business communication and presentation skills-citehr

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Business Communications and Presentation Skills source: Cite HR

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Page 1: Business Communication and Presentation Skills-CiteHR

Business Communications and Presentation Skills

source: Cite HR

Page 2: Business Communication and Presentation Skills-CiteHR

Today’s Agenda

• Introduction

• Business Communication Model

• Handouts

• 10 Common Presentation Mistakes

• PowerPoint Presentation Tips

• Questions

• Conclusion

Page 3: Business Communication and Presentation Skills-CiteHR

Generally, people retain

• 10% of what they READ

• 20% of what they HEAR

• 30% of what they SEE

• 50% of what they SEE and HEAR

• 70% of what they SAY

• 90% of what they SAY and DO

Page 4: Business Communication and Presentation Skills-CiteHR

Feedback

Trans. 15-4

Sender Encoding themessage

Message Decoding themessage

Noise

Receiver

Business Communication Process

Page 5: Business Communication and Presentation Skills-CiteHR

Business Communication Goals

• Receiver Understanding

• Receiver Response

• Favorable Relationship

• Organizational Goodwill

Sender is responsible for these goals.

Page 6: Business Communication and Presentation Skills-CiteHR

Say what you are going to say, say it, then say what you have just said.

Parts of a presentation

• Introduction

• Body

• Conclusion

• Questions

Page 7: Business Communication and Presentation Skills-CiteHR

Guidelines for Effective Introductions

• Always prepare your opening

• Tell people what the presentation is about

• Keep the opening short and simple

• Only use anecdotes that are relevant

• Use caution with personal experiences

• Stay away from inappropriate humor

Page 8: Business Communication and Presentation Skills-CiteHR

Guidelines for Effective Closings

• Always prepare a closing

• Always restate the main point, and, perhaps, the key supporting points

• Say clearly what happens next

• If appropriate, make a call to action

• Thank the audience

Page 9: Business Communication and Presentation Skills-CiteHR

Feedback

Trans. 15-4

Sender Encoding themessage

Message Decoding themessage

Noise

Receiver

Business Communication Process

Page 10: Business Communication and Presentation Skills-CiteHR

Communication Barriers/Noise

• Word choice– too difficult, too technical, etc.– overused words such as, “good”, “excellent

value”, etc.

• Connotations VS Denotations– Examples sender denotes rec. connotes– “Cheap” inexpensive poorly made– “Flexible” offers choice no standard– “Compromise” adjust give in

Page 11: Business Communication and Presentation Skills-CiteHR

Communication Barriers/Noise• Inferences • Pace of the delivery

– Speaking too fast or too slow

• Poor grammar, spelling, etc.• Appearance and performance of the presenter• Use of gender bias terms or stereotypical terms• Positive VS Negative terms

– We have a full year warranty. VS Warranty is only for the first year.

Page 12: Business Communication and Presentation Skills-CiteHR

Handouts

• When to use and distribute handouts– @ beginning if audience needs them during

presentation– during presentation, have someone else hand

them out– at end if possible

Page 13: Business Communication and Presentation Skills-CiteHR

10 common presentation mistakes (and suggestions for avoiding them)

• #1 Accepting an inappropriate invitation– personally decline, retain opportunity for

company

• #2 Neglecting to research the audience– take the time to find out who you are talking to

Page 14: Business Communication and Presentation Skills-CiteHR

What you should know about your audience

• How large is the audience?

• What are the audience members’ relevant characteristics?

• Why are people attending?

• What are the audience’s specific needs, interests, and concerns?

• How much do people already know?

• How are people likely to respond to your message?

Page 15: Business Communication and Presentation Skills-CiteHR

10 common presentation mistakes (and suggestions for avoiding them)

• #3 Procrastinating, then punting.– Do not try to organize your talk and create your

slides simultaneously.

• #4 Getting a late start.– Always plan to arrive early for your

presentation.

Page 16: Business Communication and Presentation Skills-CiteHR

10 common presentation mistakes (and suggestions for avoiding them)

• #5 Assuming all projectors are the same.– Be sure you know the equipment or bring your

own.

• #6 Failing to heed Murphy’s Law– Always assume the equipment will NOT work.

