13.1 To accompany Excellence in Business Communication, 5e, Thill and Bovée © 2002 Prentice-Hall...

13.1

To accompany Excellence in Business Communication, 5e , Thill and Bovée © 2002 Prentice-Hall

Chapter 13Giving Speeches andOral Presentations

13.2


Chapter 13 Objectives

Illustrate how planning speeches differs from planning written documents.

Describe how to organize presentations and speeches.

Explain the tasks involved in developing a speech.

Discuss using visuals in oral presentations.

Discuss what is involved in designing effective presentation visuals.

Explain ways to overcome anxiety.

13.3


Three-Step Process forOral Presentations

Plan your speech or presentation

Write your speech or presentation

Complete your speech or presentation

13.4


Reasons for Giving a Speech

To persuadeTo persuade To entertainTo entertain

To informTo inform To motivateTo motivate

13.5


Organizing

To organize your speech or presentation, focus on your audience as you Define your main idea Limit your scope Choose your approach Prepare your outline Decide on the most effective style for

your presentation

13.6


Planning

Tailor your material to the time allowed: Your time is often strictly regulated. Do your best to estimate how much time your

speech or presentation will take. The average speaker can deliver

About 125 to 150 words a minute Roughly 7,500 to 9,000 words an hour About one paragraph per minute (when

average paragraph length is 125–150 words)

13.7


Planning

Whatever amount of time you have, allow approximately 10 percent of your time for your introduction 20 percent of your time to explain each of

three points (or 15 percent for each of four points)

10 percent of your time for your conclusion 20 percent of your time for interacting with the

audience

13.8


Organizing

When organizing short speeches, use the direct approach: Plan your introduction to arouse interest

and to give a preview of what’s to come. Prepare the body to explain the who,

what, when, where, why, and how of your subject.

Use the close to review the points you’ve made and to help your audience remember the subject of your speech.

13.9


Organizing

When organizing longer speeches, organize them like reports: If your purpose is to entertain, motivate,

or inform, use direct order and a structure that is imposed naturally by your subject (based on importance, sequence, chronology, spatial orientation, geography, or category).

If your purpose is to analyze, persuade, or collaborate, organize your material around a logical argument.

13.10


Organizing

Regardless of length, simplicity of organization is crucial in oral communication: Explain at the beginning how you’ve organized

your material. Limit the number of main points to three or

four (even in long speeches). Include only the most useful, interesting, and

relevant supporting evidence. Reorient your audience at the end of each

section by summarizing the point you’ve just made and explaining how it fits into your overall framework.

13.11


Organizing

When organizing your speech, a carefully prepared outline helps you Formulate a starting point for composing your

speech or presentation Stay on task Ensure that your message accomplishes its

purpose Keep your speech audience centered Keep your speech within the allotted time Present a speech from notes by serving as

your final “script”

13.12


Style

A more casual style Suits a relatively small audience Encourages audience participation Calls for simple visual aides Is complemented by a conversational

tone Allows you to use notes to jog your

memory

13.13


Style

A more formal style Suits a larger audience Is appropriate for events such as

announcements of mergers or acquisitions, new products, financial results, and other business milestones

Is often accompanied by multimedia presentations

13.14


Development

When developing your speech or presentation, remember that the major challenge lies in being able to control what happens: The more you expect to interact with

your audience, the less control you’ll have.

You must work even harder to help listeners stay on track.

You must be prepared to shift topics in response to audience input.

13.15


Parts of a Speech

Your speech has four parts: Introduction Body Close Question-and-answer period

13.16


Developing Your Speech Introduction

Your introduction should

Arouse audience interest

How will this affect them?

Build credibility

Preview the presentation

13.17


Building the Bodyof Your Speech

Connect your ideas by Using transitional words between sentences

and paragraphs

Captivate your audience by Relating your subject to audience’s needs

Using clear, vivid language

Explaining the relationship between your subject and familiar ideas

13.18


Closing Your Speech

Restate your main points. Emphasize what you want your audience

to do or think. Describe the next steps if the speech

requires action of others. End on a positive note. Provide for a question-and-answer

period, if appropriate.

13.19


Questions

When developing the question-and-answer period, remember that you’ll want to Control the situation Anticipate questions

If you’re addressing a large group that is hostile or unknown, ask people to hold their questions until after you have concluded your remarks.

If you’re addressing a small group in a working session, encourage comments from listeners throughout your presentation.

