unit -4 latest

8/10/2019 Unit -4 Latest

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Communication

For Management

Unit 4


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ourse of ontent

Group Communication- Meetings, Need,Importance and Planning of Meeting,

Drafting of Notice, Agenda, Minutes & resolutionsof minutes, Writing Memorandum, press release,

press conference, Business Etiquettes- Netiquettes, Telephonic &

Table etiquettes

Presentation Skills- Presentation, elements of

presentation, Designing a presentation, AdvancedVisual Support for business presentation, types ofvisual aid, appearance & posture, practicingdelivery of presentation


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Group Communication

A meeting is always called for a purpose that gives form

to it. The interactions and processes that take place inmeetings are called the group dynamics that determine

the outcome. Although people assemble to achieve work-

related tasks, there is always a personal agenda involving

private motives that also affect group interaction.

Meetings


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Group Communication

(1) Self-seeking roles

Role display in meetings

(i) ControllingTrying to dominate over others by exhibiting

superiority or authorityaggressive behaviour(ii) WithdrawingRetiring from the group by remaining silent or

refusing to deal with a particular issuesubmissive behaviour

(iii) Attention-seekingCalling attention to oneself and demanding

recognition from the groupmanipulative behaviour(iv) DivertingDiscussing individuals rather than the task-related

issues


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Group Communication

(2)Group-maintenance roles


(i) EncouragingDrawing out members by verbal and non-verbal

support, praise etc(ii) HarmonizingResolving differences or conflicts, using humour

to diffuse tension etc

(iii) CompromisingYielding to a point in the interest of reaching a

mutually acceptable decision


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Group Communication

(3) Task-facilitating roles


(i) InitiatingGetting work started

(ii) Information giving / seekingOffering / seeking relevantinformation on the issue under discussion

(iii) CoordinatingHighlighting relationships among ideas,

classifying issues and summarizing discussions of the group

(iv) Procedure settingSuggesting comprehensive procedures thatcan move group towards the goal


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Group Communication

Organizing Meetings Successfully

By developing a good understanding of the entire process, effective

leaders can ensure that their meetings are productive. They need to

plan the following steps carefully:

Determining the purpose

Selecting the participants

Setting the agenda

Preparing the location


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Group Communication

Meetings are expensive. Before convening a meeting, we must ask

about the purpose and what is the best way to achieve it. Generally,purposes can be:

Information sharing

Decision-making

Combination of information sharing and decision making

(1) Determining the purpose



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Group Communication

It should include key persons and still limit the number of

participants. Despite the pressure to include several persons, onlythose persons whose presence is essential should be invited.

Number of participants reflects the purpose of the meeting it is

said that if you want to kill an issue, appoint a large committee!

(2) Selecting participants

In informational meetings, since one person does most of thetalking, we can have a large group.

In decision-making and problem-solving meetings, participants

should be limited to seven or below.



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Group Communication

Nature of meeting decides the agenda some of them are not

amenable to fixed agenda and others should adopt a flexibleapproach to adding to the agenda. Agenda should be distributed

several days ahead of the meeting. This ensures that the participants

are better prepared.

(3) Setting the agenda -



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Group Communication

Location of meeting should be decided early and advance

reservation should be made. Organizers must think through:Seating arrangements

Room temperature

Lighting

Ventilation

Acoustics

Refreshments

Microphones, projection and other technology aids to be used

(4) Preparing the location



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Group Communication

Importance of Meeting

(i) Meetings are extremely useful for coordinating activities of

people and departments and taking decisions in consultationwith persons involved.

(ii) Fact-to-face interaction among participants at a meeting leads to

better decisions as they are based on the combined intelligence

of the team.

Advantages of meetings


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Group Communication

Importance of Meeting

(iii) Whether meetings are for solving problems or just sharing

information, participants feel a sense of recognition, importanceand involvement.

(iv) Because participants take joint decisions, they accept them

more willingly and become involved and committed for

execution.

