Business Communications and Presentations Skills Shuddhasheel Majumdar Certified Trainer, India

Agenda Introduction Pet Peeves Business Communication Model Handouts 10 Common Presentation Mistakes PowerPoint Presentation Tips Questions Conclusion

Introduction

Pet Peeves

Business Communication Model

Handouts

10 Common Presentation Mistakes

PowerPoint Presentation Tips

Questions

Conclusion

Generally, people retain 10% of what they READ 20% of what they HEAR 30% of what they SEE 50% of what they SEE and HEAR 70% of what they SAY 90% of what they SAY and DO

10% of what they READ

20% of what they HEAR

30% of what they SEE

50% of what they SEE and HEAR

70% of what they SAY

90% of what they SAY and DO

Business Communication Goals Receiver Understanding Receiver Response Favorable Relationship Organizational Goodwill Sender is responsible for these goals.

Receiver Understanding

Receiver Response

Favorable Relationship

Organizational Goodwill

Parts of a presentation Introduction Body Conclusion Questions Say what you are going to say, say it, then say what you have just said.

Introduction

Body

Conclusion

Questions

Guidelines for Effective Introductions Always prepare your opening Tell people what the presentation is about Keep the opening short and simple Only use anecdotes that are relevant Use caution with personal experiences Stay away from inappropriate humor

Always prepare your opening

Tell people what the presentation is about

Keep the opening short and simple

Only use anecdotes that are relevant

Use caution with personal experiences

Stay away from inappropriate humor

Guidelines for Effective Closings Always prepare a closing Always restate the main point, and, perhaps, the key supporting points Say clearly what happens next If appropriate, make a call to action Thank the audience

Always prepare a closing

Always restate the main point, and, perhaps, the key supporting points

Say clearly what happens next

If appropriate, make a call to action

Thank the audience

Feedback Trans. 15-4 Sender Encoding the message Message Decoding the message Noise Receiver Business Communication Process

Communication Barriers/Noise Word choice too difficult, too technical, etc. overused words such as, “good”, “excellent value”, etc. Connotations VS Denotations Examples Sender Denotes Receiver Connotes “ Cheap” inexpensive poorly made “ Flexible” offers choice no standard “ Compromise” adjust give in

Word choice

too difficult, too technical, etc.

overused words such as, “good”, “excellent value”, etc.

Connotations VS Denotations

“ Cheap” inexpensive poorly made

“ Flexible” offers choice no standard

“ Compromise” adjust give in

Communication Barriers/Noise Inferences Pace of the delivery Speaking too fast or too slow Poor grammar, spelling, etc. Appearance and performance of the presenter Use of gender bias terms or stereotypical terms Positive VS Negative terms We have a full year warranty. VS Warranty is only for the first year.

Inferences

Pace of the delivery

Speaking too fast or too slow

Poor grammar, spelling, etc.

Appearance and performance of the presenter

Use of gender bias terms or stereotypical terms

Positive VS Negative terms

We have a full year warranty. VS Warranty is only for the first year.

Handouts When to use and distribute handouts @ beginning if audience needs them during presentation during presentation, have someone else hand them out at end if possible Running handouts two, three or six to a page

When to use and distribute handouts

@ beginning if audience needs them during presentation

during presentation, have someone else hand them out

at end if possible

Running handouts two, three or six to a page

10 common presentation mistakes (and suggestions for avoiding them) #1 Accepting an inappropriate invitation personally decline, retain opportunity for company #2 Neglecting to research the audience take the time to find out who you are talking to

#1 Accepting an inappropriate invitation

personally decline, retain opportunity for company

#2 Neglecting to research the audience

take the time to find out who you are talking to

What you should know about your audience How large is the audience? What are the audience members’ relevant characteristics? Why are people attending? What are the audience’s specific needs, interests, and concerns? How much do people already know? How are people likely to respond to your message?

How large is the audience?

What are the audience members’ relevant characteristics?

Why are people attending?

What are the audience’s specific needs, interests, and concerns?

How much do people already know?

How are people likely to respond to your message?

10 common presentation mistakes (and suggestions for avoiding them) #3 Procrastinating, then punting . Do not try to organize your talk and create your slides simultaneously. #4 Getting a late start . Always plan to arrive early for your presentation.

#3 Procrastinating, then punting .

Do not try to organize your talk and create your slides simultaneously.

#4 Getting a late start .

Always plan to arrive early for your presentation.

10 common presentation mistakes (and suggestions for avoiding them) #5 Assuming all projectors are the same. Be sure you know the equipment or bring your own. #6 Failing to heed Murphy’s Law Always assume the equipment will NOT work.

#5 Assuming all projectors are the same.

Be sure you know the equipment or bring your own.

#6 Failing to heed Murphy’s Law

Always assume the equipment will NOT work.

10 common presentation mistakes ( and suggestions for avoiding them) #7 Backing up to the wrong media Check your back-up media before leaving for your presentation. #8 Telling tasteless or offensive jokes A greater awareness of your audience can determine if they will find your sense of humor funny or offensive.

#7 Backing up to the wrong media

Check your back-up media before leaving for your presentation.

