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    MODULE 5

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    Business Communication

    Oral Presentation

    Points to be remembered while planning for the Presentation:

    Audience

    Purpose

    Topic

    Infrastructure

    Main content

    Visuals

    Introduction

    Conclusion

    Rehearse

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    Business Communication

    Delivering the Oral Presentation

    Strong Introduction

    Avoid gap fillers

    Maintain eye contact

    Use gestures effectively

    Avoid speaking too fast

    Enunciate

    Summarize

    Use verbal headings

    Emphasize main points

    Use transitions

    Explain visuals

    Do not read from script

    Adjust presentation

    script/outline

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    Business Communication

    Things to be thought of before making a presentation:

    1. What is my objective?

    2. Whos the audience?

    3. How much time have I got?

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    Business Communication

    A good presentation is a POPTA

    presentation

    What does POPTA stand for?Purpose

    Organization

    Preparation

    Time

    Audience

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    Business Communication

    Steps for a good presentation

    1. Understand the topic

    2. Choose the format

    3. Design the slides

    4. Make the slides

    5. Give the presentation

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    Business Communication

    Understand the topic

    Know the general field of knowledge

    Decide what are the possible contents of the presentation

    Plan source of information limited to the topic

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    Choose the format

    Decide what you want to cover, in detail

    Do background work

    Do not go beyond the topic

    Plan the overall content to be covered within the time

    allotted

    Plan the tone of the presentationverbal & visual

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    Business Communication

    Design the slides

    1. Decide the flow of the presentation ( should have start,

    body and end)

    2. Decide what to cover in each slide

    3. Decide respective illustrations

    4. Decide data to support each and every point.

    5. Dont put data on slides, put the results (details depends on

    purpose)

    6. Decide hyperlinks to do effective navigation7. Do not put all you want to say on the slides ( use slides only

    as guide & to give illustrations)

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    Make the Slides Slides must not be self-explanatory

    Dont clutter the slide

    Use bulleted text

    Use illustrations

    Follow the same template

    Use visible font based on the venue and audience

    Choose colors for readability

    The slide needs to be inviting and readable. If a slideis too complex, break it into two or more slides.

    Use not more than two fonts per slide.

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    Business Communication

    Give the presentation

    Delivery: Conversational Quality

    Enthusiasm - Demonstrate your positive attitude and

    interest in the topic through your voice and facialexpression.

    Eye Contact - Maintain eye contact to increase

    credibility, gain audience interest, and get nonverbal

    feedback Clarity - Speak clearly and use language appropriate to

    your audience

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    Business Communication

    Body Language

    Posture and Movement - Good posture and

    movement convey self-confidence,

    professionalism, and credibility.

    Gesture - Keep gestures natural and avoid

    repetitive motions; use them to emphasize points

    and keep the audiences attention.

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    Business Communication

    Practice

    Practice

    Practice

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    Business Communication

    Interviews

    May be defined as a conversation between two parties

    that is structured & prepared to achieve a purpose

    involving the exchange of information.

    The use of word parties has a special significance.

    In most of the interviews there is a single interviewer & a

    single interviewee, but it is possible that an individual maybe interviewed by a group of people.

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    Business Communication

    Types

    Employment Interview

    Performance Appraisal Interview

    Grievance Interviews

    Exit Interviews

    Stress Interview

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    Business Communication

    Meeting

    A meeting is a gathering of two or more people that has

    been convened for the purpose of achieving a common

    goal through verbal interaction, such as sharing

    information or reaching agreement.

    Meetings may occur face to face or virtually, as mediated by

    communications technology, such as a telephone

    conference call or a video conference so on.

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    Business Communication

    Preparation for a Meeting

    Define the purpose of the meeting and the outcomes

    Determine who should be there

    Reserve a room, appropriate equipment

    Decide on appropriate set up

    Develop an agenda

    Distribute the agenda prior to the meeting

    Inform participants of any necessary preparation

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    Business Communication

    Conducting Meetings

    Start on time

    Review and stick to the agenda

    Volunteer or assign minutes taker (if appropriate)

    Assign and agree on responsibilities and establish target

    dates for completion

    Summarize

    End on time

    Send out minutes or notes

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    Business Communication

    Listening SkillsDifference between listening and hearing. Hearing is aphysical ability.

    Listening is a skill.

    Listening skills allow one to make sense of and understand

    what another person is saying.

    In other words, listening skills allow you to understand

    what someone is "talking about.

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    Business Communication

    A good listener will listen not only listen to what is beingsaid, but also to what is left unsaid or only partially said.

    Steps for effective listening:

    1.Stop Talking

    2. Prepare Yourself to Listen

    3. Put the Speaker at Ease

    4. Remove Distractions

    5. Empathise

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    6. Be Patient

    7.Avoid Personal Prejudice

    8. Listen to the Tone

    9. Listen for IdeasNot Just Words

    10. Wait and Watch for Non-Verbal Communication

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    Business Communication

    Good listening skills make workers more productive. The

    ability to listen carefully will allow you to:

    better understand assignments and what is expected ofyou;

    build rapport with co-workers, bosses, and clients;

    show support;

    work better in a team-based environment;

    C

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    Business Communication

    resolve problems with customers, co-workers, and

    bosses;

    answer questions; and

    find underlying meanings in what others say.

    B i C i ti

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    Business Communication

    THANK YOU