Advantages of meetings


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Group Communication

Limitations of Meeting

I. If unproductive, meetings can be very frustrating.

II. They are expensive if ten persons are attending, ten staff

hours are spent every hour of the meeting held.

III. Poorly organized meetings can be counter-productive as they

may lead to taking bad decisions.

Disadvantages of meetings


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Group Communication

Limitations of Meeting

IV If participating members are pressurized to conform, theyabandon their personal responsibility in such decisions.

Disadvantages of meetings


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Group Communication

Plan for a productive MeetingLeaders have a major role in ensuring that meetings remain

productive and successful. They are responsible for:

(1) Keeping the ball rolling(2) Not domineering so as to close all discussions

(3) Not being passive as to lose control

(4) Inviting persons whose opinions can contribute

(5) Drawing out shy participants

(6) Steering the pace of discussions to complete the agenda on

time

(7) Asking someone to record the proceedings


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Group Communication

Plan for a productive MeetingLeaders have a major role in ensuring that meetings remain

productive and successful. They are responsible for:

(8) Not being rigid on the agenda and cutting out meaningful

discussions

(9) Summarizing at the end of each point of agenda, giving major

viewpoints

(10) Concluding the meeting with a wrap up of the major feelings

of the group(11) Sending a copy of the minutes of the meeting (MOM) to all

concerned clearly marking the actions, names of persons

responsible and the date of completion.


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Group Communication

Checklist for organizing successful meetingsThere are three stages for organizing successful meetings

preparing, organizing and following up implementation. Quick

checklists for the three stages are:

(1) Preparing for the meeting(i) Determine meetingsobjective

(ii) Work out agenda that will achieve the objective

(iii) Select participants

(iv) Determine location and reserve the room

(v) Arrange for light refreshments, if appropriate

(vi) Check lighting, ventilation, temperature and acoustics of the room

(vii) Determine seating needs chairs, tables etc and seating

arrangements


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Group Communication

Checklist for organizing successful meetings(2) Conducting the meeting

(i) Begin and end the meeting on time

(ii) Control the meeting by following the announced agenda

(iii) Encourage full participation(iv) Sum up discussions, actions and recommendations while moving

through the agenda. Restate the main points at the end.

(3) Following up implementation(i) Distribute notes or minutes of the meeting on time

(ii) Take follow up actions agreed upon.


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Notice, Agenda & Minutes

Notice

A notice is a formal means of communication. The purpose of a

notice is to announce or display information to a specific group of

people. Notices are generally meant to be pinned up on specific

display boards whether in schools or in public places. Notices

issued by the government appear in newspapers


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NoticeFormat:A notice should be written in the following format:

the name of the organisation issuing the notice

the title NOTICE a heading to introduce the subject of the notice

the date

the body of the notice

the writers signature, name (in block letters) anddesignation


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Notice


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NoticePoints to remember:

A well-written notice must inform the readers about the 5 Ws:

What is going to happen, (that is, the event)

Where it will take placeWhen it will take place (that is, the date and time)

Who can apply or is eligible for it

Whom to contact or apply to (that is, the issuing authority)


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Only the most important points should be written.

A.O.D. that is, any other detail given in the question.

One is free to add any relevant information not included in thequestion.

The sentences should be short and grammatically accurate.

They should be in the passive voice as far as possible.

The notice should be presented within a box. The word limit for a notice is 4050 words (only the words in the

body of the notice are counted).


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Information given in a notice must be clear and should not cause

any misunderstanding or confusion.

A notice must be catchy and appealing it should attract thereaders attention at once.

Increase the visual appeal of your notice by using bold letters,

catchy slogans, striking words and phrases, etc.

Standard abbreviations are allowed.


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Agenda

An agenda, or list of business to be covered at the meeting, is very

important for ensuring the meeting is effective. It should be

distributed to committee members at least a week in advance ofthe meeting.

A typical agenda runs as follows. Under each topic you should give

a very brief description of any items which people need to think

about or prepare for the meeting.


