CP_Week

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Tutorials for Creating your PowerPoint Presentation

ONLINE Students: You are required to deliver a graded oral presentation for this course. To do so, you will deliver your presentation to your audience through use of the audio narration feature built into Microsoft PowerPoint. You need a microphone and computer speakers to make the recording.

Review Creating a Narrated PowerPoint for more information

“Your brain starts working from the moment you are born and never stops, until you stand up to speak in public.”
—Sir George Jessel

Does this sound familiar? Have you ever started to give a presentation only to freeze?

Research indicates that many managers may lack the presentation skills necessary to excel in their careers. Our focus this week is learning how to deliver a powerful presentation to upper management. We will discuss techniques for powerful presentations, including how to organize the presentation, how verbal and nonverbal skills affect the presentation, how to deliver the presentation, and how to use visual aids effectively.

At the end of this week, you should be able to organize a compelling and effective persuasive presentation. Throughout the week, think about what you want the audience to do in response to seeing your presentation, or to remember and take away from the presentation. Next, begin working on the introduction to the presentation. What will you use to get the audience’s attention?

You may be accustomed to planning presentations by developing your PowerPoint slides. I’d like to suggest that you try putting your ideas into an outline first. Although some may find an outline old-fashioned or cumbersome, it can be quite helpful to at least sketch out your key areas. To get started, list the three to five main points you want to cover and then list three to five sub-points under each topic. Try using the outline as a guide to develop the slides you will use for your presentation. In the Discussion area, you will be discussing effective presentation tips and getting feedback from the rest of the class.

As you read through this week’s lecture, consider how improving your presentation skills could affect your career.

C

Given the need to make a persuasive presentation to upper management, develop material for an oral presentation and deliver it with effective verbal and non-verbal strategies, using effective professional visual aids

Knowledge, Skills, and Abilities

· Explain the components of an effective opening.

· Analyze the audience to determine the best approach.

· Explain how nonverbals can affect a presentation.

· Explain how to develop effective visual aids.

G

Given the requirement to present the information contained in the business document produced in TCO A and a geographically-dispersed internal audience, create a presentation that will convey the information using online media such as web conferencing or interactive software.

Knowledge, Skills, and Abilities

· Explain the criteria of effective electronic communication.

· Explain the advantages and disadvantages of different electronic communication media.

· Analyze the audience to determine the most effective way to present the training.

H

Given a leadership role for a live or virtual team project or meeting, such as deciding on a policy for flextime or remote workspace, lead a meeting that demonstrates effective strategies and capitalizes on the live or virtual setting, decision-making processes, group dynamics and individual roles, leadership techniques, time management, and so on.

Knowledge, Skills, and Abilities

· Explain the roles that people play in groups.

· Explain the elements of a high performance team.

· Explain the decision-making processes of teams.

· Identify the actions of effective participants in a team.

· Identify effective leadership in meetings.

· Identify and explain the reasons for conducting meetings.

Introduction

This week we will focus on oral presentations. We will cover the different approaches that can be used for presentations, as well as characteristics of effective presentations.

Getting Started

As with any communication, the first step is to determine the purpose. The purpose of the presentation could be to report, explain, inform, persuade, motivate, or entertain. In a persuasive presentation, you are making an argument for change. The second step is to analyze the audience. Knowing who your audience will be will help you determine the best approach to take and the information they will be expecting to see.

Finally, you must plan the presentation. This includes selecting the main ideas, organizing the message, preparing an outline, and deciding on a style. Two of the most popular ways to organize a presentation are direct and indirect.

The most popular approach is the deductive approach or direct approach, which is appropriate for informative presentations. In the direct approach, you present your main ideas, key findings, and recommendations up front in the presentation, and then present the supporting evidence.

Not the best choice for every presentation, the indirect or inductive approach is best suited for persuasive presentations. Using the indirect approach, you would save the main idea for later in the presentation. You would provide the evidence to support your recommendations first; then finish with a generalization or conclusion. Some audiences may become bored with this approach if the presentation runs too long.

The interactive below shows the typical organizational patterns for a presentation:

Drag and Drop

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Use Keyboard

Drag the terms at the bottom to their matching definitions below.

Drop Here

Present the points in the order in which they occurred (typically used in status reports or when reporting on some event).

