© Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 1 Planning, Writing, and...

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Planning, Writing, Planning, Writing, and Completing Oral and Completing Oral

PresentationsPresentations

Three-Step ProcessThree-Step Process

• Planning

• Writing

• Closing

Planning Speeches Planning Speeches and Presentationsand Presentations

• Clarify the purpose

• Analyze the audience

• Gather the information

• Adapt the message

Common PurposesCommon Purposesof Business of Business

PresentationsPresentations• Inform

• Motivate

• Persuade

• Entertain

Writing PresentationsWriting Presentations

• Organizing the message

• Creating the introduction

• Composing the body

• Writing the conclusion

Organizing the MessageOrganizing the Message

• Define the main idea

• Limit the scope

• Choose the approach

• Prepare the outline

• Choose the style

Oral PresentationsOral Presentations

• Opportunities– On-the-spot feedback– Immediate modification– Nonverbal reinforcement

• Challenges– Maintaining control– Guiding the audience– Shifting topics

Introducing the MessageIntroducing the Message

• Arouse interest

• Build credibility

• Preview the presentation

Composing the MessageComposing the Message

• Limit the main points

• Connect the ideas

• Engage the audience

Writing the ConclusionWriting the Conclusion

• Restate the main points

• Describe the next steps

• Close the presentation

Completing SpeechesCompleting Speechesand Presentationsand Presentations

• Evaluate the message

• Develop visual aids

• Master the delivery

Using Visual AidsUsing Visual Aids

• Clarify main points

• Create interest

• Add variety

• Improve learning

Selecting Visual AidsSelecting Visual Aids

• Overhead transparencies

• Electronic presentations

• Chalkboards and whiteboards

• Flip charts

• 35-millimeter slides

Selecting Visual AidsSelecting Visual Aids

• Product samples

• Scale models

• Audiotapes

• Film strips and movies

• Television and videotapes

Overhead Overhead TransparenciesTransparencies

Advantages Disadvantages

Inexpensive to Create

Simple to Use

Projected in Full Light

Can Be Written On

Difficult to Change

Fragile Format

Noisy Projectors

Lack of Flexibility

Electronic PresentationsElectronic Presentations

• Advantages– Real-time data– Multimedia– Flexibility and portability

• Disadvantages– Specialized equipment– Technique versus content– Overuse of special effects

The Number of VisualsThe Number of Visuals

• Presentation style

• Presentation length

• Subject complexity

Creating Effective SlidesCreating Effective Slides

• Content and graphics

• Design elements

• Consistency

• Special effects

Color CombinationsColor Combinations

• Get attention

• Emphasize ideas

• Create contrast

Background DesignsBackground Designs

• Simplicity

• Appropriateness

• Audience appeal

Font and Type StylesFont and Type Styles

• Avoid elaborate fonts

• Limit number of fonts

• Use boldface type

• Avoid italicized type

• Use upper and lower case

• Control type size

Animation and Special Animation and Special EffectsEffects

• Transitions

• Builds

• Hyperlinks

Creating Effective Creating Effective HandoutsHandouts

• Charts or diagrams

• Company reports

• Magazine articles

• Presentation slides

• Lists of websites

• Brochures and pictures

Practicing Your DeliveryPracticing Your Delivery

• Memorizing

• Reading

• Impromptu speaking

• Speaking from notes

Preparing to SpeakPreparing to Speak

• Know the material

• Practice your delivery

• Know the location

• Adapt the content

Building Your ConfidenceBuilding Your Confidence

• Prepare extra

material

• Rehearse

• Think positively

• Visualize success

• Breathe deeply

• Focus outside

yourself

• Be comfortable

• Don’t panic

• Keep going

• Be prepared

Appearing More Appearing More ConfidentConfident

• Get control at the start

• Maintain eye contact

• Watch your posture

• Use appropriate gestures

• Vary facial expressions

• Control your tone of voice

Present Visuals Present Visuals EffectivelyEffectively

• Speaking without reading

• Introducing the visuals

Speaking Without Speaking Without ReadingReading

• Know the material

• Practice the presentation

• Use speaker’s notes

Introducing the VisualsIntroducing the Visuals

• Overhead transparencies

• Electronic slides

• Laser pointers

Answering QuestionsAnswering Questions

• Focus on the questioner

• Respond appropriately

• Control the situation

• Maintain self-control

• Motivate questions

• Conclude the speech

Reviewing Key PointsReviewing Key Points

• Giving business presentations

• Using the three-step process

• Creating effective visual aids

• Mastering the delivery

© Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 1 Planning, Writing, and...

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