1. Oral Presentation Skills
Management 3200
Advantages of Oral Presentations:
Immediate feedback
Speaker control
Less work for the audience

2. Learning Objectives At the conclusion of this lecture, you should:
Know how to plan and prepare an effective oral presentation utilizing the OABC principle.
Feel confident in your ability to deliver a good oral presentation verbally and non-verbally.
Be able to create and use visual aids to enhance verbal message.

3. Learning Objectives At the conclusion of this lecture, you should:
Understand how to set-up a room to facilitate the desired learning environment.
Feel comfortable facilitating a question and answer session.
Know how to make a group presentation more effective.
Be able to evaluate your presentation.

4. Oral Presentation Agenda
Preparation
Planning
OABC
Presentation
Voice
Non-verbal communication
Visual aids
Room layout
Immediate feedback
Speaker control
Less work for the audience

5. Oral Presentation Agenda (cont’d)
Time
Question & answer session
Presentation tips
General
Group
Post-evaluation
Q & A
Conclusion
Immediate feedback
Speaker control
Less work for the audience

6. Preparation: Planning
Create an objective to achieve purpose
Analyze audience
Plan timing
Consider delivery methods
Planning
Objective/purpose (tell/sell, join/consult, explaining, motivating,inspiring)
Purpose provides a criterion by which to judge the success of your presentation.
Analyze audience – preoccupation – preexisting thoughts, and feelings about presenter and material. You must deal with them as they are. Consider titles, functions, decision maker, values, attitudes, what persuades them, point of view, etc.

7. Delivery Methods Memorized Manuscript/Reading
Preparation: Planning
Delivery Methods
Memorized
Manuscript/Reading
Extemporaneous/Speaking from notes
Impromptu
Once delivery method is selected, you can begin to plan how your notes will look.

8. Preparation: Opening Must be creative/catch attention
Question (rhetorical or other)
Appropriate humor
Visual
Interesting story
Good/bad example
Quote
Hypothetical question
Startling fact
Now that we have discussed how to make general presentation decisions and plans, you now need to prepare the content of your presentation. Assuming the data has all been gathered, you must assemble the data in a logical format. The OABC format works well here.
Opening – although the opening comes first, it is not written first. The agenda is usually written and the body developed prior to creating the opening and closing statements.
In the opening, you need to get the audiences attention and prepare them for what is coming next. Possible openings include (read slide). You have seconds to decide if they like what they hear – you must connect – everything about you will be analyzed

9. Preparation: Opening BLUF – bottom-line up-front
Don’t apologize or make excuses
Write it last
Consider memorizing it

10. Preparation: Agenda Outline major content area
Group major points into seven items
Consider having visible throughout
Next comes the agenda. This is the outline of your presentation. This is an excellent tool to keep participants together. If people get off track, they can easily catch up by referring to your agenda.
Agenda
Outline major content elements
“George Miller’s magical number = 7 plus or minus 2
  consider having it visible throughout speech
Ways to make it visible
post on wall
handout
repeat use of slide of agenda
use of “trackers” – upper or lower corner

11. Preparation: Body Develop each major area from agenda Provide support
Statistics, examples, testimonials, stories, analogies, explanations
Something that will be remembered
Choose logical sequence
Build-in internal summaries/transitions
You must provide adequate support for each agenda item.
Body
develop each of the major elements from the agenda
choose a logical sequence
o       criteria
o       direct sequence
o       indirect sequence
o       chronology
o       case/effect/solution
o       order of importance
o       elimination of alternatives
 Things they will remember:
interesting fact
vivid mental image
important to audience
immediate application
prior knowledge
take written notes
build in many internal summaries/transitions Possible sequences:
problem and solution
cause and effect
theory and plan of action
time and space
order

12. Questioning Why Ask? Closed vs. Open-ended Overhead vs. Direct
Preparation: Body
Questioning
Why Ask?
Closed vs. Open-ended
Overhead vs. Direct
Relay vs. Reverse
Why ask?
Check for understanding
Invoke though
Get an answer
Overhead – question with no direct

13. Questioning Getting Responses Ice-breaker Ten-Second Rule
Preparation: Body
Questioning
Getting Responses
Ice-breaker
Ten-Second Rule
Listening skills
Movement
Movement also helps maintain interest in other areas.

