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MGTA36H3 (62)
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Management (MGT)
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Fily C Chapter 1 – Types of Business Presentations Tips for Team Leaders - Prep with audience in mind: what they expect out of the presentation - Have reasonable objectives - Arrive early to set up, get materials and welcome attendees - Define objectives , agenda and ground rules - Use variety of learning opportunities, making event experiential - Use variety of learning tools - Present information in small chunks to allow questions - Adhere time constraints - Keep things moving - Draw conclusions and create action Team Presentations - Responsibilities include: o Organize speakers, assign parts , oversee all presentations o Keep things moving before, during , after the presentations - Keep in mind of time, order, presenters o sum up and lead the question-and-answer session o adequate preparation time for rehearsing and revising - Appear to be disorganized (holes) & poor timing Tips for Video Conferences - Size counts: best for small, geographically disbursed groups; large difficult to see participants - Backup plan for malfunctions (eg. Audio conference if video fails) - Make proper introductions. When connected let other side know you’re there, embarrassing to everyone to see and overhear unintended things. Be sure each participant visible when introduced - Establish a facilitator to run meeting and agenda is followed, and make open/closing remarks - Watch remote locations, don’t watch yourself focus on person speaking - Pay attention to grooming. Camera magnifies you, what you wear and how you are groomed is going to be noticed. Avoid checks and plaid and overly bright colours - Consideration for others. Speak in a normal tone (not too loud) and there may be delay so wait for a complete stop before rudely talking over someone which may cause confusion Fily C Chapter 2 – Getting to Know Your PAL Purpose Audience Logistics - Telling and selling - Develop an audience profile - When - 3 types: o Demographics - Where o Informative o Psychographics - Who o Persuasive o Identifying Decision - How o Special occasion Makers o Attitudes o Learning style Chapter 3 – Organizing Your Presentation (12 Steps) 1. Select the Topic 2. Limit the Topic to one Central Theme 3. Gather Information 4. Choose a Method of Organization 5. Outline your Main Points 6. Collect Supporting Data 7. Check for Accuracy 8. Design the Introduction 9. Write a Strong Conclusion 10. Put Together a Final Draft 11. Practice You Presentation 12. Practice Your Presentation Again and Again Introduction - Get audience attention - What’s in it for them (WIIFT) - Let them know who you are - Preview subject The Body - Answer WIIFT - How to use data o Examples – add interest o Stories – let the audience share others’ experiences o Quotations – must be a well-known and reputable source to have value o Definitions – can help you to prove a point or make a point easier to understand o Comparisons – present similar features o Contrasts – present differences o Statistics – numerical facts and figures to support your points - Using supporting materials in the body o Validate your point of view o Add interest o Audience involvement o Look for an emotional connection Fily C The Conclusion 1. Reviewing Key points  Be brief  Answer “WIIFM” for the audience  Summarize your purpose  Repeat your main points  Use a transition phrase to lead to your final statement or call to action 2. Final statement  Create a new grabber or  Look to the future or  Return to your original grabber or  Call to action - Suggestions for Effective Conclusions o 10% or less of presentation o Style be consistent with the rest of your presentation o Write out first sentences of conclusion and outline o Test conclusion with these questions:  Does my conclusion help the audience get to where I want to be?  Does it help finish my presentation instead of leaving my audience unsure of what I intended ot to know or do? Chapter 4 – Developing the Informative Presentation Four Essentials 1. Keep the information fresh 2. Make it well organized 3. Keep it interesting 4. Motivate the audience Learning Styles - Repeat yourself - Keep it simple - Focus on the big picture Putting it all together 1. Chronological order 2. Spatial order 3. Geographical order 4. Tropical Order 5. Comparison and Contrast 6. Cause and Effect 10 Commandments of Informative Presentations 1) Less is more 7) Insist on interaction 2) It’s a jungle to the audience 8) Demonstrate 3) Assume they don’t understand 9) Do the unexpected 4) Keep relating back to what they already know 10) Sell! 5) Use visuals and simplify 6) Keep lingo and jargon to a minimum Fily C Chapter 5 – Persuasive Presentations 4 Models of Persuasive Presentation 1. Proposition to Proof  Grabber statement  State proposition  Proof – using logic and emotional appeals  Review  Memorable statement – ask for what you want, draw a conclusion 2. Problem to Solution  Grabber  Problem – be sure to prove that a problem exists. This could be a big part of the presentation. No solution is necessary if the audience doesn’t recognize the problem  Solution  Review  Memorable statement –ask for what you want, draw a conclusion 3. Reflective  Grabber statement  Problem – establish criteria to evaluate and make a decision  Possible solutions – end with your choice  Evaluate all solutions using the criteria, making sure that the solution you are advocating best solves the problem  Review  Memorable statement –ask for what you want, draw a conclusion 4. Motivated Sequence  Attention  Need – create plan  Satisfaction – talk about how your plan satisfies the need  Visualization – paint a positive picture of the benefits of your