© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 1
Planning, Writing, Planning, Writing, and Completing and Completing
Oral PresentationsOral Presentations
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 2
From The Real WorldFrom The Real World
When you speak before an
audience, have some fun with it.
Stop concentrating on “Will they
like me?” and instead focus on
“What will they gain from hearing
me?”Leanne Anderson, Owner
Anderson Business Resources
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 3
The Three-Step ProcessThe Three-Step Process
Flow of the Message
Planning
1
Planning
1
Writing
2
Writing
2
Completing
3
Completing
3
Substance of the Message
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 4
Planning Speeches Planning Speeches and Presentationsand Presentations
DetermineDeterminethe Purposethe PurposeDetermineDetermine
the Purposethe Purpose
Adapt theAdapt theMessageMessageAdapt theAdapt theMessageMessage
Gather Gather InformationInformation
Gather Gather InformationInformation
AnalyzeAnalyzethe Audiencethe Audience
AnalyzeAnalyzethe Audiencethe Audience
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 5
Common PurposesCommon Purposesof Business of Business
PresentationsPresentations
InformInformInformInform
MotivateMotivateMotivateMotivate
PersuadePersuadePersuadePersuade
EntertainEntertainEntertainEntertain
PresentationPresentationContentContent
PresentationPresentationStyleStyle
Audience MembersAudience Members
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 6
Writing Oral PresentationsWriting Oral Presentations
Audience
Audience
Pu
rpo
seP
urp
os
e
OrganizingOrganizingthe Messagethe MessageOrganizingOrganizing
the Messagethe Message
Composing Composing the Bodythe Body
Composing Composing the Bodythe Body
Creating theCreating theIntroductionIntroductionCreating theCreating theIntroductionIntroduction
Writing theWriting theConclusionConclusionWriting theWriting theConclusionConclusion
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 7
Organizing the MessageOrganizing the Message
Define the Main IdeaDefine the Main IdeaDefine the Main IdeaDefine the Main Idea
Limit the ScopeLimit the ScopeLimit the ScopeLimit the Scope
Prepare the OutlinePrepare the OutlinePrepare the OutlinePrepare the Outline
Choose the StyleChoose the StyleChoose the StyleChoose the Style
Audience Purpose
Purpose Audience
Message MessageChoose the ApproachChoose the ApproachChoose the ApproachChoose the Approach
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 8
Oral PresentationsOral Presentations
OpportunitiesOpportunities
On-the-SpotFeedback
On-the-SpotFeedback
ImmediateModificationImmediate
Modification
NonverbalReinforcement
NonverbalReinforcement
ChallengesChallenges
MaintainingControl
MaintainingControl
Guiding theAudience
Guiding theAudience
ShiftingTopics
ShiftingTopics
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 9
ArouseArouseInterestInterest
Preview thePreview thePresentationPresentation
BuildBuildCredibilityCredibility
IntroducingIntroducingthe Messagethe Message
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 10
Limit theLimit theMain PointsMain Points
EngageEngagethe Audiencethe Audience
Connect theConnect theIdeasIdeas
Composing Composing the Messagethe Message
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 11
Restate theRestate theMain PointsMain Points
End on aEnd on aStrong NoteStrong Note
Describe theDescribe theNext StepsNext Steps
ConcludingConcludingthe Messagethe Message
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 12
Completing Completing Speeches and Speeches and PresentationsPresentations
Completing Completing Speeches and Speeches and PresentationsPresentations
EvaluateEvaluatethe Messagethe Message
EvaluateEvaluatethe Messagethe Message
DevelopDevelopVisual AidsVisual Aids
DevelopDevelopVisual AidsVisual Aids
Master theMaster theDeliveryDelivery
Master theMaster theDeliveryDelivery
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 13
Using Visual AidsUsing Visual Aids
ContentContentSettingSetting
AudienceAudience
PurposePurpose
ClarifyClarifyMain PointsMain Points
ClarifyClarifyMain PointsMain Points
ImproveImproveLearningLearningImproveImproveLearningLearning
AddAddVarietyVariety
AddAddVarietyVariety
CreateCreateInterestInterestCreateCreateInterestInterest
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 14
Types of Visual AidsTypes of Visual Aids
• Overhead Transparencies
• Electronic Presentations
• Chalkboards/Whiteboards
• Flip Charts
• 35-Millimeter Slides
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 15
Types of Visual AidsTypes of Visual Aids
• Product Samples
• Scale Models
• Audiotapes
• Film Strips and Movies
• Television and Videotapes
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 16
Advantages Advantages of Transparenciesof Transparencies
InexpensiveInexpensive
Easy to UseEasy to Use
Simple to CreateSimple to Create
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 17
Disadvantages Disadvantages of Transparenciesof Transparencies
Lack of FlexibilityLack of Flexibility
Fragile FormatFragile Format
Overhead ProjectorsOverhead Projectors
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 18
DisadvantagesDisadvantagesDisadvantagesDisadvantagesAdvantagesAdvantagesAdvantagesAdvantages
Electronic Electronic
