How to Use Technology to Capture & Refine Ideas in Business Communication
In today's world, the rapid advancement of technology has served as both burden and boon. On one hand, the the pace of development can be difficult to keep up with, and on the other hand, the advantage that technology can provide in communicating ideas is rewarding. Understanding how to use technology to capture, refine and present the ideas is often the key to a successful proposal.
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Instructions
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Collect your data. It's important to compile all of the information necessary to support your message before designing your communication strategy and materials. You need focus and facts readily available to ensure you understand the thrust of the argument you are trying to present. Excel speadsheets can help you keep everything organized.
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Analyze the data to determine all of the relevant information to your argument. You want to make sure you have enough information. Explain the background issues, make your claim, explain the reasoning for your assertion, supply data from respected sources that correlates with your reasoning, and address any potential arguments against your position.
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Determine the most effective means of presenting your argument. This is done by considering your audience (Is it a group? Are they your superiors? Colleagues or employees?). Timeframe (How long do you have to create the presentation? How long can your presentation be?). And the material (Is it very data reliant? Is it a complicated issue?). If you find yourself presenting a very complex issue, make a thorough report broken down by chapters. If you are presenting an easy-to- understand issue, but one that needs to be sold to its audience, a video may be successful. Consider what type of printed material: tri-fold brochure; pamphlet/booklet; binder; PDF or electronic format.
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Find ways to simplify complicated data. A spreadsheet of data can be difficult to sort through. Make it easier on your audience by representing the information graphically. Programs like Excel and Open Office Calculate can take data entered into a spreadsheet and quickly turn it into a colorful bar, line or pie chart.
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Arrange the information so it is easy to understand. Text should always be a readable font; avoid any curly lettering that your readers might have a hard time deciphering. Colors should always complement the presentation -- not complicate it. Images should clarify your message. Avoid pictures that add no value. Most importantly, you should be as succinct as possible. Time is money, so don't waste your audience's time with excessive metaphors and adjectives.
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Tips & Warnings
Technology can capture and convey ideas. Remember that nothing beats a face-to-face conversation where your audience can ask questions and discuss topics. If your proposal is being submitted electronically, always schedule some sort of follow up to ensure your audience understands your arguments completely.
Proofread everything you produce. While spellchecker is a wonderful tool, it will not catch every error. Nothing is more embarrassing that making a simple grammatical mistake in a business presentation. Have someone else edit your materials as well.
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