Tag: Osmania University B.com Notes

One of the reasons the two terms are interchangeable is because both of these printed products have similar physical characteristics which include:

• Both flyers and leaflets are an unbound, single sheet of printed paper
• Both terms are used to describe a printed sheet which details information of an advertising nature such as events, product sheets, special offers or promotions etc.
• Flyers and Leaflets are both low costs printed items usually printed in higher quantities and distributed free.
• Both are described as “throw away” as the information contained is usually short term and not designed to be kept.

Leaflets

This print product is quite similar to flyers so it’s only natural that most people struggle to tell the difference and some are actually convinced they’re the same thing. While the terms leaflet and flyer are often used interchangeably, there are some minor differences. In general, leaflets tend to be a bit smaller and they are usually supposed to be of the better quality too. Of course, this makes them more expensive as well.

The boundary between flyer and leaflets becomes clear when looking at how they are used. As we mentioned above, the main function of flyers is to hand out as many copies as possible to a broad audience in specific location. To achieve the highest ROI, they need to be cheap. On the other hand, leaflets could be used in the same way, but their superior quality and design make them a more attractive option for targeting a more specific group or promoting a product or service with higher value. As a result, leaflets can be inserted in local newspapers, they can be stored in shops, restaurants and other popular places, or they can be placed in your own corporate offices for potential customers. In short, you could make the case that flyers are for one-time events and promotions, while leaflets are better suited for content and company information that has a longer shelf life.

• A single sheet of paper printed either single or double sided which may be supplied flat or folded. The leaflet should contain marketing or advertising information
• The paper used should be a paper weight such as 130gsm, 150gsm or 170gsm.

Flyers

Flyers, also known as handbills, are one of the most popular print marketing products because they are so cheap to produce and easy to distribute. They are usually flat, rectangular and approximately the size of a adult hand making them perfect to pass out to passersby on the street. However, flyers come in all sizes and formats, ranging from small 2’’ x 3.5’’ papers to large squared flyers. What they have in common though is that they are typically double-sided so that they include more information and visuals. The small exception comes if you want to hang them somewhere, then of course it makes more financial sense to merely print on one side.

In regards to the usage of flyers, we’ve all come across them many times in our daily lives. They’re often handed out on the streets, exhibitions and events, even though many people throw them away instantly. Since you’ll probably only have a few seconds to connect with your potential customers before the paper lands in the next bin, a good flyer needs to stand out visually to be effective. However, that doesn’t always mean you should overinvest in flyer printing. Their main objective is typically to merely inform a customer, so you should try to be cost-effective with paper and ink quality. The great thing about flyers is that they can be leveraged for almost any cause from events, promotions or political campaigns that you’re trying to highlight. Keep in mind that they work best when you are targeting a small region, since flyers allow you to get your message out to a large number of people within a physical location at a low price point.

• A single unfolded sheet of paper printed either single or double sided, containing any information which is advertising in nature.
• The paper used should be a board weight for example 300gsm or 350gsm

The letter that is written for obtaining information about a business enterprise is termed as business status inquiry letter. Generally, one business enterprise writes this letter to another business enterprise for collecting information about a prospective customer.

When a business firm wants to buy goods on credit, it gives one or more references to which the seller can ask for some information about the credit seekers. Usually, banks, trade associations or competing business firms are mentioned as references. The seller then writes the inquiry letter to the referees requesting them to provide some information about the customer.

The purpose of writing this letter is to obtain information related to:

• Financial capability or creditworthiness
• Goodwill
• Nature of business dealings
• Honesty
• Relationship with business association, etc

In light of the above discussion, we can conclude that when a business enterprise writes an inquiry letter to another business enterprise, financial institution or trade association to obtain information about creditworthiness or financial capability of a customer who has applied for credit purchase, it is called business status inquiry letter. Basing on the information supplied by the referees, the seller decides whether to establish business transactions with the firm.

Objectives or importance of business status inquiry letter

Business status inquiry letter plays an important role in modern business. The following are the major objectives of writing this letter:

• Obtaining information about the financial capability of prospective customers.
• Determining the risk of credit sales.
• Deciding whether to enter into credit transactions.
• Getting information about honesty, goodwill and business morality of the probable buyer.
• Knowing about the relationship of the prospective buyers with other business community and associations.
• Enhancing sales with various parties by evaluating their financial and business viability.

