Presentation.pptx

Copyright © 2021 Cengage Learning Canada
PowerPoint® Slides to Accompany
Prepared by
Laurie Skuba Jackson, PhD
Camosun College

Chapter 14
Business Presentations

Learning Objectives
• Recognize various types of business
presentations.
• Organize your business presentation, build
audience rapport, and understand visual aids.
• Create an impressive, error-free multimedia
presentation.
• Discuss delivery techniques.
• Organize presentations for intercultural
audiences and in teams.
• Improve telephone skills.

Chapter Topics
Presentation
types
Organizing
the
presentation
Multi-media
presentation
Delivery &
follow up
Special
presentations
Telephone
skills

Creating Effective
Presentations
• Business people are often called upon to
make presentations.
• You may have apprehension about public
speaking; you are not alone!
• Good speakers are made, not born.
• You can conquer your fear and hone your
skills with instruction and practice.

Speaking Skills and Your Career
• How much you enjoy and how effective
you are at public speaking are the
number one predictors of success and
upward mobility.
• Canadian employers rank speaking
skills as one of their top five important
soft skills.

Types of Business
Presentations

Know Your Purpose
• Analyze your audience, anticipate its
reaction, and adjust to its needs.
• Decide what you want your audience to
believe, remember, or do when you finish.
• Aim all parts of your talk toward your
purpose.

Know Your Audience
• How will this topic appeal to this audience?
• How can I relate this information to my
listeners’ needs?
• How can I earn respect so that they accept
my message?
• What would be most effective in making my
point?
• What must I do to ensure the audience
remembers my main points?

Organizing Content
Good organization and repetition are two
keys to audience comprehension and
retention.
Step 1: Tell them what you are going to
tell them.
Step 2: Tell them.
Step 3: Tell them what you have told
them.

Introduction
• Capture attention with a promise, story,
startling fact, question, quotation, or
problem.
• Establish your credibility by identifying
your position, expertise, knowledge, or
qualifications.
• Preview your main points, perhaps with a
visual aid.

Attention Techniques
• Promise
• Drama
• Eye contact
• Movement
• Questions
• Demonstrations
• Samples/props
• Visuals
• Dress
• Current
events/statistics
• Quotations
• Self-interest

Establishing Credibility
• Describe your position, education, or
experience.
• What qualifies you to speak on the topic?
• Dress, self-confidence, and eye contact
also build credibility.
• Reveal something about yourself that
audience can identify with.

Organizing the Body
• Develop two to four main points.
• Streamline your topic and summarize its
principal parts.
• Arrange the points logically (e.g.,
chronologically or from most important to
least), by comparison and contrast, or by
some other strategy.
• Have extra material ready; be prepared
with more information and visuals if
needed.

Ways to Organize
• Chronology
• Geography/space
• Topic/function
• Comparison
• Journalistic pattern
–Five Ws and an
H
• Value/size
• Importance
• Problem/solution
• Simple/complex
• Best case/worst
case

Conclusion
• Summarize main themes.
• Leave the audience with a specific and
noteworthy take-away.
• Include a statement that allows you to
leave the podium gracefully.

Establishing Audience Rapport
• Analogy: Downsizing is comparable to a
gardener’s regimen of pruning and
trimming.
• Simile: She is as happy as someone who
just won the lottery.
• Metaphor: My desk is a garbage dump.
• Personal anecdote: I always worried
about my pets while I…

Effective Imagery
• Personalized statistics: One typical meal
at a fast-food restaurant contains all the
calories you need for an entire day.
• Worst- and best-case scenarios: If we
don’t back up now, a crash could wipe
out all customer data. Or If we fix the
system now, we can expand our
customer files and also increase sales.

Verbal Signposts
• Previewing: Next I’m going to discuss...
• Summarizing: Let me review the major
problems I have presented…
• Switching directions: Up to this point, I
have talked only about…. Now let’s look
at…. Those are all good reasons to
support the proposal. But let’s also
consider the negatives.

Nonverbal Messages
• Look terrific!
• Animate your body.
• Punctuate your words.
• Get out from behind the lectern.
• Vary your facial expression.

Visual Aids
• Emphasize and clarify main points,
improving comprehension and retention
• Increase audience interest and your
professionalism
• Are better for illustrating and emphasizing
the message than words alone
• Serve to jog the memory of the speaker,
improving self-confidence, poise, and
delivery

Types of Visual Aids
• Multimedia slides (e.g. PowerPoint)
• Handouts
• Zoom presentations (e.g. Prezi)
©
productschool/unsplash.com

Applying the 3-x-3 Process
• Analyze the situation and purpose.
• Adjust the slide design to the audience.
• Adapt text and colour.
• Use images and illustrations.

Using Images

Organizing the Presentation
• Translate major headings from the outline
into slide titles.
• Build bullet points using short phrases.
• Create slides with visual elements.
• Start with an overview slide.
• End with a summary slide.

Designing Effective Slides
• Use no more than six bullets per slide and
six words per bullet.
• Use uppercase and lowercase text to
make it easier to read.
• Use phrases rather than sentences.
• Use a simple, sans-serif typeface.
• Use minimum 32-point type.

