Chapter 7 Effective Oral Presentations. Delivery is Important Fear of public speaking is the number...

Chapter 7

Effective Oral Presentations

Delivery is Important

Fear of public speaking is the number one fear

Public speaking is a necessary skill

Companies expect employees to convey information before groups of all sizes

Coping With Speaker Anxiety

Physical sensations associated with speaker anxiety are the most difficult to bear.– Heart rate increases– Breathing rate increases– Blood pressure rises– Metabolism increases– Sweat is produced


Examine unrealistic beliefs you may have– The audience will sense your nervousness.

Most audiences are not as aware of this as you are.– Your delivery must be perfect.

You do not have to be perfect.Audiences respond to speakers who are genuine.

– You cannot deliver an effective speech because you are not a professional speaker.

Even those who are not experienced can deliver a memorable, heart-felt presentation with sincerity.


Examine unrealistic beliefs you may have– I have to gain approval of the entire audience.

Some people will be tired that day, some will be plain rude; not listening and looking at you

Focus on interested audience members.– What will my classmates think?

They don’t care how youyou do, they care about how theythey do


Guidelines for coping with anxiety– Be well prepared.

Practice can reduce anxiety by 75%.– Some tension is natural.– Practice slow, deep breathing prior to speaking.

Can slow heart rate and reduce nervousness– Have a strong introduction.

Fear, continued…

Use only normal amount of caffeine Avoid alcoholic beverages Practice positive self-talk

– Re-label your nerves– Not fear - scared – nervous– Say adrenaline – energetic –

excited

Types of Oral Presentations

1. Short Oral Presentations

2. Long Formal Presentations

Short Oral Presentations

Introductory Remarks An individual is invited to introduce someone

who is to be the main speaker. The individual either knows that person well,

or familiar with the subject


Welcoming Remarks Whenever a visiting group arrives at an

organisation, welcoming remarks are made. – Be brief– Be friendly– Be safety oriented– Be complete


Presentational speeches At ceremonial times, one may be asked to

present awards to employees or to members of the community

Presenter should learn and explain the audience as much as possible about the person who is to be honored


Presentational speeches Mention the history of the award Relate what the award signifies Explain what someone must do to qualify for

this award Tell what the receipent has done to be

worthy of this honor


Recognition speeches Meant to honor someone for a specific

accomplishment Usually followed by applause, rather than the

presentation of an award Less formal May occur spontantaneously


Briefings Briefings are designed to give clear, brief

instructions or information to an audience about a planned or current project

Important focus of business communication


Explanatory remarks Explanatory remarks are designed to convey

knowledge Requires the listener to understand or to

carry out a process


Informational speeches Informational presentation informs the

audience about something that they have little or no previous knowledge


Dedication remarks When a new building is finished, a new

product is launched, dedication speech is made.

Speaker should thank key people whose sacrifices made the project completion possible

Talk concludes by focusing on the expected value of the project to the future of the organisation


Acceptance speeches Made when someone is given an award


Farewell speeches A ceremonial occasion when special

recognition is given to someone who is leaving the organisation.

Speaker thanks this person for his/her efforts in the past

Long Formal Presentations

Lasts from 30 minutes to an hour


After-Dinner speeches Lasts 30 minutes to an hour Inform the audience about a particular topic Can be motivational Planned in detail A typed manuscript or notes can be used


Strategic plan presentations A long range plan that is presented to the

board of directors and top managers Has two objectives; to inform and to

persuade Designed and tested before


New product proposals To gain acceptance for initial funding for

either the design and development of a new product or its production and marketing

Motivate the audience into giving a go-ahead to the proposal


Progress reports To compare the current status of a project

with its anticipated status Aims at “show-and-tell” If progress is not as expected, the reasons

are set forth and future progress projected

Planning the Effective Oral Presentation

Purpose Most of the business presentations are

designed to inform, to motivate or to persuade

Once the purpose of the speech is determined, the desired results should be identified

Purpose of the Speech

Informal Should be based on factual material To increase the audience’s knowledge about

the subject Lectures, explanations, descriptions

Purpose of the Speech

Persuasive or motivational Deal more with feelings, attitudes and the

stirring of emotion


Logistics Relate to where and when the talk will be

given Presentations on Monday morning or Friday

afternoon often are not well attended Middle of the week presentations are the

best Physical facilities should be well arranged


Audience Audience should be analyzed before

preparing the talk Needs and wants of the audience should be

regarded

Designing the presentation

A good speech Audience interest is immediately aroused Only two or three main points are presented Key points are followed by careful

development, by showing statistics and visual aids

Key points are repeated Organised in a logical way

Presentation outline

Introduction To establish rapport between the speaker

and audience To introduce the topic to the audience To gain audience interest


Introduction A famous or intriguing quotation A question A stunning statement A story A joke or anecdote An expression of gratitude

