*Business CommunicationLecture 3

MAKING ORAL PRESENTSATIONby Ms Glynnis

* TWO IMPORTANT FIRST STEPS IN PREPARING EFFECTIVE ORAL

PRESENTATIONS

1. Deciding what you want to accomplishYou must have a clear idea where you are goingExamples :Do you want to sell a health care program to a prospective client ?

Do you want to persuade management to increase the marketing budget?

At the end of Your presentation, what do you want your audience to remember or do?

2. Understanding your audience

analyzing your audienceAnticipating its reactionsMaking appropriate adaptationsUnderstand four different audience types :

i. friendly audience – they like you

and your topic

a. organizational pattern Use any pattern Try something new Involve the audience

a. Delivery style Be warm Pleasant Open Use lots of eye contact smiles

b. Supporting material Include humor Personal examples and experience

ii. neutral audience – they are calm

and rational

a. organizational pattern Present both sides of issue; Use pro-con or problem – solution

patterns Save time for audience questions

b. Delivery style Be controlled Do nothing showy Use confident Small gestures

c. Supporting material Use facts, statistics, expert

opinion, comparison and contrast, avoid humor, personal stories and flashy visual

iii. uninterested audience – they

have short attention spans, they

may be there against their will

avoid : Darkening the room Standing motionless Passing out handout Using boring visuals Expecting audience to participate

a. organizational pattern Be brief – no more than three

points Avoid topical and pro- con

patterns that seem lengthy to the audience

b. Delivery styles Be dynamic and entertaining Move around Use large gestures

c. Supporting materialuse humorCartoonColourful visualsPowerful quotationsStartling statistics

ii. hostile audience – they want to take

charge or ridicule the speaker ;

defensive, emotional

- avoid quest –ans period

a. organizational pattern Use controversial patterns such

as topical, chronological, or geographical

b. Delivery style Be calm, controlled; speak

evenly and slowly

c. Supporting material Include objective data and

expert opinion Avoid anecdotes and humor

* MAJOR ELEMENTS IN ORGANIZING THE CONTENT OF A PRESENTTATION

I. Capturing attention in the IntroductionA promiseDramaEye contactMovementQuestionsDemonstrationsSamples/gimmicksVisualsSelf-interest

II. Organizing the BodyChronologyGeography/SpaceTopic/Function/Conventional GroupingComparison/ContrastJournalism PatternValue/SizeImportanceProblem/SolutionsSimple/ComplexBest Case/ Worst Case

III. Summarizing the conclusion use phrases such as, In conclusion, I end this presentation, or it’s time for me to stop.

Review major points and focus on what you want the listeners to do, think or remember.

Use an anecdote, an inspiring quotation, or a statement that ties in the opener and offers a new insight.

* IDENTIFY TECHNIQUES FOR GAINING AUDIENCE RAPPORT

I. Effective imageryanalogiesMetaphorsSimilesPersonal anecdotesPersonalized statisticsWorst- and best-case scenarios

II. Verbal SignpostsPreviewing-SummarizingSwitching Directions

III. Nonverbal MessagesLook TerrificAnimate Your BodyPunctuate Your WordGet Out From Behind The PodiumVary Your Facial Expressions

* SPECIFY DELIVERY TECHNIQUES FOR USE BEFORE, DURING AND AFTER A

PRESENTATION

I. Before your presentationPrepare ThoroughlyRehearse RepeatedlyTime YourselfRequest A LecternCheck The RoomGreat Members Of The AudiencePractice Stress Reduction

II. During your presentations begin with a pause present your first sentence from memory maintain eye contact Control your voice and eye contact put the brakes on Move naturally use visual aids effectively avoid digressions summarize your main points

III. After your presentations distribute handouts encourage questions Repeat Questions Reinforce your main points Keep control Avoid ‘yes’, ‘but’ answers And with a summary and

appreciation