© Prentice Hall, 2007Business Communication Essentials, 3eChapter 12 - 1 Planning, Writing, and Completing Oral Presentations

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 12 - 1

Planning, Writing, and Planning, Writing, and Completing Oral Completing Oral PresentationsPresentations

Planning, Writing, and Planning, Writing, and Completing Oral Completing Oral PresentationsPresentations


Building Your Career Building Your Career with Oral Presentationswith Oral Presentations

Display Your Skills

Think on Your Feet

Grasp Complex Issues

Handle Challenges


The Three-Step ProcessThe Three-Step Process

Flow of the Message

Planning

Step 1

Planning

Step 1

Writing

Step 2

Writing

Step 2

Completing

Step 3

Completing

Step 3

Substance of the Message


Planning the Planning the PresentationPresentation

AnalyzeAnalyzethe Situationthe Situation

AnalyzeAnalyzethe Situationthe Situation

SelectSelectthe Mediumthe Medium

SelectSelectthe Mediumthe Medium

GatherGatherInformationInformation

GatherGatherInformationInformation

Organize theOrganize theInformationInformation

Organize theOrganize theInformationInformation


Analyzing the SituationAnalyzing the Situation

PurposePurposePurposePurpose

InformInformInformInform

PersuadePersuadePersuadePersuade

CollaborateCollaborateCollaborateCollaborate

AudienceAudienceAudienceAudience

Emotional StateEmotional StateEmotional StateEmotional State

Language IssuesLanguage IssuesLanguage IssuesLanguage Issues

Specific CircumstancesSpecific CircumstancesSpecific CircumstancesSpecific Circumstances


