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Lecture 19

Presentations: Structure and organization. Lecture 19. Today. From “Effective Business Writing and Speaking” Pages 87-92. Today. Types of presentations The communication process Planning and structure Quiz #3 Review. Types of presentations.

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Lecture 19

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  1. Presentations: Structure and organization Lecture 19

  2. Today • From “Effective Business Writing and Speaking” • Pages 87-92

  3. Today • Types of presentations • The communication process • Planning and structure • Quiz #3 Review

  4. Types of presentations • There can be hundreds of different kinds of presentations, doing one or more of the following things: • Informing Demonstrating • Describing Defining • Persuading Selling

  5. Types of presentations • Impromptu – improvised • Memorized – recited • Manuscript – read

  6. Types of presentations • Prepared – read with notes • Interviews – answering questions (TV or radio) • Group presentations – 2 or more members

  7. Communication Process • When doing a presentation, it is important to think of communication strategies:

  8. Communication Process • Speaker • Message • Audience • Response

  9. Communication Process Message Speaker Listener Response

  10. Communication Process Speakers must be aware of all aspects of a presentation, NOT just how they are feeling at that moment … the speaker is only one part of the whole ….

  11. Communication Process You have the audience and, more importantly, the message to think about. You must also think about the audience response. The speaker must be aware of all these things to give an effective presentation

  12. Communication Process Speaker – The speaker wants to communicate an idea Message – The speaker puts the idea into a structured message Channel – The message is sent through a channel to the audience

  13. Communication Process Audience– the audience receives and interprets the message Response – the audience responds to the message

  14. Communication Strategies • The speaker must focus on words, attitude, tone, and outward appearance

  15. Communication Strategies • The listener has needs which you, the speaker, are trying to meet • Just like you “write for your readers”, be sure to “speak for your listeners” and not for yourself

  16. Communication Strategies • Message = content + form • Content = information • Form = structure/format

  17. Communication Strategies • Response = the audiences reaction during and after your speech

  18. Communication Strategies • Possible responses • Non-verbal and verbal responses during the speech • Questions right after the speech • Questions and comments received later

  19. Communication Strategies • Use these responses to become a better presenter in the future

  20. Planning and Structure • The more you plan and practice, the better your presentation will be • Use the ROTGD outline for your presentations

  21. Planning and Structure • Research • Organization • Text • Graphics • Delivery

  22. Planning and Structure • Today • Research • Organization • Text • Later • Graphics • Delivery

  23. Planning and Structure • Research • Who is the audience? • What is the purpose? • How much time? • Know your topic

  24. Planning and Structure • Organization • Introduction • Body • Conclusion

  25. Planning and Structure • Introduction • Attention/opener • Preview

  26. Planning and Structure • Attention • Start by getting the audiences attention • Choose the best method by analyzing your audience

  27. Planning and Structure • Attention • Get them interested • Tell a story • Show a picture • Show an impressive statistic

  28. Planning and Structure • Attention • Common ground • Reference the audience • Talk about something familiar to the audience that relates to the subject

  29. Planning and Structure • Attention • Benefits • Open by telling your audience how you and your presentation can help them

  30. Planning and Structure • Attention • Credibility • Make your audiences interested by making your audience trust you

  31. Planning and Structure • Attention • Humour (be careful) • Some presentations work by opening with a joke • Be careful as some topics or audiences will be angry at the use of humour

  32. Planning and Structure • Preview • Before discussing your main points, give a preview of your presentation

  33. Planning and Structure • Preview • Types: • Outline • Agenda • List of main points

  34. Planning and Structure • “In the next 5 minutes, I will discuss projects in three regions: Shanghai, Beijing and Zhengzhou.”

  35. Planning and Structure • Body • State Main points clearly • Should be organized and easy to follow

  36. Planning and Structure • Body • Limit your main points • Don’t try to say too much. • Better to talk for longer on just a few main points

  37. Planning and Structure • Body • Use explicit and long transitions • “Let’s move on to the next region” • “The second thing I’m going to discuss is..”

  38. Planning and Structure • Body • Use internal summaries at the end of each section • “Now that we have looked at the parts of the introduction: attention/opener and preview, let’s discuss the body.”

  39. Planning and Structure • Body • Keep audience interest high • Use stories and situations your audience can relate to

  40. Planning and Structure • Body (summary) • State main points clearly • Limit main points • Use long transitions • Use internal summaries • Keep audience interest high

  41. Planning and Structure • Conclusion • Make sure to have a strong conclusion as your audience will remember the last things you say

  42. Planning and Structure • Conclusion • Begin with a strong transition such as “in conclusion” or “to summarize” • The use one or more of the following techniques

  43. Planning and Structure • Conclusion • Give a summary • Good for explaining or instructing

  44. Planning and Structure • Conclusion • Refer to your opening • If you began with a story, go back to the story you used in the introduction

  45. Planning and Structure • Conclusion • End with action steps • For a persuasive report, make sure to tell your audience what to do at the end

  46. Planning and Structure • Organization (summary) • Introduction • Body • Conclusion

  47. Planning and Structure • Text • It would be difficult to memorize an entire presentation, so it is useful to make notes

  48. Planning and Structure • Note cards should be: • Easy to read (large text and lots of white space) • Short (use key phrases, not whole sentences) • Limited (don’t have lots of note cards. Each should have about 5 minutes of info.

  49. Planning and Structure • Next time: • Visuals • Delivery (verbal/nonverbal)

  50. Quiz Review • Lecture 15: Academic Essays • Lecture 16: Interviews pt. 1 • Lecture 17: Interviews pt. 2 • Lecture 18: Teamwork

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