................................................6
1.5 State organisational policies and procedures on mail handling, security and the use of
courier services ......................................................................................................................6
1.6 Explain the process for reporting suspicious or damaged items in accordance with
organisational procedures.......................................................................................................7
3.2 Identify the best option for dispatching mail according to the required degree of urgency,
size and value of the item.......................................................................................................7
Unit 21: Provide Administrative Support for Meetings...................................................................7
1.1 Describe the purpose of the meeting and who needs to attend ........................................7
1.2 Explain why it is important to have a minimum number of attendees for a meeting ......7

1.3 Explain ways to achieve maximum attendance at meetings ...........................................7
1.4 Explain the access, health, safety and security requirements relating to meetings .........7
1.5 Describe how to set up the resources needed for a meeting ............................................8
1.6 Explain the responsibilities of the meeting chair and meeting secretary ........................8
1.7 Explain the difference between formal and informal meetings .......................................9
1.8 Explain the legal implications of formal meetings...........................................................9
Unit 52: Using email........................................................................................................................9
1.2 Explain methods to improve message transmission........................................................9
1.4 Explain why and how to stay safe and respect others when using e-mail.....................10
2.4 Explain why, how and when to archive messages........................................................10
2.7 Explain how to minimise e-mail problems....................................................................10
Unit 49: Spreadsheet software.......................................................................................................11
1.1 Identify what numerical and other information is needed in the spreadsheet and how it
should be structured..............................................................................................................11
2.1 Explain what methods can be used to summarise, analyse and interpret spreadsheet data
and when to use them...........................................................................................................11
3.1 Explain how to present and format spreadsheet information effectively to meet needs11
CONCLUSION:.............................................................................................................................11
REFERENCES:.............................................................................................................................13

INTRODUCTION
There are many functions and activities that are performed in business. These activities
are related to organising a meeting, making presentation, etc. It helps in providing knowledge
about different things such as e mails, meetings, spreadsheets, etc. This report will show how all
these things will be useful in business (Dougan, 2015) Also, what are different rule followed in
this.
Unit 10: Develop a Presentation
1.1 Explain the best practice in developing presentations
Design
Hopefully you already have a company slide template, but if not, apply a clean and simple design
based on the colour palette and font of your brand for visual consistency.
Content
Two words: reuse & shorten. If your website is current, effectively designed and includes
targeted content throughout, use this as your source material, and then convert it into slides for
optimal reuse.
Script
Everyone in your company has a different way of describing the same diagram or mission
statement, so a script is key to making sure all the presenters deliver the same message
consistently and coherently (Abdillah, 2017).
Customization
After all the work to polish and standardize your message, make sure the presentation is
customizable for each audience.
1.2 Explain who needs to be consulted on the development of a presentation
The top management and board of directors must be consulted while developing a
presentation. Besides this, the person who is developing the presentation must be consulted about
the information and data needed to be included in it.
1.3 Explain the factors to be taken into account in developing a presentation
 Telling a story is always an amazing way to present an idea. If you are a good storyteller,
stick to small number of slides to accentuate the story and let your speech do the talking.
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 If you are presenting how-to’s or other structured information it is a good idea to build
slides that highlight your key points, steps or statistics.
 If you are presenting structured information, use bullet points, not sentences or
paragraphs to help your viewers’ eyes scan through the slide and catch each point.
 If at all possible steer clear of Clip Art, animations or fancy slide transitions. These serve
more as distractions than additions to your presentation.
 Always make sure you are branding your business in your presentation, particularly if
you are presenting to an audience that does not know you (Cheng, 2017). This will
increase the chance that they’ll connect you and your business to the great material you
are sharing.
 Rehearse with your slides to make sure your presentation flows well. Getting lost in your
presentation’s slide can detract from the information you are sharing.
1.4 Analyse the advantages and limitations of different communication media
Telephone-
Advantages- Mobile phones also expand your ability to communicate with distant workers or
offices. The telephone still allows immediate interaction between two parties in the
communication.