Subject Matter in Status Inquiry Letter/Factors to be considered for status Inquiry Letter

Status inquiry letter seeks confidential information from a third party. Drafting of such a letter requires the consideration of the following factors:

1. Applicant’s Name and Address: The person regarding whose information to be asked should be clearly mentioned with his name and address. As a result, there will be no confusion and this will clearly identify the right person.
2. Causes of Inquiry: The reason behind the inquiry should also be mentioned in the letter so that information provider me, him, etc. i, e, the referee can reasonably answer the letter.
3. Necessary information: The information, which is necessary, should be asked with a polite and definite appeal.
4. Neutrality: The referee must remain neutral while providing confidential information regarding the applicant. Such a tone should be communicated through a status inquiry letter.
5. Promise for information secrecy: They must be promised that whatever information would be provided by the referee will be kept secret by the sender (employer).
6. Similar future assurance for help: If the referee needs any similar help in the future, he will be entertained and such assurance should be specified in the letter.
7. Return Envelope with stamp: For the benefit of the referee, a return envelope with a stamp must be attached with such a letter. This will help the referee to bear no cost to assist the person who has asked for information.
8. Signature and Designation: The person who is asking for information should sign the status inquiry letter with his respective designation at the end.

If the status inquiry letter is drafted considering the above factors, it will gain the desired result.

Sample

PQR Enterprise

(Wholesaler of Quality Steel)

20, Mumbai 850705 India

January 07, 2021

Mr. XYZ

Manager

Mahan Boutiques and Fabrics,

Taxes.

Sub: Inquiring the financial status of John House, Washington, New York.

Dear Mr. XYZ,

Will you please respond to the following questions about John House, Washington, New York, which has listed your name as a credit reference on its letter for credit purchase?

1. How long LMN has a credit account with your company?
2. What is the credit limit you currently extend to them?
3. What is the maximum amount of credit you have ever extended to them?
4. Has it ever been delinquent in paying his dues?

I assure you that information provided by you will be treated confidentially. If you send answers to the above questions with December 25, 2019 will be highly appreciated. We will be highly glad to provide you any such help in future.

Sincerely,

(Mr. LMN)

Manager, Credit Division

Collection Trade Letter

A collection letter (also known as dunning letter) is a notification sent in writing, informing a consumer of his past due payments. Debt collection letters’ function is to remind the debtor of his delinquent payment owed to a creditor. As sometimes delayed payments can derive from the reason that the same payments have been forgotten, a debt recovery letter is an appropriate method for early debt recovery, as it is cost effective and can produce positive results of default collection. Usually recovery letters are to be issued consecutively, consisting of 2-5 serial written reminders. The number of default collection letters depend on creditor’s or DCA’s (Debt Collection Agency’s) policy of recovery procedures. A collection letter is to be sent, when debtor’s invoice has become past-due. Financially, this means that the consumer has fallen behind with his regular payments and owes a certain amount to the lender.

Features of collection or dunning letter

Collection or dunning letters possess some distinct features that differentiate them from other business letters. Some of the features of the collection letter are as follows:

• Parties involved: Buyer who buys on credit and seller is involved in a collection letter. Seller writes this letter to the buyer for payment of dues.
• Series of letter: Collection letters are written in a series. The series includes a remainder letter, inquiry letter, appeal and urgency letter, and warning letter.
• Objective: The prime objective of writing collection letter is to realize the dues from the customers.
• Governing principle: The governing principle of the letter is to collect the dues by retaining the customers with the company.
• Referring the previous letter: When dunning letters are written in a series, every subsequent letter mentions the reference of an immediate earlier letter.
• Threat for legal action: The last letter of collection letter series warns the customer that the matter has been handed over to the lawyers for taking necessary legal action.
• Sent through registered post: The seller sends collection letter especially, the last letter of the series though registered with acknowledgment to avoid unnecessary delay, or missing of the letter or denial from the part of the customer.
• Language: The letter is written by using friendly, persuasive but straightforward language.

Types of collection letters

Debt collection letters are divided into general reminders, inquiry letters, and official collections letters. The official ones consist of demand letters (also known as appeal letters) and warning letters (before action). The standard reminders represent letters with friendly tone, notifying the consumer of his past-due payments. If the debtor settles these amounts on time, the collection process is ceased. If not, the recovery proceedings will continue, using letters of demand and letters before action. During the process of sending the written documents, the tone becomes stricter after each recovery letter.

Late payment demand letters consist of a specific date, marked as a deadline for settling the debt monetary amount. Demand letters represent a formal notice to the person in debt (consumer) and indicates debtor’s legal obligation to clear the debt amount in full. Last collection letters before action (LBA) represent another variety of debt collection documents & letters. They can apply for both commercial and consumer debts and can be addressed to both individuals and business debtors. Such letters are the last resort before proceeding to court actions. They are also known as legal threat collections letters, which warn the indebted subject about future court actions. If the debt is not settled until the date specified in the letter, another letter will follow, informing the debtor that the debt matter issue has been handed over to legal representatives and court proceedings have begun.

If requested by the subject of debt, the debt recovery agency is obliged to send the debtor a debt validation collection letter. Debt validation is a written and official verification, which confirms the size and type of debt, also proving information that such debt exists and has to be paid to a certain first-party (creditor) marked in the default collection document.