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Agenda

Opening and welcomePresent and apologies

Minutes confirmed. Signed by chairperson

Matters arising from minutes

Correspondenceinward and outward

Treasurers reportReports from committee members

General Business

Date of next meeting

Closing

Committee members need to give the President or Secretary

advance notice of items that they wish to bring up, so time can be

properly allocated at the committee meeting.


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AgendaCommittee Meeting Procedure

Opening and Welcome

Declare the meeting open at (time). Welcome everybody.

Present and Apologies- List apologies (i.e. those who have notified you or another

committee member that they will be absent, not just a list of

absences).

- Move that the apologies be accepted. Seconder? All in favour /

against. CARRIED


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AgendaCommittee Meeting ProcedureMinutes of the previous meeting

- Secretary reads the minutes unless they have been circulated

- Ask for any amendments to the minutes. Discuss accuracy of the

minutes, not content.- After any amendments have been discussed

- Either Move that the minutes as circulated be taken as a true and

accurate record (if no amendments).

- Or Move that the minutes as circulated be confirmed, with theagreed amendments

- Seconder? All in favour / against. CARRIED

- The Chairperson should then sign the minutes and initial all

amendments


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AgendaCommittee Meeting ProcedureMatter arising from the minutes

- Discuss only things that were mentioned in the minutes of the

previous meeting and are not elsewhere on the agenda. They

should continue to be included in all minutes until they have beenresolved. Even if there has been no progress, this should be noted.

Correspondence

- Circulate or read out a list of all the correspondence since the last

meeting.- Move that inward correspondence be received and outward be

endorsed.

- Seconder? All in favour / against. CARRIED.

- Deal with any matters arising out of the correspondence.


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TreasurersReport

- The treasurer presents a report on the XXXXXXXXXXXXXXXXs

financial situation, including a list of all invoices paid, for thecommitteesapproval.

- The treasurer points out anything that needs to be brought to the

committeesattention, then answers any question on the payments

or the report.

- Move that the payment of the accounts listed be approved and

the report be adopted.



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Committee Report

- Committee Members with a specific task, e.g. Toy Buyer reads

their report and moves it be received.- Seconder? All in favour / against. CARRIED.

- If the report contains recommendations move that the report be

adopted



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General Business

-Anything else that needs discussing, including anything held over

from the last meeting.Next Meeting Date, time, venue.

- Close the Meeting (time)


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Minutes

Minutes of A Committee Meeting

it is generally considered essential to keep accurate minutes of allassociation meetings, whether general, committee or sub-committee

meetings. Apart from providing a record of what transpired, these

minutes can provide protection for individuals who act on the

decisions of the association by providing evidence that they acted on

the associationsdirections.


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MinutesMinutes of A Committee Meeting

The main reasons for keeping minutes are:

To provide a permanent record for future reference.

To provide formal evidence of expenditure and actions authorised. To provide a record of policy decisions made.

To provide a starting point for action to be taken in the future.

To inform members not present.

To assist the funding of future meetings.


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MinutesSample Layout Of CommitteeMinutes

Minutes of a committee meeting of .XXXX XXXXXXXX

XXXXXXXX

Held at XXXOn XXX

Time XXX

Present: List all members present, giving both first and surnames for

archive purposes. Put the Chairperson first with chair in bracketsbeside their name.

Apologies: Received from ..


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Minutes: The minutes of the meeting held on were

circulated. Either (name) moved that the minutes as circulated be

taken as a true and accurate record (if no amendments).

Or (name) moved that the minutes as circulated, with the addition of

the above amendments, be taken as a true and accurate record.

Seconded by (name). CARRIED.

Matters Arising from the Minutes:

List any discussion and decisions made.


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Correspondence:

Inward from ..Outward to .

If no correspondence write There was no correspondence.

(name) moved that the inward correspondence be received and the

outwards endorsed.



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Treasurers Report:

The following payments were presented for approval (list them).

The balance in the XYZ bank is$. Cheque account

$ Term deposit

$ Total funds at (date)

Summarise any discussion about the XXXXXXXXXXXXXXXXs financialsituation. Treasurer moved That payment of the listed invoices be

approved and the Treasurers report adopted.



