Designing and Delivering Oral

and Online Presentations

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 1

 Building Your Career
with Oral Presentations

Display
Display Think
Think on
on
Your
Your Skills
Skills Your
Your Feet
Feet

Grasp
Grasp Complex
Complex Handle
Handle
Issues
Issues Challenges
Challenges

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 2

 The Three-Step Process

Planning Writing Completing

Analyze Situation Revise

Adapt to
the Audience
Gather Information Produce

Select Medium Proofread

Compose
the Message
Get Organized Distribute

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 3

 Planning Presentations

Analyze
Analyze Gather
Gather
the
the Situation
Situation Information
Information

Select
Select Organize
Organize the
the
the
the Medium
Medium Information
Information

© Prentice Hall, 2007

2008 Excellence in Business Communication, 7e
8e Chapter 13
14 - 4
 Analyzing the Situation

Purpose
Purpose Audience
Audience

Inform
Inform Emotional
EmotionalState
State

Persuade
Persuade Language
LanguageIssues
Issues

Collaborate
Collaborate Specific
SpecificCircumstances
Circumstances

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 5

 Selecting the Medium
In-Person
In-Person Electronic
Electronic
Presentations
Presentations Presentations
Presentations

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 6

Organizing Presentations
Audience Purpose
Define
Definethe
theMain
MainIdea
Idea

Limit
Limit the
theScope
Scope
Message Message
Choose
Choosethe
theApproach
Approach

Prepare
Preparethe
theOutline
Outline
Purpose Audience

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 7

 The Planning Outline
I. State purpose and main idea
II. Organize major points and subpoints
III. Identify introduction, body, close
IV. Show your connections
V. Show your sources
VI. Choose a title
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 8
 The Speaking Outline

Follow Planning Outline

Use Keywords

Add Delivery Cues

Arrange Your Notes

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 9
 Writing Presentations
Audience Subject

Presentation
Presentation

Introduction
Introduction
Formal Informal
Presentation Presentation
Message
Message

Conclusion
Conclusion

Etiquette Purpose
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 10
 Creating the Introduction

Arouse Interest

Build Credibility

Preview Message

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 11

 Composing the Message

Limit Main Points

Stress Connections

Engage Audience

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 12

 Writing the Conclusion

Restate Main Points

Describe Next Steps

Close Presentation

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 13

 Planning Visual Aids

Quality and Impact

Audience Learning

Professional Image

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 14

 Selecting Visual Aids
Overhead Transparencies

Electronic Presentations

Chalkboards or Whiteboards

Flip Charts or Flip Books

Other Visual Combinations

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 15
Creating Effective Slides

Writing
Writing Modifying
Modifying
Content
Content Graphics
Graphics

Selecting
Selecting Being
Being Adding
Adding
Design
Design Consistent
Consistent Animation
Animation

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 16

Writing Readable Content

Select a Limit the Use Short

Central Idea Content Phrases

Use Parallel Prefer the Use Short

Grammar Active Voice Titles

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 17

 Modifying Graphics for Slides

Reduce Avoid Shorten

Details Repetition Numbers

Use Highlight Choose a

Whitespace Key Points Clear Font

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 18

 Selecting Design Elements

Color Schemes

Background Designs

Artwork and Visuals

Fonts and Type Styles

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 19
 Achieving Consistency

Slide Master Feature Layout Templates

Color
ColorChoices
Choices Bulleted
BulletedLists
Lists

Font
Font Styles
Styles Charts
Charts

Design
DesignElements
Elements Graphics
Graphics

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 20

 Adding Animation and
Special Effects
Functional Animation

Transitions and Builds

Action Buttons/Hyperlinks

Multimedia Elements
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 21
 Presenting Online
Advantages Disadvantages

Global
GlobalReach
Reach Limited
LimitedFeedback
Feedback

Cost
Cost Savings
Savings Technology
TechnologyIssues
Issues

Convenience
Convenience Training
TrainingIssues
Issues

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 22

 Online Presentations

Send Preview Keep Content Seek Frequent

Materials Simple Feedback

Consider the Ensure Allow Time to

Audience Compatibility Connect

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 23

 Completing Presentations

Finalizing
FinalizingSlides
Slides Preparing
Preparingto
to
and
andSupport
Support Speak
Speak

Practicing
Practicing Overcoming
Overcoming Handling
Handling
Your
YourDelivery
Delivery Anxiety
Anxiety Questions
Questions

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 24

Finalize Slides and Support

Title
Title Slides
Slides

Agenda
Agenda Slides
Slides

Navigation
Navigation Slides
Slides

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 25

Finalize Slides and Support

Handouts
Handouts

Backup
Backup Equipment
Equipment

Backup
Backup Presentation
Presentation

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 26

 Preparing to Speak
Speaking Occasion

Memorizing
Memorizing Reading
Reading
Audience

Purpose
Impromptu
Impromptu Speaking
Speaking
Speaking
Speaking From
From Notes
Notes
Subject Matter
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 27
 Practicing Your Delivery

PresentNaturally
Present Naturally Rehearsethe
Rehearse theSpeech
Speech

Checkthe
Check theEquipment
Equipment Introducethe
Introduce theSlides
Slides

TrackYour
Track YourTime
Time AnticipateQuestions
Anticipate Questions

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 28

 Overcoming Anxiety
•Control nervousness
•Practice for success
•Prepare extra material
•Think positively
•Visualize success
•Take deep breaths
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 29
 Overcoming Anxiety
•Be ready to go
•Don’t panic
•Get comfortable
•Focus on the message
•Seek friendly faces
•Keep on going
© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 30
Responding to Questions

Focus on the Respond

Questioner Appropriately

Control the Survive the

Situation Hot Seat

Encourage Conclude
Questions the Presentation

© Prentice Hall, 2008 Excellence in Business Communication, 8e Chapter 14 - 31