Transcript Planning, Writing, and Completing Oral Presentations

Planning, Writing,
and Completing Oral
Presentations
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 1
From The Real World
When you speak before an
audience, have some fun with it.
Stop concentrating on “Will they
like me?” and instead focus on
“What will they gain from hearing
me?”
Leanne Anderson, Owner
Anderson Business Resources
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 2
The Three-Step Process
Flow of the Message
Planning
Writing
Completing
1
2
3
Substance of the Message
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 3
Planning Speeches
and Presentations
Determine
the Purpose
Analyze
the Audience
Gather
Information
Adapt the
Message
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 4
Common Purposes
of Business Presentations
Audience Members
Inform
Persuade
Presentation
Content
Presentation
Style
Motivate
© 2005 Pearson
Education Canada Inc
Entertain
Business Communication Essentials
Chapter 12 - 5
Writing Oral Presentations
Organizing
the Message
Creating the
Introduction
Composing
the Body
Writing the
Conclusion
Purpose
Purpose
Audience
Audience
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 6
Organizing the Message
Audience
Define the Main Idea
Purpose
Limit the Scope
Message
Choose the Approach
Message
Prepare the Outline
Purpose
© 2005 Pearson
Education Canada Inc
Choose the Style
Business Communication Essentials
Audience
Chapter 12 - 7
Oral Presentations
Opportunities
Challenges
On-the-Spot
Feedback
Maintaining
Control
Immediate
Modification
Guiding the
Audience
Nonverbal
Reinforcement
Shifting
Topics
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 8
Introducing
the Message
Arouse
Interest
Build
Credibility
Preview the
Presentation
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 9
Composing
the Message
Limit the
Main Points
Connect the
Ideas
Engage
the Audience
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 10
Concluding
the Message
Restate the
Main Points
Describe the
Next Steps
End on a
Strong Note
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 11
Completing Speeches
and Presentations
Evaluate
the Message
© 2005 Pearson
Education Canada Inc
Develop
Visual Aids
Business Communication Essentials
Master the
Delivery
Chapter 12 - 12
Using Visual Aids
Audience
Clarify
Main Points
Create
Interest
Setting
Content
Add
Variety
Improve
Learning
Purpose
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 13
Types of Visual Aids
• Overhead Transparencies
• Electronic Presentations
• Chalkboards/Whiteboards
• Flip Charts
• 35-Millimeter Slides
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 14
Types of Visual Aids
• Product Samples
• Scale Models
• Audiotapes
• Film Strips and Movies
• Television and Videotapes
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 15
Advantages
of Transparencies
Inexpensive
Easy to Use
Simple to Create
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 16
Disadvantages
of Transparencies
Lack of Flexibility
Fragile Format
Overhead Projectors
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 17
Electronic Presentations
Advantages
Disadvantages
Real-Time Data
Specialized
Equipment
Multimedia
Technique
Over Content
Flexibility
and Portability
Overuse of
Special Effects
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 18
Creating Effective Slides
Content
and Graphics
Design
Elements
Consistency
Special
Effects
Readability
Readability
Simplicity
Simplicity
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 19
Choosing a Color Scheme
• Stimulate emotions
• Recognize cultural differences
• Limit color selections
• Use contrasting colors
• Adjust to room light
• Order colors from dark to light
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 20
Additional Design
Considerations
Background Fonts and
Designs
Type Styles
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 21
Animation and Special Effects
Transitions
Hyperlinks
Builds
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 22
Creating Effective
Handouts
Charts
or Diagrams
Company
Reports
Magazine
Articles
Copies
of Slides
Lists
of Websites
Brochures
and Pictures
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 23
Mastering Your Delivery
Memorizing
Reading
Impromptu
Speaking
Speaking
From Notes
Subject Matter
Subject Matter
Audience
Audience
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 24
Preparing to Speak
Know the Material
Practice Your Delivery
Know the Location
Adapt the Content
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 25
Building Your Confidence
•Prepare Extra Material
•Be Prepared
•Rehearse
•Get Comfortable
•Think Positively
•Don’t Panic
•Visualize Success
•Keep Going
•Take a few deep breaths
•Focus Outside Yourself
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 26
Appearing More Confident
Get Control
At the Start
Maintain
Eye Contact
Watch Your
Posture
Use Appropriate
Gestures
Vary Facial
Expressions
Control Your
Tone of Voice
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 27
Presenting the Visuals
Overhead
Transparencies
Electronic
Slides
Pointing
Changing
Highlighting
Discussing
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 28
Answering Questions
Focus on the
Questioner
Respond
Appropriately
Control
the Situation
Maintain
Self-Control
Motivate
Questions
Conclude
the Speech
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 29
Real World Applications
If you are giving an oral presentation of a
company product, what three attentiongetters might you use to enliven your
talk?
Let’s discuss!
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 30
Real World Applications
How do you use design elements and
special effects to persuade an
audience? Is it ethical to do so?
Let’s discuss!
© 2005 Pearson
Education Canada Inc
Business Communication Essentials
Chapter 12 - 31