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Committee Reports:

Each committee member with a specific task gives a written report to

assist the Minutes Secretary. In the minutes, give a brief summary ofthe main points from each committee member, including any topic,

which was discussed in depth by the whole committee.

General Business:Record a brief summary of any business, which was discussed,

including any held over from the previous meeting.


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For example: the request from members to hold a fundraising evening

was discussed, and a subcommittee appointed with Argus Polsby as

the convener. The subcommittee will report back at the next meeting

with recommendations on date, venue, format, costs, etc.

Date of Next Meeting:

To be held at (time) on (day) at (place).The meeting closed at .. am / p.m..

W iti M d


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Writing Memorandum, pressrelease, press conference

Memorandum

W iti M d


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Memorandum

A memorandum is considered inside correspondence. It is

written to someone in your company. Memos are: Quick,

Inexpensive, Convenient & A Written Record. A memo is lessformal than a letter. It usually conveys one idea and is likely to be

short. Effective memos are clearly written with the objective

stated in the first sentence.

W iti M d


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Memorandum

W iti M d


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Memorandum

W iti M d


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MemorandumThere are four features which are common to Memorandum, as

follows -

W iti M d


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Memorandum

Writing Memorandum press


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Press Release

Press releases (or media releases) are one of the most effective

ways for governments to get their messages out. They allow any

level of government to create its own news stories and circulate

them to the public through media of all kinds.



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Press Release

A good press release is a clear, focused and readable account of

whatever information a government office or agency wants thepublic to know about. Press releases are a lot like news stories, and

if well-written are often reprinted with few changes in newspapers

and other media outlets, ensuring the message gets passed on to

the public intact



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Press Release

The Parts of a Standard Press Release

Press releases usually have these parts in this order (although you

will find slight variations):

letterhead or logo of the government organization

release time (either "For Immediate Release" or for release on a

specific date)

Date

Headline that highlights the message (e.g., NEW CHILDRENSMENTAL HEALTH PLAN FIRST IN CANADA) in uppercase letters,

boldface, or both



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Press Release

location (e.g., Victoria, Whitehouse)

body (57 short paragraphs)

end: marked by "30" centred

contact name and information

The Parts of a Standard Press Release



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Press Release

Start with strong headline. Decide what the most important

element of your piece is, the part you most want your readers to

remember. State it in 10 words or less.Ask yourself if what you wrote would make sense to someone not

familiar with the subject.

Start your first paragraph with a strong lead, something that willcatch your readers attention and lead them into the rest of the

piece. It doesnthave to be clever, it just has to grab your readers

interest.

Structuring the Press Release



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Press Release

The lead paragraph should cover who, what, where, when and

how, as applicable. This paragraph conveys all the importantinformation.

Then present the details of the story, following inverted pyramid

order, starting with the most interesting or pertinent information,

followed by the rest of the details in order of decreasing

importance.

Structuring the Press Release



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Press Release

Ask yourself what you want the story to do. Do you want support?

attention? awareness? Write your piece with that purpose in mind.

Put the things you want noticed ahead of other details.

Original:

On Monday, February 7, Minister for Children and Family

Development Gordon Hogg and Minister of State for Mental Health

Gulzar Cheema announced a new plan to address children's mental

health problems.

To figure out what to include



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Press Release

Revised:

Canadas first comprehensive, provincial mental health plan forchildren was released today by Gordon Hogg, Minister of Children

and Family Development and Gulzar Cheema, Minister of State for

Mental Health.




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Press Release

The remaining paragraphs should give more details, explain as

necessary, and emphasize your key points.

Support your message with statistics or quotes.Keep each statement and paragraph short and focused. Get to each

point as quickly as possible.

If you are including an important announcement (a new program,

policy change, funding) make sure it is clear, accurate, complete andeasily found in the text (usually in its own paragraph).




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Press Conference

A press conference is a tool designed to generate news in

particular, hard news that can advance the cause of your

organization. Hard news is defined as a story in the print orelectronic media which is timely, significant, prominent, and

relevant.



