Chapter 6

CHAPTER 6
BUSINESS
PRESENTATION
PREPARING EFFECTIVE ORAL
PRESENTATIONS
• Knowing Your Purpose
– Deciding what you want to accomplish.
– A clear purpose provides the foundation for

framing an effective presentation.
PRESENTATIONS
• Knowing Your Audience
Analysing your audience, anticipating its
reactions, and adjusting to its needs if necessary.
Age, gender, education, experience, and the size

of the audience will affect your style and message.
A friendly audience – will respond to humour and

personal experience.
PRESENTATIONS
• Knowing Your Audience

A neutral audience – requires an even, controlled
delivery style. You would want to fill the talk with
facts, statistics, and expert opinions.
An uninterested audience that is forced to attend

– requires a brief presentation.
ORGANIZING THE CONTENT FOR A POWERFUL
IMPACT
(1) Capturing Attention in the Introduction

Three goals (3) to accomplish in the
introduction of presentation:
 Capturing listeners’ attention and get them involve.
 If you are able to apple to listeners and involve them
right from the start, you are more likely to hold their
attention until the end.
 You can achieve involvement by opening with a

question or command that requires audience members
to raise their hands or stand up.
IMPACT
 Identify yourself and establish your credibility.
 To establish your credibility, it may help to describe your
position, knowledge, or experience – whatever qualifies
you to speak.
 Try to connect with your audience. Listeners may respond

particularly well to speakers who reveal something of
themselves and identify with them.
 Preview your main points

 Preview the main points of your topic, perhaps with a
visual aid.
IMPACT
(2) Organizing the Body

 The best oral presentations focus on a few key
ideas.
 Each idea should be developed with adequate,

but not excessive, explanation and details.
 Too much detail can obscure the theme of the

presentation.
IMPACT
(3) Summarizing in the Conclusion

A strong conclusion is an essential component of a
business presentation.
Three (3) goals:

 Summarize the main themes of the presentation.
 Leave the audience with a specific and memorable
take-away.
 Include a statement that allows you to exit the podium
gracefully.
BUILDING AUDIENCE RAPPORT
• Good speakers are adept at building audience
rapport by use a number of verbal and nonverbal
techniques to connect with the audience.
• The helpful techniques include providing

imagery, supplying verbal cues, and using body
language strategically.
• They form a bond with the audience; they may

entertain as well as inform.
Verbal Signposts
• Refer to the indicators that help and guide listeners

to identify the difference parts of the presentation.
• Knowledgeable speakers help the audience recognize

the organization and main points in an oral message
with verbal signposts.
• They keep listeners on track by including helpful

previews, summaries, and transitions.
Verbal Signposts
• Appropriate transitional expression include first,

second, next, then, therefore, moreover, on the
other hand, on the contrary, and in conclusion.
• These transitional expressions build coherence, lend

emphasis, and signal to listeners the next part and
the flow of the presentation.
Nonverbal Messages
• The nonverbal messages have a powerful effect on

how well your audience receive your message.
• How you look, how you move, and how you speak
can affect how the audience responds to and
understand the verbal content of your presentation.
Nonverbal Messages
• Tips for successful nonverbal messages:

Look professional  Professional attire help to build your credibility.
Animate your body  Stand with good posture to show confidence.

 Use a variety of gestures, but don’t consciously plan
them in advance.
Speak  Do not read from notes or a manuscript, but speak

extemporaneously naturally.
 Use your presentation slides to guide your talk.
Introduce variety  Varying your tone, volume, pitch, and pace.

 Use pause before and after important points.
Nonverbal Messages
• Tips for successful nonverbal messages:

Use appropriate eye contact  Maintaining eye contact with audience
shows that you are confident and
prepared.
 Looking at audience members, rather than
looking at your notes or your computer
screen, helps audience feel they are more
involved.
Get out from behind the  Movement can possibly make you look
podium natural and comfortable and thereby help
you connect more with your audience.
Vary your expression  It is important to smile at the beginning of

the presentation, but changing your
expression to correspond with the verbal
material and visual aids.
PLANNING VISUAL AIDS AND MULTIMEDIA
PRESENTATIONS
• Purposes of good visual aids:

 Emphasize and clarify main points – helps to improving
comprehension and retention.
 Increase audience interest.
 Make the presenter appear more professional, better

prepared, and more persuasive.
 Serve to jog the memory of a speaker, thus improving self

confidence, poise, and delivery.
PLANNING VISUAL AIDS AND MULTIMEDIA PRESENTATIONS
Types of Visual Aids

DESIGNING AND IMPRESSIVE MULTIMEDIA PRESENTATION
Preparing a Visually Appealing PowerPoint Presentation
(1) Analyzing the Situation and Purpose

 Making the best content and design choices for your slides
depends greatly on your analysis of the presentation and
the purpose of your slideshow.
 If you are e-mailing the presentation or posting it online as

a self-contained files – the slides will typically feature more
text.
 If you are creating slides for a live presentation – choose

powerful, telling images over boring text-laden slides.
(2) Anticipating Your Audience

 Think about how you can design your presentation to get the most
positive response from your audience.
 Selection of color – adjust the color in such a way that it provides high
contrast and is readable. Example: white and yellow usually works well
on dark backgrounds, but not on the plain background.
 Inappropriate special effects distract your audience, drawing attention

away from the content of the presentation.
 Add animation features only if doing so helps convey your message or

adds interest to the content.
(3) Organizing Your Slides

 Translate the major headings in your presentation
outlines into titles for slides.
 Builds bullet points using short phrases.
 The slides you create to accompany your spoken

ideas can be organized with visual elements that will
help your audience understand and remember what
you want to communicate.
(4) Working with Templates

 All presentation programs require you to:
 Select or create a template that will serve as the
background for the presentation
 Make each individual slide by selecting layout that best
conveys the message.
 Existing template are useful because they are

designed by professionals who know how to combine
harmonious colors, borders, bullet styles, and fonts
for pleasing visual effects.
(5) Composing Your Slideshow.

 General guidelines:
 Use as few words as possible for each bullet point.
 Use a parallel structure for the bullet points.
 Create a slide only if it accomplishes at least one of the

following purposes:
▪ Generates interest in what you are saying and helps
the audience follow your ideas
▪ Highlights points you want your audience to remember
▪ Introduces or reviews your key points
▪ Provides a transition from one major point to the next
▪ Illustrates and simplifies complex ideas
Making a Powerful Multimedia Presentation

POLISHING YOUR DELIVERY AND FOLLOWING UP
Choosing a Delivery Method
• Is reading from a manuscript the best plan?
DEFINITELY NOT !!!!
WHY??
 It suggest that you don’t know your topic well.

 Audience may loses confidence in your expertise.
 Prevents you from maintaining eye contact.
 You can’t see audience reactions; consequently, you
can’t benefit from feedback.
• Tips for effective delivery techniques:
Avoid Memorizing Your Presentation

 Unless you are an experienced performer, you will
sound robotic and unnatural if you try to recite your talk
by heart.
 However, memorizing significant parts—the

introduction, the conclusion, and perhaps a meaningful
quotation—can make your presentation dramatic and
impressive.
Deliver Your Presentation Extemporaneously

 Extemporaneous delivery – speaking freely, generally without
notes, after preparation and rehearsing.
 This includes commenting on the multimedia visuals you have
prepared
Know When Notes Are Appropriate

 If you give a talk without multimedia technology, you may
use note cards or an outline containing key sentences and
major ideas, but beware of reading from a script.
 Note cards will keep you on track and prompt your memory,
but only if you have rehearsed the presentation thoroughly.
Combating Stage Fright
• Strategies to Reduce Stage Fright.
Breathe deeply Convert your fear
Know your topic and Use positive self

come prepared talk
Take a sip of water Don’t admit you

are nervous
Feel proud when

you finish
Strategies Before Your Presentation
Prepare Thoroughly Rehearse Repeatedly

 Knowing your subject  When you rehearse,
thoroughly - research your practice your entire
topic diligently and prepare presentation.
a careful
sentence outline.  Rehearse alone or before
friends and family.
 Complete your
PowerPoint slides, a  Also consider making an
week before the actual audio or video recording of
talk and rehearse several your rehearsals so you can
times each day before evaluate your
the presentation. effectiveness.
Strategies Before Your Presentation
Dress Professionally
Time Yourself
 Dressing professionally for
a presentation will make
 If you have a time limit,
you:
don’t go over it.
 look more credible to
your audience.
 Most audiences tend to get
 feel more confident.
restless during longer talks.
 appear comfortable
during your
presentation.
Strategies During Your Presentation
Start With a Pause and Present

