Transcript Mary Ellen Guffey, Essentials of Business Communication

CHAPTER 12
Business
Presentations
Student Version
© 2010 Thomson South-Western
Getting Ready for an
Oral Presentation
Know your purpose.
 What do you want your audience to believe,
remember, or do when you finish?
 Aim all parts of your talk toward your
purpose.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 2
Getting Ready for an Oral Presentation
Organize
the
conclusion
Identify
your
purpose
Understand
your
audience
Organize
the
body
Organize
the
introduction
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 3
Getting Ready for an
Oral Presentation
Understand your audience.
 Friendly, neutral, uninterested, hostile?
 How to gain credibility?
 How to relate this information to their
needs?
 How to make them remember your main
points?
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 4
Organizing Content
Capture attention in the introduction.
 Grab listeners’ attention and get them
involved by opening with a promise,
story, startling fact, question, quotation,
relevant problem, self-effacing story, or
some other tactic.
 Identify yourself and establish your
credibility.
 Preview your main points.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 5
Succeeding With
Four Audience Types
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Friendly
Neutral
Uninterested
Hostile
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 8
Building Rapport Like a Pro
Analogies
Worst- and
best-case
scenarios
Metaphors
Building Audience
Rapport with
Effective Imagery
Personalized
statistics
Similes
Personal
anecdotes
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 9
Building Rapport Like a Pro
Effective Imagery
 Analogy – a comparison of something
familiar with something unfamiliar
To understand how the heart is divided,
imagine a house with two rooms upstairs
and two downstairs.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 10
Building Rapport Like a Pro
Effective Imagery
 Metaphor – an implied, nonliteral
comparison
The old office building became a money
pit.
 Simile – a comparison that includes the
words like or as
His mind works like a computer.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 11
Building Rapport Like a Pro
Other Ways to Connect With Your
Audience
 Personal anecdotes
 Personalized statistics
 Worst- and best-case scenarios
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 12
Using Verbal Signposts to Transition
Previewing
Now let's look at three reasons
for . . .
My next major point focuses on . . .
Summarizing
Switching
Directions
As you can see, we have two
primary reasons explaining . . .
Let me review the two major
factors I've just covered. . .
Up to this point, I've concentrated
on . . .; now let's look at another
significant factor . . .
I've just discussed three reasons
for X. Now I want to move on to Y.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 13
Sending Positive
Nonverbal Messages
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
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
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Look professional.
Animate your body.
Punctuate your words.
Use appropriate eye contact.
Get out from behind the podium.
Vary your facial expressions.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 14
Preparing a Visually Appealing
PowerPoint Presentation
Use PowerPoint effectively.
 Allow plenty of time to set up and test
equipment.
 Always bring backups.
 Consider transferring your presentation
to a CD or a USB flash drive.
 Look at the audience, not the screen.
 Do not read from a slide. Paraphrase.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 15
Preparing a Visually Appealing
PowerPoint Presentation
Use PowerPoint effectively.
 Leave the lights as bright as possible.
 Use a radio remote control to advance
slides.
 Use a laser pointer to highlight slide
items.
 Don’t rely totally on your slides.
Remember that the audience came to
see and hear you.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 16
Stage Fright Symptoms
 Stomach
butterflies
 Pounding
heart
 Shortage of
breath
 Sweaty
palms





Dry throat
Unsteady voice
Trembling hands
Tied tongue
Wobbly knees
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 17
Combating Stage Fright
 Just before you begin to talk,
take some deep breaths.
 Convert your fear into
anticipation and enthusiasm.
 Select a familiar, relevant
topic.
 Prepare 150 percent.
 Use positive self-talk.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 18
Combating Stage Fright
 Shift the focus from yourself to your
visual aids.
 Ignore stumbles; keep going.
 Don't admit you're nervous.
 Feel proud when you finish.
 Reward yourself.
Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 12, Slide 19
END
Student Version
© 2010 Thomson South-Western