ten chapter © 2015 McGraw-Hill Education.

10-2 Communicating Orally chapter ten

10-3  Understand the components of outstanding communication  Learn how to use posture, facial expressions, and gestures to engage  Learn how to conduct and participate in a meeting  Understand good phone and voice mail techniques  Determine speech topic, purpose, and structure  Plan visuals  Plan and deliver effective Web-based and team presentations Learning Objectives

10-4  Voice quality  Style  Word Choice  Adaptation Conversing Informally

10-5 Voice Quality  Pitch, resonance, speed and volume.  Easy parts can be fast, hard parts should be slower.  Pause only for effect—to emphasize upcoming subject matter and gain attention.

10-6 Style  It is the blending of pitch, speed, and volume that makes your voice unique.  To improve – Listen to yourself. Does your voice project sincerity? Is it polished, smooth, rough or dull? – Listen to strong speakers and imitate them.

10-7 Word Choice  Choose words in your listener’s vocabulary.  Choose appropriate words that respect the listener's knowledge of the subject matter. Don’t talk down or over someone’s head.  Use professional, not casual, language.

10-8 Adaptation  The preceding suggestion applied to the whole message.  It is more than just word choice. It also concerns idea simplification.

10-9 Courtesy in Talking  Don’t dominate or drown out others.  Apply the Golden Rule; accord others the courtesy you expect from them.

10-10  Confidence −Prepare well. −Dress appropriately. −Talk in strong, clear tones.  Competence  Sincerity  Friendliness Project 10-10

10-11 Appearance and Actions  Posture  Facial expressions  Walking  Gestures

10-12 Listening  Sensing, interpreting, and remembering.  Use active listening and back- channeling to improve.  Work to remember— concentrate.

10-13 The 10 Listening Commandments 1.Stop talking. 2.Put the talker at ease. 3.Show the talker you’re listening to understand, not oppose. 4.Remove distractions. 5.Empathize. 6.Be patient. 7.Hold your temper. 8.Go easy on argument and criticism. 9.Ask questions. 10.Stop talking!

10-14 How to Conduct Meetings  Plan the meeting.  Follow the agenda.  Move discussion along. −Control those who talk too much. −Encourage participation from those who talk too little.  Control time.  Summarize at appropriate places.

10-15 How to Participate in Meetings  Follow the agenda.  Participate.  Do not talk too much.  Cooperate.  Be courteous.

10-16 Using the Phone  Professional voice quality  Courtesy techniques  Effective phone procedures  Effective voice mail techniques  Courteous use of cell phones

10-17 Speeches and Presentations  Determining the topic and purpose  Preparing the presentation  Choosing the presentation method  Audience feedback  Visuals  Web presentations  Team presentations

10-18 Determining the Topic Speak on a topic in your area of specialization and of interest to your audience.  Topics assigned to you can include −a welcome address. −delivery or acceptance of an honor or award. −an announcement.  Topics you pick should reflect −your background and knowledge. −the audience’s interests. −the occasion of the speech. −the medium you’ll be using.

10-19 Preparing the Presentation Plan oral reports just as you do written ones.  Determine your objective.  State its factors.  Organize the report: indirect or direct order.  Divide the body based on your objective.  Include strong intro and closing.  Plan for interaction.

Introduction  Get off to a bang: – Use a common greeting – Story – Humor – Quotation – Question – Startling statement  Introduce the subject (theme).  Prepare the reader to receive the message

10-21 Human interest story: “Nearly 150 years ago, an immigrant boy of 17 walked the streets of our town. He had no food, no money, no belongings except the shabby clothes he wore. He had only a strong will to work—and an idea.” Sample Introduction

10-22 Sample Introduction Startling statement: “Last year, right here in our city, in your stores, shoplifters stole over $3.5 million of your merchandise.”

10-23  Divide the whole intocomparable parts.  Apply conventionalrelationships of data(time, place, quantity,factor, combination).  Use factors for presentingissues and questions.  Connect major pointswith transitions. Body 10-23

10-24  Restate the subject.  Summarize.  Consider using a climactic close. Conclusion

10-25 “ In short, switching from print to marketing will save money,generate more sales leads, andgain us a bigger share of themarket. ” Sample Conclusion

10-26 Have You Met TED ? Photo © TED Conferences, LLC. Google Plus banner.  To see great presenters in action, go to TED.com.  TED Talks are popular with professionals and viewed by millions.  Common cultural collateral in business conversation.  Only 18 minutes long, they’re models of efficiency.

10-27  Extemporaneous:usually best  Memorizing: risky  Reading: difficultand unnatural Presentation Method 10-27

10-28  Webinars or livepresentations: keepparticipants involvedthrough polls, questions, and live chat.  Incorporate audience participation to breakup the speech and keep attention high.  Encourage participants to questions.  Consider online evaluations. Audience Feedback

Visuals  Title slide  Outline  Charts, tables, diagrams  Photographs  Animation  Multimedia 10-29

10-30  Make sure everyone in the audience can see them.  Explain the visual, if necessary.  Organize visuals as a part of the message.  Emphasize the visuals.  Talk to the audience, not the visuals.  Do not block your audience’s view of the visuals. Techniques for Using Visuals

10-31 Limitations of Software There’ll be no Power or Point to your presentation if you’re confused about your content. Content is key.

10-32  Avoid putting too much on one slide.  Avoid making content too small. −30-point for headings, 24-point for text (at least)  Use a simple theme and color combination.  Avoid too much animation.  Be consistent.  Don’t read the slides verbatim. How to Use PowerPoint

10-33 Sample Slide

10-34 Develop web presentations that are like “being there live.”

10-35 Before the presentation:  Choose user-friendly technology.  Mail announcements to the audience.  Test the technology.  Secure technical and non- technical support to be available during the meeting.  Have material for early arrivers to view. Delivering Web Presentations

10-36 During the delivery:  Use a headphone and perhaps a Web camera.  Use a highlighter, drawing tools, or animation to make your point.  Plan interaction with polling or quizzing.  Take breaks for feedback and questions.  Be attentive to audience feedback and adjust pace in response.  Allow ample time for questions. Web Presentations

10-37  All pieces must be brought together into a coherent conclusion.  Decide who will present the closing and what will be said.  Decide how to conduct the Q & A session.  Practice. Team Presentations

10-38 “Everything becomes a little different as soon as it is spoken out loud.” —Hermann Hesse The Power of Speaking