Planning, Writing, and
Completing Oral Presentations
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 1
Building Your Career
with Oral Presentations
Display Your Skills
Think on Your Feet
Grasp Complex Issues
Handle Challenges
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 2
The Three-Step Process
Flow of the Message
Planning
Writing
Completing
Step 1
Step 2
Step 3
Substance of the Message
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 3
Planning the Presentation
Analyze
the Situation
Gather
Information
Select
the Medium
Organize the
Information
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 4
Analyzing the Situation
Purpose
Audience
Inform
Emotional State
Persuade
Language Issues
Collaborate
Specific Circumstances
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 5
Selecting the Right Medium
In-Person
Presentations
© Prentice Hall, 2007
Web-Based
Presentations
Business Communication Essentials, 3e
Chapter 12 - 6
Organizing the Presentation
Define Main Idea
Limit Scope
Select Approach
One Message
Time Constraints
Direct
Specific Action
Audience Needs
Indirect
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 7
Create a Planning Outline
1
3
2
Purpose and
Main Idea
4
Points and
Subpoints
5
Connections
and Transitions
© Prentice Hall, 2007
Introduction,
Body, and Close
6
Bibliography
or Source Notes
Business Communication Essentials, 3e
Compelling
Title
Chapter 12 - 8
Create a Speaking Outline
Follow Planning Outline
Select Keywords
Add Delivery Cues
Arrange Your Notes
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 9
Writing the Presentation
Audience
Subject
Presentation
Introduction
Formal
Presentation
Message
Informal
Presentation
Conclusion
Etiquette
© Prentice Hall, 2007
Purpose
Business Communication Essentials, 3e
Chapter 12 - 10
Creating the
Introduction
Arouse
Interest
Build
Credibility
Preview the
Message
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 11
Composing
the Message
Limit the
Main Points
Connect
the Ideas
Engage
the Audience
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 12
Writing the
Conclusion
Restate
the Main Points
Describe
the Next Steps
End on a
Strong Note
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 13
Advantages of Visual Aids
Audience
Clarify
Main Points
Create
Interest
Setting
Content
Add
Variety
Improve
Learning
Purpose
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 14
Types of Visual Aids
Overhead Transparencies
Electronic Presentations
Chalkboards/Whiteboards
Flip Charts
Other Visuals
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 15
Creating Effective Slides
Accuracy of
Information
Simplicity
of Design
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 16
Writing Readable Content
Select a
Central Idea
Limit the
Content
Use Short
Phrases
Use Parallel
Grammar
Prefer the
Active Voice
Use Short
Titles
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 17
Modifying Graphics for Slides
Reduce
Details
Avoid
Repetition
Shorten
Numbers
Use
Whitespace
Highlight
Key Points
Choose a
Clear Font
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 18
Selecting Design Elements
Color Schemes
Background Elements
Foreground Designs
Artwork and Clipart
Fonts and Type Styles
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 19
Animation
and Special Effects
• Functional uses
• Decorative uses
• Transitions/builds
• Hyperlinks
• Multimedia
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 20
Online Presentations
Advantages
Disadvantages
Global Reach
Limited Feedback
Cost Savings
Technology Issues
Convenience
Training Issues
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 21
Online Presentation Tips
Send Preview Materials
Consider the Audience
Keep Content Simple
Ensure Compatibility
Get Feedback Often
Allow Plenty of Time
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 22
Completing the Presentation
Revise the Message
Edit the Presentation
Review the Slides
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 23
Finalizing Slides
and Support Material
Cover
Slides
Present the Title
Introduction
Slides
Define the Topic
Name the Presenter Clarify the Topic
Grab Attention
© Prentice Hall, 2007
Blueprint
Slides
Define an Agenda
Provide a Road Map
Inform the Audience Serve as Sign Posts
Business Communication Essentials, 3e
Chapter 12 - 24
Overcoming Anxiety
Prepare and practice
Stay positive
Visualize success
Take deep breaths
Be ready
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 25
Overcoming Anxiety
Get comfortable
Don’t panic
Stay focused
Make eye contact
Keep going
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 26
Responding to Questions
Anticipate Questions
Focus on Questioner
Respond Appropriately
Stay in Control
Survive the Hot Seat
End the Presentation
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 27
Reviewing Key Points
• Delivering business presentations
• Planning business presentations
• Writing business presentations
• Completing business presentations
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 12 - 28