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Communication: Organisation and Innovation Lecturer’s Guide © Pearson Education New Zealand 2005
Presentations
And the Pitch
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Communication: Organisation and Innovation Lecturer’s Guide © Pearson Education New Zealand 2005
Speaking
When
When we speak is based on what is appropriate in our culture,
our society and normal human relationships
Why
There are many reasons or purposes for speaking
How
We normally speak appropriately
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Types of presentation
In business, the main types of presentation include:
introductions
group presentations
asking for questions
thanking a speaker.
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Group presentations
Speaker 1:
Introduces the topic and makes a provocative statement,
uses quotations, tells a story, describes a scenario or involvesthe audience through questions.
Introduces the team, and outlines briefly what each speaker
will cover.
Presents individual information on the topic. Introduces the next speaker.
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Group presentations (cont.)
Speaker 2 (and 3, if needed):
Thanks the previous speaker.
Links their information to the previous information.
Presents information, facts, figures, examples to support theirideas in a lively and interesting way.
Introduces the next speaker.
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Group presentations (cont.)
Final speaker:
Thanks the previous speaker.
Links their information to the previous information.
Presents their information in a persuasive and compelling fashion.
Summarises and concludes the presentation.
May ask for questions from the audience.
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Stages of making a presentation
Preparing
Planning
Practising
Polishing
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Three stages of preparing
Considering how to communicate with your audience
Choosing a topic
Gathering information
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Communicating with your audience
Consider:
Size
Composition
Knowledge
Experience
Sequence
State of mind and body Venue
Equipment
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Choosing a topic
You need to understand the difference between a topic and a
thesis.
A topic is a broad, general area such as communication or
listening.
A topic can be interpreted in a number of ways, either
positive or negative, pro or anti
A thesis is the particular angle, spin or emphasis that you wish
to highlight or explore within that broad topic.
A thesis makes a strong and often provocative statement
which the presenter then has to prove and persuade the
audience to accept and believe.
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Gathering information
Once you have chosen your thesis, the next step is to gather
information.
Your thesis statement should be strong enough to have at leastfour or five main points in support of it.
As always, ask, ‘What’s in it for them?’ What will the audience
gain and learn, enjoy and use from your presentation?
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Planning
Planning involves:
Structure
Response questions
Generating ideas
Sections
Examples, proof and persuasion
Transitions
Introductions and conclusions
Notes
Visual aids
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Introductions
An introduction:
creates interest
has impact
helps introduce the specific thesis or product you aretalking about, and
targets the audience.
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Conclusions
A conclusion:
summarises main ideas
links back to the introduction
must be convincing
leaves the audience with a strong last sentence toremember.
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How to link introductions
and conclusions
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Notes
Reading notes to an audience gives them two messages (neitherof them positive):
The speaker lacks knowledge.
This lessens credibility and diminishes persuasion.
The speaker could not be bothered preparing properly.
This suggests that they do not value the audience.
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Visual aids
Visual aids:
help the audience focus on the information
provide a structure
allow the audience to learn through their eyes as well as throughtheir ears
help emphasise the most important parts of the message
entertain the audience with bright colours, movement, soundand pictures
add interest and variety to the presentation create impact and the ‘wow’ factor, especially at the beginning
and end of a presentation.
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Choosing visual aids
Decide what form of visual aids will work best with yourpresentation, i.e. What will suit your subject? Your audience?
And the venue?
PowerPoint™ is the current industry standard.
Determine how many slides you will need and where you will usethem, i.e. which information will the audience need in visualform to supplement your speech?
Graphs, statistics, charts and tables are all needed in visual form to allow the audience to fully comprehendthem.
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Preparing visual aids
Choose your background first.
Use a simple font.
Use an appropriate font size.
Simplify and limit material on the slide.
Make the connection between words and visual obvious.
Make your message clear.
Leave room for notes, if desired.
Use visuals as a summary of your presentation.
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Practising
Pronunciation
Enunciation
Projection
Volume
Speed
Clarity
Pauses and emphasis
Introducing new ideas, concepts and unfamiliar names
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Non-verbal communication
and presentations
Stand tall and relax, head up and shoulders down.
Use your hands naturally and gesture to emphasise particularsections of your presentation.
Move around if you wish.
Make eye contact with your audience and deliberately look atdifferent sides of the room and all the individuals in it.
Use natural facial expressions.
Be animated, interested and enthusiastic. Smile!
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Communication: Organisation and Innovation Lecturer’s Guide
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Polishing
Content
Does the beginning grab the audience’s attentionimmediately?
Are there enough examples to make it interesting for the
audience? Is information repeated?
Are particular words repeated, e.g. ‘like’, ‘basically’,‘absolutely’?
Would the audience accept and understand the message? Is the presentation persuasive? Are there gaps in argument?
Is the conclusion memorable?
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Communication: Organisation and Innovation Lecturer’s Guide
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Polishing (cont.)
Presentation
Can the audience hear all members of the team?
Are words pronounced correctly and enunciated carefully?
Is everyone’s stance appropriate?
Is eye contact maintained with the audience?
Are gestures used well?
Are notes relied on?
Are speed, volume, movements and gestures varied?
Are there any annoying mannerisms like flicking hair or saying ‘um’
at the beginning of every sentence?
Do the visual aids enhance and extend content?
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Polishing (cont.)
Add impact
Recap and summarise
Prepare to conclude the presentation strongly by emphasising the message and the benefits to the audience
stressing ongoing cooperation and the business relationship
reflecting back on the introduction and the problem or issues
raised there.
G i i d i i i
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Gaining and maintaining
audience attention
Make a promise, e.g. to increase sales.
Use drama.
Make eye contact.
Move.
Ask questions.
Give demonstrations.
Provide samples.
Use a variety of visuals.
Ask again, ‘What’s in it for the audience?’
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Performing the presentation
Arrive at the venue early.
Have many backups ready.
Have sufficient handouts for the audience or clients.
Dress neatly and tidily. Take deep breaths before you start.
Take your time, speak up, pause often and slow down.
Look at your audience and smile.
Connect with other members of your team.
Be prepared to answer questions at the end.
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Summary
Speaking in public is a common and widely held fear.
Giving a presentation is just one of the many skills that theeffective business communicator requires
Being able to speak well is an enormous asset in any position and
one that is integral to success in business and in private life.