BUSINESS ProgramS CommuniCation SkillS Guide Contents The University of Adelaide 2 Introduction to University learning 3 Learning Support within the University 4 Part 1 Assignment tAsks / types of text 1.1 Short Answers 6 1.2 Academic Essays 8 1.3 Literature Review 10 1.4 Critical Review 12 1.5 Oral Presentations 14 1.6 Interviews 16 1.7 Professional Reports 18 1.8 Executive Summaries 20 1.9 Case Analysis Reports 22 1.10 Formal Letters 24 1.11 Formal Emails 26 1.12 Memos 28 1.13 OHTs and Powerpoint Slides for Oral Presentations 30 Part 2 Component skills 2.1 Cultural Differences in Learning Styles 33 2.2 Academic Expectations 34 2.3 Independent Learning 35 2.4 Group Skills 36 2.5 Project Management 38 2.6 Aiming High for Assignments 40 2.7 Academic Argument 41 2.8 Analytical and Critical Thinking 43 2.9 Good Academic Style 45 2.10 Vocabulary and Grammar 47 2.11 Instructional Words 48 2.12 Presentation for the Business School 49 2.13 Plagiarism and Using your Own Words 50 2.14 Referencing: The Harvard System 53 PReFaCe How will you succeed in your degree and the world of Business? Much depends on your success as a professional communicator. The professions seek graduates who present themselves well as speakers and writers. Knowledge is not enough, number crunching is not enough – the bottom line is good communication skills. In the Bachelor and Master of Commerce, we expect you to show that you can speak, write, think and make soundly based judgments. We expect you to learn independently, by making good use of all available resources, including this booklet, also at www.business.adelaide.edu.au/current/comskil/ How do you write professional reports? Case studies? Executive Summaries? Interview other professionals? Give convincing oral presentations? Reference appropriately? Avoid plagiarism? This Guide shows you how. It’s a key resource for communicating effectively. Check it every time you begin to prepare an assignment. The Communication Skills Guide is tailor-made for the Business School at The University of Adelaide. Because the lecturers in each pathway have designed the types of assignments described here, the Guide tells you what they expect and how you can meet their standards. The Guide is for you. Use it! Associate Professor Barry Burgan Head, Business School. aCKNOWLEDGMENtS The Communication Skills Guide is an initiative of the Business School and the Professions Learning Centre aimed at integrating communication skills across all courses in the Bachelor and Master of Commerce programs. tHe uniVeRSitY oF adelaide Established in 1874, The University of Adelaide is one of Australia’s oldest and most prestigious universities and is widely recognised as the centre of academic learning in South Australia. With 21,311 students enrolled in 2008, including over 5,191 international students from 90 countries, Adelaide University is small enough to provide personal interaction with teaching staff, yet large enough to offer a broad range of courses and many opportunities for postgraduate research. An innovative and forward looking university, Adelaide has produced three Nobel Prize winners and many Rhodes Scholars. Its research is at the leading edge of knowledge and it consistently ranks among the top universities in Australia in winning research grants. The University leads the country in the award of National Competitive Grants and amounts won through Cooperative Research Centres (CRCS) per full-time equivalent academic staff members. The University believes the best teaching is conducted within an environment of active, world class research. Courses are constantly revised to keep pace in the rapidly changing world of technology and business practice. The University of Adelaide’s staff are appointed from around the world for their internationally recognised qualifications and reputations. Major international scholars teach both undergraduate and graduate programs. High technology, state-of-the-art laboratories and classrooms contain modern computing equipment and international data networks. These facilities are complemented by an outstanding teaching and research library of over 1.7 million volumes and extensive CD-ROM databases. The University of Adelaide graduates possess a qualification recognised around the world. Most graduates take up positions in Australia and overseas, or enter postgraduate programs, within six months of graduating. Adelaide graduates win scholarships to the best and most prestigious Universities around the world. For more than 50 years, the University’s international students have attained the highest positions in government, in business and in academic institutions in Europe, North America, Asia, and the Pacific. The University’s extensive support services cater for students’ cultural, sporting and social needs. There is an extremely active Overseas Students’ Association which aims to make the overseas education experience of international students both enjoyable and rewarding. Adelaide is a modern, leading edge university which maintains a long and proud tradition of excellence in education and liberal values of enquiry - qualities that characterise great institutes of learning. 