Disadvantages- The lack of non verbal or facial expressions remove those elements from the
message. This can inhibit the ability to interpret the context or emotion of a message sender. The
phone is also less personal than a face-to-face meeting.
Face-to-Face-
Advantages Communication in person allows you to interact with the listener in a back-and-
forth discussion. It also allows you to utilize non verbal gestures, facial expressions and personal
charisma to enhance the message (García-Hernández and et..al 2016).
Disadvantages. A drawback is the potential that a conflict could become more heated or
emotional in a face-to-face channel. Tension or stress is also more likely if you have personal
conflict with the other person.
E-mail-
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Advantages . E-mail allows for more flexible response times. It also allows for the inclusion of
files, such as documents or images.
Disadvantages- E-mail is less personal than either face-to-face or phone. The missing context of
the message may lead to misunderstandings or misinterpreted messages.
2.1 Identify the purpose, content, style, timing and audience for a presentation
Purpose- the main purpose is to share or provide information on any topic.
Content- It shows what topic is all about and how it relates to presentation
Style- The style reflects the audience and types of presentation. It describes what presentation is
all about.
Timing- It depends on the organisation or business to deliver the presentation
Audience- They can be employees, public, etc. It depends upon for whom the presentation is
been developed.
Unit 11: Manage Office Facility
1.1 Explain the requirements of establishing and implementing office management procedures
The office management procedures must be managed so that it do not lead to increase in
cost of business. Besides this, it allows employees and managers to follow the same principles
while making any decisions (Kraus, 2014). The procedures show that office requirements are
fulfilled with effective use of resources.
1.2 Explain how to manage the effectiveness of work and systems
Planning
Effective managers plan their work. Planning means setting performance expectations and goals
for groups and individuals to channel their efforts toward achieving organizational objectives.
Getting employees involved in the planning process will help them understand the goals of the
organization, what needs to be done, why it needs to be done, and how well it should be done.
Monitoring
Effective managers see to it that assignments and projects are monitored continually. Monitoring
well means consistently measuring performance and providing ongoing feedback to employees
and work groups on their progress toward reaching their goals.
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Developing
Effective managers evaluate and address the developmental needs of their employees.
Developing in this instance means increasing the capacity to perform through training, giving
assignments that introduce new skills or higher levels of responsibility, improving work
processes, or other methods.
Rating
An effective manager will, from time to time, find it useful to summarize employee performance.
This helps the manager look at and compare performance over time or across a set of employees.
Organizations need to know who their best performers are (Hardin, Looney,. and Fuller, 2014)
Rewarding
Effective managers understand the importance of using rewards well. Rewarding means
recognizing employees, individually and as members of groups, for their performance and
acknowledging their contributions to the agency's mission.
Performance Management as Prose
Good managers have been speaking and practising effective performance management all their
lives, executing each key component process well. They not only set goals and plan work
routinely, they measure progress toward those goals and give feedback to employees.
1.3 Explain how to manage any constraints attached to office facilities and related budgets
There are many constraint related to office budgets. These may affect the efficiency of
business. It is important to manage these budgets as it will give business an insight of how much
resources are needed (Valenko,. and Klanšek, 2017).
1.4 Explain the factors to be taken into account in the design of office systems, procedures and
guidance documents
Reduce office Expenses:Unnecessary motions are eliminated and standard automatic equipment
and machines are also installed in an office. In this way, the office expense is reduced to some
extent.
Optimum Utilization of Resources: The available resources of an office are equipment, (like
computer type writer etc.) personnel, space, furniture, etc.
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Errors Reduced: A good office system can reduce the chances of errors and improve the overall
efficiency of an organization.
1.5 Explain how to create an environment that is conducive to productive work
Hire an Adequate Workforce
It’s important to engage in workforce forecasting so that you have enough people to satisfy your
existing workload.
Hire the Right Employees for the Job
You might want to hire someone with less education or experience to save money on your
payroll, or you may be doing your nephew a favour
Set Realistic Expectations
If you want to get the best work from your employees, then you have to make your expectations
clear and realistic.
