Planning, writing, and completing oral presentations
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The document discusses planning, writing, and completing oral presentations. It outlines a three-step process of planning, writing, and completing. When planning, one should determine the purpose and audience, gather information, and adapt the message. Common purposes of business presentations are to inform, motivate, persuade, and entertain. Writing involves organizing the message, creating an introduction, composing the body, and writing a conclusion. Completing involves evaluating the message, developing visual aids, and mastering delivery.
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Planning, writing, and completing oral presentations
- 1. Planning, WWrriittiinngg,, aanndd CCoommpplleettiinngg OOrraall PPrreesseennttaattiioonnss © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 1
- 2. TThhrreeee--SStteepp PPrroocceessss • Planning • Writing • Completing © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 2
- 3. PPllaannnniinngg SSppeeeecchheess aanndd PPrreesseennttaattiioonnss • Determine the purpose • Analyze the audience • Gather the information • Adapt the message © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 3
- 4. CCoommmmoonn PPuurrppoosseess ooff BBuussiinneessss PPrreesseennttaattiioonnss • Inform • Motivate • Persuade • Entertain © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 4
- 5. Writing OOrraall PPrreesseennttaattiioonnss • Organizing the message • Creating the introduction • Composing the body • Writing the conclusion © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 5
- 6. Organizing tthhee MMeessssaaggee • Define the main idea • Limit the scope • Choose the approach • Prepare the outline • Choose the style © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 6
- 7. OOrraall PPrreesseennttaattiioonnss • Opportunities – On-the-spot feedback – Immediate modification – Nonverbal reinforcement • Challenges – Maintaining control – Guiding the audience – Shifting topics © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 7
- 8. Introducing tthhee MMeessssaaggee • Arouse interest • Build credibility • Preview the presentation © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 8
- 9. Composing tthhee MMeessssaaggee • Limit the main points • Connect the ideas • Engage the audience © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 9
- 10. Concluding tthhee MMeessssaaggee • Restate the main points • Describe the next steps • Close the presentation © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 10
- 11. CCoommpplleettiinngg SSppeeeecchheess aanndd PPrreesseennttaattiioonnss • Evaluate the message • Develop visual aids • Master the delivery © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 11
- 12. UUssiinngg VViissuuaall AAiiddss • Clarify main points • Create interest • Add variety • Improve learning © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 12
- 13. TTyyppeess ooff VViissuuaall AAiiddss • Overhead transparencies • Electronic presentations • Chalkboards and whiteboards • Flip charts • 35-millimeter slides © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 13
- 14. TTyyppeess ooff VViissuuaall AAiiddss • Product samples • Scale models • Audiotapes • Film strips and movies • Television and videotapes © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 14
- 15. Overhead TTrraannssppaarreenncciieess • Advantages – Inexpensive – Easy to use – Simple to create © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 15
- 16. Overhead TTrraannssppaarreenncciieess • Disadvantages – Lack of flexibility – Fragile format – Overhead projectors © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 16
- 17. Electronic PPrreesseennttaattiioonnss • Advantages – Real-time data – Multimedia – Flexibility and portability • Disadvantages – Specialized equipment – Technique versus content – Overuse of special effects © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 17
- 18. Creating EEffffeeccttiivvee SSlliiddeess • Content and graphics • Design elements • Consistency • Special effects © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 18
- 19. Choosing aa CCoolloorr SScchheemmee • Stimulate emotions • Recognize cultural differences • Limit color selections • Use contrasting colors • Adjust to room light • Order colors from dark to light © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 19
- 20. AAddddiittiioonnaall DDeessiiggnn CCoonnssiiddeerraattiioonnss • Background designs • Fonts and type styles © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 20
- 21. AAnniimmaattiioonn aanndd SSppeecciiaall EEffffeeccttss • Transitions • Builds • Hyperlinks © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 21
- 22. CCrreeaattiinngg EEffffeeccttiivvee HHaannddoouuttss • Charts or diagrams • Company reports • Magazine articles • Copies of slides • Lists of Websites • Brochures and pictures © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 22
- 23. Practicing YYoouurr DDeelliivveerryy • Memorizing • Reading • Impromptu speaking • Speaking from notes © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 23
- 24. PPrreeppaarriinngg ttoo SSppeeaakk • Know the material • Practice your delivery • Know the location • Adapt the content © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 24
- 25. Building YYoouurr CCoonnffiiddeennccee • Prepare extra material • Rehearse • Think positively • Visualize success • Take a few deep breaths • Be prepared • Get comfortable • Don’t panic • Keep going • Focus outside yourself © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 25
- 26. Appearing MMoorree CCoonnffiiddeenntt • Get control at the start • Maintain eye contact • Watch your posture • Use appropriate gestures • Vary facial expressions • Control your tone of voice © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 26
- 27. Presenting tthhee VViissuuaallss • Electronic slides and overhead transparencies – Changing – Highlighting – Pointing – Discussing © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 27
- 28. AAnnsswweerriinngg QQuueessttiioonnss • Focus on the questioner • Respond appropriately • Control the situation • Maintain self-control • Motivate questions • Conclude the speech © Prentice Hall, 2004 Business Communication Essentials Chapter 12 - 28