Business Communication Lecturer: Gareth Jones Class 9: Presentations 1

Today From “Effective Business Writing and Speaking” Pages 87-92 Business Communication (BUS-101) 10th December 2009

Today Types of presentations The communication process Planning and structure Business Communication (BUS-101) 10th December 2009

Types of presentations There can be hundreds of different kinds of presentations, doing one or more of the following things: Informing Demonstrating Describing Defining Persuading Selling Business Communication (BUS-101) 10th December 2009

Types of presentations Impromptu – improvised Memorised – recited Manuscript – read Prepared – read with notes Interviews – answering questions (TV or radio) Group presentations – 2 or more members Business Communication (BUS-101) 10th December 2009

Communication Process When doing a presentation, it is important to think of communication strategies: Business Communication (BUS-101) 10th December 2009

Communication Process Speaker Message Audience Response Business Communication (BUS-101) 10th December 2009

Communication Process Message Speaker Listener Response Business Communication (BUS-101) 10th December 2009

Communication Process Speakers must be aware of all aspects of a presentation, NOT just how they are feeling at that moment … the speaker is only one part of the whole …. Business Communication (BUS-101) 10th December 2009

Communication Process You have the audience and, more importantly, the message to think about. You must also think about the audience response. The speaker must be aware of all these things to give an effective presentation Business Communication (BUS-101) 10th December 2009

Communication Process Speaker – The speaker wants to communicate an idea Message – The speaker puts the idea into a structured message Channel – The message is sent through a channel to the audience Business Communication (BUS-101) 10th December 2009

Communication Process Audience – the audience receives and interprets the message Response – the audience responds to the message Business Communication (BUS-101) 10th December 2009

Communication Strategies The speaker must focus on words, attitude, tone, and outward appearance Why? Business Communication (BUS-101) 10th December 2009

Communication Strategies The listener has needs which you, the speaker, are trying to meet Just like you “write for your readers”, be sure to “speak for your listeners” and not for yourself Why? Business Communication (BUS-101) 10th December 2009

Communication Strategies Message = content + form Content = information Form = structure/format Business Communication (BUS-101) 10th December 2009

Communication Strategies Response = the audiences reaction during and after your speech Business Communication (BUS-101) 10th December 2009

Communication Strategies Possible responses Non-verbal and verbal responses during the speech Questions right after the speech Questions and comments received later Business Communication (BUS-101) 10th December 2009

Communication Strategies Use these responses to become a better presenter in the future How? Business Communication (BUS-101) 10th December 2009

Planning and Structure The more you plan and practice, the better your presentation will be Be careful not to ‘over plan’ though Use the ROTGD outline for your presentations Business Communication (BUS-101) 10th December 2009

Planning and Structure Research Organisation Text Graphics Delivery Business Communication (BUS-101) 10th December 2009

Planning and Structure Today Research Organisation Text Later Graphics Delivery Business Communication (BUS-101) 10th December 2009

Planning and Structure Research Who is the audience? What is the purpose? How much time? Know your topic Business Communication (BUS-101) 10th December 2009

Planning and Structure Organisation Introduction Body Conclusion Business Communication (BUS-101) 10th December 2009

Planning and Structure Introduction Attention/opener Preview Business Communication (BUS-101) 10th December 2009

Planning and Structure Attention Start by getting the audiences attention Choose the best method by analysing your audience before hand Business Communication (BUS-101) 10th December 2009

Planning and Structure Attention Get them interested Tell a story – “四川 earthquake, how people were rescued…” Show a picture Show an impressive statistic- “7.9 on the Richter scale” Business Communication (BUS-101) 10th December 2009

Planning and Structure Attention Common ground Reference the audience Talk about something familiar to the audience that relates to the subject In the case of the previous example if we were appealing for money, appealing to people with children in the audience would be effective Business Communication (BUS-101) 10th December 2009

Planning and Structure Attention Benefits Open by telling your audience how you and your presentation can help them Benefits to both the heart and the mind Business Communication (BUS-101) 10th December 2009

Planning and Structure Attention Credibility Make your audiences interested by making your audience trust you Are you going to cheat them? Will you deliver your promises? Business Communication (BUS-101) 10th December 2009

Planning and Structure Attention Humour (be careful) Some presentations work by opening with a joke Be careful as some topics or audiences will be angry at the use of humour! Business Communication (BUS-101) 10th December 2009

Planning and Structure Preview Before discussing your main points, give a preview of your presentation Business Communication (BUS-101) 10th December 2009

Planning and Structure Preview Types: Outline Agenda List of main points Business Communication (BUS-101) 10th December 2009

Planning and Structure “In the next 5 minutes, I will discuss construction projects in three cities: Shanghai, Beijing and Shenzhen.” “In the course of this presentation I will discuss the importance of idols in today’s society.” “During this press conference I will appeal to the audience to help the people of SiChuan” Business Communication (BUS-101) 10th December 2009

Planning and Structure Body State Main points clearly Should be organised and easy to follow Business Communication (BUS-101) 10th December 2009

Planning and Structure Body Limit your main points Don’t try to say too much. Better to talk for longer on just a few key points Why? Business Communication (BUS-101) 10th December 2009

Planning and Structure Body Use explicit and long transitions “Let’s move on to the next region” “The second thing I’m going to discuss is..” Why? Business Communication (BUS-101) 10th December 2009

Planning and Structure Body Use internal summaries at the end of each section “Now that we have looked at the parts of the introduction: attention/opener and preview, let’s discuss the body.” Business Communication (BUS-101) 10th December 2009

Planning and Structure Body Keep audience interest high Use stories and situations your audience can relate to Why does this work? Business Communication (BUS-101) 10th December 2009

Planning and Structure Body (summary) State main points clearly Limit main points Use long transitions Use internal summaries Keep audience interest high Business Communication (BUS-101) 10th December 2009

Planning and Structure Conclusion Make sure to have a strong conclusion as your audience will remember the last things you say Business Communication (BUS-101) 10th December 2009

Planning and Structure Conclusion Begin with a strong transition such as “in conclusion” or “to summarise” The use one or more of the following techniques… Business Communication (BUS-101) 10th December 2009

Planning and Structure Conclusion Give a summary Good for explaining or instructing Business Communication (BUS-101) 10th December 2009

Planning and Structure Conclusion Refer to your opening If you began with a story, go back to the story you used in the introduction Why? Business Communication (BUS-101) 10th December 2009

Planning and Structure Conclusion End with action steps For a persuasive report, make sure to tell your audience what to do at the end Business Communication (BUS-101) 10th December 2009

Planning and Structure Organisation (summary) Introduction Body Conclusion Business Communication (BUS-101) 10th December 2009

Planning and Structure Text It would be difficult to memorise an entire presentation, so it is useful to make notes Also, this is not a good idea, why? Business Communication (BUS-101) 10th December 2009

Planning and Structure Note cards should be: Easy to read (large text and lots of white space) Short (use key phrases, not whole sentences) Limited (don’t have lots of note cards. Each should have about 5 minutes of info. Business Communication (BUS-101) 10th December 2009

Planning and Structure Next time: Visuals Delivery (verbal/nonverbal) Public speaking (how others’ do this best) Business Communication (BUS-101) 10th December 2009