Your First Sentence From
Memory Maintain Eye Contact
 When you first approach the  Even when presenting to a

audience, take a moment to large audience, try to make
make yourself comfortable. genuine, not fleeting eye
contact with as many people
 By memorizing your opening, as possible during your
you can immediately develop presentation.
rapport with the audience
through eye contact.
Control Your Voice and

Vocabulary
Show Enthusiasm
 Speaking in moderated
tones but loudly enough to  Show passion for your topic
be heard. through your tone, facial
expressions, and gestures.
 Eliminate verbal static, such
as “ah, er, like, you know,  Adding variety to your voice
um”. also helps to keep your
audience alert and
 Silence is preferable to interested.
meaningless fillers when you
are thinking of your next idea
Summarize Your Main Points

and Drive Home Your Message.
Use Visual Aids Effectively
 Conclude your presentation
 Discuss and interpret each by reiterating your main
visual aid for the audience. points or by emphasizing
what you want the audience
 Use a laser pointer if to think or do.
necessary, but steady your
hand if it is shaking.  Once you have announced
your conclusion, proceed to
it directly.
Strategies After Your Presentation
Encourage Questions but Keep

Control
Distribute Handouts
 If the situation permits a
 If you prepared handouts question and-answer period,
with data the audience will then, when you finish, ask for
not need during the questions.
presentation, pass them out
when you finish to prevent  As you’re answering
any distractions during your questions, don’t allow one
talk. individual to dominate the
conversation. Keep the entire
audience involved
Strategies After Your Presentation
End With a Summary and

Appreciation
Repeat Questions
 To signal the end of the
 Although you may have
session before you take the
heard the question, some
last question, say something
audience members may not
like ‘We have time for just
have. Begin each answer by
one more question’.
repeating the question.
 Summarize your main points
 This also gives you thinking
and express appreciation to
time.
the audience for the
opportunity to present.
THANK YOU

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– A clear purpose provides the foundation for

Age, gender, education, experience, and the size

A friendly audience – will respond to humour and

• Knowing Your Audience

An uninterested audience that is forced to attend

(1) Capturing Attention in the Introduction

 You can achieve involvement by opening with a

 Try to connect with your audience. Listeners may respond

 Preview your main points

(2) Organizing the Body

 Each idea should be developed with adequate,

 Too much detail can obscure the theme of the

(3) Summarizing in the Conclusion

Three (3) goals:

• The helpful techniques include providing

• They form a bond with the audience; they may

• Refer to the indicators that help and guide listeners

• Knowledgeable speakers help the audience recognize

• They keep listeners on track by including helpful

• Appropriate transitional expression include first,

• These transitional expressions build coherence, lend

• The nonverbal messages have a powerful effect on

• Tips for successful nonverbal messages:

Animate your body  Stand with good posture to show confidence.

Speak  Do not read from notes or a manuscript, but speak

Introduce variety  Varying your tone, volume, pitch, and pace.

• Tips for successful nonverbal messages:

Vary your expression  It is important to smile at the beginning of

• Purposes of good visual aids:

 Increase audience interest.

 Make the presenter appear more professional, better

 Serve to jog the memory of a speaker, thus improving self

Types of Visual Aids

(1) Analyzing the Situation and Purpose

 If you are e-mailing the presentation or posting it online as

 If you are creating slides for a live presentation – choose

(2) Anticipating Your Audience

 Inappropriate special effects distract your audience, drawing attention

 Add animation features only if doing so helps convey your message or

(3) Organizing Your Slides

 Builds bullet points using short phrases.

 The slides you create to accompany your spoken

(4) Working with Templates

 Existing template are useful because they are

(5) Composing Your Slideshow.

 Create a slide only if it accomplishes at least one of the

Making a Powerful Multimedia Presentation

 It suggest that you don’t know your topic well.

• Tips for effective delivery techniques:

Avoid Memorizing Your Presentation

 However, memorizing significant parts—the

Deliver Your Presentation Extemporaneously

Know When Notes Are Appropriate

• Strategies to Reduce Stage Fright.

Breathe deeply Convert your fear

Know your topic and Use positive self

Take a sip of water Don’t admit you