2. 1 Designing and Delivering Business Presentations Chapter 13 Lecture Slides

3. 2 Learning Objective 1 Plan a business presentation that accomplishes the speaker’s goals and meets the audience’s needs. 1

4. 3 Preparing an Effective Presentation Select a topic of interest to you and your audience. Select a topic of interest to you and your audience. Determine the purpose of your message (what you want audience to gain). Determine the purpose of your message (what you want audience to gain). Identify major points and locate supporting information. Identify major points and locate supporting information. Develop a strong opening and closing. Develop a strong opening and closing. Arrange for a proper introduction. Arrange for a proper introduction. 1

5. 4 How Do You Identify Your Purpose? Say to yourself, “At the ____ of my presentation, the audience will...” Say to yourself, “At the ____ of my presentation, the audience will...” Think about how you want the ________ to summarize your presentation to a __________ Think about how you want the ________ to summarize your presentation to a __________ Tell them why they should ____ about the topic Tell them why they should ____ about the topic end audience colleague care 1

6. 5 Knowing Your Audience  Who is the audience and who requested presentation?  Why is topic important to audience?  How will the environment affect presentation? How many audience members? How many audience members? Where do I fit into program? Where do I fit into program? How long is time slot? How long is time slot? What is the room arrangement? What is the room arrangement? Ask yourself these questions... 1

7. 6 Learning Objective 2 Organize and develop the three parts of an effective presentation. 2

8. 7 6 Ways To Organize the Presentation Body Problem-cause- solution Inductive reasoning Contrast & compare 3-point technique Alphabetical Chronological 2

9. 8 Organizing Your Presentation Introduction “Tell the audience what you are going to tell them...” “... then tell them...” “... and then tell them what you have told them.” Body ConclusionConclusion Source: Dale Carnegie, 1888-1955 2

10. 9 Making Your Presentation Easy to Understand Use simple vocabulary and short sentences that sound conversational Use simple vocabulary and short sentences that sound conversational Recognize that spoken communication is harder to process than written Recognize that spoken communication is harder to process than written Avoid long, complex sentences used in written documents Avoid long, complex sentences used in written documents Avoid jargon and technical terms that audience won’t understand Avoid jargon and technical terms that audience won’t understand 2

11. 10 Writing the Introduction Captures audience’s attention Captures audience’s attention Establishes rapport with audience Establishes rapport with audience Presents the purpose and previews major points Presents the purpose and previews major points An effective introduction... 2

12. 11 How To Craft an Effective Body Provide ________ in an easy-to- understand form Provide ________ in an easy-to- understand form Provide relevant _________ Provide relevant _________ Use _______ from prominent people Use _______ from prominent people Use ______ and _______ appropriately and CAREFULLY Use ______ and _______ appropriately and CAREFULLY Use interesting ___________ Use interesting ___________ Use presentation ________ Use presentation ________ support statistics quotes jokeshumor anecdotes visuals 2

13. 12 Attention-Getting Techniques for The Introduction A shocking statement or startling statistic A shocking statement or startling statistic A quotation by an expert or well-known person A quotation by an expert or well-known person A rhetorical or open-ended question that generates discussion from the audience A rhetorical or open-ended question that generates discussion from the audience An appropriate joke or humor An appropriate joke or humor A demonstration or dramatic presentation aid A demonstration or dramatic presentation aid A related story or anecdote A related story or anecdote A personal reference, compliment to the audience, or a reference to the occasion of the presentation A personal reference, compliment to the audience, or a reference to the occasion of the presentation 2

14. 13 Ways To Craft an Effective Closing Make conclusion creative and memorable Make conclusion creative and memorable Tie closing to introduction for unity Tie closing to introduction for unity Use transition words to clearly show movement to closing Use transition words to clearly show movement to closing Practice close to deliver smoothly Practice close to deliver smoothly Smile and accept audience’s applause Smile and accept audience’s applause 2

15. 14 TIP Worth Remembering Stories statistics, quotations, and such are critical to effective speaking because they: retain listener interest retain listener interest provide proof and evidence for supporting major points provide proof and evidence for supporting major points provide humor and enlightenment that turn a topic into a stimulating message. provide humor and enlightenment that turn a topic into a stimulating message. Start a file for materials you come across that seem worth remembering. 2

