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Chapter 12 Designing and Delivering Business Presentations Business Communication, 14e Lehman and DuFrene Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Guidelines for Planning an Effective Presentation Select a topic of interest to you and the audience Determine the purpose (what you want audience to gain) Identify major points and locate supporting information Develop a strong opening and closing Arrange for a proper introduction Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Structure of a Presentation Introduction “Tell them what you are going to tell them . . .” Body “ . . . then tell them . . .” Conclusion “ . . . and then tell them what you have told them.” Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Elements of an Effective Introduction Captures attention and involves the audience Establishes rapport with the audience Presents the purpose statement Previews the main points to be covered Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Techniques for Gaining Audience Attention and Interest Shocking statement or startling statistic Quotation by an expert or wellknown person Appropriate joke or humor Demonstration or dramatic visual Related story or anecdote Personal reference, compliment to the audience, or reference to the occasion of the speech Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Use Transitional Sign Posts In summary Forecast next idea Readjust expectations Emphasize relationships Give audience time to digest material covered Give speaker time to think about next point finally Business Communication, 14th edition by Lehman and DuFrene once again Copyright however 2005 by South-Western, a division of Thomson Learning Chapter 12 Elements of an Effective Summary Lets audience know you are summarizing Leaves audience with a clear, motivating, and memorable statement Summarizes the primary points and/or makes a call for action Is tied to the introduction to create unity Does not end with “thank you” or “that's the end” Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Benefits of Using Presentation Visuals Enhances speaker’s delivery Clarifies and emphasizes important points Meets audience’s expectations for up-to-date visuals Reduces time required to present Increases audience retention Increases speaker’s ability to meet goals and lead a group to consensus Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Preparing Memorable Slide Content Limit the number of visuals to avoid overload Include one major idea with a descriptive title highlighting it Compose concise, targeted statements that you want audience to remember Develop concise bulleted lists using parallel language to present related points Use powerful visuals to meet audience expectations Reflect legal and ethical responsibility Proofread to ensure visual is error-free Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Slide Design and Typography Limit the amount of text using the 7 x 7 rule Use graphic devices to enhance design Select appropriate page layout and positioning Use alignment, capitalization and punctuation effectively Avoid confusing abbreviations, italics, and underline Use a limited number of easy-to-read fonts that convey the desired presentation tone Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Guidelines for Using Visuals Effectively Design visuals with high impact Refer to the visual and let audience know how it fits into the presentation Maintain eye contact with the audience and raise voice slightly when using a visual Paraphrase rather than read the visual line for line Step to one side so the audience can see the visual clearly Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Preparing Effectively Prepare thoroughly to minimize natural nervousness Create effective presentation aids and useful notes pages Practice to minimize nervousness and to identify organizational flaws or verbal stumbles Dress to create a professional image Arrive early to acquaint yourself with room and to check last-minute details Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Guidelines for Delivering an Effective Presentation Use clear, articulate speech and proper pronunciation Avoid annoying verbal fillers Maintain eye contact with audience members throughout the group Smile genuinely and use gestures naturally to communicate confidence and warmth Adjust presentation based on audience feedback Handle questions from the audience politely Keep within the time limit Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Adapting to Alternate Delivery Situations Team presentations Culturally diverse audiences Distance presentations Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Speaking with an Intercultural Audience Use simple English and short sentences Avoid words that trigger emotion Enunciate carefully and speak more slowly Use humor and jokes cautiously Seek feedback to ensure understanding Consider the culture’s: ─ ─ ─ ─ ─ Preferences for direct or indirect presentation Nonverbal communication Desired degree of formality Gift-giving practices Conventions for greetings and farewells Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Presenting as a Team Select a winning team Agree on the purpose and schedule Plan seamless transitions Deliver as a team Field questions as a team Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning Chapter 12 Adapting a Presentation for Distance Delivery Be certain presentation is appropriate for distance delivery Establish rapport with participants prior to presentation Gain proficiency in delivering and participating through distance technology Develop high-quality graphics appropriate for distance format Business Communication, 14th edition by Lehman and DuFrene Copyright 2005 by South-Western, a division of Thomson Learning