2 COMMUNICATION SKILLS GUIDE intRoduCtion to uniVeRSitY leaRninG Every educational situation has particular Your MyUni website is the University of Adelaide’s expectations and ways of doing things. At online learning environment. It is used to support university, students are expected to be independent traditional face-to-face lectures, tutorials and learners. It is up to you to find out what you need workshops at the University. MyUni provides access to know, and to organise your time for classes, to various features including announcements, for reading outside of classes and for passing up course materials, discussion boards and assignments on time. Section 2.3 in this Guide lists assessments for each online course of study. some strategies for becoming more independent. Your Communication Skills Guide is a handbook This doesn’t mean you are on your own. The for Business School students whenever you are lecturers, your tutors and various resources preparing an assignment or wondering how to available in the University are there to support improve your grades. It is in two parts. you. However, it is up to you to use these Part 1 gives detailed information about how to resources effectively. structure particular assignments, such as Academic Your lecturers will provide you with a written course essays and Oral presentations, and what to include outline and specific expectations about the course in those types of assignments. Part 1 also gives assignments, as well as information about the guidance on professional writing. content of the course. Part 2 examines aspects of university assignment Your tutors are your first point of call if you are not work, such as academic argument, good style, clear about the content or the course expectations. and referencing. It also has a section on cultural Use your tutorial times to clarify any aspects that differences in learning and teaching styles, a list of are confusing. academic skills and where you can get help. The most useful resources available for you The Professions Learning Centre (PLC) is a unit include your School Handbook, your Course Outline that provides academic skills support for students and other course handouts, this Communication within the Faculty of the Professions. The services Skills Guide, The Professions Learning Centre offered by this unit are listed on the next page. (PLC), The Centre for Learning and Professional The Centre for Learning and Professional Development (CLPD) and various other web sites. Development (CLPD) is designed especially to Your School Handbook includes important dates help students in the University meet the academic for semesters, enrolment, withdrawals and course language and learning demands of their courses. additions. It gives information about the different The services offered by this unit are listed on the Pathways, the courses and their lecturers-in-charge, next page. services from the Undergraduate and Postgraduate Hub, computing facilities at the School, and rules and procedures. Your Course Outlines and assignment handouts tell you exactly what is expected for each of your assignments. These must be read very carefully HELPFUL WEBSITES alongside the Communication Skills Guide, to ensure your assignments meet the assessment Business School criteria against which your markers are grading. www.business.adelaide.edu.au/ Communication Skills Guide www.business.adelaide.edu.au/ current/comskil/ PLC www.professions.learningcentre@ adelaide.edu.au CLPD www.adelaide.edu.au/clpd/students/ leaRninG SuPPoRt WitHin tHe uniVeRSitY Professions Learning Centre (PLC) The PLC offers academic skills support for students within the Faculty of Professions. This is done through transition workshops for post-graduate students; embedded workshops tailored specifically to cater for course specific needs; face-to-face consultations for postgraduate students and first year undergraduates as well as Bridging Programs for international postgraduate coursework students first arriving in Australia. Level 1, Postgraduate Hub 10 Pulteney Street The University of Adelaide SA 5005 Australia E: [email protected] Centre for Learning and Professional Development (CLPD) The CLPD provides development programs to enhance student learning, through the provision of educational services, resources and consultancies. A range of services are provided to students at the University of Adelaide including academic writing and study skills development, language development and maths and stats assistance. These services are free to enrolled students. Level 2, Schulz Building West The University of Adelaide SA 5005 Australia E: [email protected] Mathematics Learning Service (MLS) The Mathematics Learning Service offers free support for students learning or using maths and/or stats in their studies. The service can also provide basic general stats advice for research projects as well as assist with computer packages such as Excel and SPSS. Level 1, Schulz Building, North Terrace Campus W: www.adelaide.edu.au/clpd/mls/drop_in/ 4 COMMUNICATION SKILLS GUIDE PaRt 1: aSSiGnment taSkS / tYPeS oF teXt All call outs in boxes See ... refer to a section in the guide where the task is explained in detail. COMMUNICATION SKILLS GUIDE 5 1.1 short Answers SKILLS CrItErIa Analyse the question The question is answered See 2.8 Select relevant information The content is all relevant to the question See 2.8 Think critically and The answer shows understanding of how key aspects relate; analytically Information is questioned See 2.7 Begin with a proposition The proposition shows understanding of the question and indicates the points to be covered; The final sentence summarises Present an argument The argument is logical and concise Purpose To write a concise and logical answer to a question. audience Your assessor. However, this format is practice for presenting persuasive answers to issues or problems for business colleagues or superiors. Structure Introduction • An establishing sentence shows the reader