Business Communications and Presentations Skills Shuddhasheel Majumdar Certified Trainer, India
Agenda <ul><li>Introduction </li></ul><ul><li>Pet Peeves </li></ul><ul><li>Business Communication Model </li></ul><ul><li>...
Generally, people retain <ul><li>10% of what they READ </li></ul><ul><li>20% of what they HEAR </li></ul><ul><li>30% of wh...
Business Communication Goals <ul><li>Receiver Understanding </li></ul><ul><li>Receiver Response </li></ul><ul><li>Favorabl...
Parts of a presentation <ul><li>Introduction </li></ul><ul><li>Body </li></ul><ul><li>Conclusion </li></ul><ul><li>Questio...
Guidelines for Effective Introductions <ul><li>Always prepare your opening </li></ul><ul><li>Tell people what the presenta...
Guidelines for Effective Closings <ul><li>Always prepare a closing </li></ul><ul><li>Always restate the main point, and, p...
Feedback Trans. 15-4 Sender Encoding the message  Message Decoding the message  Noise Receiver Business Communication Proc...
Communication Barriers/Noise <ul><li>Word choice </li></ul><ul><ul><li>too difficult, too technical, etc. </li></ul></ul><...
Communication Barriers/Noise <ul><li>Inferences  </li></ul><ul><li>Pace of the delivery </li></ul><ul><ul><li>Speaking too...
Handouts <ul><li>When to use and distribute handouts </li></ul><ul><ul><li>@ beginning if audience needs them during prese...
10 common presentation mistakes  (and suggestions for avoiding them) <ul><li>#1   Accepting an inappropriate invitation </...
What you should know about your  audience <ul><li>How large is the audience? </li></ul><ul><li>What are the audience membe...
10 common presentation mistakes  (and suggestions for avoiding them) <ul><li>#3   Procrastinating, then punting . </li></u...
10 common presentation mistakes  (and suggestions for avoiding them) <ul><li>#5   Assuming all projectors are the same. </...
10 common presentation mistakes ( and suggestions for avoiding them) <ul><li>#7   Backing up to the wrong media </li></ul>...
10 common presentation mistakes  (and suggestions for avoiding them) <ul><li>#9   Relying on the World Wide Web live Web c...
<ul><li>Always use a title slide.  Put it up about five minutes before your presentation begins.  </li></ul><ul><li>The pr...
<ul><li>Sales are down! </li></ul><ul><li>We are going to have to down size. </li></ul>Sample Slide
Tips on PowerPoint Presentations <ul><li>Keep the presentation look simple.  You don’t want to distract from the content o...
Same slide <ul><li>Keep it simple.  You don’t want to distract from the content of the slide. </li></ul><ul><li>Be consist...
Tips on PowerPoint Presentations <ul><li>Clip art should match your audience.  </li></ul><ul><li>Art should match a key wo...
<ul><li>One of the significant advantages of using presentation software packages is that you have access to color.  Use i...
<ul><li>One of the significant advantages of using presentation software packages is that you have access to color.  Use i...
<ul><li>One of the significant advantages of using presentation software packages is that you have access to color.  Use i...
<ul><li>Limit your bullet points to three or four items. </li></ul><ul><li>Try to have no more than 24 words on any one sl...
<ul><li>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...
<ul><li>Fonts are like colors ,  just because you have a lot of them to choose from you don’t have  to use them all!  No m...
<ul><li>It is important to explain how to read your chart or graph as soon as you put it on the screen. </li></ul><ul><li>...
Tips on PowerPoint Presentations <ul><li>Have a final slide that lets the audience know that the presentation is over. </l...
Thank You !!! Thanks for your attention!
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Business Communication And Presentation Skills

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  • Business Communication And Presentation Skills

    1. 1. Business Communications and Presentations Skills Shuddhasheel Majumdar Certified Trainer, India
    2. 2. Agenda <ul><li>Introduction </li></ul><ul><li>Pet Peeves </li></ul><ul><li>Business Communication Model </li></ul><ul><li>Handouts </li></ul><ul><li>10 Common Presentation Mistakes </li></ul><ul><li>PowerPoint Presentation Tips </li></ul><ul><li>Questions </li></ul><ul><li>Conclusion </li></ul>
    3. 3. Generally, people retain <ul><li>10% of what they READ </li></ul><ul><li>20% of what they HEAR </li></ul><ul><li>30% of what they SEE </li></ul><ul><li>50% of what they SEE and HEAR </li></ul><ul><li>70% of what they SAY </li></ul><ul><li>90% of what they SAY and DO </li></ul>
    4. 4. Business Communication Goals <ul><li>Receiver Understanding </li></ul><ul><li>Receiver Response </li></ul><ul><li>Favorable Relationship </li></ul><ul><li>Organizational Goodwill </li></ul>Sender is responsible for these goals.