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Press Conference

Press releases, interviews, and informal media contacts are excellent

ways of getting your message across. They are the bread and butter

of your media relations, and often of your entire outreach effort. A

press conference is an additional media technique, for special

occasions, when you really want to make an impression. More

specifically, why hold a press conference? Because:

Idea Behind the Press

Conference



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Press Conference

You can give more information than in a press release.

A press conference is interactive; you can answer questions from

the press, and emphasize points you might not otherwise have a

chance to make.

You can announce an important development, and explain its

significant local and wider implications.You can set the record straight if your group received negative

publicity.

Idea Behind the Press

Conference



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Press Conference

You can often generate the kind of notice or publicitya spot on the

6:00 TV news, for instancethat youdotherwise have to pay a large

amount for.

When many media representatives are present, it makes your

conference seem really newsworthy -- the media presence itself adds

to the importance.

A successful media conference can not only generate news, but canalso boost the morale of your own group -- that is, your group can

take pride in knowing that the press will really turn out to hear what

you have to say.

Idea Behind the PressConference



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Press Conference

You and your organization could hold a press conference whenever

there is an event your organization wants to inform the communityabout. However, in some cases, you will want to hold a press

conference for fast breaking news. For example, if an education

funding bill were introduced in the state legislature, you might want

to convene a press conference that same morning to react to the

bill's implications. This will leave little time for elaboratepreparations--you should just phone the press at a few hours notice.

When Should You Hold APress Conference?



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Press Conference

Remember, you don't want to hold a press conference too often. It is

a special event, and should be treated as such.But here are some cases when a press conference might be a good

idea:

When the event includes a prominent individual to whom the media

should have access.When you have significant announcements to make, such as a

campaign start-up or a lobbying victory.




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Press Conference

When there is an emergency or crisis centred around your group or

the issues it deals with.When a number of groups are participating in an action, and the

show of support will emphasize that this action is news.

When you want to react to a related event; for example, when a

national report relevant to your issue is released.


Business Etiquttes Netiquettes


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Business Etiquttes- Netiquettes,Telephonic & Table etiquettes

Business Etiquette

Subject line should be specific and not Hior Justfor you.

Never leave off a greeting and/or closing. Address and sign e-mails.

When replying to a question, copy only the question into the e-mail

and then write your response.

Dont forward messages with three pages of mail-to-informationbefore they get to the content. When forwarding, delete all the

Memoto, Subject,Addresses, and date lines.

Netiquette For E-mail



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Business Etiquette

Dont forget the rules of spelling and grammar.

Never use ALL CAPITALS to intense.Be careful when responding to an e-mail message by clicking on

reply or reply all Reply all will go to everyone that received the

e-mail message.

Always read e-mail before it goes out because with e-mail, your tone

could easily be misunderstood.

Reply to e-mail messages as quickly as possible.

Netiquette For E-mail



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Business Etiquette

Always introduce people who have not met, even if you forget

names and blank out on the proper procedure.When introducing a person outside the company to an employee,

begin with the visitor first.

Introduce a lower ranking person to a high-ranking person.

Use the name of the higher-ranking person first.

Providing additional information in an introduction helps put othersat ease.

Always wear name tags on right shoulder

Introductions



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Business EtiquetteTelephone Manners

If you dial a wrong number apologize, dont just hang up.

Identify yourself to anyone you call.Avoid making business calls to someones home.

Dont eat while talking on the telephone.

Leave others on hold for short times only.

Answer a line by giving your name and department.A person with an appointment has priority over a caller.


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Business EtiquetteAppointmentsIf you are delayed, notify the other person.

Hosts, whether men or women, help visitors off with coats

and open doors for them.

Conversational small talk is appropriate before and after a

meeting, but not during.

When concluding a meeting, host should stand up and offer a

handshake.If the office is in a maze of corridors, see visitors out to the

elevator.



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Business EtiquetteDressing In Business

Know the business dress policy and conform to it.

