Business Communication Presentation

Business Presentation

Business Presentation

Formal speech or written information for the business related activities

People who plans a career in business sector need to make business presentation.

What information to include and what to omit andin what order to present information

Purpose of Presentation

Most presentation seeks:

- Reporting - Explaining - Persuading - Motivating

Types of Business Presentation

Oral Presentation• Factual information using using the spoken word• Practices daily in most of business organizations

Written Presentation• Used for complex situations to secure the information.

Delivering

Planning Organizing

DevelopingPracticing

Process ofBusiness Presentation

Process ofBusiness Presentation

Planning - Determine the purpose of presentation - Analyzing the audience - Determining the timing and method of delivery

Organizing - Data and facts collection - Arranging in logical order

Process ofBusiness Presentation

Developing - Developing the Visual adds to attract audience. - Using exact and informative adds. - Eg: using of graphs, tables, pictures etc.

Practicing - Rehearsing by simulating the actual presentation

condition as closely as possible. - Rehearsing in front of mirror, or in open hall.

Process ofBusiness Presentation

Delivering - Important part of oral presentation

- Maintain eye contact, movement, Facial Expression, Dressing, Gesture etc.

- Speaking in the effective manner and answering the question logically with confidence.

Visual aids for Business Presentation

Developing Visual aidsTransparencies and SlidesElectronics Presentation

Delivery of Business PresentationDuring planning of presentation, presenter must decide the method of delivery. Either he/she have to memorize, read it or speak from the notes.

Talk time, content complicity and method should be clear

Memorizing Reading Speaking from Notes

Memorizing Reading Speaking from Notes

This is applicable for short and significant presentation

It is effective, if presentation explore his/ her speech clearly and confidence.

Memorizing Reading Speaking from Notes

Writing art a speech and reading form the prepare text (useful for complex and technical topics)

This types of delivery is not applicable for most business setting (no eye contact, no

flexibility, lack on gesture and expression and )

Memorizing Reading Speaking from Notes

Effective method of business presentation

Notes contain key phrases rather then complete sentences in a print form.

Notes helps to ensure whether the presenting points are covered or not

Organizing the Business PresentationMake a note (note for speaking)

Opening

The Body

Closing

Purpose of opening is to capture the interest of audience

Introduce topic and provide background information

Quote well known person and give a starting fact (real information)

Organizing the Business PresentationMake a note (note for speaking)

Opening

The Body

Closing

Choose a logical Sequences- present on the basis of criteria- arranging in order (order of information)- case solution (with problem posing solution)- elimination of alternativesEstablishment Credibility- support ideas and argument with credible evidence, statistics, examples and actual experiences (Provide handout)- Deal with negative information

Organizing the Business PresentationMake a note (note for speaking)

Opening

The Body

Closing

Ending is a summaries of main points

Finishing on a strong, upbeat note, leaving audience with a clear and simple message

Telling short story, making personal appeal and or end with suitable quotation

Work Team Presentation

- Make individual assignment for a team presentation based on individual strength and performance

- Common strategies for communicating complex projects (need expertise and more time to prepare the entire presentation)

- Extensive planning, and close coordination is needed

- Formationn of team leader and division of work (everyone need not to share equally, so that different section is

assigned for individuals )

A Perfect Presentation

Audience Handoutsproviding a complex data & information

•Supplement of presenters oral information handout to the audience (printed copy of notes ,tables or illustration )

•It provides review and information for the audience long after the presentation

•Helpful, when dealing with complex information. (statical table, graphical table, letter sample etc )

Audience Handoutsproviding a complex data & information

What to include?- Must important information (points) of presentation

- Include additional information which are not fitted in project slides

- Organize handout topic in sequences and provide plenty of white space

Audience Handoutsproviding a complex data & information

When to provide?

It depends on situation and on presentation

Presenter should decide the most effective time to distribute handout either before, during or after the presentation.

(some are provided previously, some are during and some are after the presentation )

Components ofBusiness Presentation

- General Process(Planning, Organizing, Developing, Preparing, Delivering )

- Clothing and Gesture- Power-Point and Visual aids- Audience Handout

Clothing & Gesturefor effective presentation

Hand GestureBody GestureMovement and sound less activitiesFormal dress combination

Power-Pointand visual aids management

What to do, andWhat not to do…?

