EDM711 COMMUNICATION AT THE WORKPLACE FACULTY OF EDUCATION, UNIVERSITI TEKNOLOGI MARA

Chapter Twelve Types of Business Presentation

Types of Business Presentation

INFORMATIVE PRESENTATIONS Briefings Reports Training

SPECIAL-OCCASION SPEAKING Welcoming a Guest Introducing Another Speaker Honoring a Person or an Institution Giving a Toast Presenting an Award Accepting an Award Training

PERSUASIVE PRESENTATION Organizing Persuasive Messages Types of Persuasive Presentations Strategies for Ethical Persuasion Training GROUP PRESENTATION Approaches to Organizing a Group Presentation Planning Introductions, Conclusions, and Transitions in Group Presentations Delivering a Group Presentation

Short talks that give already interested and knowledgeable audience the specific information they need to do their jobs Some briefings: to update listeners what has happened in the past; e.g: briefings for nurses & police officers before each shift

Characteristics of briefings:

Length: short, no more than 2 on 3 minutes

Organization: organized simply, usually topically or chronologically Content: summarizes position/purpose, mainly focusing to get the attendees ready to perform jobs

Briefings

Some briefings: to focus on the future; e.g: executive chef of a restaurant brief waiters about the days menu specials

Presentation Aids: simple, rarely contain complex detail

Language & Delivery: quite conversational, more matter-of-fact

 Common report types: Progress/status, investigative, final, & feasibility Reports (orally/in writing) Learn: observe accomplished colleagues and experienced & successful coworkers

Give the audience an account of what you/your team has learned or done

Comes in an almost endless variety e.g: internal/external; detailed/brief; formal/informal

An organizations culture determines the manner in which you present a report e.g: brief/detailed; with/without VA; with/without Q&A sessions

 Status/Progress Reports (Hows the project going?)

Brief, clear summary of the situation accordingly to the format as follow: 1.Review the projects purpose 2. State the current status of the project (performed tasks, relevantly give credits to the people involved) Investigative Reports Was a customers complaint justified? Why has our firms turnover rate increased 10% in the last year? Is there gender bias in our hiring and promotions? 3. Identify obstacles & attempts made to overcome obstacles (ask for assistance when appropriate) 4. Describe your next milestone (explain steps to be taken & when) 5. Forecast the future of the project (focus on ability to finish the job as planned within allocated time)

e. Inform listeners how to get further information (websites & when written reports will be ready)

Is delivered upon tasks completion

-Length & formality depending on the scope of the tasks/projects

-Adjust reports to fit situation accordingly to the format as follow:

Final Reports
d. Describe the results (outcomes, discussion of successes, failures & related future events) a. Introduce the report (briefly describe the task you are reporting on) b. Provide necessary b/ground (how?why?and what factors involved along the completion process)

c. Describe what happens (aim discussion, challenges & resolutions, give credits for contributions)

Consists of elements as follow:

Evaluates potential action steps and recommends how the organization should proceed

1. Introduction (Briefly define problem & explain consequences)

Feasibility Reports

Would a bonus system increase profitability and retain employees?

2. Criteria (Standards to be used in evaluating alternative actions) e.g: Will the course of action do whats desired?Can we afford it?

7. Conclusion (Summarize findings)

5. Evaluation of the solutions (Measure suitability of each solutions against the listed criteria)

3. Methodology (Describe approach & process)

6. Recommendations (Solution that best fit criteria)

4. Possible solutions (Detailed explanation of each solution)

WHY NEED TRAINING?

Teaches listeners how to do something Crucial (the amount of time & money invested by firms)

Endless variety of topic, can be formal & informal

Ministry of Finance Malaysia, The 2013 Budget, http://www.treasury.gov.my/images/pd f/budget/bs13.pdf.paragraph65

Link the topic to the audience (intrinsic interest) Start with an overall picture (clear preview) Tips for delivering the training Emphasize your materials organization (repetitions) Cover only necessary information

Avoid jargon
Link the Familiar to the Unfamiliar

Planning a Training Program

1. Define the training goal (Aim to change the way audience acts>identifying who to teach & target results) Train students to deliver presentation more effectively in class (vague) Everyone in the EDM705 will know how to develop & organize presentation, use visual & verbal support in presentations, and agreeing to practice other presentation skills to deliver presentations more effectively (better) 4. Organize your presentation (Chapter 9) 3. Involve the audience (the L- factor; refer Figure 12.1) 2. Develop a schedule & list of resources (Design the training) Figure out time allocation Identify needed staff & physical resources Create/purchase training materials

Types of Persuasive Presentations Motivational Speeches

Organizing Persuasive Messages Problem- Solution

Goodwill Speeches

Comparative Advantages insurance

Proposals

Criteria Satisfaction

Sales Presentations

Motivated Sequence closing

Strategies for Ethical Persuasion Strategies Maximize your credibility Key Action Demonstrates your competence Earn the trust of your audience Emphasize your similarity to the audience Ad hominem Reduction to the absurd Either-or False Cause Bandwagon Appeal Appeal to the needs of your audience Make your goal realistic Focus appeals on critical audience segments Defer thesis with hostile audience Present ample evidence to support claim Consider citing opposing ideas

Use logical arguments (x fallacies)

Use Psychological Appeals

Organizing a GP
Organizing by topic Organizing by task

Delivering a GP
Prepare, prepare, prepare

Planning a GP
Mini-introduction & conclusion

Video 3 (to end it) Giving a Toast Time/be prepared Brief/inclusive Visible/audible Presenting an Award Name & nature of award/criteria of selection

Welcoming a Guest or Group (Video 1) Introduce yourself Identify group-thank them State the significance of the occasion Introducing Another Speaker Briefly preview topic Give reasons Enhance credibility

Accepting an Award (Video 2) Honoring a Person or an -Sincere gratitude Institution -Appreciation & acknowledge to Tribute-chronological/topical contributors Accuracy of names/sensitivity -How the award would make a difference -THANK YOU.

Thank you for your time as well as attention; Thank you.

Prepared by: Nur Afifi Binti Zulkifli 2013669808