© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 1

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

PresentationsPresentations

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 2

Three-Step ProcessThree-Step Process

• Planning

• Writing

• Closing

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 3

Planning Speeches Planning Speeches and Presentationsand Presentations

• Clarify the purpose

• Analyze the audience

• Gather the information

• Adapt the message

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 4

Common PurposesCommon Purposesof Business of Business

PresentationsPresentations• Inform

• Motivate

• Persuade

• Entertain

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 5

Writing PresentationsWriting Presentations

• Organizing the message

• Creating the introduction

• Composing the body

• Writing the conclusion

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 6

Organizing the MessageOrganizing the Message

• Define the main idea

• Limit the scope

• Choose the approach

• Prepare the outline

• Choose the style

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 7

Oral PresentationsOral Presentations

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

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

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 8

Introducing the MessageIntroducing the Message

• Arouse interest

• Build credibility

• Preview the presentation

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 9

Composing the MessageComposing the Message

• Limit the main points

• Connect the ideas

• Engage the audience

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 10

Writing the ConclusionWriting the Conclusion

• Restate the main points

• Describe the next steps

• Close the presentation

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 11

Completing SpeechesCompleting Speechesand Presentationsand Presentations

• Evaluate the message

• Develop visual aids

• Master the delivery

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 12

Using Visual AidsUsing Visual Aids

• Clarify main points

• Create interest

• Add variety

• Improve learning

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 13

Selecting Visual AidsSelecting Visual Aids

• Overhead transparencies

• Electronic presentations

• Chalkboards and whiteboards

• Flip charts

• 35-millimeter slides

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 14

Selecting Visual AidsSelecting Visual Aids

• Product samples

• Scale models

• Audiotapes

• Film strips and movies

• Television and videotapes

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 15

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

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 16

Electronic PresentationsElectronic Presentations

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

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

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 17

The Number of VisualsThe Number of Visuals

• Presentation style

• Presentation length

• Subject complexity

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 18

Creating Effective SlidesCreating Effective Slides

• Content and graphics

• Design elements

• Consistency

• Special effects

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 19

Color CombinationsColor Combinations

• Get attention

• Emphasize ideas

• Create contrast

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 20

Background DesignsBackground Designs

• Simplicity

• Appropriateness

• Audience appeal

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 21

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

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 22

Animation and Special Animation and Special EffectsEffects

• Transitions

• Builds

• Hyperlinks

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 23

Creating Effective Creating Effective HandoutsHandouts

• Charts or diagrams

• Company reports

• Magazine articles

• Presentation slides

• Lists of websites

• Brochures and pictures

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 24

Practicing Your DeliveryPracticing Your Delivery

• Memorizing

• Reading

• Impromptu speaking

• Speaking from notes

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 25

Preparing to SpeakPreparing to Speak

• Know the material

• Practice your delivery

• Know the location

• Adapt the content

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 26

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

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 27

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

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 28

Present Visuals Present Visuals EffectivelyEffectively

• Speaking without reading

• Introducing the visuals

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 29

Speaking Without Speaking Without ReadingReading

• Know the material

• Practice the presentation

• Use speaker’s notes

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 30

Introducing the VisualsIntroducing the Visuals

• Overhead transparencies

• Electronic slides

• Laser pointers

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 31

Answering QuestionsAnswering Questions

• Focus on the questioner

• Respond appropriately

• Control the situation

• Maintain self-control

• Motivate questions

• Conclude the speech

© Prentice Hall, 2005 Business Communication Essentials Chapter 12 - 32

Reviewing Key PointsReviewing Key Points

• Giving business presentations

• Using the three-step process

• Creating effective visual aids

• Mastering the delivery