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MGTA36H3 (20)
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Management (MGT)
J Howard

MGTC36 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)  Be prepared;  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 & member)  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 presented adequately.  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 presentations?  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 own take.  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; Sales presentations 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. Team presentations  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 Video conferences 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? 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?  Attitudes  Learning styles 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  Use humor  WIIFT  Let them know who you are  Preview your subject 2) The body: Using supporting materials in the body  Validate your point of view  Add interest  Audience involvement  Look for an emotional connection 3) The conclusion  Reviewing key points  Final statement 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 8) Demonstrate 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 indiv
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