Lect 2 Business Present.doc

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Lecture 2

BUSINESS PRESENTATIONS

1. First condition to understand the whyof communication

What am I expected to achieve by delivering this speech?

Do I want action? Feedback? Sympathy? Support? Sales? Sharing of

ideas?

first impulse: to develop the message the whatstep

message may fail in meeting its purpose

2. Objectives

Most messages delivered in business have one of the three objectives:

to inform

to persuade

to celebrate

Inform

purpose of message:

to present: facts/ issues/ events

- various presentations

- instructions

- trainingPersuade

purpose of message:

to motivate

to persuade

to think /act in accordance with the speaker

Situations:

- to sell products & services

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- to support ideas/strategies

- to motivate listeners to change behaviours

Celebrate recognize/ acknowledge

a persons meritsan event

an special occasion

an organisational theme companys values

purpose of message:

to inspire; to entertain

- commencement awards

- retirement addresses

- achievement awards

- founder's day speeches

- other congratulatory speeches

For whom?

3. Understanding the Listener

needs

interests

level of experience

Useful questions:

Are they clients/ potential clients/ colleague/ strangers/

supervisors/ subordinates?

Are they similar in age and background or widely varied? What do they want to hear from me?

What questions will they want answered?

What is their political, social, economic, cultural

background?

Will they be friendly or hostile?

How many will be listening to me?

Your chances of success depend on your perception of the audience.

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4. Getting feedback

not all presentations need feedback (to celebrate an event, to

acknowledge a merit, to recognize an achievement)

Feedback can be obtained:

informally formally

chatting with the listeners after the

presentation (reactions, comments

if and how well they understood

the message)

questions & answers sessions

(to be carefully planned control

of the meeting)

Suggestions for maintaining control

Anticipate your listeners' questions

Prepare additional materials for the Q&A session:

statistics, figures, supporting documents

preparedness

For technical questions specialists to provide the dataneeded;

If you don't know the answer, say so;

offer to send an answer

say you have to study the point more

a list of questions as back up

The question I am most often asked is

Last week someone asked me.

If the listeners react negatively, be ready to shift gears

when it is necessary to obtain a desired result

If the audience is large, repeat the questions for all to

hear

How?

5. Methods of Delivery

Reading from a prepared manuscript

Delivering from memory

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Delivering extemporaneously relying on brief notes orclue

cards.

Reading from a prepared manuscript

Purpose: to deliver an exact, structured message

Examples: keynote speeches

- speeches with long-range effect (government officials)

- sometimes, approval prior to presentation is needed

- made available to the members of the press

Delivering from memory

memorizing the presentation word-for-word

Possible problems:

may forget a line or sentence

may lose their place in the speech

Extemporaneous presentation most popular, most desirable

materials are organised either in outline form or on note

cards;

allows to monitor the audiences reactions, to slow down, to

elaborate on different points;

encourage the audiences involvement;

contributes to building trust, confidence and commitment

The PMM Concept

Three basic components:

Person individual making the oral presentation

Message the presentation itself

Media the presentation aids

The basis for the strategy for communicating orally

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The PERSON

Every society has an unwritten standard by which its citizens are

measured.

Professional image:

Necessary: to analyse yourself objectively in terms of:

profession

educational background

intelligence level

status (leader or follower)

Nonverbal elements used as standards for determining success

good grooming

appropriate dress

natural manners silent communicators

effective body language

a pleasing voice

good eye contact

an authoritative presence

55% of what we believe about one another is based on our observation

& interpretation ofnonverbal signals.

Most people will judge you by:

your self-confidence your personality

your determination

your self-control

Natural Manners

Stress = natural part of public speaking

Mannerisms

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Annoying habits:

knuckle rapping

fist clenching

nail biting

foot tappingcoin jingling

Negative connotation:

Examples:

fold your arms across your chest

lean against the wall/lectern other object

folding your hands behind you

placing your hands in your pockets

Natural, self-confident manners - recommended

Professional speaker's stance:

- standing straight (arms/hands hanging loosely at your sides)

- feet firmly planted and spread naturally

Appropriate Attire

good grooming

appropriate dress

WOMEN

tailored clothing only (no frills, ruffles, straps or

plunging necklines)

suits and blazers in plain, neutral colours

scarves for colour accents skirts (pleated, straight, or dirndl, with no extreme slits)

simple shoes with medium or low heels

stud earrings; gold or pearl necklaces; avoid dangling

bracelets

MEN

dark or grey suits; navy blazers and grey trousers

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shirts in solid colours, mostly white, pale blue, or pale

yellow

variety of ties in muted colours but in contrast to the

suit

calf-length hose in dark colours to match suits

black or brown 1-inch belt

simple shoes

avoid flashy cuff links, rings, or neck chains

Body Language

For effectiveness natural gestures to emphasize a point.

