Designing and Delivering Business Presentations

Transcription

1 Chapters Designing and Delivering Business Presentations

2 Formal Informal Report Continuum

3 Your Turn How can an executive summary be effective without being redundant? 1. An executive summary is always redundant because it outlines the report. 2. An executive summary is never redundant even though it outlines the main ideas and conclusions of the report because it is designed to be summarized in two pages. 3. An executive summary is only used in reports for the CEO.

4 An Executive Summary Should... Assist the reader in understanding a long, complex report Briefly introduce the report and preview and summarize the major sections Summarize the report summary,, conclusions and recommendations

5 Your Turn How do you decide whether to place material in the body of a report or in an appendix? 1. Determine whether the information is critical to the reader understanding the main idea of the report. 2. Longer, more in depth information belongs in an appendix. 3. If the body of a report is too long, the writer can take critical information and move it to an appendix.

6 Developing a Report Outline Problems Method Findings Conclusions Outline I. I. Introduction A. A. Problem B. B. Method Used II. II. Product Comparison A. A. Palm Is Is Least Expensive B. B. Service/Warranties Favor Blackberry C. C. Expandability Is Is Best on Blackberry D. D. Availability of of Applications Is Is Equal III. Conclusion: Blackberry Is Is the Best Buy

7 Choosing an Effective Writing Style Avoid first person pronouns Use active voice and consistent tense Avoid consecutive headings without intervening text Use transition sentences to link sections Use a variety of coherence techniques

8 Improving Transitions Use tables and numbered lists Define terms carefully Use a variety of transitions to keep reader interest

9 Structure of a Proposal

10 Process for Preparing Proposals Start with an easy to prepare section after determining parts to include Complete all sections and arrange in appropriate order Check transitions between sections Proofread, edit, and check figures thoroughly

11 Creating a Conducive Writing Environment Plan early allow plenty of time to finish Work at a steady pace in nondistracting writing environment Start with easy section; skip difficult sections and write them later Write rapidly and allow time to edit and rewrite your first draft

12 Stages in Collaborative Team Writing

13 Preparing an Effective Presentation Select topic of interest to you and the audience Determine purpose (what you want the audience to gain) Identify major points and locate supporting information Develop a strong opening and closing Arrange for a proper introduction

14 Benefits of Presentation Visuals Clarify and emphasize important points Increase retention from 14 percent to 38 percent Reduce time required to present Increase likelihood of speaker meeting goals Increase group consensus by 21 percent

15 Identifying Your Purpose Say to yourself, At the end of my presentation, the audience will... Think about how you want the audience to summarize your presentation to a colleague Tell them why they should care about the topic

16 Knowing Your Audience Who is the audience and who requested presentation? Why is topic important to audience? How will the environment affect presentation? How large is the audience? Where do I fit into program? How long is the time slot? What is the room arrangement?

17 Organizing Your Presentation Source: Dale Carnegie,

18 Effective Attention Getters

19 An Effective Introduction... Captures audience s attention Establishes rapport with audience Presents the purpose Previews major points

20 Crafting an Effective Body Provide support in an easy to understand form Provide relevant statistics Use quotes from prominent people Use jokes and humor appropriately Use interesting anecdotes Use presentation visuals

21 Making Your Presentation Easy to Understand Use simple vocabulary and short sentences that sound conversational Recognize that spoken communication is harder to process than written communication Avoid long, complex sentences used in written documents Avoid jargon and technical terms that audience may not understand

22 Crafting an Effective Closing Make conclusion creative and memorable Tie closing to introduction for unity Use transition words to show clearly movement to closing Practice close for smooth delivery Smile and accept audience s applause

23 Your Turn Which of the following is the most effective closing for a presentation? 1. Thank you for your time. 2. Hire Peterson & Melton to design and oversee construction for the Nixon County jail because we have designed 20 others jails in the rural South with similar design issues. Our experience can work for you. 3. Let Peterson & Melton design your jail and we will do the best job we can. 4. Hire Peterson & Melton Architects to design and oversee your jail because you need our experience.

