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

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

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

4. 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

5. 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

6. 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

7. 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

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

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

10. 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

11. Presenting Visual Aids
Prevent distractions
Practice using visual aids
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Face the audience when using visual aids in a presentation.
13.2 Visual Aids in Presentations

12. Reading Onscreen
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

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

14. Meeting Documents
Agendas
Minutes
13.3 Effective Meetings

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

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

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

18. 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

19. 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