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Business Communication:
Presentation
Unit IV
DEI MBA
10th Aug 2009
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Unit : Contents
Understand various modesofverbal
presentations and how they canbe
effectiveness at work place
Learn the skillsofpresentation
How tobuildrapport with an Audience,Use
ofemotionsin communicationfor
connectivitywith people.
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Application of verbal skills
1. ORAL PRESENATIONS
2. PUBLIC SPEAKING
3. INTERPERSONAL COMMUNICATION4. GROUP MEETINGS
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Verbalpresentations
2. PresentationskillsPersonality factors
Vocal factors
Dress /Appearance
Articulation
1. Content ProficiencyLanguage proficiency
Subject proficiency
3. Visuals useIT application
Use of diagrams\
Graphs
Visuals
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1. Presentation SkillsContent
Language
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Seven Cs of effective communication ( Content )
(HAM)
1. Completeness
2. Conciseness
3. Consideration4. Concreteness
5. Clarity
6. Courtesy7. Correctness
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1. Completeness
1. Provide all necessaryinformation
2. Answerall questions asked
3. Give some thing extra when
desirable
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a. Provide all necessary information
Sales Executive to Sales Manager ( Monthly Presentation ) Therewere threeotherpartieswhich quotedfor the product .
Two partieswere below ourprice andone partywas above price.
We lost to Titan whowas lower than usin price.
Above presentation Leaves questionsin mind asbelow
Whowere the three parties
What was theirprices
Which is theotherpartywhich is lowerthan us
Which is the partywhich is higherthan us.
It could havebeen covered giving all informationinone go Ms Andrew Yule (AY) , Ms Titan and Ms Hind Tools quotedfor the product . AY and Titanwere lower than usby 10% and 5% respectively.
Titan got theofferas they gavebetterofferonwarranty terms also.
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c. Give extra if desirable
Whowere the three parties
What was theirprices
Which is theotherpartywhich is lowerthan us
Which is the partywhich is higherthan us.
Answer Ms Andrew Yule, Ms Titan and Ms Hind Tools quotedfor
the product
AY quoted 10% less than us, Titan quoted 5% less than
us and Hind tools was 5% higher
We lost to titan as theyoffered 3 yrwarranty as against 2
yearsby us.
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2.Conciseness
a. Eliminate wordyexpressions
b. Includeonlyrelevant material
c. Avoid unnecessaryrepetition
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a. Eliminate wordy expressions
Therewere threeotherpartieswhich quotedfor the
product . The partieswere Titan, AY and HT .AY
and Titan were below ourprice andone partywas
above price . HT was aboveourprice.We lost to
Titan Ltd whowas lower than usin price andit was
believed that Titan hasbeenoffering extra discount at
theendof theyearif theentireorderisexecutedby
the party. It wasnot givenin theoffer letterbut I am
told byoneof theexecutivesof the Titan about thisarrangement .We must also follow the competition
and givesame benefits. Even Andrew Yule sales
executives were talking about it afterwards.
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b. Include only relevant material
Therewere threeotherparties( AY , Titan, HT )
which quotedforthe product . AY and Titan were
below ourprice by 10 and 5% respectively. HT was
5% higher
We lost to Titan Ltd as they have 3 yrswarrantyon
product
We must also checkif thereis anyotherreasonfor
losing theorderasone heardrumorsofyearly
discount offered by Titan.
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c.Avoid unnecessary repetition
AY , Titan, HT quotedfor the product . AY and Titan
were below ourprice by 10 and 5% respectively. HT
was 5% higher
ApparentlyWe seem to have lost to Titan Ltd asthey have 3 yrswarrantyon product
We must alsofurther checkif thereis anyother
reasonfor losing theorder.
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3.Consideration
Focuson You insteadof I orWe
Show audiencebenefit or
interest inreceiver
Emphasis positive, pleasant
facts
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a.Focus on You instead of I or We
I have been able to get commitment for
furtherordersfor the company asweworked
hard to get the orders.
You wouldbe glad tonote thefurtherorders
wouldbe placedon usdue toyour teams
effort .
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b.Show audience benefit or interest in
receiver OurCFL ensures saving of at least 10%
electricity bill .Which translates to appxRs
200pm . It recovers its priceovera periodof
6 months.
Thisis apart from guarantee that we givefor
oneyear .
Ourprice is appx 50% morebut noothercompetitors can match abovefactors
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c. Emphasis positive , pleasant facts
It wouldbeinteresting tonote that XYZ Ltd ,ordered entire quantityofCFL from ChandiniLights ltd.
Theydecided to compare CFL along withothers tosee whywe charge high.
They found that ourCFL gives not only20% moreillumination ,but also hasdouble
the life.
