© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 1
Designing and Delivering Designing and Delivering Oral and Online Oral and Online PresentationsPresentations
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 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, 2008 Excellence in Business Communication, 8e Chapter 14 - 3
The Three-Step ProcessThe Three-Step Process
• Planning
• Writing
• Closing
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 4
Planning PresentationsPlanning Presentations
• Analyze the situation
• Gather the information
• Select the medium
• Organize the message
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 5
Analyzing the SituationAnalyzing the Situation
• Purpose
– Inform
– Persuade
– Collaborate
• Audience
– Emotional state
– Language issues
– Specific circumstances
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 6
Selecting the MediumSelecting the Medium
• In-person presentations
• Web-based presentations
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 7
Organizing PresentationsOrganizing Presentations
• Define the main idea
• Limit the scope
• Choose the approach
• Prepare the outline
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 8
Planning OutlinePlanning Outline
• State purpose and main idea
• Organize major points and subpoints
• Identify introduction, body, and close
• Show your connections
• Show your sources
• Choose a title
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 9
Speaking OutlineSpeaking Outline
• Follow the planning outline
• Condense points and transitions to keywords
• Add delivery cues
• Arrange your notes
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 10
Writing PresentationsWriting Presentations
• Introduction
• Message
• Conclusion
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 11
Creating the IntroductionCreating the Introduction
• Arouse interest
• Build credibility
• Preview the presentation
• Limit main points
• Stress connections
• Engage audience
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 12
Composing the MessageComposing the Message
• Limit the main points
• Connect the ideas
• Engage the audience
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 13
Writing the ConclusionWriting the Conclusion
• Restate the main points
• Describe the next steps
• End on a strong note
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 14
Planning Visual AidsPlanning Visual Aids
• Improve quality and impact
• Improve audience learning
• Improve your professional image
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 15
Selecting Visual AidsSelecting Visual Aids
• Overhead transparencies
• Electronic presentations
• Chalkboards and whiteboards
• Flip charts
• Other visual combinations
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 16
Creating Effective SlidesCreating Effective Slides
• Writing content
• Modifying graphics
• Selecting design
• Being consistent
• Adding animation
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 17
Writing Readable Writing Readable ContentContent
• Select a central idea
• Limit the content
• Use short phrases
• Use parallel grammar
• Prefer the active voice
• Use short titles
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 18
Modifying Modifying Graphics for SlidesGraphics for Slides
• Reduce details
• Avoid repetition
• Shorten numbers
• Limit data sets
• Highlight key points
• Adjust size and design
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 19
Selecting Design Selecting Design ElementsElements
• Color schemes
• Background elements
• Foreground and artwork
• Fonts and typestyles
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 20
Achieving ConsistencyAchieving Consistency
• Slide master feature– Color choices– Font styles– Design elements
• Layout templates– Bulleted lists– Charts– Graphics
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 21
Adding Animation and Adding Animation and Special EffectsSpecial Effects
• Functional animation
• Transitions and builds
• Hypertext and links
• Multimedia elements
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 22
Presenting OnlinePresenting Online
• Advantages– Global reach– Cost savings– Convenience
• Disadvantages– Limited feedback– Technology issues– Training issues
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 23
Online PresentationsOnline Presentations
• Send preview materials
• Keep content simple
• Get feedback often
• Consider the audience
• Ensure compatibility
• Allow plenty of time
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 24
Completing Completing PresentationsPresentations
• Finalizing slides and support
• Preparing to speak
• Practicing your delivery
• Overcoming anxiety
• Handling questions
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 25
Finalize Slides and Finalize Slides and SupportSupport
• Title slides
• Agenda slides
• Navigation slides
• Handouts
• Backup equipment
• Backup presentation
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 26
Preparing to Speak Preparing to Speak
• Memorizing
• Reading
• Impromptu speaking
• Speaking from notes
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 27
Practicing Your DeliveryPracticing Your Delivery
• Present naturally
• Rehearse the speech
• Check equipment
• Track your time
• Introduce the slides
• Anticipate questions
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 28
Overcoming AnxietyOvercoming Anxiety
• Extra material
• Practice
• Think positively
• Visualize success
• Take deep breaths
• Be ready
• Get comfortable
• Don’t panic
• Focus on message
• Engage audience
• Seek friendly faces
• Keep going