Week 7 Assignment:
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Week2BUS201PresentationsChapters16-17-1.pptxCHAPTERS 16-17: BUSINESS PRESENTATIONS
BUSINESS PRESENTATIONS Lesson Outline
Planning Business Presentations
Presentations: Seven Steps
Knowing When to Deliver
Knowing Audience/Consider Context
Audience Preparation Questions
Organizing the Content
Introduction
Body: Content/Support
Conclusion
Designing Compelling Presentation Visuals
BUSINESS PRESENTATIONS Lesson Outline
Advantages of Using Visuals
Design of Presentation Visuals
Presenting Slides: Guidelines
Refining Your Delivery
Vocal Qualities
Activities for Good Vocal Qualities
Articulation Guidelines
Delivery Style
Adapting to Alternate Situations
BUSINESS PRESENTATIONS Lesson Outline
Team Presentations
Distance Presentations
Crisis Communication
Delivering a Crisis Briefing
Planning Effective Business Presentations
Presentations—Exchange Business Information for Decision-Making and Policy Development
Oral Briefings—Less Formal Presentations
Think on Your Feet and Speak Confidently As You Address Audience Needs
Presentations Need to Be Well-Planned
Presentations: 7 Steps
(1) Consider Contextual Forces
(2) Determine Purpose/Consider Delivery Channel
(3) Envision Audience
(4) Adapt Message to Meet Audience Needs
(5) Organize Message
(6) Prepare Visual Aids
(7) Rehearse Delivery
When to Deliver a Presentation
SITUATIONS
To Inspire and Motivate Others
To Demonstrate Products or for Training
To Introduce a Complex Persuasive Written Message
To Follow-Up on a Complex Persuasive Written Message
To Deliver Bad News to a Large Audience
Know Audience/Consider Context
Know Audience and Focus Presentation on Them
“What’s in It for Me?”—the Audience Asks (Address the Effects on Them and Not Just the Company)
Use Different Strategies for Different Audiences
(1) Who They Are
(2) What Motivates Them
(3) How Members Think
(4) How Members Make Decisions
Audience Preparation Questions
Who Is the Audience?
Who Requested the Presentation?
Why Is the Topic Important to the Audience?
What Environmental Factors Affect the Presentation?
Organizing the Content
Outline Your Presentation and Identify Content
Three Main Parts:
(1) Introduction
(2) Body
(3) Closing
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Part One: Introduction
Captures Audience’s Attention
Involves the Audience
Establishes Rapport with the Audience
Presents the Purpose Statement
Previews the Major Points (Outline)
Uses Section Partition Slides
Part One: Introduction
Selects the Major Sub-Points (3-5)
Locates Supporting Material
Provides Support in an Easy-to-Understand Format
Uses Simple Vocabulary
Uses Short Sentences
Avoids Jargon/Technical Terms
Uses a Familiar Frame of Reference
Part One: Introduction
Provides Relevant Introductory Statistics
Uses Quotes from Prominent People
Uses Interesting Anecdotes
Uses Jokes and Humor Appropriately
Uses Presentation Visuals
Part Three: Conclusion
Develops a Closing that Supports and Refocuses the Audience’s Attention on Your Purpose Statement
Develops a Creative, Memorable Conclusion
Ties the Closing into the Introduction
Uses Transition Words from the Body
Smile/Stand Back/Accept Audience’s Applause
Designing Compelling Presentation Visuals
“Tell me. I’ll forget!”
“Show me. I’ll remember!”
“But Involve Me and
I’ll Understand!”
