Guffey and Loewy - EBC - 12e - PPT - ch12 - Final
Guffey and Loewy - EBC - 12e - PPT - ch12 - Final
Guffey and Loewy - EBC - 12e - PPT - ch12 - Final
Business Presentations
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 1
Icebreaker: Afraid to Speak
1. What scares you the most about making a presentation in front of your class?
Being tongue-tied? Fearing all eyes on you? Messing up? Forgetting your
ideas and looking unprofessional? Something else?
2. What are some ways to overcome these fears?
3. Be prepared to share your ideas with the class.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 2
Learning Objectives
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 4
12-1 Creating Effective Business Presentations
(1 of 6)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 5
12-1 Creating Effective Business Presentations
(2 of 6)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 6
12-1 Creating Effective Business Presentations
(3 of 6)
Understanding Presentation Types
• Presentations can be informative or persuasive, face-to-face or virtual,
performed before big audiences or given to smaller groups, elaborate or simple.
• The following are just some of the business presentations you may encounter in
your career:
− Briefing
− Report
− Podcast
− Virtual presentation
− Webinar
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 7
12-1 Creating Effective Business Presentations
(4 of 6)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 8
12-1 Creating Effective Business Presentations
(5 of 6)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 9
12-1 Creating Effective Business Presentations
(6 of 6)
• Other elements, such as the age, gender, education level, experience, and size of the
audience, will affect the style and message.
• Analyze the following questions to determine organizational pattern, delivery style, and
supporting material:
− How will this topic appeal to this audience?
− How can I relate this information to my listeners’ needs?
− How can I earn respect so that they accept my message?
− What would be most effective in making my point? Facts? Statistics? Personal
experiences? Expert opinion? Humor? Cartoons? Graphic illustrations?
Demonstrations? Case histories? Analogies?
− What measures must I take to ensure that this audience remembers my main points?
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 10
Self-Assessment
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 11
12-2
Organizing Presentations to Connect With
Audiences
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 12
12-2 Organizing Presentations to Connect With
Audiences (1 of 10)
• Good organization and intentional repetition are the two most powerful tools in
ensuring audience comprehension and retention.
• Many speech experts recommend the following, admittedly repetitious but
effective, plan:
− Step 1: Tell them what you are going to tell them.
− Step 2: Tell them.
− Step 3: Tell them what you have told them.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 13
12-2 Organizing Presentations to Connect With
Audiences (2 of 10)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 14
12-2 Organizing Presentations to Connect With
Audiences (3 of 10)
• To establish credibility:
− Describe your position, knowledge, or experience.
− Dress professionally.
− Display self-confidence.
− Use direct eye contact.
− Try to connect with your audience.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 15
12-2 Organizing Presentations to Connect With
Audiences (4 of 10)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 16
12-2 Organizing Presentations to Connect With
Audiences (5 of 10)
The following provides many possible strategies and examples to help organize a
presentation:
• Chronology • Value/size
• Geography/space • Importance
• Topic/function/conventional grouping • Problem/solution
• Comparison/contrast (pro/con) • Simple/complex
• Journalistic pattern (the six Ws) • Best case/worst case
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 17
12-2 Organizing Presentations to Connect With
Audiences (6 of 10)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 18
12-2 Organizing Presentations to Connect With
Audiences (7 of 10)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 19
12-2 Organizing Presentations to Connect With
Audiences (8 of 10)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 20
12-2 Organizing Presentations to Connect With
Audiences (9 of 10)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 21
12-2 Organizing Presentations to Connect With
Audiences (10 of 10)
• The following suggestions focus on nonverbal tips to ensure that your verbal
message resonates with your audience:
− Look terrific!
− Animate your body.
− Punctuate your words.
− Get out from behind the podium.
− Vary your facial expression.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 22
Writing Improvement Activity
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 23
12-3
Understanding Contemporary Visual Aids
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 24
12-3 Understanding Contemporary Visual Aids
(1 of 3)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 26
12-3 Understanding Contemporary Visual Aids
(3 of 3)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 27
Knowledge Check 1
True or False:
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 28
12-4
Preparing Engaging Multimedia Presentations
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 29
12-4 Preparing Engaging Multimedia Presentations
(1 of 12)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 30
12-4 Preparing Engaging Multimedia Presentations
(2 of 12)
Analyzing the Situation and Purpose
• Use the following questions to analyze the situation and purpose of a slideshow
and make the best design choices for a presentation:
− Will your slides be used during a live presentation?
− Will they be part of a self-running presentation such as in a store kiosk?
− Will they be saved on a cloud server so that users can watch the presentation
online at their convenience?
− Will they be sent as a PowerPoint show or a PDF slide deck to a client instead
of a hard-copy report?
− Will your presentation mainly run on smartphones or tablets?
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 31
12-4 Preparing Engaging Multimedia Presentations
(3 of 12)
Adjusting Slide Design to Your Audience
• Audiences respond to the colors, images, and special effects you use.
• Primary ideas are generally best conveyed with bold colors such as blue, green,
and purple.
• Because the messages that colors convey can vary from culture to culture,
presenters must choose colors and other design elements carefully.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 32
12-4 Preparing Engaging Multimedia Presentations
(4 of 12)
• Adjust the color to provide high contrast so it is readable:
− Use light text on a dark background for presentations in darkened rooms.
