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Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
7C H A P T E R
Communicating in Oral Presentations and Managing Meetings
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 2
Oral Presentations and Meetings
Key tactics that can be deployed in oral presentations and meetings to reach strategic-communication goals:
1. Planning and organizing
2. Developing the content
3. Designing the visual aids
4. Practicing the delivery, including the reduction of presentation anxiety
5. Giving the presentation, including handling the question-and-answer session
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 3
Inspiring and motivating others
Demonstrations of products or for
training purposes
To introduce a complex
persuasive written message
As a follow-up to a complex
persuasive written message
To deliver bad news to a large
audience
Oral Presentations
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 4
Presentation Planning
ENGAGEMENT
Simplicity
Interest
Stories
Vividness
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 5
Presentation Structure
Select the Right Order for Presenting Your Information
Old Information Before New
Present information that is known to your reader or listener before you present new information
Organize Information Chronologically
Present ideas in the order of their occurrence
Geographical/SpatialOrganize ideas conceptually, according to an actual spatial arrangement or a physical metaphor or analogy
General to Particular Arrange ideas from the general to the particular
Problem/Solution Explain the problem then present the solution
Cause/Effect Explain the cause then present its effect(s)
Comparison/Contrast Compare and contrast one topic with another
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 6
Presentation Development and Organization
Beginning
• Get the audience’s attention and indicate why it’s important to listen
• Provide the audience with a road map of what the message contains
Middle
• Present the core of your message
• Use forecasting and transitions to “connect the dots” for your audience
End
• Because of the recency effect, the conclusion is one of the most important parts of a message
• Choose the right conclusion for your message (goodwill, summary, sales)
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 7
When Do I Use Visual Aids?
PRACTICE!GRAPHS
TABLES
DIAGRAMS & DRAWINGS
If they would make information easier to understand than with the use of words alone
If they would make the information conveyed more memorable
If they would enhance your professionalism and credibility
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 8
Delivery in Oral Presentations
Vocal Delivery
VolumeRate of Delivery
Pitch
Vocal Variety
Articulation Pauses
FluencyCULTURAL NORMS
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 9
Delivery in Oral Presentations
Nonverbal Delivery
Nonverbal Signals That Indicate Anxiety
Nonverbal Signals ThatIndicate Confidence
Poor eye contact Direct eye contact
Rigidity or stiffness of the body and its movements
Standing up straight and using good posture
Crossed arms or hands jammed into pockets
Using facial expressions and natural gestures
Unintentional body movements Moving confidently around the presentation area
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 10
Preparing for the Presentation
2. Gathering and
Organizing Materials
3. Practicing Delivery of the Presentation
1. Planning the
Presentation
DRESS FOR SUCCESS
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 11
Question and Answer Session
1 Divide questions into: known, knowable, notable
2 Treat each objection seriously
3 For controversial issues, save one argument for Q&A
4 Prepare visuals for possible questions
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 12
Meeting Management
Types of Meetings
Informative
Decision-making
Performance
Copyright © 2014 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. 13
Meeting Management
Steps in Meeting Management
Planning the meeting
Conducting the Meeting
Following up after the meeting