Workplace Visitors and Presentations

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Workplace Visitors and Presentations

• Chapter 10

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Your Goals

• Develop effective techniques for receiving
  workplace visitors.
• Release your creativity.
• Deliver effective verbal and electronic
  presentations
• Conquer presentation fears.

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Workplace Visitors

• Know Your Supervisors Expectations
• Greet the Visitor
• Keep Confidential Information Confidential
• Determine the Purpose of the Visit

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Workplace Visitors continued

• Remember Names and Faces
• Make the Wait Pleasant
• Make Introductions
• Handle Interruptions
• Handle the Difficult Visitor

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Workplace Visitors continued

• Effectively Communicate with International
  Visitors
• Greetings
• Welcoming
• Ongoing Conversations

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Workplace Visitors continued

• Greet Internal Visitors
• Greet Government Officials
• Schedule Appointments
• Cancel Appointments

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Creativity

• Having the ability or the power to cause to
  exist. It is a way of thinking and doing--of
  making new connections and new links. It is
  solving a problem in a new and different way.

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THE CREATIVE PROCESS
TAKE YOUR PRESENTATION TO NEW HEIGHTS!!
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Serendipitous

• Desirable but unsought accidental discovery

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Steps in Releasing Creativity

• Have Faith in Yourself
• Destroy Judgment
• Look and Listen
• Ask Questions
• Bring Your Personal Creativity to the Office

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The Audience

• Co-workers
• Workplace Teams
• Colleagues within Professional Organizations

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Planning and Preparing Your Presentation

• Begin Early
• Determine the Purpose
• Visualize the Anticipated Audience
• Determine the Length
• Gather the Material
• Construct an Outline

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Length of Presentation

• Most presentations should be no longer than 20
  minutes with 30 to 40 minutes the maximum.
• Manage your topic and briefly go over it. The
  longer you take, the more audiences you will
  lose.

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Preparing the Written Presentation

• Develop an Opening
• Use Language Well
• Develop an Appropriate Closing
• Prepare Visual Aids

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Visual Aids

• People remember only 10 of what they read versus
  20 of what they hear.
• Individuals understand 40 percent more of a
  presentation when they hear and see.
• Visual aids enhance a presentation by giving the
  audience something to view and relate to your
  speech.

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Types of Visual Aids
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Graphics
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Clip Art
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Line Drawings
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Borders
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Graphics help the reader understand the material

• Ask yourself these questions when deciding when
  and where to place graphics
• Who is the audience?
• Will graphics help the audience understand the
  message?
• What purpose will the graphics serve?

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Graphics Help Understanding continued

• Is the information in the graphic presented in a
  straightforward manner?
• Is the graphic placed appropriately? Does it
  follow the text to which it relates?
• Has the appropriate type of graphic been used?
• Will color be an asset?

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The Rehearsal

• Rehearse the presentation.
• Go over it three or four times!
• Ask a colleague to listen to your presentation
  and give constructive criticism.

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Appropriate Dress

• Women - wear a suit or dress
• Men - suit and tie
• Be comfortable!
• Hair well groomed
• Avoid excessive jewelry

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Inappropriate Dress

• NO!
• NO!
• NO!

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Presentation Room Check

• Visit the room where you will make your
  presentation
• How will the participants be seated?
• Practice using the visuals.
• Know how to use the equipment.

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Fear Control!

• Control Nervousness

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Presentation Preparations

• The Day Before
• Remind yourself that you have prepared well!
• Exercise to turn off your nervousness
• The Day of the Presentation
• Arrive early to check room, equipment, etc.
• Practice relaxation techniques

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Presentation Preparationscontinued

• During the Presentation
• Observe nonverbal feedback
• Maintain eye contact
• Use natural gestures
• Be natural do not perform
• Speak in a normal tone
• Articulate carefully

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PowerPoint Visuals

• Review Presentation Tips Page 261 of your textbook

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The Power of Visual Aids

• An average person retains
• 10 of what they READ
• 20 of what they HEAR
• 30 of what they SEE
• 50 of what they SEE and HEAR

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PRESENTATION CRITIQUE

• Be kind to yourself and others!
• Do not try to solve too many problems at once.
• Remember this is an ongoing process
• Congratulate yourself by improving little by
  little
• Get feedback from others

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TEAM PRESENTATIONS

• Brainstorm what the presentation should include.
• Decide who will present which part.
• Decide how transitions will occur from speaker to
  speaker.
• Practice the presentation as a team.
• What software will you use?
• What attire will you wear?
• Will the group stand or be seated?

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Good Luck!
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• Special thanks to Mike Kuo
• and Makala McGrath for helping to
• design these slides.
• Office Procedures Fall 2004