Ch12 instructor
-
Upload
beulah-heights-university -
Category
Education
-
view
260 -
download
7
Transcript of Ch12 instructor
© 2010 Thomson South-WesternInstructor Only Version
CHAPTER 12CHAPTER 12
Business Business PresentationsPresentations
Chapter 12, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 8e
Getting Ready for an Getting Ready for an Oral PresentationOral Presentation
Know your purpose.
What do you want your audience to believe, remember, or do when you finish?
Aim all parts of your talk toward your purpose.
© STOCKBYTE / GETTY IMAGES
Chapter 1, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 8e
Getting Ready for an Oral Presentation
Identifyyour
purpose
Understandyour
audience
Organizethe
conclusion
Organizethe
body
Organizethe
introduction
Chapter 12, Slide 4Mary Ellen Guffey, Essentials of Business Communication, 8e
Getting Ready for an Getting Ready for an Oral PresentationOral Presentation
Understand your audience.
Friendly, neutral, uninterested, hostile?
How to gain credibility?
How to relate this information to their needs?
How to make them remember your main points?
© STOCKBYTE / GETTY IMAGES
Chapter 12, Slide 5Mary Ellen Guffey, Essentials of Business Communication, 8e
Organizing ContentOrganizing Content
Capture attention in the introduction. Grab listeners’ attention and get them
involved by opening with a promise, story, startling fact, question, quotation, relevant problem, self-effacing story, or some other tactic.
Identify yourself and establish your credibility.
Preview your main points.
Chapter 12, Slide 6Mary Ellen Guffey, Essentials of Business Communication, 8e
Succeeding With Succeeding With Four Audience TypesFour Audience Types
Friendly Neutral Uninterested Hostile
Click icon for more details. Adobe Acrobat 7.0 Document
Chapter 12, Slide 7Mary Ellen Guffey, Essentials of Business Communication, 8e
A Promise“By the end of my talk, you will . . . .”
Drama—tell a moving story; describe a problem.
Eye contact—command attention by making eye contact with as many people as possible.
Ten Techniques for Getting Ten Techniques for Getting Your Audience’s AttentionYour Audience’s Attention
Chapter 12, Slide 8Mary Ellen Guffey, Essentials of Business Communication, 8e
Movement—leave the lectern area. Move toward the audience.
Questions—ask for a show of hands. Use a rhetorical question.
Demonstrations—include a member of the audience.
Samples, gimmicks—award prizes to volunteer participants; pass out samples.
Ten Techniques for Getting Ten Techniques for Getting Your Audience’s AttentionYour Audience’s Attention
Chapter 12, Slide 9Mary Ellen Guffey, Essentials of Business Communication, 8e
Visuals—use graphics and other visual aids.
Dress—professional dress helps you look more competent and qualified
Appeal to the audience’s self-interest—audience members want to know, “What's in it for me?”
Ten Techniques for Getting Ten Techniques for Getting Your Audience’s AttentionYour Audience’s Attention
Chapter 12, Slide 10Mary Ellen Guffey, Essentials of Business Communication, 8e
Organizing ContentOrganizing Content
Organize the body logically.
Develop two to four main points. Streamline your topic and summarize its principal parts.
Arrange the points logically by a pattern. Prepare transitions to guide the audience. Have extra material ready. Be prepared
with more information and visuals if needed.
Chapter 12, Slide 11Mary Ellen Guffey, Essentials of Business Communication, 8e
Summarize in the conclusion.
Summarize your main themes. Provide a final action-oriented focus that
tells listeners how they can use this information or what you want them to do.
Include a statement that allows you to depart the podium gracefully and leaves a lasting impression.
Organizing ContentOrganizing Content
Patterns for Organizing the Body of Your Presentation
Pattern ExampleChronology Describe the history of a problem,
organized from the first sign of trouble to the present.
Geography/ space
Arrange a discussion of the changing demographics of the workforce by regions, such as East Coast, West Coast, and so forth.
Topic/function/ conventional grouping
Organize a report discussing mishandled airline baggage by the names of airlines.
