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ES2002 Business Communication Oral Presentations Outline Preparation Delivery Preparing for the Talk Define the purpose Analyse the audience Consider logistics Gather the material Organise the material Prepare an outline Write the script Prepare delivery notes Prepare visual aids

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Presentation Transcript
outline
Outline
  • Preparation
  • Delivery

ES2002 Business Communication: Oral Presentations

preparing for the talk
Preparing for the Talk
  • Define the purpose
  • Analyse the audience
  • Consider logistics
  • Gather the material
  • Organise the material
  • Prepare an outline
  • Write the script
  • Prepare delivery notes
  • Prepare visual aids
  • Rehearse

ES2002 Business Communication: Oral Presentations

define the purpose
General purpose

to inform

to persuade or motivate

Specific purpose

the audience should know, think or do something

Define the Purpose

Define purpose

Prepare talk

ES2002 Business Communication: Oral Presentations

slide5

Define purpose

Specific Purpose

to persuade audience to buy PR services

to inform audience about PR services

to convince audience of need for PR services

Audience Should

buy PR services

know about PR services

believe PR services

are essential

Prepare talk

ES2002 Business Communication: Oral Presentations

analyse the audience
Analyse the Audience

Analyse audience

  • Size
  • Composition
  • Likely reaction
  • Level of understanding
  • Attitude towards you

Prepare talk

ES2002 Business Communication: Oral Presentations

consider logistics
Consider Logistics

Consider logistics

  • Timing
  • Duration
  • Physical environment
  • Equipment availability

Prepare talk

ES2002 Business Communication: Oral Presentations

gather the material
Gather the Material

Gather material

  • Research topic
  • Select information

Prepare talk

ES2002 Business Communication: Oral Presentations

organise the material
Organise the Material

Organise material

Allocation of Time for Presentation

  • introduction - 15%
  • body - 75%
  • conclusion - 10%

Prepare talk

ES2002 Business Communication: Oral Presentations

slide10

Body

Body
  • Main points
  • Supporting points (examples, statistics etc.)
  • Connectives

Organise material

Prepare talk

ES2002 Business Communication: Oral Presentations

slide11

Body

How to hold your Audience’s Attention and Interest

Organise material

Attention and Interest

6 to 8 minutes

Prepare talk

Natural Tendency

Closing

Opening

Body

ES2002 Business Communication: Oral Presentations

introduction
Introduction

Introduction

  • Get attention
  • Reveal topic
  • Preview main points
  • Establish credibility

Organise material

Prepare talk

ES2002 Business Communication: Oral Presentations

slide13

Get Attention

Introduction

  • Make what you say relevant
  • Ask a question
  • Arouse curiosity
  • Make a startling statement
  • Tell a story or anecdote

Organise material

Prepare talk

ES2002 Business Communication: Oral Presentations

conclusion
Conclusion

Conclusion

  • Signal the end
  • Reinforce the central idea
  • Ask for action (if appropriate)

Organise material

Prepare talk

ES2002 Business Communication: Oral Presentations

reinforce the central idea
Reinforce the Central Idea

Conclusion

  • Provide a summary
  • Make a prediction/promise
  • Refer to the introduction
  • Make a dramatic statement

Organise material

Prepare talk

ES2002 Business Communication: Oral Presentations

outline the talk
Outline the Talk

Outline talk

An outline helps you to

  • check logic and sequencing of ideas
  • ensure your talk is well organised and complete
  • write up the talk
  • deliver the talk

Prepare talk

ES2002 Business Communication: Oral Presentations

write the script
Write the Script

Write script

  • Proportion the talk
  • Show relationships between ideas
  • Use an appropriate tone

Prepare talk

ES2002 Business Communication: Oral Presentations

prepare delivery notes
Prepare Delivery Notes

Prepare delivery notes

  • Use 3 by 5-inch cards
  • Have one main point or sub point per card
  • Include statistics or quotes
  • Write on one side only
  • Number cards

