Lecture notes-Business Presentations 2013.pdf

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, EBC 8e Business Business

Oral Oral PresentationsPresentations

Preparing by Lan Anh Tran, MBA

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, EBC 8e

One does not speak unless he

can improve upon the silence.

Chinese proverb

Every day, oral communication is used more often than written communication and it is used by more people.

Importance of Oral Importance of Oral Communication in BusinessCommunication in Business

Explain or report to supervisors, subordinates, and associates.

Give information to customers and potential customers.

Participate in social-business conversations.

Give formal speeches.

Role of Oral Communication in BusinessRole of Oral Communication in Business

Acquire necessary information.

Participate in meetings. Engage in informal discussions.

Give instructions.

Conduct interviews.

Role of Oral CommunicationRole of Oral Communicationin Business in Business

Purposes in Oral Presentation

Guides choice of strategy and content Informativeinform or teach audience Persuasivemotivate audience to act or

believe Goodwillentertain and validate

audience

Make purpose as specific as possible

Choosing the Kind of Presentation

Monologuepresenter speaks without interruption

Guided discussion Speaker presents issues audience

agreed to earlier Presenter serves as facilitator, tapping

audience knowledge Interactivea conversation, like sales

presentations

Planning Presentation Strategy

Strategyplan for reaching specific goals and audience

Simplify details, visuals, words, and sentences

Make it simpler than written message to same audience

Planning Presentation Strategy,continued

Analyze audience as you do for written message

Think about physical conditions in which youll speak

Adapt message to audience and situation

Planning Strong Opening and Closing

Positions of emphasis Interest audience and emphasize

key point Memorize opener and closer

10-10

Important!

Do NOT memorize the entire script of your talk. If you do so:

Your eye contact will suffer. Your engagement with the audience will be

affected. You will lose spontaneity.

To keep an audiences attention, make sure your speech is full of visual

images. Examples are an excellent means of creating pictures.

Phyllis Martin, in A Word Watchers Handbook

Formal and Informal Formal and Informal PresentationsPresentations

Getting Ready for an Oral Presentation

Identifyyour

purpose

Understandyour

audience

Organizethe

conclusion

Organizethe

body

Organizethe

introduction

Getting Ready for an

Oral Presentation

Getting Ready for an Getting Ready for an Oral PresentationOral Presentation

Know your purpose.

What do you want your audience to believe, remember, or do when you finish?

Aim all parts of your talk toward your purpose.

STOCKBYTE / GETTY IMAGES

Succeeding With Succeeding With Four Audience TypesFour Audience Types

Friendly Neutral Uninterested Hostile

"The wise man, before he speaks, will consider well what he speaks, to whom he speaks and where and when."

- St. Ambrose

Oral Presentation - Slide 16Business Communication, Lecture Notes

Understand Your AudienceUnderstand Your Audience

Friendly, neutral, uninterested, hostile (unfriendly)?

How to gain credibility? How to relate this information to

their needs? How to make them remember

your main points?


Adapting to Your Audience

Dont seek major opinion change in one presentation

Make ideas relevant to audience by linking what you say to their interests

Show audience that topic affects them directly


Organize the IntroductionOrganize the Introduction

Capture listeners attention and get them involved.

A PromiseBy the end of my talk, you will . . . .

Dramatell a moving story; describe a problem.

Eye contactcommand attention by making eye contact with as many people as possible.

Ten Techniques for Getting Ten Techniques for Getting Your AudienceYour Audiences Attentions Attention

Movementleave the lectern area. Move toward the audience.

Questionsask for a show of hands. Use a rhetorical question.

Demonstrationsinclude a member of the audience.

Samples, gimmicksaward prizes to volunteer participants; pass out samples.


Visualsuse graphics and other visual aids.

Dressprofessional dress helps you look more competent and qualified

Appeal to the audiences self-interestaudience members want to know, What's in it for me?


Organize the IntroductionOrganize the Introduction

Capture listeners attention and get them involved.

Identify yourself and establish your credibility.

Preview your main points.

Organizing ContentOrganizing ContentOrganize the body logically. Develop two to four main points. Streamline your topic and summarize its

principal parts. Arrange the points logically by a pattern. Prepare transitions to guide the audience. Have extra material ready. Be prepared with more information and

visuals if needed.

Five Organization Patterns

1. Chronologicalpast, present, and future

2. Problem-causes-solutionsymptoms, causes, suggestions

3. Pro-congive all reasons in favor; then, those against it

4. 1-2-3discuss three aspects of topic

10-24

Five Organization Patterns, continued...

