Types of Presentations Persuasive in nature Seek agreement with a position on an issue Seek approval for an action proposal Presentations within an organization: Briefings or status reports Budget or project proposals Presentations outside an organization: Typically for selling to groups of clients or customers Chapter 10 - The Business Presentation

Five Propositions About Presentations Made before small audiences of decision makers Prepared and delivered from an outline Complement some type of written communication Employ some type of visual aid Have a question-and-answer session Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation Types of Delivery The manuscript delivery Read word for word from manuscript or TelePrompter Occasions when manuscript delivery is appropriate: When presenting testimony at a hearing Delivering a major policy statement before a large public audience Taping a message for broadcast Expensive, no eye contact, inflexible Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation Types of Delivery The memorized presentation Presenter memorizes, then recites presentation Places considerable pressure on presenter to remember lines Time consuming Presentations tend to sound memorized Inflexible; presenter may find it difficult to respond to the audience Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation Types of Delivery The impromptu presentation Unprepared, spontaneous, off-the-cuff Relatively disorganized, imprecise and repetitive Justified only by necessity Asked unexpectedly to give a briefing or status report Asked to address an issue you had not planned to address Asked an unexpected question on an employment interview Minimize these situations by anticipating them Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation Types of Delivery Extemporaneous speaking PROS Carefully prepared; delivered from notes Goal is to be conversational; eye contact Provides flexibility; can adapt and modify material CONS Can be stressful Sacrifices a degree of precision and conciseness May be too flexible Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Plan and organize the presentation Introduction Attention – secure the attention of the audience Startling statement or statistic Anecdote or story Humor Thesis or purpose Direct plan – stated in the introduction Indirect plan – not stated in the introduction Preview – prepares listeners to consider the main points to be covered in the presentation Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Plan and organize the presentation Body Plan to cover no more than three main points Informative – topical, chronological, cause-to effect, effect-to-cause, or spatial organization are most common Oral – follow a specific report format Persuasive – problem-solution plan works well Conclusion Review and restate the main points of your presentation End with another attention-getter, if appropriate Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Compose the content of your presentation word for word Use short sentences; avoid complex sentences Do not use technical expressions or acronyms unfamiliar to your audience Use summarization, restatement, enumeration, and transitions to help the audience Round off numbers and statistics (use handouts for complex quantitative data) Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Construct your presentation outline Serves as an aid to effective delivery May be full sentence, key phrase, or key word Prepare materials in a form suitable for delivery Type on paper or index cards Use a large font Double-space between lines Number index cards, if used Write reminders about effective oral delivery or important instructions for the presentation Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Memorize the beginning and the end of the presentation Begin your presentation without looking at notes Look directly at audience, pause, begin to speak First impression is one of confidence and command over the content of the presentation End your presentation by looking at notes, pause and speak directly to audience Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Practice your presentation Practice will always improve performance Practice from the beginning to the end Practice the use of your visual aids Time your presentation Use audio-visual feedback while practicing Tape recorder or video camera Listen to vocal delivery; observe body language Ask for feedback from colleagues and superiors Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Deliver your presentation Vocal delivery Vocal expressiveness Vocal emphasis Appropriate rate and volume Articulation and pronunciation Body language Eye contact Body movement Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Deliver your presentation Visual aids Do not display until you are ready to refer to visual aid Allow sufficient time for audience to look at visual before removing or replacing Talk to your audience, not the visual aid Translation Meet with interpreter prior to presentation Review all technical terms with interpreter Have interpreter translate in brief bursts, not long statements Use visual aids to enhance audience comprehension Chapter 10 - The Business Presentation

Chapter 10 - The Business Presentation The Seven-Step Process of Preparing and Delivering Extemporaneous Presentations Evaluate your presentation Evaluate your performance after a presentation Ask yourself: What did you do well? What aspects of presentation, content or delivery were ineffective? What feedback have you received from the audience? Negative Positive Chapter 10 - The Business Presentation