− Use dark text on a light background for presentations in lighted rooms.
− Avoid using a dark font on a dark background, such as red text on a dark
blue background.
− Avoid using a light font on a light background, such as white text on a pale
blue background.
− Keep in mind that colors that look vibrant on your monitor may look washed
out when projected onto a screen.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 33
12-4 Preparing Engaging Multimedia Presentations
(5 of 12)
• The 6-x-6 rule specifies six bullets per screen and six words per bullet maximum on a
PowerPoint slide.
• Breaking this rule is sometimes necessary, particularly when your users will be
viewing the presentation on their own with no speaker assistance.
• Strive to break free from bulleted lists whenever possible and minimize the use of text.
• When using presentation software such as PowerPoint, try to avoid long, boring
bulleted lists.
• Alter layouts by repositioning, resizing, or changing the fonts for the placeholders in
which your title, bulleted list, organization chart, video clip, photograph, or other
elements appear.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 34
12-4 Preparing Engaging Multimedia Presentations
(6 of 12)
• Using animation and sound effects—flying objects, swirling text, clashing
cymbals, and the like—distract your audience, drawing attention away from your
main points.
• Add animation features only if doing so helps convey your message or adds
interest to the content.
• The zooming effect of Prezi presentations can add value to your presentation as
long as it helps your audience understand connections and remember content.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 35
12-4 Preparing Engaging Multimedia Presentations
(7 of 12)
Building Your Business Presentation
• Translate the major headings in your outline into titles for slides.
• Build bullet points using short phrases.
• Create a blueprint slide, a slide that provides an overview of major points and
later provides transitions as the speaker moves from point to point.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 36
12-4 Preparing Engaging Multimedia Presentations
(8 of 12)
• Set a limit for how much time you will spend making your slides or canvas visually
appealing.
• Create a slide or canvas 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
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 37
12-4 Preparing Engaging Multimedia Presentations
(9 of 12)
• All presentation programs require you to:
− Select or create a template that will serve as the background for your
presentation.
− Make each slide by selecting a layout that best conveys your message.
• Alter existing templates so they better suit your needs.
• Visual clichés, overused templates and clip art that come preinstalled with
PowerPoint, Canva, and Prezi, can weary viewers who have seen them
repeatedly in presentations.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 38
12-4 Preparing Engaging Multimedia Presentations
(10 of 12)
• Use the PowerPoint slide sorter view to rearrange, insert, and delete slides
during the revision process.
• Make presentations as clear and concise as possible.
• Be sure all listed items use parallel grammatical forms.
• Check carefully to find spelling, grammar, punctuation, and other errors.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 39
12-4 Preparing Engaging Multimedia Presentations
(11 of 12)
• Use the following questions to critically evaluate slideshows:
− Is your message presented in a visually appealing way?
− Have you tested your slides on the equipment and in the room you will be
using during your presentation?
− Do the colors you selected work in this new setting?
− Are the font styles and sizes readable from the back of the room?
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 40
12-4 Preparing Engaging Multimedia Presentations
(12 of 12)
Seven Steps to a Powerful Multimedia Presentation
• The following presents a step-by-step process for creating a powerful multimedia
presentation:
− Start with text.
− Select background and fonts.
− Choose images that help communicate your message.
− Create graphics.
− Add special effects.
− Create hyperlinks.
− Move your presentation online.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 41
Knowledge Check 2
1. Primary ideas are generally best conveyed with bold colors such as
________________.
2. The ________________ specifies six bullets per screen and six words per bullet
maximum on a PowerPoint slide.
3. A ________________ is a slide that captures the main points in a visually
appealing way and can then be used several times throughout your presentation.
4. ________________ are overused templates and clip art that come preinstalled
with PowerPoint, Canva, and Prezi.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 42
12-5
Refining Delivery, Rehearsing, and Performing
Your Talk
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 43
12-5 Refining Delivery, Rehearsing, and Performing
Your Talk (1 of 7)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 44
12-5 Refining Delivery, Rehearsing, and Performing
Your Talk (2 of 7)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 45
12-5 Refining Delivery, Rehearsing, and Performing
Your Talk (3 of 7)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 46
12-5 Refining Delivery, Rehearsing, and Performing
Your Talk (4 of 7)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 48
12-5 Refining Delivery, Rehearsing, and Performing
Your Talk (6 of 7)
• Start with a pause and present your first • Slow down and know when to pause.
sentence from memory. • Move naturally.
• Maintain eye contact.
• Control visual aids with clickers, pointers,
• Control your voice and vocabulary. and blank screens.
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 49
12-5 Refining Delivery, Rehearsing, and Performing
Your Talk (7 of 7)
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 50
Group Activity
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 51
Group Activity Debrief
1. What did you learn from watching your partner deliver their speech?
2. What feedback did your partner have for you?
3. What will you need to work on before you give your next speech?
Guffey and Loewy, Essentials of Business Communication, 12th Edition. © 2023 Cengage. All Rights Reserved. May not be scanned, copied or duplicated, or
posted to a publicly accessible website, in whole or in part. 52