Drop Here

Present the reasons first, followed by the major conclusion (typically used for hostile or highly resistant audiences).

Drop Here

Present the sources and consequences of some problem, and then pose a solution (useful for problem solving).

Drop Here

Give the major conclusions first, followed by the supporting details (typically used for presenting routine information).

Drop Here

Introduce each criterion in turn, and show how well each alternative meet that criterion (typically used for presenting proposals).

Drop Here

Arrange the points in order of importance, and then pose each point as a question and answer it (an effective way of helping the audience follow your arguments).

Direct Sequence

Cause/Effect/Solution

Indirect Sequence

Chronology

Order of Importance

Criteria

Creating an Effective Opening

The introduction should get the audience’s attention, state the purpose, and give a preview. This is your opportunity to show how the topic relates to the audience and to show the benefits of your recommendation.

There are a lot of different ways to get the audience’s attention, and the method you use will depend on the audience and the message. Suggested opening techniques include telling a story, asking a question, presenting a hypothetical situation, presenting a startling fact or statistic, and using a dramatic visual image. Creative openings are the best way to grab your audience’s attention quickly.

In addition to getting the audience’s attention, the presenter needs to establish a rapport with the audience. To deliver an effective opening, you should know it backward and forward. It is a good idea for the presenter to memorize the opening so that he or she can maintain eye contact with the audience.

Below is a checklist to use as a planning tool for your presentation.

Click Image to Enlarge

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View Transcript (Links to an external site.)

[From Cengage “Complete Business Commmuication Handouts” Chapter 11 Graphic on Page 2: Checklist for the Oral Presentations]

Creating Presentation Slides

Here are a few suggested rules to follow when creating the slides for your presentation. These rules will vary based on your presentation’s purpose and whether you are presenting to an internal or an external audience.

· The first slide shows the title, any subtitles, and the presenter’s name

· A good presentation should have a visually appealing background. This background should be consistent on every slide. Keep in mind that backgrounds that are dark may not print well when making handouts.

· Your presentation should use no more than two typefaces. The font size used should be consistent throughout the slides. For instance, the slide headings would be the same font and size. Textboxes would follow a consistent format—top bullets the same font size, subheadings a smaller font size, and so on.

· Each slide should have a clear, meaningful title. Text on your slides should follow a logical order and timeline from beginning to end.

· Adding eye-catching graphics, charts, and tables will help keep the audience engaged. It is not necessary to add a graphic to every slide. Use white space or blank space effectively. Use text and slide automation effectively—too much may distract your audience from your purpose.

· Use audio and video only to illustrate important points—too many may distract the audience from your purpose. These links can also greatly increase the file size of your presentation, making it harder to send out to your audience later.

· Reference citations for borrowed material should be placed at the bottom of the slide in a smaller font size and in a bibliography page at the end of the presentation.

· When presenting to an external audience, one of the final slides would include your name, company, and contact information.

· Please consult the guidelines for this week’s assignment and follow those guidelines.

The Delivery

Now that you have a good understanding of the content of the presentation, let’s look at effective delivery techniques. Delivering an effective presentation requires practice. Practice in front of a mirror. Practice in front of friends. Practice in the car (my favorite). Practice right before you go to sleep. (You’ll be surprised how confident you’ll feel when you wake up.)

When delivering the presentation, the presenter must consider both the verbal and nonverbal aspects of the delivery. The key factors in vocal delivery include expressiveness, emphasis, rate and volume, articulation, and pronunciation. The nonverbal elements of the delivery encompass the various aspects of body language, which includes eye contact, body movement, and visual aids.

“Duchess of Cambridge Gives Her First Speech”

Let’s critique this speech by the Duchess of Cambridge. How did she do?

(Retrieved at http://www.bizcominthenews.com/bizcom_in_the_news/2012/03/duchess-of-cambridge-gives-her-first-speech.html )

Your audience is looking at you as you speak. Your body language communicates to your audience as much as the words you speak. Here are a few tips to consider when making a presentation.

· Dress professionally. You may want to step up from business casual to dress for success. If you tend to sweat when you are nervous, you may want to add a jacket.

· Don’t look down; look instead into your audience and make eye contact. Smile at your audience to show confidence. Know your material; don’t read from your notes.

