Lecture 2 BUSINESS PRESENTATIONS 1. First condition to understand the why of communication What am I expected to achieve by delivering this speech?

? Do I want action? Feedback? Sympathy? Support? Sales? Sharing of ideas? first impulse: to develop the message the what step message may fail in meeting its purpose 2. Objectives Most messages delivered in business have one of the three objectives: to inform to persuade to celebrate Inform purpose of message: to present: facts/ issues/ events various presentations instructions training Persuade purpose of message: to motivate to persuade to think /act in accordance with the speaker Situations: to sell products & services
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to support ideas/strategies to motivate listeners to change behaviours

Celebrate recognize/ acknowledge a persons merits an event an special occasion an organisational theme companys values purpose of message: to inspire; to entertain
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commencement awards retirement addresses achievement awards founder's day speeches other congratulatory speeches

For whom? 3. Understanding the Listener needs interests level of experience Useful questions: Are they clients/ potential clients/ colleague/ strangers/ supervisors/ subordinates? Are they similar in age and background or widely varied? What do they want to hear from me? What questions will they want answered? What is their political, social, economic, cultural background? Will they be friendly or hostile? How many will be listening to me? Your chances of success depend on your perception of the audience.
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4. Getting feedback not all presentations need feedback (to celebrate an event, to acknowledge a merit, to recognize an achievement) Feedback can be obtained: informally chatting with the listeners after the presentation (reactions, comments if and how well they understood the message) formally questions & answers sessions (to be carefully planned control of the meeting)

Suggestions for maintaining control Anticipate your listeners' questions Prepare additional materials for the Q&A session: statistics, figures, supporting documents preparedness For technical questions specialists to provide the data needed; If you don't know the answer, say so; offer to send an answer say you have to study the point more a list of questions as back up The question I am most often asked is Last week someone asked me. If the listeners react negatively, be ready to shift gears when it is necessary to obtain a desired result If the audience is large, repeat the questions for all to hear How? 5. Methods of Delivery Reading from a prepared manuscript Delivering from memory
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 Delivering extemporaneously relying on brief notes or clue cards. Reading from a prepared manuscript Purpose: to deliver an exact, structured message Examples: keynote speeches speeches with long-range effect (government officials) sometimes, approval prior to presentation is needed made available to the members of the press Delivering from memory memorizing the presentation word-for-word Possible problems: may forget a line or sentence may lose their place in the speech Extemporaneous presentation most popular, most desirable materials are organised either in outline form or on note cards; allows to monitor the audiences reactions, to slow down, to elaborate on different points; encourage the audiences involvement; contributes to building trust, confidence and commitment

The PMM Concept Three basic components: Person individual making the oral presentation Message the presentation itself Media the presentation aids The basis for the strategy for communicating orally

The PERSON Every society has an unwritten standard by which its citizens are measured. Professional image: Necessary: to analyse yourself objectively in terms of: profession educational background intelligence level status (leader or follower) Nonverbal elements used as standards for determining success good grooming appropriate dress natural manners silent communicators effective body language a pleasing voice good eye contact an authoritative presence

55% of what we believe about one another is based on our observation & interpretation of nonverbal signals. Most people will judge you by: your self-confidence your personality your determination your self-control Natural Manners Stress = natural part of public speaking Mannerisms
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Annoying habits: knuckle rapping fist clenching nail biting foot tapping coin jingling Negative connotation: Examples: fold your arms across your chest lean against the wall/lectern other object folding your hands behind you placing your hands in your pockets Natural, self-confident manners - recommended Professional speaker's stance: - standing straight (arms/hands hanging loosely at your sides) - feet firmly planted and spread naturally Appropriate Attire good grooming appropriate dress WOMEN tailored clothing only (no frills, ruffles, straps or plunging necklines) suits and blazers in plain, neutral colours scarves for colour accents skirts (pleated, straight, or dirndl, with no extreme slits) simple shoes with medium or low heels stud earrings; gold or pearl necklaces; avoid dangling bracelets MEN dark or grey suits; navy blazers and grey trousers
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 shirts in solid colours, mostly white, pale blue, or pale yellow variety of ties in muted colours but in contrast to the suit calf-length hose in dark colours to match suits black or brown 1-inch belt simple shoes avoid flashy cuff links, rings, or neck chains Body Language For effectiveness natural gestures to emphasize a point. Key word = natural The Voice Good voice quality provides an effective presentation. Quality of voice Get relaxed! This will low the pitch of your voice; Stand or sit up straight and take deep breaths; Practice some tongue twisters to improve articulation; Betty Botter bought some butter but she said the butter's bitter. If I put it in my batter it will make my batter bitter. So, she bought some better butter, better than the bitter butter and she put it in her batter and her batter was not bitter. So 'twas good that Betty Botter bought some better butter.