They havenow approachedfor theirexpansion plant at Nasik
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4. Concreteness
Useofspecific facts and figs
Put actioninyour Verbs
Choose vividimagebuilding
facts
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a. Use of specific facts and figs
Ms XYZ is making aninvestment toincreasetheirCFL capacity.
Theywould try to capture our market by
reducing the priceCorrect way Ms XYZ has a capacityof 5000 CFL permonth.
Theywould go up by 2000 CFL permonth wef
1/1/2010 after increasein capacity It mayresult inoverall industry capacity going up by
5 % .This canimpact the prices in the short run.
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b. Put action in your Verbs
The proposal has a requirement for-----
The proposal requires that
Students held the meeting in theoffice
Students met in theoffice
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c.Choose vivid image building facts
Proposalssubmitted this quarterwere
uninteresting
Proposals submitted this quarterdidnot have
visual graphsofsales /profits etc
Herworkin the group wasexemplary
Shewas thespark plug of the group
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5. Clarity
Choose precise, concrete andfamiliarwords
Construct effectivesentences
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a. Choose precise , concrete and familiar
words After ourperusal ofpertinent data, the
conclusionis that a lucrative market exists
forthesubject property
Thedata westudiedshow that yourproperty
is profitable andin high demand.
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6.. Courtesy
Besincerely tactful , thoughtful and
appreciative
Use expressions that showrespect
Choosenondiscriminatoryexpressions
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a. Be sincerely tactful , thoughtful and
appreciative Becauseourcompanyreceives manyreports
from China andyourcompany,weneed
numberof the report sent byyou inOct 2007
as wewant toread a interesting articleonCDM
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7. Correctness
Use theright level of language
Check accuracyoffigs /facts /data .
Information
These Cs can apply towritten communication also
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a. Use the right level oflanguage
I am sorry to point out that spares parts
dispatchedbyyou didnot meet quality
standards as prescribedby the Quality
control department in their latest drawingsissueson 25/5/09.
Spare parts sent by arerejected as theydo
not conform tospecifications laiddownby us.
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b. Check accuracy of figs /facts /data .
Information I am told about 50% of theworkers didnot
come to thefactoryon Monday which
resultedindownfall in production
As per thedata from Timeoffice, 25%
workers absent .Onfurtherchecking < I
found that morning shift busdidnot come.
This resultedinreductionin production
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Part II date 17th Aug
2. Presentationskills
Personality factors
Vocal factors
Dress /Appearance
Articulation
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At the end oflecture you would be able to
Understand which personalityfactorsimpact
presentations
How toworkon thosefactors canbeeffectivelybuilt overa time.
How vocal factors like tone, voice, paceetc
influence the presentation.
How the appearance hasimpact on presentations
How articulation playsimportant rolein making
presentation effective
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PDCA ofpresentation
Planning : Preparation /Practice
Delivery : Present with confidence &
Persuade
Check & Probe
Act onfeedback and suggestions
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PDCA
1. Planning (P) : Preparation & Practice
2. Delivery (D) : Present & Persuade
3. CHECK : Probe Question &Answer4. ACT on the outcome
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Planning
Think the whole process through
What is the objective of the presentation?
What is the desired outcome ofpresentation ?
Who is the audience?
Known or unknown
Where is the presentation to be given?
What resources are available for preparing ? How much time do you have?
What is expertise needed and from where toget it .
Keys to Presentation Excellence
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Example : Make a presentation on New
PMS system to officers
????
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Preparation of content
Draw up an outline
Make simple PowerPoint first and do pilot run
Use various features of PowerPoint for effectivepresentation
Decide on visual aids, handouts
Plan for back-up
Actual presentation content:
Stay focus on central theme/desired outcome
Keep it straightforward
Anticipate questions
Keys to Presentation Excellence
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Practice and more practicePerfecting the delivery, well-timed,
comprehensible & convincing
Keys to Presentation Excellence
Practice
Know your surroundings and equipment
Dry run for a test audience and solicit constructive
feedback Test your equipment first
Time - Keep to schedule
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Delivery : Present & Persuade
Confidence: If you want to persuade the audience to accept yourmessage, you must show confidence (but not arrogance) inyourself and your work
Respect your audience: Dont insult them/lose temper
Approach: Your purpose is usually to inform or persuade, not tobaffle and confuse
Dress to the level of the most important audience member
Know your subject and be excited about it !
Gauge the involvement of participants from time to time andtake counter measures
Accept mistakes
2. Delivery
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Prepare for questions
Listen carefully to thequestion
Pause to organize your
thoughts Repeat the question
Support your answer
Promise to get an answerif you cant answer it now
Do not end on an excuse!
