CHAPTER 12 Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Designing and Delivering Business Presentations

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 1Plan a business presentation that accomplishes the speaker’s goals and meets the audience’s needs. 2Organize and develop the three parts of an effective presentation. 3Select, design, and use presentation visuals effectively. 4Deliver speeches with increasing confidence. 5Discuss strategies for presenting in alternate delivery situations, such as culturally diverse audiences, team and distance presentations.

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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?

Copyright ©2014 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,

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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 easy-to-understand _________ ● Provide relevant ________ ● Use ______ from prominent people ● Use _____ and _______ appropriately ● Use interesting __________ ● Use presentation _______ support statistics quotes jokes humor anecdotes visuals

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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.

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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 and pronunciation

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Before the Presentation ● Prepare thoroughly ● Prepare effective support tools ● Practice the entire presentation ● Dress appropriately ● Arrive early to check room setup and equipment

Copyright ©2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. During the Presentation ● Communicate confidence, warmth, and enthusiasm (smile, keep eye contact, use appropriate gestures) ● Use strong vocal qualities ● Be aware of audience ● Use visuals effectively ● Stay within time limit

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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

Copyright ©2014 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 Videoconferencing Appropriately ● 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