A collections letter of settlement is another kind of debt recovery letters graph. Such letters comprise all types of written negotiation sent to the debtor. Debt settlement documents offer the subject of debt more convenient payment plans. The debt can either be paid at once, using one single but smaller payment that the original debt amount; or the subject of debt can chose the option of monthly transactions to the creditor/DCA equal to the full monetary debt sum.

The letter that contains business related issues and information is called business or commercial letter. It refers to the letter in which business people or person exchange information with various business firms, customers, suppliers, employees, banks, insurance, companies, government agencies, business associations with aimed at selling or buying goods, obtaining information, placing orders, making inquiry etc and other related issues. Some important definitions of business letter are given below:

So, Business letter refers to formal written letter where business-related issues and information is exchanged with the suppliers, customers, clients, banks, insurance companies, government agencies or other external parts of the organization.

Essentials of a good business letter

The following are some of the important characteristics of a business letter.

• Well defined objectives: There is an old saying an aimless ship never able to reach the destination. In case of business letter-a letter without specific objectives is meaningless. Thus, to be effective business leaders need to have well defined objectives.
• Contact information: The header of the business letter includes the senders name, phone number, address and email address, which may be left or right justified or centered at the top of the page. This is followed by the date the letter was sent, which in turn is followed by the “inside address.” The inside address contains the recipient’s name, job title and company address.
• Benefits: Discuss the benefits offer to the receiver or customer before the nuts-and-bolts basic information. Benefits to the customer could be tangible, such as saving money and having more choices in service packages or intangible but still more choices in service packages, or intangible but still valuable, including gaining peace of mind.
• Brief description: Any business letter must be short. The significance of a short letter is that the person reading the letter must understand the significance of the letter in the minimum possible lines. This is usually done in order to save time and energy of the receiver of the letter.
• Definite structure: The structure or main text of a business letter is typically divided into three sections: the introduction, the body and the closing. Introductory paragraphs should be brief and explain the letter’s intent. The body should elaborate on that intent and may include facts and statistics, descriptions and or explanations. The closing should thank the recipient for his time and include a “call to action,” which indicates the next step in the communication process, such as a phone call or a scheduled meeting.
• Positive approach: The writer has to be optimistic regarding the achievement of the goal. Thus, throughout the letter a positive tone must be present. Positive approach not only helps to convince the reader but also express the confidence of the writer.
• Courtesy: The tone of the letter is another very important aspect of the letter. The letter must sound polite, courteous and firm. The letter should also sound convincing the must have a polite tone.
• Coherence: Factually the business letter must be relevant and the facts and thoughts should be presented in a very systematic manner.
• You-attitude: To ensure effective writing the writer should put himself or herself in the reader’s place and then try to realize how the reader will respond to the letter. The ‘you attitude’ emphasis on the readers rather than the writer. Example of you-attitude is as follows: I or we attitude: I will give you a 10 % discount. You-attitude: You can get a 10 % discount.
• Clearness: A business letter must be readable and clear. If the reader of a business letter fails to understand the message, it will matter little to him. So the messages of the letter must be clear in meaning.
• Relevance: One of the important qualities of a business letter is relevance. The writer of a business letter should avoid the irrelevant matter that can vex the reader’s mind. So, unnecessary words should be avoided.
• Simplicity: A good business letter should be simple and easy. The writer of a business letter should use simple language in drafting a letter so that the reader can easily understand the meaning and significance of the letter.
• Free from error: A business letter should be free from all kinds of errors. So, the writer should be aware of spelling, grammatical sense and letter style in drafting a business letter.
• Appropriate timing: Appropriate timing is one of the important qualities of a good business letter. All letters must be sent and replied at the most appropriate time.
• Clear concept: If the writer does not have a clear concept about the subject matter then it will be very difficult on his or her part to make the subject matter understandable to the reader.
• Evaluation of the reader’s position: This is perhaps the most important thing that should be taken into consideration to draft an effective letter. The attitude, cultural and religious background, educational level, level of understanding etc. If the reader is likely to be different from those of the writer. That is why to be successful the writer must try to get an idea about the aforesaid aspects of the reader.
• Accuracy or correctness: There is nothing painful than preparing a letter with wrong information. It not only fails to achieve the goal but also detrimental for the goodwill of the firm. Thus, correctness of the message must be ensured.
• Completeness: It means messages should be presented in such a way that helps the reader to understand what the writer actually wanted to convey. Incomplete messages not only create confusion but also can damage the mutual relationship.
• Persuasion: To convince the reader or to motivate him or her to do some favor business letters must be written in a persuasive tone.
• Use of simple language: To be effective business letter should avoid the use of difficult words and jargons. Simple and plain language should be used to clarify the message.

