3. Chapter 1, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 8e
Getting Ready for an Oral Presentation
Identify
your
purpose
Understand
your
audience
Organize
the
conclusion
Organize
the
body
Organize
the
introduction
5. Chapter 12, Slide 5Mary Ellen Guffey, Essentials of Business Communication, 8e
Organizing ContentOrganizing 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.
6. Chapter 12, Slide 6Mary Ellen Guffey, Essentials of Business Communication, 8e
Succeeding WithSucceeding With
Four Audience TypesFour Audience Types
Friendly
Neutral
Uninterested
Hostile
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7. Chapter 12, Slide 7Mary Ellen Guffey, Essentials of Business Communication, 8e
A Promise
“By the end of my talk,
you will . . . .”
Drama—tell a moving
story; describe a problem.
Eye contact—command
attention by making eye
contact with as many
people as possible.
Ten Techniques for GettingTen Techniques for Getting
Your Audience’s AttentionYour Audience’s Attention
8. Chapter 12, Slide 8Mary Ellen Guffey, Essentials of Business Communication, 8e
Movement—leave the lectern area. Move
toward the audience.
Questions—ask for a show of hands. Use a
rhetorical question.
Demonstrations—include a member of the
audience.
Samples, gimmicks—award prizes to
volunteer participants; pass out samples.
Ten Techniques for GettingTen Techniques for Getting
Your Audience’s AttentionYour Audience’s Attention
9. Chapter 12, Slide 9Mary Ellen Guffey, Essentials of Business Communication, 8e
Visuals—use graphics
and other visual aids.
Dress—professional
dress helps you look
more competent and
qualified
Appeal to the
audience’s self-interest
—audience members
want to know, “What's in it
for me?”
Ten Techniques for GettingTen Techniques for Getting
Your Audience’s AttentionYour Audience’s Attention
10. Chapter 12, Slide 10Mary Ellen Guffey, Essentials of Business Communication, 8e
Organizing ContentOrganizing 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.
11. Chapter 12, Slide 11Mary Ellen Guffey, Essentials of Business Communication, 8e
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.
Organizing ContentOrganizing Content
12. Patterns for Organizing the
Body of Your Presentation
Pattern Example
Chronology Describe the history of a problem,
organized from the first sign of trouble to
the present.
Geography/
space
Arrange a discussion of the changing
demographics of the workforce by
regions, such as East Coast, West
Coast, and so forth.
Topic/function/
conventional
grouping
Organize a report discussing mishandled
airline baggage by the names of airlines.
13. Chapter 12, Slide 13Mary Ellen Guffey, Essentials of Business Communication, 8e
Pattern Example
Comparison/
contrast
(pro/con)
Compare organic farming methods with
those of modern industrial farming.
Journalism
pattern
Explain how identity thieves ruin your
good name by discussing who, what,
when, where, why, and how.
Value/size Arrange a report describing fluctuations
in housing costs by house value groups
(houses that cost $100,000, $200,000,
and so forth).
Importance Organize from most important to least
important the reasons a company should
move its headquarters to a specific city.
14. Chapter 12, Slide 14Mary Ellen Guffey, Essentials of Business Communication, 8e
Pattern Example
Problem/
solution
Discuss a problem followed by
possible solutions.
Simple/
complex
Organize a report explaining genetic
modification of plants by discussing
simple seed production progressing
to complex gene introduction.
Best case/
worst case
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).
15. Chapter 1, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 8e
Supporting Your Main Points*
Type Use Comments
Example Illustrate
Clarify
Add interest
Introduce in groups of two
or three.
Consider preceding or
following with relevant story.
Story Prove point
Illustrate
Adapt to audience.
Must support thesis.
Control length.
*Supplementary lecture. Not included in textbook.
16. Chapter 1, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 8e
Type Use Comments
Quotation Prove point
Add credibility
Add interest
Cite source.
Paraphrase or read
verbatim.
Follow up with restatement
or explanation.
Comparison Improve
understanding
Add figurative
interest
Link familiar with
unfamiliar.
Be sure comparison or
analogy is valid.
Statistics Prove point
Add credibility
Link to audience needs.
Use sparingly; round off.
Support with visuals,
handouts.
17. Chapter 12, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 8e
Worst- and
best-case
scenarios
Worst- and
best-case
scenarios
Personalized
statistics
Personalized
statistics
Personal
anecdotes
Personal
anecdotes
SimilesSimiles
MetaphorsMetaphors
AnalogiesAnalogies
Building AudienceBuilding Audience
Rapport withRapport with
Effective ImageryEffective Imagery
Building AudienceBuilding Audience
Rapport withRapport with
Effective ImageryEffective Imagery
Building Rapport Like a ProBuilding Rapport Like a Pro
18. Chapter 12, Slide 18Mary Ellen Guffey, Essentials of Business Communication, 8e
Building Rapport Like a ProBuilding Rapport Like a Pro
Effective Imagery
Analogy – a comparison of something
familiar with something unfamiliar
To understand how the heart is divided,
imagine a house with two rooms upstairs
and two downstairs.
