1. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 1 Planning, Writing, and Completing Oral Presentations

2. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 2 Three-Step Process Planning Writing Closing

3. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 3 Planning Speeches and Presentations Clarify the purpose Analyze the audience Gather the information Adapt the message

4. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 4 Common Purposes of Business Presentations Inform Motivate Persuade Entertain

5. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 5 Writing Presentations Organizing the message Creating the introduction Composing the body Writing the conclusion

6. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 6 Organizing the Message Define the main idea Limit the scope Choose the approach Prepare the outline Choose the style

7. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 7 Oral Presentations Opportunities –On-the-spot feedback –Immediate modification –Nonverbal reinforcement Challenges –Maintaining control –Guiding the audience –Shifting topics

8. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 8 Introducing the Message Arouse interest Build credibility Preview the presentation

9. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 9 Composing the Message Limit the main points Connect the ideas Engage the audience

10. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 10 Writing the Conclusion Restate the main points Describe the next steps Close the presentation

11. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 11 Completing Speeches and Presentations Evaluate the message Develop visual aids Master the delivery

12. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 12 Using Visual Aids Clarify main points Create interest Add variety Improve learning

13. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 13 Selecting Visual Aids Overhead transparencies Electronic presentations Chalkboards and whiteboards Flip charts 35-millimeter slides

14. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 14 Selecting Visual Aids Product samples Scale models Audiotapes Film strips and movies Television and videotapes

15. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 15 Overhead Transparencies AdvantagesDisadvantages Inexpensive to Create Simple to Use Projected in Full Light Can Be Written On Difficult to Change Fragile Format Noisy Projectors Lack of Flexibility

16. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 16 Electronic Presentations Advantages –Real-time data –Multimedia –Flexibility and portability Disadvantages –Specialized equipment –Technique versus content –Overuse of special effects

17. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 17 The Number of Visuals Presentation style Presentation length Subject complexity

18. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 18 Creating Effective Slides Content and graphics Design elements Consistency Special effects

19. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 19 Color Combinations Get attention Emphasize ideas Create contrast

20. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 20 Background Designs Simplicity Appropriateness Audience appeal

21. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 21 Font and Type Styles Avoid elaborate fonts Limit number of fonts Use boldface type Avoid italicized type Use upper and lower case Control type size

22. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 22 Animation and Special Effects Transitions Builds Hyperlinks

23. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 23 Creating Effective Handouts Charts or diagrams Company reports Magazine articles Presentation slides Lists of websites Brochures and pictures

24. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 24 Practicing Your Delivery Memorizing Reading Impromptu speaking Speaking from notes

25. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 25 Preparing to Speak Know the material Practice your delivery Know the location Adapt the content

26. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 26 Building Your Confidence Prepare extra material Rehearse Think positively Visualize success Breathe deeply Focus outside yourself Be comfortable Don’t panic Keep going Be prepared

27. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 27 Appearing More Confident Get control at the start Maintain eye contact Watch your posture Use appropriate gestures Vary facial expressions Control your tone of voice

28. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 28 Present Visuals Effectively Speaking without reading Introducing the visuals

29. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 29 Speaking Without Reading Know the material Practice the presentation Use speaker’s notes

30. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 30 Introducing the Visuals Overhead transparencies Electronic slides Laser pointers

31. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 31 Answering Questions Focus on the questioner Respond appropriately Control the situation Maintain self-control Motivate questions Conclude the speech

32. © Prentice Hall, 2005 Business Communication EssentialsChapter 12 - 32 Reviewing Key Points Giving business presentations Using the three-step process Creating effective visual aids Mastering the delivery