1. Business Communication
Lecturer: Gareth Jones
Class 9: Presentations 3

2. Today’s Class How to be a better presenter Body language Stances
Speech
Practising the presentation
Conquering Nerves
Presentations summary
Business Communication (BUS-101)
22/11/2018

3. Be Animated!
Feet close together and your weight evenly distributed between them
Do not grow roots - don't stand in one position!
Inject movement as you speak
Why?
Business Communication (BUS-101)
22/11/2018

4. …but not too animated
Don’t walk around too much or the audience will find it distracting and annoying
Business Communication (BUS-101)
22/11/2018

5. Be Aware of the Image You Portray
How do you look to your audience?
How do you come across to your audience?
Why is this important?
Business Communication (BUS-101)
22/11/2018

6. Arms Usually you don’t notice what you do with your arms…
BUT in a formal presentation you are constantly aware of them.
The key point about arms is to ignore them.
Moving your arms away from your body and showing open palms to your audience can also be a good tactic..
Business Communication (BUS-101)
22/11/2018

7. Bad Stances Negative passive stance Negative aggressive stance
Business Communication (BUS-101)
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8. The Negative Passive Stance
This stance involves an unbalanced position
Leaning on one leg
Arms may be crossed low in front of the body in a protective way.
Often be accompanied by inappropriate eye contact and a nervous vocal style.
Portrays a lack of confidence
Audience may see this as a sign that you don’t believe in your words.
Business Communication (BUS-101)
22/11/2018

9. The Negative Aggressive Stance
Standing with hands on hips
Constantly intruding into the public zone
Fixing on one or two members of the audience:
Dominant gaze
Unsmiling face.
Arrogant, closed-minded and domineering attitude.
May be used by someone in authority in order to intimidate their audience.
Business Communication (BUS-101)
22/11/2018

10. The Ideal Presentation Stance
There are further aspects of posture that you should be aware of - as they can easily communicate subconscious messages; some of which you will want to avoid:
Forward sloping
Backward sloping
Bent stance
Upright stance
Business Communication (BUS-101)
22/11/2018

11. The Forward Sloping Stance
Indicates a wish to dominate others, often it is accompanied by an over-stressed point.
Impose a concept or point of view on their audience.
Made worse by aggressive or intrusive behaviour –
Entering the public zone or the use of hostile gestures.
Business Communication (BUS-101)
22/11/2018

12. The Backward Sloping Stance
A Indicates a presenter who is not happy with their situation.
This defensive or submissive stance tends to indicate that they:
Lack confidence in what they are saying
Would rather not be there.
Business Communication (BUS-101)
22/11/2018

13. The Bent Stance
Indicative of a person who is saying something without conviction.
Saying one thing whilst meaning another:
salesperson giving an exaggerated sales pitch
customer who wants to say no but has been placed in an awkward position.
Business Communication (BUS-101)
22/11/2018

14. The Upright Stance
Demonstrates adult, assertive behaviour with no hidden meaning or manipulations in the communication.
Indicates that the person has conviction and confidence in what they are saying.
This is the posture you should practice and use when presenting.
Business Communication (BUS-101)
22/11/2018

15. Think About Your Hand Gestures
One of the most obvious forms of conscious body language communication is the hand gesture.
Be careful with your hand gestures
Why?
Business Communication (BUS-101)
22/11/2018

16. Think About Your Hand Gestures
Be aware of the standard interpretations associated with them
Avoid any with a strong negative meaning - such as a threatening gesture.
When you rehearse you may want to:
Include some pre-planned hand movements
but let others occur in a natural and spontaneous way.
Business Communication (BUS-101)
22/11/2018

17. Eye Contact Where should your eyes by looking? Why?
Business Communication (BUS-101)
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18. Eye contact
Try to address the whole audience throughout the presentation
Avoid looking at the floor
Avoid looking to the back
Avoid looking at one person
Business Communication (BUS-101)
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19. Vocal Quality What do we mean by vocal quality? Vocal variety Rate
Articulation
Volume.
Business Communication (BUS-101)
22/11/2018

20. Pauses
Effectively uses pauses throughout the speech to signal that a new point is about to be made.
Pauses can also be used to create tension, or
Emphasise key points
Create emotion
Business Communication (BUS-101)
22/11/2018