Four Strong Openers

1. Startling statement2. Narration or anecdote

– Things that happened to you beat canned stories

– Parables that contain point of talk make best stories


Body Should be arranged according to major

headings and subheadings Can be:

– chronological, – causal or – problem-solving


BodyChronological Outline: present topics in

historical order


BodyCausal design:

– uses a cause-and-effect sequence.– Aprropriate for a motivational speech


BodyProblem-solving:

– Involve the audience in investigating a problem, considering alternative actions

– uses a cause-and-effect sequence.– Aprropriate for a motivational speech


ConclusionSummarize and repeat important pointsAnswer any questions in the audience’s

mindQuotations or anecdotes can be usedEmotional appeal can be applied Question and Answer part can be included

Delivering the Speech

Characterized as;– Impromptu speeches– Written speeches– Memorization– Extemporaneous speeches

Delivering the speech

Impromptu Speeches Occur when a person is asked to speak

without time for planning Require the speaker to quickly organize

his/her thoughts into a coherent presentation


Written Speeches Read from a prepared manuscript Useful when the materail is highly technical

and the speaker wants to ensure accuracy Have some disadvantages as breaking the

eye-contact, limiting the movement of speakers gestures and mimics


Memorized Speeches The least popular presentation mode in

business Requires a great deal of time May sound monotonic and stilled Have disadvantage like being unable to

process feedback from the audience and make approppriate modifications


Extemporaneous Speeches Spontaneously delivered Thoroughly researched and designed Prefferable to other styles Allows the speaker to show a wide range of

emotion, movement and vocal inflection Seems more genuine and convinvcing to the

audience Most natural mode of presentations

Effective Delivery: Notes

Put notes on cards or sturdy paper; number them– Use 4 x 6 or 5 x 7 cards, instead of 3 x 5

Use long phrases Jot down details, examples you’ll use

Notes, continued…

Indicate where you’ll refer to visual Look at notes rarely Hold notes high so head doesn’t bob up and

down

Oral communication skills

To overcome prespeech jitters Try deep diaphragmatic breathing Stand in a relaxed position in front of the

audience Begin the speechEstablish eye contact Makes the audience feel important and

involved

Nonverbal communication

•Speech delivery begins the moment you leave your seat•Stand tall, walk confidently•Balance your weight, don’t cross ankles•Don’t grip the lectern•Gesture naturally•Insert cues into your outline for gestures•Practice your gestures

Nonverbal communication

•Avoid fidgeting, nervous or distracting gestures•Keep hands out of pockets•Smile with eye contact•Facial expressions change with different thoughts and experiences


Vocal characteristics Should not talk too slow or too fast The volume of the voice should be well

arranged The pitch of the voice should be carefully

examined Speech rate is important

Effective Delivery: Voice

Make voice easy to listen to

Talk loudly enough so entire audience can hear

Sound energetic and enthusiastic

Voice, continued…

Enunciate—Say all sounds in each word – Hardest to hear: words

starting / ending with f, t, k, v, d

– Reduce uhs/ahs/umms by rehearsing talk several times


Gestures and movements Very supportive if effectively used Speaker must becareful not to exaggerate

movements which would look phony

Standing & Gesturing

Place feet apart for good balance; flex knees

Walk if you want to– Move purposefully; don’t pace– Stand still for formal talk or if on camera– Don’t block screen showing your visuals

Use natural gestures for emphasis– Big, confident ones work best

Handling Questions and Answers

Oral presentation may be followed by a question-and-answer period

This part should be moved on smoothly If the speaker does not know the answer,

presenter notes that this is a good question and admit they do not have the answer, but they will get it and forward to the questioner

Handling Questions and Answers

When a quesitoner tries to monopolize the floor and establish a dialogue with the speaker, then the speaker must take control of the situation

Tips for Effective Speech Making

Visit the facilities Make a trial Review the room layout Identify the audience Review your support material Close on a positive note

EXAMPLES

Good & bad presentations

Funny presentation Funny presentation 2

Chapter 7 Effective Oral Presentations. Delivery is Important Fear of public speaking is the number...

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