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
Coping With Speaker Anxiety

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.
Coping With Speaker Anxiety

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 dont care how you do, they care about how they do
Coping With Speaker Anxiety

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

Types

Avoid alcoholic beverages

Practice positive self-talk
Re-label your nerves
Not fear - scared nervous
Say adrenaline energetic excited
of Oral Presentations

Short Oral Presentations

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 audiences knowledge about the subject

Lectures, explanations, descriptions

Persuasive or motivational

Deal more with feelings, attitudes and the stirring of emotion

Planning the Effective Oral Presentation

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

A famous or intriguing quotation

A question

A stunning statement

A story

A joke or anecdote

An expression of gratitude
Four Strong Openers

Startling statement

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
Body

Chronological Outline: present topics in historical order

Causal design:

uses a cause-and-effect sequence.

Aprropriate for a motivational speech

Problem-solving:

Involve the audience in investigating a problem, considering alternative actions

uses a cause-and-effect sequence.

Aprropriate for a motivational speech

Conclusion

Summarize and repeat important points

Answer any questions in the audiences mind

Quotations or anecdotes can be used

Emotional appeal can be applied

Question and Answer part can be included

Delivering the Speech

Characterized as;
Impromptu speeches
Written speeches
Memorization
Extemporaneous speeches

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 youll use

Indicate where youll refer to visual

Look at notes rarely

Hold notes high so head doesnt bob up and down

To overcome prespeech jitters

Try deep diaphragmatic breathing

Stand in a relaxed position in front of the audience

Begin the speech

Establish 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, dont cross ankles
Dont grip the lectern
Gesture naturally
Insert cues into your outline for gestures
Practice your gestures
Avoid fidgeting, nervous or distracting gestures
Keep hands out of pockets
Smile with eye contact
Facial expressions change with different thoughts and experiences

Oral communication skills

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

EnunciateSay 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; dont pace

Stand still for formal talk or if on camera

Dont 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