24 Types of Presentation Visuals

25 Your Turn What is the most important value visuals can contribute to a presentation? 1. Visuals help an audience understand and remember a presentation. 2. Visuals keep the audience from getting restless and bored. 3. Visuals show that the presenter has knowledge of current technology. 4. Visuals give the presenter a prompt from which to read.

26 Presentation Design Principles Limit the number of visuals Use limited text and images powerful to develop one idea per slide Use effective template, fonts, and color scheme for appeal and easy reading Capitalize first letter of bullets, eliminate periods, and avoid abbreviations Reflect legal and ethical responsibility Proofread carefully

27 Using Text Effectively Choose interesting fonts that convey mood Limit the number of fonts to three Choose sturdy fonts that can be easily read at a distance Emphasize content by changing font face and size

28 Ineffective Slide Design: What Does Not Work Includes nondescriptive title Too much text and too many points for easy recall Lacks appealing template and image related to topic Has poor contrast and font choices Includes errors in capitalization style for title and ends bullets with periods

29 Effective Slide Design: Why It Works Uses descriptive title to capture major idea of slide Omits unrelated items and includes few memorable points in parallel form Omits articles, understood pronouns, possessives, simple verbs and infinitives, and repetitive phrasing Uses simple, but appealing template, related image, high contrast background and sans serif fonts for easy reading Uses initial caps in title and omits periods after bullets.

30 Ineffective Slide Content: What Does Not Work Title is not descriptive Too many points on single slide: First item is verbal transition, unrelated to key idea Final bullet belongs on new slide with tips for using humor Lack of parallel structure and spelling error detract from credibility

31 Effective Slide Content: Why It Works Uses descriptive title to capture major idea of slide Omits items unrelated to major idea value of humor Includes few memorable points in parallel form Corrects spelling error to maintain credibility

32 Designing Compelling Audience Handouts Keep handout simple Limit amount of text on page Use graphics for appeal when possible Make sure handout conveys positive impression of company/audience Choose appealing format that supports presentation purpose

33 Preparing Useful Notes Pages Include brief phrases to trigger recall and foster spontaneous delivery Provide detail only where needed Quotes, statistics, punch line of a joke Introduction and summary Format for easy use: Mixed case letters in readable font Ample white space and bulleted lists and headings to separate ideas Minimal handwritten changes

34 Types of Delivery Methods Memorized written first and delivered verbatim Manuscript or scripted written and read to the audience Impromptu not written at all because speaker does not have prior notice Extemporaneous planned, prepared, rehearsed but not written in detail

35 Your Turn Which of these is a good example of a manuscript (scripted) presentation? 1. A quarterly presentation to your board of directors 2. An actor s Academy Awards thank you 3. The President s State of the Union address 4. A pitch for an advertising account

36 Your Turn What are some causes and symptoms of public speaking anxiety?

37 Vocal Qualities Enhance Presentation Style

38 Achieving Good Vocal Quality Breathe properly and relax Listen to yourself Develop flexibility Pay attention to articulation

39 Recognizing Differences in Intonation I didn t say Bill was fired. Mary said it. I didn t say Bill was fired. I promise I didn t say it! I didn t say Bill was fired. I wrote it. I didn t say Bill was fired. Phil was. I didn t say Bill was fired. He was hired.

40 Speaking to Culturally Diverse Audiences Use simple English and short sentences Avoid words that trigger emotion Enunciate carefully and speak more slowly Use humor and jokes cautiously Seek feedback to ensure understanding Consider the culture s preferences for: Direct or indirect presentation style Nonverbal communication, greetings, farewells Desired degree of formality Gift giving

41 Common Expressions Pose Problems for International Audiences

42 Delivering as a Team Select a winning team Agree on purpose and schedule Plan seamless transitions and build natural bridge between sections Deliver and field questions as a team

43 In Class Assignment IN GROUPS: Prepare a rough draft of your Group presentation Speech Powerpoint Presentation

44 Homework your Rough Draft Send One Per Group as homework DUE: By the start of the next scheduled session