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Chapter 13Presentations and Meetings
Business Communication
Copyright 2010 South-Western Cengage Learning
Short Oral PresentationsIntroducing
speakersObtain information
about speakersIntroduce speakers
and their presentations
Briefings
213.1 Oral Presentations
© Image100 / Jupiter Images
An effective introduction prepares the audience to accept the speaker.
Planning a PresentationDetermine the
objective Analyze the
audienceDetermine the time
availableGather informationDetermine the
mode of delivery
313.1 Oral Presentations
© Image Source / Jupiter Images
A person who receives an award may make a short, impromptu speech.
Organizing a PresentationIntroduction
Gain the listeners’ attentionTell the goal or purpose of the speech
BodyGive the main points of the speechPresent points in a logical order
Closing
413.1 Oral Presentations
Outlining a PresentationAn outline is essential for a long speechDirect order
When the audience will be receptive to your ideas
When delivering welcome newsIndirect order
When the audience will be skeptical or unreceptive
When persuading listeners or delivering unwelcome news
513.1 Oral Presentations
Delivery of Oral PresentationsVoice qualityNonverbal
symbolsVisual aidsFeedback
613.1 Oral Presentations
© Digital Vision
Use nonverbal symbols, such as a smile, to put listeners at ease.
Presentation TipsSelect attire, prepare notes, and practice
ahead of timeArrive early to the speech locationCheck that everything is arranged properly
and equipment is workingStart the speech on timeWhen introduced, smile and make eye
contact with listeners
713.1 Oral Presentations
Types of Visual AidsPosters and flip
chartsTransparencies,
computer presentations, and slides
ObjectsChalkboards and
whiteboardsHandouts
813.2 Visual Aids in Presentations
© Digital Vision / Getty Images
Electronic slides can be projected onto a large screen for viewing.
Choosing Visual AidsEquipment availableAudience needsPreparation time
913.2 Visual Aids in Presentations
© ELMO USA CORP
A visual presenter can be used to project an image of an object.
Preparing Visual AidsNumber of visual aidsSizeColorMotionSound
1013.2 Visual Aids in Presentations
Color can be used to add interest to visual aids.
Presenting Visual AidsPrevent distractionsPractice using visual
aids
1113.2 Visual Aids in Presentations
Face the audience when using visual aids in a presentation.
© Photodisc / Getty Images
Reading Onscreen E-mail messages, blogs, Web sites, and other
documentsVariables
Line lengthsText sizeWindow sizeZoom
Pasting to other programs
1213.2 Visual Aids in Presentations
Types of MeetingsStaff meetingsTraining sessionsConferences with
clientsCommittees
StandingAd hocTask force
1313.3 Effective Meetings
© Photodisc / Getty Images
Employees meet with clients to discuss business projects.
Meeting DocumentsAgendasMinutes
1413.3 Effective Meetings
Participation in MeetingsPrepare to take partArrive on timeImprove decision
makingMake a positive
impact
1513.3 Effective Meetings
© Comstock Images / Jupiter Images
Responsible employees take an active part in meetings.
Organize Productive MeetingsDefine the objectiveDetermine the type of meetingChoose participantsHandle meeting details
1613.3 Effective Meetings
Lead Meetings EffectivelyUse the agendaEncourage
participationHandle difficult
peopleBe professionalEnd appropriately
1713.3 Effective Meetings
© iophoto / Shutterstock
Encourage meeting participants to share their thoughts.
Presentation Tips
18
Tips and articles for effective presentations and meetings are available online
Search for meeting tips or presentation tips
Directions:1.Find and review an article.2.Write a summary of the main points.
school.cengage.com/bcomm/buscomm
13.3 Effective Meetings
Vocabulary
19
ad hoc committeeagendaanecdoteanimationbrainstorming briefingcollaborate delegate demographics
electronic whiteboardhandoutimpromptu speechminutesmultimedia presentationstanding committeetask forcetopical outlinevideo