BC-9 Chapter 12 Oral Presentations

CHAPTER 12
Making
Effective and
Professional Oral
Presentations
Instructor Only Version
2007 Thomson South-Western
Organize
the
conclusion
Organize
the
body
Identify
your
purpose
Getting Ready
for an Oral
Presentation
Understand
your
audience
Organize
the
introduction
Mary Ellen Guffey, Essentials of Business Communication, 7e
Chapter 12, Slide 2
Identify Your Purpose

What do you want
your audience to
believe, remember,
or do when you
finish?
Aim all parts of your
talk toward your
purpose.
Chapter 12, Slide 3
Understand Your Audience

Friendly, neutral, uninterested,
hostile?
How to gain credibility?
How to relate this information to
their needs?
How to make them remember your
main points?
Chapter 12, Slide 4
Succeeding With
Four Audience Types
Friendly
Neutral
Uninterested
Hostile
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Chapter 12, Slide 5
Organize the Introduction

Capture listeners attention and
get them involved.
Chapter 12, Slide 6
Ten Techniques for Getting

Your Audiences Attention
A Promise
By the end of my talk,
you will . . . .
Dramatell a moving
story; describe a problem.
Eye contactcommand
attention by making eye
contact with as many
people as possible.
Chapter 12, Slide 7
Movementleave the lectern area. Move

toward the audience.
Questionsask for a show of hands. Use
a rhetorical question.
Demonstrationsinclude a member of
the audience.
Samples, gimmicksaward prizes to
volunteer participants; pass out samples.
Chapter 12, Slide 8
Visualsuse graphics
and other visual aids.
Dress professional
dress helps you look
more competent and
qualified
Appeal to the
audiences selfinterest audience
members want to know,
What's in it for me?
Chapter 12, Slide 9
Organize the Introduction

Capture listeners attention and
get them involved.
Identify yourself and establish
your credibility.
Preview your main points.
Chapter 12, Slide 10
Organize the Body

Develop two to four main points.
Streamline your topic and summarize its
principal parts.
Arrange the points logically by a specific
pattern.
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/ Organize a report discussing mishandled

conventional
airline baggage by the names of airlines.
grouping
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).
Organize from most important to least
important the reasons a company should
move its headquarters to a specific city.
Importance
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).
Organize the Body

principal parts.
pattern.
Prepare transitions to guide the audience.
Switching
Directions
Up to this point, I've concentrated

on . . .; now let's look at another
significant factor . . .
I've just discussed three reasons

for X. Now I want to move on to Y.
As you can see, we have two
primary reasons explaining . . .
Summarizing
Let me review the two major
factors I've just covered. . .
Now let's look at three reasons
for . . .
Previewing
My next major point focuses on . . .
Using Verbal Signposts to Transition

Organize the Body

principal parts.
pattern.
Prepare transitions to guide the audience.
Have extra material ready. Be prepared
with more information and visuals if
needed.
Organize the Conclusion

Summarize the main themes of the
presentation.
Provide a final action-oriented focus.
Explain how listeners can use this
information or what you want them to
do.
Include a final statement that leaves a
lasting impression.
Sending Positive
Nonverbal Messages
Look professional.
Animate your body.
Punctuate your words.
Use appropriate eye
contact.
Get out from behind
the podium.
Vary your facial
expression.
Designing an Impressive
Multimedia Presentation
Add
multimedia
and other
effects
Create an
appropriate
template
Build
bullet
points
Create an Appropriate Template

Combine harmonious colors, borders,
bullet styles, and fonts.
Avoid visual clichs.
Use light text on dark background for
darkened rooms.
Use dark text on light background for
lighted rooms
Alter layouts by repositioning, resizing, or
changing fonts in placeholder slides.
Selecting a Slide Template

You may choose from
a variety of predesigned
templates or design
your own.
Lighter backgrounds are

better in darkened rooms.
Darker backgrounds are
better in lighted rooms.
Build Bullet Points

