1. The Office Procedures and Technology
Chapter 5
Communicating Orally
Copyright© 2007 Thomson/South-Western

2. Effective Listening Important for communicating at work
Willingness to learn
Respect for others
Desire to improve communications
Topic 5-1 Listening and Speaking

3. Effective Listening Obstacles Feeling insecure in the conversation
Thinking that the information is already known
Thinking that the information is of no value
Topic 5-1 Listening and Speaking

4. Effective Listening To improve listening skills Focus attention
Mentally summarize and review
Take notes and ask questions
Topic 5-1 Listening and Speaking

5. Effective Speaking Express ideas clearly
Speak clearly in an appropriate tone
Use standard language
Avoid slang
Avoid colloquialisms
Enunciation: pronouncing words clearly
Key Term
Topic 5-1 Listening and Speaking

6. Effective Speaking Consider the audience
What do listeners want to know
What do listeners already know
How can you relate the message to their experiences
Be aware of nonverbal communication
Topic 5-1 Listening and Speaking

7. Focus On … Body Language Nonverbal interpersonal communications
Facial expressions
Eye movement or contact
Posture and gestures
Nervous movements
Should reinforce the verbal message
Topic 5-1 Listening and Speaking

8. Presentations May be for a small or large group
May be given alone or as part of a team
Require planning and preparation
Topic 5-2 Planning and Preparing a Presentation

9. Identify the Purpose Motivate and influence Inform or educate
Persuasive message
Want listeners to take a course of action
Inform or educate
Clear and concise message
Want listeners to understand content
Topic 5-2 Planning and Preparing a Presentation

10. Profile Listeners
Identify listeners’ needs, wants, likes, and dislikes
Consider listeners’ experiences and knowledge
Consider listeners’ jobs or duties
Topic 5-2 Planning and Preparing a Presentation

11. Develop the Message Organize the main ideas Include supporting details
Consider listener advantages and objections
Topic 5-2 Planning and Preparing a Presentation

12. Storyboard Worksheet Use to plan content and visuals
Prepare a sheet for each main idea
Topic 5-2 Planning and Preparing a Presentation

13. Visuals Choose the media
Flip charts or posters
Overhead transparencies
Film slides
Electronic slide shows
Create visual elements to reinforce the message
Topic 5-2 Planning and Preparing a Presentation

14. Design Strategies Text Color Limit text on visuals
Limit the number of different text styles and sizes
Color
Limit the number of colors used
Apply design templates to electronic slides
Topic 5-2 Planning and Preparing a Presentation

15. Design Templates
The same visual takes on different looks with different design templates
Topic 5-2 Planning and Preparing a Presentation

16. Audio Use audio to enhance the message
Introduce a topic
Build excitement
Create a special effect
Do not allow audio to overpower the speaker
Click the icon to hear a sound clip
Topic 5-2 Planning and Preparing a Presentation

17. Handouts Guide listeners during the presentation
Provide space for notes
Summarize main points
Provide supporting details
Topic 5-2 Planning and Preparing a Presentation

18. Posters Restate key points Introduce a topic
Present or review visual elements
Topic 5-2 Planning and Preparing a Presentation

19. Team Presentations Select a leader Assign duties to each member
Agree on the purpose of the presentation
Make the tone and visuals consistent
Use compatible media
Determine the content each person will present
Practice as a team before presenting
Topic 5-2 Planning and Preparing a Presentation

20. Practice and Prepare Prepare notes
Practice the presentation (record or videotape)
Prepare the meeting room
Seating arrangement
Temperature and lighting
Equipment
Consider your appearance
Business attire is appropriate for formal presentations
Topic 5-3 Delivering a Presentation

21. Deliver the Presentation
Present opening remarks
Introduce yourself
Use humor if appropriate for the occasion
Use visuals effectively
Introduce the visual before displaying it
Look at the audience, not the visual
Stand to the left or right of the visual display
Topic 5-3 Delivering a Presentation

22. Deliver the Presentation
Communicate with the audience
Maintain eye contact
Avoid non-words, such as “uhh” and “ah”
Show enthusiasm and speak convincingly
Control posture and gestures as you deliver a presentation
Topic 5-3 Delivering a Presentation

23. Answer Questions Anticipate listener questions ahead of time
Restate the question
Respond to the question
Be courteous and sincere
Direct the answer to the entire group
Be honest if you do not know the answer
Topic 5-3 Delivering a Presentation

24. Close and Evaluate Present closing remarks Evaluate the presentation
Review the main points of the presentation
Thank the audience for listening
Evaluate the presentation
Evaluate yourself
Seek feedback from the audience
Topic 5-3 Delivering a Presentation

25. Evaluation Form
Presentation evaluation forms provide valuable feedback to the speaker
Topic 5-3 Delivering a Presentation