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QUT Business School 4S Program Semester Two 2013 world real a university for the R Writing a Business Brief BSB115 – Management Prepared and Presented.

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Presentation on theme: "QUT Business School 4S Program Semester Two 2013 world real a university for the R Writing a Business Brief BSB115 – Management Prepared and Presented."— Presentation transcript:

1 QUT Business School 4S Program Semester Two 2013 world real a university for the R Writing a Business Brief BSB115 – Management Prepared and Presented by Graham Klaassen (4S Study Skills Program Coordinator)

2 QUT Business School 4S Program Semester Two 2013 world real a university for the R On Completion of this Seminar, you will be able to.. Describe the characteristics of a business brief Explain the advantages of a business brief Discuss the process for developing a business brief

3 QUT Business School 4S Program Semester Two 2013 world real a university for the R What is a Business Brief A verbal or written report that: – gives the receiver information they need to make an informed decision. OR - provides information so the receiver is up to date on an issue.

4 QUT Business School 4S Program Semester Two 2013 world real a university for the R Purpose of a Business Brief Provide a summary of an issue/topic Identify relevance (Make it relevant) to the business Identify any implications – positive & negative Recommend course/s of action including arguments for and against suggested action/s.

5 QUT Business School 4S Program Semester Two 2013 world real a university for the R Other important points Written objectively Written in a persuasive, active tone Short and to the point Provide enough information to enable a decision to be made quickly

6 QUT Business School 4S Program Semester Two 2013 world real a university for the R The Essence of a writing a Business Brief Extracting the maximum amount of information then conveying this information in the minimum number of words without losing or distorting the ORIGINAL meaning.

7 QUT Business School 4S Program Semester Two 2013 world real a university for the R Structure of this Business Brief Cover Page – See Task sheet for details Introduction Analysis of the Topic – As per task sheet template OR modify the structure as you see fit. One or two Recommendations Reference List (APA Style)

8 QUT Business School 4S Program Semester Two 2013 world real a university for the R Structure of the brief SectionExplanation Approx. word count Introduction Identify the purpose of the report and define the management issue100-150 Analysis of the issue Give a general overview of the issue (i.e. consider what it means, how it can be applied, when it should be used). Explain how the issue is or isn’t relevant to your particular business. Weigh up the advantages and disadvantages and determine whether you think the issue is something your business should consider as part of the management strategy. 250 Recommendations Make One or two recommendations for your business that suggest a course of a action from your analysis of the management issue. If you conclude from your analysis of the business issue that it is good for your business, then recommend ways to implement it in your business. 100-150 Reference list Use QUT APA – see Cite/Write for further information. List only the sources you have referred to/cited in your brief not ones that you have simply read. Andrea Reid T&L Consultant School of Management Not included in the word count

9 QUT Business School 4S Program Semester Two 2013 world real a university for the R Before you start writing, be sure you are clear about… Why you are writing the brief? For who are you writing the brief? What does your audience [the CEO] need to know most about the business issue? What points you will cover/leave out?

10 QUT Business School 4S Program Semester Two 2013 world real a university for the R Your assigned “Contemporary Business Issue” First – The number of the group to which you have been assigned. – 1, 2, 3 etc. Second – the letter of the alphabet you have been assigned within your group E.g. Articles Group 3 - Group member 3A

11 QUT Business School 4S Program Semester Two 2013 world real a university for the R Characteristics of a good Brief Short – always as short as possible Concise – every word is used as efficiently as possible Clear – simple and to the point: include only what matters to the reader

12 QUT Business School 4S Program Semester Two 2013 world real a university for the R Characteristics of a good Brief Reliable – information must be accurate, sound and dependable: point out any missing information Readable – use plain language, active voice, white space, subheadings etc.

