1. LECTURE 12: DELIVERING ORAL REPORTS AND BUSINESS SPEECHES
CHAPTER 16

2. MASTERING FORMAL SPEAKING
“Business people give an average of 26 presentations a year”

3. MASTERING FORMAL SPEAKING
Oral Report is any objective presentation of facts and their interpretation using the spoken word.
Examples- Brief status reports; Elaborate reports.

4. DIFFERENCES BETWEEN ORAL AND WRITTEN REPORTS
Visual and verbal cues- in written reports, you can use headings or paragraphing to show the structure of the message.
Degree of reader control- readers of a written report control the pace of the communication. Listeners of an oral report cannot control the pace of the communication.
Formality in oral and written reports- less formal style is accepted in oral reports.

5. GIVING SPEECHES AND PRESENTATIONS
Determining the topic and purpose.
Preparing the presentation-
Introduction
Body
Conclusion
Choosing the presentation method-
Presenting extemporaneously.
Memorizing.
Reading.
Choosing the means of audience feedback.

6. PREPARING YOURSELF TO SPEAK
Appealing personal traits-
Confidence
Competence
Sincerity
Friendliness

7. PREPARING YOURSELF TO SPEAK
Appropriate appearance and physical actions-
The communication environment.
Personal appearance
Posture
Walking
Facial expression
Gestures

8. PREPARING YOURSELF TO SPEAK
Common flaws-
Lack of pitch variation
Lack of variation in speaking speed
Lack of vocal emphasis
Unpleasant voice quality

9. SUPPORTING TALK WITH VISUALS
Information to present visually-
Title slide – point of the talk, speaker’s name, name and logo of sponsors.
Outline – List of what will be covered during the presentation.
Charts, tables, line art, diagrams – helps to process the information.
Photographs – provides concrete image of products or vision of the future.
Animation – reinforce a point; show a process.
Multimedia – audio/video files; share a story; show an example.

10. TECHNIQUES FOR USING VISUALS
Make certain that everyone in the audience can see the visuals.
If necessary, please explain the visuals.
When discussing a visual, refer to it with physical action and words.
Talk to the audience – not to the visuals.
Avoid blocking the listeners’ views of the visuals.

11. USE OF PRESENTATION SOFTWARE
PowerPoint- most commonly used software.
Prezi- Cloud application.
SlideRocket- popular PowerPoint alternative.
Canva- creative, and easy to use.
Google Docs’s presentation tools.

12. USE OF PRESENTATION SOFTWARE
Whichever tool you use, stay clear of the following pitfalls:
Putting too much on a slide.
Making the contents on the slide too small.
Using an inappropriate theme or unreadable color combination.
Using too much animation
Being inconsistent across slides.
Reading verbatim what’s on the slides.

13. GROUP PRESENTATIONS Group presentations present special challenges-
They require all the skills of individual presentation.
Reduce overlap and provide continuity between the parts.
Provide a smooth transition to each presenter.
Deliver an effective conclusion and/or conduct a smooth question-and-answer session.