Lecturer: Gareth Jones Class 7: Presentations I. Types of presentations The communication process Planning and structure 01/11/20152Business Communication

Lecturer: Gareth JonesLecturer: Gareth JonesClass 7: Presentations IClass 7: Presentations I

Types of presentations The communication process Planning and structure

20/04/23 2Business Communication (BUS-100)

There can be hundreds of different kinds of presentations, doing one or more of the following things:◦ Informing◦Demonstrating◦Describing◦Defining◦Persuading◦Selling


Impromptu – improvised Memorised – recited Manuscript – read Prepared – read with notes Interviews – answering questions (TV or radio) Group presentations – 2 or more members


When doing a presentation, it is important to think of communication strategies:


Speaker Message Audience Response


Listener

Message

Response

Speaker


Speakers must be aware of all aspects of a presentation, NOT just how they are feeling at that

moment … the speaker is only one part of the whole ….



You have the audience and, more importantly, the message to think about.

You must also think about the audience response. The speaker must be aware of all these things to give an

effective presentation

Speaker – The speaker wants to communicate an idea

Message – The speaker puts the idea into a structured message

Channel – The message is sent through a channel to the audience


Audience – the audience receives and interprets the message

Response – the audience responds to the message


The speaker must focus on words, attitude, tone, and outward appearance

Why?


The listener has needs which you, the speaker, are trying to meet

Just like you “write for your readers”, be sure to “speak for your listeners” and not for yourself

Why?


Message = content + form Content = information Form = structure/format


Response = the audiences reaction during and after your speech


Possible responses◦Non-verbal and verbal responses during the speech◦Questions right after the speech◦Questions and comments received later


Use these responses to become a better presenter in the future

How?


The more you plan and practice, the better your presentation will be

Be careful not to ‘over plan’ though Use the ROTGD outline for your presentations


Research Organisation Text Graphics Delivery


Today◦Research◦Organisation◦ Text

Later◦Graphics◦Delivery


Research◦Who is the audience?◦What is the purpose?◦How much time?◦Know your topic


Organisation◦ Introduction◦Body◦Conclusion


Introduction◦Attention/opener◦Preview


Attention◦Start by getting the audiences attention◦Choose the best method by analysing your audience

before hand


Attention Get them interested◦ Tell a story – “ 四川 earthquake, how people were

rescued…”◦Show a picture

◦Show an impressive statistic- “7.9 on the Richter scale”


Attention Common ground◦Reference the audience◦ Talk about something familiar to the audience that relates

to the subject In the case of the previous example if we were appealing for

money, appealing to people with children in the audience would be effective


Attention Benefits◦Open by telling your audience how you and your

presentation can help them Benefits to both the heart and the mind


Attention Credibility◦Make your audiences interested by making your

audience trust you Are you going to cheat them? Will you deliver your promises?


Attention Humour (be careful)◦Some presentations work by opening with a joke◦Be careful as some topics or audiences will be angry at

the use of humour!


Preview◦Before discussing your main points, give a preview of

your presentation


Preview Types:◦Outline◦Agenda◦ List of main points


“In the next 5 minutes, I will discuss construction projects in three cities: Shanghai, Beijing and Shenzhen.”

“In the course of this presentation I will discuss the importance of idols in today’s society.”

“During this press conference I will appeal to the audience to help the people of Sichuan”


Body State Main points clearly◦Should be organised and easy to follow


Body Limit your main points◦Don’t try to say too much.◦Better to talk for longer on just a few key points

Why?


Body Use explicit and long transitions◦ “Let’s move on to the next region”◦ “The second thing I’m going to discuss is..”

Why?


Body Use internal summaries at the end of each section◦ “Now that we have looked at the parts of the introduction:

attention/opener and preview, let’s discuss the body.”


Body Keep audience interest high◦Use stories and situations your audience can relate to

Why does this work?


Body (summary) State main points clearly Limit main points Use long transitions Use internal summaries Keep audience interest high


Conclusion◦Make sure to have a strong conclusion as your audience

will remember the last things you say


Conclusion◦Begin with a strong transition such as “in conclusion” or

“to summarise”◦ The use one or more of the following techniques…


Conclusion Give a summary◦Good for explaining or instructing


Conclusion Refer to your opening◦ If you began with a story, go back to the story you used

in the introduction Why?


Conclusion End with action steps◦ For a persuasive report, make sure to tell your audience

what to do at the end


Organisation (summary)◦ Introduction◦Body◦Conclusion


Text◦ It would be difficult to memorise an entire presentation,

so it is useful to make notes◦Also, this is not a good idea, why?


Note cards should be: Easy to read (large text and lots of white space) Short (use key phrases, not whole sentences) Limited (don’t have lots of note cards. Each should

have about 5 minutes of info.


Next time:◦Visuals◦Delivery (verbal/nonverbal)◦Public speaking (how others’ do this best)


Documents

Lecturer: Gareth Jones Class 7: Presentations I. Types of presentations The communication process Planning and structure 01/11/20152Business Communication