Developing Management Skills Supplement A: Making Oral and Written Presentations © 2007 by Prentice Hall A -

Learning Objectives Making informative oral presentations Write clearly and persuasively Respond appropriately to questions and challenges © 2007 by Prentice Hall A -

The Five S’s of an Affective Presentation Formulate strategy for specific audience Develop a clear structure Support your points with evidence Combine ideas with an enhancing presentation style Supplement with informed responses to questions © 2007 by Prentice Hall A -

Formulate a Specific Strategy This stage is broken into 3 elements, Identify your purpose Tailor your message to your audience Meet the demands of the situation © 2007 by Prentice Hall A -

Develop a Clear Structure An effective introduction, Catches attention and sets a tone Gives a reason for listening Establishes a road map © 2007 by Prentice Hall A -

Choose an Appropriate Pattern Thoughts can be ordered by: Time Direction Causal process Problem-solving sequence Complexity Space Familiarity © 2007 by Prentice Hall A -

Sandwiching Three Step Process, Emphasize advantages of the plan Assess the risks or concerns Reinforce the benefits © 2007 by Prentice Hall A -

Develop a Clear Structure (con’t) Use Transitions to Signal Progress Conclude on a High Note Primacy: the power of a first impression Recency: we remember more recent events better than the past © 2007 by Prentice Hall A -

Support Your Points Choose a variety of supporting techniques, i.e. statistics and testimonies Consider your listeners Use visual aids © 2007 by Prentice Hall A -

Use an Enhancing Style Oral and written messages require their own style. © 2007 by Prentice Hall A -

Style in Oral Communication Things to consider, Prepare your notes Practicing the presentation Practice using visual aids Displaying the appropriate level of enthusiasm Delivery, i.e. eye contact, body movement, and the use of space © 2007 by Prentice Hall A -

Style in Written Communication Written communication strategies are almost the same pattern as oral presentations. © 2007 by Prentice Hall A -

Differences Between Written and Oral Communications Unlike oral communication, written communications can be retained, studied, duplicated and filed for the future. They can also contain more detail. © 2007 by Prentice Hall A -

Precision in Written Communication Mechanical precision Factual precision Verbal precision © 2007 by Prentice Hall A -

Other Issues for Written Communication Setting the tone Formal and Informal tone Importance of tone in e-mails Using the proper format The physical layout of a message Formats are different for business letters, memos, proposals, etc. © 2007 by Prentice Hall A -

Responding to Questions The key to an effective response is preparation. The best defense is a good offense! © 2007 by Prentice Hall A -

Responding in an Orderly Manner Restate the objective State your position Offer support for your position Indicate the significance of your rebuttal © 2007 by Prentice Hall A -

Maintaining Control Answer questions without getting into prolonged exchanges Keep exchanges on an intellectual level, no name-calling Don’t get trapped into an argument It’s acceptable to defer an answer to a question © 2007 by Prentice Hall A -