© 2007 Thomson South-Western Instructor Only Version CHAPTER 12 Making Effective and Professional Oral Presentations

Chapter 12, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 7e Identify your purpose Understand your audience Organize the introduction Organize the body Organize the conclusion Getting Ready for an Oral Presentation

Chapter 12, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 7e Identify Your Purpose  Identify 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.

Chapter 12, Slide 4Mary Ellen Guffey, Essentials of Business Communication, 7e Understand Your Audience  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?

Chapter 12, Slide 5Mary Ellen Guffey, Essentials of Business Communication, 7e Succeeding With Four Audience Types  Friendly  Neutral  Uninterested  Hostile Click icon for more details.

Chapter 12, Slide 6Mary Ellen Guffey, Essentials of Business Communication, 7e Organize the Introduction  Organize the Introduction  Capture listeners’ attention and get them involved.

Chapter 12, Slide 7Mary Ellen Guffey, Essentials of Business Communication, 7e  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 Your Audience’s Attention

Chapter 12, Slide 8 Mary Ellen Guffey, Essentials of Business Communication, 7e  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.

Chapter 12, Slide 9 Mary Ellen Guffey, Essentials of Business Communication, 7e  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?”

Chapter 12, Slide 10Mary Ellen Guffey, Essentials of Business Communication, 7e Organize the Introduction  Organize the Introduction  Capture listeners’ attention and get them involved.  Identify yourself and establish your credibility.  Preview your main points.

Chapter 12, Slide 11Mary Ellen Guffey, Essentials of Business Communication, 7e Organize the Body  Organize the Body  Develop two to four main points.  Streamline your topic and summarize its principal parts.  Arrange the points logically by a specific pattern.

Patterns for Organizing the Body of Your Presentation PatternExample ChronologyDescribe 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 13 Mary Ellen Guffey, Essentials of Business Communication, 7e PatternExample Comparison/ 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/sizeArrange a report describing fluctuations in housing costs by house value groups (houses that cost $100,000, $200,000, and so forth). ImportanceOrganize from most important to least important the reasons a company should move its headquarters to a specific city.

Chapter 12, Slide 14 Mary Ellen Guffey, Essentials of Business Communication, 7e PatternExample Problem/ 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 12, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 7e  Develop two to four main points. Streamline your topic and summarize its principal parts.  Arrange the points logically by a specific pattern.  Prepare transitions to guide the audience. Organize the Body  Organize the Body

Chapter 12, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 7e Using Verbal Signposts to Transition Switching Directions  I've just discussed three reasons for X. Now I want to move on to Y.  Up to this point, I've concentrated on...; now let's look at another significant factor...  As you can see, we have two primary reasons explaining... Summarizing Previewing  Now let's look at three reasons for...  My next major point focuses on...  Let me review the two major factors I've just covered...

Chapter 12, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 7e  Develop two to four main points. Streamline your topic and summarize its principal parts.  Arrange the points logically by a specific pattern.  Prepare transitions to guide the audience.  Have extra material ready. Be prepared with more information and visuals if needed. Organize the Body  Organize the Body

Chapter 12, Slide 18Mary Ellen Guffey, Essentials of Business Communication, 7e Organize the Conclusion  Organize the Conclusion  Summarize the main themes of the presentation.  Provide a final action-oriented focus. Explain how listeners can use this information or what you want them to do.  Include a final statement that leaves a lasting impression.

Chapter 12, Slide 19Mary Ellen Guffey, Essentials of Business Communication, 7e Sending Positive Nonverbal Messages  Look professional.  Animate your body.  Punctuate your words.  Use appropriate eye contact.  Get out from behind the podium.  Vary your facial expression.

Chapter 12, Slide 20Mary Ellen Guffey, Essentials of Business Communication, 7e Create an appropriate template Build bullet points Add multimedia and other effects Designing an Impressive Multimedia Presentation

Chapter 12, Slide 21Mary Ellen Guffey, Essentials of Business Communication, 7e Create an Appropriate Template  Create an Appropriate Template  Combine harmonious colors, borders, bullet styles, and fonts.  Avoid visual clichés.  Use light text on dark background for darkened rooms.  Use dark text on light background for lighted rooms  Alter layouts by repositioning, resizing, or changing fonts in placeholder slides.

