Types of oral presentation speech to speak in a more conversational tone.
The extemporaneous
A good speaker will also think about the delivery method, or the way
in which the speech will be conveyed to the audience. There are a
few ways in which this is done:
1. Manuscript: The manuscript method is a form of speech delivery
that involves speaking from text. With this method, a speaker will
write out her speech word for word and practice how she will deliver
the speech. A disadvantage of this method is a person may sound too
practiced or stiff. To avoid sounding rehearsed, use eye contact,
facial expressions and vocal variety to engage the audience. Use
frequent glances at highlighted key points instead of reading the
speech word for word.
2. Memorization: The memorization method is a form of
speech delivery that involves fully memorizing a speech before
delivering it. This method of delivery allows a speaker to move
around the stage or platform and maintain eye contact with the
audience without relying on a script or notes. For speakers who
deliver their speeches by memorization, add inflection to the voice
and keep notes nearby to avoid forgetting an important key point.
3. Impromptu: The impromptu method is a form of speech delivery
that involves speaking from notes. This method is ideal for a speaker
needing to deliver a short speech with little preparation time. With
the impromptu method, a speaker will organize his speech in outline
form, create notes with the key points of the presentation and
deliver the speech from the notes. This method allows a speaker to
deliver a speech in a natural manner while maintaining eye contact
and engaging an audience.
4. Extemporaneous: The extemporaneous method is a form of
speech delivery that involves combining the manuscript,
memorization and impromptu methods to create a carefully
prepared and planned speech. For this method, a speaker will
organize a speech with an outline, write down the speech word for
word and practice the delivery. A speaker may highlight key points in
the speech to quote verbatim and memorize other portions of the
Business Communication
method of delivery allows a speaker to engage an audience and
adapt to any speaking situation.
Document design
Document design is concerned with creating text such as books,
pamphlets, or posters that integrate words and pictures in ways that
help people to achieve their specific goals for using texts at home,
school, work, etc. It is the bringing together of graphics (including
illustrations and photography) for purposes of instruction,
information or persuasion. Remember that reader needs must
ultimately drive the design. Document design is the act of writing and
designing along with the skillful selection, structuring and emphasis
of content with the reader needs in focus.
Use document design to help readers locate information and
understand the structure and meaning of your material. Remember
that the design of a document has both an informational and a
physical aspect format and layout. Format refers to the arrangement
of the document content into standard subject areas such as
introduction, theory, method and results, discussion, and conclusions
sections. Format also refers to the general design of standard
document elements such as tables and figures, as well as citations.
Format conventions are usually widely followed but may vary from
field to field.
Technical Writing departments in their infancy seem to have great
difficulty producing documentation that is well designed and
consistent in appearance throughout all documents. As the
department matures, it attempts to "consistory" the format of the
documentation, but, unless there is an experienced template
designer on board, this is often a drawn-out process involving focus
groups and much squabbling.
A writer needs to consider the visual presentation of their document
before writing in order to present the information in a way that
increases the readability and understanding of the document. The
four areas a writer is concerned with when writing a document are:
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1. Organization: The organization of a document and its design is
accomplished by breaking up the information into chunks (chunking).
This is done effectively by creating headings, using white space
correctly, rules, section dividers and tabs.
2. Order: When the writer orders the ideas with different font
sizes, font types and heading positioning, the queuing can make the
priority of the information easier to understand. You can help your
audience prioritize information by ordering. The primary way to
accomplish this goal is through a hierarchy of headings set apart from
each other through various techniques.
3. Access: Access of information can be accomplished by using
bullets, numbering, boldface or caps to emphasize keywords. The
document design can include underlining and font color too. When
using headings with color the meaning of the paragraph stands out
but over use of color or underlining can make the document harder
to read.
4. Variety: Variety of the other areas used effectively uses white
space and columns or gutter widths to break up the text and be more
appealing to the reader.
There are ways to give your audience easy access to the information
that they want. Indenting a new block of text is like opening a door
and inviting the reader in. Bullets emphasize important items within
the text. Numbering allows for easy access by showing sequence or
importance. Boldface draws attention to key words or phrases and all
caps highlight a danger or warning. Underlining, italics and
highlighting can all be used similarly as highlighting techniques.
Business Communication
Criteria of proposals
1. Title page: It serves several purposes. On the simplest level, a title
page acts as a dust cover. Most important, it tells your reader the
title of the proposal, name of the company and date on which the
proposal was completed.
2. Cover letter: The cover letter prefaces the proposal and provides the
reader an overview of what is to follow.
3. Table of contents: This helps different readers find the section
of the proposal which interest them. The table of contents should be
complete and accurate listing of main and minor topics covered in
the proposal.
