© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 1

Designing and Delivering Designing and Delivering Oral and Online Oral and Online PresentationsPresentations

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 2

Building Your Career Building Your Career with Oral Presentationswith Oral Presentations

• Display your skills

• Think on your feet

• Grasp complex issues

• Handle challenges

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 3

The Three-Step ProcessThe Three-Step Process

• Planning

• Writing

• Closing

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 4

Planning PresentationsPlanning Presentations

• Analyze the situation

• Gather the information

• Select the medium

• Organize the message

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 5

Analyzing the SituationAnalyzing the Situation

• Purpose

– Inform

– Persuade

– Collaborate

• Audience

– Emotional state

– Language issues

– Specific circumstances

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 6

Selecting the MediumSelecting the Medium

• In-person presentations

• Web-based presentations

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 7

Organizing PresentationsOrganizing Presentations

• Define the main idea

• Limit the scope

• Choose the approach

• Prepare the outline

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 8

Planning OutlinePlanning Outline

• State purpose and main idea

• Organize major points and subpoints

• Identify introduction, body, and close

• Show your connections

• Show your sources

• Choose a title

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 9

Speaking OutlineSpeaking Outline

• Follow the planning outline

• Condense points and transitions to keywords

• Add delivery cues

• Arrange your notes

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 10

Writing PresentationsWriting Presentations

• Introduction

• Message

• Conclusion

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 11

Creating the IntroductionCreating the Introduction

• Arouse interest

• Build credibility

• Preview the presentation

• Limit main points

• Stress connections

• Engage audience

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 12

Composing the MessageComposing the Message

• Limit the main points

• Connect the ideas

• Engage the audience

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 13

Writing the ConclusionWriting the Conclusion

• Restate the main points

• Describe the next steps

• End on a strong note

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 14

Planning Visual AidsPlanning Visual Aids

• Improve quality and impact

• Improve audience learning

• Improve your professional image

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 15

Selecting Visual AidsSelecting Visual Aids

• Overhead transparencies

• Electronic presentations

• Chalkboards and whiteboards

• Flip charts

• Other visual combinations

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 16

Creating Effective SlidesCreating Effective Slides

• Writing content

• Modifying graphics

• Selecting design

• Being consistent

• Adding animation

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 17

Writing Readable Writing Readable ContentContent

• Select a central idea

• Limit the content

• Use short phrases

• Use parallel grammar

• Prefer the active voice

• Use short titles

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 18

Modifying Modifying Graphics for SlidesGraphics for Slides

• Reduce details

• Avoid repetition

• Shorten numbers

• Limit data sets

• Highlight key points

• Adjust size and design

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 19

Selecting Design Selecting Design ElementsElements

• Color schemes

• Background elements

• Foreground and artwork

• Fonts and typestyles

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 20

Achieving ConsistencyAchieving Consistency

• Slide master feature– Color choices– Font styles– Design elements

• Layout templates– Bulleted lists– Charts– Graphics

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 21

Adding Animation and Adding Animation and Special EffectsSpecial Effects

• Functional animation

• Transitions and builds

• Hypertext and links

• Multimedia elements

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 22

Presenting OnlinePresenting Online

• Advantages– Global reach– Cost savings– Convenience

• Disadvantages– Limited feedback– Technology issues– Training issues

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 23

Online PresentationsOnline Presentations

• Send preview materials

• Keep content simple

• Get feedback often

• Consider the audience

• Ensure compatibility

• Allow plenty of time

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 24

Completing Completing PresentationsPresentations

• Finalizing slides and support

• Preparing to speak

• Practicing your delivery

• Overcoming anxiety

• Handling questions

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 25

Finalize Slides and Finalize Slides and SupportSupport

• Title slides

• Agenda slides

• Navigation slides

• Handouts

• Backup equipment

• Backup presentation

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 26

Preparing to Speak Preparing to Speak

• Memorizing

• Reading

• Impromptu speaking

• Speaking from notes

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 27

Practicing Your DeliveryPracticing Your Delivery

• Present naturally

• Rehearse the speech

• Check equipment

• Track your time

• Introduce the slides

• Anticipate questions

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 28

Overcoming AnxietyOvercoming Anxiety

• Extra material

• Practice

• Think positively

• Visualize success

• Take deep breaths

• Be ready

• Get comfortable

• Don’t panic

• Focus on message

• Engage audience

• Seek friendly faces

• Keep going

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 29

Responding to QuestionsResponding to Questions

• Focus on the questioner

• Respond appropriately

• Maintain control

• Survive the hot seat

• Encourage questions

• Conclude the presentation