Oral presentations Chapter 13 © Pearson 2012

Introduction When, why and how we speak depends on many reasons. When we speak is based on our culture, our society and normal human and business relationships. Why we speak depends on our reason or purpose for speaking. How we speak depends on audience purpose, context and content. © Pearson 2012

Types of presentations In business, the main types of presentations include: introductions group and individual presentations asking for questions thanking a speaker. © Pearson 2012

Introductions Learn the speaker’s full name and title, and organisation. Make sure you know how how to pronounce all words. Tell the audience the title of the presentation. Create a supportive atmosphere for the speaker. Make the audience interested in the topic. © Pearson 2012

Group presentations Speaker 1: Introduces the topic and makes a provocative statement, uses quotations, tells a story, describes a scenario or involves the audience through questions. Introduces the team, and outlines briefly what each speaker will cover. Presents individual information on the topic. Introduces the next speaker. © Pearson 2012

Group presentations (cont.) Speaker 2 (and 3, if needed): Thanks the previous speaker. Links their information to the previous information. Presents information, facts, figures, examples to support their ideas in a lively and interesting way. Introduces the next speaker. © Pearson 2012

Group presentations (cont.) Final speaker: Thanks the previous speaker. Links their information to the previous information. Presents their information in a persuasive and compelling fashion. Summarises and concludes the presentation. May ask for questions from the audience. © Pearson 2012

Asking for questions Select people in order Try to involve everyone Keep to time limit Prepare questions of your own © Pearson 2012

Thanking a speaker Quote from the presentation OR Respond to an idea or phrase OR Relate a relevant personal experience Thank the speaker Comment on the usefulness of their ideas Lead the audience in applause © Pearson 2012

Stages of making a presentation Preparing Planning Practising Polishing © Pearson 2012

Three stages of preparing Consider how to communicate with your audience. Choose a topic. Gather information. © Pearson 2012

Communicating with your audience Consider: size composition knowledge experience sequence state of mind and body venue © Pearson 2012

Choosing a topic You need to understand the difference between a topic and a thesis. A topic is a broad, general area such as communication or listening. A topic can be interpreted in a number of ways, either positive or negative, pro or anti. A thesis is the particular angle, spin or emphasis that you wish to highlight or explore within that broad topic. A thesis makes a strong and often provocative statement which the presenter then has to prove and persuade the audience to accept and believe. © Pearson 2012

Gathering information Once you have chosen your thesis, the next step is to gather information. Your thesis statement should be strong enough to have at least four or five main points in support of it. As always, ask, ‘What’s in it for them?’ What will the audience gain and learn, enjoy and use from your presentation? © Pearson 2012

Planning Planning involves: structure (p. 203) response questions (p. 204) generating ideas (p. 204) sections (p. 204) examples, proof and persuasion (p. 205) transitions (p. 205) introductions and conclusions (p. 205) Notes (p. 208) visual aids (p. 209) © Pearson 2012

Introductions An introduction: creates interest has impact helps introduce the specific thesis or product you are talking about, and targets the audience. © Pearson 2012

Conclusions A conclusion: summarises main ideas links back to the introduction must be convincing leaves the audience with a strong last sentence to remember. © Pearson 2012

How to link introductions and conclusions © Pearson 2012

Notes Reading notes to an audience gives them two messages (neither of them positive): The speaker lacks knowledge. This lessens credibility and diminishes persuasion. The speaker could not be bothered preparing properly. This suggests that the audience is not valued. © Pearson 2012

Understanding and creating visual aids provide a structure which helps the audience focus on the information emphasise the most important parts of the message and allow the audience to learn through their eyes as well as through their ears entertain the audience with bright colours, movement, sound and pictures which add interest and variety to the presentation AND create impact and the ‘wow’ factor, especially at the beginning and end of a presentation. © Pearson 2012

Choosing visual aids Decide what form of visual aids will work best with your presentation, i.e. What will suit your subject? Your audience? And the venue? PowerPoint™ is the current industry standard. Determine how many slides you will need and where you will use them, i.e. which information will the audience need in visual form to supplement your speech? Graphs, statistics, charts and tables are all needed in visual form to allow the audience to fully comprehend them. © Pearson 2012

Preparing visual aids Choose your background first. Use a simple font. Use an appropriate font size. Simplify and limit material on the slide. Make the connection between words and visual obvious. Make your message clear. Leave room for notes, if desired. Use visuals as a summary. © Pearson 2012

Practising Pronunciation Enunciation Projection Volume Speed Clarity Pauses and emphasis Introducing new ideas, concepts and unfamiliar names. © Pearson 2012

Non-verbal communication and presentations Stand tall and relax, head up and shoulders down. Use your hands naturally – gesture to emphasise particular sections of your presentation. Move around if you wish. Make eye contact with your audience and deliberately look at different sides of the room and all the individuals in it. Use natural facial expressions. Be animated, interested and enthusiastic. Smile! © Pearson 2012

Reviewing content Does the beginning grab the audience’s attention immediately? Are there enough examples to make it interesting for the audience? Is information repeated? Are particular words repeated, e.g. ‘like’, ‘basically’, ‘absolutely’? Will the audience accept and understand the message? Is the presentation persuasive? Are there gaps in argument? Is the conclusion memorable? © Pearson 2012

Analysing presentation Can the audience hear all members of the team? Are words pronounced correctly and enunciated carefully? Is everyone’s stance appropriate? Is eye contact maintained with the audience? Are gestures used well? Are notes relied on? Are speed, volume, movements and gestures varied? Are there any annoying mannerisms like flicking hair or saying ‘um’ at the beginning of every sentence? Do the visual aids enhance and extend content? © Pearson 2012

Impact, summary and conclusion Add impact. Recap and summarise. Prepare to conclude the presentation strongly by emphasising the message and the benefits to the audience stressing ongoing cooperation and the business relationship reflecting back on the introduction and the problem or issues raised there. © Pearson 2012

Performing the presentation Arrive at the venue early. Have many backups ready for visual aids. Have sufficient handouts for the audience or clients. Dress neatly and tidily. Take deep breaths before you start. Take your time, speak up, pause often and slow down. Look at your audience and smile. Connect with other members of your team. Be prepared to answer questions at the end. © Pearson 2012

Summary Speaking in public is a common and widely held fear. Giving a presentation is just one of the many skills that the effective business communicator requires. Being able to speak well is an enormous asset in any position and one that is integral to success in business and in private life. © Pearson 2012