Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle...

Chapter 9Chapter 9

Learning the Three P’s of Learning the Three P’s of Oral Presentations: Oral Presentations:

Preparation, Practice, and Preparation, Practice, and PresentationPresentation

Learning ObjectivesLearning Objectives

• Understand why so many people Understand why so many people fear oral presentations.fear oral presentations.

• State the 3 P’s of oral presentation.State the 3 P’s of oral presentation.

• List and explain the three general List and explain the three general purposes of presentations.purposes of presentations.

• Relate how you analyze your Relate how you analyze your audience.audience.

• Discuss how to organize your presentation.Discuss how to organize your presentation.

• Distinguish between the different patterns Distinguish between the different patterns for forming the main ideas.for forming the main ideas.

• Explain the different kinds of supporting Explain the different kinds of supporting material.material.

• Identify how you construct the introduction Identify how you construct the introduction and conclusion. and conclusion.

• Outline a basic presentation.Outline a basic presentation.

• Describe how to develop visual Describe how to develop visual aids.aids.

• Spell out how to use a pointer.Spell out how to use a pointer.

• Express how to use up nervous Express how to use up nervous energy.energy.

Learning ObjectivesLearning Objectives• Report actions to use during the Report actions to use during the

introduction and the body of the introduction and the body of the presentation.presentation.

• List the guidelines for making team List the guidelines for making team presentations.presentations.

• Recount how to handle the question Recount how to handle the question and answer session.and answer session.

• Explain when to use a multimedia Explain when to use a multimedia presentation.presentation.

Three P’s of Oral Three P’s of Oral PresentationsPresentations

• PPreparationreparation

• PPracticeractice

• PPresentationresentation

Uses of Oral Presentation Uses of Oral Presentation SkillsSkills

• Informal ReportsInformal Reports

• In-House ProposalsIn-House Proposals

• Sales ProposalsSales Proposals

• RecommendationsRecommendations

• Informal BriefingsInformal Briefings

Determining the General Determining the General PurposePurpose

• InformingInforming

• PersuadingPersuading

• EntertainingEntertainingYour Purpose

PersuadingPersuading

• Being an Effective Speaker Depends Being an Effective Speaker Depends on:on:• Providing facts and logical evidenceProviding facts and logical evidence

• Being credibleBeing credible

• Understanding the psychological Understanding the psychological needs of your listenerneeds of your listener

Analyzing the AudienceAnalyzing the Audience

To tailor your message, you To tailor your message, you mustmust

know your audience.know your audience.

Organizing the PresentationOrganizing the Presentation

• Examine your topic.Examine your topic.

• Develop a thesis.Develop a thesis.

• List your main points.List your main points.

• Gather supporting material.Gather supporting material.

• Prepare introduction and Prepare introduction and conclusion.conclusion.

Forming the Main IdeasForming the Main Ideas

• Topical PatternTopical Pattern

• Spatial PatternSpatial Pattern

• Chronological PatternChronological Pattern

• Problem-Solution or Cause and EffectProblem-Solution or Cause and Effect

Fears of Public SpeakingFears of Public Speaking

• Fear of making embarrassing mistakes…Fear of making embarrassing mistakes…• Fear of damaging career or reputation….Fear of damaging career or reputation….• Fear of forgetting or freezing……………..Fear of forgetting or freezing……………..• Fear of being dull or boring……………….Fear of being dull or boring……………….• Fear of looking nervous or petrified………Fear of looking nervous or petrified………

81%77%63%58%52%

Source: Edward Wakin, “Speaking Frankly about Speech Phobias,” Today’s Office, 25 (5), p. 50, October 1990.

Topical PatternTopical Pattern

Arranges main points by type Arranges main points by type or category.or category.

Spatial PatternSpatial Pattern

Arranges main ideas according Arranges main ideas according to physical location and shows to physical location and shows the relationships among them.the relationships among them.

Chronological PatternChronological Pattern

• Progresses from one given point in Progresses from one given point in time to another.time to another.

• Commonly involves explaining Commonly involves explaining steps.steps.

Problem-Solving PatternProblem-Solving Pattern

Points out certain forces or causes Points out certain forces or causes and then discusses results or and then discusses results or

solutions.solutions.

Supporting MaterialSupporting Material

QuotationsQuotations

AnalogiesAnalogies

ExamplesExamples

StatisticsStatistics

Explanations

Comparisons

Illustrations

Expert Opinions

The IntroductionThe Introduction

1. Capture attention.1. Capture attention.

2. Show benefit to listeners.2. Show benefit to listeners.

3. State your qualifications.3. State your qualifications.

4. Preview purpose and main 4. Preview purpose and main points.points.

Developing Visual AidsDeveloping Visual Aids

• One PointOne Point• Five Lines, Up to Seven Words EachFive Lines, Up to Seven Words Each• Phrases Instead of SentencesPhrases Instead of Sentences• Upper- and Lowercase TypeUpper- and Lowercase Type• Simple Typeface and Appropriate ColorsSimple Typeface and Appropriate Colors

Why Use Visual Aids?Why Use Visual Aids?

