© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 1

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

PresentationsPresentations

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 2

Three-Step ProcessThree-Step Process

• Planning

• Writing

• Closing

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 3

Planning the Planning the PresentationPresentation

• Determine the purpose

• Analyze the audience

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 4

Writing Oral Writing Oral PresentationsPresentations

• Organize the message

• Develop the opening

• Compose the body

• Write the conclusion

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 5

Organizing the MessageOrganizing the Message

• Define the main idea

• Limit the scope

• Choose the approach

• Prepare the outline

• Choose the style

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 6

Developing the OpeningDeveloping the Opening

• Arouse interest

• Build credibility

• Preview the presentation

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 7

Composing the BodyComposing the Body

• Limit the main points

• Connect the ideas

• Engage the audience

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 8

Writing the ConclusionWriting the Conclusion

• Restate the main points

• Describe the next steps

• End on a strong note

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 9

Using Visual AidsUsing Visual Aids

• Clarify main points

• Create interest

• Add variety

• Improve learning

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 10

Common Visual AidsCommon Visual Aids

• Overhead transparencies

• Electronic presentations

• Chalkboards and whiteboards

• Flip charts

• 35-millimeter slides

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 11

Other Visual AidsOther Visual Aids

• Product samples

• Scale models

• Audio tapes

• Film strips and movies

• Television and videotapes

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 12

Overhead Overhead TransparenciesTransparencies

• Advantages

– Inexpensive

– Easy to use

– Simple to create

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 13

Overhead Overhead TransparenciesTransparencies

• Disadvantages

– Lack of flexibility

– Fragile format

– Overhead projectors

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 14

Electronic PresentationsElectronic Presentations

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

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

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 15

Six Tips for Success Six Tips for Success

1. Set up early

2. Bring two of everything

3. Back up your programs

4. Secure technical support

5. Avoid real-time Internet use

6. Have a contingency plan

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 16

Creating Effective SlidesCreating Effective Slides

• Content and graphics

• Design elements

• Consistency

• Special effects

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 17

Readable ContentReadable Content

• Select a central idea

• Limit the content

• Write short phrases

• Use parallel grammar

• Prefer the active voice

• Use short informative titles

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 18

Effective GraphicsEffective Graphics

• Reduce details

• Avoid repetition

• Shorten numbers

• Limit data

• Highlight key points

• Adjust size and design

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 19

Design ElementsDesign Elements

• Color schemes

• Background design

• Fonts and type styles

• Consistency

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 20

Animation and Special Animation and Special EffectsEffects

• Transitions

• Builds

• Hyperlinks

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 21

Effective HandoutsEffective Handouts

• Complex charts or diagrams

• Company reports

• Magazine articles

• Case studies

• Lists of Websites

• Copies of slides

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 22

Complete the Complete the

PresentationPresentation• Evaluate the message

• Edit the content

• Develop visual aids

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 23

Practice Your DeliveryPractice Your Delivery

• Memorizing

• Reading

• Impromptu speaking

• Speaking from notes

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 24

Presentation PreparationPresentation Preparation

• Practice your delivery

• Introduce the slides

• Limit the number of slides

• Prepare the location

• Consider cultural diversity

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 25

Build Your ConfidenceBuild Your Confidence

• Prepare extra

material

• Rehearse

• Think positively

• Visualize success

• Take a few deep

breaths

• Be ready

• Get comfortable

• Don’t panic

• Keep going

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 26

Appear More ConfidentAppear More Confident

• Don’t rush

• Maintain eye contact

• Stand tall

• Control gestures

• Use your voice

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 27

Answer QuestionsAnswer Questions

• Focus on the questioner

• Respond appropriately

• Maintain control

• Survive the hot seat

• Motivate questions

© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 28

Conclude the Conclude the

PresentationPresentation• Prepare the audience

• Answer the final question

• Summarize the main idea

• Thank the audience

• Leave with confidence