Chapter 16

Copyright © 2017 Pearson Education, Inc.
Excellence in
Excellence
Business Communication
Business Communication
Chapter 14
Developing and Delivering Business
Presentations
Copyright © 2017 Pearson Education, Inc.

Learning Objectives (1 of 2)
1. Highlight the importance of presentations
in your business career, and explain how
to adapt the planning step of the three-
step process to presentations.
2. Describe the tasks involved in developing
a presentation.
Copyright © 2017 Pearson Education, Inc. Chapter 14 - 3

Learning Objectives (2 of 2)
3. Describe the six major design and writing
tasks required to enhance your
presentation with effective visuals.
4. Outline four major tasks involved in
completing a presentation.
5. Describe four important aspects of
delivering a presentation in today’s social
media environment.
Planning aa Presentation
Planning Presentation
(LO 1) Highlight the importance of

presentations in your business career, and
explain how to adapt the planning step of the
three-step process to presentations.
The Three-Step Process for Oral
and Online Presentations
1 Plan 2 Write 3 Complete
Analyze Situation Revise Message
Adapt to
the Audience
Gather Information Master Delivery
Choose Medium
Prepare to Speak
and Channel Compose the
Message
Get Organized Overcome Anxiety
Analyzing the Situation
•Defining Your Purpose
•Developing an Audience Profile
•Considering the Circumstances

Audience Analysis

Selecting the Best Media
and Channels
• Specific Software
Controlled • Conference Room
Methods • Company’s Online Media
• In-Person Presentations
Your Choice • Webcasts or Screencasts
of Methods • Twitter and Web-Based
Organizing a Presentation
The Linear Presentation Approach

• Outlined like conventional messages
• Presenter follows point-by-point flow
The Nonlinear Presentation Approach

• Doesn’t flow in any particular direction
• Presenter moves within and between topics
Nonlinear Presentation

Choosing an Approach and
Presentation Software
Match the Tool to the Task
Focus on the Story, not on Software
Rethink Software “Limitations”

Defining Your Main Idea
Subject
Subject
One-SentenceSummary
One-Sentence Summary
ofWhat
of WhatYou
YouWant
Wanttoto
Purpose
Purpose Sharewith
Share withYour
Your
Audience
Audience
Audience
Audience
Limiting Your Scope
Work Within Hold Audience’s

Time Constraints Attention

Choosing Your Approach
• Shorter Presentations:
– Direct approach for routine information or
good news
– Indirect approach for bad news or persuasion
• Longer Presentations:
– Direct approach to motivate or inform
– Indirect approach to analyze, persuade, or
collaborate
Preparing Your Outline
• State the purpose and main idea.
• Organize points and sub-points.
• Identify major points throughout.
• Plan transitions between sections.
• Prepare bibliography or source notes.
• Choose a compelling title.

Creating a Speaking Outline
Simplify the Condense Points

Planning Outline and Transitions
Add Delivery Arrange Your

Cues Notes

Outline Sample (1 of 2)

Outline Sample (2 of 2)

Developing aa Presentation
Developing Presentation
(LO 2) Describe the tasks involved in

developing a presentation.

Adapting to the Audience
Small Groups Large Audiences
Casual Style Formal Style

Conference Room Auditorium
Invite Participation Limit Participation

Developing Your Presentation
Distinct
Distinct Elements
Elements
The
The
The Body
Body The Close
Introduction

Presentation Introduction
•Gettingthe
•Getting theAudience’s
Audience’sAttention
Attention
•EstablishingYour
•Establishing YourCredibility
Credibility
•PreviewingYour
•Previewing YourPresentation
Presentation

Presentation Body
•PresentingYour
•Presenting YourMain
MainPoints
Points
•ConnectingYour
•Connecting YourIdeas
Ideas
•Holdingthe
•Holding theAudience’s
Audience’sAttention
Attention

Presentation Close
•RestatingYour
•Restating YourMain
MainPoints
Points
•ProvidingaaClear
•Providing ClearWrap-Up
Wrap-Up
•Endingon
•Ending onaaStrong
StrongNote
Note

Enhancing Your
Enhancing Your Presentation
Presentation with
with
Effective Visuals
Effective Visuals
(LO 3) Describe the six major design and
writing tasks required to enhance your
presentation with effective visuals.

Using Presentation Slides
Disadvantages Advantages
Conception Simplicity
Delivery Authenticity

Choosing Structured Slides
(1 of 2)
Advantages
Advantages
Fastand
Fast andEasy
Easy ComplexData
Complex Data Standalone
Standalone
Creation
Creation andIdeas
and Ideas Sense
Sense

Choosing Structured Slides
(2 of 2)
Disadvantages
Disadvantages
Text-Heavy
Text-Heavy Repetitive
Repetitive Audience
Audience
Slides
Slides Appearance
Appearance Effects
Effects

Structured Slides

Choosing Free-Form Slides
(1 of 2)
•Offer Complementary Information

Advantages
•Prevent Cognitive Overload
•Identify Priorities and Connections

Choosing Free-Form Slides
(2 of 2)
•Demanding and Time Consuming

Disadvantages
•Additional Speaker Responsibility
•Hard to Present Complex Subjects

