Chapter 12

1. Chapter 12 Designing and Delivering Business Presentations

2. Learning Objectives • 1. Plan a business presentation that accomplishes the speaker’s goals and meets the audience’s needs. • 2. Organize and develop the three parts of an effective presentation. • 3. Select, design, and use presentation visuals effectively. • 4. Deliver speeches with increasing confidence. • 5. Discuss strategies for presenting in alternate delivery situations, such as culturally diverse audiences, team and distance presentations.

3. Learning Objective 1 • Plan a business presentation that accomplishes the speaker’s goals and meets the audience’s needs.

4. Preparing an Effective Presentation Determine purpose (what you want the audience to gain) Identify major points and locate supporting information Develop a strong opening and closing

5. Identifying Your Purpose Say to yourself, “At the ____ of my presentation, the audience will . . .” Think about how you want the ________ to summarize your presentation to a ________ Tell them why they should ____ about the topic end audience colleague care

6. Knowing Your Audience Who is the audience and who requested presentation? Mandatory? Why is topic important to audience? How will the environment affect presentation? How large is the audience? Where do I fit into program? How long is the time slot? What is the room arrangement?

7. Learning Objective 2 • Organize and develop the three parts of an effective presentation.

8. Organizing Your Presentation Source: Dale Carnegie, 1888-1955

9. Effective Attention-Getters

10. An Effective Introduction . . . Captures audience’s attention Establishes rapport with audience Presents the purpose Previews major points

11. Crafting an Effective Body Provide _______ in an easy-to-understand form Provide relevant ________ Use ______ from prominent people Use _____ and ______ appropriately Use interesting __________ Use presentation _______ support statistics quotes humor jokes anecdotes visuals

12. Making Your Presentation Easy to Understand Use simple vocabulary and short sentences that sound conversational Recognize that spoken communication is harder to process than written communication Avoid long, complex sentences used in written documents Avoid jargon and technical terms that audience may not understand

13. Crafting an Effective Closing Make conclusion creative and memorable Tie closing to introduction for unity Use transition words to show clearly movement to closing Practice close for smooth delivery

14. Learning Objective 3 • Select, design, and use presentation visuals effectively.

15. Benefits of Presentation Visuals Clarify and _________ important points Increase ________ from 14 percent to 38 percent Reduce ____ required to present Increase likelihood of speaker meeting _____ Increase group _________ by 21 percent emphasize retention time goals consensus

16. Types of Presentation Visuals

17. Presentation Design Principles Limit the _______ of visuals Use limited text and _________images to develop ____ ____ per slide Use effective ________, fonts, and color scheme for appeal and easy reading Capitalize ____ letter of bullets, eliminate periods, and avoid abbreviations Reflect _____ and ethical responsibility _________ carefully number powerful one idea template first legal Proofread

18. Using Text Effectively Choose __________ fonts that convey _____ Limit the number of fonts to _____ Choose ______ fonts that can be easily ____ at a distance Emphasize _______ by changing font face and size interesting mood three sturdy read content

19. Ineffective Slide Design: What Does Not Work • Includes nondescriptive title • Too much text and too many points for easy recall • Lacks appealing template and image related to topic • Has poor contrast and font choices • Includes errors in capitalization style for title and ends bullets with periods

20. Effective Slide Design: Why It Works • Uses descriptive title to capture major idea of slide • Omits unrelated items and includes few memorable points in parallel form • Omits articles, understood pronouns, possessives, simple verbs and infinitives, and repetitive phrasing • Uses simple, but appealing template, related image, high contrast background and sans serif fonts for easy reading • Uses initial caps in title and omits periods after bullets.

21. Ineffective Slide Content: What Does Not Work • Title is not descriptive • Too many points on single slide: • - First item is verbal transition, unrelated to key idea • - Final bullet belongs on new slide with tips for using humor • Lack of parallel structure and spelling error detract from credibility

22. Effective Slide Content: Why It Works • Uses descriptive title to capture major idea of slide • Omits items unrelated to major idea—value of humor • Includes few memorable points in parallel form • Corrects spelling error to maintain credibility

23. Learning Objective 4 • Deliver speeches with increasing confidence.

24. Types or Delivery Methods Memorized—written first and delivered verbatim Manuscript or scripted—written and read to the audience Impromptu—not written at all because speaker does not have prior notice Extemporaneous—planned, prepared, rehearsed but not written in detail

25. Vocal Qualities Enhance Presentation Style

26. Achieving Good Vocal Quality Breathe properly and relax Listen to yourself Develop flexibility Pay attention to articulation

27. Learning Objective 5 • Discuss strategies for presenting in alternate delivery situations, such as culturally diverse audiences, team and distance presentations.

28. Speaking to Culturally Diverse Audiences Use simple English and short sentences Avoid words that trigger emotion Enunciate carefully and speak more slowly Use humor and jokes cautiously Seek feedback to ensure understanding Consider the culture’s preferences for: Direct or indirect presentation style Nonverbal communication, greetings, farewells Desired degree of formality Gift-giving

29. Delivering as a Team Select a winning team Agree on purpose and schedule Plan seamless transitions and build natural bridge between sections Deliver and field questions as a team

30. Adapting Presentations for Distance Delivery Be certain presentation is appropriate for distance delivery Establish rapport with participants prior to presentation Gain proficiency in delivering through distance technology Develop appropriate high-quality graphics

31. Plan attire carefully, avoiding patterns and bright colors Speak in crisp tone, conversational tone Pay close attention to body language Avoid culturally insensitive gestures Practice with a colleague sharpen delivery Using Videoconferencing Appropriately