Chapter 13Presentations and Meetings

Business Communication

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Short Oral PresentationsIntroducing

speakersObtain information

about speakersIntroduce speakers

and their presentations

Briefings

213.1 Oral Presentations

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An effective introduction prepares the audience to accept the speaker.

Planning a PresentationDetermine the

objective Analyze the

audienceDetermine the time

availableGather informationDetermine the

mode of delivery

313.1 Oral Presentations

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A person who receives an award may make a short, impromptu speech.

Organizing a PresentationIntroduction

Gain the listeners’ attentionTell the goal or purpose of the speech

BodyGive the main points of the speechPresent points in a logical order

Closing

413.1 Oral Presentations

Outlining a PresentationAn outline is essential for a long speechDirect order

When the audience will be receptive to your ideas

When delivering welcome newsIndirect order

When the audience will be skeptical or unreceptive

When persuading listeners or delivering unwelcome news

513.1 Oral Presentations

Delivery of Oral PresentationsVoice qualityNonverbal

symbolsVisual aidsFeedback

613.1 Oral Presentations

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Use nonverbal symbols, such as a smile, to put listeners at ease.

Presentation TipsSelect attire, prepare notes, and practice

ahead of timeArrive early to the speech locationCheck that everything is arranged properly

and equipment is workingStart the speech on timeWhen introduced, smile and make eye

contact with listeners

713.1 Oral Presentations

Types of Visual AidsPosters and flip

chartsTransparencies,

computer presentations, and slides

ObjectsChalkboards and

whiteboardsHandouts

813.2 Visual Aids in Presentations

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Electronic slides can be projected onto a large screen for viewing.

Choosing Visual AidsEquipment availableAudience needsPreparation time

913.2 Visual Aids in Presentations

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A visual presenter can be used to project an image of an object.

Preparing Visual AidsNumber of visual aidsSizeColorMotionSound

1013.2 Visual Aids in Presentations

Color can be used to add interest to visual aids.

Presenting Visual AidsPrevent distractionsPractice using visual

aids

1113.2 Visual Aids in Presentations

Face the audience when using visual aids in a presentation.

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Reading Onscreen E-mail messages, blogs, Web sites, and other

documentsVariables

Line lengthsText sizeWindow sizeZoom

Pasting to other programs

1213.2 Visual Aids in Presentations

Types of MeetingsStaff meetingsTraining sessionsConferences with

clientsCommittees

StandingAd hocTask force

1313.3 Effective Meetings

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Employees meet with clients to discuss business projects.

Meeting DocumentsAgendasMinutes

1413.3 Effective Meetings

Participation in MeetingsPrepare to take partArrive on timeImprove decision

makingMake a positive

impact

1513.3 Effective Meetings

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Responsible employees take an active part in meetings.

Organize Productive MeetingsDefine the objectiveDetermine the type of meetingChoose participantsHandle meeting details

1613.3 Effective Meetings

Lead Meetings EffectivelyUse the agendaEncourage

participationHandle difficult

peopleBe professionalEnd appropriately

1713.3 Effective Meetings

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Encourage meeting participants to share their thoughts.

Presentation Tips

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Tips and articles for effective presentations and meetings are available online

Search for meeting tips or presentation tips

Directions:1.Find and review an article.2.Write a summary of the main points.

school.cengage.com/bcomm/buscomm

13.3 Effective Meetings

Vocabulary

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ad hoc committeeagendaanecdoteanimationbrainstorming briefingcollaborate delegate demographics

electronic whiteboardhandoutimpromptu speechminutesmultimedia presentationstanding committeetask forcetopical outlinevideo