5. Excluding alternatives Explain symptoms Explain obvious solutions Show why they wont work Discuss workable solution

10-25

Creating an Overview

Tell what youll cover first, second, and third Helps audience know what to

expect Prepares audience for tracking and

remembering your points Offers clear signpost as you end

each point

Using Verbal Signposts to Transition

There are three things to consider. First,. ..Listing

Beginning the main body

Now let's move to the first part of my talk,which is about

So, to begin with. . .

Let me review the two major factors I've just covered. . .

Sequencing Ill describe the development of the idea,First the background, then the present situation, and then the prospects for the future

There are four stages to project. At the beginning, later, then, finally . .

Using Verbal Signposts to Transition

As you can see, we have twoprimary reasons explaining . . .

Summarizing

PreviewingNow let's look at three reasonsfor . . . My next major point focuses on . . .

Let me review the two major factors I've just covered. . .

SwitchingDirections

I've just discussed three reasons for X. Now I want to move on to Y.

Up to this point, I've concentratedon . . .; now let's look at another significant factor . . .

Summarize in the conclusion. Summarize or review the main points

you have presented Remind listeners of the importance of

what you have said. Provide a final action-oriented focus Tells listeners how they can use this

information or what you want them to do.

Organizing Organizing The ConclusionThe Conclusion

Summarize in the conclusion. Predict future consequences of what you

have described. Ask your listeners to take appropriate

action. Include a statement that allows you to

depart the podium gracefully and leaves a lasting impression.

Organizing Organizing The ConclusionThe Conclusion

Practice

14___ Secondly, we looked at the roles of the team leader._1__ To finish lets look at the most important points again.___ Firstly we saw how important it is to have a united team.___ In order to achieve this you need a good team leader which

requires training.58___ Thank you for your attention.___ Would anyone like to ask any questions?___ Thats everything I wanted to say.___ Finally we looked at how to avoid conflict within the team.

10-31

This is the last part of a presentation. Put the sentences in the correct order. Number them from 1 to 8

Sending Positive Sending Positive Nonverbal MessagesNonverbal Messages

Look professional. Animate your body. Punctuate your words. Use appropriate eye contact. Get out from behind the podium. Vary your facial expressions.

Nonverbal Communication and Nonverbal Communication and Speech QualitiesSpeech Qualities

Its a luxury to be understood.Ralph Waldo Emerson

To create a positive impression:

Appearance of the Speaker Appearance of the Speaker

Display good posture. Use natural gestures that

dont distract from your message.

Use relaxed, pleasant facial expressions.

To create a positive impression:

Appearance of the SpeakerAppearance of the Speaker

Realize that being a little nervous provides the needed tension to do a good job.

Dress appropriately. Be well-groomed.(Groom: to get intoreadiness for aspecific objective)

Force (Volume) Pitch (Voice Level) Tone Rate Enunciation

(announcing) Pronunciation

Speech Qualities Speech Qualities

Determines if your voice is clearly heard

Achieved through good breath control

Depends on acoustics of the room, size of audience, and availability of a microphone

Force (Volume) Force (Volume)

Refers to level of a sound on the musical scale

Make voice easy to listen to Vary pitch (high, low) to hold listeners

attention and to convey meaning

Pitch (Voice Level) Pitch (Voice Level)

Rise in pitch signals a question, suspense, doubt, or hesitation.

Drop in pitch signals finality or determination

Pitch (Voice Level) Pitch (Voice Level)

Reveals attitudes and feelings

Should be appropriate for the words and ideas expressed

Can be varied to add interest to your speaking voice

Tone Tone

Effective Delivery: Voice

Make voice easy to listen to Find and use your optimum pitch Talk loudly enough so entire audience

can hear Vary volume, pitch, and speed Sound energetic and enthusiastic

10-41

Changing rate adds variety and clarity

Slower rate for important words and ideas; faster rate for less important items

Avoid speaking too fast or too slow

Speaking Rate (Tempo) Speaking Rate (Tempo)

Refers to distinctness or clarity with which speaker sounds the parts of a word

Careful enunciation avoids dropping word endings (willing not willin) and running wordstogether (did you go not didyago)

Enunciation Enunciation

Enunciation Enunciation , continued

EnunciateSay all sounds in each word Hardest to hear: words

starting / ending with f, t, k, v, d

Reduce uhs/ahs/ummsby rehearsing talk several times

10-44

The sound a speaker gives to letters or letter combinations or the way in which a speaker accents words

May be regional differences

More than one acceptable pronunciation for some words

Pronunciation Pronunciation

Effective Delivery: Standing and Gesturing

Place feet apart for good balance; flex knees

Walk if you want to Move purposefully; dont pace Stand still for formal talk or if on camera Dont block screen showing your

visuals Use natural gestures for emphasis

Big, confident ones work best10-46

Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation

Analyze the situation and purpose. Live presentation? Self-running presentation? Saved on server for anytime viewing?

