ES2002 Business Communication - PowerPoint PPT Presentation

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ES2002 Business Communication

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  1. ES2002 Business Communication Oral Presentations

  2. Outline • Preparation • Delivery ES2002 Business Communication: Oral Presentations

  3. 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

  4. 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

  5. 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

  6. Analyse the Audience Analyse audience • Size • Composition • Likely reaction • Level of understanding • Attitude towards you Prepare talk ES2002 Business Communication: Oral Presentations

  7. Consider Logistics Consider logistics • Timing • Duration • Physical environment • Equipment availability Prepare talk ES2002 Business Communication: Oral Presentations

  8. Gather the Material Gather material • Research topic • Select information Prepare talk ES2002 Business Communication: Oral Presentations

  9. Organise the Material Organise material Allocation of Time for Presentation • introduction - 15% • body - 75% • conclusion - 10% Prepare talk ES2002 Business Communication: Oral Presentations

  10. Body Body • Main points • Supporting points (examples, statistics etc.) • Connectives Organise material Prepare talk ES2002 Business Communication: Oral Presentations

  11. 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

  12. Introduction Introduction • Get attention • Reveal topic • Preview main points • Establish credibility Organise material Prepare talk ES2002 Business Communication: Oral Presentations

  13. 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

  14. Conclusion Conclusion • Signal the end • Reinforce the central idea • Ask for action (if appropriate) Organise material Prepare talk ES2002 Business Communication: Oral Presentations

  15. 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

  16. 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

  17. Write the Script Write script • Proportion the talk • Show relationships between ideas • Use an appropriate tone Prepare talk ES2002 Business Communication: Oral Presentations

  18. 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

  19. Prepare Visual Aids Prepare visual aids • Use visual aids with care • Most important focus of presentation - YOU Prepare talk ES2002 Business Communication: Oral Presentations

  20. 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

  21. 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

  22. Prepare Visual Aids Prepare visual aids Consider: • Design and Layout • Colour • Text and Graphics • Animation Prepare talk ES2002 Business Communication: Oral Presentations

  23. Rehearse Rehearse Prepare talk • Build self-confidence • Practise using equipment • Make sure length is correct ES2002 Business Communication: Oral Presentations

  24. Delivering the Talk • Eye contact • Posture • Gestures • Facial expressions • Voice • Speed • Use of visual aids • Handling of questions ES2002 Business Communication: Oral Presentations

  25. 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

  26. 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

  27. 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

  28. Facial Expressions Facial expressions • Relax and be enthusiastic • Smile • Vary your expressions Deliver talk ES2002 Business Communication: Oral Presentations

  29. Voice Voice • Project your voice • Speak and pronounce clearly • Vary your volume • Vary your pitch Deliver talk ES2002 Business Communication: Oral Presentations

  30. 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

  31. 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

  32. 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

  33. 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

  34. 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