    5. 5. Parts of a presentation <ul><li>Introduction </li></ul><ul><li>Body </li></ul><ul><li>Conclusion </li></ul><ul><li>Questions </li></ul>Say what you are going to say, say it, then say what you have just said.
    6. 6. Guidelines for Effective Introductions <ul><li>Always prepare your opening </li></ul><ul><li>Tell people what the presentation is about </li></ul><ul><li>Keep the opening short and simple </li></ul><ul><li>Only use anecdotes that are relevant </li></ul><ul><li>Use caution with personal experiences </li></ul><ul><li>Stay away from inappropriate humor </li></ul>
    7. 7. Guidelines for Effective Closings <ul><li>Always prepare a closing </li></ul><ul><li>Always restate the main point, and, perhaps, the key supporting points </li></ul><ul><li>Say clearly what happens next </li></ul><ul><li>If appropriate, make a call to action </li></ul><ul><li>Thank the audience </li></ul>
    8. 8. Feedback Trans. 15-4 Sender Encoding the message Message Decoding the message Noise Receiver Business Communication Process
    9. 9. Communication Barriers/Noise <ul><li>Word choice </li></ul><ul><ul><li>too difficult, too technical, etc. </li></ul></ul><ul><ul><li>overused words such as, “good”, “excellent value”, etc. </li></ul></ul><ul><li>Connotations VS Denotations </li></ul>Examples Sender Denotes Receiver Connotes <ul><ul><li>“ Cheap” inexpensive poorly made </li></ul></ul><ul><ul><li>“ Flexible” offers choice no standard </li></ul></ul><ul><ul><li>“ Compromise” adjust give in </li></ul></ul>
    10. 10. Communication Barriers/Noise <ul><li>Inferences </li></ul><ul><li>Pace of the delivery </li></ul><ul><ul><li>Speaking too fast or too slow </li></ul></ul><ul><li>Poor grammar, spelling, etc. </li></ul><ul><li>Appearance and performance of the presenter </li></ul><ul><li>Use of gender bias terms or stereotypical terms </li></ul><ul><li>Positive VS Negative terms </li></ul><ul><ul><li>We have a full year warranty. VS Warranty is only for the first year. </li></ul></ul>
    11. 11. Handouts <ul><li>When to use and distribute handouts </li></ul><ul><ul><li>@ beginning if audience needs them during presentation </li></ul></ul><ul><ul><li>during presentation, have someone else hand them out </li></ul></ul><ul><ul><li>at end if possible </li></ul></ul><ul><li>Running handouts two, three or six to a page </li></ul>
    12. 12. 10 common presentation mistakes (and suggestions for avoiding them) <ul><li>#1 Accepting an inappropriate invitation </li></ul><ul><ul><li>personally decline, retain opportunity for company </li></ul></ul><ul><li>#2 Neglecting to research the audience </li></ul><ul><ul><li>take the time to find out who you are talking to </li></ul></ul>
    13. 13. What you should know about your audience <ul><li>How large is the audience? </li></ul><ul><li>What are the audience members’ relevant characteristics? </li></ul><ul><li>Why are people attending? </li></ul><ul><li>What are the audience’s specific needs, interests, and concerns? </li></ul><ul><li>How much do people already know? </li></ul><ul><li>How are people likely to respond to your message? </li></ul>
    14. 14. 10 common presentation mistakes (and suggestions for avoiding them) <ul><li>#3 Procrastinating, then punting . </li></ul><ul><ul><li>Do not try to organize your talk and create your slides simultaneously. </li></ul></ul><ul><li>#4 Getting a late start . </li></ul><ul><ul><li>Always plan to arrive early for your presentation. </li></ul></ul>
    15. 15. 10 common presentation mistakes (and suggestions for avoiding them) <ul><li>#5 Assuming all projectors are the same. </li></ul><ul><ul><li>Be sure you know the equipment or bring your own. </li></ul></ul><ul><li>#6 Failing to heed Murphy’s Law </li></ul><ul><ul><li>Always assume the equipment will NOT work. </li></ul></ul>
    16. 16. 10 common presentation mistakes ( and suggestions for avoiding them) <ul><li>#7 Backing up to the wrong media </li></ul><ul><ul><li>Check your back-up media before leaving for your presentation. </li></ul></ul><ul><li>#8 Telling tasteless or offensive jokes </li></ul><ul><ul><li>A greater awareness of your audience can determine if they will find your sense of humor funny or offensive. </li></ul></ul>
