Essentials of Business Communication, Asian Edition Ch. 12–1

Business Communication Workshop

Course Coordinator: Ayyaz Qadeer

Lecture # 26

Essentials of Business Communication, Asian Edition Ch. 12–2

Making Oral Presentations

Essentials of Business Communication, Asian Edition Ch. 12–3

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.

Essentials of Business Communication, Asian Edition Ch. 12–4

Three-Step Process forOral Presentations

Plan your speech or presentation Write your speech or presentation Complete your speech

or presentation

Essentials of Business Communication, Asian Edition Ch. 12–5

Reasons for Giving a Speech

To persuadeTo persuade To entertainTo entertain

To informTo inform To motivateTo motivate

Essentials of Business Communication, Asian Edition Ch. 12–6

Writing Speechesand Presentations

Explain what happens in each step of organizing your speech:

Let’sDiscuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss

Define your idea Limit your scope Choose your approach Prepare an outline Choose an appropriate style

Essentials of Business Communication, Asian Edition Ch. 12–7

• Identify your purpose.

• Decide what you want your audience to believe, remember, or do when you finish.

• Aim all parts of your talk toward your purpose.

Preparing an Oral Presentation

Essentials of Business Communication, Asian Edition Ch. 12–8

• Organize the introduction.• Get the audience involved.• Capture attention by opening with a promise, story,

startling fact, question, quotation, relevant problem, or self-effacing story.

• Establish your credibility by identifying your position, expertise, knowledge, or qualifications.

• Introduce your topic.• Preview the main points.

Preparing an Oral Presentation

Essentials of Business Communication, Asian Edition Ch. 12–9

• Organize the body of your presentation.• Develop two to four main points. Streamline your

topic and summarize its principal parts.• Arrange the points logically: chronologically, from

most important to least, by comparison and contrast, or by some other strategy.

• Prepare transitions. Use "bridge" statements between major points. (I've just discussed three reasons for X; now I want to move to Y.) Use verbal signposts: however, for example, etc.

Preparing an Oral Presentation

Essentials of Business Communication, Asian Edition Ch. 12–10

• Organize the body of your presentation.• Have extra material ready. Be prepared with more

information and visuals if needed.

• Captivate your audience by

• Relating your subject to audience’s needs

• Using clear, vivid language

• Explaining the relationship between your subject and familiar ideas

Preparing an Oral Presentation

Essentials of Business Communication, Asian Edition Ch. 12–11

Preparing an Oral Presentation

• Organize the conclusion.• Review your main points.• Provide a final focus. Tell how listeners can use this

information, why you have spoken, or what you want them to do.

• 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.

Essentials of Business Communication, Asian Edition Ch. 12–12

Delivering Your Message

MemorizingMemorizing

Speaking from notesSpeaking from notes

ReadingReading

Impromptu speakingImpromptu speaking

Let’sDiscuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss

Under what circumstances would each of the following be most appropriate?

Essentials of Business Communication, Asian Edition Ch. 12–13

Type Use Comments

Example IllustrateClarifyAdd interest

Usually best ingroups of two orthree. Precede orfollow with story.

Story Prove pointIllustrate

Adapt to audience.Must supportthesis. Controllength.

Types of Verbal Support

Essentials of Business Communication, Asian Edition Ch. 12–14

Type Use Comments

Quotation Prove pointAdd credibilityAdd interest

Cite source. Mayparaphrase orread verbatim.Follow up withrestatement orexplanation.

Comparison Improve under-standingAdd figurativeinterest

Link familiar withunfamiliar. Be surecomparison oranalogy is valid.

Types of Verbal Support

Essentials of Business Communication, Asian Edition Ch. 12–15

Type Use Comments

Statistics Prove pointAdd credibility

Link to audienceneeds. Usesparingly; roundoff. Support withvisuals, handouts.

Types of Verbal Support

Essentials of Business Communication, Asian Edition Ch. 12–16

• A Promise• “By the end of my talk, you will . . . .”

• Drama• Tell a moving story; describe a problem.

• Eye contact• Command attention by making eye contact

with as many people as possible.

Nine Techniques for Getting Your Audience’s Attention

Essentials of Business Communication, Asian Edition Ch. 12–17

• Movement• Leave the lectern area. Move toward the

audience.

• A question• Ask for a show of hands. Use a rhetorical

question.

• A demonstration• Include a member of the audience.

Nine Techniques for Getting Your Audience’s Attention

Essentials of Business Communication, Asian Edition Ch. 12–18

• Samples, gimmicks• Award prizes to volunteer participants; pass

out samples.

• Visuals• Use graphics and other visual aids.

• Appeal to the audience’s self-interest• Audience members want to know, “What's in

it for me?”

Nine Techniques for Getting Your Audience’s Attention

Essentials of Business Communication, Asian Edition Ch. 12–19

Recapitulation

• Three-Step Process forOral Presentations

• Reasons for Giving a Speech• Preparing an Oral Presentation: Identify your

purpose, Organize the introduction, Organize the body of your presentation, Organize the conclusion

• Ways of delivering your message

Essentials of Business Communication, Asian Edition Ch. 12–20

Recapitulation

• Types of Verbal Support

• Nine Techniques for Getting your Audience’s Attention:

• A Promise Drama• Eye contact Movement• A question A demonstration• Samples, gimmicks Visuals• Appeal to the audience’s self-interest

Essentials of Business Communication, Asian Edition Ch. 12–21

Thank You