Chapter 10 Developing the Presentation Career Communication Chapter 10 Developing the Presentation

Analyzing the Audience What are their positions? What are their personal preferences? What demographic characteristics are significant? What is the size of the group? Why are they there? What do they know? What are their attitudes?

Analyzing Yourself as the Speaker Your purpose Your knowledge Your feelings about topic Analyzing Occasion Facilities Time Context

Establishing your purpose General Goal To Inform To Persuade To Entertain Specific Purpose Describe the reaction you are seeking Be Specific Make your goal realistic Developing the Thesis

Chapter 11 Organizing your Ideas Career Communication Chapter 11 Organizing your Ideas

Gathering Ideas and Materials Organizing the body Main Points & Sub-points Stated as claims Should develop thesis No more than 5 Only one idea Include transitions

Organizational Patterns Chronological Spatial Topical Cause-Effect Problem-Solution

The Introduction Attention Personal references Reasons to listen Questions Stories Quotations Startling Statements Personal references Humor Reasons to listen Set the tone Establish qualifications Introduce thesis

Conclusion The review Closing Statement Appeal for action End with a challenge

What Is A Mission Statement? A mission statement is a written, easy-to-remember sentence, short list of bullet points, or paragraph illustrating a business' goals and purpose. It has one common function: to guide you and your employees in making critical decisions that effect the direction of your company. A mission statement identifies your company to its customers, vendors, the media and others that will be using or requiring its services or products. It is about providing solutions and adding value to your customers and market. How-To Create a Mission Statement 1. Pick One Central Theme. The theme should be easy to understand, non-controversial, and translate into behavior that can gain support. 2. Communicate With Action. Demonstrate your commitment and follow through with conviction. 3. Focus On A Few Key Attributes Of Your Service Or Product.  4. Don't Rush The Process. 

Key Points to Include: Statement of Purpose. What inspirational purpose appeals to higher values in both your employees and customers? Statement of Strategy. What is your business strategy, and how does it appeal to your employees and customers? Statement of Value. Identify values that form a link to the organization's strategy that employees can be proud of. Statement of Behavioral Standards. How does employee behavior relate to customer perception and value? Statement of Character. What is the organizational culture? Examples: Disney – "To make people happy" Boeing – "To push the leading edge of aviation, taking huge challenges doing what others cannot do" 3M – "To solve unsolved problems innovatively"

12 Verbal and Visual Support in Presentations Chapter Summary Functions of Supporting Material Verbal Support Visual Aids

Functions of Supporting Material Effective Supporting Material Adds... Clarity Interest Proof

Types of Verbal Support Examples Stories Statistics Comparisons Continued...

Types of Verbal Support Citations Cite the Source in a Way That Adds to the Credibility of Your Presentation Cite Sources That Have Credibility with Your Audience Paraphrase Lengthy or Confusing Citations Restate the Point of Long Citations

Visual Aids Types of Visual Aids Objects and Models Photographs Diagrams Lists and Tables Keep the Visual Aid Simple Use Numbered And/Or Bulleted Lists to Emphasize Key Points Use Text Sparingly Use Large Type Enhance the List’s or Table’s Readability Continued...

Visual Aids Types of Visual Aids Pie Charts Place the Segment You Want to Emphasize at the Top-Center Label Each Segment List the Percentage for Each Segment Continued...

Types of Visual Aids--Sample Pie Chart Continued...

Visual Aids Types of Visual Aids Bar and Column Charts Always Represent Time on the Horizontal Axis Running From Left to Right Arrange the Bars in a Sequence That Best Suits Your Purpose Make Sure the Numerical Values Are Clearly Represented Continued...

Sample Bar and Column Charts Visual Aids Types of Visual Aids Sample Bar and Column Charts Continued...

Visual Aids Types of Visual Aids Pictograms Graphs Continued...

Visual Aids Types of Visual Aids The same data can be distorted by varying the horizontal and vertical size and axes of a graph.

Media for Presenting Visual Aids Flip Charts and Poster Board Transparencies Show Only When You Are Discussing Them Never Remove or Replace Images While the Projector is On Consider Using a Piece of Paper or Cardboard to Cover Parts of an Image You Haven’t Discussed Yet Face the Audience as You Speak Continued...

