Lesson 7 Business Presentations Henan University of Technology Transfer Abroad Undergraduate Programme
Lesson 7
Business Presentations
Henan University of Technology
Transfer Abroad Undergraduate Programme
Learning Objectives
1. Various types of business presentations and important first steps in preparing for any of these presentations
2. How to organize the introduction, body, and conclusion as well as how to build audience rapport in a presentation
3. Creating effective visual aids
4. Preparing collaborative presentations with teams
Speaking Skills and Your Career
• The most desired soft skill.
• Useful at every career stage.
• Can lead to career success.
• Number one predictor of success.
1
Types of Business Presentations
Briefings:concise summary of an issue, proposal, or problem
Reports: progress, status, convention
Virtual Presentations: used when collaborating remotely
Webinars: Web-based presentation, lecture, workshop, or seminar
Podcasts: prerecorded audio or video clip delivered online
Knowing Your Purpose
What do you want to accomplish?
What do you want your listeners to remember or do?
Knowing Your Audience
Analyze your
audience.
Anticipate its
reaction.
Adjust to its needs.
Focus on audience benefits.
Four Audience Types
Friendly NeutralUninteres
tedHostile
Determining Organization and Delivery Style
• How will this topic appeal to the audience?
• How can I relate this material to my listeners' needs?
• How can I earn respect so that they accept my message?
• What will be most effective in making my point?
• How can I make the audience remember my main points?
2
Organization and Repetition
Tell them what you are going to tell
them.
1
Tell them.
2Tell them what you have told
them.
3
The Introduction
Introduction
• Capture listeners’ attention and get them involved.
• Identify yourself and build your credibility.
• Preview your main points.
How to Capture Attention
?Question
!!!Startling
fact
Three guys board a plane…
Joke
Once upon a time…
Story
“I have a dream…”
Quotation
Satisfaction guaranteed
A promise
How to Build Credibility
• Describe your position, knowledge, or education experience.
• Dress professionally.
• Maintain eye contact.
• Connect with your audience.
Structuring the Presentation
The Body
• Focus on a limited number of main points.
• Develop each point with adequate explanation and details.
• Use a clear organizational strategy.
• for example, chronological order or importance.
The Conclusion
Conclusion
• Summarize the presentation’s main points.• Leave audience with a specific, take-away.• Include a closing statement.
Building Audience Rapport
• Effective Imagery (analogy, simile, metaphor, personal anecdote, personalized statistics)
• Nonverbal Messages (attire, body movement, eye contact, facial expressions)
Creating Effective Visual Aids3
“Tell me, I forget. Show me, I remember. Involve me,
I understand.”
Types of Visual Aids
Multimedia Slides
Handouts
Applying 3x3 Writing Process
Phase 1: Analysis, Anticipation, and Adaption
• Analyze the situation. How will your presentation be used?
• Anticipate your audience. How will your presentation get the most positive response?
• Adapt text and color selections.• Use the 6-x-6 rule: Six bullets per
screen, max; six words per bullet, max.
Applying the 3-x-3 Writing Process
Phase 2: Research, Organization, and Drafting
• Research your presentation options (PowerPoint, Prezi…)
• Organize content using titles and bullets.
• Use appropriate templates.• Design for optimal effect.
Applying 3x3 Writing Process
Phase 3: Revision,
Proofreading, and Evaluation
• Rearrange, insert, and delete slides.• Make presentation clear and concise.• Ensure that bulleted items are parallel.• Check spelling, grammar, and
punctuation.• Evaluate the presentation: Is it visually
appealing? • Have you tested your equipment? Are
the slides readable?
Practicing and Preparing
• Practice several times.
• Set up equipment beforehand.
• Make sure videos, audios and Web links are working.
• Bring backups of your presentation.
Keeping Your Audience Involved
• Know your material.
• Remove slides after you’ve discussed them.
• Allow audience to absorb all the information.
• Keep the lights as bright as possible.
Six Steps To a Powerful Multimedia Presentation
1Focus on the text.
2Select
background and fonts.
3Choose images
that help communicate
your message.
Six Steps To a Powerful Multimedia Presentation
5
Add special effects.
6Move your
presentation online.
4Create
graphics.
Preparing Collaborative Presentations With Teams
• Establish ground rules.
• Choose a meeting leader.
• Decide how to ensure all members are doing their fair share.
• Make meetings a top priority.
4
Planning the Presentation
• Establish the specific purpose of a document or presentation.
• Decide on the format and parts to include.
• Profile the audience.
• Develop a work plan, assign jobs, and set deadlines.
Collecting Information
• Brainstorm ideas and assign topics.
• Set deadlines.
• Discuss how to ensure accuracy of information collected.
Organizing, Writing and Revising
• Use the same software as other team members.
• Use available tools to edit documents.
• Decide who will coordinate all parts of document or presentation.
• Strive for a consistent style and format
• Create smooth transitions.
Editing, Rehearsing and Evaluating
• Assign one person to check for consistency of design, format, and vocabulary.
• Correct grammatical, spelling, and mechanical errors.
• Meet as a team to evaluate final document.
• Practice together several times.