Page 17: Business Communication and Presentation Skills-CiteHR

10 common presentation mistakes (and suggestions for avoiding them)

• #7 Backing up to the wrong media– Check your back-up media before leaving for your

presentation.

• #8 Telling tasteless or offensive jokes– A greater awareness of your audience can determine if

they will find your sense of humor funny or offensive.

Page 18: Business Communication and Presentation Skills-CiteHR

10 common presentation mistakes (and suggestions for avoiding them)

• #9 Relying on the World Wide Web live Web connection– Create a copy on your hard drive.

• #10 Having too little to say– Be prepared!

Page 19: Business Communication and Presentation Skills-CiteHR

• Always use a title slide. Put it up about five minutes before your presentation begins.

• The presentation should set the tone of the message. – If you are sharing good news, your presentation

can use a lot of fun art, audio and video. If you have bad news, stick to the points.

Tips on PowerPoint Presentations

Page 20: Business Communication and Presentation Skills-CiteHR

• Sales are down!

• We are going to have to down size.

Sample Slide

Page 21: Business Communication and Presentation Skills-CiteHR

Tips on PowerPoint Presentations

• Keep the presentation look simple. You don’t want to distract from the content of the slide/presentation.

• Keep a consistent look from slide to slide.

• Create high contrast between the background and the text.

• Consider creating a company specific background for sales presentations.

Page 22: Business Communication and Presentation Skills-CiteHR

Same slide

• Keep it simple. You don’t want to distract from the content of the slide.

• Be consistent from slide to slide.

• Create high contrast between the background and the text.

• Consider creating a company specific background for sales presentations.

Page 23: Business Communication and Presentation Skills-CiteHR

Tips on PowerPoint Presentations

• Clip art should match your audience. • Art should match a key word or phase in the

slide.• When using art, keep the images balanced

on the page. Use the rule of thirds.• Use art judiciously.• All of the rules apply to sound (even more

so!).

Page 24: Business Communication and Presentation Skills-CiteHR

• One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.– Keep it simple and consistent.– Use no more than five colors for charts or graphs.– Choose no more than two colors for text.– Be careful with the use of red because the eye will

naturally go there first.

Tips on PowerPoint Presentations

Page 25: Business Communication and Presentation Skills-CiteHR

• One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.(cont)– Use complimentary colors together.– Never use red and green together unless you want

your audience to think of Christmas!

Tips on PowerPoint Presentations

Page 26: Business Communication and Presentation Skills-CiteHR

• One of the significant advantages of using presentation software packages is that you have access to color. Use it wisely and judiciously.– Keep it simple and consistent.– Use no more than five colors for charts or graphs.– Choose no more than two colors for text.– Be careful with the use of red because the eye will

naturally go there first.

Same slide

Page 27: Business Communication and Presentation Skills-CiteHR

• Limit your bullet points to three or four items.

• Try to have no more than 24 words on any one slide.

• Be careful when using abbreviations, acronyms, and special phases on your slides. Explain them quickly or you lose your audience.

Tips on PowerPoint Presentations

Page 28: Business Communication and Presentation Skills-CiteHR

• Fonts are like colors, just because you have a lot of them to choose from you don’t have to use them all! No more than two or three per slide.

• Be consistent from slide to slide.

• Don’t overdo the use of italics, bolding and shadows and like e-mail, do NOT use all caps.

Tips on PowerPoint Presentations

Page 29: Business Communication and Presentation Skills-CiteHR

• Fonts are like colors, just because you have a lot of them to choose from you don’t have to use them all! No more than two or three per slide.

• Be consistent from slide to slide.

• Don’t overdo the use of italics, bolding and shadowsshadows and like email, DO NOT USE ALL CAPS.

Same slide

Page 30: Business Communication and Presentation Skills-CiteHR

• It is important to explain how to read your chart or graph as soon as you put it on the screen.

• Do not say anything important within ten seconds of putting up a chart. People won’t be listening, they’re too busy figuring out the chart.

Tips on PowerPoint Presentations

Page 31: Business Communication and Presentation Skills-CiteHR

Tips on PowerPoint Presentations

• Have a final slide that lets the audience know that the presentation is over.

Page 32: Business Communication and Presentation Skills-CiteHR

Questions?

Page 33: Business Communication and Presentation Skills-CiteHR

Final slide. Presentation is over.

Thanks for your attention!

Have a good day!!