Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Chapter 9 Learning the Three P’s of Oral Presentations: Preparation, Practice, and Presentation

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Learning Objectives Understand why so many people fear oral presentations. Understand why so many people fear oral presentations. State the 3 P’s of oral presentation. State the 3 P’s of oral presentation. List and explain the three general purposes of presentations. List and explain the three general purposes of presentations. Relate how you analyze your audience. Relate how you analyze your audience.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Learning Objectives Discuss how to organize your presentation. Discuss how to organize your presentation. Distinguish between the different patterns for forming the main ideas. Distinguish between the different patterns for forming the main ideas. Explain the different kinds of supporting material. Explain the different kinds of supporting material. Identify how you construct the introduction and conclusion. Identify how you construct the introduction and conclusion.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Learning Objectives Outline a basic presentation. Outline a basic presentation. Describe how to develop visual aids. Describe how to develop visual aids. Spell out how to use a pointer. Spell out how to use a pointer. Express how to use up nervous energy. Express how to use up nervous energy.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Learning Objectives Report actions to use during the introduction and the body of the presentation. Report actions to use during the introduction and the body of the presentation. List the guidelines for making team presentations. List the guidelines for making team presentations. Recount how to handle the question and answer session. Recount how to handle the question and answer session. Explain when to use a multimedia presentation. Explain when to use a multimedia presentation.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Three P’s of Oral Presentations Preparation Preparation Practice Practice Presentation Presentation

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Uses of Oral Presentation Skills Informal Reports Informal Reports In-House Proposals In-House Proposals Sales Proposals Sales Proposals Recommendations Recommendations Informal Briefings Informal Briefings

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Determining the General Purpose Informing Informing Persuading Persuading Entertaining Entertaining Your Purpose

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Persuading Being an Effective Speaker Depends on: Being an Effective Speaker Depends on: Providing facts and logical evidence Providing facts and logical evidence Being credible Being credible Understanding the psychological needs of your listener Understanding the psychological needs of your listener

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Analyzing the Audience To tailor your message, you must know your audience. know your audience.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Organizing the Presentation Examine your topic. Examine your topic. Develop a thesis. Develop a thesis. List your main points. List your main points. Gather supporting material. Gather supporting material. Prepare introduction and conclusion. Prepare introduction and conclusion.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Forming the Main Ideas Topical Pattern Topical Pattern Spatial Pattern Spatial Pattern Chronological Pattern Chronological Pattern Problem-Solution or Cause and Effect Problem-Solution or Cause and Effect

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Fears of Public Speaking Fear of making embarrassing mistakes… Fear of making embarrassing mistakes… Fear of damaging career or reputation…. Fear of damaging career or reputation…. Fear of forgetting or freezing…………….. Fear of forgetting or freezing…………….. Fear of being dull or boring………………. Fear of being dull or boring………………. Fear of looking nervous or petrified……… Fear of looking nervous or petrified……… 81% 77% 63% 58% 52% Source: Edward Wakin, “Speaking Frankly about Speech Phobias,” Today’s Office, 25 (5), p. 50, October

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Topical Pattern Arranges main points by type or category.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Spatial Pattern Arranges main ideas according to physical location and shows the relationships among them.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Chronological Pattern Progresses from one given point in time to another. Progresses from one given point in time to another. Commonly involves explaining steps. Commonly involves explaining steps.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Problem-Solving Pattern Points out certain forces or causes and then discusses results or solutions.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Supporting Material  Quotations  Analogies  Examples  Statistics   Explanations   Comparisons   Illustrations   Expert Opinions

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. The Introduction 1. Capture attention. 2. Show benefit to listeners. 3. State your qualifications. 4. Preview purpose and main points.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Developing Visual Aids One Point One Point Five Lines, Up to Seven Words Each Five Lines, Up to Seven Words Each Phrases Instead of Sentences Phrases Instead of Sentences Upper- and Lowercase Type Upper- and Lowercase Type Simple Typeface and Appropriate Colors Simple Typeface and Appropriate Colors

