[MUSIC PLAYING] NARRATOR: Let's take a look at the difference between writing a document versus making a presentation in business. Writing a document and delivering a report both require you to, one, research your topic, two, plan your organization, and, three, choose your language and visuals carefully. There are, nevertheless, some fundamental differences between these two ways of communicating in the world of work. 

When you make a presentation, you must focus on these additional items. Your appearance-- how you dress, stand, move, and gesture. Your delivery-- whether you can be heard, your tone of voice, and whether you sound confident or nervous. The complexity of your subject-- your talk must be informative yet concisely and easily understood in the first and likely the only time your audience hears it. The amount of time you've been allotted and your audience's attention span, usually not more than 15 or 20 minutes. 

Presentations in the workplace are about getting things done. If you're familiar with the standards of business writing, that will sound familiar as business writing and speaking share the same fundamental elements. Here are some presentations you can expect to make frequently before different audiences in the world of work. 

Presentations for your customers or your clients-- sales appeals stressing how and why your company's products or services meet the listener's needs, scenarios about why your company is better than the competition, demonstrations of your products or services, and tours of a company facility. For your boss, like a progress or a status report on how a project is going, an assessment of your job accomplishments, a justification of a budget, your own position, or your department and division, as well as a summary or of a conference or a meeting that you attended. For your coworkers, like an end-of-the-shift report such as those made by police officers and nurses, an explanation of new or revised policy, a training session about job safety, operating equipment or new software, or a briefing about new job assignments or tasks. For community leaders or groups, like appeals before elected officials, an explanation of your group's decision or activity, and an update on completing a public works project. 

Successful business presentation begins with recognizing that initially your audience does not care much about your information or what you want to accomplish. The reality is your audience cares about how your information affects them. Informal presentations usually last between 10 and 15 minutes and are given to a small group of coworkers and possibly to your boss. Whatever the topic, informal briefings bring people up to date by supplying them with key information. 

When you have to make an informal briefing or presentation, use the following guidelines. First, prepare. Though your talk is short, never speak off the cuff. Do some research like speaking with your boss and your team members, reviewing procedures and so on. 

Next, describe your main points. Write down a few key items you want to cover, and keep this list or outline before you as you speak. Highlight key names, terms, dates, or places. 

Avoid information overload. Do not crowd too many points into one presentation. Be highly focused include only relevant examples that your audience can easily apply to solve a particular problem or clarify a work-related issue. Your audience may be on a strict timetable and have obligations to fulfill later in the day, so be concise. 

Stay positive even when you have unpleasant news to impart like a project delay. Resist blaming or lecturing your audience. Instead, concentrate on the positive steps needed to resolve the problem. 

Don't overwhelm your listeners with visuals. Target only two or three main points to illustrate. Be sure to allow time at the end of your briefing for questions, comments, and suggestions. Thank listeners for their time and cooperation. 

Be prepared to make creative and captivating informal business presentations. In comparison to an informal briefing or informal presentation, a formal presentation is much longer, far less conversational, and perhaps intended for a wider audience. The more you learn about your audience, the better prepared you will be to give your listeners what they need. 

Presentations should consist of a few important components. Let's take a look at each. The introduction-- the most important part of a presentation is the introduction. You can capture your audience's attention by answering these questions. Who are you? What are your qualifications? What specific topic are you speaking about? And how is the topic relevant to the audience? 

In the body, make it persuasive to your audience by doing the following-- explaining the process, describing the condition, solving a problem, or arguing a case. Plan your conclusion as carefully you do your introduction. An effective conclusion should leave the audience feeling that you and they have come full circle and accomplished what you've promised. Presentation skills are fundamental at getting things done on the job. 

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