4. List of illustrations: If your proposal contains several tables and
figures, you’ll need to list of illustrations. This list can be included
below your table of contents, if there is room on the page, or on a
separate page.
5. Abstract: The abstract is a brief overview of the proposal’s key
points geared towards a low-tech reader. If the intended audience is
composed of upper-level management, this unit might be called as
executive summary. The abstract should be limiting approximately
three or ten sentences.
6. Introduction: In the introduction section of the proposal, we
should include two primary sections:
 Purpose: It is necessary to sum up the purpose of the
proposal in one to three sentences. This statement informs
readers why you are writing and what you hope to achieve.
 Problem: The discussion of the problem must be in
detailed. Introduction’s focus on the problem, which could
average one to two pages, is important for two reasons. First,
it highlights the importance of the proposal. It emphasizes for
readers proposal’s priority. Secondly, by clearly stating the
problem, you also reveal your knowledge of the situation.
This section reveals your expertise.
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7. Discussion: This section is the heart of the proposal. The
discussion section represents the major portion of the proposal,
perhaps 85% of the text. Every proposal differs in this section.
However, the discussion can contain analyses, options, organizational
charts, biographical sketches of personnel, corporate and employees
credentials, schedules, cost charts, etc. This sections will be geared
towards high-tech, low-tech readers, or a lay audience. In addition to
the audience recognition, you should also enhance discussion with
figures, tables for clarity, conciseness and cosmetic appeal.
8. Conclusion/recommendation: The conclusion can restate the
problem, solutions, and benefits to be derived. The recommendation
will suggest the next course of action. Specify when this section will
or should occur and why that date is important.
9. Glossary: Because there are numerous readers with multiple levels of
expertise, must be concerned about use of high-tech language.
10. Work cited page: If you’ve used research to write your
proposal, you will need to include works cited page. This page
documents the sources you’ve researched and quoted or purchased.
11. Appendix: A final, optional component is an appendix.
Appendices allow you to include any additional information that you
have not built into your proposal’s main text.
Business Communication
Criteria for summary
A well-constructed summary, through much shorter than the original
material being summarized, highlights the author’s important points.
Although, the summary will not cover every fact, after reading the
summary you should have a clear overview of the original’s main
ideas. There are several criteria for accomplishing summary which
are briefly discussed below:
1. Overall organization: As with any good writing, a summary
contains three major sections which are briefly discussed below:
o Introduction: This section will begin with a topic sentence,
which present the primary focus of the original source and list
the two or three major points to be discussed. You can either list
the author’s name and article title in the topic sentence; preface
your summary with a works cited notation providing the author’s
name, title, publication date, and page numbers.
o Discussion: In this section, briefly summarize the main points
covered in the original material. To convey author’s ideas, we can
paraphrase using own words.
o Conclusion: To conclude your summary, you can either reiterate
the focus statement, reminding the reader of the author’s key
ideas; highlight the author’s conclusions regarding his or her
topic.
2. Internal organization: Summary is meant to be objective. We
should present not only what the author says but also s/he organizes
the information. This would give audience the author’s content and
method of presentation. Similarly, if the author’s article is organized
to cause/effect, comparison/contrast, or analysis, this would
determine how you would organize the summary.
3. Development: To develop the summary, we’ll need to focus on the
following:
 Most important points: We should include only the two or
three key ideas within the article. Omit irrelevant details,
examples, explanations or descriptions.
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  Major conclusion reached: Once you’ve summarized the
author’s key ideas, and then state how these points are
significant. Show their value or impact.
 Recommendation: Finally, after summarizing the author’s view,
you’ll want to tell your audience if the author recommends a
future action to avoid potential problems.
4. Style: The summary must be clear, concise, accurate and accessible.
Most importantly, the summary truly reflects the author’s content.
The summary must be an unbiased presentation of what the author
states and include none of your opinions. We should avoid technical
jargon. And watch out for long words and sentences.
5. Length: The summary should be approximately 5 to 15
percent the length of the original material. To achieve this desired
length, omit references to the author. You’ll also probably need to
omit some types of material: past histories, definitions, complex
technical concepts, statistics, tables and figures, tangential
information, lengthy examples, biographical information.
6. Audience recognition: We must consider audience whether to omit
or include information. Technical writing is useless if your reader
does not understand your content. Therefore, it is necessary to
determine the audience is high-tech, low-tech, or lay.
7. Grammar and mechanics: Flawed grammar and mechanics
always destroy your credibility. Not only with your reader think less
of your writing and research skills, but also errors in grammar and
mechanics might threaten the integrity of the summary. The
summary will be inaccurate and therefore, invalid.

Business Communication 7 8 Saurav Karki