© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Designing and Delivering Oral and Online Presentations

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Building Your Career with Oral Presentations Display your skills Think on your feet Grasp complex issues Handle challenges

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter The Three-Step Process Planning Writing Closing

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Planning Presentations Analyze the situation Gather the information Select the medium Organize the message

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Analyzing the Situation Purpose –Inform –Persuade –Collaborate Audience –Emotional state –Language issues –Specific circumstances

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Selecting the Medium In-person presentations Web-based presentations

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Organizing Presentations Define the main idea Limit the scope Choose the approach Prepare the outline

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Planning Outline State purpose and main idea Organize major points and subpoints Identify introduction, body, and close Show your connections Show your sources Choose a title

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Speaking Outline Follow the planning outline Condense points and transitions to keywords Add delivery cues Arrange your notes

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Writing Presentations Introduction Message Conclusion

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Creating the Introduction Arouse interest Build credibility Preview the presentation Limit main points Stress connections Engage audience

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Composing the Message Limit the main points Connect the ideas Engage the audience

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Writing the Conclusion Restate the main points Describe the next steps End on a strong note

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Planning Visual Aids Improve quality and impact Improve audience learning Improve your professional image

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Selecting Visual Aids Overhead transparencies Electronic presentations Chalkboards and whiteboards Flip charts Other visual combinations

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Creating Effective Slides Writing content Modifying graphics Selecting design Being consistent Adding animation

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Writing Readable Content Select a central idea Limit the content Use short phrases Use parallel grammar Prefer the active voice Use short titles

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Modifying Graphics for Slides Reduce details Avoid repetition Shorten numbers Limit data sets Highlight key points Adjust size and design

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Selecting Design Elements Color schemes Background elements Foreground and artwork Fonts and typestyles

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Achieving Consistency Slide master feature –Color choices –Font styles –Design elements Layout templates –Bulleted lists –Charts –Graphics

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Adding Animation and Special Effects Functional animation Transitions and builds Hypertext and links Multimedia elements

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Presenting Online Advantages –Global reach –Cost savings –Convenience Disadvantages –Limited feedback –Technology issues –Training issues

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Online Presentations Send preview materials Keep content simple Get feedback often Consider the audience Ensure compatibility Allow plenty of time

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Completing Presentations Finalizing slides and support Preparing to speak Practicing your delivery Overcoming anxiety Handling questions

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Finalize Slides and Support Title slides Agenda slides Navigation slides Handouts Backup equipment Backup presentation

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Preparing to Speak Memorizing Reading Impromptu speaking Speaking from notes

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Practicing Your Delivery Present naturally Rehearse the speech Check equipment Track your time Introduce the slides Anticipate questions

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Overcoming Anxiety Extra material Practice Think positively Visualize success Take deep breaths Be ready Get comfortable Don’t panic Focus on message Engage audience Seek friendly faces Keep going

© Prentice Hall, 2008 Excellence in Business Communication, 8eChapter Responding to Questions Focus on the questioner Respond appropriately Maintain control Survive the hot seat Encourage questions Conclude the presentation