Planning, writing, and completing oral presentations

© Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 1

Planning, Writing, Planning, Writing, and Completing Oral and Completing Oral

PresentationsPresentations


Three-Step ProcessThree-Step Process

• Planning

• Writing

• Completing


Planning Speeches Planning Speeches and Presentationsand Presentations

• Determine the purpose

• Analyze the audience

• Gather the information

• Adapt the message


Common PurposesCommon Purposesof Business of Business

PresentationsPresentations• Inform

• Motivate

• Persuade

• Entertain


Writing Oral Writing Oral PresentationsPresentations

• Organizing the message

• Creating the introduction

• Composing the body

• Writing the conclusion


Organizing the MessageOrganizing the Message

• Define the main idea

• Limit the scope

• Choose the approach

• Prepare the outline

• Choose the style


Oral PresentationsOral Presentations

• Opportunities– On-the-spot feedback– Immediate modification– Nonverbal reinforcement

• Challenges–Maintaining control– Guiding the audience– Shifting topics


Introducing the MessageIntroducing the Message

• Arouse interest

• Build credibility

• Preview the presentation


Composing the MessageComposing the Message

• Limit the main points

• Connect the ideas

• Engage the audience


Concluding the MessageConcluding the Message

• Restate the main points

• Describe the next steps

• Close the presentation


Completing SpeechesCompleting Speechesand Presentationsand Presentations

• Evaluate the message

• Develop visual aids

• Master the delivery


Using Visual AidsUsing Visual Aids

• Clarify main points

• Create interest

• Add variety

• Improve learning


Types of Visual AidsTypes of Visual Aids

• Overhead transparencies

• Electronic presentations

• Chalkboards and whiteboards

• Flip charts

• 35-millimeter slides


Types of Visual AidsTypes of Visual Aids

• Product samples

• Scale models

• Audiotapes

• Film strips and movies

• Television and videotapes


Overhead Overhead TransparenciesTransparencies

• Advantages

– Inexpensive

– Easy to use

– Simple to create


Overhead Overhead TransparenciesTransparencies

• Disadvantages

– Lack of flexibility

– Fragile format

– Overhead projectors


Electronic PresentationsElectronic Presentations

• Advantages– Real-time data–Multimedia– Flexibility and portability

• Disadvantages– Specialized equipment– Technique versus content– Overuse of special effects


Creating Effective SlidesCreating Effective Slides

• Content and graphics

• Design elements

• Consistency

• Special effects


Choosing a Color SchemeChoosing a Color Scheme

• Stimulate emotions

• Recognize cultural differences

• Limit color selections

• Use contrasting colors

• Adjust to room light

• Order colors from dark to light


Additional Design Additional Design ConsiderationsConsiderations

• Background designs

• Fonts and type styles


Animation Animation and Special Effectsand Special Effects

• Transitions

• Builds

• Hyperlinks


Creating Effective Creating Effective HandoutsHandouts

• Charts or diagrams

• Company reports

• Magazine articles

• Copies of slides

• Lists of Websites

• Brochures and pictures


Practicing Your DeliveryPracticing Your Delivery

• Memorizing

• Reading

• Impromptu speaking

• Speaking from notes


Preparing to SpeakPreparing to Speak

• Know the material

• Practice your delivery

• Know the location

• Adapt the content


Building Your ConfidenceBuilding Your Confidence

• Prepare extra

material

• Rehearse

• Think positively

• Visualize success

• Take a few deep

breaths

• Be prepared

• Get comfortable

• Don’t panic

• Keep going

• Focus outside

yourself


Appearing More Appearing More ConfidentConfident

• Get control at the start

• Maintain eye contact

• Watch your posture

• Use appropriate gestures

• Vary facial expressions

• Control your tone of voice


Presenting the VisualsPresenting the Visuals

• Electronic slides and overhead

transparencies

– Changing

– Highlighting

– Pointing

– Discussing


Answering QuestionsAnswering Questions

• Focus on the questioner

• Respond appropriately

• Control the situation

• Maintain self-control

• Motivate questions

• Conclude the speech

Planning, writing, and completing oral presentations

Business

content prentice hall

message prentice hall

delivery prentice hall

presentation prentice

pictures prentice hall

style prentice hall

conclusion prentice

learning prentice hall