Chapter 13 Planning the Business Presentation

1. Chapter 13Planning the Business Presentation Just about everyone in business makes presentations each year Cost of ineffective presentations is immense Sales are lost, vital information is not communicated, training programs fail, policies are not implemented and profits drop Can make written or oral presentations Written reports can be mailed oral presentations are self-explanatory

2. Written Versus Oral Presentations Advantages of oral presentations Immediate feedback vs waiting for report to be read Speaker control Less work for the audience (don�t have to read) Disadvantages of oral presentations Not permanent Expensive (travel, gathering people, etc.) Weigh factors before deciding which to use

3. Process Planning Organizing Developing appropriate aids Practicing Delivering

4. Planning Ask these questions: Formal or informal report? International audiences sometimes demand a formal reporting Large audience or small? Larger the audience the greater the opposition Complex topic or simple topic Complex topics demand a more formal report Chemistry research vs planting trees in your yard

5. Purpose Most business reports have one of four purposes: Reporting Explaining Persuading Motivating

6. Audience Analysis Analyze the audience by identifying its size, age, organizational status, level of knowledge, and psychological needs. These are clues to overall content, tone, examples, and the way to dress. Also consider: Effect of your message, your credibility Look for the key decision maker in the audience and gear the level of detail to that person�s understanding

7. Timing of the Presentation Allow enough time to prepare and consider the needs of your audience. Avoid times when they will be away or preoccupied with other matters Avoid late afternoons and immediately before or after lunch (if possible)

8. Delivery Methods Memorizing, Reading, Notes Unless the speech is very short, don�t bother to memorize (you probably can�t memorize it all and may leave out something important) Read only if the speech is complex Notes: Speaking from notes is common and effective. It allows for flexibility to adapt your remarks to the questions from the audience

9. Organizing the Presentation Start by brainstorming and writing down anything you might think of using Later separate your notes and research needed information

10. Opening Purpose is to capture the interest of the audience Quote a well-known person Ask a question Present a hypothetical situation Relate an appropriate anecdote, story, joke, or personal experience Startling fact Use a dramatic prop or visual aid What is an anecdote? (a short account of an incident or event of an interesting or amusing nature)

11. The Body Choose a logical sequence Introduce criterion and compare alternatives Use direct sequence (conclusions then details) Use indirect sequence (reasons, then conclusions) Present points in chronological order Present causes, effects, then a solution Present in order of importance List the alternatives, then eliminate all but one

12. Establish your credibility Don�t use so many facts and figures that your audience won�t be able to understand them Deal with negative information Present all important info (pro and con) Then show�through your analysis and discussion � that your recommendations are valid

13. The Ending Draw conclusions Make recommendations or outline the next steps

14. Humor Use humor and the audience will remember more of what you said Appropriate humor Best stories are directed at yourself

15. Work Team Presentations Whether written or oral Reports require extensive planning, coordination, and a measure of maturity and goodwill Assign areas based on strengths and preferences Team leader should be organized, knowledgeable, and well-liked Work backwards from the presentation date in setting deadlines for all members Be sure all is consistent Rehearse and plan transitions from one to the other Remember, you are on stage

16. Other Business Presentations Sometimes you will be called upon to give an impromptu or unexpected speech. If so, keep it short Keep it very short Request background info in advance should you be asked to introduce someone When presenting awards, provide background info about the award then the recipient�s accomplishments When accepting an honor, briefly and graciously thank those who helped you.