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Chapter 12

Designing and
Delivering Business
Presentations

Lecture and Resource Slides


BCOM 3e, Lehman & DuFrene

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Learning
Objectives
1. Plan a business presentation that
accomplishes the speakers goals and
meets the audiences needs.
2. Organize and develop the three parts
of an effective presentation.
3.
Select, design, and use
presentation visuals effectively.
4.
Deliver speeches with increasing
confidence.
5.
Discuss strategies for presenting in
alternate delivery situations, such as
culturally diverse audiences, team and
distance presentations.

Learning Objective
1
Plan a business
presentation that
accomplishes the
speakers goals and
meets the audiences
needs.

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

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Identifying Your
Purpose

Say to yourself, At en
the ____ of
d audience
my presentation, the
will . . .

Think about how you want the


audienc
________ to summarize
your
e
colleague
presentation to a ________
care
Tell them why they should ____
about the topic

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

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?

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Learning Objective
2
Organize and develop the
three parts of an
effective presentation.

Organizing Your
Presentation
Introduction

Source: Dale Carnegie, 1888-1955


2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Effective Attention-Getters
Shocking
Experts
Personal
Related story/
Rhetorical
Appropriate
Demonstration
quotation
reference
statement
story
humor
anecdote

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

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

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Crafting an Effective
Body
Providesupport
_______ in an easy-tounderstand form
Provide relevant
statistics
________
Usequotes
______ from prominent people
Usejokes
_____ andhumor
______ appropriately
Use interesting
anecdotes
__________
Use presentation
visuals
_______
2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

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

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

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 audiences
applause

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Learning Objective
3
Select, design, and use
presentation visuals
effectively.

Benefits of Presentation
Visuals
Clarify and
emphasiz
_________ important
e
points retentio
Increase
n ________ from 14
percent
to 38 percent
tim
Reducee ____ required to present
Increase
goals likelihood of speaker
meeting _____
consensus
Increase group _________ by 21
percent

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Types of Presentation
Visuals
Handouts Provides detailed information
to augment visual aids in a specific section of
the presentation
Reduce need for note taking
Board and Facilitate Interaction
flipchart
Are easy to use
Are inexpensive
Overhead Are Simple to prepare& use
Transparen Are inexpensive & redily avaiable
cies
Electronic Meet Audience expectations
Presentatio Enhance professionalism
ns
Provide special efforts to enhance retention,
appeal, flexibility
35 MM
Are Highly Professional
Slides
Depict real people & places
Models
or Are useful to demonstrate an Idea
2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.
Physical

Presentation Design
Principles
Limit the
number
_______ of visuals
Use limited text and
_________images to
powerful
develop
one idea
____ ____ per slide
Use effective
template
________, fonts, and color
scheme for appeal and easy reading
Capitalize
____ letter of bullets, eliminate
first
periods, and avoid abbreviations
Reflectlegal
_____ and ethical responsibility
_________
carefully
Proofread
2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Space Design &


Typography

Limit the amount of text on the slide


Use graphic devise to direct the
audience s attention & to separate
items
Select a page layout orientation
appropriate for the presentation
visual you are creating:
Use landscape orientation for computer
presentation & 35 mm slides
Use portrait orientation for overhead

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Using Text Effectively


Chooseinterestin
__________ fonts that
convey
mood g_____
Limit the number of fonts
to
three
_____ sturdy
Choose
read ______ fonts that can be
easily ____
at a distance
content
Emphasize _______ by changing
font face and size
2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Effective Use of Color


Determine the medium you will use
for displaying the visual
Choose a background color that
conveys the desire effect
Choose complimentary foreground
colors that have high contrast to the
background to ensure readability
Choose the accent colors that
complement the color scheme

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

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
2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Effective Slide Design:


Why It Works

2012 Cengage Learning.


whole or in part.

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
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and sans serif fonts for
easy reading

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

2012 Cengage Learning.


whole or in part.

- Final bullet belongs


on new slide with tips
for using humor
Lack of parallel
structure and
spelling error
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detract from

Effective Slide
Content:
Why It Works
Uses descriptive
title to capture
major idea of slide
Omits items
unrelated to major
ideavalue of
humor
Includes few
memorable points
in parallel form
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whole or in part.

Corrects spelling
maintain
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or posted toto
a publicly
accessible website, in
credibility

Learning Objective
4
Deliver speeches with
increasing confidence.

Types of Delivery Methods


Memorizedwritten first and
delivered verbatim
Unable to react tot the feedback]
If lost one point, may loose the whole speech
Memorized speeches tend to sound
monotonous

Manuscript or scriptedwritten
and read to the audience
Useful for complex material & technical
conference presentation
2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Types of Delivery Methods


Impromptunot written at all
because speaker does not have
prior notice
Extemporaneousplanned,
prepared, rehearsed but not
written in detail

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Vocal Qualities Enhance


Presentation Style
Phonation

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Achieving Good Vocal


Quality
Breathe properly and relax
Listen to yourself
Develop flexibility
Pay attention to articulation

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Delivery Style
Before Presentations
Prepare thoroughly
Prepare effective presentation support tools
Practice the entire presentations
Spend additional time practicing the
introduction & conclusion
Practice displaying presentation visuals so
that your delivery appears effortless &
seamless
Seek feedback on your performance that
enable you to polish your delivery &
improve organizations

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Delivery Style
During Presentations
Communicate confidence , warmth, &
enthusiasm for the presentation & the time
spent with audience
Exhibit a confident appearance with alert
posture
Smile genuinely throughout the
presentation
Maintain steady eye contact with
audience
Refine gestures to portray a relaxed,
approachable appearance
2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
Move from behind the lectern & toward
whole or in part.

Positive Body Language


While Making
presentations
Use the space available by walking

from time to time


Have open & receiving gestures
While presenting the palm up
Hold a pen or pointer in your hand
if you are nervous
Dont pin point somebody
Be well groomed & formal in dress
as appearance counts

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Dealing with Nervousness


Rehearse! Rehearse! Rehearse!
Prepare more material as extra
knowledge makes u confident
Like yourself as healthy self
esteem
Mentally visualize yourself
Sip some water & breathe deeply
to compose yourself
If your back is straight & head up,
you will gain confidence & energy

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

After Presentation
Be prepared for a question &
answer period
Distribute handouts

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Learning Objective
5
Discuss strategies for
presenting in alternate
delivery situations,
such as culturally
diverse audiences,
team and distance
presentations.

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 cultures preferences for:
Direct or indirect presentation style
Nonverbal communication, greetings,
farewells
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Desired degree of formality
whole or in part.

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
2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Adapting Presentations
for Distance Delivery
Be certain presentation is
appropriate for distance delivery
Establish rapport with participants
prior to presentation
Gain proficiency in delivering
through distance technology
Develop appropriate high-quality
graphics

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.

Using
Videoconferencing
Appropriately

Plan attire carefully, avoiding


patterns and bright colors
Speak in crisp tone,
conversational tone
Pay close attention to body
language
Avoid culturally insensitive
gestures

2012 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in
whole or in part.