Transcript ES2002 Oral Presentations

ES2002 Business Communication
Oral Presentations
Outline
•
Preparation
•
Delivery
ES2002 Business Communication: Oral Presentations
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Preparing for the Talk
•
Define the purpose
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Analyse the audience
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Consider logistics
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Gather the material
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Organise the material
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Prepare an outline
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Write the script
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Prepare delivery notes
•
Prepare visual aids
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Rehearse
ES2002 Business Communication: Oral Presentations
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General
purpose
Specific
purpose
• to inform
• the audience
should know,
think or do
something
• to persuade or
motivate
ES2002 Business Communication: Oral Presentations
Prepare talk Define purpose
Define the Purpose
4
Audience Should
to persuade audience
to buy PR services
buy PR services
to inform audience
about PR services
know about PR
services
to convince audience
of need for PR services
believe PR services
are essential
ES2002 Business Communication: Oral Presentations
Prepare talk Define purpose
Specific Purpose
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Size
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Composition
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Likely reaction
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Level of understanding
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Attitude towards you
ES2002 Business Communication: Oral Presentations
Prepare talk Analyse audience
Analyse the Audience
6
• Timing
• Duration
• Physical environment
Prepare talk Consider logistics
Consider Logistics
• Equipment availability
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• Research topic
• Select information
ES2002 Business Communication: Oral Presentations
Prepare talk Gather material
Gather the Material
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Allocation of Time for Presentation
• introduction - 15%
• body - 75%
Prepare talk Organise material
Organise the Material
• conclusion - 10%
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• Main points
• Supporting points
(examples, statistics etc.)
• Connectives
ES2002 Business Communication: Oral Presentations
Body
Prepare talk Organise material
Body
10
Body
Attention
and
Interest
6 to 8 minutes
Prepare talk Organise material
How to hold your Audience’s Attention and Interest
Natural
Tendency
Opening
Body
ES2002 Business Communication: Oral Presentations
Closing
11
• Get attention
• Reveal topic
• Preview main points
• Establish credibility
ES2002 Business Communication: Oral Presentations
Introduction
Prepare talk Organise material
Introduction
12
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Make what you say relevant
Ask a question
Arouse curiosity
Make a startling statement
Tell a story or anecdote
ES2002 Business Communication: Oral Presentations
Introduction
Prepare talk Organise material
Get Attention
13
• Signal the end
• Reinforce the central idea
• Ask for action (if appropriate)
ES2002 Business Communication: Oral Presentations
Conclusion
Prepare talk Organise material
Conclusion
14
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Provide a summary
Make a prediction/promise
Refer to the introduction
Make a dramatic statement
ES2002 Business Communication: Oral Presentations
Conclusion
Prepare talk Organise material
Reinforce the Central Idea
15
An outline helps you to
• check logic and sequencing
of ideas
• ensure your talk is well
organised and complete
• write up the talk
• deliver the talk
ES2002 Business Communication: Oral Presentations
Prepare talk Outline talk
Outline the Talk
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• Proportion the talk
• Show relationships between ideas
Prepare talk Write script
Write the Script
• Use an appropriate tone
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• Use 3 by 5-inch cards
• Have one main point or sub
point per card
• Include statistics or quotes
• Write on one side only
• Number cards
ES2002 Business Communication: Oral Presentations
Prepare talk Prepare delivery notes
Prepare Delivery Notes
18
• Use visual aids with care
• Most important focus of
presentation - YOU
ES2002 Business Communication: Oral Presentations
Prepare talk Prepare visual aids
Prepare Visual Aids
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Methods of Instruction
Percent of Recall
3 hours later 3 days later
Telling, when used alone
70%
10%
Showing, when used alone
72%
20%
Combination of telling
85%
65%
Prepare talk Prepare visual aids
Use of Visual Aids
and showing
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• Be clear about objective
• Know your material
• Plan structure and content
Prepare talk Prepare visual aids
Prepare Visual Aids
• Consider how visual dimension will
help
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Consider:
• Design and Layout
• Colour
Prepare talk Prepare visual aids
Prepare Visual Aids
• Text and Graphics
• Animation
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• Build self-confidence
• Practise using equipment
• Make sure length is correct
ES2002 Business Communication: Oral Presentations
Prepare talk Rehearse
Rehearse
23
Delivering the Talk
• Eye contact
• Posture
• Gestures
• Facial expressions
• Voice
• Speed
• Use of visual aids
• Handling of questions
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Do look
Don’t look at
systematically at
different sections of
the audience.
ES2002 Business Communication: Oral Presentations
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•
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•
•
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the ceiling
your notes
the floor
the screen
one individual
the audience with
glazed expression
• out the window
Eye contact
Deliver talk
Eye contact
25
Do
Don’t
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•
Stand stiffly
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Shift weight
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Sway
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Lean on lectern or
table
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Stand tall with weight
evenly on both feet
and shoulders back
Move occasionally to
add action
ES2002 Business Communication: Oral Presentations
Posture
Deliver talk
Posture
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Do
Don’t
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Use natural gestures
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Make sure gestures
not distracting
Raise and lower arms
repeatedly
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Point at audience
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Swing pointer
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Fiddle with hair,
jewellery, etc
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Put hands in pockets
Hold hands awkwardly
Fold arms
ES2002 Business Communication: Oral Presentations
Gestures
Deliver talk
Gestures
27
ES2002 Business Communication: Oral Presentations
Facial expressions
• Relax and be enthusiastic
• Smile
• Vary your expressions
Deliver talk
Facial Expressions
28
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Project your voice
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Speak and pronounce clearly
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Vary your volume
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Vary your pitch
ES2002 Business Communication: Oral Presentations
Voice
Deliver talk
Voice
29
Don’t rush through points
Slow down to emphasise key points
Use pauses
Make sure the talk is within the time
limit
ES2002 Business Communication: Oral Presentations
Speed of delivery
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Deliver talk
Speed of Delivery
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• Focus on audience, not VA
• Incorporate VA into talk
• Reveal / remove VA when appropriate
Handling visual aids
• Make sure visual aids can be seen by all
Deliver talk
Handling Visual Aids
• Avoid reading VA word for word
• Use a pointer, not your fingers
• Give audience time to see
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Anticipate questions
During question and answer session
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Listen to entire question;
make sure you understand it
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Repeat question out loud
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Credit person for asking question
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Respond to question honestly and
the best way you can
ES2002 Business Communication: Oral Presentations
Handling questions
Before presentation
Deliver talk
Handling Questions
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If you cannot answer,
– Redirect question to audience
– Offer to find out answer later
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Check clarity of your response
before taking on next question
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Try not to contradict each other
when giving a team presentation
ES2002 Business Communication: Oral Presentations
Handling questions
•
Deliver talk
Handling Questions
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Team Presentations
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Ensure individual presentations are
part of a coherent whole.
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Provide smooth transitions from
speaker to speaker.
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Coordinate handling of questions.
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Present a cooperative outlook.
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Coordinate the handling of V.A.
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REHEARSE as a team.
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