Analyze the situation and purpose. Bold colors? Animation? Sound effects? Bells and whistles?


Adapt your text and color selections. 6-x-7 rule: Maximum of six bullets

per screen, seven words per bullet Combine harmonious colors,

borders, bullet styles, and fonts. Use light text on dark background

for darkened rooms. Use dark text on light background

for lighted rooms.

Translate major headings into slide titles.

Use blueprint slides strategically.

Build bullet points with short phrases.


Organize your slides.

Create a template to serve as background.

Avoid visual clichs; Find a fresh template that complements

your purpose. Choose layout and design options.

Compose your slideshow.


Alter layouts by repositioning, resizing, or changing fonts.

Consider adding variety and pizzazz but dont overdo it.

Numeric information is easier to understand when shown in graphs and charts.



Create a slide only if it helps audience follow your ideas highlights points you want audience to

remember introduces or reviews key points provides a transition between points illustrates and simplifies complex ideas.



Use PowerPoints Slide Sorter View to rearrange, insert, and delete slides.

Edit wording to achieve parallel form. Strive for conciseness and precision. Check for spelling, grammar, and

punctuation. Are color choices visually appealing?


Revise, proofread, and evaluate your slideshow.

Allow plenty of time to set up and test equipment.

Always bring backups. Consider transferring your presentation to

a CD or a USB flash drive. Look at the audience, not the screen. Do not read from a slide. Paraphrase.


Use PowerPoint effectively.

Leave the lights as bright as possible. Use a radio remote control to advance

slides. Use a laser pointer to highlight slide

items. Dont rely totally on your slides. Remember that the audience came to

see and hear you.


Use PowerPoint effectively.

If you are using a slideshow, practice thoroughly so that you can speak extemporaneously without notes.

If you are speaking without a slideshow, use notes but try to talk to the audience conversationally.

Beware of reading from a script: BORING!

Polishing Your Delivery Polishing Your Delivery and Following Upand Following Up

Delivery Method

Stage Fright SymptomsStage Fright Symptoms

Dry throat Unsteady voice Trembling hands Tied tongue Wobbly knees

Stomach butterflies Pounding heart Shortage of breath Sweaty palms

Combating Stage FrightCombating Stage Fright

Just before you begin to talk, take some deep breaths.

Convert your fear into anticipation and enthusiasm.

Select a familiar, relevant topic.

Prepare 150 percent. Use positive self-talk.

Shift the focus from yourself to your visual aids.

Ignore stumbles; keep going. Don't admit you're nervous. Feel proud when you finish. Reward yourself.

Combating Stage FrightCombating Stage Fright

Putting It All TogetherPutting It All Together

Duringyour

presentation

Beforeyour

presentation

Afteryour

presentation

(1)Tell them what you're going to tell them;(2) (2) Tell them ; and (3)(3) Tell them what you told them !

3 Ts

Prepare thoroughly. Rehearse repeatedly. Time yourself. Dress professionally. Check the room. Greet members of the audience. Practice stress reduction.


AfterDuringBefore

AfterBefore

Begin with a pause. Present your first sentence from

memory. Maintain eye contact. Control your voice and vocabulary. Skip the apologies. Incorporate pauses when appropriate

During


Show enthusiasm. Put the brakes on. Move naturally. Use visual aids effectively. Avoid digression. Summarize your main points.

AfterBefore During


DuringBefore

Distribute handouts. Encourage questions. Repeat questions. Reinforce your main points. Keep control. Avoid Yes, but answers. End with a summary and appreciation.

After


Work Teams and Groups

Group Presentations

What is a teamTogether Everyone Achieves More

A group of people working together to achieve a common goal.

Working in Teams

Two or MoreTwo or MorePeoplePeople

SharedSharedResponsibilityResponsibility

Common Common GoalGoal

SharedSharedMission Mission

Group Presentations Outline the presentation,

Divide the topics among members

Plan transitions

Enforce time limits

Group Presentations Coordinate your visuals Introduce each group member Pay close attention to other members

when they present

Practice the presentation as a group

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