1. Making Oral Presentations
Chapter 11
Making Oral Presentations

2. Making oral presentations
Plan and organize a presentation.
Plan a team and video presentation.
Develop effective visual aids.
Practice and deliver a presentation.

3. Purposes of a report Motivating Reporting Purpose Persuading
Explaining
Explaining
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4. How formal? The stakes Audience size Audience opposition
Need for repeat performances
Complexity
Cultural expectations of audience

5. Use an outline—not a script
Absenteeism Rate—Slide 1
4.7% first 6 mo
5% higher than last yr
14% increase in 3 yrs
Industry average = 3.6% (steady)

6. What do you want to accomplish?
Reporting: Telling what happened at the OSHA meeting last week
Explaining: Showing how to complete the new expense report forms
Persuading: Convincing the executive committee to adopt a tuition-reimbursement plan
Motivating: Inspiring the employees to volunteer to become a Big Brother or Big Sister

7. Why does an audience get distracted?
Speaker believes common knowledge is adequate background
Speaker does not make the structure of the presentation clear
Speaker does not use visual aids adequately
Speaker uses long, complicated sentences and unnecessary jargon, abbreviations, or difficult words
Speaker reads too fast and without pacing
Source: Adapted from: accessed 10/1/07.

8. The opening Quote a well-known person Ask a question
Present a hypothetical situation
Relate an appropriate story
Give a startling fact
Use a dramatic prop or visual aid

9. Don’t lose time at the start
Do not repeat the title, explain who you are, or repeat your affiliation, especially if the material is printed or has been verbalized.
Plan the opening carefully. Spontaneous statements often fall short of the desired effect.
Write the first five minutes in short, powerful, crystal clear sentences, and rehearse several times.
Source: Adapted from: ,accessed 10/1/07.

10. Choose a logical sequence
Criteria
Direct sequence
Indirect sequence
Chronology
Cause/effect/solution
Order of importance
Elimination of alternatives

11. Work-team presentations
Assignment of roles
Leader responsibilities
Unity and coherence
Introductions and transitions
Non-speaker roles

12. Which role do you typically fill?
Using the Internet
Access:
Scroll down to “Understanding Belbin's Team Roles Model”
Identify the nine team-roles presented in three categories:
Action-oriented
People-oriented
Thought-oriented
Which role do you typically fill?

13. Video presentations Clothes and makeup Posture, gestures, and movement
Eye focus
Visual aids
Operating the camera

14. Illustrating and delivering the business presentation
Develop effective visual aids.
Develop effective audience handouts.
Practice the presentation.
Deliver the presentation.
Critique your performance as a presenter.

15. Using visual aids Position yourself stage right of the projector.
Ensure everyone can read the projected images.
Avoid walking in front of the image.
Turn only your torso when pointing to a chart.

16. Visual aids in your presentation
Use visuals as an AID not a CRUTCH for your presentation.
Use visual aids sparingly.
Use visual aids pictorially.
Present one key point per visual, keeping the focus simple and clear.
Use a legible font for text and numbers keeping the size to a minimum of 18 pt. for most rooms.
Make visuals (pictures and diagrams) large enough to see from the last row.
Source: Adapted from: accessed 10/1/07.

17. Visual aids in your presentation (cont’d )
Use no more than 3 to 4 colors per visual aid to avoid a cluttered, rainbow effect.
Make visuals attractive, aiming for simplicity and clarity.
Use graphs rather than tables for numerical data.
If something can be stated simply and verbally, there is no need for a visual aid.
Source: Adapted from: accessed 10/1/07.

18. Handouts—What to include
Slide miniatures—with annotations
Background data
Summaries
Complex charts and tables
Journal articles

19. Handouts—When to distribute
Before: For complex data
During: For use during presentation
After: For summary information only

20. From slides to handout
Slides
Handout

21. Slides
Handout

22. Slides
Handout

23. Slides
Handout

24. Dealing with stage fright
Overprepare.
Use positive imagery.
Recognize that you have something important to say.
Relax your body and breathe deeply.
Join Toastmasters International.

25. Relaxation exercises
Relaxation exercises are useful to ward off last- minute anxiety attacks while you are waiting at the head table to "go on."
Concentrate on a toe. Consciously relax it then move on to another toe. When you have done all ten, continue to the feet and ankles until you work your way to your waist. A variation on this exercise is to tense each body part briefly and then relax it. 
Do deep- and slow-breathing exercises. These can be combined with the above.
Source: Adapted from: Wallace, Marie. Guide on the Side - How to Turn Stage Fright into Peak Performance, March 1, accessed 10/1/07.

26. Relaxation exercises (contd.)
More active exercises can be done when you are not on stage and there is no audience. 
Stretches of all kinds
Shake limbs (feet, legs, hands, arms) one at a time
Shoulder and neck rolls
Arm swings
Yoga
Source: Adapted from: Wallace, Marie. Guide on the Side - How to Turn Stage Fright into Peak Performance, March 1, accessed 10/1/07.

27. Group-work evaluations
Give one example of something you learned from the group that you probably wouldn’t have learned working alone.
Give one example of something the other group members learned from you that they probably wouldn’t have learned otherwise.
Suggest one change the group could make to improve its performance.
Source: Adapted from: Angelo, T. & Cross, K. P. Classroom Assessment Techniques, 2nd ed., San Francisco, Jossey-Ball, 1993, p. 350.