Keep clothing and accessories simple.Clean, well kept, pressed clothing say you care about yourself and

your job. Dont forget to polish your shoes!

Too conservative is better than too faddish. Extremes in style of

clothing, hemline, hairstyles, do not belong at the office.Pay attention to the fit of your clothes. Anything too tight, too low,

too short, etc. can send the wrong message.

Business Etiquttes- Netiquettes


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Business EtiquetteDressing In Business

Strive for a Well put together look. For the women, carefully

coordinate clothing, hosiery, shoes, handbag and other accessories.

For men, the same is true for suits/sports coats and pants, shirt,

tie, belt and shoes. If the wardrobe is carefully planned there should

be articles of clothing that can be mixed and matched to create

many outfits.



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Business EtiquetteTable MannersThese apply to Americans and most of Europe. If youre elsewhere,

do some research before hand.

The fork goes on the left. The spoon and knife go on the right. Fooditems go on the left, so your bread plate is on your left. Drinks,

including coffee cups, should be on the right. When sitting at a

banquet table, you may begin eating when two people on your left

and right are served. If you havent been served, but most of the

table has, encourage others to start. Reach only for items in front of

you; ask that other items be passed by a neighbor. Offer to the left;

pass to the right, although once things start being passed, go with

the flow.



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Business EtiquetteTable Manners

These apply to Americans and most of Europe. If youre elsewhere,

do some research before hand.The fork goes on the left. The spoon and knife go on the right. Food

items go on the left, so your bread plate is on your left. Drinks,

including coffee cups, should be on the right. When sitting at a

banquet table, you may begin eating when two people on your left

and right are served.



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Business EtiquetteTable Manners

If you havent been served, but most of the table has, encourage

others to start. Reach only for items in front of you; ask that other

items be passed by a neighbour. Offer to the left; pass to the right,

although once things start being passed, go with the flow.

Unfold your napkin and place it in your lap as soon as everyone is

seated. Lay a large napkin across your lap folded in half with the

open edges toward you.

Men should not tuck a napkin into their belts.



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Business EtiquetteTable MannersPostureSit erect when you eat. Adjust your chair a comfortable

distance from the table and keep your elbows at your sides. It is no

longer a criminal offense if you rest your forearms on the tablebetween courses. Many restaurants are noisy, and leaning forward

helps conversation.

Leaving the Table If you must excuse yourself during the meal,

signal the waiter you intend to return by making a X with the knife

and fork . If you leave the table briefly, leave your napkin to the left

of your plate, slightly folded over. You can also leave your napkin in

the chair


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Presentation Skills- Presentation,Elements Of Presentation,

Designing A Presentation,Advanced Visual Support For

Business Presentation

Presentation


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Presentation

Presentations also let you demonstrate your ability to thinkon your feet, grasp complex business issues, and handle

challenging situationsall attributes that executives look

for when searching for talented employees to promote.

Oral presentations, delivered in person or

online, offer important opportunities to

put all your communication skills on

display, including research, planning,

writing, visual design, and interpersonal

and nonverbal communication.

Presentation


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Presentation

Elements of Presentation


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Elements of PresentationAnalyzing the Situation

As with written communications, analyzing the situation

involves defining your purpose and developing an

audience profile. The purpose of most of your

presentations will be to inform or to persuade, although

you may occasionally need to make a collaborative

presentation, such as when youre leading a problem-

solving or brainstorming session.



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Elements of PresentationGather Information



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Elements of PresentationSelecting the Right Medium

The task of selecting the right medium might seem obvious.

After all, you are speaking, so itsan oral medium. However,

you have an array of choices these days, from live, in-person

presentations to webcasts(online presentations that people

either view live or download later from your website),

screencasts (recordings of activity on computer displays

with audio voiceover), or twebinars(the use of Twitter as a

backchannel for real-time conversation during a web-basedseminar3).