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Why Use Visual Aids? Enhance understanding. Enhance understanding. Add authenticity. Add authenticity. Provide variety. Provide variety. Help speech have lasting impact. Help speech have lasting impact. Can build speaker credibility. Can build speaker credibility.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Print Size for Flip Charts Title—3 Inches High Title—3 Inches High Subtitles—2 Inches High Subtitles—2 Inches High Other Text—1 1/2 Inches High Other Text—1 1/2 Inches High

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Font Size for Transparencies Title—36 Point Title—36 Point Subtitles—24 Point Subtitles—24 Point Other Text—18 Point Other Text—18 Point

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Font Size for Slides Titles—44 Point Titles—44 Point Subtitles—40 Point Subtitles—40 Point Other Text—32 Point Other Text—32 Point

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Font Size for Handouts Titles—18 Point Titles—18 Point Subtitles—14 Point Subtitles—14 Point Other Text—12 Point Other Text—12 Point

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Colors Elegant (Expensive-Quality) Elegant (Expensive-Quality) Gold, silver, copper black, chocolate, grey, maroon, and navy blue Gold, silver, copper black, chocolate, grey, maroon, and navy blue Masculine Masculine Black, silver, grey, purple, burgundy, brown, and dark green Black, silver, grey, purple, burgundy, brown, and dark green

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Colors Feminine Feminine Pale blues, pale pinks, yellows, pale greys, and flesh colors Pale blues, pale pinks, yellows, pale greys, and flesh colors Fresh, Clean, Healthy Fresh, Clean, Healthy Daffodil yellow, bright blue, bright greens Daffodil yellow, bright blue, bright greens Natural Natural Browns, oranges, reds, golds Browns, oranges, reds, golds

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Colors Loud Loud Primary red, orange, green, purple, black, and white Primary red, orange, green, purple, black, and white Cool Cool Blue, green, pale yellow, pale pink, pale purple, and violet Blue, green, pale yellow, pale pink, pale purple, and violet Warm Warm Red, orange, gold, deep yellow, and rich browns Red, orange, gold, deep yellow, and rich browns

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Retaining Information Heard Only Seen Only Heard and Seen 70% 20% 85% 10% 72% 65% After 3 Hours After 3 Days

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Using a Pointer Face your audience when possible. Face your audience when possible. Don’t play with your pointer. Don’t play with your pointer. Point at the screen. Point at the screen. Don’t leave your pointer on the projector. Don’t leave your pointer on the projector.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. When Presenting Move but don’t sway. Move but don’t sway. Move around the entire room, but don’t pace. Move around the entire room, but don’t pace.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Successful Speakers Thoroughly prepare. Thoroughly prepare. Involve their audience. Involve their audience. Creatively use quotes and music. Creatively use quotes and music. Often use humor. Often use humor. Move around. Move around.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Questions and Answers Anticipate questions and your response. Anticipate questions and your response. Know your subject and audience. Know your subject and audience. Practice your answers. Practice your answers. Repeat the question. Repeat the question. Keep your answer short. Keep your answer short.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Manage Your Body Language Move toward the person who asked the question. Move toward the person who asked the question. Repeat the question so the entire audience knows the question. Repeat the question so the entire audience knows the question. Stay focused on the person who asked with five seconds of eye contact. Stay focused on the person who asked with five seconds of eye contact.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Team Presentations Plan together. Plan together. Divide the topics into logical and well- balanced divisions. Divide the topics into logical and well- balanced divisions. Practice together. Practice together.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Team Presentations Introduce team members. Introduce team members. Talk to your audience. Talk to your audience. Stay within time limits. Stay within time limits.

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ All Rights Reserved. Multimedia Presentations Four Questions to Keep in Mind: Four Questions to Keep in Mind: Which technology should we include? Which technology should we include? How will we deliver the message? How will we deliver the message? What technical expertise will be required? What technical expertise will be required? How much will we have to pay? How much will we have to pay?