Designing and Delivering Oral and Online Presentations Prentice

Designing and Delivering Oral and Online Presentations © Prentice Hall, 2008 Excellence in Business Communication, 8 e 1

Building Your Career with Oral Presentations • • Display your skills Think on your feet Grasp complex issues Handle challenges © Prentice Hall, 2008 Excellence in Business Communication, 8 e 2

The Three-Step Process • Planning • Writing • Closing © Prentice Hall, 2008 Excellence in Business Communication, 8 e 3

Planning Presentations • Analyze the situation • Gather the information • Select the medium • Organize the message © Prentice Hall, 2008 Excellence in Business Communication, 8 e 4

Analyzing the Situation • Purpose – Inform – Persuade – Collaborate • Audience – Emotional state – Language issues – Specific circumstances © Prentice Hall, 2008 Excellence in Business Communication, 8 e 5

Selecting the Medium • In-person presentations • Web-based presentations © Prentice Hall, 2008 Excellence in Business Communication, 8 e 6

Organizing Presentations • Define the main idea • Limit the scope • Choose the approach • Prepare the outline © Prentice Hall, 2008 Excellence in Business Communication, 8 e 7

Planning Outline • • • State purpose and main idea Organize major points and subpoints Identify introduction, body, and close Show your connections Show your sources Choose a title © Prentice Hall, 2008 Excellence in Business Communication, 8 e 8

Speaking Outline • Follow the planning outline • Condense points and transitions to keywords • Add delivery cues • Arrange your notes © Prentice Hall, 2008 Excellence in Business Communication, 8 e 9

Writing Presentations • Introduction • Message • Conclusion © Prentice Hall, 2008 Excellence in Business Communication, 8 e 10

Creating the Introduction • Arouse interest • Build credibility • Preview the presentation • Limit main points • Stress connections • Engage audience © Prentice Hall, 2008 Excellence in Business Communication, 8 e 11

Composing the Message • Limit the main points • Connect the ideas • Engage the audience © Prentice Hall, 2008 Excellence in Business Communication, 8 e 12

Writing the Conclusion • Restate the main points • Describe the next steps • End on a strong note © Prentice Hall, 2008 Excellence in Business Communication, 8 e 13

Planning Visual Aids • Improve quality and impact • Improve audience learning • Improve your professional image © Prentice Hall, 2008 Excellence in Business Communication, 8 e 14

Selecting Visual Aids • Overhead transparencies • Electronic presentations • Chalkboards and whiteboards • Flip charts • Other visual combinations © Prentice Hall, 2008 Excellence in Business Communication, 8 e 15

Creating Effective Slides • • • Writing content Modifying graphics Selecting design Being consistent Adding animation © Prentice Hall, 2008 Excellence in Business Communication, 8 e 16

Writing Readable Content • • • Select a central idea Limit the content Use short phrases Use parallel grammar Prefer the active voice Use short titles © Prentice Hall, 2008 Excellence in Business Communication, 8 e 17

Modifying Graphics for Slides • • • Reduce details Avoid repetition Shorten numbers Limit data sets Highlight key points Adjust size and design © Prentice Hall, 2008 Excellence in Business Communication, 8 e 18

Selecting Design Elements • • Color schemes Background elements Foreground artwork Fonts and typestyles © Prentice Hall, 2008 Excellence in Business Communication, 8 e 19

Achieving Consistency • Slide master feature – Color choices – Font styles – Design elements • Layout templates – Bulleted lists – Charts – Graphics © Prentice Hall, 2008 Excellence in Business Communication, 8 e 20

Adding Animation and Special Effects • • Functional animation Transitions and builds Hypertext and links Multimedia elements © Prentice Hall, 2008 Excellence in Business Communication, 8 e 21

Presenting Online • Advantages – Global reach – Cost savings – Convenience • Disadvantages – Limited feedback – Technology issues – Training issues © Prentice Hall, 2008 Excellence in Business Communication, 8 e 22

Online Presentations • • • Send preview materials Keep content simple Get feedback often Consider the audience Ensure compatibility Allow plenty of time © Prentice Hall, 2008 Excellence in Business Communication, 8 e 23

Completing Presentations • Finalizing slides and support • Preparing to speak • Practicing your delivery • Overcoming anxiety • Handling questions © Prentice Hall, 2008 Excellence in Business Communication, 8 e 24

Finalize Slides and Support • • • Title slides Agenda slides Navigation slides Handouts Backup equipment Backup presentation © Prentice Hall, 2008 Excellence in Business Communication, 8 e 25

Preparing to Speak • Memorizing • Reading • Impromptu speaking • Speaking from notes © Prentice Hall, 2008 Excellence in Business Communication, 8 e 26

Practicing Your Delivery • Present naturally • Rehearse the speech • Check equipment • Track your time • Introduce the slides • Anticipate questions © Prentice Hall, 2008 Excellence in Business Communication, 8 e 27

Overcoming Anxiety • Extra material • Get comfortable • Practice • Don’t panic • Think positively • Focus on message • Visualize success • Engage audience • Take deep breaths • Seek friendly faces • Be ready • Keep going © Prentice Hall, 2008 Excellence in Business Communication, 8 e 28

Responding to Questions • Focus on the questioner • Respond appropriately • Maintain control • Survive the hot seat • Encourage questions • Conclude the presentation © Prentice Hall, 2008 Excellence in Business Communication, 8 e 29