Slide 1: Business Communications and Presentations Skills
Shuddhasheel Majumdar Certified Trainer, India
Slide 2: Agenda
Introduction Pet Peeves Business Communication Model Handouts 10 Common Presentation Mistakes PowerPoint Presentation Tips Questions Conclusion
Shuddhasheel Majumdar, Certified Trainer, India 04/29/10
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Slide 3: 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
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Slide 4: Business Communication Goals
Receiver
Understanding Receiver Response Favorable Relationship Organizational Goodwill
Sender is responsible for these goals.
Shuddhasheel Majumdar, Certified Trainer, India 4 04/29/10
Slide 5: Parts of a presentation
Introduction Body Conclusion Questions
Say what you are going to say, say it, then say what you have just said.
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Slide 6: 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
Shuddhasheel Majumdar, Certified Trainer, India 6 04/29/10
Slide 7: 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
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Slide 8: Business Communication Process
Noise
Sender
Encoding the message
Message
Decoding the message
Receiver
Feedback
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Trans. 15-4 04/29/10
Slide 9: Communication Barriers/Noise
Word choice too difficult, too technical, etc. overused words such as, “good”, “excellent value”, etc. Connotations VS Denotations
Examples “Cheap” “Flexible” “Compromise” Sender Denotes inexpensive offers choice adjust Receiver Connotes poorly made no standard give in
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Slide 10: 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.
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Slide 11: 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 Running handouts two, three or six to a page
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Slide 12: 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
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Slide 13: 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?
Shuddhasheel Majumdar, Certified Trainer, India
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Slide 14: 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.
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Slide 15: 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.
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Slide 16: 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.
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Slide 17: 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!
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Slide 18: Tips on PowerPoint Presentations
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.
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Slide 19: Sample Slide
Sales are down!
We are going to have to down size.
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Slide 20: 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.
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Slide 21: 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.
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Slide 22: 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!).
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Slide 23: Tips on PowerPoint Presentations
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.
Shuddhasheel Majumdar, Certified Trainer, India 04/29/10
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Slide 24: Tips on PowerPoint Presentations
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!
Shuddhasheel Majumdar, Certified Trainer, India
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Slide 25: Same slide
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.
Shuddhasheel Majumdar, Certified Trainer, India 04/29/10
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Slide 26: Tips on PowerPoint Presentations
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.
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Slide 27: Tips on PowerPoint Presentations
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.
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Slide 28: Same slide
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 email, DO NOT USE ALL CAPS.
Shuddhasheel Majumdar, Certified Trainer, India 28 04/29/10
Slide 29: Tips on PowerPoint Presentations
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.
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Slide 30: Tips on PowerPoint Presentations
Have a final slide that lets the audience know that the presentation is over.
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Slide 31: Thank You !!!
Thanks for your attention!
