Chapter 15 Speaking Skills Mary Ellen Guffey Business

Chapter 15 Speaking Skills Mary Ellen Guffey, Business Communication: Process and Product, 4 e Copyright © 2003

Preparing an Oral Presentation Mary Ellen Guffey, Business Communication: Process and Product, 4 e 2

Preparing an Oral Presentation • 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. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 3

Preparing an Oral Presentation • Organize the introduction. • Get the audience involved. • Capture attention by opening with a promise, story, startling fact, question, quotation, relevant problem, or selfeffacing story. • Establish your credibility by identifying your position, expertise, knowledge, or qualifications. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 4

Preparing an Oral Presentation • Organize the introduction. • Introduce your topic. • Preview the main points. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 5

Preparing an Oral Presentation • Organize the body. • Develop two to four main points. Streamline your topic and summarize its principal parts. • Arrange the points logically: chronologically, from most important to least important, by comparison and contrast, or by some other strategy. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 6

Preparing an Oral Presentation • Organize the body. • Prepare transitions. • Use “bridge” statements between major parts (I’ve just discussed three reasons for X; now I want to move to Y). • Use verbal signposts (however, for example, etc. ). • Have extra material ready. • Be prepared with more information and visuals if needed. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 7

Preparing an Oral Presentation • Organize the conclusion. • Review your main points. • Provide a final focus. Tell your listeners how they can use this information, why you have spoken, or what you want them to do. • Plan a graceful exit. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 8

Preparing an Oral Presentation Nine Techniques for Gaining and Keeping Audience Attention 1. A promise By the end of this presentation, you will be able to. . 2. Drama Tell a moving story; describe a serious problem. 3. Eye contact Command attention at the beginning by making eye contact with as many people as possible. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 9

Preparing an Oral Presentation Nine Techniques for Gaining and Keeping Audience Attention 4. Movement Leave the lectern area. Move toward the audience. 5. Questions Ask for a show of hands. Use rhetorical questions. 6. Demonstrations Include a member of the audience. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 10

Preparing an Oral Presentation Nine Techniques for Gaining and Keeping Audience Attention 7. Samples/gimmicks Award prizes to volunteer participants; pass out samples. 8. Visuals Use a variety of visuals. 9. Self-interest Audience wants to know “What’s in it for me? ” Mary Ellen Guffey, Business Communication: Process and Product, 4 e 11

Designing and Using Graphics Mary Ellen Guffey, Business Communication: Process and Product, 4 e 12

Designing and Using Graphics • Select the medium. • Consider the size of the audience and the degree of formality desired. • Consider cost, ease of preparation, and potential effectiveness. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 13

Designing and Using Graphics • Highlight the main ideas. • Focus on major concepts only. • Avoid overkill. Showing too many graphics reduces effectiveness. • Keep all visuals simple. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 14

Designing and Using Graphics • Ensure visibility. • Use large type for transparencies and slides. • Position the screen high enough to be seen. • Be sure all audience members can see. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 15

Designing and Using Graphics • Enhance comprehension. • Give the audience a moment to study a visual before discussing it. • Paraphrase its verbal message; don’t read it. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 16

Designing and Using Graphics • Practice using your visual aids. • Rehearse your talk, perfecting the handling of your visual aids. • Practice talking to the audience and not to the visual. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 17

Presentation Enhancers Mary Ellen Guffey, Business Communication: Process and Product, 4 e 18

Presentation Enhancers • Overhead Projector • Cost: Low • Audience size: 2 -200 • Formality level: Formal or informal Mary Ellen Guffey, Business Communication: Process and Product, 4 e 19

Presentation Enhancers • Flipchart • Cost: Low • Audience size: 2 -200 • Formality level: Informal Mary Ellen Guffey, Business Communication: Process and Product, 4 e 20

Presentation Enhancers • Write-and-wipe Board • Cost: Medium • Audience size: 2 -200 • Formality level: Informal Mary Ellen Guffey, Business Communication: Process and Product, 4 e 21

Presentation Enhancers • Slide Projector • Cost: Medium • Audience size: 2 -500 • Formality level: Formal Mary Ellen Guffey, Business Communication: Process and Product, 4 e 22

Presentation Enhancers • Computer Presentation Slides • Cost: Low • Audience size: 2 -200 • Formality level: Formal or informal Mary Ellen Guffey, Business Communication: Process and Product, 4 e 23

Presentation Enhancers • Handouts • Cost: Varies • Audience size: Unlimited • Formality level: Formal or informal Mary Ellen Guffey, Business Communication: Process and Product, 4 e 24

Overcoming Stage Fright Mary Ellen Guffey, Business Communication: Process and Product, 4 e 25

Overcoming Stage Fright Symptoms of Stage Fright • Stomach butterflies • Wobbly knees • Pounding heart • Tied tongue • Shortage of breath • Sweaty palms • Dry throat • Unsteady voice • Trembling hands Mary Ellen Guffey, Business Communication: Process and Product, 4 e 26

Overcoming Stage Fright Ways to Overcome Stage Fright • Select a familiar, relevant topic. Prepare 150 percent. • Use positive self-talk. • Convert your fear into anticipation and enthusiasm. • Shift the focus from yourself to your visuals. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 27

Overcoming Stage Fright Ways to Overcome Stage Fright • Give yourself permission to make an occasional mistake. • Ignore stumbles; keep going. Don’t apologize. • Make the listeners your partners. Get them involved. • Just before you speak, practice deep breathing. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 28

Effective Telephone Calls Mary Ellen Guffey, Business Communication: Process and Product, 4 e 29

Effective Telephone Calls • Making Calls • Plan a mini agenda. • Use a three-point introduction: 1. Your name 2. Your affiliation 3. A brief explanation of why you are calling. • • Be cheerful and accurate. Bring it to a close. Avoid telephone tag. Leave complete voice-mail messages. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 30

Effective Telephone Calls • Receiving Calls • Identify yourself immediately. • Be responsive and helpful. • Be cautious when answering calls for others. • Take messages carefully. • Explain when transferring calls. Mary Ellen Guffey, Business Communication: Process and Product, 4 e 31

End Mary Ellen Guffey, Business Communication: Process and Product, 4 e 32