Chapter 7

Business Presentation in Action 1

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 Discuss
Discuss meetings and their
role in business
communication.
Analyze
Chapter Analyze several strategies for
effective presentation.
objectives
Demonstrate
Demonstrate how to use
visual aids effectively in your
presentation.

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Chapter 1. Sound Bites and Quotables
2. Telephone/VoIP Communication
Outlines
3. Meetings
4. Other Types of Presentations
5. Visual Aids

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“Send me people who know how to speak, listen, and think,
and I’ll do the rest. I can train people in their specific job
responsibilities, as long as they listen well, know how to
think, and can express themselves well.”
Seiler and Beall, 2009

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1. Sound Bites and Quotables

Sound bites, brief statements that zero in on the point of a larger or longer
message, are often excised from interviews and articles, and presented apart
from the context in which they were originally written or spoken.
• Slogans are phrases that express the goals, aims or nature of a product, service, person, or company.

• Quotes are memorable sayings extracted from written or verbal messages.

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Common Elements of Effective Sound Bites

• Clear and concise

• Use vivid, dynamic language
• Easy to repeat
• Memorable

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2. Telephone/VoIP Communication

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05 stages in a
telephone
conversation
1. Opening
2. Feedforward
3. Business
4. Feedback
5. Closing

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Stage Subevents Example
Opening • Both parties identify themselves • [phone rings]
• Greetings are reciprocated • Ken: Hello, Ken Reilly.
• Val: Hi, Ken. This is Val Martin from [company or department].
• How are you?
• Ken: Fine, and you?
• Val: Fine, I’m doing great.
Feedforward • Purpose and tone of conversation • Val: I hate to bother you, but I wonder if you have five minutes to give
are established me some advice.
• Permission is given to continue (or • Ken: Sure, Val. What’s happening?
not) • [or: I’m tied up right now. Can I call you back in an hour?]
Business • Substance of conversation • Val: Here’s the situation. [explains] I know you are good at resolving
• Parties exchange roles these kinds of issues, so I was wondering what you think I should do.
• Ken: Wow, I can understand how this has you concerned. Considering
what you’ve told me, here’s what I think I would do. [explains]
Feedback • Signal that business is concluded • Val: Hmm, that makes sense. I’ll certainly keep your ideas in mind.
Thank you so much, Ken!
• Ken: Hey, you’re welcome. Let me know how it turns out.
Closing • Both parties say goodbye • Val: Yes, I will. Have a good weekend, Ken.
• Ken: You too, Val. Bye.
• Val: Bye.
• [they hang up]

The five stages in a telephone conversation 11

How to make sure that your voice accurately
communicates your message?

1. Speak slowly and articulate your words clearly.

2. Use vivid terms to create interest and communicate
descriptions.
3. Be specific.
4. Show consideration for others by keeping your phone
conversations private.
5. Silence cell phones, pagers, and other devices when
you are in a meeting or sharing a meal with colleagues.

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3. Meetings

A meeting is a group communication

in action around a defined agenda, at
a set time, for an established duration.

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 TERM DEFINITION
Title, time, date, location, phone number, e-mail
Title Header contact, and any other information necessary to get all
participants together.

Participants Expected participants

Subject Line Purpose statement

Meeting
Call to Order Who will call the meeting to order?
Agenda
Elements Introductions
If everyone is new, this is optional. If even one person
is new, everyone should briefly introduce themselves
with their name and respective roles.
This may quietly take place while introductions are
Roll Call made.
Notes from the last meeting are read (if applicable)
Reading of the with an opportunity to correct. These are often sent
minutes out before the meeting, so participants have the
opportunity to review them and note any needed
corrections. 14
 TERM DEFINITION

Old Business List any unresolved issues from last time or issues
that were “tabled,” or left until this meeting.

New Business This is a list of items for discussion and action.

Meeting
Agenda Reports This is optional and applies if there are
subcommittees or groups working on specific,
Elements individual action items that require reports to the
group or committee.
(Cont.)
Good of the This is the time for people to offer any news that
Order relates to the topic of the meeting that was
otherwise not shared or discussed.

Adjournment Note time, date, place meeting adjourned and

indicate when the next meeting is scheduled.

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Strategies for Effective
Meetings

• Send out the last meeting’s minutes one week

before the next meeting.
• Send out the agenda for the current meeting
at least one week in advance.
• Send out reminders for the meeting the day
before and the day of the meeting.
• Schedule the meeting in Outlook or a similar
program so everyone receives a reminder.

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Strategies for Effective
Meetings (cont.)

• Start and end your meetings on time.

• Make sure the participants know their role and
requirements prior to the meeting
• Make sure all participants know one another
before discussion starts.
• Formal communication styles and reference to
the agenda can help reinforce the time frame
and tasks.

