© 2005 Pearson Education Canada Inc Business Communication EssentialsChapter 12 - 1 Planning,...

© 2005 Pearson Education Canada Inc

Business Communication Essentials Chapter 12 - 1

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

Oral PresentationsOral Presentations



From The Real WorldFrom The Real World

When you speak before an

audience, have some fun with it.

Stop concentrating on “Will they

like me?” and instead focus on

“What will they gain from hearing

me?”Leanne Anderson, Owner

Anderson Business Resources



The Three-Step ProcessThe Three-Step Process

Flow of the Message

Planning

1

Planning

1

Writing

2

Writing

2

Completing

3

Completing

3

Substance of the Message



Planning Speeches Planning Speeches and Presentationsand Presentations

DetermineDeterminethe Purposethe PurposeDetermineDetermine

the Purposethe Purpose

Adapt theAdapt theMessageMessageAdapt theAdapt theMessageMessage

Gather Gather InformationInformation

Gather Gather InformationInformation

AnalyzeAnalyzethe Audiencethe Audience

AnalyzeAnalyzethe Audiencethe Audience



Common PurposesCommon Purposesof Business of Business

PresentationsPresentations

InformInformInformInform

MotivateMotivateMotivateMotivate

PersuadePersuadePersuadePersuade

EntertainEntertainEntertainEntertain

PresentationPresentationContentContent

PresentationPresentationStyleStyle

Audience MembersAudience Members



Writing Oral PresentationsWriting Oral Presentations

Audience

Audience

Pu

rpo

seP

urp

os

e

OrganizingOrganizingthe Messagethe MessageOrganizingOrganizing

the Messagethe Message

Composing Composing the Bodythe Body

Composing Composing the Bodythe Body

Creating theCreating theIntroductionIntroductionCreating theCreating theIntroductionIntroduction

Writing theWriting theConclusionConclusionWriting theWriting theConclusionConclusion



Organizing the MessageOrganizing the Message

Define the Main IdeaDefine the Main IdeaDefine the Main IdeaDefine the Main Idea

Limit the ScopeLimit the ScopeLimit the ScopeLimit the Scope

Prepare the OutlinePrepare the OutlinePrepare the OutlinePrepare the Outline

Choose the StyleChoose the StyleChoose the StyleChoose the Style

Audience Purpose

Purpose Audience

Message MessageChoose the ApproachChoose the ApproachChoose the ApproachChoose the Approach



Oral PresentationsOral Presentations

OpportunitiesOpportunities

On-the-SpotFeedback

On-the-SpotFeedback

ImmediateModificationImmediate

Modification

NonverbalReinforcement

NonverbalReinforcement

ChallengesChallenges

MaintainingControl

MaintainingControl

Guiding theAudience

Guiding theAudience

ShiftingTopics

ShiftingTopics



ArouseArouseInterestInterest

Preview thePreview thePresentationPresentation

BuildBuildCredibilityCredibility

IntroducingIntroducingthe Messagethe Message



Limit theLimit theMain PointsMain Points

EngageEngagethe Audiencethe Audience

Connect theConnect theIdeasIdeas

Composing Composing the Messagethe Message



Restate theRestate theMain PointsMain Points

End on aEnd on aStrong NoteStrong Note

Describe theDescribe theNext StepsNext Steps

ConcludingConcludingthe Messagethe Message



Completing Completing Speeches and Speeches and PresentationsPresentations

Completing Completing Speeches and Speeches and PresentationsPresentations

EvaluateEvaluatethe Messagethe Message

EvaluateEvaluatethe Messagethe Message

DevelopDevelopVisual AidsVisual Aids

DevelopDevelopVisual AidsVisual Aids

Master theMaster theDeliveryDelivery

Master theMaster theDeliveryDelivery



Using Visual AidsUsing Visual Aids

ContentContentSettingSetting

AudienceAudience

PurposePurpose

ClarifyClarifyMain PointsMain Points

ClarifyClarifyMain PointsMain Points

ImproveImproveLearningLearningImproveImproveLearningLearning

AddAddVarietyVariety

AddAddVarietyVariety

CreateCreateInterestInterestCreateCreateInterestInterest



Types of Visual AidsTypes of Visual Aids

• Overhead Transparencies

• Electronic Presentations

• Chalkboards/Whiteboards

• Flip Charts

• 35-Millimeter Slides



Types of Visual AidsTypes of Visual Aids

• Product Samples

• Scale Models

• Audiotapes

• Film Strips and Movies

• Television and Videotapes



Advantages Advantages of Transparenciesof Transparencies

InexpensiveInexpensive

Easy to UseEasy to Use

Simple to CreateSimple to Create



Disadvantages Disadvantages of Transparenciesof Transparencies

Lack of FlexibilityLack of Flexibility

Fragile FormatFragile Format

Overhead ProjectorsOverhead Projectors



DisadvantagesDisadvantagesDisadvantagesDisadvantagesAdvantagesAdvantagesAdvantagesAdvantages

Electronic Electronic

PresentationsPresentations

MultimediaMultimediaMultimediaMultimedia

FlexibilityFlexibilityand Portabilityand Portability

FlexibilityFlexibilityand Portabilityand Portability

TechniqueTechniqueOver ContentOver Content

TechniqueTechniqueOver ContentOver Content

Overuse ofOveruse ofSpecial EffectsSpecial Effects

Overuse ofOveruse ofSpecial EffectsSpecial Effects

Real-Time DataReal-Time DataReal-Time DataReal-Time Data Specialized Specialized EquipmentEquipment