Offer Fair Compensation
Proper labour management services require you to pay attention to your bottom line.
Don’t Micromanage
It’s one thing to use a biometric time and attendance system to track your employees’ hours and
make sure they stick to their scheduled work times
Ask for Suggestions – Then Listen
Once you’re the top dog you may find yourself out of touch with day-to-day operations.
Unit 19: Handle Mail
1.1 Explain how to deal with “junk” mail
Stop junk mail to employees who no longer work at the business through the Ecological
Mail Coalition. Visit their website and click on "Get Started" to take advantage of this free junk
mail removal service.
Contact the offending mailers directly. If your business repeatedly gets junk mail from the same
companies, just send a letter to the return address on the junk mail and request that they stop
sending mail to your business.
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Look for any postage-paid postcards or envelopes in your junk mail pile at your business. Send
the item back to the company with a note to remove you from their mailing list.
1.2 Describe what to do in the event of problems arising when dealing with incoming or
outgoing mail
The problems related to mail can be solved by using effective software that will help in
managing and controlling the outgoing and incoming mails. Also, employee can report it to IT
expert or manager in case of any problems. Besides this, firewall can be installed in network to
limit the access of spam mails.
1.3 Describe how to operate a franking machine
To frank an item, it needs to be weighed for the correct price5 this can be checked
alongside the Mail current rates. Then, first or second class needs to be selected, as well as the
type of item egg letter, large letter, small parcel (Ben-Itzhak Netherland, 2015). After the correct
information, has been in putted, the item (if it is a letter) can be fed through the machine. If it is
too large, a label can be printed and stuck on the item, ready for posting. It is always important to
make sure there is sufficient credit on the franking machine, otherwise items won&t be franked,
and this value is shown on the bottom of the screen on the machine. After the credit, has been
uploaded, we make sure we keep a note of when the franking machine was last credited in a
separate book
1.4 Explain how to prepare packages for distribution
After all the post, has been franked, it to be placed inside the appropriate posting bag,
based on its class5 this is for easier distribution. For most outgoing packages are already pre-
packaged by the employees wanting to send them, for e!ample electrical certificates are sealed in
the correct cover by manager (Dougan, 2015). However, some packages still need to be weighed
by the franking machine for a label to be create. Packages are then collected by the couriers.
1.5 State organisational policies and procedures on mail handling, security and the use of courier
services
To ensure security of mail items, all post addressed to employees are organised and
delivered to their pigeon holes, to be opened by themselves. However, post with no name is
usually opened, if it states it is confidential or private, it will be manager.
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The main courier service used by my workplace is Parcelforce. all items intended to be picked up
by Parcelforce need a label affixed to them which is scanned by the courier. Items being
delivered usually need to be signed for by the administrator
1.6 Explain the process for reporting suspicious or damaged items in accordance with
organisational procedures
If there is any belief of a suspicious item, I would take the item to my office manager
who will record the time and date the item was received, and then report to company director or
local authority.
3.2 Identify the best option for dispatching mail according to the required degree of urgency, size
and value of the item
The best option for this is using own e mail software. This software can be developed or
created by experts for particular purpose (Abdillah, 2017). It will allow employee to use them by
reducing the number of spam mails.
Unit 21: Provide Administrative Support for Meetings
1.1 Describe the purpose of the meeting and who needs to attend
The main purpose of meetings is to share ideas and express different thoughts. Meetings
are used in almost every organization as a way of communicating information to other people
where their principal functions are to inform, seek ideas, seek clarification, resolve problems,
discuss proposals/ways of working, take decisions and settle disputes.
1.2 Explain why it is important to have a minimum number of attendees for a meeting
This is because it will maintain the standard of meeting. Also, it will protect the
confidentiality of information or decisions taken. The manager or executive will be allowed to
share it personally with employees.
1.3 Explain ways to achieve maximum attendance at meetings
 By communicating it about all employees and mangers.
 By writing it in notice board or sending e mails to all of them.
