Effective Business Presentation

EFFECTIVE BUSINESS PRESENTATION
Business Communication 1 Unit 6
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Learning Objectives
LO 1: Planning a presentation (Bovee, pp. 508-515)
LO 2: Crafting presentation content (Bovee, pp. 515-520)
LO 3: Delivering a presentation (Bovee, pp. 520-525)
LO 4: Incorporating technology in your presentation (Bovee, pp. 525)
LO 5: Enhancing presentations with visuals (Bovee, pp. 534-551)

LO 1 Planning a Presentation
 Describe the tasks involved in analyzing the situation for a

presentation and organizing a presentation.

The Three-Step Process

Analyzing the Situation
 Define Your Purpose

 Inform
 Persuade
 Collaborate
 Develop an Audience Profile
 Emotional State
 Comfort Level with Your Language

Planning for Various Audience Mindsets

Assessing the Environment
 Four Basic Seating Arrangements

 Classroom or Theater
 Conference Table
 Horseshoe or U-shaped
 Café Seating

Selecting the Best Combination of Media and
Channels
Controlled Methods Choice of Methods
Specific Software Live, In-Person
Built-in Display Webcasts or Screencasts
Online Meeting Software Twebinars

Organizing a Presentation
 Linear
 Outlined Like Conventional Messages
 Follow a Predefined Flow
 Nonlinear
 Doesn’t Flow in Any Particular Direction
 Allows Presenter to Move Back and Forth Between Topics
 Select the Right Software

Defining Your Main Idea
 One-Sentence Summary
 Subject
 Purpose
 Audience

Limiting Your Scope
 Work Within Time Constraints

 Hold Audience’s Attention

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

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

Creating a Speaking Outline
 Simplify the Planning Outline

 Condense Points
 Add Delivery Cues
 Arrange Your Notes

LO 2 Crafting Presentation Content
 Explain how to adapt to your audience and develop an

effective opening, body, and close for a presentation.

Adapting to Your Audience
Small Groups Large Audiences

Conversational Tone Formal Tone
Conference Room State or Platform
Invite Comments Limit Participation

Developing the Presentation
 Distinct Elements
 Introduction
 Body
 Close

Presentation Introduction (1 of 2)
 Getting your audience’s attention
 Unite the audience around a common goal
 Describe a problem that affects or could affect your audience

Presentation Introduction (2 of 2)
 Tell a story
 Pass around product samples
 Ask a question
 Share a startling statistic
 Use humor

Arousing Audience Interest
 State Your Purpose and Main Idea

 Organize Your Major Points and Subpoints
 Identify Major Points
 Identify Transitions Between Major Points
 Prepare Your Bibliography
 Choose a Compelling Title

Building Your Credibility
 Have Another Person Introduce You

 Introduce Yourself Humbly and Simply
 Inform Audience Why You Are the Right Person for This
Presentation

Previewing Your Message
 Summarize the Main Idea

 Identify Major Supporting Points
 Indicate the Order in Which You’ll Develop the Points

Presentation Body
 Presenting Your Main Points

 Connecting Your Ideas
 Holding Your Audience's Attention

Holding Your Audience's Attention
 Keep relating your subject to audience’s needs

 Anticipate your audience’s questions
 Keep it simple
 Use clear, vivid language
 Ask for opinions and questions
 Illustrate ideas with visuals

Presentation Close
 Restating Your Main Points

 Ending With Clarity and Confidence
 Providing a Clear Wrap-Up

LO 3 Delivering a Presentation
 Discuss five steps for delivering a successful presentation.

(Choosing Your Presentation Method, Practicing Your Delivery,
Preparing to Speak, Overcoming Anxiety, and Handling
Questions Responsively)

Choosing Your Presentation Method
 Memorizing
 Reading
 Speaking from an Outline or Notes
 Impromptu Speaking

Practicing Your Delivery
 Can You Present Your Material Naturally?

 Is the Equipment Working?
 Can You Make a Compelling Presentation Without
Equipment?
 Is Your Timing on Track?
 Can You Easily Pronounce All the Words You Plan To Use?
 Have You Anticipated Questions and Objections?

