Planning Writing and Completing Oral Presentations Prentice Hall

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Planning, Writing, and Completing Oral Presentations © Prentice Hall, 2004 Business Communication Essentials 1

Planning, Writing, and Completing Oral Presentations © Prentice Hall, 2004 Business Communication Essentials 1

The Three-Step Process Flow of the Message Planning Writing Completing 1 2 3 Substance

The Three-Step Process Flow of the Message Planning Writing Completing 1 2 3 Substance of the Message © Prentice Hall, 2004 Business Communication Essentials 2

Planning Speeches and Presentations Determine the Purpose Analyze the Audience Gather Information Adapt the

Planning Speeches and Presentations Determine the Purpose Analyze the Audience Gather Information Adapt the Message © Prentice Hall, 2004 Business Communication Essentials 3

Common Purposes of Business Presentations Audience Members Inform Persuade Presentation Content Presentation Style Motivate

Common Purposes of Business Presentations Audience Members Inform Persuade Presentation Content Presentation Style Motivate © Prentice Hall, 2004 Entertain Business Communication Essentials 4

Writing Oral Presentations Organizing the Message Creating the Introduction Composing the Body Writing the

Writing Oral Presentations Organizing the Message Creating the Introduction Composing the Body Writing the Conclusion Purpose Audience © Prentice Hall, 2004 Business Communication Essentials 5

Organizing the Message Audienc e Define the Main Idea Purpose Limit the Scope Message

Organizing the Message Audienc e Define the Main Idea Purpose Limit the Scope Message Choose the Approach Message Prepare the Outline Purpose © Prentice Hall, 2004 Choose the Style Business Communication Essentials Audience 6

Oral Presentations Opportunities Challenges On-the-Spot Feedback Maintaining Control Immediate Modification Guiding the Audience Nonverbal

Oral Presentations Opportunities Challenges On-the-Spot Feedback Maintaining Control Immediate Modification Guiding the Audience Nonverbal Reinforcement Shifting Topics © Prentice Hall, 2004 Business Communication Essentials 7

Introducing the Message Arouse Interest Build Credibility Preview the Presentation © Prentice Hall, 2004

Introducing the Message Arouse Interest Build Credibility Preview the Presentation © Prentice Hall, 2004 Business Communication Essentials 8

Composing the Message Limit the Main Points Connect the Ideas Engage the Audience ©

Composing the Message Limit the Main Points Connect the Ideas Engage the Audience © Prentice Hall, 2004 Business Communication Essentials 9

Concluding the Message Restate the Main Points Describe the Next Steps End on a

Concluding the Message Restate the Main Points Describe the Next Steps End on a Strong Note © Prentice Hall, 2004 Business Communication Essentials 10

Completing Speeches and Presentations Evaluate the Message © Prentice Hall, 2004 Develop Visual Aids

Completing Speeches and Presentations Evaluate the Message © Prentice Hall, 2004 Develop Visual Aids Business Communication Essentials Master the Delivery 11

Using Visual Aids Audience Clarify Main Points Create Interest Setting Content Add Variety Improve

Using Visual Aids Audience Clarify Main Points Create Interest Setting Content Add Variety Improve Learning Purpose © Prentice Hall, 2004 Business Communication Essentials 12

Types of Visual Aids • Overhead Transparencies • Electronic Presentations • Chalkboards/Whitebo © Prentice

Types of Visual Aids • Overhead Transparencies • Electronic Presentations • Chalkboards/Whitebo © Prentice Hall, 2004 ards Business Communication Essentials 13

Types of Visual Aids • Product Samples • Scale Models • Audiotapes • Film

Types of Visual Aids • Product Samples • Scale Models • Audiotapes • Film Strips and Movies © Prentice Hall, 2004 • Television and Business Communication Essentials 14

Advantages of Transparencies Inexpensive Easy to Use Simple to Create © Prentice Hall, 2004

Advantages of Transparencies Inexpensive Easy to Use Simple to Create © Prentice Hall, 2004 Business Communication Essentials 15

Disadvantages of Transparencies Lack of Flexibility Fragile Format Overhead Projectors © Prentice Hall, 2004

Disadvantages of Transparencies Lack of Flexibility Fragile Format Overhead Projectors © Prentice Hall, 2004 Business Communication Essentials 16

Electronic Presentations Advantages Disadvantages Real-Time Data Specialized Equipment Multimedia Technique Over Content Flexibility and

Electronic Presentations Advantages Disadvantages Real-Time Data Specialized Equipment Multimedia Technique Over Content Flexibility and Portability Overuse of Special Effects © Prentice Hall, 2004 Business Communication Essentials 17

Creating Effective Slides Content and Graphics Design Elements Consistency Special Effects Readability Simplicity ©

Creating Effective Slides Content and Graphics Design Elements Consistency Special Effects Readability Simplicity © Prentice Hall, 2004 Business Communication Essentials 18

Choosing a Color Scheme • Stimulate emotions • Recognize cultural differences • Limit color

Choosing 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 19

Additional Design Considerations Background Fonts and Designs Type Styles © Prentice Hall, 2004 Business

Additional Design Considerations Background Fonts and Designs Type Styles © Prentice Hall, 2004 Business Communication Essentials 20

Animation and Special Effects Transitions Hyperlinks Builds © Prentice Hall, 2004 Business Communication Essentials

Animation and Special Effects Transitions Hyperlinks Builds © Prentice Hall, 2004 Business Communication Essentials 21

Creating Effective Handouts Charts or Diagrams Company Reports Magazine Articles Copies of Slides Lists

Creating Effective Handouts Charts or Diagrams Company Reports Magazine Articles Copies of Slides Lists of Websites Brochures and Pictures © Prentice Hall, 2004 Business Communication Essentials 22

Mastering Your Delivery Memorizing Reading Impromptu Speaking From Notes Subject Matter Audience © Prentice

Mastering Your Delivery Memorizing Reading Impromptu Speaking From Notes Subject Matter Audience © Prentice Hall, 2004 Business Communication Essentials 23

Preparing to Speak Know the Material Practice Your Delivery Know the Location Adapt the

Preparing to Speak Know the Material Practice Your Delivery Know the Location Adapt the Content © Prentice Hall, 2004 Business Communication Essentials 24

Building Your Confidence • Prepare Extra Material • Be Prepared • Rehearse • Get

Building Your Confidence • Prepare Extra Material • Be Prepared • Rehearse • Get Comfortable • Think Positively • Don’t Panic • Visualize Success • Keep Going • Take a few deep breaths • Focus Outside Yourself © Prentice Hall, 2004 Business Communication Essentials 25

Appearing More Confident Get Control At the Start Maintain Eye Contact Watch Your Posture

Appearing More Confident 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 26

Presenting the Visuals Overhead Transparencies Electronic Slides Pointing Changing Highlighting Discussing © Prentice Hall,

Presenting the Visuals Overhead Transparencies Electronic Slides Pointing Changing Highlighting Discussing © Prentice Hall, 2004 Business Communication Essentials 27

Answering Questions Focus on the Questioner Respond Appropriately Control the Situation Maintain Self-Control Motivate

Answering Questions Focus on the Questioner Respond Appropriately Control the Situation Maintain Self-Control Motivate Questions Conclude the Speech © Prentice Hall, 2004 Business Communication Essentials 28