13 QUT Business School 4S Program Semester Two 2013 world real a university for the R Developing a Business Brief Research your assigned “contemporary business article” Read and re-read material Note main argument/s or theme/s, the seminal work, key concepts and any supporting material Summarise what you have read

14 QUT Business School 4S Program Semester Two 2013 world real a university for the R Developing a Business Brief Define any key terms (if necessary) Use your own words Revise until you have an accurate summary Give only the “heart” of the message –omit repetition, detailed explanations

15 QUT Business School 4S Program Semester Two 2013 world real a university for the R The 3 secrets to a good brief Write in the active voice/tone Use short sentences < 16 words Your choice of words – –for impact and –to assist manage word count (brevity)

16 QUT Business School 4S Program Semester Two 2013 world real a university for the R Some tips on Writing a Brief Usually have three main parts –The purpose of the Brief (Introduction) –A summary of the facts (Background) and implications for your organisation –The conclusion and/or recommendation (refer to the Task sheet for suggested headings)

17 QUT Business School 4S Program Semester Two 2013 world real a university for the R Writing the Brief – The Introduction OR P urpose of the Brief - A concise statement that: –Should explain to the reader why the brief matters (one or two lines.) –Can be set out in the form of a statement about what the rest of the brief is about OR as a question which the brief then answers. –100 to 150 words MAX

18 QUT Business School 4S Program Semester Two 2013 world real a university for the R Writing the Brief – The Introduction Also should include: –A short definition / explanation of the management issue –Some background information on the issue – select whichever may be of relevance for your issue Who or What or When or Where or Why –100 to 150 words MAX

19 QUT Business School 4S Program Semester Two 2013 world real a university for the R Writing the Brief – The Analysis Overview of the issue –Details the reader needs in order to understand what follows –Typically this section adds to the history of the issue and/or other background information contained in the Introduction.

20 QUT Business School 4S Program Semester Two 2013 world real a university for the R Writing the Brief – The Analysis Relevance/key considerations –An unbiased summary of important facts, considerations, developments and RELEVANCE – everything that needs to be considered before making a decision. –Substantiate statements with evidence from your research etc.

21 QUT Business School 4S Program Semester Two 2013 world real a university for the R Questions to help you frame your thinking... –Is the topic and issues raised important for my type of product and industry? –Is the topic and issues raised important for my competitors and/or suppliers and/or labour market? –Is the topic and issues raised likely to impact on the general environment? –Is the topic and issues raised an important management consideration for my organisation?

22 QUT Business School 4S Program Semester Two 2013 world real a university for the R Writing the Brief – Recommendations –Recommendation/s should present the best and most sound advice you can offer drawn from the conclusions of your analysis. Make sure they are clear, direct and are substantiated by the facts you have put forward in the analysis section of the Brief

23 QUT Business School 4S Program Semester Two 2013 world real a university for the R Structure of Recommendations Focus on what should be done about the issue. What specific actions or decisions need to be taken? How will they be implemented? Monitored for effect? What about ethical and social responsibility considerations or intercultural/international perspectives? Are the recommendations a logical conclusion of your decision-making process?

24 QUT Business School 4S Program Semester Two 2013 world real a university for the R Key points - writing recommendations Begin with a short statement that leads into the recommendations and persuades the reader to take your recommendations seriously List your recommendations using a numbered or bulleted format Usually present in order of importance or in the order you dealt with them in your analysis Use action/imperative verbs that give the reader an instruction to do something

25 QUT Business School 4S Program Semester Two 2013 world real a university for the R Active recommendations Which one do you prefer? Passive: It is recommended that 400m2 of the vacant space on the ground floor of 6-12 Main Street be set aside for the development of a staff fitness centre. OR Active: Set aside 400m2 of the vacant space on the ground floor of 6-12 Main Street to develop a staff fitness centre.

26 QUT Business School 4S Program Semester Two 2013 world real a university for the R Active Recommendations Model for recommendations: Begin with a Projecting opener: - a concluding statement from your analysis that justifies your course of action and leads into the recommendations 1.Active verb + what needs to be done... 2.Active verb + what needs to be done...

27 QUT Business School 4S Program Semester Two 2013 world real a university for the R Active recommendations Recommendations: As the analysis clearly shows, organisations that have a highly trained and motivated staff boast a distinct competitive advantage over their competitors, therefore to gain this commercial benefit ABC Ltd should: 1.Establish a routine training program for all new staff that includes... 2.Provide all staff with five days’ professional development each year specifically targeted at … 3.Develop and ongoing mentoring program for …

28 QUT Business School 4S Program Semester Two 2013 world real a university for the R Remember… Concentrate on the main ideas Do not add ideas (even if you have an abundance of related information) Do not include any personal comments

29 QUT Business School 4S Program Semester Two 2013 world real a university for the R Finally – how is it assessed! Criteria Sheet tell you what is required –Depth of knowledge –Quality of analysis of information –Recommendations –Structure of the Brief –Referencing – APA style

30 QUT Business School 4S Program Semester Two 2013 world real a university for the R Be Concise! CUT OUT ANY WORDS THAT ADD NO VALUE! OR BETTER STILL: Eliminate unnecessary words! You have only 500 words +/- 10% with which to work. Make every word count – choose your words carefully – why use two when one will do?