16. 15 Learning Objective 3 Select, design, and use presentation visuals effectively. 3

17. 16 What Are The Advantages of Presentation Visuals? Clarifies and emphasizes important points Increases retention from 14 to 38 percent Reduces time required to present concepts Results in a speaker’s achieving goals 34 percent more often than without visuals Increases group consensus by 21 percent when presentation visuals are used in a meeting 3

18. 17 Name 4 Types of Presentation Visuals Multimedia Uses high-tech equipment to project images and sound from a computer, the Internet, or sound systems Still projection options Projects still (unanimated) image Board and flipchart Enhances group discussion and helps create an informal environment Hard copy Provides detailed information to augment visual aids in a specific section of the presentation 3

19. 18 Using Effective Space Design and Typography Limit amount of text on slide Limit amount of text on slide Use graphic devices to direct attention and separate items Use graphic devices to direct attention and separate items Use appropriate page orientation Use appropriate page orientation Use left alignment of text Use left alignment of text Capitalize first letter of bullets, eliminate periods, avoid abbreviations Capitalize first letter of bullets, eliminate periods, avoid abbreviations 3

20. 19 Ineffective Slide Content: What Does Not Work Analysis Title is not descriptive Too many points on single slide: (1) First item is verbal transition, not related to key idea and (2) final bullet belongs on new slide with tips for using humor Lack of parallel structure and spelling error detract from credibility. Activity 2 3

21. 20 Effective Slide Content: Why It Works Activity 3Analysis Uses descriptive title to capture major idea of slide Omits items unrelated to major idea—value of humor. Includes few memorable points in parallel form Corrects spelling error to maintain credibility 3

22. 21 Analysis Including source note in text detracts from main idea Too much “dead” space below bullet; must include more than one item in a list. Title is not descriptive Engaging Conceptual Slide Design: What Does Not Work Content does not emphasize central idea Activity 4 3

23. 22 Moves source note to less prominent position that adds credibility while keeping focus on major idea Selects images that imply central message; enlarges images for visual appeal and balance Analysis Engaging Conceptual Slide Design: Why It Works Capture central idea In descriptive title Activity 5 3

24. 23 Ways To Design Effective Slide Content Limit the _______ of visuals Limit the _______ of visuals Use engaging text with ___ ____ per slide Use engaging text with ___ ____ per slide Include core ideas for quick ________ and ______________ Include core ideas for quick ________ and ______________ Develop powerful ________ lists Develop powerful ________ lists Use visuals to ________ content Use visuals to ________ content Reflect ______ and ethical responsibility Reflect ______ and ethical responsibility ___________ carefully ___________ carefully number one idea scanning understanding bulleted enliven legal Proofread 3

25. 24 Using the One-Minute Slide: How It Helps  Avoids presentation overload  Leads to concise presentation of the content  Keeps the focus on speaker 3

26. 25 How To Use Text Effectively Choose ___________ fonts that convey _____ Choose ___________ fonts that convey _____ Limit the number of fonts to ____ Limit the number of fonts to ____ Choose _______ fonts that can be easily _____ at a distance Choose _______ fonts that can be easily _____ at a distance Emphasize ________ by changing font face and size Emphasize ________ by changing font face and size interesting mood three sturdy read content 3

27. 26 Basic Typography Rules Pick fonts that can be seen at a distance Pick fonts that can be seen at a distance Use a point size that is easy-to- read Use a point size that is easy-to- read Times New Roman Lucida Handwriting Arial Black Bookman Old Style Times New Roman Lucida Handwriting Arial Black Bookman Old Style 44 pt. 40 pt. 36 pt. 24 pt. 18 pt. 14 pt. 44 pt. 40 pt. 36 pt. 24 pt. 18 pt. 14 pt. 3

28. 27 Choose Appropriate Medium, Background and Text Colors Landscape orientation Electronic presentations Portrait orientation Overhead transparencies Dark background Light text Light background Dark text 3

29. 28 Designing Compelling Audience Handouts Keep the handout simple Keep the handout simple Limit the amount of text on the page Limit the amount of text on the page Use graphics for appeal when possible Use graphics for appeal when possible Make sure handout conveys a positive impression of your company/audience Choose an appealing format that supports the purpose of your presentation 3

