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Planning, Writing, and Completing Oral Presentations

Planning, Writing, and Completing Oral Presentations. Three-Step Process. Planning Writing Closing. Planning the Presentation. Determine the purpose Analyze the audience. Writing Oral Presentations. Organize the message Develop the opening Compose the body Write the conclusion.

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Planning, Writing, and Completing Oral Presentations

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  1. Planning, Writing, and Completing Oral Presentations Excellence in Business Communication

  2. Three-Step Process • Planning • Writing • Closing Excellence in Business Communication

  3. Planning the Presentation • Determine the purpose • Analyze the audience Excellence in Business Communication

  4. Writing Oral Presentations • Organize the message • Develop the opening • Compose the body • Write the conclusion Excellence in Business Communication

  5. Organizing the Message • Define the main idea • Limit the scope • Choose the approach • Prepare the outline • Choose the style Excellence in Business Communication

  6. Developing the Opening • Arouse interest • Build credibility • Preview the presentation Excellence in Business Communication

  7. Composing the Body • Limit the main points • Connect the ideas • Engage the audience Excellence in Business Communication

  8. Writing the Conclusion • Restate the main points • Describe the next steps • End on a strong note Excellence in Business Communication

  9. Using Visual Aids • Clarify main points • Create interest • Add variety • Improve learning Excellence in Business Communication

  10. Common Visual Aids • Overhead transparencies • Electronic presentations • Chalkboards and whiteboards • Flip charts • 35-millimeter slides Excellence in Business Communication

  11. Other Visual Aids • Product samples • Scale models • Audio tapes • Film strips and movies • Television and videotapes Excellence in Business Communication

  12. Overhead Transparencies • Advantages • Inexpensive • Easy to use • Simple to create Excellence in Business Communication

  13. Overhead Transparencies • Disadvantages • Lack of flexibility • Fragile format • Overhead projectors Excellence in Business Communication

  14. Electronic Presentations • Advantages • Real-time data • Multimedia • Flexibility and portability • Disadvantages • Specialized equipment • Technique versus content • Overuse of special effects Excellence in Business Communication

  15. Six Tips for Success • Set up early • Bring two of everything • Back up your programs • Secure technical support • Avoid real-time Internet use • Have a contingency plan Excellence in Business Communication

  16. Creating Effective Slides • Content and graphics • Design elements • Consistency • Special effects Excellence in Business Communication

  17. Readable Content • Select a central idea • Limit the content • Write short phrases • Use parallel grammar • Prefer the active voice • Use short informative titles Excellence in Business Communication

  18. Effective Graphics • Reduce details • Avoid repetition • Shorten numbers • Limit data • Highlight key points • Adjust size and design Excellence in Business Communication

  19. Design Elements • Color schemes • Background design • Fonts and type styles • Consistency Excellence in Business Communication

  20. Animation and Special Effects • Transitions • Builds • Hyperlinks Excellence in Business Communication

  21. Effective Handouts • Complex charts or diagrams • Company reports • Magazine articles • Case studies • Lists of Websites • Copies of slides Excellence in Business Communication

  22. Complete the Presentation • Evaluate the message • Edit the content • Develop visual aids Excellence in Business Communication

  23. Practice Your Delivery • Memorizing • Reading • Impromptu speaking • Speaking from notes Excellence in Business Communication

  24. Presentation Preparation • Practice your delivery • Introduce the slides • Limit the number of slides • Prepare the location • Consider cultural diversity Excellence in Business Communication

  25. Prepare extra material Rehearse Think positively Visualize success Take a few deep breaths Be ready Get comfortable Don’t panic Keep going Build Your Confidence Excellence in Business Communication

  26. Appear More Confident • Don’t rush • Maintain eye contact • Stand tall • Control gestures • Use your voice Excellence in Business Communication

  27. Answer Questions • Focus on the questioner • Respond appropriately • Maintain control • Survive the hot seat • Motivate questions Excellence in Business Communication

  28. Conclude the Presentation • Prepare the audience • Answer the final question • Summarize the main idea • Thank the audience • Leave with confidence Excellence in Business Communication

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