Business Communication

Communication Today
Today

Chapter 16
Developing Presentations in a Social Media
Environment

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 1

 Learning Objectives
1. Describe the tasks involved in analyzing
the situation for a presentation and
organizing a presentation.
2. Explain how to adapt to your audience
and develop an effective, body, and close
for a presentation .

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 2

 Learning Objectives
3. Explain five steps for delivering a
successful presentation.
4. Explain the growing importance of the
backchannel in presentations and list six
steps for giving effective presentations
online.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 3

 Planning aa Presentation
Planning Presentation

(LO 16.1) Describe the tasks involved in

analyzing the situation for a presentation and
organizing a presentation.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 4

 The Three-Step Process

1 Plan 2 Write 3 Complete

Analyze Situation Revise Message
Adapt to
the Audience
Gather Information Master Delivery

Choose Medium
Prepare to Speak
and Channel Compose the
Message
Get Organized Overcome Anxiety

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 5

 Analyzing the Situation
• Defining your purpose:
– Inform
– Persuade
– Collaborate
• Developing an audience profile:
– Emotional state
– Comfort level with your language

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 6

 Assessing the Environment

Classroom or Theater

Conference Table

Horseshoe or “U” Shape

Café Style Seating

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 7
 Select the Best Combination
of Media and Channels
• Specific Software
Controlled • Conference Room
Methods • Company’s Online Media

• In-Person Presentations
Your Choice • Webcasts or Screencasts
of Methods • Twitter and Web-Based

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 8

 Organizing the Presentation

The Linear Presentation Approach

• Outlined like conventional messages
• Presenter follows point-by-point flow

The Nonlinear Presentation Approach

• Doesn’t flow in any particular direction
• Presenter moves within and between topics
Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 9
 Selecting the Right Software

Match the Tool to the Task

Focus on the Story, Not on

Software

Rethink Software “Limitations”

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 10
 Defining Your Main Idea

Subject
Subject
One-SentenceSummary
One-Sentence Summary
ofWhat
of WhatYou
YouWant
Wanttoto
Purpose
Purpose Sharewith
Share withYour
Your
Audience
Audience
Audience
Audience

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 11

 Limiting Your Scope

Work Within Hold Audience’s

Time Constraints Attention

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 12

 Choosing Your Approach
• Shorter Presentations:
– Direct approach for routine information or
good news
– Indirect approach for bad news or persuasion
• Longer Presentations:
– Direct approach to motivate or inform
– Indirect approach to analyze, persuade, or
collaborate
Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 13
 Preparing Your Outline
• State the purpose and main idea.
• Organize the points and sub-points.
• Identify major points throughout.
• Plan transitions between sections.
• Prepare a bibliography or source notes.
• Choose a compelling title.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 14

 Creating a Speaking Outline

Simplify the Condense Points

Planning Outline and Transitions

Add Arrange
Delivery Cues Your Notes

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 15

 Summary of Discussion
• In this section, we discussed the following:
– The Three-Step Process
– Analyzing the Situation
– Assessing the Environment
– Select the Best Combination of Media and
Channels
– Organizing the Presentation
(Continued on Next Slide)
Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 16
 Summary of Discussion
– Selecting the Right Software
– Defining Your Main Idea
– Limiting Your Scope
– Choosing Your Approach
– Preparing Your Outline
– Creating a Speaking Outline
• The next section will cover Developing a
Presentation.
Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 17
 Developing aa Presentation
Developing Presentation

(LO 16.2) Explain how to adapt to your

audience and develop an effective opening,
body, and close for a presentation.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 18

