Chapter 12 slides duane

© 2007 Thomson South-Western
Instructor Only Version
CHAPTER 12CHAPTER 12
Making
Effective and
Professional Oral
Presentations

Chapter 12, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 7e
Identify
your
purpose
Understand
your
audience
Organize
the
conclusion
Organize
the
body
Organize
the
introduction
Getting ReadyGetting Ready
for an Oralfor an Oral
PresentationPresentation

 Identify Your PurposeIdentify Your Purpose
 What do you want
your audience to
believe, remember,
or do when you
finish?
 Aim all parts of your
talk toward your
purpose.

 Understand Your AudienceUnderstand Your Audience
 Friendly, neutral, uninterested,
hostile?
 How to gain credibility?
 How to relate this information to
their needs?
 How to make them remember your
main points?

Succeeding WithSucceeding With
Four Audience TypesFour Audience Types
 Friendly
 Neutral
 Uninterested
 Hostile
Click icon for more details. Adobe Acrobat
7.0 Document

 Organize the IntroductionOrganize the Introduction
 Capture listeners’ attention and
get them involved.

 A Promise
“By the end of my talk,
you will . . . .”
 Drama—tell a moving
story; describe a problem.
 Eye contact—command
attention by making eye
contact with as many
people as possible.
Ten Techniques for GettingTen Techniques for Getting
Your Audience’s AttentionYour Audience’s Attention

 Movement—leave the lectern area. Move
toward the audience.
 Questions—ask for a show of hands. Use
a rhetorical question.
 Demonstrations—include a member of
the audience.
 Samples, gimmicks—award prizes to
volunteer participants; pass out samples.

 Visuals—use graphics
and other visual aids.
 Dress —professional
dress helps you look
more competent and
qualified
 Appeal to the
audience’s self-
interest —audience
members want to know,
“What's in it for me?”

 Organize the IntroductionOrganize the Introduction
 Capture listeners’ attention and
get them involved.
 Identify yourself and establish
your credibility.
 Preview your main points.

 Organize the BodyOrganize the Body
 Develop two to four main points.
 Streamline your topic and summarize its
principal parts.
 Arrange the points logically by a specific
pattern.

Patterns for Organizing the
Body of Your Presentation
Pattern Example
Chronology Describe the history of a problem,
organized from the first sign of trouble to
the present.
Geography/
space
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
Organize a report discussing mishandled
airline baggage by the names of airlines.

Pattern Example
Comparison/
contrast
(pro/con)
Compare organic farming methods with
those of modern industrial farming.
Journalism
pattern
Explain how identity thieves ruin your
good name by discussing who, what,
when, where, why, and how.
Value/size Arrange a report describing fluctuations
in housing costs by house value groups
(houses that cost $100,000, $200,000,
and so forth).
Importance Organize from most important to least
important the reasons a company should
move its headquarters to a specific city.

Pattern Example
Problem/
solution
Discuss a problem followed by
possible solutions.
Simple/
complex
Organize a report explaining genetic
modification of plants by discussing
simple seed production progressing
to complex gene introduction.
Best case/
worst case
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).

Streamline your topic and summarize its
principal parts.
pattern.
 Prepare transitions to guide the audience.

Using Verbal Signposts to Transition
Switching
Directions
 I've just discussed three reasons
for X. Now I want to move on to Y.
 Up to this point, I've concentrated
on . . .; now let's look at another
significant factor . . .
 As you can see, we have two
primary reasons explaining . . .
Summarizing
Previewing
 Now let's look at three reasons
for . . .
 My next major point focuses on . . .
 Let me review the two major
factors I've just covered. . .

Streamline your topic and summarize its
principal parts.
pattern.
 Prepare transitions to guide the audience.
 Have extra material ready. Be prepared
with more information and visuals if
needed.

 Organize the ConclusionOrganize the Conclusion
 Summarize the main themes of the
presentation.
 Provide a final action-oriented focus.
Explain how listeners can use this
information or what you want them to
do.
 Include a final statement that leaves a
lasting impression.

