Communicating at Work

Ronald Adler Santa Barbara City College Jeanne Elmhorst Albuquerque TVI Community College

Chapter 14

Types of Presentations
Chapter Outline
Informative Presentations Persuasive Presentations Special Occasion Speaking
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Informative Presentations
Briefing Report
Status Final Feasibility

Training Explanation
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Informative Presentations
Briefing
Job-related information Interested and knowledgeable audience Short (2-3 minutes) Simply organized Summary but little support Simple visual aids Conversational, matter-of-fact
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Informative Presentations

A report is an account of what you or someone you represent has learned or done.

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Informative Presentations
Status Report
Hows the project going? Typical outline
Purpose of project Current status Obstacles and efforts to overcome them Next milestone Future of the project

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Informative Presentations
Final Report
Upon completion of an undertaking Typical outline
Introduce yourself and undertaking Necessary background Describe what happened Results How to get more information

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Informative Presentations
Feasibility Report
Evaluates potential actions and recommends how to proceed Typical outline
Introduce the problem Describe criteria for evaluating approaches Methodology Possible solutions Evaluations Recommendations Conclusion
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Informative Presentations
Training
Teaches listener to do something Informal or formal Firms invest huge amounts in training
IBMs annual cost: $1.5 billion

75% is informal OJT

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Informative Presentations
Planning a Training Program
Define the goal Develop schedule and list of resources Choose the best approach
Active participation Hands-on Multi-sensory

Organize your presentation

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Informative Presentations

Figure 14-2: Average Retention Rates of Various Training Methods

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Informative Presentations
Delivering the Training
Link topic to audience Start with overall picture Emphasize how your material is organized by using:
Numbering Signposts Interjections Repetition Internal summaries and previews

Cover only necessary information

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Informative Presentations

Explanations
Increase listeners understanding of subject Two strategies
1. Avoid jargon 2. Link the familiar to the unfamiliar

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Persuasive Presentations
Persuasion is the act of motivating an audience, through communication, to voluntarily change a particular belief, attitude, or behavior. A persuasive presentation attempts to change the way an audience thinks, feels, or acts.
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Persuasive Presentations
Ethical persuasion
Example: City councils intention to turn an athletic field into a parking lot. Residents have four choices
Do nothing Use coercion disruption or recall Use persuasion organized appeal Use manipulation forged signatures

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Persuasive Presentations
Coercion Persuasion Honesty Debate Manipulation Forged petition Exaggeration
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Recall threat Disruption

Persuasive Presentations

In a proposal, you advocate that your audience take specific action.

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Persuasive Presentations
Proposal Structure
Problem-solution approach Describe Problem
Demonstrate nature of the problem Show undesirable consequences of problem Highlight ethics of problem Provide causal analysis Describe proposal and its positive consequences Show how proposal avoids bad consequences Highlight ethics of proposal Address feasibility
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Provide a solution

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Persuasive Presentations

In a sales presentation, one party presents remarks aimed at persuading another to purchase a product or service.

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Persuasive Presentations
Sales Presentation Guidelines
Establish client relationships before talk Put your clients needs first Listen to your clients Emphasize benefits, not features Choose most effective organizational plan Use an effective closing strategy

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Persuasive Presentations

True selling is caring, listening, solving problems, and serving your fellow human being.
Robert Kiyosaki
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Special Occasion Speaking

Welcoming a Guest or Group Introducing Another Speaker Giving a Toast Honoring a Person or Institution Presenting an Award Accepting an Award
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Special Occasion Speaking

Welcoming a Guest or Group
Set tone for event Warmth and sincerity Identify yourself and guest Thank guest for coming Highlight importance of occasion Ask audience for specific welcoming behavior
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Special Occasion Speaking

Introducing Another Speaker
Your remarks affect his success Preview topic he will present Give audience reasons to listen Enhance the speakers credibility
Qualifications Biographical information

Appearance of spontaneity Look at audience

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Special Occasion Speaking

Giving a Toast
Appreciation Accomplishments Hopes for the future Choose the time wisely Be:
Prepared Visible Inclusive
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Spontaneous Audible Sober

Brief Appropriate
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Special Occasion Speaking

Honoring a Person or Institution
Chronological or topical approach Accuracy is important Personal traits Anecdotes Examples

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Special Occasion Speaking

Presenting an Award
If recipient is known by audience, mention winners name early If not known, save name until later in talk State name and nature of award Criteria for selection Show specifically how recipient meets criteria Make presentation Focus attention on recipient
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Special Occasion Speaking

Accepting an Award
Take the thing, look at it, thank them, and go. (Marlene Dietrich) Express gratitude Acknowledge and appreciate contributors Describe how the award will make a difference Say thank you again
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