1. Communicating in Oral Presentations

2. Oral Presentations and Meetings
Key tactics that can be deployed in oral presentations and meetings to reach strategic-communication goals: 1
Planning and organizing the content 2
Designing the visual aids 3
Practicing the delivery, including the reduction of presentation anxiety 4
Giving the presentation, including handling the question-and-answer session

3. Oral Presentations Useful in the following situations:
Inspiring and motivating others
Demonstrations of products and services or for training purposes
To introduce a complex persuasive written message
As a follow-up to a complex persuasive written message
To deliver bad news to a large audience

4. Presentation Planning
ENGAGEMENT
Simplicity
Interest
Stories
Vividness

5. Presentation Structure
Select the Right Order for Presenting Your Information
Old Information Before New
Present information that is known to your reader or listener before you present new information
Organize Information Chronologically
Present ideas in the order of their occurrence
Geographical/Spatial
Organize ideas conceptually, according to an actual spatial arrangement or a physical metaphor or analogy
General to Particular
Arrange ideas from the general to the particular
Problem/Solution
Explain the problem then present the solution
Cause/Effect
Explain the cause then present its effect(s)
Comparison/Contrast
Compare and contrast one topic with another

6. Presentation Development and Organization
Get the audience’s attention and indicate why it’s important to listen
Provide the audience with a road map of what the message contains
Beginning
Present the core of your message
Use forecasting and transitions to “connect the dots” for your audience
Middle
Because of the recency effect, the conclusion is one of the most important parts of a message
Choose the right conclusion for your message (goodwill, summary, sales)
End

7. When Do I Use Visual Aids?
Makes information easier to understand than with the use of words alone
Makes the information conveyed more memorable
Enhances your professionalism and credibility
PRACTICE!
GRAPHS
DIAGRAMS & DRAWINGS
TABLES

8. Delivery in Oral Presentations
Vocal Delivery
Volume
Rate of Delivery
Pitch
Vocal Variety
Articulation
Pauses
Fluency
Cultural Norms

9. Delivery in Oral Presentations
Nonverbal Delivery
Nonverbal Signals That Indicate Anxiety
Nonverbal Signals That Indicate Confidence
Poor eye contact
Direct eye contact
Rigidity or stiffness of the body and its movements
Standing up straight and using good posture
Crossed arms or hands jammed into pockets
Using facial expressions and natural gestures
Unintentional body movements
Moving confidently around the presentation area

10. Preparing for the Presentation2
Gathering and Organizing Materials 3
Practicing Delivery of the Presentation 1
Planning the Presentation
DRESS FOR SUCCESS

11. Question and Answer Session
Prepare!
Question and Answer Session 1
Divide questions into: known, knowable, notable 2
Treat each objection seriously 3
For controversial issues, save one argument for Q&A 4
Prepare visuals for possible questions

12. Culturally Diverse Audiences
Speak simply; use simple English and short sentences
Avoid acronyms and expressions that can be confusing to nonnative English speakers
Avoid words that trigger negative emotional responses

13. Culturally Diverse Audiences
Enunciate each word precisely and speak somewhat slowly
Be extremely cautious in the use of humor and jokes
Learn the culture’s preferences for a direct or indirect presentation

14. Culturally Diverse Audiences
Adapt to subtle differences in nonverbal communication
Adapt your dress and presentation style to fit the formality of the culture
Seek feedback to determine whether the audience is understanding your message

15. Group Presentations Complementary strengths/styles
Select a winning team. A member of a winning team will have:
Complementary strengths/styles
Ability to meet expectations
Willingness to support team strategy
Willingness to commit to schedule

16. Group Presentations
Carefully select presenters. Use these questions to guide team selection:
What are this member’s complementary strengths and style?
Can this member meet the expectations of the audience?
Is this member willing to support the team strategy and commit to the schedule?

17. Group Presentations
Agree on the purpose and schedule and develop a plan
Practice ahead of time
Decide who will open and conclude the presentation
Build natural bridges between segments of the presentation and presenters
Deliver as a team
Field questions as a team

18. Distance Presentations
Determine whether a distance delivery method is appropriate for the presentation
Establish rapport with the participants prior to the distance presentation
Become proficient in delivering and participating through distance technology
Concentrate on projecting positive nonverbal messages
Adjust camera settings to enhance communication
Develop high-quality graphics
Design web presentations for minimal load time

19. Crisis Communication Gather information about the situation
Get control of the situation
Gather information about the situation
Communicate early and often
Communicate directly with affected parties