you understand the question and indicates the position you will take (see example). In a sense, the ambit of the answer is in this sentence. argument • This part of the answer defines the key terms in the question and provides justification for the argument with the ‘What’ and the ‘Why’. What • Provide the relevant information to answer the question. You may include brief examples. Why • Most questions require an explanation section where you show the relationships, consequences or reasons for the answer you give. Conclusion • A concluding sentence is only needed if the argument is long and complex. Style See 2.9 The answer may have only one paragraph. If longer than half a page, consider more paragraphs. The writing should be impersonal, to give the answer generality and suggest impartiality. However, in some instances the nature of the assignment task may require a personal style of response where students are asked to relate personal business experience to concepts and theories. Steps See 2.8 Underline the key terms in the question. Decide whether the question asks for a simple description (Describe... or What is...?) or some analysis and explanation (Discuss, Comment, Explain or Analyse). Establish the meanings of the key terms and identify information that will answer the question. Write an establishing sentence that shows you understand the question and indicates your position. 6 COMMUNICATION SKILLS GUIDE Present information and justification for your answer. Include brief examples if they will help to make your point(s) clear. Check that all the information included is necessary to your answer - no padding. tip Rote learning is not sufficient for short answers. You will need to think about how the different facts See 2.8 relate, their purposes and their consequences, and answer the question. See the example below. Example Question: Discuss the conditions under which cash accounting provides useful financial information. answer intRoDUCtion Establishing sentence including Point of View Cash accounting provides useful financial information only under restrictive conditions. ARgUment What (explanation) Pure cash accounting maintains records of an entity’s cash flow. It ignores all liabilities and only recognises one asset – cash. Modified cash accounting methods keep the daily records on a cash basis, but augment the end-of-period results for a few significant non-cash items such as inventories or equipment. What (explanation) The main aim of accounting is to provide financial information for use in making economic decisions. The accountant normally presents this information in terms of an entity’s financial position and changes therein as represented by assets, liabilities and owner’s equity. Why (implications of the facts) When non-cash assets and liabilities are a significant part of an entity’s operation, then the cash accounting method will not provide the information needed for making economic decisions. ConClUsion (logical conclusion drawn – restates argument given what has been presented) It follows that the cash accounting method will provide useful financial information when an entity’s operations are conducted mainly in cash terms, with relatively small or constant carry-overs of inventory and equipment from one period to the next. Useful references See the Business School website for examples and further advice. COMMUNICATION SKILLS GUIDE 7 1.2 Academic essays SKILLS CrItErIa Structure the essay The proposition states your position and is followed by the main points to be covered See 2.7 The proposition shows understanding of the question The argument presents your ideas with evidence The conclusion summarises the points made Present an argument Evidence is provided to support your opinion Your position remains clear throughout Opposing views and evidence are considered Reference thoroughly The source of each claim made is acknowledged See 2.14 The Harvard system is used consistently to cite sources and to list references Write clearly and concisely Arguments are clear and concise Grammar and spelling are accurate Definitions An essay is a formal presentation of an argument. An academic essay refers to the most recent and significant research and literature in presenting an argument. Purpose To persuade an audience of your point of view. audience Your assessor, who is an academic, will assess the clarity of your argument and how well you justify your position and acknowledge your sources. Structure Proposition • State your point of view on the topic. Introduction • Outline the main points you will discuss. Presentation of Points • Each paragraph should contain one main point, which is proven, developed or illustrated. Conclusion • Summarise or restate the main issues and the conclusion. Language and Style See 2.9 Essays have a formal tone to indicate impartial analysis and good style is important. Your writing should be clear and concise, using your own words. Acknowledge sources when others’ words or ideas are used. Avoid skimpy paragraphs and overlong sentences and paragraphs. Steps Underline the key words in the assignment question and roughly draft an argument, using what you know. Plan what further information and evidence you need to read. See 2.8 Read critically and analytically about the topic: interpret, compare information, work out relationships, check relevance to the topic. Note your sources, being sure to record the page numbers. Rearrange or redraft your argument as further ideas are found to support or counter your position. With each draft refine your ideas. 8 COMMUNICATION SKILLS GUIDE