University of Foreign Languages and International Studies DIVISION OF ENGLISH FOR SPECIAL PURPOSES Student’s name: …………………………………………………… Chapter 12 Business Presentations Date of birth: ………………………………………………………. Fill the gap with a suitable word or phrase. Use textbook as a reference. Outcome 1: Getting Ready for an Oral Presentation Preparing for an oral presentation means identifying your (1) purpose and understanding the audience. 1. Knowing Your Purpose § What do you want your audience to believe, remember, or do when you finish? § Aim all parts of your talk toward your purpose. 2. Understanding Your Audience § A second key element in preparation is analyzing your audience, anticipating its reactions, and making appropriate (2) adjustments . Audiences may fall into four categories: • A (3) friendly audience, for example, will respond to humor and personal experiences. • A (4) hostile audience prefer a talk which is probably be filled with facts, statistics, and expert opinions. • An uninterested audience that is forced to attend requires a (5) brief presentation. Such an audience might respond best to humor, cartoons, colorful visuals, and startling statistics. • A hostile audience demands a calm, controlled delivery style with objective data and expert opinion. § After analyzing and anticipating your audiences, determine your organizational pattern, (6) delivery style, and supporting material by answering the following questions: • How will this topic appeal to this audience? • How to gain credibility? • How to relate this information to their needs? • How to make them remember your main points? 3. Organizing Content 3.1. Capturing Attention in the introduction § Accomplish three goals in the introduction to your presentation: • Capture listeners’ attention and get them (7) involved • Identify yourself and establish your credibility. • Preview your main points. § Some techniques to grab listeners’ attention and get them involved: • A promise: Begin with a promise that keeps the audience expectant • Drama: Open by telling an emotionally moving story or by describing a serious problem that involves the audience. • Questions: Keep listeners active and involved with rhetorical questions. Ask for a show of hands to get each listener thinking. • What’s-in-it-for-me audience test: Remember that people are most interested in things that (8) benefit them. • Other techniques: Startling facts, Quotation, Demonstrations, Samples, Visuals, Dress, Eye contact, Movement. 3.2. Organize the body § The best oral presentations focus on a few key ideas. Therefore, the body of your short presentation (20 or fewer minutes) should include a limited number (two to four) of main points. § Organize your presentation by time, geography, function, (9) compare/contrast, or some other method that is logical to the receiver. § Prepare transitions to guide the audience. § Have extra material ready: Be prepared with more information and visuals if needed. 3.3. Summarize in the conclusion § The conclusion is the time to summarize main points. Be careful not to introduce any (10) new material at the end of the presentation. § Leave the audience with a specific and memorable “take-away.” § Include a statement that allows you to leave the podium gracefully. Outcome 2: Verbal and nonverbal techniques to connect with the audience 1. Effective imagery To enliven your presentation and enhance comprehension, use analogies,metaphors, similes, personal anecdotes, personalized statistics, and worst- and best-case scenarios instead of dry facts. § (11)Metaphor: an implied, nonliteral comparison - a comparison between without using the words like or as. For example, My desk is a garbage dump. § (12)Analogy: a comparison of something familiar with something unfamiliar. For example, Product development is similar to the process of conceiving, carrying, and delivering a baby. § (13)Simile: A comparison that includes the words like or as. For example, Our CEO was as angry as a bear with a sore foot when he read the government report. § (14)Personal Anecdote: Nothing connects you faster or better with your audience than a good personal story. § (15)Worst case scenario: Hearing the worst that could happen can be effective in drivi home a point. § (16)Personalized Statistics: Although often misused, statistics stay with people-particu when they relate directly to the audience. 2. Using Verbal Signposts to Transition Knowledgeable speakers help the audience recognize the organization and main points in an oral message with verbal signposts. They keep listeners on track by including helpful previews, summaries, and transitions. § (17)Summaries • As you can see, we have two primary reasons explaining . . . • Let me review the two major factors I've just covered. . . § (18)Previews • Now let's look at three reasons for . . . • My next major point focuses on . . . § (19)Transitions • Up to this point, I've concentrated on . . .; now let's look at another significant factor. . . • I've just discussed three reasons for X. Now I want to move on to Y. 3. Sending Positive Nonverbal Messages § Look professional: you may be judged by your (20)appearance, showing up in professional attire will help you build credibility. § Animate your body: Stand with good posture to show confidence. Use a variety of gestures, but don’t consciously (21)plan them in advance. § Punctuate your words: (22)vary your tone, volume, pitch, and pace; use pauses before and after important points. § Use appropriate eye contact: looking at audiences rather than looking at your notes or your computer screen to show that you are confident and prepared, and help the audiences feel more involved. § Get out from behind the podium: (23)movement makes you look natural and comfortable and helps you connect more with your audience. § Vary your facial expressions: Begin with a smile, but change your expressions to correspond with the thoughts you are voicing. Outcome 3: Planning Visual Aids 1. Types of Visual Aids: Pros and Cons of some main Visual Aid Options § Multimedia slides • Pros: Professional effect with graphic options; Easy to use and transport, inexpensive to update • Cons: Require costly projection equipment and practice for smooth delivery. § (24)_____ • Pros: Encourages audienceparticipation, Enhances recall • Cons: Risk of unauthorized duplication of speaker’s materials and loss of audience control § Video • Pros: Accurate portrayal of content; Suggests serious (25)_____ • Cons: Expensive to create and update; Incompatibility issues related to computer video formats § (26)______ • Pros: Inexpensive, Easy to create, modify, or customize on the spot • Cons: Requires graphic talent; Difficult for larger audiences to see; Cumbersome to transport 2. Preparing a Visually Appealing PowerPoint Presentation 2.1. Analyze the situation and purpose. § Will your slides be used during a live presentation? § Will they be part of a self-running presentation? § Will they be saved on a server so that those with Internet access can watch the presentation at their convenience? 2.2. Anticipating Your Audience. § Because the messages that colors convey can vary from culture to culture, colors must be chosen carefully. • Slide backgrounds for (27)primary ideas presentations should be in bold colors such as blue, green, and purple. • In the United States (28)blue is the color of credibility, tranquility, conservatism, and trust. Therefore, it is the background color of choice for many business presentations. § Special effects (Using animation and sound effects-flying objects, swirling text, clashing cymbals, and the like) may (29)distract your audience. Add animation features only if doing so helps convey your message or adds interest to the content. § Adapting Text and Color Selections. • 6-x-6 rule: Maximum of six bullets per screen, six words per bullet • Combine harmonious colors, borders, bullet styles, and fonts. • Use light text on dark background for darkened rooms. • Use dark text on light background for lighted rooms. 2.3. Compose your slideshow § Create a (30)template to serve as background. § Avoid visual clichés; find a fresh template that complements your purpose. § Choose layout and design options. § Numeric information is easier to understand when shown in (31) tables and charts. 2.4. Revise, proofread, and evaluate your slideshow. § Use PowerPoint’s Slide Sorter View to rearrange, insert, and delete slides during the revision process. § If you are listing items, be sure that all items use (32)parallel grammatical form. § As you are revising, check carefully to find spelling, grammar, punctuation, and other errors. § Test your slides on the equipment and in the room you will be using during your presentation to check if colors you selected work in this new setting and if the font styles and sizes is readable from the back of the room? Outcome 4: Combating Stage Fright § Just before you begin to talk, take some deep breaths. § Convert your fear into anticipation and (33 )excitement. § Select a familiar, relevant topic. § Prepare 150 percent. § Use positive self-talk. § Shift the focus from (34)you to your visual aids. § Ignore stumbles; keep going. § Feel proud when you finish. § Reward yourself.