Preparing to Speak
 Plan Your Presentation in Advance

 Check the Seating Arrangements
 Check Equipment and Supplies
 Plan for Multicultural Audiences

Overcoming Anxiety (1 of 2)
 Have a Positive Mindset

 Don’t Worry About Being Perfect
 Know Your Subject
 Practice, Practice, Practice
 Visualize Success
 Remember to Breathe

Overcoming Anxiety (2 of 2)
 Be Ready with Your Opening Line

 Be Comfortable
 Take a Three-Second Break
 Concentrate on Your Message and Audience
 Maintain Eye Contact
 Keep Going

Speaking With Confidence
 Controlled Beginning
 Confident Posture
 Make Eye Contact
 Send Confident Nonverbal Signals

Handling Questions Responsively (1 of 2)
 Establishing Ground Rules

 Preparing to Answer Questions
 Noticing Nonverbal Signals

Handling Questions Responsively (2 of 2)
 Responding to Difficult Questions

 Controlling Your Presentation
 Controlling Your Emotions

Giving Impromptu Speeches
 No opportunity to practice
 Identify one key idea
 Create structure to convey that idea
 Don’t fake it

Ensuring Successful Team Presentations
 Planning a team presentation

 Rehearsing and delivering a team presentation

Planning a Team Presentation
 Outline presentation together

 Divide into manageable sections and assign
 Use dynamic speakers to team’s advantage
 Finalize presentation software and template
 Merge all slides into a single slide deck

Rehearsing and Delivering a Team
Presentation (1 of 2)
 Schedule rehearsals early
 Practice as if you were giving the presentation live
 Ensure smooth transitions between speakers
 Map out where everyone will sit or stand during presentation

Rehearsing and Delivering a Team
Presentation (2 of 2)
 First speaker introduces entire presentation
 Decide how to handle questions
 Make sure team stays engaged during the presentation

LO 4 Incorporating Technology in Your
Presentation
 Explain the growing importance of the backchannel in
presentations, and list six steps for giving effective
presentations online.

Embracing the Backchannel
 The Audience Creates This Line of Communication

 Challenges
 Risk of Criticism
 Loss of Control
 Opportunities
 Audience Support
 Valuable Feedback

Working the Backchannel
 Integrate Social Media into the Presentation Process

 Monitor and Ask for Feedback
 Review Comments
 Automatically Tweet Key Points
 Establish Expectation with the Audience

Giving Online Presentations
Advantages Disadvantages
Cost Savings “Digital Divide”
Convenience “Human Moments”

Ensuring Successful Online Presentations
(1 of 2)
 Send Preview Materials

 Rehearse Using the System
 Keep Presentation Simple

Ensuring Successful Online Presentations
(2 of 2)
 Ask for Feedback Frequently

 Allow Time for Software to be Downloaded
 Consider the Audience's Point of View
 Give Everyone Time to Get Connected

LO 5 Enhancing presentations with visuals

LO 5.1 Planning Your Presentation Visuals
 Explain the role of visuals in business presentations, and list

the types of visuals commonly used.

Selecting the Type of Visuals to Use
 Prezis
 Slides
 Overhead Transparencies
 Chalkboards and Whiteboards
 Flip Charts
 Other Visuals

Verifying Your Design Plans
 Review the Plan
 Check Presentation Style
 Double-Check Cultural Assumptions
 Keep It Simple
 Use Your Time Wisely

LO 5.2 Choosing Structured or Free-Form Slides
 Explain the difference between structured and free-form
slides, and suggest when each design strategy is more
appropriate.

Structured Slides
Easy to Create Text-Heavy Slides
Templates Available Repetitive Appearance
Complex Ideas Audience Response

Free-Form Slides
Complementary visual and textual Creatively demanding and time
information consuming
Limits information Greater emphasis on visual content
More dynamic and engaging Speaker must convey more of the content
Can be used multiple times Difficult to convey complex information

LO 5.3 Designing Effective Slides
 Outline the decisions involved in using a key visual and

selecting color, artwork, and typefaces to create effective slide
designs.

