Delivering Oral Reports and Business 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 website, in whole or part.

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.

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) © 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 website, in whole or part.

Choosing the 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. © 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 website, in whole or part.

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 © 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 website, in whole or part.

Preparing Yourself to Speak 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 © 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 website, in whole or part.

Preparing Yourself to Speak 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 © 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 website, in whole or part.

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 © 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 website, in whole or part.

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. © 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 website, in whole or part.