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Strategies for Effective
Meetings (cont.)

• Follow Robert’s Rules of Order when

applicable, or at least be familiar with them.
• Make sure notes taken at the meeting are
legible and can be converted to minutes for
distribution later.
• Keep the discussion on track, and if you are the
chair, or leader of a meeting, don’t hesitate to
restate a point to interject and redirect the
attention back to the next agenda point.

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Strategies for Effective
Meetings (cont.)

• If you are the chair, draw a clear distinction

between on-topic discussions and those that
are more personal, individual, or off topic.
• Communicate your respect and appreciation
for everyone’s time and effort.
• Clearly communicate the time, date, and
location or means of contact for the next
meeting.

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4. Other Types of Presentations
• Celebrations: Toasts and Roasts
• Media Interviews
• Introducing a Speaker
• Presenting or Accepting an Award
• Serving as Master of Ceremonies
• Viral Messages

Discussion: What is the most important presentation in the above cases?

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5. Visual Aids

Visual aids can include handouts,

overhead transparencies,
drawings on the whiteboard,
PowerPoint slides, and many
other types of props.
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5. Visual Aids (Cont.)
Visual aids accomplish
several goals:
• Make your speech more interesting
• Enhance your credibility as a speaker
• Serve as guides to transitions, helping the
audience stay on track
• Communicate complex information in a short
period of time
• Reinforce your verbal message
• Help the audience use and retain the
information 22
How should we use Visual Aids?

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• The purpose for each visual aid should
be clear, and almost speak for itself.
• A visual aid can provide emphasis,
effectively highlighting key words, ideas,
or relationships for the audience.
• Visual aids can also provide necessary
support for your position.

Purpose, Emphasis,
Support, and Clarity
Visual aids provide necessary support for your position,
illustrate relationships, and demonstrate trends.
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• Clarity is key in the use of visual aids.
o Limit the number of words on a PowerPoint slide.
o No more than 10 words per slide
o Font size large enough to be read at the back of
the room
o Key images can also improve clarity.
o Illustrate the data with different formats, a line
graph and/or pie graphs.
o Ensure your visual aid is clear.

Purpose, Emphasis,
Support, and Clarity (Cont.)

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 Question: If you are asked to give a
presentation on a new product idea, how
might you approach the challenge?

You may consider…

• A chronological organization pattern
• Starting with background, current market,
and a trend analysis of what is to come

—fair enough, but how will you make it vivid

Methods & for your audience?
Materials How to represent information visually is a
significant challenge.

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Methods &
Materials (Cont.)
… you have several options:
• Charts or diagrams
• Bar or Pie-graph
• Video clips
• Actual samples/ mock-up
• Flip charts or Handouts, chalk and white board
• Sound and music, video, and even yourself (your demonstration)
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Preparing Visual Aids

• Big. They should be legible for everyone and should

be “back row certified.”
Your visual • Clear. Your audience should “get it” the first time
aids should they see it.
meet these • Simple. They should serve to simplify the concepts
criteria: they illustrate.
• Consistent. They should reinforce continuity by
using the same visual style.
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Using Visual Aids
DOs and DON’Ts (McLean, S., 2003)

• Do make a clear connection • Do not distract the audience

between your words and the with your visual aid, blocking
visual aid for the audience. their view of you or adjusting
• Do speak to your audience— the visual aid repeatedly
not to the whiteboard, the while trying to speak.
video, or other visual aids.

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Use of Color
• People love color, and
understandably your
audience will appreciate
the visual stimulation of a
colorful presentation.

• But Color can also distract

and turn off an audience

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Use of Color (Cont.)
• Primary colors: Red, blue & yellow
• Secondary colors: Green, violet,
and orange
• Tertiary colors: Red-orange, red-
violet, blue-violet, blue-green,
yellow-orange, and yellow-green

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Font size and
selection
Font size need consideration:
• Always think about the person
sitting in the back of the room.
• The title size should be at least 40
points, and the body text should
be at least 32 points.
• Arial or Times New Roman? 33
 • Keep visual aids simple.
• Use one key idea per slide.
Helpful
• Avoid clutter, noise, and
Hints for overwhelming slides.
Visual Aids • Use large, bold fonts that the
audience can read from at least
twenty feet from the screen.

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 • Use contrasting colors to create
Helpful a dynamic effect.
Hints for • Use analogous colors to unify
your presentation.
Visual Aids
• Edit and proofread each slide
(cont.)
with care and caution.

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Helpful • Use copies of your visuals available as
handouts after your presentation.
Hints for • Check the presentation room
beforehand.
Visual Aids • Have a backup plan, should unexpected
(cont.) equipment or interface compatibility
problems arise

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Q&A
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