19. Chapter 12, Slide 19Mary Ellen Guffey, Essentials of Business Communication, 8e
Building Rapport Like a ProBuilding Rapport Like a Pro
Effective Imagery
Metaphor – an implied, nonliteral
comparison
The old office building became a money
pit.
Simile – a comparison that includes the
words like or as
His mind works like a computer.
20. Chapter 12, Slide 20Mary Ellen Guffey, Essentials of Business Communication, 8e
Building Rapport Like a ProBuilding Rapport Like a Pro
Other Ways to Connect With Your
Audience
Personal anecdotes
Personalized statistics
Worst- and best-case
scenarios
21. Chapter 12, Slide 21Mary Ellen Guffey, Essentials of Business Communication, 8e
Using Verbal Signposts to Transition
As you can see, we have two
primary reasons explaining . . .
Summarizing
Previewing
Now let's look at three reasons
for . . .
My next major point focuses on . . .
Let me review the two major
factors I've just covered. . .
Switching
Directions
I've just discussed three reasons
for X. Now I want to move on to Y.
Up to this point, I've concentrated
on . . .; now let's look at another
significant factor . . .
22. Chapter 12, Slide 22Mary Ellen Guffey, Essentials of Business Communication, 8e
Sending PositiveSending Positive
Nonverbal MessagesNonverbal Messages
Look professional.
Animate your body.
Punctuate your words.
Use appropriate eye contact.
Get out from behind the podium.
Vary your facial expressions.
23. Chapter 1, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 12, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 8e
Objects
for
demonstration
Objects
for
demonstration
VideoVideo
Flipcharts
or
whiteboards
Flipcharts
or
whiteboards
HandoutsHandouts
TransparenciesTransparencies
Multimedia
slides
Multimedia
slides
Enhancing YourEnhancing Your
PresentationPresentation
With VisualWith Visual
AidsAids
Enhancing YourEnhancing Your
PresentationPresentation
With VisualWith Visual
AidsAids
24. Chapter 12, Slide 24Mary Ellen Guffey, Essentials of Business Communication, 8e
Pros Cons
Easy to prepare,
update, and use
Readily available
equipment
Easy to prepare,
update, and use
Readily available
equipment
May seem outdated
Holds speaker
close to projector
Poor photo repro-
duction
May seem outdated
Holds speaker
close to projector
Poor photo repro-
duction
Professional
effect
Graphic options
Easy to make and
update
Professional
effect
Graphic options
Easy to make and
update
Requires costly
equipment and
practice to use
Equipment may
fail
Requires costly
equipment and
practice to use
Equipment may
fail
Medium
Multimedia
slides
Multimedia
slides
TransparenciesTransparencies
Characteristics of Visual AidsCharacteristics of Visual Aids
25. Chapter 12, Slide 25Mary Ellen Guffey, Essentials of Business Communication, 8e
Encourages
audience
participation
Enhances recall
Encourages
audience
participation
Enhances recall
Risks unauthorized
duplication and
loss of audience
control
Risks unauthorized
duplication and
loss of audience
control
Inexpensive
Easy to create,
modify, or
customize on the
spot
Inexpensive
Easy to create,
modify, or
customize on the
spot
Requires talent
Difficult to see
Cumbersome to
transport
Requires talent
Difficult to see
Cumbersome to
transport
Pros ConsMedium
HandoutsHandouts
Flipcharts
or
whiteboards
Flipcharts
or
whiteboards
Characteristics of Visual AidsCharacteristics of Visual Aids
26. Chapter 12, Slide 26Mary Ellen Guffey, Essentials of Business Communication, 8e
Accurate portrayal
of content
Suggests serious
preparation
Accurate portrayal
of content
Suggests serious
preparation
Expensive to
create and update
Incompatibility
issues
Expensive to
create and update
Incompatibility
issues
Realistic effects
Increases audience
participation
Realistic effects
Increases audience
participation
Extra work and
expensive to trans-
port and replace
Limited use with
large audience
Extra work and
expensive to trans-
port and replace
Limited use with
large audience
Pros ConsMedium
VideoVideo
PropsProps
Characteristics of Visual AidsCharacteristics of Visual Aids
27. Chapter 12, Slide 27Mary Ellen Guffey, Essentials of Business Communication, 8e
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
Analyze the situation and purpose.
Live presentation?
Self-running presentation?
Saved on server for anytime viewing?
Analyze the situation and purpose.
Bold colors? Animation?
Sound effects? Bells and whistles?
28. Chapter 12, Slide 28Mary Ellen Guffey, Essentials of Business Communication, 8e
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
Adapt your text and color selections.
6-x-6 rule: Maximum of six bullets
per screen, six words per bullet
Combine harmonious colors,
borders, bullet styles, and fonts.
Use light text on dark background
for darkened rooms.
Use dark text on light background
for lighted rooms.
29. Chapter 12, Slide 29Mary Ellen Guffey, Essentials of Business Communication, 8e
Translate major
headings into slide
titles.
