Chapter 14 Business Presentations © 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. Chapter 14 Business Presentations Business Communication: Process and Product, 8e Mary Ellen Guffey & Dana Loewy

Speaking Skills and Your Career 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

Types of Business Presentations 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.

Knowing Your Purpose What do you want to accomplish? What do you want your listeners to remember or do?

Knowing Your Audience Analyze your audience. Anticipate its reaction. Adjust to its needs. Focus on audience benefits.

Determining Organization and Delivery Style 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?

The Introduction: Three Goals Capture listeners’ attention and get them involved. Identify yourself and build your credibility. Preview your main points.

The Body 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).

The Conclusion: Three Goals 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.

Building Audience Rapport Effective imagery Verbal signposts Nonverbal messages

Purposes of Good Visual Aids 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

Types of Visual Aids Multimedia slides Handouts Zoom presentations

Applying the 3-x-3 Writing Process to Multimedia Presentations 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.”

Applying the 3-x-3 Writing Process to Multimedia Presentations Phase 2: Research, Organization, and Drafting Research your presentation options (PowerPoint, Prezi, SlideRocket, or other software). Organize content using titles and bullets. Use appropriate templates. Design for optional effect.

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?

Seven Steps To a Powerful Multimedia Presentation 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.

Choose a Delivery Method Memorization (No!) Reading from manuscript (No!) Extemporaneous method (Yes!)

Before Your Presentation Prepare thoroughly. Rehearse repeatedly. Time yourself. Dress professionally.

Before Your Presentation Request a lectern. Check the room. Greet audience members. Practice stress reduction.

During 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.

During Your Presentation Show enthusiasm. Skip the apologies. Put the brakes on. Incorporate pauses when appropriate.

During Your Presentation Move naturally. Use visual aids effectively. Avoid digression. Summarize your main points and arrive at the high point of your talk.

After Your Presentation Distribute handouts. Encourage questions. Repeat questions. Reinforce your main points.

After Your Presentation Keep control. Avoid Yes, but answers. End with a summary and appreciation.

Adjusting Visual Aids to Intercultural Audience Find out whether you will need an interpreter. Use text on slides. Slow down while presenting slides. Provide handouts in both languages.

Preparing Collaborative Presentations with Teams 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.

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.

Preparing Collaborative Presentations with Teams Collecting information: Brainstorm ideas and assign topics. Set deadlines. Discuss how to ensure accuracy of information collected.

Preparing Collaborative Presentations with Teams Organizing, writing, and revising: Use the same software as other team members. Use tools such as Google Docs or SlideRocket to edit documents. Strive for a consistent style, format, and feel in the final document or presentation. Create smooth transitions.

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.

Making Telephone Calls Professionally 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.

Receiving Telephone Calls Professionally Identify yourself immediately. Be responsive and helpful. Practice telephone confidentiality. Take messages carefully. Leave the line respectfully.

Practicing Courteous and Responsible Smartphone Use Be courteous to those around you. Observe wireless-free quiet areas. Speak in low, conversational tones. Take only urgent calls. Drive now, talk later.

Making the Best Use of Voice Mail 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.

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.