Managing Business and Professional Communication Chapter Twelve: Managing Communication Presentational Skills This multimedia product and its contents are protected under copyright law. The following are prohibited by law: -any public performance or display, including transmission of any image over a network; -preparation of any derivative work, including the extraction, in whole or in part, of any images; -any rental, lease, or lending of the program.

Language Style in Communication Use colorful language Use metaphors and narratives Clarity Be direct Use simple language Use concrete language Balance the use of technical language Apply relational language Consider the connotation of words Colorful language – language needs to be alive, create a mental picture for the audience Metaphors and narratives – these help clarify and relate the topic to the audience Clarity – language needs to be clear, and clarity means being direct Concrete – these words build better pictures and are less ambiguous than abstract words Technical words – not everyone in the audience will understand all of the technical jargon Connotation: refers to the “feelings” that words induce as opposed to their dictionary meaning or “denotation.” Copyright © Allyn & Bacon 2008

How could language style be adapted for these audiences? Business professionals? Retirees? Military personnel? Copyright © Allyn & Bacon 2008

Effective Vocal Delivery Vary voice pitch Vary rate of speech Vary volume of speech Use strategic pauses Pitch: the high or low notes, the up and down modulation of the voice. Avoid monotone. Rate: how fast and how slow – use it to create emphasis Volume: how loud and how soft – variation is a key to effectiveness Pauses: can be used for effect or to underscore a specific point. Use sparingly! Copyright © Allyn & Bacon 2008

Effective Bodily Delivery Practice and polish Synchronize with the verbal message Use appropriate and well timed movements Copyright © Allyn & Bacon 2008

Common Pitfalls to Avoid Using one gesture Using one vocal characteristic Unnatural delivery Moving randomly Random hand movements Looking at only one side of the audience Looking above audience’s heads Using verbal pauses Remaining stiff Over-gesturing distractions Over-reliance on notes Copyright © Allyn & Bacon 2008

Approaches to Delivery of Content Manuscript Memorized Impromptu Extemporaneous Manuscript: No flexibility, precision in wording, does not allow for feedback, may sound unnatural Memorized: Like the manuscript method, but the entire speech is committed to memory, lacks flexibility, if the speaker gets lost it may be hard or embarrassing to find his or her place again. Impromptu: Speaking without prior preparation. The more a person practices, the easier it becomes. Extemporaneous: Use a key word outline, allows for audience feedback analysis, it is more spontaneous, it is less inhibited, sometimes it can lack verbal economy and potency Copyright © Allyn & Bacon 2008

Extemporaneous Speaking Memorize 1st two or three lines of intro Write down key phrases that give vividness and clarity Keep main points in order Write out the intro and conclusion Let yourself relax! Keep notes to a minimum Speakers should try to think of the experience as a kind of heightened conversation with his or her audience. Copyright © Allyn & Bacon 2008

Copyright © Allyn & Bacon 2008 Using Visual Aids Copyright © Allyn & Bacon 2008

Copyright © Allyn & Bacon 2008 Using Visual Aids Choices of visuals Low-tech – no visuals Flipcharts, posters, non-electric boards Handouts, objects, sounds, models Overhead transparencies, electronic overheads, photographs PowerPoint (obviously a good choice!) Copyright © Allyn & Bacon 2008

Presentation Rules for Visual Aids Do not use visuals if they are not needed Talk to the audience, not the visual Do not let the visual control the speech Show the aid only at the point where it is being used – cover it other times Make it large enough Copyright © Allyn & Bacon 2008

Presentation Rules for Visual Aids Use print that is large, legible, and professional Keep as much light on as possible Stand in front of the visual, not behind or in its shadow Use transitions to introduce the visual Copyright © Allyn & Bacon 2008