ADMN 507

Daily Activities for Sections 5 and 6

Fall 1996
Instructor: Beth O'Sullivan

In class: We will review the course objectives, syllabus, and research project requirements. Class members will give brief oral presentations to introduce themselves. I will collect email addresses.

Assignment: Sit in a comfortable spot. Sip a glass of your favorite beverage and read the whole syllabus. Once you have finished the syllabus, read...

Pages 14 and 15 in BMC

Chapter 2 in BMC

The Wall Street Journal articles handed out in class: "This Company Uses Sound Rules from Mother Nature," and "To Stay on Track."

Also read the article entitled "Listening to People," from The Articulate Executive, which is on reserve in the BIC, and pages 624 to 626 in BMC.

In class: We will create a model of communications, discuss corporate culture, and take part in a listening and feedback exercise. In the time remaining we will review common grammatical errors so we don't have to see them again.

Assignment: Read Chapters 3 and 4 in BMC. Photocopy Figure 4-7 (page 98) and use it to do exercise #1 on page 103 to hand in (neatly handwritten is O.K.) Be ready to discuss Strohmeyer in class. Read the American Electrical, Inc. (AEI) case handout and be ready to discuss it (do not begin work on any of the AEI assignments yet).

In class: We will review the chapters and discuss how to analyze situations and audiences. We will create a comprehensive communication strategy for the Strohmeyer case and them break into teams to discuss the AEI case.

Assignment: Begin work on the strategy memo for AEI. This memo will be due on 9/17. The other AEI writing exercises will be assigned later in the course.

Read Chapter 5 in BMC.

Read Chapter 16 in BMC.

Decide on a topic for your three-minute speech.

In class: We will review oral presentation skills and prepare for your first speech on Tuesday, September 17 (I will need to approve verbally your topic today). We will watch a 15-minute video introducing the Wetlands case which will be presented by teams on October 22 during Session #15. Wetlands teams will be assigned.

Assignment: Read the handout "Proven Ways to Prevent and Deal with Speech Nerves." Prepare and rehearse your three-minute talk (note that no Power Point presentations are allowed in this session. If you want to use visual aids, you can use objects or overheads.) Bring your videotape cued up and ready to go!
Finish your typed strategy memo for the AEI case.

Wetlands teams should be reading the materials from the Internet. The simulation can be accessed directly from http://www.ruf.rice.edu/~admn507/wetlands and the homepage can be found at http://www.rice.edu/wetlands

In class: Turn in the AEI strategy memo.
Three-minute speeches -- I'll bring the stopwatch. Class members will evaluate one another during the three-minute speeches. Feedback forms will be given to the speaker at the end of class and must be returned to me at the start of the next class
session.

Assignment: Read "Interviewing for Information" (pages 345-346) in The Business Writer's Handbook (excerpts assigned are on reserve in the BIC).

Read "Strategies of Effective Interviewing," a Harvard Business Review article, also on reserve in the BIC.

Read Chapter 12 in BMC.

Review pp. 3-4 of this syllabus.

Prepare a memo for me submitting your research topic for approval (typed in appropriate memo format -- see p. 255 in BMC).

Wetlands teams should be meeting.

In class: We will work in teams on computers to practice on-line business research. We will also review materials on interviewing skills to prepare for an interview with an individual who can assist you with your research report. Hand in the memo requesting approval of your research topic.

Assignment: Read Chapters 6 and 7 in BMC.

Read exercises 1 and 3 (not preliminary exercises) at the end of Chapter 6 and exercises 1-4 in Chapter 7 for discussion in class. You do not have to do these exercises on paper, but I do expect that your writing will incorporate the lessons taught in these chapters.

Read the handouts on email and netiquette.

Read the handout "Seven Strategies for Tactful Conversations."

In class: We will discuss word choices, persuasive words, tone, style, passive vs. active construction, etc., and start work on letters and memos if time permits. Possible guest speaker.

Assignment: Set up and conduct the interview for your research project (telephone is O.K.). Type up your notes including the company, title, name, and telephone number of the person you contacted, your interview questions, and notes on responses. Make a copy of the thank-you letter you sent. This assignment is due to be handed in by Session #12 - Thursday, October 10. Don't delay getting started; what if the person you want to interview is away on travel, or doesn't return your call immediately? Please plan ahead because I won't accept late assignments.

Read the handout on Gulf Shipyards.

Read Chapter 11 in BMC.

Bring in a memo you received at work (cover or "white out" any confidential information).

In class: We will discuss types of letters and memos and work in teams to analyze memo samples from flex-time offices. We will discuss the Gulf Shipyard letter assignment and the two remaining assignments for the AEI case: a press release and a communication to employees. These three writing assignments will be due on Thursday, October 3. During class I'll assign teams and individual tasks for the upcoming AEI briefing.

Assignment: Review the AEI case and prepare a 5-minute briefing geared to the audience you have been assigned (for example, one person may be asked to prepare remarks to the shareholders, while another might be addressing the executive committee). Visual aids may be used if you feel it is appropriate. Bring your videotape to class cued up and ready to go.