Chapter 12, Slide 13Mary Ellen Guffey, Essentials of Business Communication, 8e
Pattern ExampleComparison/ contrast (pro/con)
Compare organic farming methods with those of modern industrial farming.
Journalism pattern
Explain how identity thieves ruin your good name by discussing who, what, when, where, why, and how.
Value/size Arrange a report describing fluctuations in housing costs by house value groups (houses that cost $100,000, $200,000, and so forth).
Importance Organize from most important to least important the reasons a company should move its headquarters to a specific city.
Chapter 12, Slide 14Mary Ellen Guffey, Essentials of Business Communication, 8e
Pattern ExampleProblem/ solution
Discuss a problem followed by possible solutions.
Simple/ complex
Organize a report explaining genetic modification of plants by discussing simple seed production progressing to complex gene introduction.
Best case/ worst case
Analyze whether two companies should merge by presenting the best case result (improved market share, profitability, employee morale) opposed to the worse case result (devalued stock, lost market share, employee malaise).
Chapter 1, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 8e
Supporting Your Main Points*
Type Use Comments
Example IllustrateClarifyAdd interest
Introduce in groups of two or three. Consider preceding or following with relevant story.
Story Prove pointIllustrate
Adapt to audience.Must support thesis.Control length.
*Supplementary lecture. Not included in textbook.
Chapter 1, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 8e
Type Use CommentsQuotation Prove point
Add credibilityAdd interest
Cite source.Paraphrase or read verbatim.Follow up with restatement or explanation.
Comparison Improve understandingAdd figurative interest
Link familiar with unfamiliar.Be sure comparison or analogy is valid.
Statistics Prove pointAdd credibility
Link to audience needs.Use sparingly; round off.Support with visuals, handouts.
Chapter 12, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 8e
Worst- and best-casescenarios
Worst- and best-casescenarios
Personalizedstatistics
Personalizedstatistics
Personalanecdotes
Personalanecdotes
SimilesSimiles
MetaphorsMetaphors
AnalogiesAnalogies
Building AudienceBuilding AudienceRapport withRapport with
Effective ImageryEffective Imagery
Building AudienceBuilding AudienceRapport withRapport with
Effective ImageryEffective Imagery
Building Rapport Like a Pro Building Rapport Like a Pro
Chapter 12, Slide 18Mary Ellen Guffey, Essentials of Business Communication, 8e
Building Rapport Like a ProBuilding Rapport Like a Pro
Effective Imagery
Analogy – a comparison of something familiar with something unfamiliar
To understand how the heart is divided, imagine a house with two rooms upstairs and two downstairs.
Chapter 12, Slide 19Mary Ellen Guffey, Essentials of Business Communication, 8e
Building Rapport Like a ProBuilding Rapport Like a Pro
Effective Imagery
Metaphor – an implied, nonliteral comparison
The old office building became a money pit.
Simile – a comparison that includes the words like or as
His mind works like a computer.
Chapter 12, Slide 20Mary Ellen Guffey, Essentials of Business Communication, 8e
Building Rapport Like a ProBuilding Rapport Like a Pro
Other Ways to Connect With Your Audience
Personal anecdotes Personalized statistics Worst- and best-case
scenarios
Chapter 12, Slide 21Mary Ellen Guffey, Essentials of Business Communication, 8e
Using Verbal Signposts to Transition
As you can see, we have twoprimary reasons explaining . . .
Summarizing
PreviewingNow let's look at three reasonsfor . . .
My next major point focuses on . . .
Let me review the two major factors I've just covered. . .
SwitchingDirections
I've just discussed three reasons for X. Now I want to move on to Y.
Up to this point, I've concentratedon . . .; now let's look at another significant factor . . .
Chapter 12, Slide 22Mary Ellen Guffey, Essentials of Business Communication, 8e
Sending Positive Sending Positive Nonverbal MessagesNonverbal Messages
Look professional. Animate your body. Punctuate your words. Use appropriate eye contact. Get out from behind the podium. Vary your facial expressions.
