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Business Presentations
Organizing Content
Capture attention in the introduction.
Grab listeners attention and get them involved by opening with a promise, story, startling fact, question, quotation, relevant problem, self-effacing story, or some other tactic. Identify yourself and establish your credibility. Preview your main points.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 6
Dramatell a moving
story; describe a problem.
Eye contactcommand
attention by making eye contact with as many people as possible.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 8
Organizing Content
Organize the body logically.
Develop two to four main points. Streamline your topic and summarize its principal parts. Arrange the points logically by a pattern. Prepare transitions to guide the audience. Have extra material ready. Be prepared with more information and visuals if needed.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 11
Organizing Content
Summarize in the conclusion.
Summarize your main themes. Provide a final action-oriented focus that tells listeners how they can use this information or what you want them to do. Include a statement that allows you to depart the podium gracefully and leaves a lasting impression.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 12
Pattern
Comparison/ contrast (pro/con) Journalism pattern
Example
Compare organic farming methods with those of modern industrial farming.
Explain how identity thieves ruin your good name by discussing who, what, when, where, why, and how. Arrange a report describing fluctuations in housing costs by house value groups (houses that cost $100,000, $200,000, and so forth). Organize from most important to least important the reasons a company should move its headquarters to a specific city.
Chapter 12, Slide 14
Value/size
Importance
Pattern
Problem/ solution Simple/ complex
Example
Discuss a problem followed by possible solutions. Organize a report explaining genetic modification of plants by discussing simple seed production progressing to complex gene introduction. Analyze whether two companies should merge by presenting the best case result (improved market share, profitability, employee morale) opposed to the worse case result (devalued stock, lost market share, employee malaise).
Chapter 12, Slide 15
Use
Illustrate Clarify Add interest
Comments
Story
Introduce in groups of two or three. Consider preceding or following with relevant story. Prove point Adapt to audience. Illustrate Must support thesis. Control length.
Chapter 12, Slide 16
Type Quotation
Comments Cite source. Paraphrase or read verbatim. Follow up with restatement or explanation. Comparison Improve Link familiar with unfamiliar. understanding Be sure comparison or Add figurative analogy is valid. interest Statistics Prove point Link to audience needs. Add credibility Use sparingly; round off. Support with visuals, handouts.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 17
Metaphors
Building Audience Rapport with Effective Imagery Similes Personal anecdotes
Personalized statistics
Summarizing
Switching Directions
Video
Medium
Cons
Requires costly equipment and practice to use Equipment may fail May seem outdated Holds speaker close to projector Poor photo reproduction
Chapter 12, Slide 25
Multimedia slides
Transparencies
Medium
Cons
Risks unauthorized duplication and loss of audience control Requires talent Difficult to see Cumbersome to transport
Handouts
Flipcharts or whiteboards
Medium
Cons
Expensive to create and update Incompatibility issues
Video
Props
Extra work and expensive to transport and replace Limited use with large audience
Chapter 12, Slide 27
Alter layouts by repositioning, resizing, or changing fonts. Consider adding variety and pizzazz but dont overdo it. Numeric information is easier to understand when shown in graphs and charts.
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 32
Dry throat Unsteady voice Trembling hands Tied tongue Wobbly knees
Chapter 12, Slide 38
Prepare thoroughly. Rehearse repeatedly. Time yourself. Dress professionally. Check the room. Greet members of the audience. Practice stress reduction.
Chapter 12, Slide 42
Begin with a pause. Present your first sentence from memory. Maintain eye contact. Control your voice and vocabulary. Skip the apologies. Incorporate pauses when appropriate
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 43
Show enthusiasm. Put the brakes on. Move naturally. Use visual aids effectively. Avoid digression. Summarize your main points.
Chapter 12, Slide 44
Distribute handouts. Encourage questions. Repeat questions. Reinforce your main points. Keep control. Avoid Yes, but answers. End with a summary and appreciation.
Chapter 12, Slide 45
Click to play
Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 46
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