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Communication Skills
Planning & Delivering anOral Report
Contemporary Business Reports, 5e 1February 15, 2014
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Learning Objectives
1. Plan an effective presentationby:
o Analyzing the context
o Selecting a suitable delivery style
and formality level
o Outlining the presentation
o Preparing visuals
o Preparing audience handouts
Contemporary Business Reports, 5e 2February 15, 2014
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Learning Objectives
2. Rehearse purposefully bylearning to manage:
o Your notes
o Symptoms of stage fright
o Vocal and verbal aspects
o
Nonverbal aspects of presentingo Backchannel
Contemporary Business Reports, 5e 3February 15, 2014
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Learning Objectives
3. Manage a question-and-answersession
4. Apply your presenting skills in a
team presentation
5. Conduct an online presentation
(webinar)
Contemporary Business Reports, 5e 4February 15, 2014
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PLANNING THE PRESENTATION
Writing a Report is NOT the Final Task
Contemporary Business Reports, 5e
5February 15, 2014
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February 15, 2014 Contemporary Business Reports, 5e
Audience
Analysis forPresentation
1. Ask thesequestions
2. Write your
answers
3. Read themoften as you
plan/prepare
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Select Delivery Style
Impromptu spontaneous, offthe cuff
Extemporaneous planned,
rehearsed, notes used
Scripted reading a paper
Memorized learned by rote Combination variety of styles
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Outline the Presentation
Opening that grabsaudience
attention
Preview statement that identifiestopics you will cover
Well-developed main points
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Outline the Presentation
Memorable languageo Involve the audience
o Refer to people, not abstract ideas
o Use noteworthy facts, figures, and
quotes
Clear transitions from one mainpoint to next
Ending that calls for action now
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Outline the Presentation
1. Opening
2. Preview
3. Main points4. Memorable language
5. Clear transitions
6. Conclusion (ending)
February 15, 2014 Contemporary Business Reports, 5e 11
Tell them whatyou will
tell them
Tell them!
Tell them what
you told them
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PREPARING & USINGPRESENTATION AIDS
Audiences Want to SeeInformation as Well as Hear It
Contemporary Business Reports, 5e 12February 15, 2014
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Guides for Using Presentation Aids
February 15, 2014 Contemporary Business Reports, 5e
13
stand 6 inches
from mic
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Guides for Using Presentation Aids
February 15, 2014 Contemporary Business Reports, 5e
14
keep visualssimple
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Guides for Using Presentation Aids
February 15, 2014 Contemporary Business Reports, 5e
15
talk to audience,
not the aid
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Guides for Using Presentation Aids
February 15, 2014 Contemporary Business Reports, 5e 16
hold handouts
until the end
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REHEARSING THE PRESENTATION
Time Your Talk as You Practice
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Manage Your Notes
Use large, legibleletters youcan see from delivery position
Write only key points on a few3x5 or 4x6 numberedcards or
one 5x8
In scripts, put signals for pause,stress, speed up, gesture, smile--
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Manage Stage Fright
February 15, 2014 Contemporary Business Reports, 5e 19
Stress
Reduction
Techniques
Pause before you speak
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Manage Your Voice
February 15, 2014
Contemporary Business Reports, 5e
20
Inhalation
Phonation
Resonation
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Practice Breathing
1.Place hand on your diaphragm
(area between last rib and waist)
o
Inhale gently; area moves outwardo Exhale; diaphragm moves inward
2.Inhale deeply
o Can you count to 50+ in one breath?
o Talk fast but e-nun-ci-ate each word
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Practice Pitch
1. Drop head forward; rotate to left; then,backward; rotate to right Repeat
2. Yawn
3. Let soundflow forward; dont force it4. Say onein your lowest tone
o Move up scaletwo, three,fouruntil
you feel slight strain
o Move down scale as far as you can
without strain in voice Repeat
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Make Rich Sounds
1. Swallow; flare nostrils; silently sayo
2. Imagine your voice is round
3. Relaxlips and cheeks; keep teethcovered
4. Keep throat and resonating
cavities open as you practice
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Manage Nonverbal Aspects
Appearance
Posture
Gestures
FacialExpression
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Presentation Gestures: Possible
Cross-Cultural Meanings
Action
U.S. Use/
Meaning
Meaning in Another
Culture
Point with index
finger
? Rude(many places,
esp. Asian cultures)
Thumbs-up
? Obscene(Nigeria,
Austral., parts of
Mideast); no mean-
ing (Southeast Asia)Bent finger ? Obscene(Asian
cultures)
February 15, 2014 Contemporary Business Reports, 5e 25
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Presentation Gestures: Possible
Cross-Cultural Meanings
February 15, 2014 Contemporary Business Reports, 5e 26
Action
U.S. Use/
Meaning
Meaning in Another
Culture
Eye contact with
audience
? Disrespect(many
Afr., Asian, Lat. Amer.
countries)
Presenters lack of
eye contact
? Respect for
authority (many Afr.,
Asian, Lat. Amer.
cultures
Smiling ? Sadness(Jap.);
triteness(Korea);
thanks(Puerto Rico)
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A texting discussionstarted by audience members
with others in audience or outsiders
about a presentation/presenter
as the presenter speaks
Backchannel
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Use it to get input from peoplewho will attend your talk
Let users know up front that you
may read aloud what they write
Do not check it while presenting
Plan for a backchannel break Use the stream of comments to
assess your talk
Manage the Backchannel
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MANAGING QUESTION-ANSWERSESSIONS
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Q & A in
Informal Presentations
Remind audience of the topictalked about before the question
Solicit other questions to show
that you welcome questions
Summarize discussion to this
point Politely stop someone who tends
to take control of the sessionFebruary 15, 2014
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Q & A in
Formal Presentations
Try to foresee questions youll get
Plant a question inthe audience
Ask a question if audience doesnt
Each time you take a question,
acknowledge it with a kind remark
Restate the question while lookingat person who asked it
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Q & A in
Formal Presentations
Face entire audience when you answer
Give direct answer; explain briefly
Ask questioner if s/he has more
When time is up, thank audience and
dismiss them
Dismiss them early if no more
questions
February 15, 2014 Contemporary Business Reports, 5e 33
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Q & A in
Formal Presentations
What if you dont know answer?o Give partial answer; say where to
look for more information
o Ask if someone else can answer
o Offer to send answer within a few
days
but only if you mean it
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Presenting a Webinar
February 15, 2014 Contemporary Business Reports, 5e 35
morevisuals
extra
practice
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Presenting a Webinar
February 15, 2014 Contemporary Business Reports, 5e 36
watchthe time
shorter
pauses
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