Key word = natural

The Voice

Good voice quality provides an effective presentation.

Quality of voice

Get relaxed! This will low the pitch of your voice;

Stand or sit up straight and take deep breaths;

Practice some tongue twisters to improve articulation;

Betty Botter bought some butter but she said thebutter's bitter. If I put it in my batter it will makemy batter bitter. So, she bought some betterbutter, better than the bitter butter and she put it

in her batter and her batter was not bitter. So'twas good that Betty Botter bought some betterbutter.

Adjust the pace of delivery to the content, and pay attention to

the emphasis you have to put on certain words;

Overemphasise the word sounds until you achieve clarity;

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Write down the words that were pronounced incorrectly and

practice repeating them until they flow easily;

Analyse your voice objectively trying to find out if it sounds

friendly, or cold, or bossy, if it is enthusiastic or monotonous, if it

cracks somewhere and why, if the tone is pleasing or harsh etc.

For feedback :

a tape recorder

a friend

a member of the familyEye Contact

the most prominent feature of your face;

use them to make contact with the audience;

try not to single out a particular person, but make eye contact

with many people in the audience;

begin by looking ahead, rotate slowly from side to side,

making eye contact with a number of different people; lock eyes for a few seconds, but never long enough to

complete more than 8-10 words;

let your eyes do some of the talking;

Presence

Visual presence:

by integrating nonverbal elements into a professional image

positive visual image

The MESSAGE

3 basic parts:

the Takeoff gains the audiences attention

introduces the theme

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the Convincing Evidencedata /facts /info. (used to support theclaim)

the Windupcloses the message

a summary of key elements

The Takeoff sets the stage for the audiences response

Reasons for being present:

Some participants desire information

Other participants are required to attend

impact at the very first

Techniques for achieving effective beginning

Startling information

Humour

The Unusual

Suspense

The Message Core ("We are here to discuss the parking problemson the university campus")

Courteous Beginning always effective

express your appreciation for the honour of speaking and

then congratulate the listeners on any accomplishment

relevant to the speech topic

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Opening

Introduce yourself;

Introduce the topic of

the presentation/ Say

what the presentation is

about;

Give the structure of the

presentation/talk;

Indicate your policy on

questions.

Good morning everyone

Let me introduce myself. My

name is

I'm a specialist in

I'm going to divide my talks

into four parts.

First, I'll give you/present;

after that ; finally

Firstly, ; Secondly, ;

Thirdly,

If you have any questions,

don't hesitate to ask.

I'll be glad to answer anyquestions (at the end of the

presentation/ my talk)

Convincing Evidence middle section of your presentation

Begin this section with:

concepts that are familiar to your audience

( esp. for controversial subjects)

gradually introduce more complex concepts

group important elements in logical sequence

support ideas with cases, illustrations & examples

give your presentation the necessary depth but avoid

boring, irrelevant details

Main

section Give all the facts;

Involve the audience as

appropriate;

Make use of any

visuals.

Mark changes of topic

I'll give you some

background information.

Let's start with the

background.

As you know

As you are aware

Right, let's now move on

to OK. I'll now look at

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clearly.

If you look at the graph

Could I draw your attention

to the chart?

If you take a look at the first

year, you'll see

The Windup

restate the central theme

summarize the evidence

propose some type of action

do not introduce new evidence

Conclu-

sion

Make a summary of the

main points;

Make proposals/

suggestions/

recommendations;

Invite questions; Thank the audience.

Thanks very much. Any

questions?

Well. That's all I have to say.

Thank you for listening.

The MEDIA any aids used to enhance an oral presentation

Varieties of media

Transparencies

Slides

The chalkboard/whiteboard

Flipcharts

Handouts

Power Point

Transparencies

effective

inexpensive

Slides a really professional lookgreat impact on the audience

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where quality, simplicity and mobility are demanded

The chalkboard/whiteboard

- beforehand, write on note cards what you intend to present onthe board, so as to avoid making mistakes

- do not write pertinent information on the board beforehand: will

divert the audience's attention to the board.

Flipcharts

you can write information on one sheet at a time

you can write information ahead of time and then flip the sheets as

you discuss

esp. useful for small group presentations

Handouts a useful way of complementing your presentation

should be distributed at the end of the speech (audience - free to

concentrate on yr. presentation)

what you want the audience to do with your handouts

- to take home some ideas

- a summary of the presentation (key points)

- to take some action

- feedback (provide a checklist; easy for them to

respond)

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Lect 2 Business Present.doc

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