21. Method of Delivery Don’t read from a script.
Don’t recite the whole presentation
Use a few note cards if you need to but using the visual cues from your PPT’s is better.
Business Communication (BUS-101)
22/11/2018

22. Practising your presentation
You need to ask your self some questions…
Such as?
Business Communication (BUS-101)
22/11/2018

23. Practising your presentation
Can I present my material naturally?
Your audience wants you to talk not read to them!
Is the equipment working and can I work it?
Do you know how to set everything up?
Is my timing good?
Practise your entire presentation in front of your friends.
Can I pronounce all the words I intend to use?
Business Communication (BUS-101)
22/11/2018

24. Practising your presentation
Can you effectively introduce slides?
Can you introduce the slide before you show it?
Do you know what questions the audience might have?
Put yourself in the audiences shoes
Cultural adaptations
Appearance, mannerisms and language
Business Communication (BUS-101)
22/11/2018

25. Overcoming nerves Prepare more material than you need Practise
Combined with a genuine interest in your topic
Practise
The more familiar you are with your material, the better
Visualise your success
Imagine yourself in front of your audience before you start feeling confident and prepared
Business Communication (BUS-101)
22/11/2018

26. Overcoming nerves Take a few deep breaths Be ready
The audience want you to succeed too!
Be ready
You don’t need to and shouldn’t memorise the presentation BUT
Have the first sentence ready!
Business Communication (BUS-101)
22/11/2018

27. Overcoming nerves Think positively Be comfortable
If you think you are professional, the audience will too
Be comfortable
Dress appropriately
Drink water before hand
Bring some water with you if necessary
Business Communication (BUS-101)
22/11/2018

28. Overcoming nerves Don’t PANIC!!!
If you feel you are losing your audience pull them back by involving them with some questions
Ask for their opinions
Take some deep breaths
Concentrate on your message and your audience, not on yourself
You forget your fears when thinking about the audience and your topic
Business Communication (BUS-101)
22/11/2018

29. Overcoming nerves Maintain eye contact
Be careful to ensure you maintain eye contact with the audience
Shift your gaze periodically around the room
Looking at your listeners will make you appear sincere and trustworthy
Also provides a great non-verbal cue
Business Communication (BUS-101)
22/11/2018

30. Overcoming nerves Second language problems Keep going!
If English isn’t your first language don’t worry about small mistakes you make
Brush any mistakes aside and move on
Let your confidence carry you
Keep going!
Things get better as you move along, each successful minute giving you more confidence
Business Communication (BUS-101)
22/11/2018

31. Structure Summary Communication Strategies
What type of presentation am I giving?
Who are my audience?
What is my message?
What communication channel choices do I have?
Business Communication (BUS-101)
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32. Structure Summary Research Do I know my topic?
If no, what more do I need to know?
How do I interpret responses?
Why are responses important?
Business Communication (BUS-101)
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33. Structure Summary Organisation Introduction Body Conclusion
Business Communication (BUS-101)
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34. Planning and Structure
Introduction
Attention/opener
Preview
Business Communication (BUS-101)
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35. 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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36. 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)
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37. 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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38. 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)
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39. 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)
22/11/2018

40. Planning and Structure
Preview
Before discussing your main points, give a preview of your presentation
Business Communication (BUS-101)
22/11/2018

41. Planning and Structure
Preview
Types:
Outline
Agenda
List of main points
Business Communication (BUS-101)
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42. 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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43. Planning and Structure
Body
State Main points clearly
Should be organised and easy to follow
Business Communication (BUS-101)
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44. 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)
22/11/2018

45. 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)
22/11/2018

46. 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)
22/11/2018

47. 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)
22/11/2018

48. 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)
22/11/2018

49. 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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50. 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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51. Planning and Structure
Conclusion
Give a summary
Good for explaining or instructing
Business Communication (BUS-101)
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52. 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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53. 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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54. Visual Aids and Questions Summary
Final aspect of the presentation
Business Communication (BUS-101)
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55. Visual Aids Agenda Slide:
Begin your presentation with a list of your main points
All other slides should relate to one of these main points
Business Communication (BUS-101)
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56. Visual Aids
Titles:
Use effective and large titles so that the audience knows what you are talking about
Business Communication (BUS-101)
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57. Visual Aids Transitions
Have effective transitions between sections in your presentation.
Example: return to agenda slide
Business Communication (BUS-101)
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58. Visual Aids Number of slides
In general, one slide should be at least one minute of talking.
There may be exceptions to this rule (short presentations and lectures)
Business Communication (BUS-101)
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59. Visual Aids Graphics are used to: Wake the audience Emphasise a point
Show impressive data
Business Communication (BUS-101)
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60. Visual Aids They should not be used too often. They must also:
Be large
Be clear
Contain only relevant information
Business Communication (BUS-101)
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61. Visual Aids
Rule of 6
Try not to put more than 6 words on 6 lines on each slide
Not always possible
Business Communication (BUS-101)
22/11/2018