• Enhance understanding.Enhance understanding.

• Add authenticity.Add authenticity.

• Provide variety.Provide variety.

• Help speech have lasting impact.Help speech have lasting impact.

• Can build speaker credibility.Can build speaker credibility.

Print Size for Flip ChartsPrint Size for Flip Charts

• Title—3 Inches HighTitle—3 Inches High

• Subtitles—2 Inches HighSubtitles—2 Inches High

• Other Text—1 1/2 Inches Other Text—1 1/2 Inches HighHigh

Font Size for TransparenciesFont Size for Transparencies

• Title—36 PointTitle—36 Point

• Subtitles—24 PointSubtitles—24 Point

• Other Text—18 PointOther Text—18 Point

Font Size for SlidesFont Size for Slides

• Titles—44 PointTitles—44 Point

Font Size for HandoutsFont Size for Handouts

• Titles—18 PointTitles—18 Point

Colors Colors

• Elegant (Expensive-Quality)Elegant (Expensive-Quality)• Gold, silver, copper black, chocolate, Gold, silver, copper black, chocolate,

grey, maroon, and navy bluegrey, maroon, and navy blue

• Masculine Masculine • Black, silver, grey, purple, burgundy, Black, silver, grey, purple, burgundy,

brown, and dark greenbrown, and dark green

ColorsColors

• FeminineFeminine• Pale blues, pale pinks, yellows, pale Pale blues, pale pinks, yellows, pale

greys, and flesh colorsgreys, and flesh colors

• Fresh, Clean, HealthyFresh, Clean, Healthy• Daffodil yellow, bright blue, bright Daffodil yellow, bright blue, bright

greensgreens

• Natural Natural • Browns, oranges, reds, goldsBrowns, oranges, reds, golds

ColorsColors• LoudLoud

• Primary red, orange, green, purple, Primary red, orange, green, purple, black, and whiteblack, and white

• CoolCool• Blue, green, pale yellow, pale pink, pale Blue, green, pale yellow, pale pink, pale

purple, and violetpurple, and violet

• WarmWarm• Red, orange, gold, deep yellow, and rich Red, orange, gold, deep yellow, and rich

brownsbrowns

Retaining InformationRetaining Information

Heard OnlyHeard Only

Seen OnlySeen Only

Heard and SeenHeard and Seen

After3 Hours

After3 Days

Using a PointerUsing a Pointer

• Face your audience when possible.Face your audience when possible.

• Don’t play with your pointer.Don’t play with your pointer.

• Point at the screen.Point at the screen.

• Don’t leave your pointer on the Don’t leave your pointer on the projector.projector.

When PresentingWhen Presenting

• Move but don’t sway.Move but don’t sway.

• Move around the entire room, Move around the entire room, but don’t pace.but don’t pace.

Successful SpeakersSuccessful Speakers

• Thoroughly prepare.Thoroughly prepare.

• Involve their audience.Involve their audience.

• Creatively use quotes and Creatively use quotes and music. music.

• Often use humor.Often use humor.

• Move around.Move around.

Questions and AnswersQuestions and Answers

• Anticipate questions and your Anticipate questions and your response.response.

• Know your subject and audience.Know your subject and audience.

• Practice your answers.Practice your answers.

• Repeat the question.Repeat the question.

• Keep your answer short.Keep your answer short.

Manage Your Body Manage Your Body LanguageLanguage

• Move toward the person who Move toward the person who asked the question.asked the question.

• Repeat the question so the Repeat the question so the entire audience knows the entire audience knows the question.question.

• Stay focused on the person Stay focused on the person who asked with five seconds who asked with five seconds of eye contact.of eye contact.

Team PresentationsTeam Presentations

• Plan together.Plan together.

• Divide the topics into logical and Divide the topics into logical and well-balanced divisions.well-balanced divisions.

• Practice together.Practice together.

Team PresentationsTeam Presentations

• Introduce team members.Introduce team members.

• Talk to your audience.Talk to your audience.

• Stay within time limits.Stay within time limits.

Multimedia PresentationsMultimedia Presentations

• Four Questions to Keep in Mind:Four Questions to Keep in Mind:• Which technology should we Which technology should we

include?include?• How will we deliver the message?How will we deliver the message?• What technical expertise will be What technical expertise will be

required?required?• How much will we have to pay?How much will we have to pay?

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle...

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