planning, writing, and completing oral presentations
DESCRIPTION
Planning, writing, and completing oral presentationsTRANSCRIPT
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 1
Planning, Writing, Planning, Writing, and Completing Oral and Completing Oral
PresentationsPresentations
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 2
Three-Step ProcessThree-Step Process
• Planning
• Writing
• Completing
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 3
Planning Speeches Planning Speeches and Presentationsand Presentations
• Determine the purpose
• Analyze the audience
• Gather the information
• Adapt the message
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 4
Common PurposesCommon Purposesof Business of Business
PresentationsPresentations• Inform
• Motivate
• Persuade
• Entertain
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 5
Writing Oral Writing Oral PresentationsPresentations
• Organizing the message
• Creating the introduction
• Composing the body
• Writing the conclusion
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 6
Organizing the MessageOrganizing the Message
• Define the main idea
• Limit the scope
• Choose the approach
• Prepare the outline
• Choose the style
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 7
Oral PresentationsOral Presentations
• Opportunities– On-the-spot feedback– Immediate modification– Nonverbal reinforcement
• Challenges–Maintaining control– Guiding the audience– Shifting topics
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 8
Introducing the MessageIntroducing the Message
• Arouse interest
• Build credibility
• Preview the presentation
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 9
Composing the MessageComposing the Message
• Limit the main points
• Connect the ideas
• Engage the audience
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 10
Concluding the MessageConcluding the Message
• Restate the main points
• Describe the next steps
• Close the presentation
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 11
Completing SpeechesCompleting Speechesand Presentationsand Presentations
• Evaluate the message
• Develop visual aids
• Master the delivery
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 12
Using Visual AidsUsing Visual Aids
• Clarify main points
• Create interest
• Add variety
• Improve learning
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 13
Types of Visual AidsTypes of Visual Aids
• Overhead transparencies
• Electronic presentations
• Chalkboards and whiteboards
• Flip charts
• 35-millimeter slides
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 14
Types of Visual AidsTypes of Visual Aids
• Product samples
• Scale models
• Audiotapes
• Film strips and movies
• Television and videotapes
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 15
Overhead Overhead TransparenciesTransparencies
• Advantages
– Inexpensive
– Easy to use
– Simple to create
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 16
Overhead Overhead TransparenciesTransparencies
• Disadvantages
– Lack of flexibility
– Fragile format
– Overhead projectors
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 17
Electronic PresentationsElectronic Presentations
• Advantages– Real-time data–Multimedia– Flexibility and portability
• Disadvantages– Specialized equipment– Technique versus content– Overuse of special effects
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 18
Creating Effective SlidesCreating Effective Slides
• Content and graphics
• Design elements
• Consistency
• Special effects
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 19
Choosing a Color SchemeChoosing a Color Scheme
• Stimulate emotions
• Recognize cultural differences
• Limit color selections
• Use contrasting colors
• Adjust to room light
• Order colors from dark to light
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 20
Additional Design Additional Design ConsiderationsConsiderations
• Background designs
• Fonts and type styles
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 21
Animation Animation and Special Effectsand Special Effects
• Transitions
• Builds
• Hyperlinks
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 22
Creating Effective Creating Effective HandoutsHandouts
• Charts or diagrams
• Company reports
• Magazine articles
• Copies of slides
• Lists of Websites
• Brochures and pictures
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 23
Practicing Your DeliveryPracticing Your Delivery
• Memorizing
• Reading
• Impromptu speaking
• Speaking from notes
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 24
Preparing to SpeakPreparing to Speak
• Know the material
• Practice your delivery
• Know the location
• Adapt the content
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 25
Building Your ConfidenceBuilding Your Confidence
• Prepare extra
material
• Rehearse
• Think positively
• Visualize success
• Take a few deep
breaths
• Be prepared
• Get comfortable
• Don’t panic
• Keep going
• Focus outside
yourself
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 26
Appearing More Appearing More ConfidentConfident
• Get control at the start
• Maintain eye contact
• Watch your posture
• Use appropriate gestures
• Vary facial expressions
• Control your tone of voice
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 27
Presenting the VisualsPresenting the Visuals
• Electronic slides and overhead
transparencies
– Changing
– Highlighting
– Pointing
– Discussing
© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 28
Answering QuestionsAnswering Questions
• Focus on the questioner
• Respond appropriately
• Control the situation
• Maintain self-control
• Motivate questions
• Conclude the speech