The OfficeProcedures and Technology

Chapter 5

Communicating Orally

Copyright 2003 by South-Western, a division of Thomson Learning

Effective Listening Important for communicating at work

Willingness to learn Respect for others Desire to move communications forward

Obstacles Feeling insecure in the conversation Assumption that the information is already

known or of no value

Topic 5-1 Listening and Speaking Slide 2

To improve listening skills Focus attention Mentally summarize and review Take notes and ask questions

Effective Speaking

Topic 5-1 Listening and Speaking Slide 3

Express ideas clearly Speak clearly in an appropriate tone

Enunciation: pronouncing words clearly

Key Term Use standard language

Avoid slang Avoid colloquialisms

Consider the audience Be aware of nonverbal communication Be interested in the listener’s response

Topic 5-1 Listening and Speaking Slide 4

Focus On …

Body Language Nonverbal interpersonal communications

Facial expressions Eye movement or contact Posture and gestures Nervous movements

Should reinforce the verbal message

Plan the Presentation Identify the purpose

Motivate and influence Inform or educate

Profile the listeners Listeners’ needs, likes, and dislikes Expertise of listeners Responsibilities of listeners

Develop the message Organize your ideas Include supporting details Consider listener advantages and objections

Topic 5-2 Planning and Preparing a Presentation Slide 5

A storyboard worksheet is helpful in planning a presentation

A storyboard worksheet is helpful in planning a presentation

Visuals and Audio Choose the media

Flip charts or posters Overhead transparencies Slides Electronic multimedia shows

Create visual elements Visual elements should reinforce the message Simple graphics can be effective

Use design strategies Text Color Motion

Topic 5-2 Planning and Preparing a Presentation Slide 6

Bullets: small graphics, such as circles or diamonds, used to draw attention to text

Key Term

The same visual takes on different looks with different design templates

The same visual takes on different looks with different design templates

Use audio to enhance the message Introduce a topic Build excitement Create a special effect

Do not allow audio to overpower the speaker

Click the icon to hear a sound clip

Click the icon to hear a sound clip

Handouts and Posters Handouts

Guide listeners during the presentation Provide space for notes Summarize main points Provide supporting details

Posters Restate key points Introduce a topic Present or review visual elements

Topic 5-2 Planning and Preparing a Presentation Slide 7

Team Presentations Determine the roles of individuals

Select a leader Assign duties to each member

Work as a team Agree on the purpose of the presentation Make the tone and visuals consistent Use compatible media Determine the content each person will present Practice as a team before presenting to the

audience

Topic 5-2 Planning and Preparing a Presentation Slide 8

Practice and Prepare Prepare notes Videotape the presentation Prepare the meeting room

Seating arrangement Temperature and lighting Equipment

Consider your appearance

Topic 5-3 Delivering a Presentation Slide 9

Deliver the Presentation Present opening remarks

Introduce yourself Use remarks or humor appropriate for the

occasion

Communicate with the audience Maintain eye contact Avoid non-words, such as “uhh” and “ah” Show enthusiasm and speak convincingly Control posture and gestures Use good intonation

Topic 5-3 Delivering a Presentation Slide 10

Intonation: the rise and fall in voice pitch

Key Term

Use visuals effectively Introduce the visual before displaying it Look at the audience, not the visual Stand to the left or right of the visual display

Answer Questions Anticipate listener questions

List questions listeners may have Prepare answers before the presentation

Restate the question Allows the entire audience to hear the question Confirms that you understood the question Provides time to think about the answer

Topic 5-3 Delivering a Presentation Slide 11

Respond to the question Be courteous and sincere Direct the answer to the entire group Be honest if you do not know the answer

Close and Evaluate Present closing remarks

Review the main points of the presentation Thank the audience for listening

Evaluate the presentation Evaluate yourself Seek feedback from the audience

Topic 5-3 Delivering a Presentation Slide 12

Presentation evaluation forms provide valuable feedback to the speaker

Presentation evaluation forms provide valuable feedback to the speaker