Media for Presenting Visual Aids Slides Keep the Show Brief Use a Remote-Control with a Long Cord Talk to Your Listeners, Not to the Screen Handouts Computerized Displays Videotape Continued...

Presentation Software Visual Aids Presentation Software Advantages of Presentation Software Deliver On-Screen Show with Special Effects Create Visuals in Many Formats, Including Slides, Overhead Transparencies, and Screen Output Organize a Set of Speaker’s Notes for Yourself Prepare a Variety of Handouts Create “Run-Time” Versions of Your Displays Create Charts, Graphs, and Tables

Presentation Software Visual Aids Presentation Software Possible Problems When Using Presentation Software Poorly Conceived Messages Design Over Content Overly Complex Presentations

Guidelines for Using Visual Aids Selection Be Sure You Have a Reason for Using a Visual Aid Match the Sophistication of Your Visuals to the Audience Continued...

Guidelines for Using Visual Aids Design Make Sure the Visual is Large Enough to See Keep the Design of Your Visuals Simple Use Only a Few Words Use Only Horizontal Printing Label All Items for Clear Identification Continued...

Guidelines for Using Visual Aids Presentation Don’t Display a Visual Until You Are Ready for It Remove a Visual After Discussing It Make Sure Your Visuals Will Work in the Meeting Room Practice Using Your Visuals

13 Delivering the Presentation Chapter Summary Types of Delivery Guidelines for Delivery Question-and-Answer Sessions Speaking with Confidence

Four Ways to Deliver Presentations Types of Delivery Four Ways to Deliver Presentations 1. Manuscript Presentations 2. Memorized Presentations 3. Extemporaneous Presentations Notes Should be Brief Notes Should be Legible Notes Should be Unobtrusive Continued...

Four Ways to Deliver Presentations Types of Delivery Four Ways to Deliver Presentations 4. Impromptu Presentations Predict When You May Be Asked to Speak Accept the Invitation with Assurance Present a Definite Viewpoint Early Present Reasons, Logic, or Facts to Support Your Viewpoint Don’t Apologize Don’t Ramble On

Guidelines for Delivery Visual Elements Dress Effectively Step Up to Speak with Confidence and Authority Get Set Before Speaking Establish and Maintain Eye Contact Begin Without Looking at Your Notes Stand and Move Effectively Don’t Pack Up Early Move Out Confidently When Finished

Guidelines for Delivery Verbal Elements Use an Oral Speaking Style Keep Most Sentences Short Use Personal Pronouns Freely Use the Active Voice Use Contractions Often Address Your Listeners Directly Don’t Emphasize Mistakes Use Proper Vocabulary, Enunciation, and Pronunciation

Guidelines for Delivery Vocal Elements Speak with Enthusiasm and Sincerity Speak Loudly Enough to Be Heard Avoid Disfluencies

Guidelines for Delivery Speaking on Camera Clothing Face, Eyes, and Body Language Hair Makeup Jewelry Using Notes

Question and Answer Sessions When to Answer Questions During the Presentation Allow for Extra Time Promise to Answer Premature Questions Later

Question and Answer Sessions How to Manage Questions Start the Ball Rolling Anticipate Likely Questions Clarify Complicated or Confusing Questions Treat Questioners with Respect Keep Answers Focused on Your Goal Buy Time When Necessary Address Your Answer to the Entire Audience Follow Your Last Question with a Summary

Speaking with Confidence Overcoming Stage Fright Accept a Moderate Amount of Nervousness Speak More Often Rehearse Your Presentation Rehearse on Your Feet, Before an Audience Expect Your Talk to Run 20 percent Longer Rehearse Three to Six Times Pay Special Attention to Your Introduction and Conclusion Rehearse in a Real Setting Continued...

Speaking with Confidence Overcoming Stage Fright Focus on Your Topic and Audience, Not on Yourself Think Rationally About Your Presentation Myth: A Presentation Must be Perfect Myth: It Is Possible to Persuade the Entire Audience Myth: The Worst Will Probably Happen