62. Visual Aids Avoid centering text Remember indentation!
Check for errors
Business Communication (BUS-101)
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63. Answering Questions When to take questions How to take questions
What to say if you don`t know the answer
How to answer difficult questions
Business Communication (BUS-101)
22/11/2018

64. Answering Questions
Inform your audience at the beginning of the presentation, when you will take questions:
“Please hold your questions until the end”
“Please ask questions as they come up”
Business Communication (BUS-101)
22/11/2018

65. Answering Questions At the end Good because you: Control the schedule
Maintain flow in your presentation
Business Communication (BUS-101)
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66. Answering Questions At the end Bad because:
You may lose audience attention and comprehension if they can’t ask questions
It may be uncomfortable if important audience members ask questions after you told them not to
Business Communication (BUS-101)
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67. Answering Questions
If you do questions at the end, finalise the presentation with a very brief summary after questions have been answered
Why?
Business Communication (BUS-101)
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68. Answering Questions During the presentation Good because:
Provides quick feedback
Encourages active listening
Questions will be more meaningful
Business Communication (BUS-101)
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69. Answering Questions During the presentation Bad because:
Change your schedule/agenda
Waste your time
Business Communication (BUS-101)
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70. Answering Questions If you do questions during the presentation:
Allow enough time
Don’t get off topic (don’t digress)
Business Communication (BUS-101)
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71. Answering Questions Prepare in advance Show your understanding
Stick to your objective
Keep everyone involved
Business Communication (BUS-101)
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72. Answering Questions Prepare Guess what questions may be asked
Bring extra information
Get a friend to ask possible questions while practicing
Business Communication (BUS-101)
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73. Answering Questions Show understanding
Ask audience to repeat questions
Repeat or paraphrase questions if you are dealing with large audiences
Business Communication (BUS-101)
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74. Answering Questions
“Someone just asked how much this plan will cost, so I will now tell you.”
Business Communication (BUS-101)
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75. Answering Questions Stick to your objective
When answering the question, stick to main ideas
If they ask a question you plan on discussing later, tell them you will discuss it later
Business Communication (BUS-101)
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76. Answering Questions Keep everyone involved
When answering one person’s question, keep eye contact with entire audience
Don’t turn the presentation into a conversation
Business Communication (BUS-101)
22/11/2018

77. Answering Questions If you don’t know the answer...
Say “I’m afraid I don’t know the answer to that question”
Even better, say “I can look it up and let you know after the presentation”
Business Communication (BUS-101)
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78. Answering Questions Only guess if you make it clear its a guess.
“I believe the company started in 1983, but I might be wrong.”
Business Communication (BUS-101)
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79. Answering Questions If you need time to think...
Do something to buy yourself some time.
Such as…
Business Communication (BUS-101)
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80. Answering Questions Repeat Turn it around Ask the audience Reflect
“You’re wondering how to fix that?”
Turn it around
“How would you fix that?”
Ask the audience
“How would the rest of you fix that?”
Reflect
“Good question. Let’s think for a second”
Business Communication (BUS-101)
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81. Answering Questions Confusing questions
Ask the person to repeat or rephrase their question
Paraphrase the question to make it more relevant
Business Communication (BUS-101)
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82. Answering Questions Controlling Questions
Do not feel like you have to answer
Thank them and continue with the presentation
Business Communication (BUS-101)
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83. Answering Questions Angry Questions Look for common ground
Identify their anger and answer in a non-personal way
Business Communication (BUS-101)
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84. Summary Get your structure right Know your topic
Use effective visuals and text
Use good body language
Speak with confidence
Conquer your nerves!
Business Communication (BUS-101)
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85. Next Week
We will be covering referencing, report writing and business messages
Have a good weekend!
Business Communication (BUS-101)
22/11/2018