Business Communication

PRESENTATION
Outline:
Definition and Successful Oral Presentation
The Three Step Oral Presentation Process
Audience Analysis
Writing Oral Presentation
In your personal life and in the world of business, you orally
communicate with your customers, colleagues, associates, superiors,
employees, employers and others. But this communication does not
need any special preparation as this is simply a face to face
conversation in which you can convey your message very easily and
without any hesitation. However, at certain occasion you have to talk
to a big audience such as employees to convince them to do hard work
and customer to trust you.
Definition
The action of communication in which one speaker is doing most of
the sending and a number of listeners are doing most of the receiving
is known as oral presentation
 The Three Step Oral Presentation Process
Regardless of your job or the purpose of your presentation, you will be more
effective if you adopt an oral presentation process that follows these three steps:

1. Planning your presentation

2. Writing your presentation
3. Completing your presentation

1 Planning Oral Presentation

Planning oral presentations is much like planning any other business message: it
requires analyzing your purpose (content and style of speeches and
presentations vary, depending on your purpose) and your audience,
investigating necessary information, and adapting your message to the
occasion you can establish a good relationship.
The four basic purposes for giving presentations are to inform, to persuade, to motivate,
and to entertain. Here are sample statements of purpose for business preventative.
To Inform: Here your objective is to clarify, explain a process as a teacher, delivers a lecture
to inform. In brief, at the conclusion of your message you hope, your listeners have a better
understanding of an issue, an idea, a process and a procedure that you have talked about.
• To inform the accounting department of the new remote data-access policy.
• To explain to the executive committee the financial ramifications of Omni Group‘s
takeover offer
To Persuade: Gaining willing acceptance of an idea is objective to persuasion. After
presentation, your listeners will accept your proposal. You hope they will do as you ask them
to do. To persuade potential customers that our bank offers the best commercial banking
services for their needs.
To Motivate: To motivate the sales force to increase product sales by 10 percent.
To Entertain: In this type of presentation your purpose is to entertain an audience. Gear the
content, organization, and style of your message to your audience‘s size, background,
attitudes, and interests.
Audience Analysis
A Determine audience size and composition
1. Estimate how many people will attend.
2. Consider whether they have some political, religious, professional, or other
affiliation in common.
3. Analyze the mix of men and women, age ranges, socioeconomic and ethnic
groups, occupations, and geographic regions represented.

B Predict the audiences probable reaction

 Analyze why audience members are attending the presentations
 Determine the audience‘s general attitude toward the topic i.e. interested,
moderately interested, unconcerned, open-minded, or hostile.
 Analyze the mood that people will be in when you speak to them.
 Find out what kind of backup information will impress the audience i.e.
technical data, historical information, financial data, demonstrations, samples,
and so on.
 Consider whether the audience has any biases that might work against you.
 Anticipate possible objections or questions.
C Gauge the audience's level of understanding
1: Analyze whether everybody has the same background and experience.
2: Determine what the audience already knows about the subject.
3: Decide what background information the audience will need to understand the
subject better.
4: Consider whether the audience is familiar with your vocabulary.
5: Analyze what the audience expects from you.
6: Think about the mix of general concepts and specific details you will need to
present
 2 Writing Oral Presentation
Main Ideas or Content
Brainstorm your ideas first. Then decide which ideas are more relevant and
appropriate to your audience and to your objective. Carryout any research
that is necessary. Be selective, your first list of ideas may be disorganized.
Later you can select those ideas that are workable. Don‘t think this initial
structure will be your final version.
The main ideal is to point out how the audience can benefit from your
message. Convince audience that reorganizing the data-processing
department will improve customer service and reduce employee turnover.

 Address audience‘s concerns regarding a new employee health-care plan

by showing how the plan will reduce costs and improve the quality of
care.
Limit your scope
Effective presentation focuses on audience's need but also tailor messages to the
time allowed. In one minute, the average speaker can delivery about one
paragraph or 125 to 150 words.
 Fit your oral presentation to the time allotted.
 Introduction
 Conclusion
 Time to each point
 10 minutes presentation / one hour
Choose Your Approach
With a well defined idea you begin to arrange your message
 Structure a short oral presentation like a letter or a memo
 Organize language speeches and presentations like formal reports.
 For bad news or persuasive plan to stimulate interest or give a preview
Prepare Your Outline
A Carefully prepared outline can be more than just the starting point for
composing a speech or presentation – it will help your stay on task. You can use
your outline to make sure your message accomplishes its purpose to help your
keep your presentation both audience-centered and within the allotted time. The
heading should be complete sentences or lengthy phrase not one two word.
Include visual aid. Use transmittal sentences.