Use blueprint slides
strategically.
Build bullet points
with short phrases.
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
Organize your slides.
30. Chapter 12, Slide 30Mary Ellen Guffey, Essentials of Business Communication, 8e
Create a template to serve as
background.
Avoid visual clichés; find a fresh
template that complements your
purpose.
Choose layout and design options.
Compose your slideshow.
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
31. Chapter 12, Slide 31Mary Ellen Guffey, Essentials of Business Communication, 8e
Alter layouts by repositioning,
resizing, or changing fonts.
Consider adding variety and pizzazz
but don’t overdo it.
Numeric information is easier to
understand when shown in graphs
and charts.
Compose your slideshow.
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
32. Chapter 12, Slide 32Mary Ellen Guffey, Essentials of Business Communication, 8e
Create a slide only if it
• helps audience follow your ideas
• highlights points you want audience to
remember
• introduces or reviews key points
• provides a transition between points
• illustrates and simplifies complex
ideas.
Compose your slideshow.
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
33. Chapter 12, Slide 33Mary Ellen Guffey, Essentials of Business Communication, 8e
Use PowerPoint’s Slide Sorter View to
rearrange, insert, and delete slides.
Edit wording to achieve parallel form.
Strive for conciseness and precision.
Check for spelling, grammar, and
punctuation.
Are color choices visually appealing?
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
Revise, proofread, and evaluate your
slideshow.
34. Chapter 12, Slide 34Mary Ellen Guffey, Essentials of Business Communication, 8e
Allow plenty of time to set up and test
equipment.
Always bring backups.
Consider transferring your presentation
to a CD or a USB flash drive.
Look at the audience, not the screen.
Do not read from a slide. Paraphrase.
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
Use PowerPoint effectively.
35. Chapter 12, Slide 35Mary Ellen Guffey, Essentials of Business Communication, 8e
Leave the lights as bright as possible.
Use a radio remote control to advance
slides.
Use a laser pointer to highlight slide
items.
Don’t rely totally on your slides.
Remember that the audience came to
see and hear you.
Preparing a Visually AppealingPreparing a Visually Appealing
PowerPoint PresentationPowerPoint Presentation
Use PowerPoint effectively.
36. Chapter 12, Slide 36Mary Ellen Guffey, Essentials of Business Communication, 8e
If you are using a slideshow, practice
thoroughly so that you can speak
extemporaneously without notes.
If you are speaking without a slideshow,
use notes but try to talk to the audience
conversationally.
Beware of reading from a script:
BORING!
Polishing Your DeliveryPolishing Your Delivery
and Following Upand Following Up
Delivery Method
37. Chapter 12, Slide 37Mary Ellen Guffey, Essentials of Business Communication, 8e
Stage Fright SymptomsStage Fright Symptoms
Dry throat
Unsteady voice
Trembling hands
Tied tongue
Wobbly knees
Stomach
butterflies
Pounding
heart
Shortage of
breath
Sweaty
palms
38. Chapter 12, Slide 38Mary Ellen Guffey, Essentials of Business Communication, 8e
Combating Stage FrightCombating Stage Fright
Just before you begin to talk,
take some deep breaths.
Convert your fear into
anticipation and enthusiasm.
Select a familiar, relevant
topic.
Prepare 150 percent.
Use positive self-talk.
39. Chapter 12, Slide 39Mary Ellen Guffey, Essentials of Business Communication, 8e
Shift the focus from yourself to your
visual aids.
Ignore stumbles; keep going.
Don't admit you're nervous.
Feel proud when you finish.
Reward yourself.
Combating Stage FrightCombating Stage Fright
40. Chapter 12, Slide 40Mary Ellen Guffey, Essentials of Business Communication, 8e
Putting It All TogetherPutting It All Together
During
your
presentation
Before
your
presentation
After
your
presentation
41. Chapter 12, Slide 41Mary Ellen Guffey, Essentials of Business Communication, 8e
Prepare thoroughly.
Rehearse repeatedly.
Time yourself.
Dress professionally.
Check the room.
Greet members of the audience.
Practice stress reduction.
Putting It All TogetherPutting It All Together
AfterDuringBefore
42. Chapter 12, Slide 42Mary Ellen Guffey, Essentials of Business Communication, 8e
AfterBefore
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
During
Putting It All TogetherPutting It All Together
43. Chapter 12, Slide 43Mary Ellen Guffey, Essentials of Business Communication, 8e
Show enthusiasm.
Put the brakes on.
Move naturally.
Use visual aids effectively.
Avoid digression.
Summarize your main points.
AfterBefore During
Putting It All TogetherPutting It All Together
44. Chapter 12, Slide 44Mary Ellen Guffey, Essentials of Business Communication, 8e
DuringBefore
Distribute handouts.
Encourage questions.
Repeat questions.
Reinforce your main points.
Keep control.
Avoid Yes, but answers.
End with a summary and appreciation.
After
Putting It All TogetherPutting It All Together