1.4 Explain the access, health, safety and security requirements relating to meetings
Health, safety and security are the most important factors to be considered while conducting a
meeting.
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 Check to see if the venue is a safe structure for the kind of meeting taking place.
 Check that electrical wires are secured properly and not trailing on the floor.
 Make sure that the equipment to be used, like laptops and OHPs, is good working order
and has passed ICT testing to avoid safety issues.
 Make sure that any confidential documents taken to the meeting are not left behind and
are brought back safely. Also, make sure that only authorised people are allowed access
to those documents.
1.5 Describe how to set up the resources needed for a meeting
The following are some basic resources required for a meeting.
 Writing material: To take down notes in the meeting.
 Overhead Projector: To demonstrate or display documents or slides.
 Dry board: This helps the person who demonstrates to write down things or ideas clearly
for the attendees, so that there are no doubts.
 PC/laptop: These are used in conjunction with the overhead projector for displaying slide
shows or documents.
 Info print outs for other participants: These include agendas and other paperwork the
attendees might require to follow the meeting without any problems.
1.6 Explain the responsibilities of the meeting chair and meeting secretary
The role of the Chair is to ensure that an accurate record of a meeting is made. The chair
of the meeting has a responsibility to
 Help the minute taker with agreeing agenda items.
 Follow the agenda items in sequence.
 Informing the minute taker of any items to be removed from the agreed agenda.
 Summarise specific points, decisions or action agreed for each agenda item before
moving on to the next item.
 Agree and provide a summary for long discussions
 Review the minutes when they are written as a draft.
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1.7 Explain the difference between formal and informal meetings
Formal meeting- A formal meeting in a business environment is a pre-planned event with a
formal notice that most often is sent via email or an official company memo. It is taken by senior
executive or a member of senior management who presides over the meeting (.Cheng, 2017) The
atmosphere in these meetings are formal and there are specific agenda items that must be gone
over. These meetings most often take place in a company boardroom where technology such as
laptops can be used to display PowerPoint presentations.
Informal meeting- An informal meeting can take place almost anywhere, anytime, and there is
seldom the structure and formality that you will see in a formal meeting. There is usually no
formal invitations sent out although meeting participants can be notified via email in many cases
1.8 Explain the legal implications of formal meetings
 Make sure everyone has an opportunity to speak. That’s not the same as making sure
everyone does speak; some may not want to, or may feel that another person has made
the same point that they were going to make.
 Remember that “consensus” is not the same as “unanimous vote.” Consensus is about
more than voting on a particular proposition; it is a means of decision-making whereby
the group discusses the issues and questions before developing a shared response.
 Assure the discussion is civil. This is not always easy, especially when dealing with “hot-
button” issues, but it’s important to uphold reason and mutual respect in order to find the
best solutions, as well as assure continued relationships among participants
Unit 52: Using email
1.2 Explain methods to improve message transmission
At risual, mailbox restrictions are managed on the two virtual exchange servers we have.
The total size allowed per email is 10MB. Within Outlook, .ost and .pst files are both Outlook
data files. Essentially when Outlook is connected using a POP3 email account, it creates a .pst
file (Krauis, 2014) When Outlook is connected using an Exchange server, it creates an .ost file,
however only when the cached exchange mode is enabled. An .ost file starts as a mirror image of
the folders on the exchange server and works in conjunction with the exchange server during
synchronization. A .pst file is simply stored on a hard drive or a server, besides an exchange
server, so it is more local and not synchronized. Reducing the size of a file so that it can be sent
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via email is fairly simple. It comes down to compression so that we can make the file/folder
smaller. We can compress the file/folder into a .zip file, .rar file, .7z file, which are different file
formats and types of compression.
1.4 Explain why and how to stay safe and respect others when using e-mail
When using email, it is important to stay safe and respect others. This can be done by
avoiding inappropriate disclosure of personal information, such as sharing a colleague’s mobile
phone number without their permission, or disclosing a residential address of a colleague to other
colleagues without the owner’s permission (Valenko,. and Klanšek, 2017). The misuse of Images
in an email is in breach of the Copyright Act of 1988. . If this is the case, you must not share this
information with anyone else and keep yourself to yourself. It is information that is none of your
concern which you shouldn’t have seen in the first place and should be treated as such, under the
Data Protection Act 1998.