30. 29 Preparing Useful Notes Pages Include brief phrases to trigger recall of next point and keep presentation spontaneous Include brief phrases to trigger recall of next point and keep presentation spontaneous Provide more detail where needed Provide more detail where needed ─ Quotes, statistics, punch line of a joke ─ Introduction and summary Prepare neat, easy-to read notes Prepare neat, easy-to read notes ─ Use mixed case letters in readable font ─ Leave plenty of white space and separate ideas using bulleted lists and headings ─ Avoid handwritten changes that will be confusing during the presentation 3

31. 30 Copyright Compliance Commit to learning copyright law and stay aware of changes Commit to learning copyright law and stay aware of changes Assume any pre-existing work is copyrighted and requires permission from owner to use or copy Assume any pre-existing work is copyrighted and requires permission from owner to use or copy Note precautions related to fair use Note precautions related to fair use Acquire library of multimedia content by purchasing royalty-free multimedia content from reputable companies Acquire library of multimedia content by purchasing royalty-free multimedia content from reputable companies 3

32. 31 Learning Objective 4 Deliver speeches with increasing confidence. 4

33. 32 Achieving Good Vocal Quality Breathe properly and relax Breathe properly and relax Listen to yourself Listen to yourself Develop flexibility Develop flexibility Pay attention to articulation Pay attention to articulation 4

34. 33 Vocal Qualities Can Improve Presentation Style Phonation — production and ________ of tone; projection of voice and feelings Phonation — production and ________ of tone; projection of voice and feelings Pitch — highness or lowness of voice; _______ pitch is desired Pitch — highness or lowness of voice; _______ pitch is desired Volume — loudness of tones; need to be easily ______ Volume — loudness of tones; need to be easily ______ Rate — _______ at which the words are spoken; medium rate preferred Rate — _______ at which the words are spoken; medium rate preferred variation variable heard speed 4

35. 34 Types of Delivery Methods Memorized—written first and delivered verbatim Memorized—written first and delivered verbatim Manuscript or scripted—written and read to the audience Manuscript or scripted—written and read to the audience Impromptu—not written at all because speaker does not have prior notice Impromptu—not written at all because speaker does not have prior notice Extemporaneous—planned, prepared, rehearsed but not written in detail Extemporaneous—planned, prepared, rehearsed but not written in detail 4

36. 35 Learning Objective 5 Discuss strategies for presenting in alternate delivery situations such as culturally diverse audiences, team, and distance presentations. 5

37. 36 Speaking to Culturally Diverse Audiences Use simple English and short sentences Use simple English and short sentences Avoid words that trigger emotion Avoid words that trigger emotion Enunciate carefully and speak more slowly Enunciate carefully and speak more slowly Use humor and jokes cautiously Use humor and jokes cautiously Seek feedback to ensure understanding Seek feedback to ensure understanding Consider the culture’s preferences for: Consider the culture’s preferences for: ─ Direct or indirect presentation style ─ Nonverbal communication, greetings, farewells ─ Desired degree of formality and gift giving 5

38. 37 Watch Out! Acronyms Acronyms Slang Slang Figurative expressions Figurative expressions Sports analogies Sports analogies Using Common Expressions Can Pose Problems for International Audiences 5

39. 38 Delivering as a Team Select a winning team Select a winning team Agree on purpose and schedule Agree on purpose and schedule Plan seamless transitions and build natural bridge between sections Plan seamless transitions and build natural bridge between sections Deliver and field questions as a team Deliver and field questions as a team 5

40. 39 Adapting a Presentation for Distance Delivery Be certain presentation is appropriate for distance delivery Be certain presentation is appropriate for distance delivery Establish rapport with participants prior to presentation Establish rapport with participants prior to presentation Gain proficiency in delivering through distance technology Gain proficiency in delivering through distance technology Develop appropriate high-quality graphics Develop appropriate high-quality graphics 5

41. 40 Plan attire carefully, avoiding patterns and bright colors Plan attire carefully, avoiding patterns and bright colors Speak in crisp, conversational tones Speak in crisp, conversational tones Pay close attention to body language Pay close attention to body language Avoid culturally insensitive gestures Avoid culturally insensitive gestures Practice with a colleague to sharpen delivery Practice with a colleague to sharpen delivery And Lastly 5