Chapter 12, Slide 22 Mary Ellen Guffey, Essentials of Business Communication, 7e Selecting a Slide Template You may choose from a variety of predesigned templates or design your own.  Darker backgrounds are better in lighted rooms.  Lighter backgrounds are better in darkened rooms.

Chapter 12, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 7e Build Bullet Points  Build Bullet Points  Focus on major concepts only.  Use concise phrases balanced grammatically.  Add graphics to illustrate and add interest.  Avoid using too many transition effects.

Chapter 12, Slide 24 Mary Ellen Guffey, Essentials of Business Communication, 7e Revising Slide to Improve Bullet Points and Add Illustration Improves wording and includes an illustration for added punch. Does not use parallel wording.

Chapter 12, Slide 25Mary Ellen Guffey, Essentials of Business Communication, 7e Add Multimedia and Other Effects  Add Multimedia and Other Effects  Consider adding sound, animation, and video.  Include hyperlinks ("hot spots" on the screen) to jump to sources outside your presentation.  Avoid too many "bells and whistles."

Chapter 12, Slide 26 Mary Ellen Guffey, Essentials of Business Communication, 7e Converting a Bulleted List to an Animated Diagram

Chapter 12, Slide 27 Mary Ellen Guffey, Essentials of Business Communication, 7e Using a Bar Chart to Illustrate a Concept

Chapter 12, Slide 28Mary Ellen Guffey, Essentials of Business Communication, 7e Avoid Being Upstaged by Your Slides  Perfect your handling of the visual aids and the operation of any equipment or remote controls you may be using.  Make sure your computer projects!!!  Use your slides only to summarize important points.  Look at the audience, not the screen.  Do not read from a slide. Paraphrase.

Chapter 12, Slide 29 Mary Ellen Guffey, Essentials of Business Communication, 7e  Memorize significant parts such as the introduction, conclusion, or a meaningful quotation.  Talk to the audience conversationally.

Chapter 12, Slide 30Mary Ellen Guffey, Essentials of Business Communication, 7e Overcoming 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 31 Mary Ellen Guffey, Essentials of Business Communication, 7e  Shift the focus from yourself to your visual aids.  Ignore stumbles; keep going. Don't apologize.  Don't admit you're nervous.  Feel proud when you finish.  Reward yourself.

Chapter 12, Slide 32Mary Ellen Guffey, Essentials of Business Communication, 7e Eight Serious Presentation Blunders*  Being dull. Relying on only one or two illustrations to make your points.  Not repeating your main point often enough.  Not answering the audience's most pressing question: “What's in it for me?”  Failing to use signal phrases to focus on main points. *Supplementary lecture. Not included in textbook.

Chapter 12, Slide 33 Mary Ellen Guffey, Essentials of Business Communication, 7e  Neglecting to practice and time your presentation out loud.  Forgetting to check your visual aids for readability.  Answering hypothetical questions after your presentation.  Getting distracted just before you speak.

Chapter 12, Slide 34 Mary Ellen Guffey, Essentials of Business Communication, 7e Putting It All Together During your presentation Before your presentation After your presentation

Chapter 12, Slide 35 Mary Ellen Guffey, Essentials of Business Communication, 7e DuringAfter  Prepare thoroughly.  Rehearse repeatedly.  Time yourself.  Request a lectern.  Check the room.  Greet members of the audience.  Practice stress reduction. Before

Chapter 12, Slide 36 Mary Ellen Guffey, Essentials of Business Communication, 7e After Before  Dress professionally.  Begin with a pause.  Present your first sentence from memory.  Maintain eye contact.  Control your voice and vocabulary.  Show enthusiasm.  Put the brakes on. During

Chapter 12, Slide 37 Mary Ellen Guffey, Essentials of Business Communication, 7e  Move naturally.  Use visual aids effectively.  Avoid digressions.  Summarize your main points.

Chapter 12, Slide 38 Mary Ellen Guffey, Essentials of Business Communication, 7e 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