Writing:

Beginning the Letter

• Know the format: There are some business standards that need to be followed. One must use a common font to type a business letter. One must use indentation, paragraphs, margins, etc. The text must be typed in black color only.
• Choose the Right Kind of Paper: One must print a letter in a letter-sized paper. The standard size of the paper is A4.
• Include information about the Company: One must clearly state the name and the address of the company. Try to use a letterhead of the company for any business use.
• Include the date: Writing the date helps the person to have a record of the on-going business.
• Add the Recipient’s Information: In a business letter, one must clearly type the name, address, and job title of the recipient to remove any ambiguity.
• Choose a Salutation: It is a way of showing respect towards the recipient. One can also use ‘To Whom It May Concern’ if he doesn’t know the person addressed.

Composing the Body

• Strike the Right Tone: The tone of the letter must be formal, clear and polite. Do not use fancy, lengthy, and big words. One must be persuasive in the letter.
• Use of Personal Pronoun: One can use personal pronouns in a business letter. If writing on behalf of the organization one must use ‘we’ instead of ‘I’.
• Write Precisely and Clearly: The content of the letter must be precise, clear, brief, and easily understandable.
• Use the Active Voice: Always write your letter in an active voice.
• Be Courteous: Always write a letter in a polite and respectful way. Always use courteous words.
• Use Additional Pages: If the matter is not fitting in one page of the letterhead, use the second page. One must keep in mind to include the page number on the second and subsequent pages.

Closing the Letter

• Choose a Closing: One must use a proper closing in a business letter. Use a comma (,) after it.
• Sign the Letter: Always sign the letter in ink. If sending a printed copy, always affix the scanned signature.
• Make Note of Enclosure: One must properly enclose a list of attached documents with the letter. One can use the abbreviation of the enclosure, i.e., Encl. or Enc.
• Use of C.C.: For persons other than the recipient, include their name on the letter by typing C.C.

The word notice has come from the Latin word notitia meaning knowledge. Notice, therefore, means ‘a warning or intima­tion of something’. It is also defined as ‘a written or printed announcement’. The word notice, therefore, has two aspects it may be an intimation or information and it may be a kind of warning. A notice may be general or confidential.

The persons entitled to attend a meeting must be informed of the time, place, date and business of the meeting in proper time.

The communication informing the persons entitled to attend the meeting about time, place, date and business of the meeting is called the ‘notice’.

To make the meeting valid, the notice must be served by the right person by the right means to all the persons entitled to attend the meeting. Usually, the notice is drafted and issued by the Secretary under the instruction of the Director of the company. A notice, in order to be valid, must be signed by the proper authority.

The requisites of the meeting can be classified into the following classes:

1. The notice must specify the exact date, time and place of the meeting.
2. The notice must state the nature of business to be transacted at the meeting. A complete agenda is appended to the notice.
3. The notice should be served to all members entitled to attend the meeting.
4. The notice must be clear and unconditional.
5. Proper length of notice must be given in accordance with the rules of the organisation.

Intimation of Notice:

Various kinds of intimation or information have to be sent from office to the inmates of an office, to the members of the organisation to which the office belongs or to outsiders. In the first category come notices issued declaring a holiday or introduction of some new or modified office rule, e.g. change of office hours, etc.

Sometimes notices have to be displayed at specific places under some statute, For example, a factory manager has to display a notice for safety measures in a factory subject to the rules as under Sec. 108 of the Factories Act, 1948. A notice may be meant for the general staff or may be served on an individual, e.g. ‘discharge notice’.

Notice under the second category means a notice for a general meeting issued to the members of a company. This type of notice has to be sent by post or even published in newspapers. Under the third category we find different kinds of notices including announcements.

For example, a tender notice inviting quotations from suppliers, either published in newspapers or hung up on the notice board in the office. An announcement in newspapers on change of office address or opening of a branch is a notice of this category.

Drafting of Notice:

Whatever may be the category of notice, each has a form and style of writing.

A notice:

(1) must be written in a language understandable to those for whom it is meant. Sometimes there is a statutory direction too. For example, a notice under the Factories Act shall be written in English (as court language) and in a language understandable by the majority of the workers of the factory.

(2) It must convey a message clearly what was intended to be conveyed.

(3) A notice must be brief and avoid unnecessary words.

(4) A notice must be drafted according to a form. That form may be a statutory form.

(5) It shall be signed by some authoritative person.

(6) It shall normally bear a date.

(7) A confidential or individual notice or any public notice having legal implications must be drafted by a lawyer. A qualified secretary is expected to have the competence for the same.

Drafting and Issue of Notices for Meetings:

Notice has to be drafted and issued for every kind of private meeting.

