Chapter Nineteen Preparing Oral Reports--the Basics

Requirements of Writers/Presenters Analyze your audience. Understand the context in which the presentation will be received. Understand and articulate your purpose clearly. Develop sufficient and appropriate supporting material.

Requirements of Writers/Presenters Organize and arrange content so that it is easy for the audience to follow. Choose a speaking style suitable to your role as well as to your audience and purpose. Select the presentation format and visuals that will enhance your audience’s understanding of your message.

Analyzing the Context for an Oral Report What is the broader concern underlying the need for the presentation? What primary issues underlie the presentation? How does your presentation relate to these issues? What will be happening in the organization when you make your presentation?

Analyzing the Context for an Oral Report How does your presentation fit into the organizational situation? If you are one of several speakers, what kinds of presentations will the other speakers be making? In what surroundings will you be making the presentation? If your report contains confidential or proprietary information, what can you include in your actual presentation that will not compromise the integrity of the information?

Designing Oral Report Segments Choose an interesting title. Develop the presentation around three main divisions: Introduction: tell them what you are going to tell them Body: tell them Conclusion: tell them what you told them

Designing Oral Report Segments Plan the introduction carefully; it should State the topic, the purpose, and the main points Catch the audience’s attention Provide any necessary background Motivate your audience to listen to you Establish your credibility, if necessary Design the body to help readers comprehend your ideas. Design the conclusion to reinforce your main ideas.

Choosing an Appropriate Speaking Style 1. When planning the presentation ask the following questions about your relationship with your audience: Does the audience know you? Is your rank in the organization above or below them? Are you speaking to an audience of individuals from all levels within the organization? What demeanor, approach, and level of formality does the organization usually expect from those giving oral presentations? Is the audience composed of people who understand English? How well do they understand English?

Choosing an Appropriate Speaking Style 2. When giving the presentation, and if the audience is uncomfortable with English, do the following: Speak slowly. Avoid idiomatic language. Choose concrete words. Speak in relatively short sentences.

Choosing an Appropriate Speaking Style 3. When giving the presentation, and if the audience is an international or multicultural one, do the following: Do the research to understand how people from other cultures are likely to interpret what you say, how you say it, how you dress, how you act in your dealings with them. Change graphics and visuals as necessary, especially to use symbols appropriately.

Choosing an Appropriate Speaking Style 4. When giving the presentation for any audience, do the following: Avoid long, cumbersome sentences. Avoid overuse of abstract, polysyllabic words. Avoid overuse of jargon, unless you are sure that the audience is familiar with specialized terms. Use sentences that follow natural speech patterns.

Techniques to Enhance Audience Comprehension 1. Clearly demarcate the beginning and end of each point and segment of your presentation. 2. Speak slowly and enthusiastically. 3. Use gestures to accentuate points. 4. Maintain eye contact with the audience. 5. Do not memorize the presentation, and do not write your presentation.

Techniques to Enhance Audience Comprehension 6. Rehearse your presentation until you are comfortable. 7. If possible, record your speech. 8. Listen for tone, attitude, and clarity. 9. If you develop a PowerPoint presentation, use a notes format and distribute these before you begin the presentation.

Techniques to Enhance Audience Comprehension 10. Make your slides clear but simple. 11. Determine how you will handle questions. 12. Prepare for questions your audience may ask and determine how you will answer each one. 13. Keep the question and answer time moving briskly.

Planning Visuals to Enhance Purpose and Meaning Avoid too much information on any single slide. Use a font size that can be easily read. Use sans serif font. Limit the fonts to two per visual. Avoid all caps

Planning Visuals to Enhance Purpose and Meaning If possible, provide a copy of your slides with an area for notes. Avoid visuals that are too busy or complex. Do not talk and present a slide at the same time. Avoid talking too fast and showing too many slides.

Reasons for Reading Presentations A presentation that discusses company policy, a sensitive issue, or a topic that must be approved by someone in the organization before the presentation, is carefully written and read from the approved, written manuscript to ensure accuracy.

Reasons for Reading Presentations A presentation that will be circulated or filed as documentation may be read by a spokesperson, especially if there is a possibility that the material may be misused by the audience. Inexperienced speakers who must deal with a difficult problem may be more comfortable reading from a prepared manuscript.

Writing the Speech 1. Be sure that each section is clearly demarcated from other sections. 2. Limit each section and each paragraph within it to one idea. 3. Avoid excessive detail. 4. Use enumeration to help your audience follow your main points and to know when one point has ended and the next point is beginning. 5. Avoid long sentences.

Writing the Speech 6. Prune every sentence to make it as concise as possible. 7. Use active voice whenever possible. 8. Type your presentation in a large type. 9. With a marker, draw break lines. 10. Underline or highlight important phrases and ideas. 11. Consider using visual aids.

Practicing the Presentation 1. Read each sentence aloud; rewrite those that are difficult for you to say. 2. Try to look directly at your audience and to speak important phrases or sentences directly to the audience. 3. Use overviews and topic sentences to announce each major topic and accompany this with pauses and looks to the audience.

Practicing the Presentation 4. Recast sentences and paragraphs that do not sound organized, logical, and clear. 5. Speak slowly and enunciate clearly and distinctly. 6. Time the presentation to be sure that it fits within the time limit. 7. Read the speech into a recorder.