PresentationsPresentations
MultimediaMultimediaMultimediaMultimedia
FlexibilityFlexibilityand Portabilityand Portability
FlexibilityFlexibilityand Portabilityand Portability
TechniqueTechniqueOver ContentOver Content
TechniqueTechniqueOver ContentOver Content
Overuse ofOveruse ofSpecial EffectsSpecial Effects
Overuse ofOveruse ofSpecial EffectsSpecial Effects
Real-Time DataReal-Time DataReal-Time DataReal-Time Data Specialized Specialized EquipmentEquipment
Specialized Specialized EquipmentEquipment
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 19
Creating Effective SlidesCreating Effective SlidesCreating Effective SlidesCreating Effective Slides
Contentand Graphics
Contentand Graphics
ConsistencyConsistency
DesignElementsDesign
Elements
SpecialEffectsSpecialEffects
Simplicity
Simplicity
Re
ad
ab
ilityR
ea
da
bili
ty
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 20
Choosing a Color SchemeChoosing a Color Scheme
• Stimulate emotions
• Recognize cultural differences
• Limit color selections
• Use contrasting colors
• Adjust to room light
• Order colors from dark to light
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 21
Additional DesignAdditional DesignConsiderationsConsiderations
BackgroundBackground
DesignsDesignsFonts andFonts and
Type StylesType Styles
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 22
Animation and Special Animation and Special EffectsEffects
HyperlinksHyperlinksHyperlinksHyperlinksTransitionsTransitionsTransitionsTransitions
BuildsBuildsBuildsBuilds
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 23
ChartsChartsor Diagramsor Diagrams
ChartsChartsor Diagramsor Diagrams
Copies Copies of Slidesof SlidesCopies Copies
of Slidesof Slides
MagazineMagazineArticlesArticles
MagazineMagazineArticlesArticles
BrochuresBrochuresand Picturesand PicturesBrochuresBrochures
and Picturesand Pictures
CompanyCompanyReportsReports
CompanyCompanyReportsReports
ListsListsof Websitesof Websites
ListsListsof Websitesof Websites
Creating Effective Creating Effective HandoutsHandouts
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 24
Mastering Your DeliveryMastering Your DeliveryMastering Your DeliveryMastering Your Delivery
MemorizingMemorizingMemorizingMemorizing
ImpromptuImpromptuSpeakingSpeaking
ImpromptuImpromptuSpeakingSpeaking
ReadingReadingReadingReading
SpeakingSpeakingFrom NotesFrom NotesSpeakingSpeaking
From NotesFrom Notes
Audience
Audience
Su
bje
ct M
atter
Su
bje
ct
Ma
tter
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 25
Preparing to SpeakPreparing to Speak
Practice Your Delivery
Know the Location
Adapt the Content
Know the Material
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 26
Building Your ConfidenceBuilding Your Confidence
•Think PositivelyThink Positively•Think PositivelyThink Positively
•Visualize SuccessVisualize Success•Visualize SuccessVisualize Success
•Take a few deep breathsTake a few deep breaths•Take a few deep breathsTake a few deep breaths
•RehearseRehearse•RehearseRehearse
•Prepare Extra MaterialPrepare Extra Material•Prepare Extra MaterialPrepare Extra Material
•Don’t PanicDon’t Panic•Don’t PanicDon’t Panic
•Keep GoingKeep Going•Keep GoingKeep Going
•Focus Outside YourselfFocus Outside Yourself•Focus Outside YourselfFocus Outside Yourself
•Get ComfortableGet Comfortable•Get ComfortableGet Comfortable
•Be PreparedBe Prepared•Be PreparedBe Prepared
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 27
Appearing More Appearing More ConfidentConfident
Appearing More Appearing More ConfidentConfident
Get ControlGet ControlAt the StartAt the StartGet ControlGet ControlAt the StartAt the Start
Watch YourWatch YourPosturePosture
Watch YourWatch YourPosturePosture
Vary FacialVary FacialExpressionsExpressionsVary FacialVary FacialExpressionsExpressions
MaintainMaintainEye ContactEye Contact
MaintainMaintainEye ContactEye Contact
Use AppropriateUse AppropriateGesturesGestures
Use AppropriateUse AppropriateGesturesGestures
Control Your Control Your Tone of VoiceTone of VoiceControl Your Control Your Tone of VoiceTone of Voice
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 28
Presenting the VisualsPresenting the Visuals
HighlightingHighlighting
Cha
ngin
gC
hang
ing Pointing
Pointing
OverheadOverheadTransparenciesTransparencies
OverheadOverheadTransparenciesTransparencies
Electronic Electronic SlidesSlides
Electronic Electronic SlidesSlides
DiscussingDiscussing
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 29
Answering QuestionsAnswering QuestionsAnswering QuestionsAnswering Questions
Focus on theFocus on theQuestionerQuestioner
Focus on theFocus on theQuestionerQuestioner
ControlControlthe Situationthe Situation
ControlControlthe Situationthe Situation
MotivateMotivateQuestionsQuestionsMotivateMotivateQuestionsQuestions
RespondRespondAppropriatelyAppropriately
RespondRespondAppropriatelyAppropriately
MaintainMaintainSelf-ControlSelf-Control
MaintainMaintainSelf-ControlSelf-Control
ConcludeConcludethe Speechthe SpeechConcludeConclude
the Speechthe Speech
© 2005 Pearson Education Canada Inc
Business Communication Essentials Chapter 12 - 30
Real World Real World ApplicationsApplicationsReal World Real World
ApplicationsApplications
If you are giving an oral presentation of a company product, what three attention- getters might you use to enliven your talk?
Let’s discuss!