31 QUT Business School 4S Program Semester Two 2013 world real a university for the R How to be concise. An example Because the ability to communicate effectively plays an important part in an accountant's success on the job, many employers screen prospective accountants for adequate skills in oral and written communication. In fact, one study shows communication skills to be the most important factor in decisions to hire. Employers view the ability to write and speak effectively as even more important than a prospective employee's academic results. (66 words)

32 QUT Business School 4S Program Semester Two 2013 world real a university for the R How to do it … Summarise / breakdown your material: The ability to communicate effectively is important to an accountant's success (11) It is an important factor in deciding whether or not to hire prospective employees (14) Employers’ value communication skills more than academic results (8) (Total 33)

33 QUT Business School 4S Program Semester Two 2013 world real a university for the R Re-assemble the material … Employers value the importance of oral and written communication in accounting, and therefore prefer to hire graduates with effective communication skills. (21 words)

34 QUT Business School 4S Program Semester Two 2013 world real a university for the R Avoid Wordy phrases Due to the fact he was unemployed, he had to use public transport. [13 words] Because he was unemployed, he had to use public transport. (passive) [10 words] He used public transport because he was unemployed. (active) [8 words]

35 QUT Business School 4S Program Semester Two 2013 world real a university for the R Reduce fat prepositional phrases at the present time basic essentials as a matter of fact in the event that in this modern world in accordance with now essentials in fact if today with

36 QUT Business School 4S Program Semester Two 2013 world real a university for the R Remove Fillers such as… it, that and there There are three trusses that the beam rests on. The beam rests on three trusses. There were six workers absent from the night shift. Six workers were absent from the night shift. It is obvious that we must meet the deadline. Obviously we must meet the deadline.

37 QUT Business School 4S Program Semester Two 2013 world real a university for the R Use Transitional Expressions Comparison (= Similarity) preferably single word transitions in the same way just so … as furthermore in addition as well as the same like equally both also each of similarly

38 QUT Business School 4S Program Semester Two 2013 world real a university for the R Use Transitional Expressions Contrast (= Difference) preferably single word transitions on the other hand on the contrary whereas in contrast in spite of different from except for yet instead of conversely unlike still but while

39 QUT Business School 4S Program Semester Two 2013 world real a university for the R Use everyday words Long, Heavy, Formal –wherewithal –cognizant –germane –nadir –remuneration –salient Everyday words –means –aware –relevant –low point –pay –important

40 QUT Business School 4S Program Semester Two 2013 world real a university for the R Avoid Foreign phrases Do not use bona fide in toto milieu modus operandi raison d'être Use genuine altogether surroundings method primary reason, justification

41 QUT Business School 4S Program Semester Two 2013 world real a university for the R Sentences – use short sentences in a Brief All sentences have a Subject → Verb → Object Write in the active NOT passive voice For example: Passive: The door was closed by Adam. Active: Adam closed the door.

42 QUT Business School 4S Program Semester Two 2013 world real a university for the R Using References You use citations and references to: –support your ideas and arguments using expert facts or ideas –acknowledge (to give credit for) facts and ideas you have used –avoid plagiarism.