3. Check and Probe :Q & A
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Note down thesuggestions & viewpoints
Summarize on the
points agreed duringthe discussions andpoints ofdisagreements
Agree on way forward
4. ACT on outcome
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Too much text at once - Do not overstuff yourslides
Too many differing visuals at once (compete for
audiences attention)
Visual images not in context with the material
Colour clashes
Font too small (particularly in diagrams)
IT ; Power point problems
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Non verbal elements 141MR
Appearance
Posture
Eye contact Gestures
VOCAL ELEMENTS
Voice
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Case Presentation Skills
Video Presentation Skills
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Barriers to effective presentation
PoorLanguage skills
Lackofdepth in content /IT
Not understanding audienceneeds
Time Management /Preparation /Trial run
Replying in a hurrywithout understanding point .
Worry about failureoraudience
Avoiding orgiving wrong answers
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Part III
VISUAL ELEMNETS
Diagrams /Colors /Pictures/tables/charts
/Graphs /flow charts
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Part III Designing Visual communication
( CLB)
At theendof lecture ,you wouldbe able tp
Describe the communication powerofvisuals
Highlight six principlesofgraphic designthat canimprove the qualityofvisuals
Explain how to choose the pointsinyour
message toillustrate Describe most commonoptionsfor
presenting data in Visual format .
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GRAPHICS
In manyof thereports, graphics
communicate the messagebetter than
language.
Graphics means Charts, pictures,diagrams
, maps etc
Tables andformats can alsobe part of
graphics.
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Planning the graphics
1. Graphics can communicate complexdatainformationinsimpleform .
Eg XYZ sells Sugar in three zonesin tons.
Each zone hasbudget . North hasdone 80 tonsofthebudget , East has done 50 tonof thebudget ,,west hasdone 85 tonsof thebudget infirst quarter. Insecond quarterit is 60tons,80tons and 75tons respectively. In 3rd quarterit
is 40. 50 and6o.Infourth quarterit is 20 , 40and 50 tons .
Which zones have donewell
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Bar Chart
0
10
20
30
40
50
60
70
80
90
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
East
West
North
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Plan
2. Thinkof theright graphic
India has 60% hindus, 20% muslims, 10%
Christians & 10% Others.
Out ofabove categoryofHindus , 20% are Dalits,30% Brahmins and 20% Khatriyas andbalance Banias
.
Out of20%v muslims & 10% Christians , there areno
castes.
Out ofothers , there are 20% Schedule tribe and
20% backword classes
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Divison
10%
20%
10%
60%
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Division
60%
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Tables
Ist yr 2nd Year 5 yrs 10 yrs
Growth 5% 100%
Profit 2 crs 4 6 10 crs
Sales 20 40 70 crs 90 crs
Employees 28 40 50 60
wages 1.5 crs 3.2 crs 4.2 crs 6.3 crs
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Org Charts
MD
VP Fin VP HR
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Flow Chart
Searchgoogle
Select topic
Potential sources
Yes No
Revisesearch strategy
Follow linkTosource
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Engineering MBA
Existing Fresh (%growth) Existing Fresh
Across India 2388 **1500 in 2005
886* (30%) 1516 1084*(70%)
Unregistered
/Part time
??? ??? ???? ???
Students Appx 3.5
lacs /yr
Appx 1.5
lacs /yr
Appx 3 lacs
/yr
Appx 1.5 lac
Source AICTE .fresh applications for 2009-20
The growth ofcollegeswould lead tofurthersupply in coming years
Tables
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Symbols :
Preparation
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Graphs
Automotive getsinto trouble.
Most carssoldon consumercredit that isno longeravailable.Vendors areevenworseoff.Willremain underpressureformany
years asnew capacity comesinwith slackening demand. CVproducersbegin to cut backonproduction.
Ashok Leyland: 3 dayweekuntil December.
Tata Motors:6dayshutdown atPune and Lucknow CV plants.
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Theinvestment cyclewas peaking well before the credit
crisis manufacturing peaked asearly as Jan 2006;textiles, construction and cement in mid-late 2006; and
polymersinearly 2008.
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Scatter Diagram
Soft Hard
High
wt
Low
wt
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Summary
P 406) Lesikar
You should Planforgraphics
Construct them carefully
In choosing the graphic ,keep the
applicationin mind & then choose
Avoid commonerrors
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Selection of different graphics(412MR)
Lists and tables; They provide a way to
organizedata and highlight keyfacts and
figures
Comparisonof last years sales performanceagainst thisyearmonth wise andregionwise
Charts and graphs
Barchart comparing data acrossnumberofyears Pie chart showsrelationship ofparts with whole.