Transcript Business Communications: Process and Product, 4e

Chapter 15
Speaking With Confidence
Mary Ellen Guffey, Business Communication:
Process and Product, 5e
Copyright © 2006
Preparing an Oral
Presentation
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 2
Preparing an Oral
Presentation
• Identify your purpose.
• Decide what you want your audience to
believe, remember, or do when you
finish.
• Aim all parts of your talk toward your
purpose.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 3
Preparing an Oral
Presentation
• Organize the introduction.
• Get the audience involved.
• Capture attention by opening with a
promise, story, startling fact, question,
quotation, relevant problem, or selfeffacing story.
• Establish your credibility by identifying
your position, expertise, knowledge, or
qualifications.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 4
Preparing an Oral
Presentation
• Organize the introduction.
• Introduce your topic.
• Preview the main points.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 5
Preparing an Oral
Presentation
• Organize the body.
• Develop two to four main points.
Streamline your topic and summarize its
principal parts.
• Arrange the points logically:
chronologically, from most important to
least important, by comparison and
contrast, or by some other strategy.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 6
Preparing an Oral
Presentation
• Organize the body.
• Prepare transitions.
• Use “bridge” statements between major parts
(I’ve just discussed three reasons for X; now I
want to move to Y).
• Use verbal signposts (however, for example,
etc.).
• Have extra material ready.
• Be prepared with more information and visuals
if needed.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 7
Preparing an Oral
Presentation
• Organize the conclusion.
• Review your main points.
• Provide a final focus. Tell your listeners
how they can use this information, why
you have spoken, or what you want
them to do.
• Plan a graceful exit.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 8
Preparing an Oral
Presentation
Nine Techniques for Gaining and Keeping
Audience Attention
1. A promise
By the end of this presentation, you will be able to . . . .
2. Drama
Tell a moving story; describe a serious problem.
3. Eye contact
Command attention at the beginning by making eye
contact with as many people as possible.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 9
Preparing an Oral
Presentation
Nine Techniques for Gaining and Keeping
Audience Attention
4. Movement
Leave the lectern area. Move toward the audience.
5. Questions
Ask for a show of hands. Use rhetorical questions.
6. Demonstrations
Include a member of the audience.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 10
Preparing an Oral
Presentation
Nine Techniques for Gaining and Keeping
Audience Attention
7. Samples/gimmicks
Award prizes to volunteer participants; pass out samples.
8. Visuals
Use a variety of visuals.
9. Self-interest
Audience wants to know “What’s in it for me?”
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 11
Building Audience Rapport
•
Use effective imagery.
Analogies, metaphors, similes,
anecdotes, statistics, worst-and
best-case scenarios
•
Include verbal signposts.
Previewing, summarizing, switching directions
•
Send positive nonverbal messages.
Look terrific, animate your body, punctuate
your words, move about, vary your expression
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 12
Designing and Using
Graphics
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 13
Designing and Using
Graphics
• Select the medium.
• Consider the size of the audience and
the degree of formality desired.
• Consider cost, ease of preparation, and
potential effectiveness.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 14
Designing and Using
Graphics
• Highlight the main ideas.
• Focus on major concepts only.
• Avoid overkill. Showing too many
graphics reduces effectiveness.
• Keep all visuals simple.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 15
Designing and Using
Graphics
• Ensure visibility.
• Use large type for transparencies and
slides.
• Position the screen high enough to be
seen.
• Be sure all audience members can see.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 16
Designing and Using
Graphics
• Enhance comprehension.
• Give the audience a moment to study a
visual before discussing it.
• Paraphrase its verbal message; don’t
read it.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 17
Designing and Using
Graphics
• Practice using your visual aids.
• Rehearse your talk, perfecting the
handling of your visual aids.
• Practice talking to the audience and not
to the visual.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 18
Presentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 19
Presentation Enhancers
• Multimedia Slides
• Cost: Low
• Audience size: 2-200
• Formality level: Formal or informal
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 20
Presentation Enhancers
• Overhead Transparencies
• Cost: Low
• Audience size: 2-200
• Formality level: Formal or informal
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 21
Presentation Enhancers
• Handouts
• Cost: Varies
• Audience size: Unlimited
• Formality level: Formal or informal
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 22
Presentation Enhancers
• Flipchart
• Cost: Low
• Audience size: 2-200
• Formality level: Informal
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 23
Presentation Enhancers
• Write-and-wipe Board
• Cost: Medium
• Audience size: 2-200
• Formality level: Informal
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 24
Presentation Enhancers
• Video
• Cost: Medium
• Audience size: 2-500
• Formality level: Formal
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 25
Using PowerPoint Effectively
• Use slides only to summarize major
points.
• Explain what each point means.
• Allow time for audience to absorb
meaning.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 26
Using PowerPoint Effectively
• Keep the lights as bright as possible.
• Don’t rely totally on PowerPoint.
• Prepare for the worst; have
transparencies or alternate media
ready.
• Don’t let your slides upstage you!
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 27
Overcoming Stage Fright
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 28
Overcoming Stage Fright
Symptoms of Stage Fright
• Stomach butterflies
• Wobbly knees
• Pounding heart
• Tied tongue
• Shortage of breath
• Sweaty palms
• Dry throat
• Unsteady voice
• Trembling hands
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 29
Overcoming Stage Fright
Ways to Overcome Stage Fright
• Select a familiar, relevant topic. Prepare
150 percent.
• Use positive self-talk.
• Convert your fear into anticipation and
enthusiasm.
• Shift the focus from yourself to your
visuals.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 30
Overcoming Stage Fright
Ways to Overcome Stage Fright
• Give yourself permission to make an
occasional mistake.
• Ignore stumbles; keep going. Don’t
apologize.
• Make the listeners your partners. Get
them involved.
• Just before you speak, practice deep
breathing.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 31
Effective Telephone Calls
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 32
Effective Telephone Calls
• Making Calls
• Plan a mini agenda.
• Use a three-point introduction:
1. Your name
2. Your affiliation
3. A brief explanation of why you are calling.
• Be cheerful and accurate.
• Bring it to a close.
• Avoid telephone tag.
• Leave complete voice-mail messages.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 33
Effective Telephone Calls
• Receiving Calls
• Identify yourself immediately.
• Be responsive and helpful.
• Be cautious when answering calls for others.
• Take messages carefully.
• Explain when transferring calls.
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 34
End
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Ch. 15, Slide 35