Lecture and Resource Slides BCOM 3e, Lehman & DuFrene © 2012 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 12 Designing and Delivering Business Presentations

Learning Objectives 1.Plan a business presentation that accomplishes the speaker’s goals and meets the audience’s needs. 2.Organize and develop the three parts of an effective presentation. 3. Select, design, and use presentation visuals effectively. 4. Deliver speeches with increasing confidence. 5. Discuss strategies for presenting in alternate delivery situations, such as culturally diverse audiences, team and distance presentations.

Learning Objective 1 Plan a business presentation that accomplishes the speaker’s goals and meets the audience’s needs.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preparing an Effective Presentation Select topic of interest to you and the audience Determine purpose (what you want the audience to gain) Identify major points and locate supporting information Develop a strong opening and closing Arrange for a proper introduction

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Identifying Your Purpose Say to yourself, “At the ____ of my presentation, the audience will...” Think about how you want the ________ to summarize your presentation to a ________ Tell them why they should ____ about the topic end audience colleague care

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Knowing Your Audience Who is the audience and who requested presentation? Why is topic important to audience? How will the environment affect presentation? –How large is the audience? –Where do I fit into program? –How long is the time slot? –What is the room arrangement?

Learning Objective 2 Organize and develop the three parts of an effective presentation.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Organizing Your Presentation Source: Dale Carnegie, “Tell the audience what you are going to tell them...” Introduction “... then tell them...” Body “... and then tell them what you have told them.” Conclusion

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Effective Attention-Getters Shocking statement Expert’s quotationPersonal reference Related story/ anecdote Rhetorical storyAppropriate humor Demonstration

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. An Effective Introduction... Captures audience’s attention Establishes rapport with audience Presents the purpose Previews major points

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Crafting an Effective Body Provide _______ in an easy-to-understand form Provide relevant ________ Use ______ from prominent people Use _____ and ______ appropriately Use interesting __________ Use presentation _______ support statistics quotes jokes humor anecdotes visuals

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Making Your Presentation Easy to Understand Use simple vocabulary and short sentences that sound conversational –Recognize that spoken communication is harder to process than written communication –Avoid long, complex sentences used in written documents Avoid jargon and technical terms that audience may not understand

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Crafting an Effective Closing Make conclusion creative and memorable Tie closing to introduction for unity Use transition words to show clearly movement to closing Practice close for smooth delivery Smile and accept audience’s applause

Learning Objective 3 Select, design, and use presentation visuals effectively.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Benefits of Presentation Visuals Clarify and _________ important points Increase ________ from 14 percent to 38 percent Reduce ____ required to present Increase likelihood of speaker meeting _____ Increase group _________ by 21 percent emphasize retention time goals consensus

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Types of Presentation Visuals Uses high-tech equipment to project images and sound from a computer, the Internet, or sound systems Multimedia Projects still (unanimated) image Still projection options Enhances group discussion and helps create an informal environment Board and flipchart Provides detailed information to augment visual aids in a specific section of the presentation Hard copy

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Presentation Design Principles Limit the _______ of visuals Use limited text and _________images to develop ____ ____ per slide Use effective ________, fonts, and color scheme for appeal and easy reading Capitalize ____ letter of bullets, eliminate periods, and avoid abbreviations Reflect _____ and ethical responsibility _________ carefully number one template first legal Proofread idea powerful

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Using Text Effectively Choose __________ fonts that convey _____ Limit the number of fonts to _____ Choose ______ fonts that can be easily ____ at a distance Emphasize _______ by changing font face and size interesting mood three sturdy read content

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ineffective Slide Design: What Does Not Work Includes nondescriptive title Too much text and too many points for easy recall Lacks appealing template and image related to topic Has poor contrast and font choices Includes errors in capitalization style for title and ends bullets with periods

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Effective Slide Design: Why It Works Uses descriptive title to capture major idea of slide Omits unrelated items and includes few memorable points in parallel form Omits articles, understood pronouns, possessives, simple verbs and infinitives, and repetitive phrasing Uses simple, but appealing template, related image, high contrast background and sans serif fonts for easy reading Uses initial caps in title and omits periods after bullets.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ineffective Slide Content: What Does Not Work Title is not descriptive Too many points on single slide: - First item is verbal transition, unrelated to key idea - Final bullet belongs on new slide with tips for using humor Lack of parallel structure and spelling error detract from credibility

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Effective Slide Content: Why It Works Uses descriptive title to capture major idea of slide Omits items unrelated to major idea—value of humor Includes few memorable points in parallel form Corrects spelling error to maintain credibility

Learning Objective 4 Deliver speeches with increasing confidence.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Types of Delivery Methods Memorized—written first and delivered verbatim Manuscript or scripted—written and read to the audience Impromptu—not written at all because speaker does not have prior notice Extemporaneous—planned, prepared, rehearsed but not written in detail

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Vocal Qualities Enhance Presentation Style Production and variation of tone Projection of voice and feelings Phonation Highness or lowness of voice Variable pitch is desired Pitch Sufficient loudness Easy hearing by entire audience Volume Speed at which words are spoken Moderate rate is preferred Rate

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Achieving Good Vocal Quality Breathe properly and relax Listen to yourself Develop flexibility Pay attention to articulation

Learning Objective 5 Discuss strategies for presenting in alternate delivery situations, such as culturally diverse audiences, team and distance presentations.

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Speaking to Culturally Diverse Audiences Use simple English and short sentences Avoid words that trigger emotion Enunciate carefully and speak more slowly Use humor and jokes cautiously Seek feedback to ensure understanding Consider the culture’s preferences for: ─ Direct or indirect presentation style ─ Nonverbal communication, greetings, farewells ─ Desired degree of formality ─ Gift-giving

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Delivering as a Team Select a winning team Agree on purpose and schedule Plan seamless transitions and build natural bridge between sections Deliver and field questions as a team

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Adapting Presentations for Distance Delivery Be certain presentation is appropriate for distance delivery Establish rapport with participants prior to presentation Gain proficiency in delivering through distance technology Develop appropriate high-quality graphics

© 2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Plan attire carefully, avoiding patterns and bright colors Speak in crisp tone, conversational tone Pay close attention to body language Avoid culturally insensitive gestures Practice with a colleague sharpen delivery Using Videoconferencing Appropriately