Prepare talk

ES2002 Business Communication: Oral Presentations

prepare visual aids
Prepare Visual Aids

Prepare visual aids

  • Use visual aids with care
  • Most important focus of presentation - YOU

Prepare talk

ES2002 Business Communication: Oral Presentations

slide20

Use of Visual Aids

Methods of Instruction Percent of Recall

3 hours later 3 days later

Telling, when used alone 70% 10%

Showing, when used alone 72% 20%

Combination of telling 85% 65%

and showing

Prepare visual aids

Prepare talk

ES2002 Business Communication: Oral Presentations

slide21

Prepare Visual Aids

Prepare visual aids

  • Be clear about objective
  • Know your material
  • Plan structure and content
  • Consider how visual dimension will help

Prepare talk

ES2002 Business Communication: Oral Presentations

slide22

Prepare Visual Aids

Prepare visual aids

Consider:

  • Design and Layout
  • Colour
  • Text and Graphics
  • Animation

Prepare talk

ES2002 Business Communication: Oral Presentations

slide23

Rehearse

Rehearse

Prepare talk

  • Build self-confidence
  • Practise using equipment
  • Make sure length is correct

ES2002 Business Communication: Oral Presentations

delivering the talk
Delivering the Talk
  • Eye contact
  • Posture
  • Gestures
  • Facial expressions
  • Voice
  • Speed
  • Use of visual aids
  • Handling of questions

ES2002 Business Communication: Oral Presentations

eye contact
Eye contact

Eye contact

Don’t look at

  • the ceiling
  • your notes
  • the floor
  • the screen
  • one individual
  • the audience with glazed expression
  • out the window

Do look

systematically at different sections of the audience.

Deliver talk

ES2002 Business Communication: Oral Presentations

posture
Posture

Posture

Don’t

  • Stand stiffly
  • Shift weight
  • Sway
  • Lean on lectern or table

Deliver talk

  • Do
  • Stand tall with weight evenly on both feet and shoulders back
  • Move occasionally to add action

ES2002 Business Communication: Oral Presentations

slide27

Gestures

Gestures

  • Do
  • Use natural gestures
  • Make sure gestures not distracting

Don’t

  • Raise and lower arms repeatedly
  • Point at audience
  • Swing pointer
  • Fiddle with hair, jewellery, etc
  • Put hands in pockets
  • Hold hands awkwardly
  • Fold arms

Deliver talk

ES2002 Business Communication: Oral Presentations

facial expressions
Facial Expressions

Facial expressions

  • Relax and be enthusiastic
  • Smile
  • Vary your expressions

Deliver talk

ES2002 Business Communication: Oral Presentations

voice
Voice

Voice

  • Project your voice
  • Speak and pronounce clearly
  • Vary your volume
  • Vary your pitch

Deliver talk

ES2002 Business Communication: Oral Presentations

speed of delivery
Speed of Delivery

Speed of delivery

  • Don’t rush through points
  • Slow down to emphasise key points
  • Use pauses
  • Make sure the talk is within the time limit

Deliver talk

ES2002 Business Communication: Oral Presentations

handling visual aids
Handling Visual Aids

Handling visual aids

  • Make sure visual aids can be seen by all
  • Focus on audience, not VA
  • Incorporate VA into talk
  • Reveal / remove VA when appropriate
  • Avoid reading VA word for word
  • Use a pointer, not your fingers
  • Give audience time to see

Deliver talk

ES2002 Business Communication: Oral Presentations

slide32

Handling Questions

Handling questions

Before presentation

  • Anticipate questions

During question and answer session

  • Listen to entire question; make sure you understand it
  • Repeat question out loud
  • Credit person for asking question
  • Respond to question honestly and the best way you can

Deliver talk

ES2002 Business Communication: Oral Presentations

slide33

Handling Questions

Handling questions

  • If you cannot answer,
    • Redirect question to audience
    • Offer to find out answer later
  • Check clarity of your response before taking on next question
  • Try not to contradict each other when giving a team presentation

Deliver talk

ES2002 Business Communication: Oral Presentations

team presentations
Team Presentations
  • Ensure individual presentations are part of a coherent whole.
  • Provide smooth transitions from speaker to speaker.
  • Coordinate handling of questions.
  • Present a cooperative outlook.
  • Coordinate the handling of V.A.
  • REHEARSE as a team.

ES2002 Business Communication: Oral Presentations