The document discusses business communication and presentation skills. It covers topics like the business communication model, common presentation mistakes to avoid, tips for effective introductions and conclusions, and guidelines for PowerPoint presentations. Some key points include that people retain information best when they see and hear it, the parts of a presentation are introduction, body and conclusion, and PowerPoint tips include keeping designs simple, using color judiciously, and limiting bullet points.

1. Business Communications and Presentations Skills

2. Today’s Agenda Introduction Business Communication Model Handouts 10 Common Presentation Mistakes PowerPoint Presentation Tips Questions Conclusion

3. 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

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

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

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

7. 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

8. 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

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

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

11. 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.

12. 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

13. 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

14. 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?

15. 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.

16. 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.

17. 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.

18. 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!

19. 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

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

21. 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.

22. 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.

23. 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!).

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

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

32. Questions? asst. Director in MBA COLLEGE www.winplusplusacademy.com

33. Presentation Pet Peeves

34. Final slide. Presentation is over. Thanks for your attention! Have a good Sunday!!