Chapter 12 Slides Duane

CHAPTER 12
Making Effective and Professional Oral Presentations

Instructor Only Version 2007 Thomson South-Western
Organize the conclusion
Identify your purpose
Organize the body
Getting Ready for an Oral Presentation
Understand your audience
Organize the introduction

Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 12, Slide 2
Identify 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.
Understand Your Audience

Friendly, neutral, uninterested, hostile? How to gain credibility? How to relate this information to their needs? How to make them remember your main points?
Succeeding With Four Audience Types

Friendly Neutral Uninterested Hostile
Click icon for more details.
Mary Ellen Guffey, Essentials of Business Communication, 7e
Chapter 12, Slide 5
Organize the Introduction

Capture listeners attention and get them involved.
Chapter 12, Slide 6
Ten Techniques for Getting Your Audiences Attention

A Promise
By the end of my talk, you will . . . .
Dramatell a moving
story; describe a problem.
Eye contactcommand
attention by making eye contact with as many people as possible.
Movementleave the lectern area. Move toward the audience.

Questionsask for a show of hands. Use a rhetorical question. Demonstrationsinclude a member of the audience. Samples, gimmicksaward prizes to volunteer participants; pass out samples.
Chapter 12, Slide 8
Visualsuse graphics
and other visual aids.
Dress professional
dress helps you look more competent and qualified
Appeal to the audiences selfinterest audience

members want to know, What's in it for me?
Chapter 12, Slide 9
Organize the Introduction

Capture listeners attention and get them involved. Identify yourself and establish your credibility. Preview your main points.
Chapter 12, Slide 10
Organize the Body

Develop two to four main points. Streamline your topic and summarize its principal parts. Arrange the points logically by a specific pattern.
Patterns for Organizing the Body of Your Presentation Pattern Example

Chronology Describe the history of a problem, organized from the first sign of trouble to the present. Geography/ Arrange a discussion of the changing space demographics of the workforce by regions, such as East Coast, West Coast, and so forth. Topic/function/ Organize a report discussing mishandled conventional airline baggage by the names of airlines. grouping
Pattern
Comparison/ contrast (pro/con) Journalism pattern
Example
Compare organic farming methods with those of modern industrial farming.
Explain how identity thieves ruin your good name by discussing who, what, when, where, why, and how. Arrange a report describing fluctuations in housing costs by house value groups (houses that cost $100,000, $200,000, and so forth). Organize from most important to least important the reasons a company should move its headquarters to a specific city.
Value/size
Importance
Pattern
Problem/ solution Simple/ complex
Example
Discuss a problem followed by possible solutions. Organize a report explaining genetic modification of plants by discussing simple seed production progressing to complex gene introduction. Best case/ Analyze whether two companies worst case should merge by presenting the best case result (improved market share, profitability, employee morale) opposed to the worse case result (devalued stock, lost market share, employee malaise). Mary Ellen Guffey, Essentials of Business Communication, 7e Chapter 12, Slide 14
Organize the Body

Develop two to four main points. Streamline your topic and summarize its principal parts. Arrange the points logically by a specific pattern. Prepare transitions to guide the audience.
Switching Directions
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. As you can see, we have two primary reasons explaining . . . Let me review the two major factors I've just covered. . . Now let's look at three reasons for . . . My next major point focuses on . . .
Summarizing
Previewing
Using Verbal Signposts to Transition

Organize the Body

Develop two to four main points. Streamline your topic and summarize its principal parts. Arrange the points logically by a specific pattern. Prepare transitions to guide the audience. Have extra material ready. Be prepared with more information and visuals if needed.
Organize the Conclusion

Summarize the main themes of the presentation. Provide a final action-oriented focus. Explain how listeners can use this information or what you want them to do. Include a final statement that leaves a lasting impression.
Sending Positive Nonverbal Messages

Look professional. Animate your body. Punctuate your words. Use appropriate eye contact. Get out from behind the podium. Vary your facial expression.
Designing an Impressive Multimedia Presentation

Add multimedia and other effects Create an appropriate template
Build bullet points

Create an Appropriate Template

Combine harmonious colors, borders, bullet styles, and fonts. Avoid visual clichs. Use light text on dark background for darkened rooms. Use dark text on light background for lighted rooms Alter layouts by repositioning, resizing, or changing fonts in placeholder slides.
Selecting a Slide Template

You may choose from a variety of predesigned templates or design your own.
Lighter backgrounds are better in darkened rooms.

