Overview

2. Overview • Reporting orally • Making formal speeches • Preparing to speak • Using visuals • Giving team (collaborative) presentations • Presenting virtually

3. Planning the Oral Report • Plan oral reports just as you do written ones. • Determine your objective. • State its factors. • Organize the report: indirect or direct order. • Divide the body based on your objective. • Use introductory/concluding paragraphs.

4. Making Formal Speeches • Speak on a topic in your area of specialization and of interest to your audience. • Topics assigned to you can include • A welcome address. • Delivery of acceptance of and honor or award. • An announcement of a charity drive. • Topics you pick should reflect • Your background and knowledge. • The audience’s interests. • The occasion of the speech.

5. Making Formal Speeches • Gather information: libraries, company files, the Internet, interviews. • Organize • Introduction • Body • Conclusion

6. Making Formal Speeches: Introduction • Use an appropriate greeting (“Good morning”). • Arouse interest. • Story • Humor • Quotation • Question • Introduce the subject (theme). • Prepare the reader to receive the message.

7. Making Formal Speeches: Body & Conclusion • Body • Divide the whole into comparable parts. • Apply conventional relationships of data (time, place, quantity, factor, combination). • Use factors for presenting issues and questions. • Connect major points with transitions. • Conclusion • Restate the subject. • Summarize. • Consider using a climactic close.

8. Making Formal Speeches: Delivery • Extemporaneous: usually best • Memorizing: risky • Reading: difficult and unnatural

9. Preparing to Speak • Extemporaneous: from notes, rehearsed • Memorized: the most difficult, hazardous • Reading: typically dull, mechanical

10. Audience Analysis • Preliminary • Number of audience members • Characteristics (education level, gender, age, etc.) • During the presentation • Respond to feedback (smiles, frowns, blank stares, applause). • Adjust as you speak to accommodate feedback.

11. Consideration of Personal Aspects • Confidence • Preparing well • Dressing appropriately • Talking in strong, clear tones • Sincerity • Thoroughness • Friendliness

12. Appearance and Physical Actions • The communication environment—the things that surround you as you speak • Your appearance—how the audience sees you • Posture • Walking • Facial expressions • Gestures

13. Using the Voice Effectively • Vary Pitch. • Change Speaking Speed. • Use Vocal Emphasis. • Develop Pleasant Voice Quality. • Imitate speakers you admire. • Analyze your speeches and develop plans for improvement.

14. Use of Visuals • Use of visuals is determined by the • Content of the report or presentation. • Cost. • Audience size. • Ease of preparation. • Facilities and technology available.

15. Using Visuals: Techniques • Select the types that do the best job. • Blend the visuals into your speech, making certain that the audience sees and understands them. • Organize visuals as a part of the message. • Emphasize the visuals by pointing to them. • Talk to the audience, not the visuals. • Do not block your audience’s view of the visuals. • Use PowerPoint to enhance content.

16. Team Presentations • Plan to incorporate ideas on individual speeches and collaborative writing. • Plan order and content. • Plan physical factors. • Plan staging. • Plan a closing and Q & A session. • Plan to rehearse the presentation.

17. Presenting Virtually • Virtual Presentation • A presentation delivered from a desktop over the Internet to an audience anywhere in the world

18. Delivering a Virtual Presentation • Before the presentation • Plan for the technology being used. • Mail announcements to the audience. • Test the technology. • Secure technical and non technical support to be available during the meeting. • Have material for early arrivers to view. • During the delivery • Plan interaction with polling or quizzing. • Take regular breaks for feedback and questions. • Be attentive to the feedback from the audience and adjust the pace of the delivery. • Allow ample time for both questions and evaluation.

19. Everything becomes a little different as soon as it is spoken out loud. —Hermann Hesse