1. 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.

2. 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

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

4. 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

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

6. 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

7. 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

8. 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

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

10. 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

11. 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

12. 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