1. Business Communication
Lecturer: Gareth Jones
Class 9: Presentations 1

2. Today From “Effective Business Writing and Speaking” Pages 87-92
Business Communication (BUS-101)
10th December 2009

3. Today Types of presentations The communication process
Planning and structure
Business Communication (BUS-101)
10th December 2009

4. Types of presentations
There can be hundreds of different kinds of presentations, doing one or more of the following things:
Informing
Demonstrating
Describing
Defining
Persuading
Selling
Business Communication (BUS-101)
10th December 2009

5. Types of presentations
Impromptu – improvised
Memorised – recited
Manuscript – read
Prepared – read with notes
Interviews – answering questions (TV or radio)
Group presentations – 2 or more members
Business Communication (BUS-101)
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6. Communication Process
When doing a presentation, it is important to think of communication strategies:
Business Communication (BUS-101)
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7. Communication Process
Speaker
Message
Audience
Response
Business Communication (BUS-101)
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8. Communication Process
Message
Speaker
Listener
Response
Business Communication (BUS-101)
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9. Communication Process
Speakers must be aware of all aspects of a presentation, NOT just how they are feeling at that moment … the speaker is only one part of the whole ….
Business Communication (BUS-101)
10th December 2009

10. Communication Process
You have the audience and, more importantly, the message to think about.
You must also think about the audience response.
The speaker must be aware of all these things to give an effective presentation
Business Communication (BUS-101)
10th December 2009

11. Communication Process
Speaker – The speaker wants to communicate an idea Message – The speaker puts the idea into a structured message Channel – The message is sent through a channel to the audience
Business Communication (BUS-101)
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12. Communication Process
Audience – the audience receives and interprets the message Response – the audience responds to the message
Business Communication (BUS-101)
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13. Communication Strategies
The speaker must focus on words, attitude, tone, and outward appearance
Why?
Business Communication (BUS-101)
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14. Communication Strategies
The listener has needs which you, the speaker, are trying to meet
Just like you “write for your readers”, be sure to “speak for your listeners” and not for yourself
Why?
Business Communication (BUS-101)
10th December 2009

15. Communication Strategies
Message = content + form
Content = information
Form = structure/format
Business Communication (BUS-101)
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16. Communication Strategies
Response = the audiences reaction during and after your speech
Business Communication (BUS-101)
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17. Communication Strategies
Possible responses
Non-verbal and verbal responses during the speech
Questions right after the speech
Questions and comments received later
Business Communication (BUS-101)
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18. Communication Strategies
Use these responses to become a better presenter in the future
How?
Business Communication (BUS-101)
10th December 2009

19. Planning and Structure
The more you plan and practice, the better your presentation will be
Be careful not to ‘over plan’ though
Use the ROTGD outline for your presentations
Business Communication (BUS-101)
10th December 2009

20. Planning and Structure
Research
Organisation
Text
Graphics
Delivery
Business Communication (BUS-101)
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21. Planning and Structure
Today
Research
Organisation
Text
Later
Graphics
Delivery
Business Communication (BUS-101)
10th December 2009

22. Planning and Structure
Research
Who is the audience?
What is the purpose?
How much time?
Know your topic
Business Communication (BUS-101)
10th December 2009

23. Planning and Structure
Organisation
Introduction
Body
Conclusion
Business Communication (BUS-101)
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24. Planning and Structure
Introduction
Attention/opener
Preview
Business Communication (BUS-101)
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25. Planning and Structure
Attention
Start by getting the audiences attention
Choose the best method by analysing your audience before hand
Business Communication (BUS-101)
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26. Planning and Structure
Attention
Get them interested
Tell a story – “四川 earthquake, how people were rescued…”
Show a picture
Show an impressive statistic- “7.9 on the Richter scale”
Business Communication (BUS-101)
10th December 2009

27. Planning and Structure
Attention
Common ground
Reference the audience
Talk about something familiar to the audience that relates to the subject
In the case of the previous example if we were appealing for money, appealing to people with children in the audience would be effective
Business Communication (BUS-101)
10th December 2009

28. Planning and Structure
Attention
Benefits
Open by telling your audience how you and your presentation can help them
Benefits to both the heart and the mind
Business Communication (BUS-101)
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29. Planning and Structure
Attention
Credibility
Make your audiences interested by making your audience trust you
Are you going to cheat them?
Will you deliver your promises?
Business Communication (BUS-101)
10th December 2009

30. Planning and Structure
Attention
Humour (be careful)
Some presentations work by opening with a joke
Be careful as some topics or audiences will be angry at the use of humour!
Business Communication (BUS-101)
10th December 2009

31. Planning and Structure
Preview
Before discussing your main points, give a preview of your presentation
Business Communication (BUS-101)
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32. Planning and Structure
Preview
Types:
Outline
Agenda
List of main points
Business Communication (BUS-101)
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33. Planning and Structure
“In the next 5 minutes, I will discuss construction projects in three cities: Shanghai, Beijing and Shenzhen.”
“In the course of this presentation I will discuss the importance of idols in today’s society.”
“During this press conference I will appeal to the audience to help the people of SiChuan”
Business Communication (BUS-101)
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34. Planning and Structure
Body
State Main points clearly
Should be organised and easy to follow
Business Communication (BUS-101)
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35. Planning and Structure
Body
Limit your main points
Don’t try to say too much.
Better to talk for longer on just a few key points
Why?
Business Communication (BUS-101)
10th December 2009

36. Planning and Structure
Body
Use explicit and long transitions
“Let’s move on to the next region”
“The second thing I’m going to discuss is..”
Why?
Business Communication (BUS-101)
10th December 2009

37. Planning and Structure
Body
Use internal summaries at the end of each section
“Now that we have looked at the parts of the introduction: attention/opener and preview, let’s discuss the body.”
Business Communication (BUS-101)
10th December 2009

38. Planning and Structure
Body
Keep audience interest high
Use stories and situations your audience can relate to
Why does this work?
Business Communication (BUS-101)
10th December 2009

39. Planning and Structure
Body (summary)
State main points clearly
Limit main points
Use long transitions
Use internal summaries
Keep audience interest high
Business Communication (BUS-101)
10th December 2009

40. Planning and Structure
Conclusion
Make sure to have a strong conclusion as your audience will remember the last things you say
Business Communication (BUS-101)
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41. Planning and Structure
Conclusion
Begin with a strong transition such as “in conclusion” or “to summarise”
The use one or more of the following techniques…
Business Communication (BUS-101)
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42. Planning and Structure
Conclusion
Give a summary
Good for explaining or instructing
Business Communication (BUS-101)
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43. Planning and Structure
Conclusion
Refer to your opening
If you began with a story, go back to the story you used in the introduction
Why?
Business Communication (BUS-101)
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44. Planning and Structure
Conclusion
End with action steps
For a persuasive report, make sure to tell your audience what to do at the end
Business Communication (BUS-101)
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45. Planning and Structure
Organisation (summary)
Introduction
Body
Conclusion
Business Communication (BUS-101)
10th December 2009

46. Planning and Structure
Text
It would be difficult to memorise an entire presentation, so it is useful to make notes
Also, this is not a good idea, why?
Business Communication (BUS-101)
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47. Planning and Structure
Note cards should be:
Easy to read (large text and lots of white space)
Short (use key phrases, not whole sentences)
Limited (don’t have lots of note cards. Each should have about 5 minutes of info.
Business Communication (BUS-101)
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48. Planning and Structure
Next time:
Visuals
Delivery (verbal/nonverbal)
Public speaking (how others’ do this best)
Business Communication (BUS-101)
10th December 2009