Lesson 7

Business Presentations

Henan University of Technology

Transfer Abroad Undergraduate Programme

Learning Objectives

1. Various types of business presentations and important first steps in preparing for any of these presentations

2. How to organize the introduction, body, and conclusion as well as how to build audience rapport in a presentation

3. Creating effective visual aids

4. Preparing collaborative presentations with teams

Speaking Skills and Your Career

• The most desired soft skill.

• Useful at every career stage.

• Can lead to career success.

• Number one predictor of success.

1

Types of Business Presentations

Briefings:concise summary of an issue, proposal, or problem

Reports: progress, status, convention

Virtual Presentations: used when collaborating remotely

Webinars: Web-based presentation, lecture, workshop, or seminar

Podcasts: prerecorded audio or video clip delivered online

Knowing Your Purpose

What do you want to accomplish?

What do you want your listeners to remember or do?

Knowing Your Audience

Analyze your

audience.

Anticipate its

reaction.

Adjust to its needs.

Focus on audience benefits.

Four Audience Types

Friendly NeutralUninteres

tedHostile

Determining Organization and Delivery Style

• How will this topic appeal to the audience?

• How can I relate this material to my listeners' needs?

• How can I earn respect so that they accept my message?

• What will be most effective in making my point?

• How can I make the audience remember my main points?

2

Organization and Repetition

Tell them what you are going to tell

them.

1

Tell them.

2Tell them what you have told

them.

3

The Introduction

Introduction

• Capture listeners’ attention and get them involved.

• Identify yourself and build your credibility.

• Preview your main points.

How to Capture Attention

?Question

!!!Startling

fact

Three guys board a plane…

Joke

Once upon a time…

Story

“I have a dream…”

Quotation

Satisfaction guaranteed

A promise

How to Build Credibility

• Describe your position, knowledge, or education experience.

• Dress professionally.

• Maintain eye contact.

• Connect with your audience.

Structuring the Presentation

The Body

• Focus on a limited number of main points.

• Develop each point with adequate explanation and details.

• Use a clear organizational strategy.

• for example, chronological order or importance.

The Conclusion

Conclusion

• Summarize the presentation’s main points.• Leave audience with a specific, take-away.• Include a closing statement.

Building Audience Rapport

• Effective Imagery (analogy, simile, metaphor, personal anecdote, personalized statistics)

• Nonverbal Messages (attire, body movement, eye contact, facial expressions)

Creating Effective Visual Aids3

“Tell me, I forget. Show me, I remember. Involve me,

I understand.”

Types of Visual Aids

Multimedia Slides

Handouts

Applying 3x3 Writing Process

Phase 1: Analysis, Anticipation, and Adaption

• Analyze the situation. How will your presentation be used?

• Anticipate your audience. How will your presentation get the most positive response?

• Adapt text and color selections.• Use the 6-x-6 rule: Six bullets per

screen, max; six words per bullet, max.

Applying the 3-x-3 Writing Process

Phase 2: Research, Organization, and Drafting

• Research your presentation options (PowerPoint, Prezi…)

• Organize content using titles and bullets.

• Use appropriate templates.• Design for optimal effect.

Applying 3x3 Writing Process

Phase 3: Revision,

Proofreading, and Evaluation

• Rearrange, insert, and delete slides.• Make presentation clear and concise.• Ensure that bulleted items are parallel.• Check spelling, grammar, and

punctuation.• Evaluate the presentation: Is it visually

appealing? • Have you tested your equipment? Are

the slides readable?

Practicing and Preparing

• Practice several times.

• Set up equipment beforehand.

• Make sure videos, audios and Web links are working.

• Bring backups of your presentation.

Keeping Your Audience Involved

• Know your material.

• Remove slides after you’ve discussed them.

• Allow audience to absorb all the information.

• Keep the lights as bright as possible.

Six Steps To a Powerful Multimedia Presentation

1Focus on the text.

2Select

background and fonts.

3Choose images

that help communicate

your message.

Six Steps To a Powerful Multimedia Presentation

5

Add special effects.

6Move your

presentation online.

4Create

graphics.

Preparing Collaborative Presentations With Teams

• Establish ground rules.

• Choose a meeting leader.

• Decide how to ensure all members are doing their fair share.

• Make meetings a top priority.

4

Planning the Presentation

• Establish the specific purpose of a document or presentation.

• Decide on the format and parts to include.

• Profile the audience.

• Develop a work plan, assign jobs, and set deadlines.

Collecting Information

• Brainstorm ideas and assign topics.

• Set deadlines.

• Discuss how to ensure accuracy of information collected.

Organizing, Writing and Revising

• Use the same software as other team members.

• Use available tools to edit documents.

• Decide who will coordinate all parts of document or presentation.

• Strive for a consistent style and format

• Create smooth transitions.

Editing, Rehearsing and Evaluating

• Assign one person to check for consistency of design, format, and vocabulary.

• Correct grammatical, spelling, and mechanical errors.

• Meet as a team to evaluate final document.

• Practice together several times.