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Chapter 1

MGTC36 Midterm - Chapter 1 Notes

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University of Toronto Scarborough
Management (MGT)
J Howard

MGTC36 – Midterm Review Notes "Speaking Your Way to the Top: Making Powerful Business Presentations", Author: Marjorie Brody Preface: Why You Need This Book - Some point in business life, you will make presentations ie, job interviews, making sales calls, staff meetings, full scale multimedia presentations - Presentations aren’t just speeches; they're all type of meetings, sales calls, customer service calls, pitches and job interviews - Business presentation = job interviews, meeting a customer, making a sales call or giving a speech - Either in person, on the phone or on paper - Purpose is to inform, persuade or motivate - Job interview: 1) Inform prospective employers about your qualifications 2) Persuade them that you are the right person for the job 3) Motivate them to hire you - the mastery of good communication skills can mean the difference between success and failure Chapter 1: Understanding the 8 Types of Business Presentations 1) One on One: Interpersonal Communicating - Opportunity to show others who you are and what you have to offer - Know how much time is available so you will not have an excessive amount of information to present in a short amount of time - Keep to the time schedule - Prepare an agenda - Be prepared. Gather any research or documents you might need to back up what you have to say - Practice the points you want to make out loud. Get feedback and adjust your remarks if necessary - If you have a job interview, learn as much as you can about the company as you can in advance. Be prepared to answer the question, "Why do you want to work for this company?" - Dress appropriately in proper business attire. Will reflect professionalism and will be reflected in your attitude as well 2) Group or Staff Meetings - In these situations, you will be presenting your ideas in one of two ways: off-the-cuff or with prepared remarks - Find out as much as you can about the topic before the meeting and come prepared - At some meetings, topics are assigned to facilitate discussion; expected to lead a discussion - If you are afraid to speak, write down your comments ahead of time and them, when called upon, refer to your notes as an aid 3) Department or Team Meetings - To work effectively, team selling requires smooth and precise coordination of the entire team, with the prospective client's needs coming first - 10 tips for team leaders: 1) Prepare with the audience in mind: What are the members expecting to get out of the presentation? 2) Have reasonable objectives 3) Arrive early to set up the room, get out materials and welcome attendees 4) Define objectives, agenda and ground rules 5) Use a variety of learning opportunities, making the event as experimental as possible 6) Use a variety of learning tools 7) Present information in small chunks giving opportunity for questions 8) Adhere to time constraints 9) Keep things moving 10) Draw conclusions and create action 4) Client Meetings - May be set up by the client to learn the status of current projects, to give new assignments to you or your company or to discuss problems or concerns with existing projects - Can also be set by you or another member of your company to gain new business, to give an update or status report on current business ventures or to address a problem that has been solved or needs to be solved - If you are responding to questions from your client, the material presented should deal specifically with the request you were given - The meeting should not veer off course without the permission of the person you are meeting with - Should be able to anticipate questions and respond properly if you have prepared properly - Respond honestly and appropriately to questions you don’t have the answers for; do not attempt to speak about something you don’t know - Tell the client that you will find out the information and get back to them; make sure to respond promptly - May have to give an impromptu presentation; need time to organize your thoughts. Follow these suggestions when giving an impromptu presentation: a) Pause before you begin to speak. This will give you a second or two to organize your thoughts. Start with an opening that gives you time to think. This will give you more time to get your thoughts together and to make some good points in the opening and during your speech b) Respond to what has already been said. Comment on what others have said before you. Also comment on the audience at large or the topic in general while collecting your thoughts. If you are completely stumped, offer to comment later aft
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