Chapter 13

Oral Presentation
Types
 Workshops, seminars, training sessions
 Staff meetings
 Clubs, societies, and organizations
 Sales presentations
 Speeches
 Oral reports or briefings

- Analyze audience & situation

- Keep logical, narrative, formal

Structure
 Introduction

 Body
• Present info with context and analysis
• Use fresh information
• Give specific examples
• Anticipate questions and give answers
• Clearly announce each point
 Conclusion
• Restate main points
• Return to first point
• Challenge or call to action
• Ask a question
Visual aids
 Don’t let them dominate
 Increases:
• Attention
• Impact of message
• Understanding

 Types
• Chalkboard, whiteboard, blank flip charts
• Prepared flip charts and posters
• Videos, models, samples
• Handouts
• Multimedia and computer visuals

Methods of delivery
 Script
 Memorization
 Impromptu
 Extemporaneous

Rehearsing a Presentation
 Practice aloud
 Time yourself
 Master the topic
 Record yourself
 Get a feel for the room
 Stress reduction

Delivering a Presentation
 Dress appropriately
 Arrive early
 Maintain good posture
 Pause before beginning
 Maintain eye contact
  Speak clearly
 Pace yourself
 Phrasing and inflection
 Avoid slang
 Pause for emphasis
 Be Professional with personality
 Close graciously

Dealing with questions

 Listen to entire question
 Separate two-part questions
 Watch length of answers
 Don’t have to answer every question
 Never put down a questioner
 Be firm
 Stay on topic
 Don’t assume hostility
 Finish by thanking them

Team based Presentation

*Have planned out and separated the tasks
 Decide who will cover which topic
 Decide how group will be governed
 Establish ground rules
 Develop deadlines
 Decide how to Handle questions
 Allow time for rehearsals and prep
 Appoint someone to introduce speakers
 Use transitions and bridges between speakers
 Adhere to time limits for each speaker

Special Occasion Presentations

 Introduce or thank speakers
 Propose toasts
 Give impromptu or after-dinner speeches
 Deliver keynote addresses
______________________________________________________________________________
Types of Meetings
 Internal meeting: A meeting that involves only personnel from within an organization.
 External meeting: A meeting that involves outsiders in addition to company personnel.
 Formal meeting: A scheduled meeting that operates according to a pre-set agenda
under guided leadership for the purposes of achieving specific goals.
 Informal meeting: A small, sometimes unscheduled meeting that may operate without
strict rules.

Preparation for a Meeting

 Purpose
 Alternatives
 Participants
 Location
 Scheduling
 Agenda

Meetings Seating
Leading a Meeting
 Assign responsibilities
 Establish ground rules
 Follow the agenda
 Set the tone
 HANDLE DIFFICULT PEOPLE
 Encourage participation
 Discourage interruptions
 Accept some conflict
 End with a summary
 Follow up on action items

Participation in a Meeting

 Groupware: Software designed to facilitate group work by a number of different users.

 Virtual meeting: A meeting that uses particular software or a website to allow
participants in various locations to share ideas and hold discussions in real time.
 Web-conferencing: Synchronous web-supported communication allowing for the real-
time transmission of sound and images to various locations.
 E-mail meetings: allow participants to respond at different times and make the meeting
process more democratic by doing away with facilitators
CALLS
 Making
• Identify yourself
• Plan AHEAD
• Be courteous, and attentive
• Leave clear messages
• Mind your manners
• Return calls promptly
• End professionally

 Receiving
• Answer promptly
• Identify yourself
• Avoid taking calls during meetings
• Use polite language
• Be professional about absent colleagues
• Avoid leaving people on hold
• Listen actively
• Learn the phone system
• Take accurate messages

 Voicemail
• Friendly, professional, informative greeting
• Keep greeting up-to-date
• Test your message

Media
 Anticipate questions
 Know your story
 Use a calm and positive tone
 Assess what information is helpful
 Don’t get too technical
 Speak in sound bites
 Tell the truth
 Be alert
 Make transitions as you respond
 Be yourself
TV Interview
 Maintain eye contact with the interviewer
 Be camera-ready
 Be engaging