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Chapter 15

Chapter 15






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    Chapter 15 Chapter 15 Document Transcript

    • Guffey, Business Communication: Process and Product, 5e 111 Chapter 15 Masters © 2006 South-Western/Thomson Chapter 15 SPEAKING WITH CONFIDENCE Preparing an Oral Presentation Identify your purpose. ● Decide what you want your audience to believe, remember, or do when you finish. ● Aim all parts of your talk toward your purpose. Organize the introduction. ● Get the audience involved. ● Capture attention by opening with a promise, story, startling fact, question, quotation, relevant problem, or self- effacing story. ● Establish your credibility by identifying your position, expertise, knowledge, or qualifications. ● Introduce your topic. ● Preview the main points.
    • (cont. on next page)
    • Guffey, Business Communication: Process and Product, 5e 112 Chapter 15 Masters © 2006 South-Western/Thomson Preparing an Oral Presentation (cont.) Organize the body of your presentation. ● Develop two to four main points. Streamline your topic and summarize its principal parts. ● Arrange the points logically: chronologically, from most important to least, by comparison and contrast, or by some other strategy (as discussed on the next transparency). ● Prepare transitions. Use “bridge” statements between major points. (I’ve just discussed three reasons for X; now I want to move to Y.) Use verbal signposts: however, for example, etc. ● Have extra material ready. Be prepared with more information and visuals if needed. Organize the conclusion. ● Review your main points. ● Provide a final focus. Tell how listeners can use this information, why
    • you have spoken, or what you want them to do.
    • Guffey, Business Communication: Process and Product, 5e 113 Chapter 15 Masters © 2006 South-Western/Thomson Methods for Organizing Your Presentation ● Chronology Example: Describe the history of a problem, organized from the first sign of trouble to the present. ● Geography/space Example: Arrange a discussion of the changing demographics of the workforce by regions, such as East Coast, West Coast, and so forth. ● Topic/function/conventional grouping Example: Organize a report discussing mishandled airline baggage by the names of airlines. ● Comparison/contrast (pro/con) Example: Compare organic farming methods with those of modern industrial farming. ● Journalism pattern Example: Explain how identity thieves ruin your good name by discussing who, what, when, where, why, and how. ● Value/size Example: Arrange a report describing fluctuations in housing costs by house value groups (houses that cost $100,000, $200,000, and so forth).
    • Guffey, Business Communication: Process and Product, 5e 114 Chapter 15 Masters © 2006 South-Western/Thomson Methods for Organizing Your Presentation (con’t.) ● Importance Example: Organize from most important to least important the reasons a company should move its headquarters to a specific city. ● Problem/solution Example: Discuss a problem followed by possible solutions. ● Simple/complex Example: Organize a report explaining genetic modification of plants by discussing simple seed production progressing to complex gene introduction. ● Best case/worst case Example: Analyze whether two companies should merge by presenting the best case result (improved market share, profitability, employee morale) opposed to the worse case result (devalued stock, lost market share, employee malaise).
    • Guffey, Business Communication: Process and Product, 5e 115 Chapter 15 Masters © 2006 South-Western/Thomson Designing and Using Graphics Select the medium carefully.* ● Consider the size of audience and degree of formality desired. ● Consider cost, ease of preparation, and potential effectiveness. Highlight main ideas. ● Focus on major concepts only. ● Avoid overkill. Showing too many graphics reduces their effectiveness. ● Keep all visuals simple. Ensure visibility . ● Use large type for slides and transparencies. ● Position the screen high enough to be seen. ● Be sure all audience members can see. Enhance comprehension. ● Give the audience a moment to study a visual before discussing it. ● Paraphrase its verbal message; don’t read it. Practice using your visual aids. ● Rehearse your talk, perfecting your handling of the visual aids. ● Talk to the audience and not to the visual. *Transparency acetate available.
    • Guffey, Business Communication: Process and Product, 5e 116 Chapter 15 Masters © 2006 South-Western/Thomson Improving Telephone and Voice Mail Skills Making Calls ● Plan a mini agenda. ● Use a three-point introduction: 1. Your name 2. Your affiliation 3. A brief explanation of why you are calling ● Be cheerful and accurate. ● Bring it to a close. ● Avoid telephone tag. ● Leave complete voice-mail messages. Receiving Calls ● Identify yourself immediately. ● Be responsive and helpful. ● Be cautious when answering calls for others. ● Take messages carefully. ● Explain when transferring calls.
    • Guffey, Business Communication: Process and Product, 5e 117 Chapter 15 Masters © 2006 South-Western/Thomson Making Effective Conference Calls As the conference leader: ● Choose good equipment. ● Select who should be invited to attend. ● Establish a clear list of desired outcomes. ● Create and distribute an agenda. ● Greet participants as they check in. ● Encourage silent members to participate. ● Poll each member as decisions are reached. ● Acknowledge issues that cannot be resolved. ● Review conclusions and assignments. ● Send out “to do” list with deadlines and designees. ● Request feedback on how to improve future calls. As a conference participant:
    • ● Compensate for the shortcomings of the medium by weighing carefully what you say. ● Listen with concentration and focus. ● Place your call in a quiet room to minimize the interference of background noise. ● Identify yourself each time you speak. ● Remember that communication is two-way and that this medium requires extra effort.