Specialized Specialized EquipmentEquipment



Creating Effective SlidesCreating Effective SlidesCreating Effective SlidesCreating Effective Slides

Contentand Graphics

Contentand Graphics

ConsistencyConsistency

DesignElementsDesign

Elements

SpecialEffectsSpecialEffects

Simplicity

Simplicity

Re

ad

ab

ilityR

ea

da

bili

ty



Choosing a Color SchemeChoosing a Color Scheme

• Stimulate emotions

• Recognize cultural differences

• Limit color selections

• Use contrasting colors

• Adjust to room light

• Order colors from dark to light



Additional DesignAdditional DesignConsiderationsConsiderations

BackgroundBackground

DesignsDesignsFonts andFonts and

Type StylesType Styles



Animation and Special Animation and Special EffectsEffects

HyperlinksHyperlinksHyperlinksHyperlinksTransitionsTransitionsTransitionsTransitions

BuildsBuildsBuildsBuilds



ChartsChartsor Diagramsor Diagrams

ChartsChartsor Diagramsor Diagrams

Copies Copies of Slidesof SlidesCopies Copies

of Slidesof Slides

MagazineMagazineArticlesArticles

MagazineMagazineArticlesArticles

BrochuresBrochuresand Picturesand PicturesBrochuresBrochures

and Picturesand Pictures

CompanyCompanyReportsReports

CompanyCompanyReportsReports

ListsListsof Websitesof Websites

ListsListsof Websitesof Websites

Creating Effective Creating Effective HandoutsHandouts



Mastering Your DeliveryMastering Your DeliveryMastering Your DeliveryMastering Your Delivery

MemorizingMemorizingMemorizingMemorizing

ImpromptuImpromptuSpeakingSpeaking

ImpromptuImpromptuSpeakingSpeaking

ReadingReadingReadingReading

SpeakingSpeakingFrom NotesFrom NotesSpeakingSpeaking

From NotesFrom Notes

Audience

Audience

Su

bje

ct M

atter

Su

bje

ct

Ma

tter



Preparing to SpeakPreparing to Speak

Practice Your Delivery

Know the Location

Adapt the Content

Know the Material



Building Your ConfidenceBuilding Your Confidence

•Think PositivelyThink Positively•Think PositivelyThink Positively

•Visualize SuccessVisualize Success•Visualize SuccessVisualize Success

•Take a few deep breathsTake a few deep breaths•Take a few deep breathsTake a few deep breaths

•RehearseRehearse•RehearseRehearse

•Prepare Extra MaterialPrepare Extra Material•Prepare Extra MaterialPrepare Extra Material

•Don’t PanicDon’t Panic•Don’t PanicDon’t Panic

•Keep GoingKeep Going•Keep GoingKeep Going

•Focus Outside YourselfFocus Outside Yourself•Focus Outside YourselfFocus Outside Yourself

•Get ComfortableGet Comfortable•Get ComfortableGet Comfortable

•Be PreparedBe Prepared•Be PreparedBe Prepared



Appearing More Appearing More ConfidentConfident

Appearing More Appearing More ConfidentConfident

Get ControlGet ControlAt the StartAt the StartGet ControlGet ControlAt the StartAt the Start

Watch YourWatch YourPosturePosture

Watch YourWatch YourPosturePosture

Vary FacialVary FacialExpressionsExpressionsVary FacialVary FacialExpressionsExpressions

MaintainMaintainEye ContactEye Contact

MaintainMaintainEye ContactEye Contact

Use AppropriateUse AppropriateGesturesGestures

Use AppropriateUse AppropriateGesturesGestures

Control Your Control Your Tone of VoiceTone of VoiceControl Your Control Your Tone of VoiceTone of Voice



Presenting the VisualsPresenting the Visuals

HighlightingHighlighting

Cha

ngin

gC

hang

ing Pointing

Pointing

OverheadOverheadTransparenciesTransparencies

OverheadOverheadTransparenciesTransparencies

Electronic Electronic SlidesSlides

Electronic Electronic SlidesSlides

DiscussingDiscussing



Answering QuestionsAnswering QuestionsAnswering QuestionsAnswering Questions

Focus on theFocus on theQuestionerQuestioner

Focus on theFocus on theQuestionerQuestioner

ControlControlthe Situationthe Situation

ControlControlthe Situationthe Situation

MotivateMotivateQuestionsQuestionsMotivateMotivateQuestionsQuestions

RespondRespondAppropriatelyAppropriately

RespondRespondAppropriatelyAppropriately

MaintainMaintainSelf-ControlSelf-Control

MaintainMaintainSelf-ControlSelf-Control

ConcludeConcludethe Speechthe SpeechConcludeConclude

the Speechthe Speech



Real World Real World ApplicationsApplicationsReal World Real World

ApplicationsApplications

If you are giving an oral presentation of a company product, what three attention- getters might you use to enliven your talk?

Let’s discuss!



Real World Real World ApplicationsApplicationsReal World Real World

ApplicationsApplications

How do you use design elements and special effects to persuade an audience? Is it ethical to do so?

Let’s discuss!

Date post:	17-Dec-2015
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