Business Communication And Presentation Skills

Business Communications and Presentations Skills

Business Communications and Presentations Skills

Shuddhasheel MajumdarCertified Trainer, India

Shuddhasheel MajumdarCertified Trainer, India

04/11/23

Shuddhasheel Majumdar, Certified Trainer, India2

Agenda

Introduction Pet Peeves Business Communication Model Handouts 10 Common Presentation

Mistakes PowerPoint Presentation Tips Questions Conclusion

Introduction Pet Peeves Business Communication Model Handouts 10 Common Presentation

Mistakes PowerPoint Presentation Tips Questions Conclusion

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Generally, people retain

10% of what they READ 20% of what they HEAR 30% of what they SEE 50% of what they SEE and HEAR 70% of what they SAY 90% of what they SAY and DO

10% of what they READ 20% of what they HEAR 30% of what they SEE 50% of what they SEE and HEAR 70% of what they SAY 90% of what they SAY and DO

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Business Communication Goals

Receiver Understanding

Receiver Response Favorable

Relationship Organizational

Goodwill

Receiver Understanding

Receiver Response Favorable

Relationship Organizational

GoodwillSender is responsible for these

goals.

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Say what you are going to say, say it, then say what you have just said.

Parts of a presentation

Introduction Body Conclusion Questions

Introduction Body Conclusion Questions

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Guidelines for Effective Introductions

Always prepare your opening Tell people what the presentation is

about Keep the opening short and simple Only use anecdotes that are relevant Use caution with personal experiences Stay away from inappropriate humor

Always prepare your opening Tell people what the presentation is

about Keep the opening short and simple Only use anecdotes that are relevant Use caution with personal experiences Stay away from inappropriate humor

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Guidelines for Effective Closings

Always prepare a closing Always restate the main point, and,

perhaps, the key supporting points Say clearly what happens next If appropriate, make a call to action Thank the audience

Always prepare a closing Always restate the main point, and,

perhaps, the key supporting points Say clearly what happens next If appropriate, make a call to action Thank the audience

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Feedback

Trans. 15-4

Sender Encoding themessage

Message Decoding themessage

Noise

Receiver

Business Communication Process

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Communication Barriers/Noise

Word choice too difficult, too technical, etc. overused words such as, “good”,

“excellent value”, etc. Connotations VS Denotations

Word choice too difficult, too technical, etc. overused words such as, “good”,

“excellent value”, etc. Connotations VS Denotations

Examples Sender DenotesReceiver Connotes“Cheap” inexpensivepoorly made “Flexible” offers choice no standard “Compromise” adjustgive in

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Communication Barriers/Noise

Inferences Pace of the delivery

Speaking too fast or too slow Poor grammar, spelling, etc. Appearance and performance of the presenter Use of gender bias terms or stereotypical

terms Positive VS Negative terms

We have a full year warranty. VS Warranty is only for the first year.

Inferences Pace of the delivery

Speaking too fast or too slow Poor grammar, spelling, etc. Appearance and performance of the presenter Use of gender bias terms or stereotypical

terms Positive VS Negative terms

We have a full year warranty. VS Warranty is only for the first year.

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Handouts

When to use and distribute handouts @ beginning if audience needs them

during presentation during presentation, have someone

else hand them out at end if possible

Running handouts two, three or six to a page

When to use and distribute handouts @ beginning if audience needs them

during presentation during presentation, have someone

else hand them out at end if possible

Running handouts two, three or six to a page

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10 common presentation mistakes (and suggestions for avoiding them)

#1 Accepting an inappropriate invitationpersonally decline, retain opportunity

for company #2 Neglecting to research the

audiencetake the time to find out who you are

talking to

#1 Accepting an inappropriate invitationpersonally decline, retain opportunity

for company #2 Neglecting to research the

audiencetake the time to find out who you are

talking to

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What you should know about your audience

How large is the audience? What are the audience members’

relevant characteristics? Why are people attending? What are the audience’s specific needs,

interests, and concerns? How much do people already know? How are people likely to respond to your

message?

How large is the audience? What are the audience members’

relevant characteristics? Why are people attending? What are the audience’s specific needs,

interests, and concerns? How much do people already know? How are people likely to respond to your

message?

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#3 Procrastinating, then punting.Do not try to organize your talk

and create your slides simultaneously.

#4 Getting a late start.Always plan to arrive early for

your presentation.

#3 Procrastinating, then punting.Do not try to organize your talk

and create your slides simultaneously.

#4 Getting a late start.Always plan to arrive early for

your presentation.

