Chapter 1- Understanding the eight types of Business presentations
One on one interpersonal communicating
How to prepare for interpersonal communications:
Time limited; write down my points ahead of time and keep to time schedule;
Prepare an agenda ;( interview excluded)
Practice the points I want to make our loud;
As question and respond promptly, either on the phone or in writing; Say: I will find out.
On the job interview, learn as much about the company as I can in advance; also be
prepared to answer the question “why do you want to work for this company?”
Dress appropriately; reflect my professionalism and my attitude;
Group or staff meetings
We will be presenting my ideas or sharing opinions in one of two ways:
off-the-cuff & with prepared remarks
Some ways to present myself effectively these situations are:
Find out as much as I can about the topic before the meeting and come prepared (leader &
If I will be required to make a formal presentation (later chapter)
If I will be required only to comment, study the topic that will be discussed so my remarks
will be pertinent. Make notes in advance so I will have something to refer back.
If you have only a general idea of what will be discussed, try to find out as much as
information as I can beforehand. If possible, call the person who set up the meeting to find
out his or her expectations. While at the meeting, make points during the discussion to bring
attention to your ideas.
If I am afraid to speak, write down my comments ahead of time and then, when called upon,
refer to my notes as an aid. If I just sit silently, I will make an unfavorable impression.
If I am going to a meeting and are unable to learn the topic in advance, I will be at a
disadvantage but can still speak up and add to the discussion. Listen to what is said and then
agree or disagree as I feel and tell why. Department or team meetings
Find out in advance who will be leading the meeting and meet with him or her either separately
or with the rest of the group to discuss his or her expectations and any contributions you might
be able to make.-concern time limited , avoiding repetition and ensures that all topics will be
Prepare my comments in advance, but be prepared to change them quickly should someone
else make the same point.-avoid pitfall, but some overlap may be unavoidable.-good to
remember my points.
10 tips for team leaders:
Prepare with the audience in mind: what are the members expecting to get out of the
Have reasonable objectives
Arrive early to set up the room, get out materials, and welcome attendees
Define objectives, agenda, and ground rules.
Use a variety of learning opportunities, making the event as experiential as possible.
Use a variety of learning tools.
Present information in small chunks giving opportunity for questions
Adhere to time constraints
Keep things moving
Draw conclusions and create action
Client meeting s-commonly known as an impromptu presentation
Pause before you begin to speak;
Respond to what has already been said;-comment on what they said and add to it or give your
Think positively;-if you are uneasy, just give your comments as clearly and simple as possible.
Keep it short.
Present with strength; -don’t speak exclusively to the person who asked you a question, but
address the group at large;
Time limited, proper advance planning and preparation will be critical to your success.
Stick to the topic, keep in mind the information your audience expects to receive, and make sure you
have included it. Don’s mask bad news, present it in its proper light. Tell the good news after the bad
one. What will be remembered is what comes last. Handout should be easy to read and in keeping with
your corporate culture. Practice in advance and anticipate the questions you might be asked.
Remember, if you don’t have an answer, say you will get the information if the person will meet you
after the presentation and give you a phone number or address. Make sure to follow up. Conference speaking
Time limited; who will be attending, who is audience; what the needs of these attendees are;
roundtable format is the best: this format allow you to be the moderator who lead a discussion of the
topic and still present your own ideas to the group first. Be flexible and ready to change your
expectations for the greater good of the group.
Organize speakers, to assign the parts, and to oversee all presentations; as well as keeping
things moving before, during and after the presentations.
Time limited; order of material; strong/weak presenters; sum up and lead the question-and –
answer session; ensure adequate preparation time for rehearsing and revising.
Pitfalls to avoid: Appearing to be disorganized; holes in presentations; poor timing
Find out in advance if you will be able to get up or show the visuals yourself;
Tips for videoconference:
Size counts; best suited to small and geographically disbursed groups;
Have a backup plan if things malfunction;
Make proper introductions;
Establish a facilitator to run the meeting and make sure the agenda is followed;
Watch the remote location; focus your attention on the person speaking;
Pay attention to grooming;
Show consideration for others; speak in a normal tone of voice; Chapter 2- Getting to know your PAL- purpose, audience, and logistics
A) Determine what type of presentation I will be giving: Purpose: telling and selling
Three types of purposes:
Informative-share information with others, clearly, attractive and effectively;
Persuasive-generate action by the audience or to influence behavior; its three approaches:
1) Logical approach 2) feeling and emotion 3) the speaker’s credibility to appeal to an audience
Special occasion-exp: award ceremony, sports banquet
B) Identify whom you will be talking to: Audience: who? Their expectations? Audience profile?
Demographics-what do you know about your audience?
Demographics include: audience characteristics
(age, education, occupation, socioeconomic group, marital status)
Psychographics-what traits do they share?
Identification of the decision makers
WIIFM: WHAT’S IN IT FOR ME? - What information my audience expects from my presentation;
C) Logistics-will not turn light out and will not give straight lecture after lunch’s presentation;
When? (Time issue) Where? (Location) Who? (People) How? (Method) Chapter 3-organizing your presentation
The 12 steps of organizing
1) Select the topic
2) Limit the topic to one central theme
3) Gather the information
4) Choose a method of organization
5) Outline your main points
6) Collect supporting data
7) Check for accuracy
8) Design the introduction-WIIFT
9) Write a strong conclusion
10) Put together a final draft
11) Practice your presentation
12) Practice your presentation again and again
Three main parts of presentation: Introduction, body, conclusion
Use transitions wisely
Must, should, could ( time limited)
Putting your presentation together
1) The introduction:
Ask a question
State an unusual fact
Give an illustration, example, or story
Use a quotation
Let them know who you are
Preview your subject
2) The body:
Using supporting materials in the body
Validate your point of view
Look for an emotional connection
3) The conclusion
Reviewing key points
Adding emotion to our presentation--Focusing on the audience’s emotions Chapter 4- developing the informative presentation
1) Keep the information fresh
2) Make it well organized
3) Keep it interesting
4) Motivate the audience
Understanding different learning styles
1) Repeat yourself
2) Keep it simple
3) Focus on the big picture
Putting it all together
1) Chronological order
2) Spatial order
3) Geographical order
4) Topical order
5) Comparison and contrast
6) Cause and effect
10 commandments of informative presentations
1) Less is more
2) It’s a jungle to the audience
3) Assume they don’t understand
4) Keep relating back to what they already know
5) Use visuals and simplify
6) Keep lingo and jargon to a minimum
7) Insist on interaction
9) Do the unexpected
10) sell Chapter-5-persuasive presentations
How can you be persuasive?
Aristotle: Logos, pathos, ethos
1) Logos: reason & logic. Facts, figures and statistics;
2) Pathos: using emotions. Needs, wants, and desires of your audience;
Most decisions are made using a combination of logic and emotions.
3) Ethos: credibility; How are you perceived by your audience? * Credibility is not a issue for the