plan  Appeal to action – get a commitment if possible Basic elements of Persuasive Presentation - Creativity - Remember the acronym KISS – keep it simple speaker - Be consistent - Interactivity will help your listeners to remember your message Fily C Chapter 6 – Entertaining / Special Occasion Presentations Guidelines to consider before using humour - If humour does not come naturally to you, don’t use it unit you are comfortable using it. Practice at least 3-6 times and if it still doesn’t come out comfortably, leave humour out of your presentation - If you are not comfortable with long stories, use one-liners - If you’re not sure something is funny, try it out on a friend, spouse, or coworkers. If in doubt leave it out. - Try to surprise your audience with your humour; don’t start off by saying, “I want to share this funny story with you.” Better to surprise them with it. - If no one laughs, try to say something to eat the silence, for example: “that’s the last time I ask my attorney if something is funny” - Don’t laugh too hard at your own jokes – its ok to let your enthusiasm for the anecdote show, but laughing too hard is in poor taste Six Guidelines 1. Remember the punch line. 4. Don’t be cruel 2. Make sure that the anecdote relates to your 5. Don’t use vulgar language speech and is appropriate 6. Humour doesn’t travel and it doesn’t work overseas. 3. Have good timing Chapter 7 – Team Presentation 6 steps to a successful team presentation 1. Pick the right leader 2. Agree on the focus 3. Schedule frequent updates and reviews of the material 4. Conduct proper audience analysis 5. Pay attention to details 6. Have mutual respect for team members Team Leader responsibilities: - Buy-in of the concepts and strategies from mgmt - Assign the topics - Audience analysis - Make a schedule - Define the strategy for your team - Provide strong leadership and directions Floor hogs - Interrupt and address a question to someone else - Don’t make eye contact - Speak with a superior to discuss with him or her Reluctant speaker - Ask them a question to get them to talk - Praise them for contribution - Go around the table for comments, forcing him or her to participate Ending the meeting - Restate the purpose of the meeting - Summarize key points - Delegate follow-up statements Fily C - Announce the next meeting Fily C Chapter 8 – Using Visual Aids Effectively 4 basic rules 1. Leave it up long enough for your audience to look it over before you begin talking about it 2. Don’t talk to the screen, talk to the audience 3. Practice before your presentation 4. Keep going if something goes wrong with the visual aids or equipment How to choose visual aids - The length of your presentation - Logistics of the meeting room - The audience size & Available equipment - Type of presentation being given Flipchart Graphs Chart  Turn  Line  Organization  Touch  Profile  Pie  Talk  Bar  Flow Computer Presentation Reminders - Check your set-up and power sources - Bring extension cords, power-surge protectors and cables needed - Bring duct tape and scissors to secure wires to the floor and walls so no one will trip - Be sure your power pack is fully charged or new batteries have been installed - Carry an auxiliary light with you or request one if the room will be darkened - Run through presentation using the computer visuals and make sure they can be seen from all the seats - Practice using equipment until you are completely comfortable with it Visual Aid Reminders - Check room set up and equip availability - Practice using visuals on site - Arrive early on the day to have adequate time to set up equipment - Make sure laptop and other devices are charged - Make sure you are familiar with borrowed equipment in advance - Make sure visuals can be seen from every seat - Make sure everything is spelt correctly, especially customers’ names and products - Be prepared to speak without visuals just in case Chapter 9 – Room Arrangement Checklist  Room is set up to your specifications and is f adequate size for the number of people expected  A microphone is available or you have your own  Practice your presentation where you will give it  You can be seen and heard from every seat  All electrical outlets and extension cords are where needed  You have backups: bulbs, extension cords, visual aids, etc  Ventilation system is adequate  Room temperature is 65 degrees  Window shades are down to eliminate glare  Participants’ chair backs are to the door Fily C Chapter 10 – 5 Styles of Delivery Style Description When to Use it Impromptu Off the cuff Spur of the moment Extemporaneous Planned, Prepared, practiced Planned events Expromptu Prepared Meetings, short notice, not practiced Manuscript Written and read word-for-word Scientific and political conferences Memorized Recited word-for-word NEVER! Chapter 11- Delivery Techniques (3 Vs) Women Basic Traditional - Black , navy or gray two piece suits Business Wardrobe - Contrasting jacket and skirt - Two-piece dress or dress with jacket - Several neutral louses (white or off-white) - Solid colour blouse; may be pastel - One pair gold and one pair silver earrings - Scarves that pick up colours from suits or blouses - Black pumps; navy or taupe pumps - Neutral or taupe hosiery Business Casual - Casual skirts or slacks. Neatly pressed chinos or corduroys are acceptable Wardrobe - Cotton shirts in solids, prints or muted plaids - Sweaters (not too tight) - Blazers to wear over slacks or skirts - Low heeled shoes or boots - Posture is important  Feet are hip width apart  My neck is free  Arms are by my sides  My back is lengthening and widening  My shoulders are over my hips  My posture is good - Grooming Guides  Clean hair; use scotch tape to remove before  Good breath – avoid onion, garlic, dairy
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