Darker backgrounds are better in lighted rooms.
Build Bullet Points

Focus on major concepts only. Use concise phrases balanced grammatically. Add graphics to illustrate and add interest. Avoid using too many transition effects.
Revising Slide to Improve Bullet Points and Add Illustration
Does not use parallel wording.

Improves wording and includes an illustration for added punch.
Add Multimedia and Other Effects

Consider adding sound, animation, and video. Include hyperlinks ("hot spots" on the screen) to jump to sources outside your presentation. Avoid too many "bells and whistles."
Converting a Bulleted List to an Animated Diagram
Using a Bar Chart to Illustrate a Concept
Avoid Being Upstaged by Your Slides

Perfect your handling of the visual aids and the operation of any equipment or remote controls you may be using. Make sure your computer projects!!! Use your slides only to summarize important points. Look at the audience, not the screen. Do not read from a slide. Paraphrase.
Memorize significant parts such as the introduction, conclusion, or a meaningful quotation. Talk to the audience conversationally.
Overcoming Stage Fright

Just before you begin to talk, take some deep breaths. Convert your fear into anticipation and enthusiasm. Select a familiar, relevant topic. Prepare 150 percent. Use positive self-talk.
Shift the focus from yourself to your visual aids. Ignore stumbles; keep going. Don't apologize. Don't admit you're nervous. Feel proud when you finish. Reward yourself.
Eight Serious Presentation Blunders*

Being dull. Relying on only one or two illustrations to make your points. Not repeating your main point often enough. Not answering the audience's most pressing question: What's in it for me? Failing to use signal phrases to focus on main points.
*Supplementary lecture. Not included in textbook.
Neglecting to practice and time your presentation out loud. Forgetting to check your visual aids for readability. Answering hypothetical questions after your presentation. Getting distracted just before you speak.
Putting It All Together
Before your presentation
During After your your presentation presentation
Before
During
After
Prepare thoroughly. Rehearse repeatedly. Time yourself. Request a lectern. Check the room. Greet members of the audience. Practice stress reduction.
Before
During
After
Dress professionally. Begin with a pause. Present your first sentence from memory. Maintain eye contact. Control your voice and vocabulary. Show enthusiasm. Put the brakes on.
Move naturally. Use visual aids effectively. Avoid digressions. Summarize your main points.
Before
During
After
Distribute handouts. Encourage questions. Repeat questions. Reinforce your main points. Keep control. Avoid Yes, but answers. End with a summary and appreciation.

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CHAPTER 12

Making Effective and Professional Oral Presentations

Organize the conclusion

Identify your purpose

Organize the body

Getting Ready for an Oral Presentation

Understand your audience

Organize the introduction

Identify Your Purpose

Understand Your Audience

Succeeding With Four Audience Types

Click icon for more details.

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 5

Organize the Introduction

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 6

Ten Techniques for Getting Your Audiences Attention

Movementleave the lectern area. Move toward the audience.

Appeal to the audiences selfinterest audience

Organize the Introduction

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 10

Organize the Body

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 11

Patterns for Organizing the Body of Your Presentation Pattern Example

Mary Ellen Guffey, Essentials of Business Communication, 7e

Organize the Body

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 15

Using Verbal Signposts to Transition

Organize the Body

Organize the Conclusion

Sending Positive Nonverbal Messages

Designing an Impressive Multimedia Presentation

Build bullet points

Create an Appropriate Template

Selecting a Slide Template

Lighter backgrounds are better in darkened rooms.

Build Bullet Points

Revising Slide to Improve Bullet Points and Add Illustration

Does not use parallel wording.

Improves wording and includes an illustration for added punch.

Chapter 12, Slide 24

Add Multimedia and Other Effects

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 25

Converting a Bulleted List to an Animated Diagram

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 26

Using a Bar Chart to Illustrate a Concept

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 27

Avoid Being Upstaged by Your Slides

Overcoming Stage Fright

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 31

Eight Serious Presentation Blunders*

*Supplementary lecture. Not included in textbook.

Chapter 12, Slide 32

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 33