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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. 7 C H A P T E R Communicating in Oral Presentations and Managing Meetings

BSAD 340 Spring 2017 - CH 7

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Page 1: BSAD 340 Spring 2017 - CH 7

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

Page 2: BSAD 340 Spring 2017 - CH 7

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

Page 3: BSAD 340 Spring 2017 - CH 7

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

Page 4: BSAD 340 Spring 2017 - CH 7

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

Page 5: BSAD 340 Spring 2017 - CH 7

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

Page 6: BSAD 340 Spring 2017 - CH 7

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)

Page 7: BSAD 340 Spring 2017 - CH 7

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

Page 8: BSAD 340 Spring 2017 - CH 7

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

Page 9: BSAD 340 Spring 2017 - CH 7

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

Page 10: BSAD 340 Spring 2017 - CH 7

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

Page 11: BSAD 340 Spring 2017 - CH 7

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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

Page 12: BSAD 340 Spring 2017 - CH 7

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

Page 13: BSAD 340 Spring 2017 - CH 7

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