Free-Form Slides

Designing Effective Slides
• Lack of Awareness
• Inadequate Training
Ineffective • Schedule Pressures
Slide Design
• Habitual Responses
• Slideument Hybrids
Designing Slides around
a Key Visual
Structuring Organizing
Explaining

Writing Readable Content
Highlights Key
Highlights Key Points
Points
Summarizes and
Summarizes and Previews
Previews
Effective Slide
Effective Slide
Signals Major
Signals Major Shifts
Shifts
Text
Text
Illustrates Concepts
Illustrates Concepts
Creates Interest
Creates Interest
Creating Charts and Tables
for Slides
Reduce
Reducethe
theLevel
Levelof
ofDetail
DetailininEach
EachVisual
Visual
Break
BreakInformation
InformationInto
IntoMore
MoreThan
ThanOne
OneVisual
Visual
Use
UseHandouts
Handoutsto
toProvide
ProvideDetailed
DetailedVersions
Versions
Selecting Design Elements
(1 of 2)
Color as a Critical Background Designs

Design Element and Artwork
Foreground Designs Typefaces and Type

and Artwork Styles

Selecting Design Elements
(2 of 2)

Adding Animation
and Multimedia
Transitions
Transitions
Builds
Builds
Decorative Functional
Hyperlinks
Hyperlinks
Audio or
Audio or Video
Video
Integrating Mobile Devices
in Presentations (1 of 2)
• Viewing the Screen:
– Overcome viewing problems
– Broadcast to tablets and phones
• Attending the Presentation:
– Include mobile users
– Broadcast to tablets and phones

Integrating Mobile Devices
in Presentations (2 of 2)

Completing a Presentation
Presentation
(LO 4) Outline four major tasks involved in

completing a presentation.

Finalizing Your Slides
●Title Slides
●Agenda and Details
●Navigation Slides

Creating Effective Handouts
Integral Part of Presentation Strategy
Supporting Your Main Idea
Conveying Information
Providing Essential Details

Choosing Your
Presentation Method
Audience
Speakingfrom
Speaking fromNotes
Notes
Purpose
Subject
RecitingYour
Reciting YourSpeech
Speech
ReadingYour
Reading YourSpeech
Speech
Occasion
Practicing Your Delivery
• Can you present your material naturally?
• Could you present without using slides?
• Is the equipment working?
• Is your timing on track?
• Can you pronounce the words you’ll use?
• Are you ready for questions or objections?

Delivering a Presentation
Presentation
(LO 5) Describe four important aspects of

delivering a presentation in today’s social
media environment.

Overcoming Anxiety (1 of 2)
• Stop worrying about being perfect.
• Know what you’re talking about.
• Practice, practice, practice.
• Visualize your success.
• Remember to breathe.
• Be ready with your opening line.

Overcoming Anxiety (2 of 2)
• Be comfortable.
• Take a three-second break, if you need it.
• Focus on your message and audience.
• Connect with friendly audience members.
• Keep going.

Handling
Questions Responsively (1 of 2)
Establishing Ground Rules
Preparing to Answer Questions
Noticing Nonverbal Signals

Handling
Questions Responsively (2 of 2)
Responding to Difficult Questions
Controlling Your Presentation
Controlling Your Emotions

Embracing the Backchannel
The Audience Creates This Line

of Communication
Challenges Opportunities
•Risk of Criticism •Audience Support

•Loss of Control •Valuable Feedback
Working the Backchannel
• Integrate social media into the
presentation.
• Set expectations with the audience.
• Monitor and ask for real-time feedback.
• Tweet key points during your presentation.
• Review comments after presentation
ends.
Giving Presentations Online
Advantages Disadvantages
Cost Savings “Digital Divide”
Convenience “Human Moments”

Tips for Giving
Presentations Online (1 of 2)
Sending Preview Materials
Keeping the Presentation Simple
Seeking Frequent Feedback

Tips for Giving
Presentations Online (2 of 2)
Considering Audience Viewpoint
Helping Audience Get Connected
Keeping Tools in Perspective

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Copyright © 2017 Pearson Education, Inc. Chapter 14 - 3

(LO 1) Highlight the importance of

•Defining Your Purpose

•Developing an Audience Profile

•Considering the Circumstances

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 7

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 8

The Linear Presentation Approach

The Nonlinear Presentation Approach

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 11

Match the Tool to the Task

Focus on the Story, not on Software

Rethink Software “Limitations”

Work Within Hold Audience’s

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 14

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 16

Simplify the Condense Points

Add Delivery Arrange Your

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 17

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(LO 2) Describe the tasks involved in

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 20

Small Groups Large Audiences

Casual Style Formal Style

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 21

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•Offer Complementary Information

•Prevent Cognitive Overload

•Identify Priorities and Connections

•Demanding and Time Consuming

•Additional Speaker Responsibility

•Hard to Present Complex Subjects

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 33

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 35

Color as a Critical Background Designs

Foreground Designs Typefaces and Type

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 38

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Copyright © 2017 Pearson Education, Inc. Chapter 14 - 42

(LO 4) Outline four major tasks involved in

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 43

●Agenda and Details

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 44

Integral Part of Presentation Strategy

Supporting Your Main Idea

Providing Essential Details

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 47

(LO 5) Describe four important aspects of

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 48

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 49

Copyright © 2017 Pearson Education, Inc. Chapter 14 - 50