Chapter 9 Learning the Three Ps of Oral

Chapter 9 Learning the Three P’s of Oral Presentations: Preparation, Practice, and Presentation Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Learning Objectives • Understand why so many people fear oral presentations. • State the 3 P’s of oral presentation. • List and explain the three general purposes of presentations. • Relate how you analyze your audience. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Learning Objectives • Discuss how to organize your presentation. • Distinguish between the different patterns forming the main ideas. • Explain the different kinds of supporting material. • Identify how you construct the introduction and conclusion. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Learning Objectives • Outline a basic presentation. • Describe how to develop visual aids. • Spell out how to use a pointer. • Express how to use up nervous energy. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Learning Objectives • • Report actions to use during the introduction and the body of the presentation. List the guidelines for making team presentations. Recount how to handle the question and answer session. Explain when to use a multimedia presentation. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Three P’s of Oral Presentations • Preparation • Practice • Presentation Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Uses of Oral Presentation Skills • Informal Reports • In-House Proposals • Sales Proposals • Recommendations • Informal Briefings Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Determining the General Purpose • Informing • Persuading • Entertaining Your Purpose Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Persuading • Being an Effective Speaker Depends on: • Providing facts and logical evidence • Being credible • Understanding the psychological needs of your listener Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Analyzing the Audience To tailor your message, you must know your audience. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Organizing the Presentation • Examine your topic. • Develop a thesis. • List your main points. • Gather supporting material. • Prepare introduction and conclusion. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Forming the Main Ideas • Topical Pattern • Spatial Pattern • Chronological Pattern • Problem-Solution or Cause and Effect Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Fears of Public Speaking • • • Fear of making embarrassing mistakes…. Fear of damaging career or reputation…. Fear of forgetting or freezing……………. . Fear of being dull or boring………………. Fear of looking nervous or petrified……… 81% 77% 63% 58% 52% Source: Edward Wakin, “Speaking Frankly about Speech Phobias, ” Today’s Office, 25 (5), p. 50, October 1990. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Topical Pattern Arranges main points by type or category. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Spatial Pattern Arranges main ideas according to physical location and shows the relationships among them. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Chronological Pattern • • Progresses from one given point in time to another. Commonly involves explaining steps. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Problem-Solving Pattern Points out certain forces or causes and then discusses results or solutions. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Supporting Material â Quotations â Explanations â Analogies â Comparisons â Examples â Illustrations â Statistics â Expert Opinions Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

The Introduction 1. Capture attention. 2. Show benefit to listeners. 3. State your qualifications. 4. Preview purpose and main points. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Developing Visual Aids • • • One Point Five Lines, Up to Seven Words Each Phrases Instead of Sentences Upper- and Lowercase Type Simple Typeface and Appropriate Colors Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Why Use Visual Aids? • Enhance understanding. • Add authenticity. • Provide variety. • Help speech have lasting impact. • Can build speaker credibility. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Print Size for Flip Charts • Title— 3 Inches High • Subtitles— 2 Inches High • Other Text— 1 1/2 Inches High Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Font Size for Transparencies • Title— 36 Point • Subtitles— 24 Point • Other Text— 18 Point Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Font Size for Slides • Titles— 44 Point • Subtitles— 40 Point • Other Text— 32 Point Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Font Size for Handouts • Titles— 18 Point • Subtitles— 14 Point • Other Text— 12 Point Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Colors • Elegant (Expensive-Quality) • • Gold, silver, copper black, chocolate, grey, maroon, and navy blue Masculine • Black, silver, grey, purple, burgundy, brown, and dark green Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Colors • Feminine • • Fresh, Clean, Healthy • • Pale blues, pale pinks, yellows, pale greys, and flesh colors Daffodil yellow, bright blue, bright greens Natural • Browns, oranges, reds, golds Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Colors • Loud • • Cool • • Primary red, orange, green, purple, black, and white Blue, green, pale yellow, pale pink, pale purple, and violet Warm • Red, orange, gold, deep yellow, and rich browns Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Retaining Information After 3 Hours After 3 Days Heard Only 10% 70% Seen Only 72% 20% Heard and Seen 65% 85% Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Using a Pointer • Face your audience when possible. • Don’t play with your pointer. • Point at the screen. • Don’t leave your pointer on the projector. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

When Presenting • Move but don’t sway. • Move around the entire room, but don’t pace. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Successful Speakers • Thoroughly prepare. • Involve their audience. • Creatively use quotes and music. • Often use humor. • Move around. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Questions and Answers • Anticipate questions and your response. • Know your subject and audience. • Practice your answers. • Repeat the question. • Keep your answer short. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Manage Your Body Language • Move toward the person who asked the question. • Repeat the question so the entire audience knows the question. • Stay focused on the person who asked with five seconds of eye contact. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Team Presentations • Plan together. • Divide the topics into logical and wellbalanced divisions. • Practice together. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Team Presentations • Introduce team members. • Talk to your audience. • Stay within time limits. Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.

Multimedia Presentations • Four Questions to Keep in Mind: • Which technology should we include? • How will we deliver the message? • What technical expertise will be required? • How much will we have to pay? Roebuck: Improving Business Communication, 4 th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.