Excellence in business communication 12e by vthill and brovee chapter 14

Describe the six major design and writing tasks required to enhance your presentation with effective visuals.. Outline four major tasks involved in completing a presentation.. Describe f

1. Highlight the importance of presentations in your business

career, and explain how to adapt the planning step of the three-step process to presentations

2. Describe the tasks involved in developing a presentation

3. Describe the six major design and writing tasks required to

enhance your presentation with effective visuals

4. Outline four major tasks involved in completing a

presentation

5. Describe four important aspects of delivering a presentation

in today’s social media environment

Compose the

The Three-Step Process for Oral and Online

Presentations

Analyzing the Situation

•Defining Your Purpose

•Developing an Audience Profile

•Considering the Circumstances

Audience Analysis

Selecting the Best Media

Organizing a Presentation

The Linear Presentation Approach

• Outlined like conventional messages

• Presenter follows point-by-point flow

The Nonlinear Presentation Approach

• Doesn’t flow in any particular direction

Nonlinear Presentation

Choosing an Approach and Presentation

Software

Choosing an Approach and Presentation

Software

Match the Tool to the Task

Focus on the Story, not on Software

Defining Your Main Idea

One-Sentence Summary of What You Want to Share with Your

Limiting Your Scope

Work Within Time

Constraints

Hold Audience’s

Attention

Choosing Your Approach

• Shorter Presentations:

– Direct approach for routine information or good news

– Indirect approach for bad news or persuasion

• Longer Presentations:

– Direct approach to motivate or inform

– Indirect approach to analyze, persuade, or collaborate

• State the purpose and main idea.

• Organize points and sub-points

• Identify major points throughout

• Plan transitions between sections

• Prepare bibliography or source notes

• Choose a compelling title

Preparing Your Outline

Creating a Speaking Outline

Simplify the Planning Outline

Add Delivery

Cues

Condense Points and Transitions

Arrange Your

Notes

Outline Sample (1 of 2)

Outline Sample (2 of 2)

Developing a Presentation

(LO 2) Describe the tasks involved in developing a presentation

Adapting to the Audience

Casual StyleConference RoomInvite Participation

Formal StyleAuditoriumLimit Participation

Developing Your Presentation

Distinct Elements Distinct Elements

The CloseThe Introduction The BodyThe Body

Presentation Introduction

•Getting the Audience’s Attention •Getting the Audience’s Attention

•Establishing Your Credibility •Establishing Your Credibility

•Previewing Your Presentation •Previewing Your Presentation

Presentation Body

•Presenting Your Main Points •Presenting Your Main Points

•Connecting Your Ideas •Connecting Your Ideas

•Holding the Audience’s Attention •Holding the Audience’s Attention

Presentation Close

•Restating Your Main Points •Restating Your Main Points

•Providing a Clear Wrap-Up •Providing a Clear Wrap-Up

•Ending on a Strong Note •Ending on a Strong Note

Enhancing Your Presentation with Effective Visuals

Enhancing Your Presentation with Effective Visuals

(LO 3) Describe the six major design and writing tasks required to

enhance your presentation with effective visuals

Using Presentation Slides

Choosing Structured Slides

StandaloneSense

Complex Dataand Ideas

Complex Dataand Ideas

Choosing Structured Slides

AudienceEffects

RepetitiveAppearance

RepetitiveAppearance

Structured Slides

Choosing Free-Form Slides

• Offer Complementary Information

• Prevent Cognitive Overload

• Identify Priorities and Connections

Choosing Free-Form Slides

• Demanding and Time Consuming

• Additional Speaker Responsibility

•

Free-Form Slides

Designing Slides around

a Key Visual

Explaining

Writing Readable Content

Effective Slide Text

Highlights Key Points

Summarizes and Previews

Signals Major Shifts Signals Major Shifts

Illustrates Concepts

Creating Charts and Tables

Selecting Design Elements

Selecting Design Elements

(2 of 2)

Integrating Mobile Devices

• Viewing the Screen:

– Overcome viewing problems

– Broadcast to tablets and phones

• Attending the Presentation:

– Include mobile users

– Broadcast to tablets and phones

Integrating Mobile Devices

Completing a Presentation

(LO 4) Outline four major tasks involved in completing a

presentation

●Title Slides

●Title Slides

●Agenda and Details

●Agenda and Details

●Navigation Slides

●Navigation Slides

Finalizing Your Slides

Creating Effective Handouts

Integral Part of Presentation Strategy

Supporting Your Main Idea

Conveying Information

Speaking from NotesSpeaking from Notes

Reciting Your SpeechReciting Your Speech

Reading Your SpeechReading Your Speech

Choosing Your Presentation Method

Practicing Your Delivery

• Can you present your material naturally?

• Could you present without using slides?

• Is the equipment working?

• Is your timing on track?

• Can you pronounce the words you’ll use?

• Are you ready for questions or objections?

Delivering a Presentation

(LO 5) Describe four important aspects of delivering a presentation

in today’s social media environment

Overcoming Anxiety (1 of 2)

• Stop worrying about being perfect.

• Know what you’re talking about

• Practice, practice, practice

• Visualize your success

• Remember to breathe

• Be ready with your opening line

Overcoming Anxiety (2 of 2)

• Be comfortable.

• Take a three-second break, if you need it

• Focus on your message and audience

• Connect with friendly audience members

• Keep going

Handling Questions Responsively (1 of 2)

Handling

Establishing Ground Rules

Preparing to Answer Questions

Noticing Nonverbal Signals

Handling

Responding to Difficult Questions

Controlling Your Presentation

Embracing the Backchannel

The Audience Creates This Line

of Communication

Working the Backchannel

• Integrate social media into the presentation.

• Set expectations with the audience

• Monitor and ask for real-time feedback

• Tweet key points during your presentation

• Review comments after presentation ends

Tips for Giving

Sending Preview Materials

Keeping the Presentation Simple

Tips for Giving

Considering Audience Viewpoint

Helping Audience Get Connected

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