Chapter 1, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 8e
Objectsfor
demonstration
Objectsfor
demonstration
VideoVideo
Flipchartsor
whiteboards
Flipchartsor
whiteboards
HandoutsHandouts
TransparenciesTransparencies
Multimediaslides
Multimediaslides
Enhancing YourEnhancing YourPresentationPresentationWith VisualWith Visual
AidsAids
Enhancing YourEnhancing YourPresentationPresentationWith VisualWith Visual
AidsAids
Chapter 12, Slide 24Mary Ellen Guffey, Essentials of Business Communication, 8e
Pros Cons
Easy to prepare, update, and use
Readily availableequipment
Easy to prepare, update, and use
Readily availableequipment
May seem outdated Holds speaker
close to projector Poor photo repro-
duction
May seem outdated Holds speaker
close to projector Poor photo repro-
duction
Professional effect
Graphic options Easy to make and
update
Professional effect
Graphic options Easy to make and
update
Requires costly equipment andpractice to use
Equipment mayfail
Requires costly equipment andpractice to use
Equipment mayfail
Medium
Multimediaslides
Multimediaslides
TransparenciesTransparencies
Characteristics of Visual AidsCharacteristics of Visual Aids
Chapter 12, Slide 25Mary Ellen Guffey, Essentials of Business Communication, 8e
Encourages audienceparticipation
Enhances recall
Encourages audienceparticipation
Enhances recall
Risks unauthorized duplication andloss of audiencecontrol
Risks unauthorized duplication andloss of audiencecontrol
Inexpensive Easy to create,
modify, orcustomize on thespot
Inexpensive Easy to create,
modify, orcustomize on thespot
Requires talent Difficult to see Cumbersome to
transport
Requires talent Difficult to see Cumbersome to
transport
Pros ConsMedium
HandoutsHandouts
Flipchartsor
whiteboards
Flipchartsor
whiteboards
Characteristics of Visual AidsCharacteristics of Visual Aids
Chapter 12, Slide 26Mary Ellen Guffey, Essentials of Business Communication, 8e
Accurate portrayal of content
Suggests serious preparation
Accurate portrayal of content
Suggests serious preparation
Expensive to create and update
Incompatibilityissues
Expensive to create and update
Incompatibilityissues
Realistic effects Increases audience
participation
Realistic effects Increases audience
participation
Extra work and expensive to trans-port and replace
Limited use withlarge audience
Extra work and expensive to trans-port and replace
Limited use withlarge audience
Pros ConsMedium
VideoVideo
PropsProps
Characteristics of Visual AidsCharacteristics of Visual Aids
Chapter 12, Slide 27Mary Ellen Guffey, Essentials of Business Communication, 8e
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Analyze the situation and purpose.
Live presentation? Self-running presentation? Saved on server for anytime viewing?
Analyze the situation and purpose.
Bold colors? Animation? Sound effects? Bells and whistles?
Chapter 12, Slide 28Mary Ellen Guffey, Essentials of Business Communication, 8e
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Adapt your text and color selections.
6-x-6 rule: Maximum of six bullets per screen, six words per bullet
Combine harmonious colors, borders, bullet styles, and fonts.
Use light text on dark background for darkened rooms.
Use dark text on light background for lighted rooms.
Chapter 12, Slide 29Mary Ellen Guffey, Essentials of Business Communication, 8e
Translate major headings into slide titles.
Use blueprint slides strategically.
Build bullet points with short phrases.
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Organize your slides.
Chapter 12, Slide 30Mary Ellen Guffey, Essentials of Business Communication, 8e
Create a template to serve as background.
Avoid visual clichés; find a fresh template that complements your purpose.
Choose layout and design options.
Compose your slideshow.
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Chapter 12, Slide 31Mary Ellen Guffey, Essentials of Business Communication, 8e
Alter layouts by repositioning, resizing, or changing fonts.
Consider adding variety and pizzazz but don’t overdo it.
Numeric information is easier to understand when shown in graphs and charts.
Compose your slideshow.
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Chapter 12, Slide 32Mary Ellen Guffey, Essentials of Business Communication, 8e
Create a slide only if it• helps audience follow your ideas• highlights points you want audience to
remember• introduces or reviews key points• provides a transition between points• illustrates and simplifies complex
ideas.
