Business Communication: Process and Product, Mary Ellen Guffey, South-Western.

PREPARING AN ORAL PRESENTATION

Identifying Your Purpose u Decide what you want your audience to believe, remember, or do when you finish. u Aim all parts of your talk toward your purpose.

Organizing the Introduction u Get the audience involved. u Capture attention by opening with a promise, story, startling fact, question, quotation, relevant problem, or self- effacing story.

Organizing the Introduction u Introduce your topic. u Preview the main points.

Organizing the Body of Your Presentation u Develop two to four main points. u Prepare transitions. Use “bridge” statements between major points (I’ve just discussed three reasons for X; now I want to move to Y). Use verbal signposts: however, for example, etc.

Organizing the Conclusion u Review your main points. u Provide a final focus. Tell your listeners how they can use this information, why you have spoken, or what you want them to do.

Nine Techniques for Gaining and Keeping Audience Attention ¶ A Promise By the end of this presentation, you will be able to.... · Drama Tell a moving story; describe a serious problem. ¸ Eye contact Command attention at the beginning by making eye contact with as many people as possible.

Nine Techniques for Gaining and Keeping Audience Attention ¹ Movement Leave lectern area. Move toward audience. º Questions Ask for show of hands. Use rhetorical questions. » Demonstrations Include member of audience.

Nine Techniques for Gaining and Keeping Audience Attention ¼ Samples/gimmicks Award prizes to volunteer participants; pass out samples. ½ Visuals Use a variety of visuals. ¾ Self-interest Audience wants to know “What’s in it for me?”

Handling Questions  Understand question before answering  Probe the questioner if being intimidated  If you can’t answer, say so  Use examples in your answers  Answer question to whole audience  Avoid saying “As I pointed out earlier…”

Ways to Overcome Stage Fright u Select a familiar, relevant topic. Prepare 150 percent. u Use positive self-talk. u Convert your fear into anticipation and enthusiasm. u Shift the focus from yourself to your visuals.

Ways to Overcome Stage Fright u Give yourself permission to make an occasional mistake. u Ignore stumbles; keep going. Don’t apologize. u Make the listeners your partners. Get them involved. u Just before you speak, practice deep breathing.

EFFECTIVE TELEPHONE CALLS

Making Calls u Plan a mini agenda. u Use a three-point introduction: 1. Your name 2. Your affiliation 3. A brief explanation of why you are calling. u Be cheerful and accurate. u Bring it to a close. u Avoid telephone tag. u Leave complete voic messages.

Receiving Calls u Identify yourself immediately. u Be responsive and helpful. u Be cautious when answering calls for others. u Take messages carefully. u Explain when transferring calls.

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