Planning, Writing, and Completing Oral Presentations © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 1 The Three-Step Process Flow of the Message Planning Writing Completing 1 2 3 Substance of the Message © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 2 Planning Speeches and Presentations Determine the Purpose Analyze the Audience Gather Information Adapt the Message © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 3 Common Purposes of Business Presentations Audience Members Inform Persuade Presentation Content Presentation Style Motivate © Prentice Hall, 2004 Entertain Business Communication Essentials Chapter 12 - 4 Writing Oral Presentations Organizing the Message Creating the Introduction Composing the Body Writing the Conclusion Purpose Purpose Audience Audience © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 5 Organizing the Message Audience Define the Main Idea Purpose Limit the Scope Message Choose the Approach Message Prepare the Outline Purpose © Prentice Hall, 2004 Choose the Style Business Communication Essentials Audience Chapter 12 - 6 Oral Presentations Opportunities Challenges On-the-Spot Feedback Maintaining Control Immediate Modification Guiding the Audience Nonverbal Reinforcement Shifting Topics © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 7 Introducing the Message Arouse Interest Build Credibility Preview the Presentation © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 8 Composing the Message Limit the Main Points Connect the Ideas Engage the Audience © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 9 Concluding the Message Restate the Main Points Describe the Next Steps End on a Strong Note © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 10 Completing Speeches and Presentations Evaluate the Message © Prentice Hall, 2004 Develop Visual Aids Business Communication Essentials Master the Delivery Chapter 12 - 11 Using Visual Aids Audience Clarify Main Points Create Interest Setting Content Add Variety Improve Learning Purpose © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 12 Types of Visual Aids • Overhead Transparencies • Electronic Presentations • Chalkboards/Whiteboards • Flip Charts • 35-Millimeter Slides © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 13 Types of Visual Aids • Product Samples • Scale Models • Audiotapes • Film Strips and Movies • Television and Videotapes © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 14 Advantages of Transparencies Inexpensive Easy to Use Simple to Create © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 15 Disadvantages of Transparencies Lack of Flexibility Fragile Format Overhead Projectors © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 16 Electronic Presentations Advantages Disadvantages Real-Time Data Specialized Equipment Multimedia Technique Over Content Flexibility and Portability Overuse of Special Effects © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 17 Creating Effective Slides Content and Graphics Design Elements Consistency Special Effects Readability Readability Simplicity Simplicity © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 18 Choosing a Color Scheme • Stimulate emotions • Recognize cultural differences • Limit color selections • Use contrasting colors • Adjust to room light • Order colors from dark to light © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 19 Additional Design Considerations Background Fonts and Designs Type Styles © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 20 Animation and Special Effects Transitions Hyperlinks Builds © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 21 Creating Effective Handouts Charts or Diagrams Company Reports Magazine Articles Copies of Slides Lists of Websites Brochures and Pictures © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 22 Mastering Your Delivery Memorizing Reading Impromptu Speaking Speaking From Notes Subject Matter Subject Matter Audience Audience © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 23 Preparing to Speak Know the Material Practice Your Delivery Know the Location Adapt the Content © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 24 Building Your Confidence •Prepare Extra Material •Be Prepared •Rehearse •Get Comfortable •Think Positively •Don’t Panic •Visualize Success •Keep Going •Take a few deep breaths •Focus Outside Yourself © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 25 Appearing More Confident Get Control At the Start Maintain Eye Contact Watch Your Posture Use Appropriate Gestures Vary Facial Expressions Control Your Tone of Voice © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 26 Presenting the Visuals Overhead Transparencies Electronic Slides Pointing Changing Highlighting Discussing © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 27 Answering Questions Focus on the Questioner Respond Appropriately Control the Situation Maintain Self-Control Motivate Questions Conclude the Speech © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 28
