The Office Procedures and Technology Chapter 5 Communicating

The Office Procedures and Technology Chapter 5 Communicating Orally Copyright© 2007 Thomson/South-Western

Effective Listening n Important for communicating at work q q q Willingness to learn Respect for others Desire to improve communications Topic 5 -1 Listening and Speaking Slide 2

Effective Listening n Obstacles q q q Feeling insecure in the conversation Thinking that the information is already known Thinking that the information is of no value Topic 5 -1 Listening and Speaking Slide 3

Effective Listening n To improve listening skills q q q Focus attention Mentally summarize and review Take notes and ask questions Topic 5 -1 Listening and Speaking Slide 4

Effective Speaking n n n Express ideas clearly Speak clearly in an appropriate tone Use standard language q q Avoid slang Avoid colloquialisms Key Term Enunciation: pronouncing words clearly Topic 5 -1 Listening and Speaking Slide 5

Effective Speaking n Consider the audience q q q n What do listeners want to know What do listeners already know How can you relate the message to their experiences Be aware of nonverbal communication Topic 5 -1 Listening and Speaking Slide 6

Focus On … Body Language § Nonverbal interpersonal communications § § § Facial expressions Eye movement or contact Posture and gestures Nervous movements Should reinforce the verbal message Topic 5 -1 Listening and Speaking Slide 7

Presentations n n n May be for a small or large group May be given alone or as part of a team Require planning and preparation Topic 5 -2 Planning and Preparing a Presentation Slide 8

Identify the Purpose n Motivate and influence q q n Persuasive message Want listeners to take a course of action Inform or educate q q Clear and concise message Want listeners to understand content Topic 5 -2 Planning and Preparing a Presentation Slide 9

Profile Listeners n n n Identify listeners’ needs, wants, likes, and dislikes Consider listeners’ experiences and knowledge Consider listeners’ jobs or duties Topic 5 -2 Planning and Preparing a Presentation Slide 10

Develop the Message n n n Organize the main ideas Include supporting details Consider listener advantages and objections Topic 5 -2 Planning and Preparing a Presentation Slide 11

Storyboard Worksheet n n Use to plan content and visuals Prepare a sheet for each main idea Topic 5 -2 Planning and Preparing a Presentation Slide 12

Visuals n Choose the media q q n Flip charts or posters Overhead transparencies Film slides Electronic slide shows Create visual elements to reinforce the message Topic 5 -2 Planning and Preparing a Presentation Slide 13

Design Strategies n Text q q n Limit text on visuals Limit the number of different text styles and sizes Color q q Limit the number of colors used Apply design templates to electronic slides Topic 5 -2 Planning and Preparing a Presentation Slide 14

Design Templates The same visual takes on different looks with different design templates Topic 5 -2 Planning and Preparing a Presentation Slide 15

Audio n Use audio to enhance the message q q q n Introduce a topic Build excitement Create a special effect Do not allow audio to overpower the speaker Click the icon to hear a sound clip Topic 5 -2 Planning and Preparing a Presentation Slide 16

Handouts n n Guide listeners during the presentation Provide space for notes Summarize main points Provide supporting details Topic 5 -2 Planning and Preparing a Presentation Slide 17

Posters n n n Restate key points Introduce a topic Present or review visual elements Topic 5 -2 Planning and Preparing a Presentation Slide 18

Team Presentations n n n n Select a leader Assign duties to each member Agree on the purpose of the presentation Make the tone and visuals consistent Use compatible media Determine the content each person will present Practice as a team before presenting Topic 5 -2 Planning and Preparing a Presentation Slide 19

Practice and Prepare n n n Prepare notes Practice the presentation (record or videotape) Prepare the meeting room q q q n Seating arrangement Temperature and lighting Equipment Consider your appearance Business attire is appropriate formal presentations Topic 5 -3 Delivering a Presentation Slide 20

Deliver the Presentation n Present opening remarks q q n Introduce yourself Use humor if appropriate for the occasion Use visuals effectively q q q Introduce the visual before displaying it Look at the audience, not the visual Stand to the left or right of the visual display Topic 5 -3 Delivering a Presentation Slide 21

Deliver the Presentation n Communicate with the audience q q q Maintain eye contact Avoid non-words, such as “uhh” and “ah” Show enthusiasm and speak convincingly Control posture and gestures as you deliver a presentation Topic 5 -3 Delivering a Presentation Slide 22

Answer Questions n n n Anticipate listener questions ahead of time Restate the question Respond to the question q q q Be courteous and sincere Direct the answer to the entire group Be honest if you do not know the answer Topic 5 -3 Delivering a Presentation Slide 23

Close and Evaluate n Present closing remarks q q n Review the main points of the presentation Thank the audience for listening Evaluate the presentation q q Evaluate yourself Seek feedback from the audience Topic 5 -3 Delivering a Presentation Slide 24

Evaluation Form Presentation evaluation forms provide valuable feedback to the speaker Topic 5 -3 Delivering a Presentation Slide 25