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#5 Assuming all projectors are the same.Be sure you know the equipment

or bring your own. #6 Failing to heed Murphy’s Law

Always assume the equipment will NOT work.

#5 Assuming all projectors are the same.Be sure you know the equipment

or bring your own. #6 Failing to heed Murphy’s Law

Always assume the equipment will NOT work.

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#7 Backing up to the wrong mediaCheck your back-up media before

leaving for your presentation. #8 Telling tasteless or offensive

jokesA greater awareness of your audience

can determine if they will find your sense of humor funny or offensive.

#7 Backing up to the wrong mediaCheck your back-up media before

leaving for your presentation. #8 Telling tasteless or offensive

jokesA greater awareness of your audience

can determine if they will find your sense of humor funny or offensive.

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#9 Relying on the World Wide Web live Web connectionCreate a copy on your hard drive.

#10 Having too little to sayBe prepared!

#9 Relying on the World Wide Web live Web connectionCreate a copy on your hard drive.

#10 Having too little to sayBe prepared!

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Always use a title slide. Put it up about five minutes before your presentation begins.

The presentation should set the tone of the message. If you are sharing good news, your

presentation can use a lot of fun art, audio and video. If you have bad news, stick to the points.

Always use a title slide. Put it up about five minutes before your presentation begins.

The presentation should set the tone of the message. If you are sharing good news, your

presentation can use a lot of fun art, audio and video. If you have bad news, stick to the points.

Tips on PowerPoint Presentations

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Sales are down!

We are going to have to down size.

Sales are down!

We are going to have to down size.

Sample Slide

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Keep the presentation look simple. You don’t want to distract from the content of the slide/presentation.

Keep a consistent look from slide to slide.

Create high contrast between the background and the text.

Consider creating a company specific background for sales presentations.

Keep the presentation look simple. You don’t want to distract from the content of the slide/presentation.

Keep a consistent look from slide to slide.

Create high contrast between the background and the text.

Consider creating a company specific background for sales presentations.

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Same slide

Keep it simple. You don’t want to distract from the content of the slide.

Be consistent from slide to slide. Create high contrast between the

background and the text. Consider creating a company specific

background for sales presentations.

Keep it simple. You don’t want to distract from the content of the slide.

Be consistent from slide to slide. Create high contrast between the

background and the text. Consider creating a company specific

background for sales presentations.

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Clip art should match your audience. Art should match a key word or phase in

the slide. When using art, keep the images balanced

on the page. Use the rule of thirds. Use art judiciously. All of the rules apply to sound (even more

so!).

Clip art should match your audience. Art should match a key word or phase in

the slide. When using art, keep the images balanced

on the page. Use the rule of thirds. Use art judiciously. All of the rules apply to sound (even more

so!).

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One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously. Keep it simple and consistent. Use no more than five colors for charts or

graphs. Choose no more than two colors for text. Be careful with the use of red because the

eye will naturally go there first.





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One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.(cont)Use complimentary colors together.Never use red and green together

unless you want your audience to think of Christmas!

One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.(cont)Use complimentary colors together.Never use red and green together

unless you want your audience to think of Christmas!


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Same slide

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Limit your bullet points to three or four items.

Try to have no more than 24 words on any one slide.

Be careful when using abbreviations, acronyms, and special phases on your slides. Explain them quickly or you lose your audience.

Limit your bullet points to three or four items.

Try to have no more than 24 words on any one slide.

Be careful when using abbreviations, acronyms, and special phases on your slides. Explain them quickly or you lose your audience.


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Fonts are like colors, just because you have a lot of them to choose from you don’t have to use them all! No more than two or three per slide.

Be consistent from slide to slide. Don’t overdo the use of italics, bolding

and shadows and like e-mail, do NOT use all caps.



and shadows and like e-mail, do NOT use all caps.


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and shadowsshadows and like email, DO NOT USE ALL CAPS.



and shadowsshadows and like email, DO NOT USE ALL CAPS.

Same slide

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It is important to explain how to read your chart or graph as soon as you put it on the screen.

Do not say anything important within ten seconds of putting up a chart. People won’t be listening, they’re too busy figuring out the chart.

It is important to explain how to read your chart or graph as soon as you put it on the screen.

Do not say anything important within ten seconds of putting up a chart. People won’t be listening, they’re too busy figuring out the chart.


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Have a final slide that lets the audience know that the presentation is over.

Thank You !!!Thank You !!!Thanks for your attention!

Business Communication And Presentation Skills

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Transcript of Business Communication And Presentation Skills