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Elements of PresentationOrganizing Your Presentation

Organizing a presentation involves the same tasks asorganizing a written message: Define your main idea, limit

your scope, select the direct or indirect approach, and

outline your content. Keep in mind that when people read

written reports, they can skip back and forth if theyreconfused or dontneed certain information.

Defining Your Main Idea

figure out the one key message you want audiencemembers to walk away with. Then compose a one-sentence

summary that links your subject and purpose to your

audiencesframe of reference.


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State your purpose and main idea and then use these elements to

guide the rest of your planning.

Organize your major points and subpoints in logical order,

expressing each major point as a single, complete sentence.

Identify major points in the body first, then outline the

introduction and close.

Preparing Your Outline

A presentation outline helps you organize your message,

and it serves as the foundation for delivering your speech.

Prepare your outline in several stages:

Designing a Presentation


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Designing a PresentationAlthough you usually dont write out a presentation word

for word, you still engage in the writing processdeveloping

your ideas, structuring support points, phrasing your

transitions, and so on.

Adapting to Your Audience

Composing Your Presentation

Finalizing Your Slides

Creating Effective Handouts

Choosing Your Presentation Method

Practicing Your Delivery



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The size of your audience, the venue (in person or online), your

subject, your purpose, your budget, and the time available for

preparation all influence the style of your presentation. If youre

speaking to a small group, particularly people you already know,

you can use a casual style that encourages audience participation.

A small conference room, with your audience seated around a

table, may be appropriate.

Adapting to Your Audience

If youreaddressing a large audience or if the event is important,establish a more formal atmosphere. During formal presentations,

speakers are often on a stage or platform, standing behind a

lectern and using a microphone so that their remarks can be heard

throughout the room



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A good introduction fires up the audiences interest in your topic,

establishes your credibility, and prepares your listeners for the

information and insights you have to share. so give yourself plenty

of time to develop the words and visuals youll use to get yourpresentation off to a great start.

Composing Your Presentation

Unite the audience around a common goal.

Tell a compelling story illustrating an important and relevant

point. Pass around an example or otherwise appeal to listeners

senses.

Ask a question that will get your audience thinking about

your message.



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Designing a PresentationComposing Your Presentation

Share an intriguing, unexpected, or shocking detail.

Open with an amusing observation about yourself, the subject

matter of the presentation

In written documents, you can show how ideas are related with a

variety of design clues: headings, paragraph indentions, white

space, and lists. However, with oral communicationparticularly

when you arent using visuals for supportyou have to rely

primarily on spoken words to link various parts and ideas.



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Designing a PresentationComposing Your Presentation

The close of a speech or presentation has two critical jobs to

accomplish: making sure your listeners leave with the key points

from your talk clear in their minds and putting your audience in the

appropriate emotional state. For example, if the purpose of your

presentation is to warn managers that their out-of-control

spending threatens the companyssurvival, you want them to leave

with that message ringing in their earsand with enough concern

for the problem to stimulate changes in their behavior.



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Title slide(s). You can make a good first impression with one or

two title slides, the equivalent of a reportscover and title page.

Agenda and program details. These slides communicate the

agenda for your presentation and any additional information theaudience might need such as hash tags and WiFi log-in information.

Navigation slides. To tell your audience where youregoing and

where youve been, you can use a series of navigation slides. A

simple way to do this is to repeat your agenda slide at the

beginning of each major section in your presentation, with the

upcoming section highlighted in some way.

Finalizing Your Slides



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Handoutsany printed materials you give the audience to

supplement your talkshould be considered an integral part of

your presentation strategy. Handouts can include detailed charts

and tables, case studies, research results, magazine articles, andanything else that supports the main idea of your presentation.

Creating Effective Handouts



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Speaking from notes (rather than from a fully written script)

is nearly always the most effective and easiest delivery

mode. This approach gives you something to refer to as you

progress while still allowing for plenty of eye contact, anatural speaking flow, interaction with the audience, and

improvisation in response to audience feedback.

Choosing Your Presentation Method

memorize the entire presentation, you will sound stiffand overly formal because you are delivering lines,

rather than talking to your audience.