Adjust the pace of delivery to the content, and pay attention to the emphasis you have to put on certain words; Overemphasise the word sounds until you achieve clarity;
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 Write down the words that were pronounced incorrectly and practice repeating them until they flow easily; Analyse your voice objectively trying to find out if it sounds friendly, or cold, or bossy, if it is enthusiastic or monotonous, if it cracks somewhere and why, if the tone is pleasing or harsh etc. For feedback : a tape recorder a friend a member of the family Eye Contact the most prominent feature of your face; use them to make contact with the audience; try not to single out a particular person, but make eye contact with many people in the audience; begin by looking ahead, rotate slowly from side to side, making eye contact with a number of different people; lock eyes for a few seconds, but never long enough to complete more than 8-10 words; let your eyes do some of the talking; Presence Visual presence: by integrating nonverbal elements into a professional image positive visual image The MESSAGE 3 basic parts: the Takeoff gains the audiences attention introduces the theme

the Convincing Evidence data /facts /info. (used to support the claim) the Windup closes the message a summary of key elements The Takeoff sets the stage for the audiences response Reasons for being present: Some participants desire information Other participants are required to attend impact at the very first Techniques for achieving effective beginning Startling information Humour The Unusual Suspense The Message Core ("We are here to discuss the parking problems on the university campus") Courteous Beginning always effective express your appreciation for the honour of speaking and then congratulate the listeners on any accomplishment relevant to the speech topic

 Good morning everyone Let me introduce myself. My Introduce yourself; name is I'm a specialist in Introduce the topic of I'm going to divide my talks the presentation/ Say into four parts. what the presentation is First, I'll give you/present; after that ; finally Opening about; Firstly, ; Secondly, ; Thirdly, Give the structure of the If you have any questions, presentation/talk; don't hesitate to ask. Indicate your policy on I'll be glad to answer any questions (at the end of the questions. presentation/ my talk) Convincing Evidence middle section of your presentation Begin this section with: concepts that are familiar to your audience ( esp. for controversial subjects) gradually introduce more complex concepts group important elements in logical sequence support ideas with cases, illustrations & examples give your presentation the necessary depth but avoid boring, irrelevant details Main section I'll give you some background information. Let's start with the background. As you know As you are aware Right, let's now move on to OK. I'll now look at
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Give all the facts; Involve the audience as appropriate; Make use of any visuals. Mark changes of topic

clearly.

If you look at the graph Could I draw your attention to the chart? If you take a look at the first year, you'll see

The Windup restate the central theme summarize the evidence propose some type of action do not introduce new evidence

Make a summary of the main points; Make proposals/ Conclusuggestions/ sion recommendations; Invite questions; Thank the audience.

Thanks very much. Any questions? Well. That's all I have to say. Thank you for listening.

The MEDIA any aids used to enhance an oral presentation Varieties of media Transparencies Slides The chalkboard/whiteboard Flipcharts Handouts Power Point Transparencies effective inexpensive Slides a really professional look great impact on the audience
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where quality, simplicity and mobility are demanded The chalkboard/whiteboard - beforehand, write on note cards what you intend to present on the board, so as to avoid making mistakes - do not write pertinent information on the board beforehand: will divert the audience's attention to the board. Flipcharts you can write information on one sheet at a time you can write information ahead of time and then flip the sheets as you discuss esp. useful for small group presentations Handouts a useful way of complementing your presentation should be distributed at the end of the speech (audience - free to concentrate on yr. presentation) what you want the audience to do with your handouts
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to take home some ideas a summary of the presentation (key points) to take some action feedback (provide a checklist; easy for them to respond)

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