Unit 4

Reports, Proposals, and Presentations

1
 Chapter 14
Business Presentations

Student PowerPoint Library, 9e

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Speaking Skills and Your Career
Speaking skills:
Can lead to career success
Are No. 1 predictor of success and mobility
Are useful at every career stage
Are the most desired soft skill sought in job applicants

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Types of Business Presentations
Briefing: concise summary of an Virtual Presentation: used when
issue, proposal, or problem collaborating remotely
Report: oral equivalent of business Webinar: Web-based presentation,
reports and proposals lecture, workshop, or seminar
Podcast: prerecorded audio or video
clip delivered online

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Knowing Your Purpose
What do you want to accomplish?
What do you want your listeners to remember or do?

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Knowing Your Audience
Anticipate its reaction. Adjust to its needs.
Analyze your audience. Focus on audience benefits.

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Determining Organization, Delivery Style, and
Supplemental Material
• 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?

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The Introduction
Introduction
• Capture listeners’ attention and get them involved.
• Identify yourself and build your credibility.
• Preview your main points.

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Structuring the Presentation (1 of 2)
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.

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Structuring the Presentation (2 of 2)
Conclusion
• Summarize the main themes of the presentation.
• Leave the audience with a specific, memorable take-away.
• Include a statement that allows you to leave the podium gracefully.

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Building Audience Rapport
Effective Imagery Verbal Signposts Nonverbal Messages
analogy, simile, previewing, attire, body movement,
metaphor, personal summarizing, eye contact, facial
anecdote, switching expressions
personalized directions
statistics

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Types of Visual Aids
Multimedia
Slides

Handouts Zoom
Presentations

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Purposes of Good Visual Aids
• Emphasize and clarify main points • Make speaker appear more
• Improve comprehension and professional, better prepared, more
persuasive
retention
• Help achieve your goals faster
• Increase audience interest
• Jog the speaker’s memory

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Applying the 3-x-3 Writing Process to Multimedia
Presentations (1 of 2)
Phase 1: Analyzing, Anticipating and Adapting
• Analyze the situation. How will your presentation be used?
• Adjusting to your audience. How will your presentation get the most positive
response?
• Adapt text, color, and image selections to your audience.
• Use the 6-x-6 rule: Six bullets per screen, six words per bullet, max.

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Applying the 3-x-3 Writing Process to Multimedia
Presentations (2 of 2)
Phase 2: Researching, Organizing, and Drafting
• Research your presentation options (PowerPoint, Prezi, SlideRocket, or
other software).
• Organize content using titles and bullets.
• Use appropriate templates.
• Design for optimal effect.

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Applying the 3-x-3 Writing Process
Phase 3: Revising, Proofreading, and Evaluating
• 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? Are the slides readable?

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Seven Steps To a Powerful Multimedia Presentation (1 of 2)

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Seven Steps To a Powerful Multimedia Presentation (2 of 2)

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Choose a Delivery Method
Memorization Reading from notes Extemporaneous method

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Combat Stage Fright
Breathe deeply. Take a sip of water.
Convert your fear. Shift the spotlight to your visuals.
Know your topic and come prepared. Ignore any stumbles.
Use positive self-talk. Feel proud when you finish.

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Before Your Presentation
Prepare thoroughly. Check the room.
Rehearse repeatedly. Test the equipment.
Time yourself. Greet audience members.
Dress professionally. Practice stress reduction.

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During Your Presentation (1 of 2)
• Begin with a pause.
• Present your first sentence from memory.
• Show enthusiasm.
• Skip the apologies.
• Maintain eye contact.
• Control your voice and vocabulary.
• Put the brakes on.
• Know when to pause.

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During Your Presentation (2 of 2)
• Move naturally.
• Use verbal aids effectively.
• Avoid digressions.
• Summarize your main points, and arrive at the high points of your talk.

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After Your Presentation
• Distribute handouts.
• Repeat questions.
• Encourage questions.
• Reinforce your main points.
• Keep control.
• Avoid Yes, but answers.
• End with a summary and appreciation.

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Understanding Different Values and Nonverbal
Behavior Across Cultures
• Expect different perceptions, e.g. of being direct.
• Give an interpreter time to translate by speaking slowly and in chunks.
• Organize your talk in distinct topics, and encourage a discussion after each.
• Match your presentation and nonverbal messages to your audience.
• Curb your exuberance and observe greater formality.

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Adjusting Visual Aids to Intercultural Audiences
• Find out whether you will need an interpreter.
• Use more text on slides.
• Provide handouts in both languages.
• Slow down while presenting slides.

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Preparing Collaborative Presentations With Teams (1 of 5)

Preparing to work together:

• Establish ground rules. • Consider the value of conflict.

• Choose a meeting leader, recorder, • Decide how to ensure all members
and evaluator. are doing their fair share.
• Decide whether team will be • Make meetings a top priority.
governed by consensus, majority
rule, or other method.

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Preparing Collaborative Presentations With Teams (2 of 5)

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.

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Preparing Collaborative Presentations With Teams (3 of 5)

Collecting information:
• Brainstorm ideas and assign topics.
• Set deadlines.
• Discuss how to ensure accuracy of information collected.

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Preparing Collaborative Presentations With Teams (4 of 5)

Organizing, writing, and revising:

• Use the same software as other • Strive for a consistent style, format,
team members. and feel in the final document or
• Use tools such as Google Docs or presentation.
SlideRocket to edit documents. • Create smooth transitions.
• Decide who will coordinate all parts
of document or presentation.

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Preparing Collaborative Presentations With Teams (5 of 5)

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.
• Practice fielding questions.

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Making Telephone Calls Professionally
• Plan a mini-agenda. • Be professional and courteous.
• Use a three-point introduction (name • Bring it to a close.
the person you are calling, identify • Avoid telephone tag.
yourself, give brief reason for
calling). • Leave complete voice mail
messages.
• Be brisk if you are rushed.
• Be cheerful and accurate.

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Receiving Telephone Calls Professionally
• Identify yourself immediately.
• Be responsive and helpful.
• Practice telephone confidentiality.
• Take messages carefully.
• Leave the line respectfully.

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Practicing Courteous and Responsible Smartphone Use

• Be courteous to those around you.

• Observe wireless-free quiet areas.
• Speak in low, conversational tones.
• Take only urgent calls.
• Drive now, talk later.

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Making the Best Use of Voice Mail (1 of 2)

On the receiver’s end:

• Don’t overuse voice mail.
• Prepare a professional, concise, friendly greeting.
• Respond to messages promptly.
• Plan for vacations and other extended absences.

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Making the Best Use of Voice Mail (2 of 2)

On the caller’s end:

• Be prepared to leave a message.
• Leave a concise, thorough message.
• Speak slowly and articulate.
• Be careful with confidential information.

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be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
 End

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