There are two distinct kinds of forms for the purpose:

(1) Form No. 1:

In case of a notice for a meeting of a committee like an Executive Committee or Managing Committee or Board of Directors, etc., the notice is in the form of a letter.

(2) Form No. 2:

In case of a notice for a meeting of a general body of members of an organisation, the notice is in the form of a circular with some special features.

Specimen 1: Notice for the first Board Meeting of a Company.

XYZ Co. Ltd

Reg. Off_______________

November 17, 1988

________________

(Director)

Dear Sir,

          The first meeting of the Board of Directors of the Company will be held on Saturday 25.11.88 at 12 Noon at the registered office of the Company to transact the following business.

You are requested to attend the meeting.

Yours faithfully,

________________

Secretary

Agenda:

(1) Election of the Chairman of the meeting.

(2) Adoption of the Memorandum of Association, the Articles of Association, and the Certificate of Incorporation of the Company to be presented by the Secretary.

(3) Adoption of the Common Seal of the Company.

(4) Appointment of the first directors of the Company.

(5) Election of the Chairman of the Board of Directors of the Company.

(6) Appointment of the Secretary of the Company with retrospec­tive effect.

(7) Appointment of the Bankers of the Company.

(8) Appointment of the first Auditors of the Company.

(9) Appointment of the legal adviser of the Company.

(10) Adoption of all the preliminary contracts and preliminary expenses made by the promoters of the Company.

(11) Approval of the Draft Prospectus to be presented by the Secretary.

(12) Consideration of the Application to be made to the Controller of Capital Issue.

(13) Consideration of the Application to be made to the Calcutta Stock Exchange for the enlistment of the Shares in the Company.

(14) Approval of the Specimen Share Certificate to be presented by the Secretary.

(15) Determination of the quorum for Board meetings of the Company.

(16) Fixing the date of the next meeting of the Board.

(17) Any other business with the permission of the Chairman.

Duty 1. According to Rules:

It is the duty of the chairman to see that the proceedings are carried on strictly according to the rules.

Duty 2. The Meeting is in Order:

First of all, the chairman shall see that the meeting itself is in order and for that the following points have to be taken into consideration:

(a) That a proper notice has been sent to all the persons entitled to receive a notice.

(b) That only those persons who are entitled are present at the meeting.

(c) That his own appointment is in order.

(d) That the quorum of members is present.

(e) If there is want of quorum at the beginning and the quorum is not present within half an hour then the chairman is to see that the meeting is adjourned.

Duty 3. Within the Scope of the Meeting:

It is his duty to see that the participants do not raise discussions or suggestion of amendments or otherwise on any matter which is not within the scope of the meeting.

Duty 4. Agenda is Followed:

The chairman shall see that the busi­ness at a meeting is conducted in the order as given in the agenda. He may vary the order with the consent of the meeting. When he finds that some important item is placed at the bottom of the agenda which needs discussion on the day and within the presence of the largest number of participants, but much time has passed in taking up a few items at the top, he changes the order.

Duty 5. Maintenance of Order:

A major duty of the chairman is to see that perfect order and tranquility prevail at the meeting). Unless there is perfect order, the business of the meeting cannot be con­ducted smoothly and timely. The participants may cause disorder by making adverse remarks on one another, by personal talks while dis­cussion is going on, by disobeying the orders or rulings of the chairman, by violating the rules of the meeting, etc. The chairman has powers to take steps to maintain order, discipline and decorum at the meeting.

Duty 6. Discussion on Motions Only:

Further, the chairman shall also see that the participants do not discuss anything for which specific motion is not before the house.

Duty 7. Accurate Voting:

Another major duty of the chairman is to see that the sense of the house is properly ascertained. It means that voting is conducted perfectly and the results are declared accor­dingly. In case a special resolution is necessary, he shall see that the difference of votes is correct. He has to ask the secretary to arrange poll when it is demanded. In counting votes the chairman takes the help of the secretary as well as of the ‘tellers” appointed by him.

Duty 8. Opportunity to Speak:

The chairman shall see that every participant gets reasonable opportunity to speak. Generally, he does not allow one individual to speak more than once on the same topic unless he is compelled to explain something what he has already said. The chairman must see that persons belonging to the minority group, if any, and whatever small number they may have, are given oppor­tunities to place their views.

Duty 9. Other Duties:

The chairman has some other formal duties.

For example:

(a) If he is elected a pro tem chairman, his duty is to vacate when, the fixed chairman arrives.

(b) He shall not be partial in his behaviour and shall exercise his casting vote, if any, very selectively.

(c) He shall lend patient hearing to every-body, whether the views expressed are liked or disliked by him.

(d) He has to see that the business of the meeting be completed within the shortest possible time.

(e) He shall comply with the requests of the participants for adjourning the meeting.

(f) He has to give satisfactory replies to the questions raised by members on his speech, if any.