13.20


Completing Speeches and Presentations

To complete your speech or presentation, you revise it and carefully proofread any handouts or other visuals, but you also pay particular attention to Designing and producing visuals Practicing actually delivering your

speech

13.21


Visuals

When you use visuals in your speech or presentation, they Create interest Clarify important points Increase your audience’s ability to

absorb and remember information Help you remember the details of a

message Help you appear better prepared and

more professional

13.22


Visuals

Visuals support your message; they are not the message itself.

Visual aids come in two types: Text visuals consist of words and help

your audience follow the flow of ideas. Graphic visuals illustrate your main

points and help your audience grasp numerical data and other information that would be hard to follow.

13.23


Types of Presentation Visuals

HandoutsHandouts

ChalkboardsChalkboardsFlipchartsFlipcharts

OverheadsOverheads

SlidesSlides

Electronic presentations

Electronic presentations

WhiteboardsWhiteboards

What are Advantages and Disadvantages of Each?

13.24


Features of an Electronic Presentation

Templates Sorters Animation Multimedia Links Handouts Speaker’s notes

13.25


Visuals

For effective text visuals, Include no more than six lines, with a maximum of

six words on each line Produce them in large, clear type, using

uppercase and lowercase letters Include extra white space between lines of text Make the type large enough to be seen from any

place in the room Don’t use script or decorative fonts that are hard

to read from a distance Limit the number of fonts you use Phrase list items in parallel grammatical form Use telegraphic wording without being cryptic

(include both a noun and a verb in each item)

13.26


Designing Effective Visuals

Limit each visual to one idea. Illustrate your main points, not your

entire presentation. Use borders, points, and boxes to

highlight important information. Use clip art sparingly to add color and

excitement. Avoid visuals that conflict with your

verbal message.

13.27


Delivering Your Message

MemorizingMemorizing

Speaking from notesSpeaking from notes

ReadingReading

Impromptu speakingImpromptu speaking

13.28


To build confidence while preparing to speak, Become thoroughly familiar with your

subject so that you know what you’re talking about – OVER PREPARE

Practice Check the location of your presentation Consider using an interpreter for

audiences that don’t speak your language

13.29


Overcoming Nervousness

Think positively. Prepare more material than necessary. Rehearse. Arrange your notes and visuals before

you speak. Take deep breaths before you begin. Memorize the opening statement. Use visuals for assistance and

audience interest. Use nonverbals for emphasis.

13.30


Using Visuals

When presenting visuals, make sure of a few things in advance of your speech: Check the equipment to make sure it’s in

good working order. Have a backup plan in case the

technology fails. Be sure that all members of your

audience can see your visual aids.

13.31


Using Visuals

Avoid focusing on your visuals instead of on your audience: Don’t read your visuals to your listeners Keep your eyes on your audience, not

on your visual. Don’t put up a visual until you’re ready to

talk about it. Give your audience five seconds to look

over your visual before you start talking.

13.32


Using Visuals

Using Visuals (con’t.) Remove the visual as soon as you’re

finished talking about it. Try not to put up another visual right

away. When you use a pointer put it away out

of sight when you’re not using it. If you must dim the lights to show your

visuals, stand in a lighted area.

13.33


Question-and-Answer

The question-and-answer period gives you a chance to Get valuable feedback Emphasize points you made earlier Work in material that didn’t fit into the

formal presentation Identify and try to overcome audience

resistance

13.34


Handling Questions

Focus on the questioner. Respond appropriately. Maintain control. Stay cool in the hot seat. Encourage questions from the audience. Conclude your speech positively and

professionally.

13.35


Concluding

To conclude your speech, Prepare your audience for the end Halt the question-and-answer period Summarize the main idea of your

presentation and thank people for their attention

Look around the room and make eye contact

Gather your notes and leave the podium

13.36


What are the three steps in planning an oral presentation?

What is the purpose of defining the main idea of a speech?

Why do you have to limit your scope when planning a presentation?

What do you want to achieve with the introduction part of your speech? With the close of your speech?

What six types of visuals are commonly used in presentations?

Let’s Discuss

Test Your Knowledge

13.37


What are five key rules for designing effective presentation visuals?

How does impromptu speaking differ from speaking from notes?

As a speaker, what nonverbal signals can you send to appear more confident?

What can speakers do to maintain control during the question-and-answer period?

Why is simplicity of organization important in oral communication?

Let’s Discuss

Test Your Knowledge continued

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