Mary Ellen Guffey, Essentials of Business Communication

CHAPTER 12MakingEffective andProfessional Oral Presentations0 2007 Thomson South-WesternInstructor Only Version0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eGetting Readyfor an OralPresentation0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Identify Your PurposeWhat do you want your audience to believe, remember, or do when you finish?Aim all parts of your talk toward your purpose.

0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Understand Your AudienceFriendly, neutral, uninterested, hostile?How to gain credibility?How to relate this information to their needs?How to make them remember your main points?0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e

Succeeding With Four Audience TypesFriendlyNeutralUninterestedHostile Click icon for more details.

0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Organize the IntroductionCapture listeners attention and get them involved.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e

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 Your Audiences Attention0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eMovementleave 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.Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eVisualsuse graphics and other visual aids.Dress professional dress helps you look more competent and qualifiedAppeal to the audiences self-interest audience members want to know, What's in it for me?

Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Organize the IntroductionCapture listeners attention and get them involved.Identify yourself and establish your credibility.Preview your main points.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Organize the BodyDevelop two to four main points. Streamline your topic and summarize its principal parts.Arrange the points logically by a specific pattern.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7ePatterns for Organizing the Body of Your PresentationPatternExampleChronologyDescribe the history of a problem, organized from the first sign of trouble to the present. Geography/ spaceArrange a discussion of the changing demographics of the workforce by regions, such as East Coast, West Coast, and so forth. Topic/function/ conventional groupingOrganize a report discussing mishandled airline baggage by the names of airlines. Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7ePatternExampleComparison/ contrast (pro/con)Compare organic farming methods with those of modern industrial farming.Journalism patternExplain how identity thieves ruin your good name by discussing who, what, when, where, why, and how. Value/size Arrange a report describing fluctuations in housing costs by house value groups (houses that cost $100,000, $200,000, and so forth). ImportanceOrganize from most important to least important the reasons a company should move its headquarters to a specific city. Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7ePatternExampleProblem/ solutionDiscuss a problem followed by possible solutions.Simple/ complexOrganize a report explaining genetic modification of plants by discussing simple seed production progressing to complex gene introduction. Best case/ worst case

Analyze whether two companies should merge by presenting the best case result (improved market share, profitability, employee morale) opposed to the worse case result (devalued stock, lost market share, employee malaise). Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eDevelop two to four main points. Streamline your topic and summarize its principal parts.Arrange the points logically by a specific pattern.Prepare transitions to guide the audience. Organize the Body0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eUsing Verbal Signposts to TransitionSwitchingDirectionsI'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 . . .As you can see, we have twoprimary reasons explaining . . .SummarizingPreviewingNow let's look at three reasonsfor . . . My next major point focuses on . . . Let me review the two major factors I've just covered. . .0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eDevelop two to four main points. Streamline your topic and summarize its principal parts.Arrange the points logically by a specific pattern.Prepare transitions to guide the audience.Have extra material ready. Be prepared with more information and visuals if needed.

Organize the Body0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Organize the ConclusionSummarize the main themes of the presentation.Provide a final action-oriented focus. Explain how listeners can use this information or what you want them to do.Include a final statement that leaves a lasting impression.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e

Sending Positive Nonverbal MessagesLook professional.Animate your body.Punctuate your words.Use appropriate eye contact.Get out from behind the podium.Vary your facial expression.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e19Designing an ImpressiveMultimedia Presentation0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Create an Appropriate Template Combine harmonious colors, borders, bullet styles, and fonts.Avoid visual clichs.Use light text on dark background for darkened rooms.Use dark text on light background for lighted roomsAlter layouts by repositioning, resizing, or changing fonts in placeholder slides.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e21Selecting a Slide TemplateYou may choose from a variety of predesigned templates or design your own.

Darker backgrounds are better in lighted rooms.

Lighter backgrounds are better in darkened rooms.Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Build Bullet Points Focus on major concepts only.Use concise phrases balanced grammatically. Add graphics to illustrate and add interest.Avoid using too many transition effects.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e23Revising Slide to Improve BulletPoints and Add Illustration

Improves wording and includes an illustration for added punch.Does not use parallel wording.

Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e Add Multimedia and Other Effects Consider adding sound, animation, and video.Include hyperlinks ("hot spots" on the screen) to jump to sources outside your presentation.Avoid too many "bells and whistles."0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e25Converting a Bulleted List to an Animated Diagram

Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eUsing a Bar Chart to Illustrate a Concept

Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eAvoid Being Upstaged by Your SlidesPerfect your handling of the visual aids and the operation of any equipment or remote controls you may be using.Make sure your computer projects!!!Use your slides only to summarize important points.Look at the audience, not the screen.Do not read from a slide. Paraphrase.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e28

Memorize significant parts such as the introduction, conclusion, or a meaningful quotation.Talk to the audience conversationally. Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e29Overcoming Stage FrightJust 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.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e30Shift the focus from yourself to your visual aids.Ignore stumbles; keep going. Don't apologize.Don't admit you're nervous.Feel proud when you finish.Reward yourself.Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e31Eight Serious Presentation Blunders*Being dull. Relying on only one or two illustrations to make your points.Not repeating your main point often enough.Not answering the audience's most pressing question: What's in it for me?Failing to use signal phrases to focus on main points.*Supplementary lecture. Not included in textbook.0Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e32Neglecting to practice and time your presentation out loud.Forgetting to check your visual aids for readability.Answering hypothetical questions after your presentation. Getting distracted just before you speak.

Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e33Putting It All TogetherDuring your presentation Beforeyour presentation After your presentationChapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e DuringAfterPrepare thoroughly.Rehearse repeatedly.Time yourself.Request a lectern.Check the room.Greet members of the audience.Practice stress reduction. Before Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7eAfter Before Dress professionally.Begin with a pause.Present your first sentence from memory.Maintain eye contact.Control your voice and vocabulary.Show enthusiasm.Put the brakes on. DuringChapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e

Move naturally.Use visual aids effectively.Avoid digressions.Summarize your main points.Chapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e During Before Distribute handouts.Encourage questions.Repeat questions.Reinforce your main points.Keep control.Avoid Yes, but answers.End with a summary and appreciation.AfterChapter 12, Slide #Mary Ellen Guffey, Essentials of Business Communication, 7e