(g) He shall exercise his powers reasonably.

Duty 10. Minutes are Kept:

It is the duty of the chairman to con­firm the minutes, by putting his signature, prepared by the secretary after the meeting is over. Similarly, the chairman shall see that the secretary takes necessary notes at a meeting so that minutes can be subsequently prepared. The chairman himself puts down notes on the detailed agenda sheet for the purpose.

Non-compliance with Duties:

If a chairman does not comply with his duties then the participants as a whole or in part may stage a walk-out as a mark of protest. This we often find in an Assembly or in Parliament. If he is a temporary chairman, elected at the meeting, he may be removed by the participants.

The participants of a meeting other than the chairperson attend the meeting not just complete the quorum. They have also some responsibilities and can make some positive contribution there. The members can play important roles in making the meeting and its proceedings worthwhile. The followings are the important points to the followed by the participants in meeting.

Taking preparation for the meeting: Whoever is the participant of the meeting must take necessary preparation before attending the meeting. In taking preparation the following points should be

Considered:

1. Do homework:

Once the purpose of a meet is known, the attendee has to visualize his/her role and gather information and inputs for use in the meet to make it productive. He/she may consult other members to allocate roles.

2. Be punctual:

We in India have to specially stress the need to be on time. Our trains, buses and airplanes will run on time when we learn to be punctual for routine meets.

3. Participate actively:

A member should listen carefully (so that he may be able to summaries what is being said). He should plan what to speak and say it concisely and precisely.

4. PREP formula:

He should be rational and forceful. PREP means:

• State your Position
• Reason it out
• Give Examples
• Restate your Position

5. Showcase your talent:

A meet is an opportunity to showcase one’s talent and get credit for giving useful ideas.

6. Take initiative:

There may be occasions when a member may propose a motion or second a motion when it sounds right. This requires quickness. Francis Bacon says, “Conference makes a ready man.”

7. Follow rules:

He should speak when permitted to. He should avoid cross-talk.

8. Take responsibility:

When tasks are being assigned, a member should come forward to take up suitable responsibilities. If a task is assigned to him/her, then a willing acceptance is also a sign of dynamism.

9. Disagree agreeably:

All differences should be expressed with courtesy and a friendly feeling.

10. Help to steer the meet:

If the meeting is going off the track, he/she may remind the chairman to keep it on course.

11. Stay related to previous discussion:

Any contribution to the meeting must be made in the context of the previous discussion. An idea that is already proposed need not be repeated, but one can amend it or improve it.

12. Be involved:

The member should, in his higher self-interest, be involved in collectivism. A good participant becomes a good leader just as a good soldier makes a good general.

An overhead projector (OHP), like a film or slide projector, uses light to project an enlarged image on a screen, allowing the view of a small document or picture to be shared with a large audience.

You may consider overhead projectors to be yesterday’s technology, but when you know you’ll be making a presentation in a facility that relies on them, you can set up an effective set of projection materials that work just as well as digitally projected output. Instead of carrying your presentation on a thumb drive or CD, plan on toting along a box of transparencies, as well as a few extras tools to add depth to your talk.

In the overhead projector, the source of the image is a page-sized sheet of transparent plastic film (also known as ‘foils’) with the image to be projected either printed or hand-written/drawn. These are placed on the glass platen of the projector, which has a light source below it and a projecting mirror and lens assembly above it (hence, ‘overhead’). They were widely used in education and business before the advent of video projectors.

Use in education

Overhead projectors were widely used in education and business before the advent of computer-based projection.

The overhead projector facilitates an easy low-cost interactive environment for educators. Teaching materials can be pre-printed on plastic sheets, upon which the educator can directly write using a non-permanent, washable color marking pen. This saves time, since the transparency can be pre-printed and used repetitively, rather than having materials written manually before each class.

The overhead is typically placed at a comfortable writing height for the educator and allows the educator to face the class, facilitating better communication between the students and teacher. The enlarging features of the projector allow the educator to write in a comfortable small script in a natural writing position rather than writing in an overly large script on a blackboard and having to constantly hold their arm out in midair to write on the blackboard.

When the transparency sheet is full of written or drawn material, it can simply be replaced with a new, fresh sheet with more pre-printed material, again saving class time vs a blackboard that would need to be erased and teaching materials rewritten by the educator. Following the class period, the transparencies are easily restored to their original unused state by washing off with soap and water.

Page Size

When you design a presentation for an overhead projector, you’ll want to set up your working document to match the size of the medium on which you’ll print it out. Regardless of whether you’re targeting a networked colour copier, laser or inkjet printer, the transparency film you buy comes in one size: 8.5 inches by 11 inches. Although you won’t want to crowd each sheet of film with more content than you can project legibly, you also don’t want to work on a document that doesn’t match your output dimensions.

