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ES2002 Business Communication

Oral Presentations

ES2002 Business Communication: Oral Presentations 2

Outline

• Preparation

• Delivery


Preparing for the Talk• Define the purpose

• Analyse the audience

• Consider logistics

• Gather the material

• Organise the material

• Prepare an outline

• Write the script

• Prepare delivery notes

• Prepare visual aids

• Rehearse


Define the Purpose

General purpose

• to inform

• to persuade or motivate

Specific purpose

• the audience should know, think or do something

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Specific Purpose

to persuade audience to buy PR services

to inform audience about PR services

to convince audience of need for PR services

Audience Should

buy PR services

know about PR services

believe PR services are essential

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Analyse the Audience

• Size

• Composition

• Likely reaction

• Level of understanding

• Attitude towards you

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Consider Logistics

• Timing

• Duration

• Physical environment

• Equipment availability

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Gather the Material

• Research topic

• Select information

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Organise the Material

Allocation of Time for Presentation

• introduction - 15%

• body - 75%

• conclusion - 10%

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Body

• Main points

• Supporting points (examples, statistics etc.)

• Connectives

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How to hold your Audience’s Attention and Interest

Attention and Interest

Opening Body Closing

6 to 8 minutes

Natural Tendency

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Introduction

• Get attention

• Reveal topic

• Preview main points

• Establish credibility

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Get Attention

• Make what you say relevant

• Ask a question

• Arouse curiosity

• Make a startling statement

• Tell a story or anecdote

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Conclusion

• Signal the end

• Reinforce the central idea• Ask for action (if appropriate)

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Reinforce the Central Idea

• Provide a summary

• Make a prediction/promise

• Refer to the introduction

• Make a dramatic statement

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Outline the Talk

An outline helps you to

• check logic and sequencing of ideas

• ensure your talk is well organised and complete

• write up the talk

• deliver the talk

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Write the Script

• Proportion the talk

• Show relationships between ideas

• Use an appropriate tone

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Prepare Delivery Notes

• Use 3 by 5-inch cards• Have one main point or sub point per

card• Include statistics or quotes• Write on one side only• Number cards

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Prepare Visual Aids

• Use visual aids with care

• Most important focus of presentation - YOU

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Methods of Instruction Percent of Recall

3 hours later 3 days later

Telling, when used alone 70% 10%

Showing, when used alone 72% 20%

Combination of telling 85% 65%

and showing

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Use of Visual Aids


Prepare Visual Aids

• Be clear about objective

• Know your material

• Plan structure and content

• Consider how visual dimension will help

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Prepare Visual Aids

Consider:

• Design and Layout

• Colour

• Text and Graphics

• Animation

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Rehearse

• Build self-confidence

• Practise using equipment

• Make sure length is correct

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Delivering the Talk• Eye contact

• Posture

• Gestures

• Facial expressions

• Voice

• Speed

• Use of visual aids

• Handling of questions


Eye contact

Don’t look at

• the ceiling• your notes• the floor• the screen• one individual• the audience with

glazed expression• out the window

Do look

systematically at different sections of the audience.

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Posture

Don’t • Stand stiffly

• Shift weight

• Sway

• Lean on lectern or table

Do • Stand tall with weight

evenly on both feet and shoulders back

• Move occasionally to add action

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Gestures

Don’t • Raise and lower arms

repeatedly

• Point at audience

• Swing pointer

• Fiddle with hair, jewellery, etc

• Put hands in pockets• Hold hands awkwardly• Fold arms

Do • Use natural gestures

• Make sure gestures not distracting

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Facial Expressions

• Relax and be enthusiastic

• Smile

• Vary your expressions Del

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Voice

• Project your voice

• Speak and pronounce clearly

• Vary your volume

• Vary your pitch

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Speed of Delivery

• Don’t rush through points

• Slow down to emphasise key points

• Use pauses

• Make sure the talk is within the time limit

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Handling Visual Aids

• Make sure visual aids can be seen by all

• Focus on audience, not VA

• Incorporate VA into talk

• Reveal / remove VA when appropriate

• Avoid reading VA word for word

• Use a pointer, not your fingers

• Give audience time to see

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Handling Questions

Before presentation• Anticipate questions

During question and answer session• Listen to entire question;

make sure you understand it

• Repeat question out loud

• Credit person for asking question

• Respond to question honestly and the best way you can

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Handling Questions

• If you cannot answer,– Redirect question to audience

– Offer to find out answer later

• Check clarity of your response before taking on next question

• Try not to contradict each other when giving a team presentation

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Team Presentations

• Ensure individual presentations are part of a coherent whole.

• Provide smooth transitions from speaker to speaker.

• Coordinate handling of questions.

• Present a cooperative outlook.

• Coordinate the handling of V.A.

• REHEARSE as a team.

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