University:
Kentucky State University
Course:
BUA 204 | Business Communication
Academic year:

2021
Views:

309

Pages:

41
Author:

Lily Callahan

Lecture 7 1 “Great speakers aren’t born, they are trained.” Presenting is a Skill… Developed through training and experience 2 Why Give A Presentation? Three Main Purposes 1. Inform 2. Persuade 3. Educate 3 Definitions Presentation • “Something set forth to an audience for the attention of the mind “ Effective • “…producing a desired result” Problems • THE FACTS: Shaky hands, blushing cheeks, memory loss, nausea, and knocking knees 5 Causes of the Anxiety • • • • • Fear of the unknown OR loss of control Fight or flight mode No backup plan No enthusiasm for subject Focus of attention 6 • • • • • • Control anxiety – Don’t fight it Audience centered Accomplishes objective Fun for audience Fun for you Conducted within time frame 7 Planning Your Presentation 1. Determine purpose – What do you want to accomplish? 2. Know your audience !!! – Success depends on your ability to reach your audience – Size – Demographics – Knowledge level – Motivation – Why are they attending? – What do THEY expect? 8 More Planning 3. Plan Space – – – – – Number of attendees and seats Seating arrangement Lighting, and lighting controls Audio/Visual equipment Distracters 4. What Day and Time? – – – – – Morning Afternoon Evening Work day versus weekend Any day! 9 Still More Planning Organization 5. – – – – – Determine main points (1-5) Evidence Transitions Prepare outline Prepare a Storyboard Rehearse…Rehearse…Rehearse!! 6. – – – – – In the actual room if possible Work to a script and time your presentation Practice Q & A Check equipment – load your slides in advance Make contingency plans 10 Organizing Your Presentation Organizational patterns • Topical • Chronological • Problem/Solution • Cause/Effect Presentation Outline • • • • Keyword reminders Conversational flow Flexibility More responsive to audience 12 #1: Build Rapport • … relation marked by harmony or affinity – Audience members need to trust you and feel that you care about them • Start before you begin – Mingle; learn names – Opportunity to reinforce or correct audience assessment – Good first impression • People listen to people they like 13 #2: Opening Your Presentation • Introduce yourself – Why should they listen • Get attention, build more rapport, introduce topic – – – – – Humor Short story Startling statistic Make audience think Invite participation • Get audience response 14 #2…Completing the Opening • Clearly defining topic • If informative… – Clear parameters for content within time • If persuasive… – What’s the problem – Who cares – What’s the solution • Overview 15 #3: Presenting Main Points • Make point-transition,…make point-transition,…make point-transition, etc… • Supporting evidence • Examples • Feedback & questions from audience • Attention to, and focus on, audience… are they listening? 16 #4: Concluding Your Presentation Goal • Inform audience that you’re about to close • Summarize main points – “Tell ’em What You Told ‘em.” • Something to remember, or call-to-action • Answer questions 17 Designing Good Slides • Content – If it doesn’t add value, don’t say/use • Color – Know your room and lighting • Dark room – use light font on dark background • Bright room – use dark font on light background • Subliminal messages – Consider your audience and use carefully 18 Content • Purpose – Complement speaker – Talk ≠ technical report • Density – 7-10 lines/page – 4-8 words/line – Test: Project a sample in the room, or in a room of approximately the same size as will be used in the real presentation 19 Visual Aids • • • To make, explain or identify a point To emphasize, clarify or reinforce a point To remind, summarize or review a point • We remember – – – – – 10% 20% 30% 50% of of of of what what what what we we we we read hear see see and hear 20 Visual Aids • • • • Enhance understanding Add variety Support claims Lasting impact Used poorly, however, they can be a distraction and lead to an ineffective presentation 21 Visual Aids • • • • • • • • • PowerPoint slides Overhead transparencies Graphs/charts Pictures Web links Films/video Flip charts Sketches Chalk or white board 22 Visual Aids Should… • • • • Outline, explain, support main points Serve audience’s needs, not speaker’s Be simple and clear Supplement and support… NOT DOMINATE!... the presentation 23 Be Visible • Use Sans Serif fonts (fonts without feet) – e.g. Arial, Tahoma, Trebuchet, Verdana, etc. • Titles should be 32-44 pt. font size, BOLD • Text should be as large as possible – First level 24-32 pt font size – Second level 20-28 pt font size – Etc. • Use color wisely – Contrasting colors 24 Good slides • Less distracting • Reduces eye movement • Increases readability Be CONSISTENT throughout presentation! 25 Eye Movement The “Z” Rule • • • • Upper left Upper right Lower left Lower right What Makes an Effective Speaker? • • • • • • • Control of information The voice used The right words Use of body language Prompts, scripts and notes The right location Useful and meaningful visual aids 27 Vocal Techniques • Loudness – Will you be using a microphone? • Pitch – Vary to make points • Rate – Watch your audience • Pause for effect – Allow time for message to “sink in” • Deviate from the norm for emphasis 28 The Voice C: Clear – the use of simple, easily understood words and phrases L: Loud (enough) – it is important that everyone can hear you A: Assertive – a bright and confident air born of knowledge of the subject and good preparation P: Pause – it is essential to allow the listeners time to digest what you have said 29 Use the Rights Words What you say, and how you say it, is the key to a successful presentation: P – state your position or point R – explain your ideas E – use examples P – restate your position or point 30 Use of Body Language • • • • Make eye contact Use your hands, but don’t go crazy If possible move around, but slowly! DON’T speak with your back to the audience 31 Body Language • Make eye contact,…but move focus around the audience • Use your hands,…but don’t go crazy • If possible move around,…but slowly! • Maintain good posture • Make sure everyone can see you • DON’T speak with your back to the audience 32 Scripts and Notes • Learn and use a script for formal presentations to large groups • Small note cards, or PPT notes page, can be used, but FIRST write a script • Underline key words that will best remind you what you want to say • Use one card for each slide or topic • If possible, have someone else advance slides for you 33 Speaker Reads Slides • A speaker may put his entire presentation on his slides. He turns his back to the audience and reads the slides aloud. Perhaps he feels this approach guarantees all the information will get to the audience. • This may be the most annoying way to give a presentation. Audience members feel insulted: they already know how to read! They wonder why the lecturer doesn’t simply hand out a copy of the slides. • The visual presentation dominates the presenter. The presenter is not adding any value to what is on the slides. Note: This slide is way too busy! 34 Common Problems • Verbal fillers – “Um”, “uh”, “like”, “you guys” – Any unrelated word or phrase • • • • • Swaying, rocking, and pacing Hands in pockets Lip smacking Fidgeting Failure to be audience-centered 35 Pauses • Useful – – – – Awaiting thought Switching gaze Reading slide Reinforcing point • Powerful • Difficult 36 Control of Information • • • • • Know your subject well Know what you are talking about Practice More practice More rehearsals - in front of the mirror - in front of colleagues or friends - in front of family members • Believe in yourself • Know your opening by heart 37 Closing Summary • • • • • • • Audience is always attentive at the begining Somewhat less attentive in the middle Generally more attentive at the end Tell them what you are going to say Then say it At the end, say it again Allow time for questions 38 Questions and Answers Opportunities • Welcoming gestures • Focusing gaze • Body language • Getting point • Reinforcing message • Including audience Pitfalls • Hostile gestures • Wandering gaze • Body language • Missing point • Seeking approval • Excluding audience 39 5 Presentation Tips 1. 2. 3. 4. 5. Smile Breathe Water Notes Finish on, or under time 0 Summary Guide audience gently Design slides carefully Use pauses effectively Answer questions inclusively 1

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