Page Coverage

Especially if you plan to attach your transparencies to cardboard frames for easier handling, leave generous margins around your content to enhance its effectiveness when you project it. Just as you’d set up PowerPoint slides following the 7×7 rule no more than seven lines of type, each with no more than seven words add type sparingly to each page you prepare for overhead projection. Avoid simply summarizing your talk in a series of unedited bullet-point pages that add nothing to your message.

Blanks and Writing Tools

Because overhead transparencies accept hand-written annotations in grease pencil, you can plan ahead for those portions of your talk in which you ask your audience for comments. Adding blank sheets of film to your stack of printouts enables you to ask questions and record the replies. If you bring extra blanks with you, you can accommodate long sets of suggestions without resorting to too-small handwriting to write down all the input. Bring spare grease pencils so you don’t have to stop if your point wears down, as well as a paper towel to use as an eraser.

Paper Copies

To give yourself a convenient reference to what you’re projecting, print your entire set of overheads once on transparency film and again on plain bond paper. If you store your overheads in a box, you can interleave the paper copies with the transparencies. When you want to check what you’re about to project, or refer back to a previous transparency, you can look at your paper printouts instead of fumbling through a stack of plastic sheets in a darkened room. The paper copies also help protect your transparencies from static cling.

Advantages

Whether you prepare support materials for in-house or client presentations in Microsoft PowerPoint or pull together the equivalent of PowerPoint slides from a variety of applications, you want a projector solution that fits your budget and accommodates your needs. Overhead projectors may lack the high-tech appeal of LCD-based digital projectors, but they offer advantages that may make their time-tested design a good fit for your office.

Simple Technology

An overhead projector relies on a bright lamp that sends an image through a lens-and-mirror assembly onto a screen. With the exception of the fan that cools the lamp, these devices contain no moving parts. If you want to project movies and sound, an overhead projector won’t meet your needs, but it also doesn’t require cables and software troubleshooting, or force you to reboot a misbehaving computer to complete a presentation. Compared to computer-connected LCD projectors, overhead projectors provide uncomplicated service based on reliable low-tech components, and don’t require you to learn new technologies or skills.

Equipment Costs

Overhead projectors carry a price tag that can run from 10 percent to 50 percent of the cost of their LCD-based cousins. Both device types use specialized lamps, but the price differential continues when you evaluate their parts head-to-head. In some cases, you can buy a new overhead projector for the cost of an LCD projector lamp. If you present materials that don’t require computer projection of A/V content, an overhead projector will save you money, both when you buy it and over its functional life.

Transparencies

Transparency film may cost more than regular office paper, but it’s available at virtually any office-supply store, local or on the Web. If you prefer to purchase environmentally friendly materials, look for transparencies with recycled content. Regardless of whether you use a laser or inkjet printer, or direct your output to a networked colour copier, you’ll find a film product formulated for your device. You can prepare your transparencies well in advance of your presentation and reuse them each time you give the same talk. If parts of your message change, replace the outdated transparencies with new ones.

Annotations

Because overhead projectors display anything you print onto sheets of clear plastic material, their transparencies make it easy to annotate your presentation pages with comments you elicit from your audience or points of emphasis related to your data. With an inexpensive wax or grease pencil, you can write or draw on your transparencies during your talk and wipe the notes away with a tissue or paper towel. Overhead projectors can’t display anything through opaque materials, so you can cover parts of a transparency with a piece of cardboard and reveal your talking points one at a time, focusing audience attention.

Advantages of overhead transparencies

• Transparencies are easy to make. Simply prepare your visual aid on paper and then copy it on a copier. But instead of copying onto blank paper, copy onto a transparency. This way you can make transparencies quickly, revise them quickly, and revise them often. You can also make them yourself, without waiting for a professional staff to produce them for you. This convenience often translates into whether people update their presentations or let them go stale.
• They’re cheap. They cost only pennies a copy.
• They ‘re portable. For most presentations, you can easily fit your transparencies in your briefcase with room to spare. This is no small matter if you travel often. If you use cardboard frames around your transparencies, you increase the bulk somewhat, but they’re still quite portable.
• They let you be flexible. You can rearrange your presentation on the fly with the audience staring at you to meet new needs. For example, occasionally someone needs an answer now for something you planned to cover later. No problem: just reach for the appropriate transparency and press ahead.
• You can write on them. Sometimes you don’t want the audience to see a static visual aid (like a ready-made equation); instead, you want to create it, step by step, as the audience watches. With a transparency, you can do that easily. Some pens are designed for that purpose. An added advantage is that you can easily erase your writing later with a damp paper towel (if you’re like me, however, you may walk around for a day or so with red or green or blue fingers).
• You can see what’s next. Since most speakers handle their own transparencies, they can glance at the label on the next one and see what the next topic is. That’s a really important advantage; otherwise, part of your mind is constantly trying to remember what’s next. Sneak glances are no problem with overheads.
• They can look extremely professional. Color printers and copiers can enhance your message by drawing attention to key features and providing a visually interesting (yet still unobtrusive) background. You can also reproduce colorful photographs on a transparency and have good resolution.
• They can be informal if necessary. For an impromptu meeting with colleagues, you can simply hand print or hand draw your transparencies.