· Don’t clasp your hands or cross your arms. You may want to hold a pen or even a paperclip while presenting to give your hand something to focus your nervous energy onto. It’s okay to move around a little, but don’t pace or block your audience’s view of the slides.

· Avoid those nasty hem and haw filler words as much as possible. Laughter or giggling will give you away. You don’t want your audience to know you are nervous.

· Don’t be in a hurry. Rushing through your slides will make it more difficult to get your meaning across to your audience.

· Let your confidence out. You have worked hard on this presentation. Use your passion for your project and you will begin to relax. Your audience will respond to your enthusiasm.

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Business Proposal and Oral Presentation—Social Media Plan

Objectives

For the purpose of this assignment, you are the chief information officer for the Stone Goose Company. This is your big chance to be the principle change agent in the Stone Goose Company and to propose a new social media policy to executive management. Currently, your company does not use social media for communication or marketing. You have noticed that the employees, however, are quite fond of social media.

You may use your creative imagination to determine the type of business in which Stone Goose Company is involved. Brainstorm and propose ideas that will help the business improve operational efficiencies, save money, increase revenue or market share, improve guest satisfaction, increase social responsibility, and enhance brand image.

Expect resistance and garner enough evidence to persuade your audience to implement your ideas. You will need to include external research to support your claims. Week 4’s Oral Presentation should convince Stone Goose Company’s executive management that it needs a social media policy and that you should be given this assignment. Week 7’s Business Proposal should present the key items that need to be included in the social media policy, and why.

Assignments such as this help you to develop business-oriented communication skills and give you the opportunity to practice developing an integrated business strategy for this fictional company. This activity will make the course come alive through the application of the principles from the textbook, course materials, and discussions.

Guidelines

· Persuade a business audience to accept your ideas.

· Create logical, well supported arguments by linking evidence to your claims.

· Develop an organizational structure that is easy to understand and follow.

· Adapt your ideas to a specific audience.  Anticipate and address their concerns.

· Adjust your messages for communication mediums: a written proposal and an oral presentation.

· Use APA Guidelines

Grading Rubrics

Week 4: Oral Presentation

30

0-6

7-13

14-21

22-30

	Points Possible	Criterian and Point Range
Slide Content	40	0-9	10-19	20-29	30 -40
Overall, a sloppy and incomplete effort. It is not appropriate for presentation.	Premise and organization of the presentation needs improvement. Evidence for your arguments is not believable. There were too few slides.	Video shows good strategy and organization. Evidence is somewhat convincing. 8-9 slides.	Video presentation shows sound strategy and excellent organization; valid evidence should be given for your arguments; slide show should be 10 to 15 slides.
Oral Delivery		30		0-6		7-13		14-21		22-30
Overall, a weak and non-rehearsed oral delivery.	Oral presentation needed more work and rehearsal. Not very convincing.	Delivery, pace, volume, energy and enthusiasm could be improved. Delivery time was less than 10 minutes long.	Delivery shows appropriate pace, volume, energy and enthusiasm. Delivery time should be between 8–10 minutes long.
Slide and Format Design
Slide design is inappropriate or almost non-existent.	Two or more errors are noticeable in the slides. Design lacked creativity.	Slides are pretty good but could use more visual appeal.	Format should be consistent and professional; creative but realistic use of communication tools.

Oral Presentation

· Narrated PowerPoint, or any other appropriate video technology is required

· Your oral presentation should be between 8–10 minutes long

· The first slide should be a title slide that includes the following:

· Title of presentation

· Student’s name

· Course name and number

· Instructor’s name

· Date submitted

· Each slide must have a clear and meaningful title

· All slides should abide by the 6×6 rule of content. That is, no slide should have more than six bullet points with six words on each line

· No complete sentences on slides

· A good presentation should have an appealing and eye catching background. Be sure to use a consistent and professional presentation theme

· Your text must follow a logical time line from beginning to end

· You should use no more than two different fonts. Slides should be consistent throughout the presentation, including format and font size

· Adding meaningful graphics to your slides helps to keep the audience engaged while you are presenting, but avoid using too much animation or any audio clips that do not supplement your presentation appropriately

· References should be listed on your final slide. Your presentation should use at least three scholarly references