Reviewing and Revising
• Have you proofread to find spelling,
grammar, punctuation, and other errors?
• Is your message visually appealing?
• Have you tested your presentation on the
equipment and in the room?
• Do the colours work in this setting?
• Are the font styles and sizes readable from
the back of the room?

Preparing and Anticipating
• Prepare and practise!
• Allow time to test equipment.
• Ensure links are working.
• Anticipate problems—bring a backup.
• You are the main attraction; don’t allow
visuals to take over presentation.

Polishing Delivery
• Avoid memorizing your presentation.
• Don’t read your notes.
• Deliver by speaking naturally.
• Know when notes are appropriate.
• Familiarize yourself with online software
functions.

Before Your Presentation
• Prepare thoroughly.
• Rehearse repeatedly.
• Time yourself.
• Dress professionally.
• Check the room and equipment.
• Greet members of the audience.
• Practise stress reduction.

Avoiding Stage Fright
• Breathe deeply.
• Convert your fear into enthusiasm.
• Know your topic and come prepared.
• Use positive self-talk.
• Take a sip of water.
• Shift the focus from you to your visuals.
• Ignore any stumbles.
• Feel proud when you finish.

During the Presentation
• Present your first sentence from memory.
• Maintain eye contact.
• Control voice and vocabulary.
• Use a microphone.
• Show enthusiasm.
• Never apologize!

During the Presentation
(cont’d)
• Slow down and know when to pause.
• Move naturally.
• Control visuals with clickers, pointers, and
blank screens.
• Avoid digressions.
• Summarize your main points and arrive
at the high point of your talk.

After Your Presentation
• Distribute handouts.
• Encourage questions but keep control.
• Repeat questions.
• Reinforce your main points.
• Avoid Yes, but answers.
• End with a summary and appreciation.

Adapting to Intercultural
Audiences
• Speak slowly in simple English.
• Avoid jargon and clichés
• Be aware of different values and
nonverbal behaviours.
• Use an indirect approach.
• Consider language and pace.
• Plan appropriate organization.
• Remember teh difference in formality.

Adjusting Visual Aids
• Ask whether you can present in English or
whether you need an interpreter.
• Some listeners are too polite or too proud to
speak up when they don’t understand.
• Experts advise explaining important concepts
in different ways and staying closer to the
literal meanings of words on slides.
• Provide handouts to ensure clarity and show
courtesy.

Presenting in Teams
• Establish basic ground rules from the
beginning.
• Name a leader, recorder, and evaluator.
• Decide how decisions will be made.
• Decide how to deal with members not
carrying their share of the load.
• Make meetings a priority.
• Use tools such as Google Drive.

Planning the Team Presentation
• Keep a record of all discussions.
• Establish purpose for the presentation.
• Identify main issues involved.
• Decide delivery mode, parts, length, and
graphics.
• Profile the audience.
• Develop a work plan.
• Detail each member’s responsibilities.

Collecting Information
• Brainstorm for ideas.
• Assign topics and responsibilities.
• Establish deadlines and remain on
schedule.
• Ensure the accuracy of the information.
• Be sure to document all sources.

Organizing, Writing, Revising
• Compose a first draft with team members
writing separate segments.
• Use the same version of the presentation
graphics and template.
• Use tools like Google Drive.
• Make logical connections between
segments by using transitions.

Editing, Rehearsing, Evaluating
• Merge all files, run a spell-checker, and
ensure consistency.
• Practise together several times.
• Practise in the room in which you will present,
or similar one.
• Video record and time the rehearsal.
• Schedule a dress rehearsal with an audience.
• Practise fielding questions.

Professional Telephone Calls
• Plan a mini-agenda.
• Use a three-point introduction:
1. Name of the person you are
calling
2. Your name and affiliation
3. A brief explanation of why you are
calling

Professional Telephone
Calls (cont’d)
• Be brisk if you are rushed.
• Be cheerful and accurate.
• Be professional and courteous.
• Bring the call to a close.
• Avoid telephone tag.
• Leave complete voice mail messages.

Receiving Calls Professionally
• Identify yourself immediately.
• Be responsive and helpful.
• Practise telephone confidentiality.
• Take messages carefully.
• Leave the line respectfully.

Using Smartphones
• Be courteous to those around you.
• Observe wireless-free quiet areas.
• Speak in low, conversational tones.
• Take only urgent calls.
• Drive now, talk later.
• Choose a professional ringtone.
• Text with caution.

Receiving Voice Mail
• Don’t overuse it to avoid answering.
• Prepare a professional, concise, friendly
greeting.
• Respond to messages promptly.
• Plan for vacations and other extended
absences.

Calling to Voice Mail
• Be prepared to leave a message.
• Leave a concise, thorough message.
• Mention the date and time you called.
• Always leave a complete phone
number.
• Speak slowly and be articulate.
• Be careful with confidential information.

Summary of Learning Objectives
You should now be able to…
• Recognize various types of business
presentations.
• Organize your business presentation, build
audience rapport, and understand visual aids.
• Create an impressive, error-free multimedia
presentation.
• Discuss delivery techniques.
• Organize presentations for intercultural
audiences and in teams.
• Improve telephone skills.

Presentation.pptx

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