Go to the BIC and scan recent business periodicals to identify a business-related topic for your next speech, which will be six minutes long and must include visual aids. Send me an email requesting approval of your topic.

In class: Meet in the breakout room designated on your assignment sheet. Each team will be responsible for videotaping briefings. All briefings should be finished within 45 minutes from the start of class. Return to the regular classroom and bring your tapes. (I will grade presentations from the tapes.) In the remaining class time we will finish our review of letters and memos.

Assignment: Complete written assignments on the AEI case and the Gulf Shipyard letter.

Finish the bibliography for your research project and have it ready to hand in.

Read Chapters 8 and 13 in BMC.

In The Business Writer Handbook, read "Five Steps to Successful Writing," (pages x-xvii), "Executive Summaries" (pages 237-239), and "Methods of Development" (pages 417-419).

Note that these excerpts are on reserve in the BIC.

In class: Hand in AEI case materials, the Gulf Shipyard letter, and your research project bibliography. During class we will review methods of organizing and writing memo-reports and longer documents. We will discuss how to structure an argument, elements of executive summaries, and how to approach several sample report-writing scenarios. During class I will hand out the second major case writing assignment.

All the materials you need to write this 3-4 page memo-report are included in the handouts -- no additional research is necessary (or allowed!) A DRAFT of this 3-4 page memo-report will be due Thursday, October 10. Your revised draft will be due Thursday, October 17.

Assignment: Read Chapter 15 in BMC and "Designing and Using Visuals," from Presentations for Decision Makers, by Holcombe and Stein on reserve in the BIC. Bring in an overhead you have seen or used at work ("white out" any confidential information). We will be using these in class for "eye training."

In class: Possible guest speakers. In time remaining we will have an "eye training" session to evaluate graphics. Groups will meet to discuss the sample overheads from offices.

Assignment: Complete work on your interview notes and the thank-you note.

Finish a draft of your 3-4 page memo-report on the case assigned on October 3. Make two copies to bring to class.

From The Business Writer's Handbook excerpts on reserve in the BIC, read "Layout and Design" (pages 374-384).

Bring one of your company's brochures or any publication you think is either well designed or poorly designed. Be prepared to discuss why you have this opinion.

In class: Hand in all interview notes and the thank-you letter. Bring two copies of your draft memo-report so team members can edit your work. During the second half of class we will meet in groups to discuss document design and evaluate publications.

Assignment: Organize your materials and prepare your six-minute presentation, which should include use of either overheads, a flip chart, or power point graphics. Rehearse!! If you are scheduled to present during the next class period, bring your videotape cued up and ready to go.

In class: Oral presentations will be six minutes long (including visual aids), followed by two minutes for questions. Class members will provide written feedback to speakers.

Assignment: Revise your 3-4 page memo-report and have it ready to hand in during class.

If you are scheduled to present during the next class period, bring your videotape
cued up and ready to go.

In class: Hand in memo-report. Oral presentations and peer feedback continue.

Assignment: Have a final meeting with your team to prepare visuals and a fifteen-minute oral presentation (note that all members of the team must have a speaking role). The first few minutes should be designed to introduce the class to your team's situation, identity, etc. Practice your presentation. Bring one videotape to class, cued-up and ready to go! (Team members may meet later to review the tape or arrange to have it copied.)

In class: Each team will have 15 minutes to present its Wetlands case. We will videotape all presentations.

Assignment: Complete your final research paper. Make sure the executive summary is strong and proof your work carefully.

In class: Hand in your final research paper. During class we will review some of the wetlands tapes.

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Session #17 - Thursday, October 31 - Final Oral Presentations

Assignment: Prepare and rehearse your final presentation, which will be based on the research report you have been working on since September. When it is your turn to present, bring your videotape cued up and ready to go.

In class: Each class member will have ten minutes to present findings from his or her research report. Class members will be encouraged to ask pertinent questions during the presentation, so organize your materials with parts that can be omitted if time is running short. Class members will fill out feedback forms for speakers.

This is a special message for those of you who have read the whole syllabus (as assigned for Thursday, Sept. 5): Thank you! You will be well prepared for this course by knowing what is ahead. Ask questions early and often -- you will be rewarded! To confirm that you have read this far, please send me an email before noon on Monday, September 9 (betho@rice.edu).

Assignment: If you are scheduled to present during this session, bring your videotape to class - cued up and ready to go.

In class: Final presentations will be delivered (See format and feedback guidelines above.)

Assignment: If you are scheduled to present during this session, bring your videotape to class - cued up and ready to go.

In class: Final presentations will be delivered (See format and feedback guidelines above.)

Assignment: If you are scheduled to present during this session, bring your videotape to class - cued up and ready to go.

In class: We will listen to the last group of oral presentations. (See format and feedback guidelines above.) Class members will complete feedback forms. During session #20 we will allow time to complete the course evaluation forms for the university and a course content evaluation form for my use in planning next year's class.