#8 Telling tasteless or offensive jokes

A greater awareness of your audience can determine if they will find your sense of humor funny or offensive.

10 common presentation mistakes (and suggestions for avoiding them) #9 Relying on the World Wide Web live Web connection Create a copy on your hard drive. #10 Having too little to say Be prepared!

#9 Relying on the World Wide Web live Web connection

Create a copy on your hard drive.

#10 Having too little to say

Be prepared!

Always use a title slide. Put it up about five minutes before your presentation begins. The presentation should set the tone of the message. If you are sharing good news, your presentation can use a lot of fun art, audio and video. If you have bad news, stick to the points. Tips on PowerPoint Presentations

Always use a title slide. Put it up about five minutes before your presentation begins.

The presentation should set the tone of the message.

If you are sharing good news, your presentation can use a lot of fun art, audio and video. If you have bad news, stick to the points.

Sales are down! We are going to have to down size. Sample Slide

Sales are down!

We are going to have to down size.

Tips on PowerPoint Presentations Keep the presentation look simple. You don’t want to distract from the content of the slide/presentation. Keep a consistent look from slide to slide. Create high contrast between the background and the text. Consider creating a company specific background for sales presentations.

Keep the presentation look simple. You don’t want to distract from the content of the slide/presentation.

Keep a consistent look from slide to slide.

Create high contrast between the background and the text.

Consider creating a company specific background for sales presentations.

Same slide Keep it simple. You don’t want to distract from the content of the slide. Be consistent from slide to slide . Create high contrast between the background and the text. Consider creating a company specific background for sales presentations.

Keep it simple. You don’t want to distract from the content of the slide.

Be consistent from slide to slide .

Create high contrast between the background and the text.

Consider creating a company specific background for sales presentations.

Tips on PowerPoint Presentations Clip art should match your audience. Art should match a key word or phase in the slide. When using art, keep the images balanced on the page. Use the rule of thirds. Use art judiciously. All of the rules apply to sound (even more so!).

Clip art should match your audience.

Art should match a key word or phase in the slide.

When using art, keep the images balanced on the page. Use the rule of thirds.

Use art judiciously.

All of the rules apply to sound (even more so!).

One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously. Keep it simple and consistent. Use no more than five colors for charts or graphs. Choose no more than two colors for text. Be careful with the use of red because the eye will naturally go there first. Tips on PowerPoint Presentations

One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.

Keep it simple and consistent.

Use no more than five colors for charts or graphs.

Choose no more than two colors for text.

Be careful with the use of red because the eye will naturally go there first.

One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.(cont) Use complimentary colors together. Never use red and green together unless you want your audience to think of Christmas! Tips on PowerPoint Presentations

One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.(cont)

Use complimentary colors together.

Never use red and green together unless you want your audience to think of Christmas!

One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously. Keep it simple and consistent. Use no more than five colors for charts or graphs. Choose no more than two colors for text. Be careful with the use of red because the eye will naturally go there first. Same slide

One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.

Keep it simple and consistent.

Use no more than five colors for charts or graphs.

Choose no more than two colors for text.

Be careful with the use of red because the eye will naturally go there first.

Limit your bullet points to three or four items. Try to have no more than 24 words on any one slide. Be careful when using abbreviations, acronyms, and special phases on your slides. Explain them quickly or you lose your audience. Tips on PowerPoint Presentations

Limit your bullet points to three or four items.

Try to have no more than 24 words on any one slide.

Be careful when using abbreviations, acronyms, and special phases on your slides. Explain them quickly or you lose your audience.

Fonts are like colors, just because you have a lot of them to choose from you don’t have to use them all! No more than two or three per slide. Be consistent from slide to slide. Don’t overdo the use of italics, bolding and shadows and like e-mail, do NOT use all caps. Tips on PowerPoint Presentations

Fonts are like colors, just because you have a lot of them to choose from you don’t have to use them all! No more than two or three per slide.

Be consistent from slide to slide.

Don’t overdo the use of italics, bolding and shadows and like e-mail, do NOT use all caps.

Fonts are like colors , just because you have a lot of them to choose from you don’t have to use them all! No more than two or three per slide. Be consistent from slide to slide . Don’t overdo the use of italics , bolding and shadows and like email, DO NOT USE ALL CAPS. Same slide

Fonts are like colors , just because you have a lot of them to choose from you don’t have to use them all! No more than two or three per slide.

Be consistent from slide to slide .

Don’t overdo the use of italics , bolding and shadows and like email, DO NOT USE ALL CAPS.

It is important to explain how to read your chart or graph as soon as you put it on the screen. Do not say anything important within ten seconds of putting up a chart. People won’t be listening, they’re too busy figuring out the chart. Tips on PowerPoint Presentations

It is important to explain how to read your chart or graph as soon as you put it on the screen.

Do not say anything important within ten seconds of putting up a chart. People won’t be listening, they’re too busy figuring out the chart.

Tips on PowerPoint Presentations Have a final slide that lets the audience know that the presentation is over.

Have a final slide that lets the audience know that the presentation is over.

Thank You !!! Thanks for your attention!