Things to remember

Slide background and text color Text format and Design Figure and Graph presentation Animation and motion Technology and its proper usage Arrangement and design

Some Examples

Slide background and text color

In general, this types of light and punk background color is not allowed for the business presentation

It irritates audience and they are not attached on what you are saying.

Font Analysis…

TEXT IN ONLY UPPER CASE ARE NOT ALLOWDEDfont should be perfectly analyzedDon’t use fancy fonts for business presentation Choose the perfect fonts which are easy to readDon’t use those color, which do not make any senseDont forget to cheek your worlds (correct spell )Don’t use Complicated words, which is difficult to read

Using Bullets points

•Maximum •use of•Bullet•Points in•Business•Presentation•Does•Not creates•Good

•Impression•So •It is•Better•Not to•Use •Lots of•Bullets•In

•Effective •Business•Presentation

Slide Structure ------ BAD

This page contains too many words for a presentation slide. It is not written in point form, and it creates difficulty for audience to read and for presenter to present each point. it looks much more complicated. In short, my audience will spend too much time trying to read this paragraph instead of listening to me And so that I request you not to do this. This is very bad way of arrangement and it does not

Contd….make any sense. Very bad way of arrangement.

This is not applicable forGood presentation.

Slide Structure ----- GOOD

• Write in point form, not complete sentences• Show one point at a time.• Use at least an 18-point font• Do not make each part over animated• Use graphs rather than just charts and words • Use Light Background Color

Don’t use more then five or six bullet

points in one slide.

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January February March April

Items Sold in First Quarter of 2010 by IBMS business house

Blue Balls

Red Balls

Use Effective Graph ----- Good

Use of Graph -----

Bad

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27.4

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38.6

34.631.6

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January February March April

Blue Balls

Red Balls

Do you understand this…?So make picture appropriate

and readable.

Use Readable Pictures

Conclusionfor good impression

Use an effective and strong closing Your audience is likely to remember your last words

Use a conclusion slide to: Summarize the main points of your presentation suggest future avenues of research

Let audience ask the questions and give the answer

Employment Communication

Concept

Why needed ?

For career Planning

Business Development

For Business Activities

Planning Career

Self Analysis

• What job (career) do you preferred • In what types of organization• Life and Career (what you want to be?)

Planning Career

Research

• Occupational Information (working condition, earning, nature of the work, employment level, job outlook etc )

• Organizational Research

- Industry and company information (Personal Visit, Online or get from 3rd person )

- Networking

(Creating bond between organizational parties, friends, co-workers)

Preparing Resume

What is Resume?A brief record of one’s personal history and qualifications that is typically prepared by an applicant for a job

The emphasis in the resume should be on future rather on the past

Length

Preparing Resume

FormatUse clear, simple design with plenty of white space and logical organization

Don’t try to put everything you know, make it impressive

Format the resume on the standard sized paper

Preparing Resume

ContentProvide identical information (such as- education, work experience, achievements, and references )

First include your name and address (top as main heading)

Then the objectives of jobEducational information Detail professional activities (special aptitude and skills)

Job Application LetterAn application letter communicates to the prospective employer your interest in and qualifications for a position within the organization.TYPES•Solicitated application letter •Unsolicitated application letter

Writing JobApplication Letter

Structure

Address and Salutation

Opening Body part Closing

Structure of Application letter

Address and SalutationAddressing a letter to an individual rather then to an organization

Openingit’s a straight forward (it should be short and reader oriented)State the reason for your letterIdentify the particular position for which you are applying

Structure of Application letter

Body- Main part of the application letter- many sentences don’t repeat the information from the resume- Prioritized your strongest qualifications and show how they can benefit the organisation.-Convey the message of how good you are and how fruitful your presence is going to be …- Avoid too starting from “I”

Structure of Application letter

Closing

Politely ask for the interview .Indicate flexibly regarding your location and time.Use complimentary closing like “sincerely” to end on sweet note with an impression.Be cautious about the presentation : leave enough white space , sign it with blue or black ink and so on..

Preparation forJob Interview

• Researching Organization• Practicing Interview Questions• Preparing of own Questions• Dressing for Success

Conducting yourselfDuring the Interview

Employment

Interview

Communicating after

the Interview

Organization

Once Again…

- Business Presentation- process, types- Delivery of presentation- Visual aids for business presentation Transparencies and slides, electronic presentation

- Career Planning Writing job application letters, resumes writing

- Preparing for Interview

Any Questions ??

Presented by :Prakash Dhakal