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© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 1
Planning, Writing, Planning, Writing, and Completing Oral and Completing Oral
PresentationsPresentations
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 2
Building Your Career Building Your Career with Oral Presentationswith Oral Presentations• Display your skills
• Think on your feet
• Grasp complex issues
• Handle challenges
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 3
Three-Step ProcessThree-Step Process
• Planning
• Writing
• Completing
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 4
Planning the Planning the PresentationPresentation
• Analyze the situation
• Gather the information
• Select the medium
• Organize the message
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 5
Analyzing the SituationAnalyzing the Situation
• Purpose
– Inform
– Persuade
– Collaborate
• Audience
– Emotional state
– Language issues
– Specific circumstances
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 6
Selecting the Right Selecting the Right MediumMedium
• In-person presentations
• Web-based presentations
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 7
Organizing the Organizing the PresentationPresentation
• Define the main idea– One message
– Specific action
• Limit the scope– Time constraints
– Audience expectations
• Choose the approach– Direct
– Indirect
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 8
Create a Planning Create a Planning OutlineOutline
• State purpose and main idea
• Organize major points and subpoints
• Identify introduction, body, and close
• Show the connections
• Show your sources
• Choose a title
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 9
Create a Speaking Create a Speaking OutlineOutline
• Follow the planning outline
• Choose keywords
• Add delivery cues
• Arrange your notes
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 10
Writing the PresentationWriting the Presentation
• Formality
• Audience
• Subject
• Message
• Conclusion
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 11
Creating the IntroductionCreating the Introduction
• Arouse interest
• Build credibility
• Preview the presentation
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 12
Composing the MessageComposing the Message
• Limit the main points
• Connect the ideas
• Engage the audience
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 13
Writing the ConclusionWriting the Conclusion
• Restate the main points
• Describe the next steps
• End on a strong note
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 14
Advantages of Visual Advantages of Visual AidsAids
• Clarify main points
• Create interest
• Add variety
• Improve learning
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 15
Types of Visual AidsTypes of Visual Aids
• Overhead transparencies
• Electronic presentations
• Chalkboards and whiteboards
• Flip charts
• Other visuals
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 16
Creating Effective SlidesCreating Effective Slides
• Writing content
• Modifying graphics
• Selecting design
• Being consistent
• Adding animation
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 17
Writing Readable Writing Readable ContentContent
• Select a central idea
• Limit the content
• Write short phrases
• Use parallel grammar
• Prefer the active voice
• Use short informative titles
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 18
Modifying Graphics for Modifying Graphics for SlidesSlides
• Reduce details
• Avoid repetition
• Shorten numbers
• Highlight key points
• Use whitespace
• Choose a clear font
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 19
Selecting Design Selecting Design ElementsElements
• Color schemes
• Background designs
• Foreground designs
• Artwork
• Fonts and type styles
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 20
Animation Animation and Special Effectsand Special Effects
• Functional animation
• Decorative animation
• Transitions and builds
• Hyperlinks
• Multimedia elements
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 21
Online PresentationsOnline Presentations
• Advantages– Global reach– Cost savings– Convenience
• Disadvantages– Limited feedback– Technology issues– Training issues
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 22
Online Presentation TipsOnline Presentation Tips
• Send preview materials
• Keep content simple
• Get frequent feedback
• Consider the audience
• Ensure compatibility
• Schedule connectivity
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 23
Completing the Completing the PresentationPresentation
• Revise the message
• Edit the presentation
• Review electronic slides
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 24
Finalizing Slides Finalizing Slides and Support Materialsand Support Materials• Cover slides
• Introduction slides
• Blue-print slides
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 25
Preparing to Speak Preparing to Speak
• Memorizing the material
• Reading the material
• Speaking from notes
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 26
Overcoming AnxietyOvercoming Anxiety
• Prepare extra
material
• practice
• Think positively
• Visualize success
• Take deep breaths
• Be ready
• Get comfortable
• Don’t panic
• Stay focused
• Make eye contact
• Keep going
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 27
Responding to QuestionsResponding to Questions
• Anticipate questions
• Focus on the questioner
• Respond appropriately
• Stay in control
• Survive the hot seat
• Conclude the presentation