43 QUT Business School 4S Program Semester Two 2013 world real a university for the R There are two parts to a reference The in text citation –Located in the text of your essay –Can be direct quote, paraphrase, summary –Includes some of the details of your source The reference list entry –Located at the end of your essay –Includes all the details of all source/s used –Different to Bibliography

44 QUT Business School 4S Program Semester Two 2013 world real a university for the R Referencing Citation 1 Citation 2 Citation 3 Citation 4 Citation 5 Reference 1 Reference 2 Reference 3 Reference 4 ReferencesIn text - citations

45 QUT Business School 4S Program Semester Two 2013 world real a university for the R Example of Paraphrasing Original (Direct quote) “ A new piece of independent study proves for the first time that in-store sampling not only has dramatic sales impact on the day of the sampling event, but also increases sales of established products and line extensions, as well as new products, for many weeks following ” (Stanton, 2009, p.1). (46 words) Paraphrase In-store sampling has now been shown to create increases in sales in all lines of a product – new, existing and extended – not only when sampling takes place but also in the period directly following the event. (Stanton, 2009) (36 words)

46 QUT Business School 4S Program Semester Two 2013 world real a university for the R Example of Summarising There are a range of strategies to use when marketing a product and a slogan is one of the key tools. Miller (2008) believes that slogans need to brief and memorable so that consumers recall the slogan and link it to the product. Miller’s article is on the importance of a slogan in marketing a product. The second sentence is a summary of one of the main ideas in the article.

47 QUT Business School 4S Program Semester Two 2013 world real a university for the R References using APA Style – some points to consider Directory of small businesses in Australia. (2003). Melbourne, Vic: McMillan Institute of Telecommunications. (2008). Report on the telecommunications industry (Report No. 08-1145). Sydney, NSW: Corporate Publishing Limited Latest advertisements. [Video]. (2009, November4). Retrieved from http://youtube.com/watch?v+ybg69342 http://youtube.com/watch?v+ybg69342 MacDonald, N. (2004, December 7). Working overseas. The Courier Mail. Retrieved from http://couriermail.com.auhttp://couriermail.com.au McCulloch, R. & Reid, A. (2010). Starting Your Business Degree: academic skills for success. Brisbane, Qld: Print Australia. Turner, K. Ireland, L. Krenus, B. & Pointon, L. (2008) Essential Academic Skills. Melbourne, Vic: Oxford University Press Indented Alphabetical Order A range of Scholarly Sources

48 QUT Business School 4S Program Semester Two 2013 world real a university for the R 7 point editing guide Is the purpose of the brief clear? Is the language simple, economical and clear? Is everything there that needs to be there? Is there anything there that is not essential to the purpose?

49 QUT Business School 4S Program Semester Two 2013 world real a university for the R 7 point editing guide Is the brief easy to read, understand and remember? Do the sections lead logically from one to another? Has the brief been carefully edited and proofread?

50 QUT Business School 4S Program Semester Two 2013 world real a university for the R Remember – If in doubt - questions are the answer You should consult –The assignment task sheet –Your lecture notes –Your textbook You can talk to… –Your tutor or the unit’s e-tutor –Your colleagues in class –Student Learning Advisers – located in B113a –Consultation with a 4S tutor

51 QUT Business School 4S Program Semester Two 2013 world real a university for the R Resources Australian National University “Writing a Briefing Note” https://academicskills.anu.edu.au/resources/handouts/writing- briefbriefing-note https://academicskills.anu.edu.au/resources/handouts/writing- briefbriefing-note Writing for Government – “How to write a Briefing note” http://web.uvic.ca/~sdoyle/E302/Notes/WritingBriefingNotes.html http://web.uvic.ca/~sdoyle/E302/Notes/WritingBriefingNotes.html

52 QUT Business School 4S Program Semester Two 2013 world real a university for the R Resources QUT cite/write: http://www.citewrite.qut.edu.au/http://www.citewrite.qut.edu.au/ QUT kick START / study SMART: http://www.kickstart.qut.edu.au/http://www.kickstart.qut.edu.au/ Register for workshops and tours: http://www.kickstart.qut.edu.au/studysmart/index.jsp#study http://www.kickstart.qut.edu.au/studysmart/index.jsp#study Peer mentors: http://www.studentsupport.qut.edu.au/services/PeerMentoring.jsp http://www.studentsupport.qut.edu.au/services/PeerMentoring.jsp Studywell resources (Blackboard site): http://www.kickstart.qut.edu.au/studysmart/index.jsp#study http://www.kickstart.qut.edu.au/studysmart/index.jsp#study

53 QUT Business School 4S Program Semester Two 2013 world real a university for the R 4S program contact details graham.klaassen@qut.edu.au 4sprogram@qut.edu.au Phone 3138 8435


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