Malcolm Maddox
February 7th, 2019
Professional Communication
Chapter 5 Outline
Business Presentations: Preparation
I.
II.
III.
IV.
General Purpose of a presentation
a. To inform
b. To persuade
c. To entertain
Specific Purpose
a. A single phrase that focuses on only one aspect of your topic
b. Should be stated in a way that is observable and measurable
c. Guidelines
i. Topic must meet the presentation requirements
ii. Your purpose must be narrow
iii. It must be relevant to the audience
iv. It must not be trivial
v. It must not be too technical for the audience
Thesis or Central Idea
a. The thesis or central idea of a presentation is a concise, one-sentence
statement of what the presentation is about.
b. It should summarize the main points
c. Topic to central idea
i. Topic
ii. General Purpose
iii. Specific Purpose
iv. Central Idea
Analyzing the Audience
a. Adapting your message for a specific group
b. Egocentrism
i. Expressing one’s own values, beliefs, and experiences regardless
of the nature of the audience
c. Audience-centeredness
i. Your message is centered to the needs, values, and beliefs of the
receiver
d. Preparing for your audience
i. Who will be there?
ii. Why are they here?
iii. What is their knowledge and interest in the topic?
iv. What attitude do they hold toward the topic?
1. Attitude – may be thought or predisposition or evaluation
towards someone or something.
V.
VI.
VII.
VIII.
v. How have they responded to presentations in the past about
similar topics
vi. How do I locate information about my audience?
1. Conduct library research about your demographic group
2. Contact professional associations that have worked with
your demographic
3. Gather details from those responsible for arranging the
event
4. Conducting research or drawings from previous research
involving these or similar audience members
e. Demographic values
i. Qualities or characteristics that can be used to segment or divide
the population into groups
Preparing for the setting
a. Always consider the following before a presentation
i. The location
ii. The physical layout of the room
iii. Potential distractions
iv. The time of the presentation
v. The audio-video equipment
1. Setup / Troubleshooting
Adapting to audience feedback
a. The audience will have questions you should be prepared to answer
b. When in doubt, ask Comprehension Questions
i. Comprehension Questions – a question that seeks feedback from
the audience
c. Be receptive to agreements, disagreements and or disinterest
Organizing and Outlining
a. The structure of your presentation will determine
i. How clearly the audience can follow and understand your speech
ii. How the audience views your competence as a speaker
iii. How confident you feel about your delivery
b. Use main Points or key ideas
c. Types of Organizational Patterns
i. Chronological system
ii. Spatial or shaping
iii. Casual
1. Cause and Effect
iv. Problem / Solution
v. Topical
Guidelines for preparing main points
a. Limit the number of points being covered
b. Main points should be distinct
c. Use consistent wording
IX.
X.
XI.
XII.
XIII.
d. Equally distribute the time spent on each point
e. Strategically order your main points
Provide supporting information for each topic covered
Connectiveness
a. Use of transitions
b. Internal Previews
i. Preview the next main point during the presentation
c. Internal Summaries
i. Opposite of a preview
d. Signposts
i. Words or brief statements that remind the audience where you
are in the presentation
Preparing the introduction and conclusion
a. Gain the attention and the interest of the audience
b. State the importance of the topic
c. Question the audience
i. Break the ice with questions to stimulate thought
d. Begin with a quote
e. Tell a story
f. Startle the Audience
i. Shocking statistics, example or quote
g. Arouse the curiosity of the audience
h. Reveal the purpose of the presentation
i. Establish credibility as the speaker
i. How qualified the audience feels you are during your speech
j. Preview the central idea of the presentation
Conclusion Functions
a. Signals the end of the presentation
b. Summarize the main points of the presentation
c. End with a dramatic, final Statement
d. Guidelines for an effective conclusion
i. Conclude on a strong note
ii. Be relatively brief
iii. Avoid introducing new ideas
Outlining the Presentation
a. Presentation outline – a complete outline of the entire presentation
b. Speaking outline – An outline of the main points used to lead the
presentation
i. Use the same outline format for both
ii. Keep the outlines brief
iii. Make it legible
iv. Use only one side of the paper or note cards to avoid confusion
v. Include delivery cues
1. Reminders of what to say or do during the presentation
XIV.
XV.
XVI.
Preparing Visual Aids
a. The Purpose of visuals during a presentation are
i. To add clarity
ii. To add intrest from the audience
iii. To aid in the retention of the information
b. Types of Visuals
i. Objects
ii. Models
iii. Photographs
iv. Drawings
v. Graphs and Charts
vi. Audio-Video Recordings
vii. Handouts
c. PowerPoint Slides
i. Don’t use full sentences
ii. Use color effectively
iii. Chose fonts wisely
iv. Make text large enough to read throughout the presentation
space
v. All slides should be consistent
vi. Use space effectively
vii. Avoid sound
viii. Avoid unnecessary animations
ix. Avoid clipart
x. Use Blank slides when necessary
xi. Avoid a title slide
1. First slide should be blank or an attention grabber
xii. Avoid timing slides
1. Presentations never run as predicted
xiii. Write presentation cues on speaking outline
Guidelines for presenting visual aids
a. Avoid using chalkboards / whiteboards
i. Forces you to turn your back to the audience
ii. Lack of eye contact
iii. Takes more time
b. Visual must be visible to the entire audience
c. Avoid passing out visuals during the presentation
d. Display visuals on when discussing them
e. Explain the visual clearly
f. Talk to the audience, not the visual aid
Practicing the Presentation
a. Rehearse the speaking outline
b. Talk through all examples and stories
c. Recite all quotes and stats in full
d.
e.
f.
g.
Practice the entire presentation even with mistakes
After the first few trials begin to keep time
Concentrate on gaining control of the ideas
Practice in front of friends and family to gain honest feedback