designing and delivering business presentations

Business Communication, Anniversary Edition Lehman and DuFrene 2002 South-Western/Thomson Learning

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Designing and Delivering Business Designing and Delivering Business PresentationsPresentations


Guidelines for Planning Guidelines for Planning an Effective Presentationan Effective Presentation

Select a topic of interest to you and the audience

Determine the purpose (what you want audience to gain)

Identify major points and locate supporting information

Develop a strong opening and closing Arrange for a proper introduction

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IntroductionIntroduction

“Tell them what you are going to tell them . . .”

BodyBody

“ “ . . . then tell them . . .”. . . then tell them . . .”

Conclusion Conclusion

“ “ . . . and then tell them . . . and then tell them what you have told them.”what you have told them.”

Structure of a PresentationStructure of a Presentation

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Elements of an Effective Elements of an Effective IntroductionIntroduction

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• Captures attention and involves the audience

• Establishes rapport with the audience

• Presents the purpose statement

• Previews the main points to be covered


Techniques for Gaining Techniques for Gaining Audience Attention and Audience Attention and

InterestInterest Shocking statement or startling statistic Quotation by an expert or well-known

person Appropriate joke or humor Demonstration or dramatic visual Related story or anecdote Reference to the occasion of the speech

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Use Transitional Sign PostsUse Transitional Sign Posts

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Forecast next idea

Readjust expectations

Emphasize relationships

Give audience time to digest material covered

Give speaker time to think about next point

Forecast next idea

Readjust expectations

Emphasize relationships

Give audience time to digest material covered

Give speaker time to think about next point

howeverhoweveronce againonce again

In In summarysummary

finallyfinally


Elements of anElements of an Effective Summary Effective Summary

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• Lets audience know you are summarizing • Leaves audience with a clear, motivating,

and memorable statement• Summarizes the primary points and/or

makes a call for action• Is tied to the introduction to create unity• Does not end with “thank you” or “that's

the end”


Benefits of Using Benefits of Using Presentation VisualsPresentation Visuals

• Enhances speaker’s delivery

• Clarifies and emphasizes important points

• Meets audience’s expectations for up-to-date visuals

• Reduces time required to present

• Increases audience retention

• Increases speaker’s ability to meet goals and lead a group to consensus

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Presentation Design Presentation Design StrategiesStrategies

• Limit the number of visual aids used in a single presentation

• Develop precise slide content to reflect important ideas

• Create a standard design that is simple and clean— Slide layout and design— Effective font selection and use of color

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Preparing Slide ContentPreparing Slide Content

• Include only one major idea on each visual

• Write descriptive slide titles

• Make the items in a bulleted list parallel

• Avoid distorting facts and relationships

• Clear all copyrights for multimedia content used

• Proofread the visual carefully

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Slide Layout and DesignSlide Layout and Design

• Provide unity with a standard design

• Include key points using the 7 x 7 rule

• Use graphic devices to enhance design

• Select appropriate page layout and positioning

• Use alignment, capitalization and punctuation effectively

• Avoid confusing abbreviations, italics, and underline

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Guidelines for Using Guidelines for Using Visuals EffectivelyVisuals Effectively

Design visuals with high impact:

— Limit the number of visuals to avoid overload

— Include only one the major idea you want the audience to remember

— Keep design concise, simple and large enough for everyone to read

— Make sure visuals are error-free

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Guidelines for Using Guidelines for Using Visuals Effectively (cont.)Visuals Effectively (cont.)

Refer to the visual and let audience know how it fits into the presentation

Maintain eye contact with the audience and raise voice slightly when using a visual

Paraphrase rather than read the visual line for line

Step to one side so the audience can see the visual clearly

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Practicing EffectivelyPracticing Effectively

• Prepare effective presentation aids and useful notes pages

• Practice to minimize nervousness and to identify organizational flaws or verbal stumbles

• Dress to create a professional image

• Arrive early to acquaint yourself with room and to check last-minute details

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• Prepare thoroughly to minimize natural nervousness


Guidelines for Delivering Guidelines for Delivering an Effective Presentationan Effective Presentation

Use clear, articulate speech and proper pronunciation

Avoid annoying verbal fillers Maintain eye contact with audience

members throughout the group Smile genuinely and use gestures naturally

to communicate confidence and warmth Adjust presentation based on audience

feedback Handle questions from the audience politely Keep within the time limit

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Use simple English and short sentences

Avoid expressions peculiar to North American usage

Avoid words that trigger emotion Enunciate carefully and speak more

slowly Use humor and jokes cautiously

Guidelines for Speaking with Guidelines for Speaking with an Intercultural Audiencean Intercultural Audience

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Seek feedback to ensure you are being understood

Consider the culture’s: – Preferences for direct or indirect

presentation

– Nonverbal communication

– Desired degree of formality

– Gift-giving practices

– Conventions for greetings and farewells

Guidelines for Speaking with an Guidelines for Speaking with an Intercultural Audience (cont.)Intercultural Audience (cont.)

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