Chapter 13 Presentations and Meetings Business Communication Chapter 13 Presentations and Meetings Copyright 2010 South-Western Cengage Learning

Short Oral Presentations Introducing speakers Obtain information about speakers Introduce speakers and their presentations Briefings © Image100 / Jupiter Images An effective introduction prepares the audience to accept the speaker. 13.1 Oral Presentations

Planning a Presentation Determine the objective Analyze the audience Determine the time available Gather information Determine the mode of delivery © Image Source / Jupiter Images A person who receives an award may make a short, impromptu speech. 13.1 Oral Presentations

Organizing a Presentation Introduction Gain the listeners’ attention Tell the goal or purpose of the speech Body Give the main points of the speech Present points in a logical order Closing 13.1 Oral Presentations

Outlining a Presentation An outline is essential for a long speech Direct order When the audience will be receptive to your ideas When delivering welcome news Indirect order When the audience will be skeptical or unreceptive When persuading listeners or delivering unwelcome news 13.1 Oral Presentations

Delivery of Oral Presentations Voice quality Nonverbal symbols Visual aids Feedback © Digital Vision Use nonverbal symbols, such as a smile, to put listeners at ease. 13.1 Oral Presentations

Presentation Tips Select attire, prepare notes, and practice ahead of time Arrive early to the speech location Check that everything is arranged properly and equipment is working Start the speech on time When introduced, smile and make eye contact with listeners 13.1 Oral Presentations

Types of Visual Aids Posters and flip charts Transparencies, computer presentations, and slides Objects Chalkboards and whiteboards Handouts © Digital Vision / Getty Images Electronic slides can be projected onto a large screen for viewing. 13.2 Visual Aids in Presentations

Choosing Visual Aids Equipment available Audience needs Preparation time © ELMO USA CORP A visual presenter can be used to project an image of an object. 13.2 Visual Aids in Presentations

Preparing Visual Aids Number of visual aids Size Color Motion Sound Color can be used to add interest to visual aids. 13.2 Visual Aids in Presentations

Presenting Visual Aids Prevent distractions Practice using visual aids © Photodisc / Getty Images Face the audience when using visual aids in a presentation. 13.2 Visual Aids in Presentations

Reading Onscreen E-mail messages, blogs, Web sites, and other documents Variables Line lengths Text size Window size Zoom Pasting to other programs 13.2 Visual Aids in Presentations

Types of Meetings Staff meetings Training sessions Conferences with clients Committees Standing Ad hoc Task force © Photodisc / Getty Images Employees meet with clients to discuss business projects. 13.3 Effective Meetings

Meeting Documents Agendas Minutes 13.3 Effective Meetings

Participation in Meetings Prepare to take part Arrive on time Improve decision making Make a positive impact © Comstock Images / Jupiter Images Responsible employees take an active part in meetings. 13.3 Effective Meetings

Organize Productive Meetings Define the objective Determine the type of meeting Choose participants Handle meeting details 13.3 Effective Meetings

Lead Meetings Effectively Use the agenda Encourage participation Handle difficult people Be professional End appropriately © iophoto / Shutterstock Encourage meeting participants to share their thoughts. 13.3 Effective Meetings

Presentation Tips Tips and articles for effective presentations and meetings are available online Search for meeting tips or presentation tips Directions: Find and review an article. Write a summary of the main points. school.cengage.com/bcomm/buscomm 13.3 Effective Meetings

Vocabulary ad hoc committee agenda anecdote animation brainstorming briefing collaborate delegate demographics electronic whiteboard handout impromptu speech minutes multimedia presentation standing committee task force topical outline video