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Practicing your presentation is essential. Practice boosts

your confidence, gives you a more professional demeanor,

and lets you verify the operation of your visuals and

equipment. A test audience can tell you if your slides areunderstandable and whether your delivery is effective.


Advanced Visual Support


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ppFor Business Presentation

Slides and other visuals can improve the quality and impact

of your oral presentation by creating interest, illustrating

points that are difficult to explain in words alone, adding

variety, and increasing the audiences ability to absorb andremember information.

Electronic presentations are easy to edit and update; you can

add sound, photos, video, and animation; they can beincorporated into online meetings, webcasts, and webinars



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No more than 2-3 colors should be used on a visual aid and a

consistent use of same color will avoid confusing the

audience. However, your use of color should serve yourpurpose.



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Stock photography versus clip- art

Avoid useless motions and animation effects

Use relevant and professional Templets

Do not include too many visual aid per minute


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Types of Visual Aid,Appearance & Posture,Practicing Delivery Of

Presentation

Types of Visual Aid


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Types of Visual Aid

Objects

Bringing the object of your speech to class can be an excellent

way to clarify your ideas and give them dramatic impact. If your

specific purpose is To inform my audience how to choose theright ski equipment, why not bring the equipment to class to

show your listeners?

Or suppose you want to inform your classmates about theChinese art of doll making. You could bring several dolls to class

and explain how they were made.

Types of Visual Aid


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Types of Visual Aid

Models

If the item you want to discuss is too large, too small, or

unavailable, you may be able to work with a model. One student,

a criminal science major, used a model of a human skull to showhow forensic scientists use bone fragments to reconstruct crime

injuries.

No matter what kind of model (or object) you use, make sure theaudience can see it and that you explain it clearly.

Types of Visual Aid


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Types of Visual Aid

Photographs

In the absence of an object or a model, you may be able to use

photographs. They will not work effectively, however, unless they

are large enough for the audience to view without straining.Normal-size photos are too small to be seen clearly without being

passed aroundwhich only diverts the audience from what you

are saying. The same is true of photographs in books.

Types of Visual Aid


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Types of Visual Aid

DrawingsDiagrams, sketches, and other kinds of drawings are inexpensive

to make and can be designed to illustrate your points exactly. This

more than compensates for what they may lack in realism.

Types of Visual Aid


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Types of Visual Aid

GraphsAudiences often have trouble grasping a complex series of

numbers. You can ease their difficulty by using graphs to show

statistical trends and patterns. The most common type is the linegraph.

Types of Visual Aid


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Types of Visual AidCharts

Charts are particularly useful for summarizing large blocks ofinformation. One student, in a speech titled TheUnited States: A

Nation of Immigrants,used a chart to show the leading regions

of the world for U.S. Immigrants.


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Types of Visual Aid


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Types of Visual Aid

The Speaker

Sometimes you can use your own body as a visual aidby

illustrating how a conductor directs an orchestra, by revealing thesecrets behind magic tricks, by showing how to perform sign

language, and so forth.



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Once you have created your slides, its time to work on the

delivery of your speech. As with other aspects of PowerPoint,

this requires careful planning. Even the most professional-

looking slides will do little good if you cantget the computerand projector to work properly, if the slides cant be seen

clearly because of poor lighting, or if you forget to display

them at the right moment.


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When delivering your speech, you should be able to move

effortlessly from slide to slide, as well as among animation

effects on individual slides. To do so, you have to know the

computer commands for these operations.

Know Slide Show Commands



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Know Slide Show Commands



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you should always practice a speech with your visual aids. This

is especially important when using PowerPoint. When you

practice, dont just click the mouse casually or rush quicklyover your words. Go through every part of the speech and

make sure you know exactly when you want each slide to

appear and disappear, and what you will say while each is on

screen. Mark your speaking notes with cues that will remindyou when to display each slide or animation and when to

remove it.

Practice Your Speech With Power point



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Display Slides Only

While Discussing Them

Check The Room

And Equipment

Develop A Backup Plan


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