1. Lecturer: Gareth Jones Class 7: Presentations I

2.  Types of presentations  The communication process  Planning and structure 01/11/20152Business Communication (BUS-100)

3.  There can be hundreds of different kinds of presentations, doing one or more of the following things: ◦ Informing ◦ Demonstrating ◦ Describing ◦ Defining ◦ Persuading ◦ Selling 01/11/20153Business Communication (BUS-100)

4.  Impromptu – improvised  Memorised – recited  Manuscript – read  Prepared – read with notes  Interviews – answering questions (TV or radio)  Group presentations – 2 or more members 01/11/20154Business Communication (BUS-100)

5.  When doing a presentation, it is important to think of communication strategies: 01/11/20155Business Communication (BUS-100)

6.  Speaker  Message  Audience  Response 01/11/20156Business Communication (BUS-100)

7. Listener Message Response Speaker 01/11/20157Business Communication (BUS-100)

8. 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 …. 01/11/20158Business Communication (BUS-100)

9. 01/11/20159Business Communication (BUS-100)  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

10. 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 01/11/201510Business Communication (BUS-100)

11. Audience – the audience receives and interprets the message Response – the audience responds to the message 01/11/201511Business Communication (BUS-100)

12.  The speaker must focus on words, attitude, tone, and outward appearance  Why? 01/11/201512Business Communication (BUS-100)

13.  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? 01/11/201513Business Communication (BUS-100)

14.  Message = content + form  Content = information  Form = structure/format 01/11/201514Business Communication (BUS-100)

15.  Response = the audiences reaction during and after your speech 01/11/201515Business Communication (BUS-100)

16.  Possible responses ◦ Non-verbal and verbal responses during the speech ◦ Questions right after the speech ◦ Questions and comments received later 01/11/201516Business Communication (BUS-100)

17.  Use these responses to become a better presenter in the future  How? 01/11/201517Business Communication (BUS-100)

18.  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 01/11/201518Business Communication (BUS-100)

19.  Research  Organisation  Text  Graphics  Delivery 01/11/201519Business Communication (BUS-100)

20.  Today ◦ Research ◦ Organisation ◦ Text  Later ◦ Graphics ◦ Delivery 01/11/201520Business Communication (BUS-100)

21.  Research ◦ Who is the audience? ◦ What is the purpose? ◦ How much time? ◦ Know your topic 01/11/201521Business Communication (BUS-100)

22.  Organisation ◦ Introduction ◦ Body ◦ Conclusion 01/11/201522Business Communication (BUS-100)

23.  Introduction ◦ Attention/opener ◦ Preview 01/11/201523Business Communication (BUS-100)

24.  Attention ◦ Start by getting the audiences attention ◦ Choose the best method by analysing your audience before hand 01/11/201524Business Communication (BUS-100)

25.  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” 01/11/201525Business Communication (BUS-100)

26.  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 01/11/201526Business Communication (BUS-100)

27.  Attention  Benefits ◦ Open by telling your audience how you and your presentation can help them  Benefits to both the heart and the mind 01/11/201527Business Communication (BUS-100)

28.  Attention  Credibility ◦ Make your audiences interested by making your audience trust you  Are you going to cheat them?  Will you deliver your promises? 01/11/201528Business Communication (BUS-100)

29.  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! 01/11/201529Business Communication (BUS-100)

30.  Preview ◦ Before discussing your main points, give a preview of your presentation 01/11/201530Business Communication (BUS-100)

31.  Preview  Types: ◦ Outline ◦ Agenda ◦ List of main points 01/11/201531Business Communication (BUS-100)

32.  “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” 01/11/201532Business Communication (BUS-100)

33.  Body  State Main points clearly ◦ Should be organised and easy to follow 01/11/201533Business Communication (BUS-100)

34.  Body  Limit your main points ◦ Don’t try to say too much. ◦ Better to talk for longer on just a few key points  Why? 01/11/201534Business Communication (BUS-100)

35.  Body  Use explicit and long transitions ◦ “Let’s move on to the next region” ◦ “The second thing I’m going to discuss is..”  Why? 01/11/201535Business Communication (BUS-100)

36.  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.” 01/11/201536Business Communication (BUS-100)

37.  Body  Keep audience interest high ◦ Use stories and situations your audience can relate to  Why does this work? 01/11/201537Business Communication (BUS-100)

38.  Body (summary)  State main points clearly  Limit main points  Use long transitions  Use internal summaries  Keep audience interest high 01/11/201538Business Communication (BUS-100)

39.  Conclusion ◦ Make sure to have a strong conclusion as your audience will remember the last things you say 01/11/201539Business Communication (BUS-100)

40.  Conclusion ◦ Begin with a strong transition such as “in conclusion” or “to summarise” ◦ The use one or more of the following techniques… 01/11/201540Business Communication (BUS-100)

41.  Conclusion  Give a summary ◦ Good for explaining or instructing 01/11/201541Business Communication (BUS-100)

42.  Conclusion  Refer to your opening ◦ If you began with a story, go back to the story you used in the introduction  Why? 01/11/201542Business Communication (BUS-100)

43.  Conclusion  End with action steps ◦ For a persuasive report, make sure to tell your audience what to do at the end 01/11/201543Business Communication (BUS-100)

44.  Organisation (summary) ◦ Introduction ◦ Body ◦ Conclusion 01/11/201544Business Communication (BUS-100)

45.  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? 01/11/201545Business Communication (BUS-100)

46.  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. 01/11/201546Business Communication (BUS-100)

47.  Next time: ◦ Visuals ◦ Delivery (verbal/nonverbal) ◦ Public speaking (how others’ do this best) 01/11/201547Business Communication (BUS-100)