Designing Slides Around a Key Visual
 Structuring
 Organizing
 Explaining

Selecting Design Elements
 Color
 Artwork
 Typefaces and Type Styles

Figure 5.3 Using Key Visuals to Organize Points

Maintaining Design Consistency
Slide Masters Predefined Layouts

Color Choices Titles
Font Styles Graphic Art
Design Elements Bulleted Text

LO 5.4 Creating Effective Slide Content
 Explain how to create effective slide content.

Writing Readable Content (1 of 2)
 Limit Each Slide to One Thought, Concept, or Idea
 Limit Text Content to Four or Five Lines with Four or Five
Words per Line
 Don’t Show a Large Number of Text-Heavy Slides in a Row
 Write Short, Bulleted Phrases Rather Than Long Sentences
 Use Sentences Only When You Need to Share a Quotation or
The Like

Writing Readable Content (2 of 2)
 Phrase List Items in Parallel Grammatical Form
 Use the Active Voice
 Include Short, Informative Titles
 Use Visuals to Convey the Bulk of Information

Figure 5.4 Writing Text for Slides

Creating Charts and Tables for Slides
 Reduce the Detail

 Simplify
 Shorten Numbers
 Limit Data
 Highlight Key Points
 Adjust Size and Design

Adding Animation and Multimedia
 Four Categories of Animation and Special Effects:
 Functional Animation
 Transitions and Builds
 Hyperlinks
 Multimedia

Using Presentation Software to Create Visual
Reports
 Look and feel of a document instead of a presentation slide
 Create visual reports
 Combination of a conventional report and presentation
slides
 Effective and appealing communication tool

Visual Reports Using Presentation Software

Using Mobile Devices in Presentations
 Eliminate Projection System
 Use Slide Broadcast Systems
 Send via Subscription

LO 5.5 Completing Slides and Support Materials
 Explain the role of navigation slides, support slides, and

handouts.

Reviewing the Slides (1 of 2)
 Readable
 Consistent
 Simple
 Audience Centered

Reviewing the Slides (2 of 2)
 Clear
 Concise and Grammatically Correct
 Focused
 Fully Operational

Creating Navigation and Support Slides
Agenda and Program

Title Slides Navigation Slides
Details
Guide Audience Through
First Impression Communicate Agenda
Your Outline

Creating Effective Handouts
 Good Content Recommendations:
 Charts or Diagrams
 Articles and Technical Papers
 Case Studies
 Recommended Resources
 Copies of Presentation Slides

Distributing the Handouts
 Timing
 Nature of Content
 Personal Preference


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EFFECTIVE BUSINESS PRESENTATION

Business Communication 1 Unit 6

This material belongs to Universitas Prasetiya Mulya

LO 1: Planning a presentation (Bovee, pp. 508-515)

LO 2: Crafting presentation content (Bovee, pp. 515-520)

LO 3: Delivering a presentation (Bovee, pp. 520-525)

LO 4: Incorporating technology in your presentation (Bovee, pp. 525)

LO 5: Enhancing presentations with visuals (Bovee, pp. 534-551)

This material belongs to Universitas Prasetiya Mulya

 Describe the tasks involved in analyzing the situation for a

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

 Define Your Purpose

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

 Four Basic Seating Arrangements

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

 Work Within Time Constraints

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

 State the Purpose and Main Idea

This material belongs to Universitas Prasetiya Mulya

 Simplify the Planning Outline

This material belongs to Universitas Prasetiya Mulya

 Explain how to adapt to your audience and develop an

This material belongs to Universitas Prasetiya Mulya

Small Groups Large Audiences

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

 State Your Purpose and Main Idea

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 Have Another Person Introduce You

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 Summarize the Main Idea

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 Presenting Your Main Points

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 Keep relating your subject to audience’s needs

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 Restating Your Main Points

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 Discuss five steps for delivering a successful presentation.

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya

 Can You Present Your Material Naturally?

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 Plan Your Presentation in Advance

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 Have a Positive Mindset

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 Be Ready with Your Opening Line

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This material belongs to Universitas Prasetiya Mulya

 Establishing Ground Rules

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 Responding to Difficult Questions

This material belongs to Universitas Prasetiya Mulya

This material belongs to Universitas Prasetiya Mulya