Advantages of Using Visuals
Clarifies and Emphasizes Important Points
Increases Retention from 14% to 38%
Reduces Time Required to Present a Concept
Results in a Speaker Achieving Goals 34% More Often
Increases Occurrence of Group Consensus by 21%
Design of Presentation Visuals
PowerPoint Still Used in Professional Environments
“PowerPoint Poisoning”—producing slides that are overly complex, hard to understand, and boring
Other Software:
Flash
Prezi
Apple Keynote
Google Docs
Slide Rocket
Presenting Slides: Guidelines
Limit the Number of Visual Aids
Limit Content to Key Ideas or Visual Representations
Develop Only One Major Idea Using Targeted Keywords
Choose an Effective Template and Powerful Images
Choose an Effective Color Scheme
Presenting Slides: Guidelines
Limit Colors to No More Than 3 Per slide
Begin by Selecting a Background Color that Sets the Tone and Appropriate Formality
Choose the Accent Colors that Complement the Color Scheme
Choose an Appealing Font that Can be Read
Follow Proper Keyboarding Rules
Reflect Legal and Ethical Responsibility
Proofread Visuals Carefully
Refining Your Delivery
Delivery Methods
Memorized Presentations—have the greatest limitations
Manuscript (Scripted) Presentations—involve writing it and reading it word-for-word
Impromptu Presentations—delivered spontaneously
Extemporaneous Presentations—are planned, prepared, and rehearsed, but not written in detail
Vocal Qualities
Focus on Three Important Qualities of Speech:
(1) Phonation—the production and variation of vocal tone (i.e., pitch, volume, and rate)
(2) Articulation—smooth, fluent, and pleasant speech (Expressiveness)
(3) Pronunciation—uses principles of phonetics to create accurate sounds, rhythms, stress, and intonation
Activities for Good Vocal Qualities
Breath Properly and Relax
Listen to Yourself
Develop Flexibility
Articulation Guidelines
Stand Up Straight with Shoulders Back
Breathe from the Diaphragm, Not the Chest
Focus on Completing the Endings of All Words
Enunciate Words Correctly
Obtain Formal Training to Improve Speech
Delivery Style
Before the Presentation
Prepare Thoroughly
Prepare Effective Presentation Support Tools
Practice, But Do Not Rehearse
Practice Entire Presentation
Spend Additional Time Practicing the Introduction and the Conclusion
Practice Displaying Presentation Visuals
Delivery Style
Before the Presentation
Seek Feedback on Your Practice Performance
Request a Lectern with Lighting to Hold Your Notes
Request a Proper Introduction
Dress Appropriately to Project a Strong, Professional Appearance
Arrive Early to Become Familiar with the Room Setup and the Equipment
Delivery Style
During the Presentation
Communicate Confidence, Warmth, and Enthusiasm
Exhibit Confident Appearance with Alert Posture
Smile Genuinely
Maintain Steady Eye Contact
Refine Gestures to Present a Relaxed, Approachable Appearance
Delivery Style
During the Presentation
Move from behind the Lectern and toward the Audience
Exercise Strong Vocal Qualities
Watch Your Audience
Use Visuals Effectively
Step to One Side of the Visual so the Audience Can See It
Paraphrase Visual/Don’t Read It
Delivery Style
During the Presentation
Handle Questions from the Audience
Keep within the Time Limit
After the Presentation
Be Prepared for a Question and Answer Period
Distribute Handouts
Adapting to Alternate Delivery Situations
Culturally Diverse Audiences
Empathize with Audience
Speak Simply
Avoid Words that Trigger Negative Emotional Responses
Enunciate Each Word and Speak Slowly
Be Cautious When Using Humor and Jokes
Learn Cultures’ Preferences for Direct or Indirect Presentations
Adapting to Alternate Delivery Situations
Adapt to Subtle Differences in Non-Verbal Communication
Adapt Your Dress and Presentation Style to Fit Formality of the Culture
Seek Feedback to Determine Understanding of Message
Team Presentations
Select a Winning Team
Agree on the Purpose and Schedule
Practice Ahead of Time
Suggestions
Decide Who Will Open and Conclude Presentation
Build Natural Bridges between Segments and Presenters
Deliver as a Team
Field Questions as a Team
Distance Presentations
Videoconferencing
Advantages:
Improve Employee Productivity
Involve More People in Key Decisions
Involve Expertise Critical to the Mission
Create a Consistent Corporate Culture
Improve Employees’ Quality of Life (Less Travel)
Distance Presentations
Internet Conferencing (webcasting)
Guidelines for Video and Internet Conferencing
Determine if Distance Delivery Method is Appropriate
Establish Rapport with Participants before the Presentation
Become Proficient in Delivering Distance Presentations
Concentrate on Projecting Positive Nonverbal Messages
Distance Presentations
Guidelines for Video and Internet Conferencing
Develop High Quality Graphics
Videoconferences—ensure readability of texts
Internet Conferences—ensure compatibility with various computers and load time
Crisis Communication
Steps to Handle a Crisis:
Get Control of the Situation
Gather Information about the Situation
Communicate Early and Often
Communicate Directly with Affected Parties
Delivering a Crisis Briefing
Anticipate Questions and Determine Who Will Answer Them
Prepare and Deliver a Brief Statement
Outline Your Current Response Effort and Action Plan
Express Key Points from the Public’s Point of View
Use Plain Language
Maintain Control
Delivering a Crisis Briefing
Be Honest
Take Responsibility
Remain Calm and Avoid Arguments
Rephrase the Question
Try to Be Friendly, Helpful, and Patient
Limit Question and Answer Session to No More Than 10 Minutes
Don’t Speculate or Make Predictions
Don’t Make Any Remarks “Off the Record”
