Business

Communication
Dr. Nidhi Mathur
Public
Speaking and
Making
Presentations
1. Plan a business presentation
that accomplishes the
speaker's goals and meets
the audience's needs.
2. Organize and develop the
three parts of an effective
presentation.
3. Select, design, and use
presentation visuals
effectively.
4. Deliver speeches with
increasing confidence.
5. Discuss strategies for
presenting in alternate
delivery situations such as
culturally diverse audiences,
and team presentations.

Chapter 2
Envision the Audience
What should you learn about your audience?
 Age

 Economic level

 Education and work background

 Needs and concerns

 Culture

 Rapport

 Expectations
Preparing an Effective
Presentation
 Select a topic of interest to you and your
audience.

 Determine the purpose of your message

(what you want audience to gain).

 Identify major points and locate supporting

information.

 Develop a strong opening and closing.

 Arrange for a proper introduction.

Identifying Your Purpose

 Say to yourself, “At the end of my

presentation, the audience will . . .”

 Think about how you want the audience to

summarize your presentation to a colleague

 Tell them why they should care about the topic

Knowing Your Audience

Ask yourself these questions . . .

 Who is the audience and who requested

presentation?

 Why is topic important to audience?

 How will the environment affect presentation?

- How many audience members?
- Where do I fit into program?
- How long is time slot?
- What is the room arrangement?
Organizing Your
Presentation

Introduction

“Tell the audience what you are going to tell them . . .”

Body

“ . . . then tell them . . .”

Conclusion

“ . . . and then tell them what you have told them.”

Source: Dale Carnegie, 1888-1955

Writing the Introduction

An effective introduction . . .

 Captures audience’s attention

 Establishes rapport with audience

 Presents the purpose and previews major

points
Crafting an Effective
Body

 Provide support in an easy-to-understand form

 Provide relevant statistics

 Use quotes from prominent people

 Use jokes and humor appropriately and CAREFULLY

 Use interesting anecdotes

 Use presentation visuals

Crafting an Effective
Closing

 Make conclusion creative and memorable

 Tie closing to introduction for unity

 Use transition words to clearly show movement to closing

 Practice close to deliver smoothly

 Smile and accept audience’s applause

The Advantages of
Presentation Visuals

 Clarifies and emphasizes important points

 Increases retention from 14 to 38 percent

 Reduces time required to present concepts

 Results in a speaker’s achieving goals 34 percent more often than

without visuals

 Increases group consensus by 21 percent when presentation

visuals are used in a meeting
Types of Presentation
Visuals

 Multimedia
- Uses high-tech equipment to project images and sound from a
computer, the Internet, or sound systems

 Still projection options

- Projects still (unanimated) image

 Board and flipchart

- Enhances group discussion and helps create an informal
environment

 Hard copy
- Provides detailed information to augment visual aids in a specific
section of the presentation
Achieving Good Vocal
Quality

 Breathe properly and relax

 Listen to yourself

 Develop flexibility

 Pay attention to articulation

Types of Delivery
Methods

 Memorized—written first and delivered verbatim

 Manuscript or scripted—written and read to the audience

 Impromptu—not written at all because speaker does not have prior

notice

 Extemporaneous—planned, prepared, rehearsed but not written in

detail
Speaking to Culturally
Diverse Audiences

 Use simple English and short sentences

 Avoid words that trigger emotion

 Enunciate carefully and speak more slowly

 Use humor and jokes cautiously

 Seek feedback to ensure understanding

 Consider the culture’s preferences for:

- Direct or indirect presentation style
- Nonverbal communication, greetings, farewells
- Desired degree of formality and gift giving
Delivering as a Team

 Select a winning team

 Agree on purpose and schedule

 Plan seamless transitions and build natural bridge between

sections

 Deliver and field questions as a team

Query Session
What have I understood?

 What are the three purposes for which people communicate? What
percentage of a manager’s time is spent communicating? Give
examples of the types of communication managers use.

 How is the formal flow of communication different from the informal

flow of communication?
What Have I understood?

 Do I understand the communication process?

 Am I aware of its different components?

 Do I understand the importance of its different

components?

 Why is communication important for managers?

 How can grapevine be of importance to an

Organization?
In group communication,
which is the most
important to you?

 Keeping everyone happy

 Keeping everyone on task

 Accomplishing the task by the deadline

 Feeling part of the group

Knowledge Application

 Do you think upward communication from lower organizational

levels to management does contain risks since it generally
comprises feedback .

 Can barriers to communication be completely overcome, even

by the most skilled communicator?
Video

 Kindly take Interpersonal Video from the CD provided

to me
The Story

 The office scenario has two colleagues in conversation with each

other

 One person is asking for an information from the other

 There is a pile of files between them and they are not able to see
each other clearly

 The other person is interrupting frequently and hampering the

concentration of the speaker. Without focusing on the conversation
he walks off
Concept

Barriers to Communication

 Physical Barrier- Open offices where seating arrangement facilitates

effective communication. Clutter and piles of files in the video shown are
acting as physical barriers

 Speaking style- Frequent interruptions when a person is speaking may

make the speaker feel that you are no longer interested which is a
potential barrier to communication
MCQ
 Differences in education level, experience, and culture or distractions
such as noise, uncomfortable room temperature, and interruptions are
examples of
 feedback.
 interference.
 interception.
 decoding.

 Feedback can come in the form of

 verbal communication only.
 verbal and nonverbal listener responses.
 nonverbal communication only.
 environmental noise.
MCQ

 Communication in successful work teams

 is the same as the process of communication in traditional
organizations.
 is affected primarily by trust building and shared leadership.
 places reduced emphasis on listening, problem solving, and conflict
resolution.
 relies on horizontal rather than vertical information flow.

 The single most important aspect of successful teamwork is

 shared leadership.
 diversity of group members.
 effective communication.
 problem solving and consensus
Class Activity

 Create A Business Scenario and ask students to record their

observations

 Communication Barriers: In groups of three, develop a list of 10 to 12

annoying habits of yours or of others that create barriers (verbal and
nonverbal) to effective communication. Classify each according to the
portion of the communication process it affects. For each, give at least
one suggestion for improvement.
THANKS!