© prentice hall, 2005 excellence in business communicationchapter 13 - 1 planning, writing, and...
TRANSCRIPT
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 1
Planning, Writing, Planning, Writing, and Completing Oral and Completing Oral
PresentationsPresentations
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 2
Three-Step ProcessThree-Step Process
• Planning
• Writing
• Closing
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 3
Planning the Planning the PresentationPresentation
• Determine the purpose
• Analyze the audience
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 4
Writing Oral Writing Oral PresentationsPresentations
• Organize the message
• Develop the opening
• Compose the body
• Write the conclusion
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 5
Organizing the MessageOrganizing the Message
• Define the main idea
• Limit the scope
• Choose the approach
• Prepare the outline
• Choose the style
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 6
Developing the OpeningDeveloping the Opening
• Arouse interest
• Build credibility
• Preview the presentation
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 7
Composing the BodyComposing the Body
• Limit the main points
• Connect the ideas
• Engage the audience
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 8
Writing the ConclusionWriting the Conclusion
• Restate the main points
• Describe the next steps
• End on a strong note
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 9
Using Visual AidsUsing Visual Aids
• Clarify main points
• Create interest
• Add variety
• Improve learning
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 10
Common Visual AidsCommon Visual Aids
• Overhead transparencies
• Electronic presentations
• Chalkboards and whiteboards
• Flip charts
• 35-millimeter slides
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 11
Other Visual AidsOther Visual Aids
• Product samples
• Scale models
• Audio tapes
• Film strips and movies
• Television and videotapes
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 12
Overhead Overhead TransparenciesTransparencies
• Advantages
– Inexpensive
– Easy to use
– Simple to create
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 13
Overhead Overhead TransparenciesTransparencies
• Disadvantages
– Lack of flexibility
– Fragile format
– Overhead projectors
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 14
Electronic PresentationsElectronic Presentations
• Advantages– Real-time data–Multimedia– Flexibility and portability
• Disadvantages– Specialized equipment– Technique versus content– Overuse of special effects
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 15
Six Tips for Success Six Tips for Success
1. Set up early
2. Bring two of everything
3. Back up your programs
4. Secure technical support
5. Avoid real-time Internet use
6. Have a contingency plan
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 16
Creating Effective SlidesCreating Effective Slides
• Content and graphics
• Design elements
• Consistency
• Special effects
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 17
Readable ContentReadable Content
• Select a central idea
• Limit the content
• Write short phrases
• Use parallel grammar
• Prefer the active voice
• Use short informative titles
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 18
Effective GraphicsEffective Graphics
• Reduce details
• Avoid repetition
• Shorten numbers
• Limit data
• Highlight key points
• Adjust size and design
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 19
Design ElementsDesign Elements
• Color schemes
• Background design
• Fonts and type styles
• Consistency
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 20
Animation and Special Animation and Special EffectsEffects
• Transitions
• Builds
• Hyperlinks
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 21
Effective HandoutsEffective Handouts
• Complex charts or diagrams
• Company reports
• Magazine articles
• Case studies
• Lists of Websites
• Copies of slides
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 22
Complete the Complete the
PresentationPresentation• Evaluate the message
• Edit the content
• Develop visual aids
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 23
Practice Your DeliveryPractice Your Delivery
• Memorizing
• Reading
• Impromptu speaking
• Speaking from notes
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 24
Presentation PreparationPresentation Preparation
• Practice your delivery
• Introduce the slides
• Limit the number of slides
• Prepare the location
• Consider cultural diversity
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 25
Build Your ConfidenceBuild Your Confidence
• Prepare extra
material
• Rehearse
• Think positively
• Visualize success
• Take a few deep
breaths
• Be ready
• Get comfortable
• Don’t panic
• Keep going
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 26
Appear More ConfidentAppear More Confident
• Don’t rush
• Maintain eye contact
• Stand tall
• Control gestures
• Use your voice
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 27
Answer QuestionsAnswer Questions
• Focus on the questioner
• Respond appropriately
• Maintain control
• Survive the hot seat
• Motivate questions
© Prentice Hall, 2005 Excellence in Business Communication Chapter 13 - 28
Conclude the Conclude the
PresentationPresentation• Prepare the audience
• Answer the final question
• Summarize the main idea
• Thank the audience
• Leave with confidence