Business communication 3


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Business communication 3

  1. 1. *
  2. 2. * 1. Deciding what you want to accomplish You must have a clear idea where you are going Examples : Do you want to sell a health care program to a prospective client ? Do you want to persuade management to increase the marketing budget? At the end of Your presentation, what do you want your audience to remember or do?
  3. 3. 2. Understanding your audience  analyzing your audience Anticipating its reactions Making appropriate adaptations Understand four different audience types : i. friendly audience – they like you and your topic a. organizational pattern  Use any pattern  Try something new  Involve the audience
  4. 4. a. Delivery style  Be warm  Pleasant  Open  Use lots of eye contact  smiles b. Supporting material  Include humor  Personal examples and experience
  5. 5. ii. neutral audience – they are calm and rational a. organizational pattern  Present both sides of issue;  Use pro-con or problem – solution patterns  Save time for audience questions b. Delivery style  Be controlled  Do nothing showy  Use confident  Small gestures
  6. 6. c. Supporting material  Use facts, statistics, expert opinion, comparison and contrast, avoid humor, personal stories and flashy visual iii. uninterested audience – they have short attention spans, they may be there against their will avoid :  Darkening the room  Standing motionless  Passing out handout  Using boring visuals  Expecting audience to participate
  7. 7. a.organizational pattern  Be brief – no more than three points  Avoid topical and pro- con patterns that seem lengthy to the audience b.Delivery styles  Be dynamic and entertaining  Move around  Use large gestures
  8. 8. c. Supporting material use humor Cartoon Colourful visuals Powerful quotations Startling statistics ii. hostile audience – they want to take charge or ridicule the speaker ; defensive, emotional - avoid quest –ans period
  9. 9. a. organizational pattern  Use controversial patterns such as topical, chronological, or geographical b. Delivery style  Be calm, controlled; speak evenly and slowly c. Supporting material  Include objective data and expert opinion  Avoid anecdotes and humor
  10. 10. * MAJOR ELEMENTS IN ORGANIZING THE CONTENT OF A PRESENTTATION I. Capturing attention in the Introduction A promise Drama Eye contact Movement Questions Demonstrations Samples/gimmicks Visuals Self-interest
  11. 11. II. Organizing the Body Chronology Geography/Space Topic/Function/Conventional Grouping Comparison/Contrast Journalism Pattern Value/Size Importance Problem/Solutions Simple/Complex Best Case/ Worst Case
  12. 12. III. Summarizing the conclusion  use phrases such as, In conclusion, I end this presentation, or it’s time for me to stop. Review major points and focus on what you want the listeners to do, think or remember. Use an anecdote, an inspiring quotation, or a statement that ties in the opener and offers a new insight.
  13. 13. * IDENTIFY TECHNIQUES FOR GAINING AUDIENCE RAPPORT I. Effective imagery analogies Metaphors Similes Personal anecdotes Personalized statistics Worst- and best-case scenarios II. Verbal Signposts Previewing- Summarizing Switching Directions
  14. 14. III. Nonverbal Messages Look Terrific Animate Your Body Punctuate Your Word Get Out From Behind The Podium Vary Your Facial Expressions
  15. 15. * SPECIFY DELIVERY TECHNIQUES FOR USE BEFORE, DURING AND AFTER A PRESENTATION I. Before your presentation Prepare Thoroughly Rehearse Repeatedly Time Yourself Request A Lectern Check The Room Great Members Of The Audience Practice Stress Reduction
  16. 16. II. During your presentations  begin with a pause  present your first sentence from memory  maintain eye contact  Control your voice and eye contact  put the brakes on  Move naturally  use visual aids effectively  avoid digressions  summarize your main points
  17. 17. III. After your presentations  distribute handouts  encourage questions  Repeat Questions  Reinforce your main points  Keep control  Avoid ‘yes’, ‘but’ answers  And with a summary and appreciation