 Adapting to Your Audience
Small Groups Large Audiences

Conversational Tone Formal Tone

Conference Room Stage or Platform

Invite Comments Limit Interaction

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 19

 Developing the Presentation

Distinct
Distinct Elements
Elements

Presentation Presentation
Presentation Presentation
Introduction Body
Body Close

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 20

 Presentation Introduction

•Gettingthe
•Getting theAudience’s
Audience’sAttention
Attention

•EstablishingYour
•Establishing YourCredibility
Credibility

•PreviewingYour
•Previewing YourPresentation
Presentation

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 21

 Presentation Body

•PresentingYour
•Presenting YourMain
MainPoints
Points

•ConnectingYour
•Connecting YourIdeas
Ideas

•Holdingthe
•Holding theAudience’s
Audience’sAttention
Attention

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 22

 Presentation Close

•RestatingYour
•Restating YourMain
MainPoints
Points

•ProvidingaaClear
•Providing ClearWrap-Up
Wrap-Up

•Endingwith
•Ending withClarity
Clarityand
andConfidence
Confidence

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 23

 Summary of Discussion
• In this section, we discussed the following:
– Adapting to Your Audience
– Developing the Presentation: Introduction,
Body, and Close
• The next section will cover Delivering a
Presentation.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 24

 Delivering a Presentation
Presentation

(LO 16.3) Discuss five steps for delivering a

successful presentation.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 25

 Choosing Your
Presentation Method

Memorizing Reading

Outline or Notes Impromptu

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 26

 Practicing Your Delivery
• Can you present without reading slides?
• Can you deliver if the equipment crashes?
• Do you know how to use the equipment?
• Is your timing on track?
• Can you pronounce the words you’ll use?
• Did you anticipate questions or objections?

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 27

 Preparing to Speak

Plan Your Presentation in Advance

Check the Seating Arrangements

Check Equipment and Supplies

Plan for Multicultural Audiences

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 28
 Overcoming Anxiety
• Stop worrying about being perfect.
• Know what you’re talking about.
• Practice, practice, practice.
• Visualize your success.
• Remember to breathe.
• Be ready with your opening line.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 29

 Overcoming Anxiety
• Be comfortable.
• Take a three-second break, if you need it.
• Focus on your message and audience.
• Connect with friendly audience members.
• Keep going to build your confidence.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 30

 Speaking with Confidence

•Controlled Beginning

•Your Posture

•Your Tone of Voice

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 31

 Handling
Questions Responsively

Establishing Ground Rules

Preparing to Answer Questions

Noticing Nonverbal Signals

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 32
 Handling
Questions Responsively

Responding to Difficult Questions

Controlling Your Presentation

Controlling Your Emotions

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 33
 Summary of Discussion
• In this section, we discussed the following:
– Choosing Your Presentation Method
– Practicing Your Delivery
– Preparing to Speak
– Overcoming Anxiety
– Speaking with Confidence
– Handling Questions Responsively
• The next section will cover Incorporating
Technology into Your Presentation.
Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 34
 Incorporating Technology
Incorporating Technology
into Your
into Your Presentation
Presentation
(LO 16.4) Explain the growing importance of
the backchannel in presentations and list six
steps for giving effective presentations online.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 35

 Embracing the Backchannel

The Audience Creates This Line

of Communication

Challenges Opportunities

•Risk of Criticism •Audience Support

•Loss of Control •Valuable Feedback
Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 36
 Working the Backchannel
• Add social media into the presentation.
• Monitor and ask for feedback.
• Review comments to improve.
• Tweet key points while you’re speaking.
• Establish expectations with the audience.

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 37

 Giving Online Presentations

Advantages Disadvantages

Cost Savings “Digital Divide”

Convenience “Human Moments”

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 38

 Online Presentation Tips

Sending Preview Materials

Rehearsing with the Live System

Keeping the Presentation Simple

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 39
 Online Presentation Tips

Seeking Frequent Feedback

Considering Audience Viewpoint

Helping Audience Get Connected

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 40
 Summary of Discussion
• In this section, we discussed the following:
– Embracing the Backchannel
– Working the Backchannel
– Giving Online Presentations
– Online Presentation Tips
• This concludes our discussion of Chapter 16:
Developing Presentations in a Social Media
Environment.
Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 41
 Business Communication
Communication Today
Today

Chapter 16
Developing Presentations in a Social Media
Environment

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 42

Copyright © 2016 Pearson Education, Inc. Chapter 16 ̶ 43