Selecting the Right Selecting the Right MediumMedium

Web-BasedPresentations

Web-BasedPresentations

In-PersonPresentations

In-PersonPresentations


Organizing the Organizing the PresentationPresentation

Define Main Idea Limit Scope Select Approach

Time ConstraintsTime Constraints

Audience NeedsAudience Needs

Direct Direct

IndirectIndirect

One MessageOne Message

Specific ActionSpecific Action


Create a Planning Create a Planning OutlineOutline

Purpose andMain Idea

Purpose andMain Idea

1

Points andSubpoints

Points andSubpoints

2

Connectionsand Transitions

Connectionsand Transitions

4

Introduction,Body, and Close

Introduction,Body, and Close

3

Bibliographyor Source Notes

Bibliographyor Source Notes

5

CompellingTitle

CompellingTitle

6


Create a Speaking Create a Speaking OutlineOutline

Follow Planning OutlineFollow Planning Outline

Select KeywordsSelect Keywords

Add Delivery CuesAdd Delivery Cues

Arrange Your NotesArrange Your Notes


Writing the PresentationWriting the Presentation

PresentationPresentationPresentationPresentation

IntroductionIntroductionIntroductionIntroduction

MessageMessageMessageMessage

ConclusionConclusionConclusionConclusion

AudienceAudience SubjectSubject

PurposePurposeEtiquetteEtiquette

FormalFormalPresentationPresentation

InformalInformalPresentationPresentation


ArouseArouseInterestInterestArouseArouseInterestInterest

Preview thePreview theMessageMessage

Preview thePreview theMessageMessage

BuildBuildCredibilityCredibility

BuildBuildCredibilityCredibility

Creating theCreating theIntroductionIntroduction


Limit theLimit theMain PointsMain PointsLimit theLimit the

Main PointsMain Points

EngageEngagethe Audiencethe Audience

EngageEngagethe Audiencethe Audience

ConnectConnectthe Ideasthe IdeasConnectConnectthe Ideasthe Ideas

ComposingComposingthe Messagethe Message


Restate Restate the Main Pointsthe Main Points

Restate Restate the Main Pointsthe Main Points

End on aEnd on aStrong NoteStrong NoteEnd on aEnd on a

Strong NoteStrong Note

DescribeDescribethe Next Stepsthe Next Steps

DescribeDescribethe Next Stepsthe Next Steps

Writing theWriting theConclusionConclusion


Advantages of Visual Advantages of Visual AidsAids

ContentContentSettingSetting

AudienceAudience

PurposePurpose

ClarifyClarifyMain PointsMain Points

ClarifyClarifyMain PointsMain Points

ImproveImproveLearningLearning

ImproveImproveLearningLearning

AddAddVarietyVariety

AddAddVarietyVariety

CreateCreateInterestInterest

CreateCreateInterestInterest


Types of Visual AidsTypes of Visual Aids

Overhead Transparencies

Electronic Presentations

Chalkboards/Whiteboards

Flip Charts

Other Visuals


Creating Effective Creating Effective SlidesSlides

SimplicitySimplicityof Designof DesignSimplicitySimplicityof Designof Design

Accuracy ofAccuracy ofInformationInformationAccuracy ofAccuracy ofInformationInformation


Select aSelect aCentral IdeaCentral Idea

Use ParallelUse ParallelGrammarGrammar

Use Short Use Short PhrasesPhrases

Use ShortUse ShortTitlesTitles

Limit the Limit the ContentContent

Prefer thePrefer theActive VoiceActive Voice

Writing Readable Writing Readable ContentContent


Modifying Graphics for Modifying Graphics for SlidesSlides

UseWhitespace

UseWhitespace

HighlightKey PointsHighlight

Key PointsChoose aClear FontChoose aClear Font

ReduceDetailsReduceDetails

AvoidRepetition

AvoidRepetition

ShortenNumbersShorten

Numbers


Selecting Design Selecting Design ElementsElements

Color Schemes

Background Elements

Foreground Designs

Artwork and Clipart

Fonts and Type Styles


Animation Animation and Special Effectsand Special Effects

• Functional uses

• Decorative uses

• Transitions/builds

• Hyperlinks

• Multimedia


Online PresentationsOnline Presentations

DisadvantagesDisadvantagesAdvantagesAdvantages

Cost SavingsCost SavingsCost SavingsCost Savings

ConvenienceConvenienceConvenienceConvenience

Technology IssuesTechnology IssuesTechnology IssuesTechnology Issues

Training IssuesTraining IssuesTraining IssuesTraining Issues

Global ReachGlobal ReachGlobal ReachGlobal Reach Limited FeedbackLimited FeedbackLimited FeedbackLimited Feedback


Online Presentation Online Presentation TipsTips

Send Preview MaterialsSend Preview Materials

Keep Content SimpleKeep Content Simple

Get Feedback OftenGet Feedback Often

Consider the AudienceConsider the Audience

Ensure CompatibilityEnsure Compatibility

Allow Plenty of TimeAllow Plenty of Time


Completing the Completing the PresentationPresentation

Revise the MessageRevise the MessageRevise the MessageRevise the Message

Review the SlidesReview the SlidesReview the SlidesReview the Slides

Edit the PresentationEdit the PresentationEdit the PresentationEdit the Presentation


Finalizing Slides Finalizing Slides and Support Materialand Support Material

Cover Slides

IntroductionSlides

BlueprintSlides

Present the Title

Name the Presenter

Grab Attention

Define the Topic

Clarify the Topic

Inform the Audience

Define an Agenda

Provide a Road Map

Serve as Sign Posts


Overcoming AnxietyOvercoming Anxiety

Prepare and practice

Stay positive

Visualize success

Take deep breaths

Be ready


Overcoming AnxietyOvercoming Anxiety

Get comfortable

Don’t panic

Stay focused

Make eye contact

Keep going


Responding to Responding to QuestionsQuestions

Anticipate QuestionsAnticipate QuestionsAnticipate QuestionsAnticipate Questions Focus on QuestionerFocus on QuestionerFocus on QuestionerFocus on Questioner

Respond AppropriatelyRespond AppropriatelyRespond AppropriatelyRespond Appropriately Stay in ControlStay in ControlStay in ControlStay in Control

Survive the Hot SeatSurvive the Hot SeatSurvive the Hot SeatSurvive the Hot Seat End the PresentationEnd the PresentationEnd the PresentationEnd the Presentation


Reviewing Key PointsReviewing Key Points

• Delivering business presentations

• Planning business presentations

• Writing business presentations

• Completing business presentations

Documents

© Prentice Hall, 2007Business Communication Essentials, 3eChapter 12 - 1 Planning, Writing, and Completing Oral Presentations