Compose your slideshow.
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Chapter 12, Slide 33Mary Ellen Guffey, Essentials of Business Communication, 8e
Use PowerPoint’s Slide Sorter View to rearrange, insert, and delete slides.
Edit wording to achieve parallel form. Strive for conciseness and precision. Check for spelling, grammar, and
punctuation. Are color choices visually appealing?
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Revise, proofread, and evaluate your slideshow.
Chapter 12, Slide 34Mary Ellen Guffey, Essentials of Business Communication, 8e
Allow plenty of time to set up and test equipment.
Always bring backups. Consider transferring your presentation
to a CD or a USB flash drive. Look at the audience, not the screen. Do not read from a slide. Paraphrase.
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Use PowerPoint effectively.
Chapter 12, Slide 35Mary Ellen Guffey, Essentials of Business Communication, 8e
Leave the lights as bright as possible. Use a radio remote control to advance
slides. Use a laser pointer to highlight slide
items. Don’t rely totally on your slides.
Remember that the audience came to see and hear you.
Preparing a Visually Appealing Preparing a Visually Appealing PowerPoint PresentationPowerPoint Presentation
Use PowerPoint effectively.
Chapter 12, Slide 36Mary Ellen Guffey, Essentials of Business Communication, 8e
If you are using a slideshow, practice thoroughly so that you can speak extemporaneously without notes.
If you are speaking without a slideshow, use notes but try to talk to the audience conversationally.
Beware of reading from a script: BORING!
Polishing Your Delivery Polishing Your Delivery and Following Upand Following Up
Delivery Method
Chapter 12, Slide 37Mary Ellen Guffey, Essentials of Business Communication, 8e
Stage Fright SymptomsStage Fright Symptoms
Dry throat Unsteady voice Trembling hands Tied tongue Wobbly knees
Stomach butterflies
Pounding heart
Shortage of breath
Sweaty palms
Chapter 12, Slide 38Mary Ellen Guffey, Essentials of Business Communication, 8e
Combating Stage FrightCombating Stage Fright
Just before you begin to talk, take some deep breaths.
Convert your fear into anticipation and enthusiasm.
Select a familiar, relevant topic.
Prepare 150 percent. Use positive self-talk.
Chapter 12, Slide 39Mary Ellen Guffey, Essentials of Business Communication, 8e
Shift the focus from yourself to your visual aids.
Ignore stumbles; keep going. Don't admit you're nervous. Feel proud when you finish. Reward yourself.
Combating Stage FrightCombating Stage Fright
Chapter 12, Slide 40Mary Ellen Guffey, Essentials of Business Communication, 8e
Putting It All TogetherPutting It All Together
Duringyour
presentation
Beforeyour
presentation
Afteryour
presentation
Chapter 12, Slide 41Mary Ellen Guffey, Essentials of Business Communication, 8e
Prepare thoroughly. Rehearse repeatedly. Time yourself. Dress professionally. Check the room. Greet members of the audience. Practice stress reduction.
Putting It All TogetherPutting It All Together
AfterDuringBefore
Chapter 12, Slide 42Mary Ellen Guffey, Essentials of Business Communication, 8e
After Before
Begin with a pause. Present your first sentence from
memory. Maintain eye contact. Control your voice and vocabulary. Skip the apologies. Incorporate pauses when appropriate
During
Putting It All TogetherPutting It All Together
Chapter 12, Slide 43Mary Ellen Guffey, Essentials of Business Communication, 8e
Show enthusiasm. Put the brakes on. Move naturally. Use visual aids effectively. Avoid digression. Summarize your main points.
After Before During
Putting It All TogetherPutting It All Together
Chapter 12, Slide 44Mary Ellen Guffey, Essentials of Business Communication, 8e
During Before
Distribute handouts. Encourage questions. Repeat questions. Reinforce your main points. Keep control. Avoid Yes, but answers. End with a summary and appreciation.
After
Putting It All TogetherPutting It All Together
© 2010 Thomson South-WesternInstructor Only Version
ENDEND