Disadvantages of using overhead transparencies

• The projector may not be very good. Because overhead transparencies are the most popular visual aid, the equipment takes a beating. You’ll often find projectors that don’t focus well, have dim bulbs, or have no bulbs at all. That’s why I carry my own projector for local presentations. When I travel, I insist in advance on a good projector. Then, when I arrive at the place for my presentation, I go immediately to the projector and try it out. If it’s not good, I try to get another one.
• The bulb can burn out. Many of today’s projectors have a spare bulb built in, but sometimes the spare is burned out, too. Presenters who have a bulb burn out switch to the spare and go on. They usually forget to tell the visual aids people that the overhead is now down to only one good bulb. If that one burns out, you’re left with none.

Many speakers consider the overhead transparency their first choice of visual aid unless they have a good reason not to use it. But there are many good reasons to use other visual aids, either separately or in conjunction with overhead transparencies.

Perception: Stop trying to be a great “public” speaker.

People want to listen to someone who is interesting, relaxed, and comfortable. In the routine conversations we have every day, we have no problem being ourselves. Yet too often, when we stand up to give a speech, something changes. We focus on the “public” at the expense of the “speaking.” To become effective at public speaking, you must do just the opposite: focus on the speaking and let go of the “public.”

Think of it as a conversation between you and the audience. If you can carry on a relaxed conversation with one or two people, you can give a great speech. Whether your audience consists of two people or two thousand and whether you’re talking about the latest medical breakthrough or what you did today at work, be yourself; talk directly to people and make a connection with them.

Discipline: Practice makes perfectly good.

Your goal is not to be a perfect public speaker. There is no such thing. Your goal is to be an effective public speaker. Like anything else in life, it takes practice to improve those public speaking skills. We too often take communication for granted because we speak to people everyday. But when your prosperity is directly linked to how well you perform in front a group, you need to give the task the same attention as if you were a professional athlete. Remember, even world champion athletes practice every day.

Description: Make it personal.

Whatever the topic, audiences respond best when the presenter can personalize their message. It’s a terrific way to get intimate with large audiences. Take the opportunity to put a face on the facts of your presentation. People like to hear about other people’s experiences—the triumphs, tragedies, and everyday humorous anecdotes that make up their lives. Telling stories will give you credibility, and help your listeners engage more often. Whenever possible, insert a personal-interest element in your public speaking. This technique will make your listeners warm up to you, but it will also do wonders at putting you at ease by helping you overcome any lingering nervousness.

• The presentation ideas should be well adapted to your audience. Relate your presentation message/idea to the interests of the audience. A detailed audience analysis must be made before the presentation, i.e., an analysis of the needs, age, educational background, language, and culture of the target audience. Their body language instantly gives the speaker the required feedback.
• A good presentation should be concise and should be focused on the topic. It should not move off-track.
• A good presentation should have the potential to convey the required information.
• The fear should be transformed into positive energy during the presentation. Be calm and relaxed while giving a presentation. Before beginning, wait and develop an eye contact with the audience. Focus on conveying your message well and use a positive body language.
• To communicate the desired information, the speaker should use more of visual aids such as transparencies, diagrams, pictures, charts, etc. Each transparency/slide should contain limited and essential information only. No slide should be kept on for a longer time. Try facing the audience, rather than the screen. The speaker should not block the view. Turn on the room lights else the audience might fall asleep and loose interest. Organize all the visuals for making a logical and sound presentation.
• A good presentation must be planned. The speaker must plan how to begin the presentation, what to speak in the middle of presentation and how to end the presentation without losing audience interests at any point of time.
• Rehearse and practice the presentation. This will help the speaker to be more confident and self-assured. The more the speaker rehearses the better the presentation turns to be.
• The speaker should encourage more questions from the audience. He should be honest enough to answer those questions. If any biased question is put forth by the audience, rearticulate it before answering.
• Summarize the presentation at the end. Give final comments. Leave a positive impact upon the audience.
• The speaker must have a presentable appearance while giving a presentation. The speaker should stand with feet far apart maintaining a good balance. He must use confident gestures. He must use short and simple words.
• Try to gain and maintain audience interest by using positive quotes, humour, or remarkable fact.
• The speaker must be affirmative and optimistic before giving presentation. He should ensure all tools and equipments to be used in presentation are working well.
• The speaker must state the objectives of the presentation at beginning of the presentation.