    17. 17. 10 common presentation mistakes (and suggestions for avoiding them) <ul><li>#9 Relying on the World Wide Web live Web connection </li></ul><ul><ul><li>Create a copy on your hard drive. </li></ul></ul><ul><li>#10 Having too little to say </li></ul><ul><ul><li>Be prepared! </li></ul></ul>
    18. 18. <ul><li>Always use a title slide. Put it up about five minutes before your presentation begins. </li></ul><ul><li>The presentation should set the tone of the message. </li></ul><ul><ul><li>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. </li></ul></ul>Tips on PowerPoint Presentations
    19. 19. <ul><li>Sales are down! </li></ul><ul><li>We are going to have to down size. </li></ul>Sample Slide
    20. 20. Tips on PowerPoint Presentations <ul><li>Keep the presentation look simple. You don’t want to distract from the content of the slide/presentation. </li></ul><ul><li>Keep a consistent look from slide to slide. </li></ul><ul><li>Create high contrast between the background and the text. </li></ul><ul><li>Consider creating a company specific background for sales presentations. </li></ul>
    21. 21. Same slide <ul><li>Keep it simple. You don’t want to distract from the content of the slide. </li></ul><ul><li>Be consistent from slide to slide . </li></ul><ul><li>Create high contrast between the background and the text. </li></ul><ul><li>Consider creating a company specific background for sales presentations. </li></ul>
    22. 22. Tips on PowerPoint Presentations <ul><li>Clip art should match your audience. </li></ul><ul><li>Art should match a key word or phase in the slide. </li></ul><ul><li>When using art, keep the images balanced on the page. Use the rule of thirds. </li></ul><ul><li>Use art judiciously. </li></ul><ul><li>All of the rules apply to sound (even more so!). </li></ul>
    23. 23. <ul><li>One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously. </li></ul><ul><ul><li>Keep it simple and consistent. </li></ul></ul><ul><ul><li>Use no more than five colors for charts or graphs. </li></ul></ul><ul><ul><li>Choose no more than two colors for text. </li></ul></ul><ul><ul><li>Be careful with the use of red because the eye will naturally go there first. </li></ul></ul>Tips on PowerPoint Presentations
    24. 24. <ul><li>One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.(cont) </li></ul><ul><ul><li>Use complimentary colors together. </li></ul></ul><ul><ul><li>Never use red and green together unless you want your audience to think of Christmas! </li></ul></ul>Tips on PowerPoint Presentations
    25. 25. <ul><li>One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously. </li></ul><ul><ul><li>Keep it simple and consistent. </li></ul></ul><ul><ul><li>Use no more than five colors for charts or graphs. </li></ul></ul><ul><ul><li>Choose no more than two colors for text. </li></ul></ul><ul><ul><li>Be careful with the use of red because the eye will naturally go there first. </li></ul></ul>Same slide
    26. 26. <ul><li>Limit your bullet points to three or four items. </li></ul><ul><li>Try to have no more than 24 words on any one slide. </li></ul><ul><li>Be careful when using abbreviations, acronyms, and special phases on your slides. Explain them quickly or you lose your audience. </li></ul>Tips on PowerPoint Presentations
    27. 27. <ul><li>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. </li></ul><ul><li>Be consistent from slide to slide. </li></ul><ul><li>Don’t overdo the use of italics, bolding and shadows and like e-mail, do NOT use all caps. </li></ul>Tips on PowerPoint Presentations
    28. 28. <ul><li>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. </li></ul><ul><li>Be consistent from slide to slide . </li></ul><ul><li>Don’t overdo the use of italics , bolding and shadows and like email, DO NOT USE ALL CAPS. </li></ul>Same slide
    29. 29. <ul><li>It is important to explain how to read your chart or graph as soon as you put it on the screen. </li></ul><ul><li>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. </li></ul>Tips on PowerPoint Presentations
    30. 30. Tips on PowerPoint Presentations <ul><li>Have a final slide that lets the audience know that the presentation is over. </li></ul>
    31. 31. Thank You !!! Thanks for your attention!
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