Business Communication

Business Communication Lecturer: Gareth Jones Class 8: Presentations II

Today • Visual Aids • Team Presentations • Answering Questions Business Communication (BUS-100)

Visual Aids • Organisation • Graphics • Editing Business Communication (BUS-100)

Visual Aids • Agenda Slide: • Begin your presentation with a list of your main points • All other slides should relate to one of these main points Business Communication (BUS-100)

Example Agenda Slide Business Communication (BUS-100)

Visual Aids • Titles: • Use effective and large titles so that the audience knows what you are talking about Business Communication (BUS-100)

Example Title Slide Business Communication (BUS-100)

Visual Aids • Transitions • Have effective transitions between sections in your presentation. • Example: return to agenda slide Business Communication (BUS-100)

Visual Aids • Number of slides • In general, one slide should be at least one minute of talking. • There may be exceptions to this rule (short presentations and lectures) Business Communication (BUS-100)

Visual Aids • Graphics are used to: • Wake the audience • Emphasise a point • Show impressive data Business Communication (BUS-100)

Visual Aids Business Communication (BUS-100)

Visual Aids • They should not be used too often. • They must also: • Be large • Be clear • Contain only relevant information Business Communication (BUS-100)

Visual Aids • Rule of 6 • Try not to put more than 6 words on 6 lines on each slide • Not always possible ^ Business Communication (BUS-100)

Visual Aids • Avoid centering text • Remember indentation! • Check for errors Business Communication (BUS-100)

Team Presentations • Teamwork must be done as a team • A group of individuals is not a team • In order to be a team, we must prepare and present as a team Business Communication (BUS-100)

Team Presentations • Preparation • The planning process begins with brainstorming Business Communication (BUS-100)

Team Presentations • Preparation • After the team has decided on a topic, begin: • Researching • Outlining Business Communication (BUS-100)

Team Presentations • Preparation • When preparing the presentation there are two options: • Delegate tasks • Prepare as a team Business Communication (BUS-100)

Team Presentations • Preparation • Delegate • Assign each group member a focus area that they will work on individually Business Communication (BUS-100)

Team Presentations • Delegation • Divide by topics • Topic 1 • Topic 2 • Topic 3 Business Communication (BUS-100)

Team Presentations • Prepare as a team • Work on all aspects of the project as a team. Business Communication (BUS-100)

Team Presentations • There are advantages and disadvantages to both • Such as? Business Communication (BUS-100)

Team Presentations • Present as a team • Team presentations must be: • Organised • Unified • Coherent Business Communication (BUS-100)

Team Presentations • They must not be an unrelated series of individual presentations Business Communication (BUS-100)

Team Presentations • Team Strategies • Organised as a whole • Transition between speakers • Practice and deliver as a team Business Communication (BUS-100)

Team Presentations • Organise as a whole • Divide your presentation by main points or topic areas, not by number of members Business Communication (BUS-100)

Team Presentations • Once you have outlined your presentation, decide who will speak and when Business Communication (BUS-100)

Team Presentations • Option 1: Each speaker gets one section • Section 1 (Speaker 1) • Section 2 (Speaker 2) • Section 3 (Speaker 3) Business Communication (BUS-100)

Team Presentations • Option 2: One speaker gets more than one section • Section 1 (Speaker 1) • Section 2 (Speaker 2) • Section 3 (Speaker 3) • Section 4 (Speaker 1) Business Communication (BUS-100)

Team Presentations • Option 3: Each section may have more than one speaker • Section 1 (Speaker 1) • Section 2 (Speaker 2 and 3) • Section 3 (Speaker 4 and 5) Business Communication (BUS-100)

Team Presentations • Transitions • The first speaker should: • Say the opening and preview • Introduce each team member • Say what topic each person will cover • Introduce the first speaker Business Communication (BUS-100)

Team Presentations • “Our team will speak about our design for the new pool and its benefits. Steve and Bill will talk about the design and Nancy will explain the benefits it will bring. Go ahead Steve.” Business Communication (BUS-100)

Team Presentations • Each other speaker should: • Speak about their section • Provide an internal summary • Transition to the next speaker Business Communication (BUS-100)

Team Presentations • An example transition to the next speaker: • “Now that I have finished explaining the design, Nancy will explain the benefits.” Business Communication (BUS-100)

Team Presentations • Practice: • What you will say • In what order • Where you will sit and stand Business Communication (BUS-100)

Team Presentations • Deliver • You are “on stage” at all times, from the moment when you walk into the room • Be attentive and focused when others are speaking • Why? Business Communication (BUS-100)

Team Presentations • Remember to: • Prepare • Practice • Deliver • As a team! Business Communication (BUS-100)

Today • Visual Aids • Team Presentations • Answering Questions Business Communication (BUS-100)

Answering Questions • Many presentations involve speaker-audience interaction • The audience will ask the speaker questions and the speaker must respond Business Communication (BUS-100)

Answering Questions • When to take questions • How to take questions • What to say if you don`t know the answer • How to answer difficult questions Business Communication (BUS-100)

Answering Questions • Inform your audience at the beginning of the presentation, when you will take questions: • “Please hold your questions until the end” • “Please ask questions as they come up” Business Communication (BUS-100)

Answering Questions • At the end • Good because you: • Control the schedule • Maintain flow in your presentation Business Communication (BUS-100)

Answering Questions • At the end • Bad because: • You may lose audience attention and comprehension if they can’t ask questions • It may be uncomfortable if important audience members ask questions after you told them not to Business Communication (BUS-100)

Answering Questions • If you do questions at the end, finalise the presentation with a very brief summary after questions have been answered • Why? Business Communication (BUS-100)

Business Communication