Business Communication Process and Product 8 e Mary
Business Communication: Process and Product, 8 e Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 1 2015 Cengage. Learning. All. Rights. Reserved. Maynot notbe bescanned, copiedororduplicated, ororpostedtotoaapubliclyaccessiblewebsite, ininwholeororininpart. ©© 2015 Chapter 14 Business Presentations
• Speaking skills: § Can lead to career success § Are No. 1 predictor of success and upward mobility § Are useful at every career stage § Are the most desired soft skill sought in job applicants Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 2 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Speaking Skills and Your Career
• Briefings: concise summary of an issue, proposal, or problem. • Reports: progress, status, convention. • Podcasts: prerecorded audio clip delivered online. • Virtual Presentations: used when collaborating remotely. • Webinars: Web-based presentation, lecture, workshop, or seminar. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 3 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Types of Business Presentations
• What do you want to accomplish? • What do you want your listeners to remember or do? Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 4 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Knowing Your Purpose
• Analyze your audience. • Anticipate its reaction. • Adjust to its needs. • Focus on audience benefits. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 5 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Knowing Your Audience
• How will this topic appeal to the audience? • How can I relate this material to my listeners’ needs? • How can I earn respect so that they accept my message? • What will be most effective in making my points? • How can I make the audience remember my main points? Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 6 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Determining Organization and Delivery Style
• Capture listeners’ attention and get them involved. • Identify yourself and build your credibility. • Preview your main points. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 7 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. The Introduction: Three Goals
• Focus on a limited number of main points (2 -4). • Develop each point with adequate explanation and details. • Use clear organizational strategy (chronology, geography/space, topic/function, compare/contrast, journalistic, value/size, importance, problem/solution, simple/complex, best case/worst case). Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 8 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. The Body
• Summarize the presentation’s main themes. • Leave audience with a specific, noteworthy take-away. • Include a statement that allows you to leave the podium gracefully. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 9 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. The Conclusion: Three Goals
• Effective imagery • Verbal signposts • Nonverbal messages Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 10 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Building Audience Rapport
• Emphasize and clarify main points • Improve comprehension and retention • Increase audience interest • Make speaker appear more professional, better prepared, more persuasive • Help achieve your goals faster • Jog the speaker’s memory Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 11 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Purposes of Good Visual Aids
• Multimedia slides • Handouts • Zoom presentations Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 12 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Types of Visual Aids
• Phase 1: Analysis, Anticipation, and Adaption § Analyze the situation. How will your presentation be used? § Anticipate your audience. How will your presentation get the most positive response? § Adapt text and color selections. § Use the 6 -x-6 rule: “Six bullets per screen, max; six words per bullet max. ” Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 13 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Applying the 3 -x-3 Writing Process to Multimedia Presentations
• Phase 2: Research, Organization, and Drafting § Research your presentation options (Power. Point, Prezi, Slide. Rocket, or other software). § Organize content using titles and bullets. § Use appropriate templates. § Design for optional effect. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 14 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Applying the 3 -x-3 Writing Process to Multimedia Presentations
• Phase 3: Revision, Proofreading, and Evaluation § Rearrange, insert, and delete slides. § Make presentation clear and concise. § Ensure that bulleted items are parallel. § Check spelling, grammar, and punctuation. § Evaluate the presentation: Is it visually appealing? Have you tested your equipment? Are the slides readable? Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 15 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Applying the 3 -x-3 Writing Process to Multimedia Presentations
• Start with the text. • Select background and fonts. • Choose images that help communicate your message. • Create graphics. • Add special effects. • Create hyperlinks. • Move your presentation online. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 16 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Seven Steps To a Powerful Multimedia Presentation
• Memorization (No!) • Reading from manuscript (No!) • Extemporaneous method (Yes!) Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 17 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Choose a Delivery Method
• Prepare thoroughly. • Rehearse repeatedly. • Time yourself. • Dress professionally. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 18 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Before Your Presentation
• Request a lectern. • Check the room. • Greet audience members. • Practice stress reduction. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 19 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Before Your Presentation
• Begin with a pause. • Present your first line from memory. • Maintain eye contact. • Don’t read from your notes. • Control your voice and vocabulary. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 20 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. During Your Presentation
• Show enthusiasm. • Skip the apologies. • Put the brakes on. • Incorporate pauses when appropriate. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 21 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. During Your Presentation
• Move naturally. • Use visual aids effectively. • Avoid digression. • Summarize your main points and arrive at the high point of your talk. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 22 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. During Your Presentation
• Distribute handouts. • Encourage questions. • Repeat questions. • Reinforce your main points. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 23 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. After Your Presentation
• Keep control. • Avoid Yes, but answers. • End with a summary and appreciation. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 24 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. After Your Presentation
• Find out whether you will need an interpreter. • Use text on slides. • Slow down while presenting slides. • Provide handouts in both languages. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 25 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Adjusting Visual Aids to Intercultural Audience
• Preparing to work together: § Establish ground rules. § Choose a meeting leader, recorder, and evaluator. § Decide whether team will be governed by consensus, majority rule, or other methods. § Consider value of conflict. § Decide how to ensure all members are doing their fair share. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 26 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preparing Collaborative Presentations with Teams
• Planning and preparing the document or presentation: § Establish the specific purpose of the presentation. § Decide on the final format and parts to include. § Profile the audience. § Develop a work plan, assign jobs, and set deadlines. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 27 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preparing Collaborative Presentations with Teams
• Collecting information: § Brainstorm ideas and assign topics. § Set deadlines. § Discuss how to ensure accuracy of information collected. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 28 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preparing Collaborative Presentations with Teams
• Organizing, writing, and revising: § Use the same software as other team members. § Use tools such as Google Docs or Slide. Rocket to edit documents. § Strive for a consistent style, format, and feel in the final document or presentation. § Create smooth transitions. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 29 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preparing Collaborative Presentations with Teams
• Editing, rehearsing, and evaluating: § Assign one person to check for consistency of design, format, and vocabulary. § Correct grammatical, spelling, and mechanical errors. § Meet as a whole to evaluate final document. § Practice fielding questions. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 30 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preparing Collaborative Presentations with Teams
• Plan a mini-agenda. • Use a three-point introduction (name the person you are calling, identify yourself, give a brief reason for calling). • Be brisk if you are rushed. • Be professional and courteous. • Leave a complete voice mail messages. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 31 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Making Telephone Calls Professionally
• Identify yourself immediately. • Be responsive and helpful. • Practice telephone confidentiality. • Take messages carefully. • Leave the line respectfully. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 32 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Receiving Telephone Calls Professionally
• Be courteous to those around you. • Observe wireless-free quiet areas. • Speak in low, conversational tones. • Take only urgent calls. • Drive now, talk later. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 33 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Practicing Courteous and Responsible Smartphone Use
• On the receiver's end: § Don’t overuse voice mail. § Prepare a professional, concise, friendly greeting. § Respond to message promptly. § Plan for vacations and other extended absences. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 34 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Making the Best Use of Voice Mail
• On the caller’s end: § Be prepared to leave a message. § Leave a concise, thorough message. § Speak slowly and articulate. § Be careful with confidential information. Mary Ellen Guffey & Dana Loewy, Business Communication: Process and Product, 8 e Ch. 14, Slide 35 © 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Making the Best Use of Voice Mail
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