Delivering Oral Reports and Business Speeches

Chapter 16
Delivering
Oral Reports
and Business
Speeches
© 2014 by McGraw-Hill Education. This is proprietary material

solely for authorized instructor use. Not authorized for sale or
distribution in any manner. This document may not be copied,
scanned, duplicated, forwarded, distributed, or posted on a
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use.website, in wholefor
Not authorized or sale
part.or distribution in any manner.
This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 16-1
Oral Report
Any objective presentation of facts and their
interpretation using spoken words.
•It can range from brief status reports to elaborate reports
delivered to clients.
•The speaker expects to speak without interruption for a
certain amount of time.
•The audience expects useful, timely, information in an
orderly way.
© 2014 by McGraw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner.
Difference: Oral & Written Report
If given a choice between Oral or Written consider the
following:
Visual and Verbal Cues (Paragraphs in written reports and

voice emphasis in oral reports)
Degree of Reader Control (Readers of the written report
and Speakers of the oral report control the pace of
communication)
Formality (Written reports are usually more formal than
Oral reports)
Planning the Oral Report
Planning is the first step in preparing oral reports
1. Determine the report objective:
• Is it to persuade/ inform/ recommend ?
2. Organize the report:

• indirect or direct order
• Consider the available time when delivering the report
3. Plan for interaction:

• You want to have some form of communication with your
audience.
Preparation of the Presentation
1. Conduct research to gather information: Internet, company
files, interviews etc.
2. Organize
• Greet your audience
• If you have not been introduced, do so.
• Introduction (Human interest story, humor, quotations and
questions, startling statement )
• Body (Organize into sections and deliver, make sure the transition
from one section to another is smooth)
• Conclusion (Summary of key points, or statement of conclusion)
Five Steps For Delivering A Successful Presentation
 First, choose the best delivery method, which is speaking

naturally and spontaneously from notes or a speaking outline
in nearly all instances.
 Second, practice until you can deliver your material naturally,
without reading your slides.
 Third, prepare to speak by making sure that your location is
ready, you have everything you’ll need, and you’re prepared
to address audiences from other cultures, if that applies.
(Refer to BOOK: BUSINESS COMMUNICATION TODAY)
Five Steps For Delivering A Successful
Presentation (Cont..)
 Fourth, work to overcome anxiety before and during your
presentation by-
- letting go of worrying about being perfect
- preparing more material than necessary
- visualizing your success, remembering to breathe
- being ready with your opening line
- making yourself comfortable
- taking a three-second break if you sense that you’re starting to race
- concentrating on your message and your audience rather than on
yourself, maintaining eye contact with friendly audience members,
and going on even if you stumble.
Five Steps For Delivering A Successful Presentation (Cont..)
 Fifth, handle questions responsively by

- determining whether you can set boundaries for the Q&A
period
- prepare answers to potential questions, pay attention to
nonverbal signals,
- be sure to respond to all questions, don’t let questioners take
control of the presentation,
- face hostile questions head-on without getting defensive,
- and alert the audience when the Q&A period is almost over.
Presentation Method
1. Presenting Extemporaneously
 Is by far the most effective and popular method
 You usually rehearse, but do not memorize
 It sounds natural, yet it is the product of careful planning
2. Memorizing
 The most difficult method
 If you forget a word or two, most likely you will get confused and even panic-stricken.
3. Reading
 Be careful while reading from a paper, without proper practice you often miss the
punctuation and deliver in a monotone.
 Unless you are in a position where your speech might be quoted it is not recommended that
you speak from a written paper.
Presentation Method
4. Impromptu speaking.
 From time to time, you may be called upon unexpectedly to give an impromptu or
extemporaneous speech on the spot, without the benefit of any planning or practice.
 Take a few seconds to identify the one key idea
 Then think about a structure that would help convey that idea.
 Telling a brief story can be particularly effective in these situations
 offer to get the information to the audience after the meeting or ask whether anyone else in
the room can respond
 Before you even enter the meeting or other setting, “prepare for the surprise”.
Preparing Yourself to Speak
1. Know your audience
2. Analyze your audience’s reaction during the presentation
3. Analyze yourself. Your audience not only listens to you but
they also see you.
4. Appealing Personal Traits
– Confidence
– Competence
– Friendliness
– Sincerity
5. Appropriate Appearance and Physical Actions
–The Communication Environment
–Personal Appearance (dress appropriately, try to not have
anything on that distracts)
–Posture
–Walking (don’t walk away from the microphone while talking)
–Facial Expression (maintain considerable amount of eye
contact with your audience)
–Gestures
6. Voice and Speaking Style : Speakers often suffer from
– Lack of pitch variation
–Lack of Variation in Speaking Speed (simple parts fast and
hard parts slowly)
–Lack of Vocal Emphasis (some words need more emphasis)
–Unpleasant Voice Quality
Use Visuals
 Support your speech with visuals.
 Use them where necessary.
 Make certain everyone can see the visuals.
 Avoid blocking the views of the audience from the visuals.
 Talk to your audience, not to your visuals!!
 You can present visually
– Title slide, the name and logo of company
– Charts, tables, line art or diagrams
– Photographs
– Multimedia
Pitfalls
 Putting too much on a slide
 Small fonts on the slide
 Using an inappropriate theme or unreadable
color combination
 Using too much animation
 Being inconsistent across slides
 Reading verbatim what is on the slide
Presenting in Groups
 Plan ahead
 Plan the presentation content and also who will present which part
 Work on the transitions
 A group presentation should feel like a coordinated effort, not an
individual delivery of speech.
 Work on how to stand, how to change microphones, how to enter
and leave the speaking area etc.
 Even if you have worked on only your part of the presentation,
have a fair idea of the rest.
 Rehearse together before the final presentation.

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Chapter 16

© 2014 by McGraw-Hill Education. This is proprietary material

Visual and Verbal Cues (Paragraphs in written reports and

2. Organize the report:

3. Plan for interaction:

 First, choose the best delivery method, which is speaking

(Refer to BOOK: BUSINESS COMMUNICATION TODAY)

 Fifth, handle questions responsively by

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