2.4 Explain why, how and when to archive messages
Archiving messages is a useful feature for saving emails with high importance for future
reference, if need be. When you receive an email which has high priority or is important, you can
flag it as important so it can easily be found for future reference by searching for emails that are
flagged or by simply checking the flagged emails section. It is also good to archive emails and
export them so they are saved separately from Outlook and can be stored on external drives etc
in case something were to happen to the computer system (Hardin, Looney,. and Fuller, 2014).
2.7 Explain how to minimise e-mail problems
There are many email problems such as whaling, phishing, spear phishing and DDoS (distributed
denial-of-service).
 Whailing is a specific form of phishing which is targeted at managers of private
companies and the aim of the email is to swindle them into handing over confidential
company data from their hard drives.
 Phishing is the term used to describe attempting to get your hands on usernames,
passwords, credit card details etc by acting as a trustworthy and legit entity in electronic
communication, more commonly, email.
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 Spear Phishing is very similar to phishing in general, they both have the same idea of
personal gain with sensitive data without authorization.
 Distributed denial-of-service is an action which intends on making a computer system or
a network of computer systems unavailable to its users.
Unit 49: Spreadsheet software
1.1 Identify what numerical and other information is needed in the spreadsheet and how it
should be structured
2.1 Explain what methods can be used to summarise, analyse and interpret spreadsheet data
and when to use them
 Sort- The easiest way to summarize data is to start with a simple sort if all you need is a
quick glance at ordered data.
 Selection- Sometimes, all you need is a little selection power; after sorting the data,
select a subset.
 Auto sum- Auto Sum is one of the quickest ways to summarize data. Select a cell to the
right or below a range of values and click Auto Sum.
 Filter- Filtering might not be on your summarizing radar, but don't dismiss it. Filtering
allows you to selectively review specific data
3.1 Explain how to present and format spreadsheet information effectively to meet needs
 Give your worksheet a good title
 Wake people up with colour
 Apply a theme
 Diagrams are helpful
CONCLUSION:
From this report it is concluded that while developing a presentation certain things have
to be followed. Also, how e mails can be protected from getting spam. Moreover, what type of
data is entered in spreadsheet software. Besides this, the difference between formal and informal
meeting is explained.
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REFERENCES:
Books and Journals:
Abdillah, L.A., 2017. Multimedia-Based Information System Students Presentation.
Ben-Itzhak, Y., AVG Netherlands BV, 2015. Systems and methods for recommending software
applications.
Cheng, 2017. Using Email and Skype Interviews With Marginalized Participants. Sage
Publications Limited.
Dougan, M., 2015. Presentation skills. Nursing Standard (2014+).29(45). p.61.
García-Hernández and et..al 2016. Algorithm for measuring gears implemented with general-
purpose spreadsheet software. Measurement.85. pp.1-12.
Hardin, A.M., Looney, C.A. and Fuller, M.A., 2014. Self‐efficacy, learning method
appropriation and software skills acquisition in learner‐controlled CSSTS
environments. Information Systems Journal.24(1). pp.3-27.
Kraus, D., 2014. Consolidated data analysis and presentation using an open-source add-in for the
Microsoft Excel® spreadsheet software. Medical Writing.23(1). pp.25-28.
Sikora, J., Sroka, J. and Tyszkiewicz, J., 2015, May. Spreadsheet as a multi-platform mobile
application. In Proceedings of the Second ACM International Conference on Mobile
Software Engineering and Systems (pp. 140-141). IEEE Press.
Valenko, T. and Klanšek, U., 2017. An integration of spreadsheet and project management
software for cost optimal time scheduling in construction. Organization, Technology and
Management in Construction: an International Journal.9(1). pp.1627-1637.
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