Decide on style
Choose your style to fit the occasion your audience size subject purpose Decide
on an Appropriate Style:
Use a casual style for small groups; use a formal style for large groups and
important events.
Don't try to impress audience with obscure and unfamiliar words.
Developing Your Oral Presentation
Developing a major presentation is much like writing a formal report,
with one important difference. You need to adjust your technique to an
oral communication channel. Here you have the opportunity of
interacting with your audience. So, formal presentations differ with
formal reports because they have more interaction with the audience.
The speaker uses nonverbal cues to express his meaning, has less
control of contents and requires greater need to help the audience stay
on track. How formal presentations differ form formal reports:
• More interaction with the audience
• Use of nonverbal cues to express meaning
• Less control of contents
• Greater need to help the audience stay on track
Introduction
The introduction must capture attention, inspire confidence, and preview the
contents.
Arousing (Moving) Audience Interest
 To capture attention, connect your topic to your listeners ‘needs and interest.
Body
Emphasize your transition by repeating key ideas, using gestures, changing your
tone of voice, or introducing a visual aid.
Holding Your Audience's Attention
 Relate your subject to your audience‘s needs.
 Anticipate your audience‘s questions
 Use clear, vivid language
 Explain the relationship between your subject and familiar ideas.
Close
To close should leave a strong and lasting impression.
Restating your main Points. Summarize the main idea, and restart the main
points
• Increase the overall level of compensation
• Install a cash bonus program
• Offer a variety of stock-based incentives
• Improve our health insurance and pension benefits
3 Completing oral Presentation
Preparing to speak
Knowing your material and practicing your delivery can build your confidence
Make sure you know the location and have everything you need (projector,
microphone chalkboard etc.) If you are addressing audience that doesn‘t speak
your language consider using an interpreter. Important aspects to take into
account are cultural differences in appearance, mannerism or customs.
 Overcoming anxiety
If you are nervous about facing audience and experience stage fright, prepare more material,
rehearse and think positively.
Show Confidence
You will be nervous at the beginning of your presentation. Don‘t worry – most people are
nervous. Try not to speak too fast during the first couple of minutes. This is the time you
establish your rapport with the audience. Remember your first impressions are very important.
You may find it helpful to memorize your introduction. Move during the speech. Some
movements hold audience attention. If you‘re seated, shift position in your chair or gesture a
bit more with your arms.
Body Language
Stand rather than sit when you are delivering your presentation and try to be aware of any
repetitive hand gestures or awkward mannerisms that might irritate your audience.
Voice Quality
You must be clearly audible at all times – don‘t let your voice drop at the end of sentences. If
you Differ your intonation, your voice will be more interesting to listen to and you will be able
to make your points more effectively.
Visual aids
Use your visual aids confidently, making sure you allows your audience time to absorb
information from flipcharts and transparencies.
Delivery
Audience reaction
Be ready to deal with any hostile questions. Polite, diplomatic answers are a good disarming
tactic, but if you should find yourself under fire‘, suggest that the audience keeps any further
questions until the end of the presentation and continue with your next point.
Language
Simplicity: use short words and sentences that you are comfortable with. There is no benefit in
using difficult language.
Clarity: Active verbs and concrete words are much clearer and easier to understand than
passive verbs and abstract concepts. Avoid jargon unless you are sure all your audience will
understand it.
Signaling: Indicate when you‘ve complete one point or section in your presentation and are
moving on the text. Give your audience clear signals as to the direction your presentation is
taking.
 Handling question responsively
 Question and answer period is very important.
 Give chance to obtain impotent information.
 To emphasize your main idea and supporting points.
 Treat hostile question as legitimate request for information.
 Maintain professionalism to improve your credibility.
 Focus on the questioner using body language to emphasize the fact
that you are listening to him Keep your answer to the point.
 Maintain control by stating some ground rules in the beginning of
the question and answer session Respond unemotionally Motivate
questioning.
 Conclude your presentation finish on time