Sending PositiveSending Positive
Nonverbal MessagesNonverbal Messages
 Look professional.
 Animate your body.
 Punctuate your words.
 Use appropriate eye
contact.
 Get out from behind
the podium.
 Vary your facial
expression.

Create an
appropriate
template
Build
bullet
points
Add
multimedia
and other
effects
Designing an ImpressiveDesigning an Impressive
Multimedia PresentationMultimedia Presentation

 Create an Appropriate TemplateCreate an Appropriate Template
 Combine harmonious colors, borders,
bullet styles, and fonts.
 Avoid visual clichés.
 Use light text on dark background for
darkened rooms.
 Use dark text on light background for
lighted rooms
 Alter layouts by repositioning, resizing, or
changing fonts in placeholder slides.

Selecting a Slide Template
You may choose from
a variety of predesigned
templates or design
your own.
Darker backgrounds are
better in lighted rooms.
Lighter backgrounds are
better in darkened rooms.

 Build Bullet PointsBuild Bullet Points
 Focus on major concepts only.
 Use concise phrases balanced
grammatically.
 Add graphics to illustrate and add
interest.
 Avoid using too many transition
effects.

Revising Slide to Improve Bullet
Points and Add Illustration
Improves wording and
includes an illustration
for added punch.
Does not use
parallel wording.

 Add Multimedia and Other EffectsAdd Multimedia and Other Effects
 Consider adding sound, animation,
and video.
 Include hyperlinks ("hot spots" on
the screen) to jump to sources
outside your presentation.
 Avoid too many "bells and
whistles."

Converting a Bulleted List to an
Animated Diagram

Using a Bar Chart to Illustrate a Concept

Avoid Being UpstagedAvoid Being Upstaged
by Your Slidesby Your Slides
 Perfect your handling of the visual aids
and the operation of any equipment or
remote controls you may be using.
 Make sure your computer projects!!!
 Use your slides only to summarize
important points.
 Look at the audience, not the screen.
 Do not read from a slide. Paraphrase.

 Memorize
significant parts
such as the
introduction,
conclusion, or
a meaningful
quotation.
 Talk to the
audience
conversationally.

Overcoming Stage FrightOvercoming Stage Fright
 Just before you begin to talk, take some
deep breaths.
 Convert your fear into anticipation and
enthusiasm.
 Select a familiar, relevant topic.
 Prepare 150 percent.
 Use positive self-talk.

 Shift the focus from yourself to your
visual aids.
 Ignore stumbles; keep going. Don't
apologize.
 Don't admit you're nervous.
 Feel proud when you finish.
 Reward yourself.

Eight SeriousEight Serious
Presentation Blunders*Presentation Blunders*
 Being dull. Relying on only one or two
illustrations to make your points.
 Not repeating your main point often
enough.
 Not answering the audience's most
pressing question: “What's in it for me?”
 Failing to use signal phrases to focus on
main points.
*Supplementary lecture. Not included in textbook.

 Neglecting to practice and time your
presentation out loud.
 Forgetting to check your visual aids for
readability.
 Answering hypothetical questions after
your presentation.
 Getting distracted just before you speak.

Putting It All Together
During
your
presentation
Before
your
presentation
After
your
presentation

During After
 Prepare thoroughly.
 Rehearse repeatedly.
 Time yourself.
 Request a lectern.
 Check the room.
 Greet members of the audience.
 Practice stress reduction.
Before

AfterBefore
 Dress professionally.
 Begin with a pause.
 Present your first sentence from memory.
 Maintain eye contact.
 Control your voice and vocabulary.
 Show enthusiasm.
 Put the brakes on.
During

 Move naturally.
 Use visual aids
effectively.
 Avoid
digressions.
 Summarize your
main points.

DuringBefore
 Distribute handouts.
 Encourage questions.
 Repeat questions.
 Reinforce your main points.
 Keep control.
 Avoid Yes, but answers.
 End with a summary and appreciation.
After

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