Focus on major concepts only.
Use concise phrases balanced
grammatically.
Add graphics to illustrate and add
interest.
Avoid using too many transition
effects.
Revising Slide to Improve Bullet

Points and Add Illustration
Does not use

parallel wording.
Improves wording and

includes an illustration
for added punch.
Add Multimedia and Other Effects

Consider adding sound, animation,
and video.
Include hyperlinks ("hot spots" on
the screen) to jump to sources
outside your presentation.
Avoid too many "bells and
whistles."
Converting a Bulleted List to an

Animated Diagram
Using a Bar Chart to Illustrate a Concept
Avoid Being Upstaged

by Your Slides
Perfect your handling of the visual aids
and the operation of any equipment or
remote controls you may be using.
Make sure your computer projects!!!
Use your slides only to summarize
important points.
Look at the audience, not the screen.
Do not read from a slide. Paraphrase.
Memorize
significant parts
such as the
introduction,
conclusion, or
a meaningful
quotation.
Talk to the
audience
conversationally.
Overcoming 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.
Shift the focus from yourself to your

visual aids.
Ignore stumbles; keep going. Don't
apologize.
Don't admit you're nervous.
Feel proud when you finish.
Reward yourself.
Eight Serious
Presentation Blunders*
Being dull. Relying on only one or two
illustrations to make your points.
Not repeating your main point often
enough.
Not answering the audience's most
pressing question: What's in it for me?
Failing to use signal phrases to focus on
main points.
*Supplementary lecture. Not included in textbook.
Neglecting to practice and time your

presentation out loud.
Forgetting to check your visual aids for
readability.
Answering hypothetical questions after
your presentation.
Getting distracted just before you speak.
Putting It All Together
Before
your
presentation
During
your
presentation
After
your
presentation
Before
During
After
Prepare thoroughly.
Rehearse repeatedly.
Time yourself.
Request a lectern.
Check the room.
Greet members of the audience.
Practice stress reduction.
Before
During
After
Dress professionally.
Begin with a pause.
Present your first sentence from memory.
Maintain eye contact.
Control your voice and vocabulary.
Show enthusiasm.
Put the brakes on.
Move naturally.
Use visual aids
effectively.
Avoid
digressions.
Summarize your
main points.
Before
During
After
Distribute handouts.
Encourage questions.
Repeat questions.
Reinforce your main points.
Keep control.
Avoid Yes, but answers.
End with a summary and appreciation.

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CHAPTER 12

Chapter 12, Slide 2

Identify Your Purpose

Chapter 12, Slide 3

Understand Your Audience

Chapter 12, Slide 4

Click icon for more details.

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 5

Organize the Introduction

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 6

Ten Techniques for Getting

Chapter 12, Slide 7

Movementleave the lectern area. Move

Chapter 12, Slide 8

Chapter 12, Slide 9

Organize the Introduction

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 10

Organize the Body

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 11

Patterns for Organizing the

Describe the history of a problem,

Arrange a discussion of the changing

Topic/function/ Organize a report discussing mishandled

Chapter 12, Slide 12

Compare organic farming methods with

Explain how identity thieves ruin your

Arrange a report describing fluctuations

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 13

Discuss a problem followed by

Organize a report explaining genetic

Analyze whether two companies

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 14

Organize the Body

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 15

Up to this point, I've concentrated

I've just discussed three reasons

Using Verbal Signposts to Transition

Chapter 12, Slide 16

Organize the Body

Chapter 12, Slide 17

Organize the Conclusion

Chapter 12, Slide 18

Mary Ellen Guffey, Essentials of Business Communication, 7e

Chapter 12, Slide 19

Chapter 12, Slide 20

Create an Appropriate Template

Chapter 12, Slide 21

Selecting a Slide Template

Lighter backgrounds are

Chapter 12, Slide 22

Build Bullet Points

Chapter 12, Slide 23

Revising Slide to Improve Bullet

Does not use

Improves wording and

Chapter 12, Slide 24

Add Multimedia and Other Effects