14. Preparation: Conclusion
Strong and clear
Ensure purpose/objective is achieved
Repeat major points/summarize
Give conclusions and recommendations
Give a challenge/action steps
Conduct Q & A
Plan a solid ending after Q & A
Conclusions
q       strong/ clear
q       purpose
o       repeat the major points
o       give conclusions and recommendations
o       give a challenge
o       express hopes and feelings about message
o       conduct and Q & A session
q       Don’t end with Q & A – be sure to take charge and provide an additional strong closing statemen

15. Oral Presentation Agenda
Preparation
Presentation
Voice
Non-verbal communication
Visual aids
Room layout
Time
Question & answer session
Immediate feedback
Speaker control
Less work for the audience

16. Presentation: Voice Pitch - high or low frequency
Rate - speed at which you speak
Volume - how loud you speak
Tone - cumulative effect of voice
Fillers
Silence
No one pitch, rate, or volume is correct. Variation is good. Select based on emphasis needed.
Silence is a punctuation mark of oral communicaiton

17. Presentation: Non-verbal
Two main sources: face and upper limbs
Eye Contact/Facial Expression
Three-second conversations with audience members
Upper limbs
Use to supplement your spoken message
65-90% of communication is non-verbal
Bad arm positions:
fig-leaf, gunshot wound, parade rest, podium clutch, hand ringing, pockets, hips, arms folded

18. Presentation: Non-verbal
Appearance/Posture
Not noticed
Well groomed
Slightly more formal than audience
Movement
Use floor space effectively
Move toward audience naturally
Don’t pace or wander
Place weight evenly on both feet

19. Presentation: Visual Aids
Visuals that DISTRACT
from the Presentation
should not be used!
Do NOT Use Visual Aids to:
impress your audience with overly detailed tables
avoid interaction with your audience
make more than one main point
present simple ideas that are easily stated verbally
present irrelevant data
Remember you are the most important visual aid.

20. Presentation: Visual Aids
Most common visual aids:
Computer projected images
Overhead projector
Posters and flip charts
Audiovisual
Handouts
Photographic slides
Artifacts
Visual aids must increase comprehension and enhance presenation

21. Proper Use of Visual Aids
Presentation: Visual Aids
Proper Use of Visual Aids
OVERHEAD/
SLIDES
FLIP CHARTS
AUDIO-VISUAL
Charts/Newsprint/Posters
6 X 6 rule, 2-3 colors (alternate), Upper/lower case – 3” letters, one idea per chart
Sticky notes, Pre-create, Post/tape, Tear, Write what is said
Angle – 45 degree
Line of sight
Overheads/Slides
6 x 6 rule; 18 point or higher for overheads; slides, one idea per chart, transition from one visual to the next
Contrasting colors, 2-3 colors max, Simplify, avoid centering text, check line breaks, proof, Test – always have back-up plan/supplies
Tape/straight, Pen as pointer, Line of sight
Lighted room if possible, Notes on frame
Cover irrelevant data, Number them, One idea per visual
Line of sight, avoid fancy fonts and small letters
One slide per 2 minute discussion (minimum)
Practice with equipment, have someone advance slides if possible
Remember PP is not eh “Show”
Audio visual - one foot trainee distance for every inch of screen size
Play – turn on , Off - stop, Que up, Test volume
General – do not talk to visual, remove visual when done with it, practice with visuals in room, don’t use irrelevant visuals, get rid of old news
Let someone else run the slides. Practice to achieve flow.
When to use handouts?
Handout

22. Improper Layout of Power point Slide
Sounds
Fly-ins
Distracting backgrounds
Loud Colors
Wild pictures
Strange fonts & letter junk
Small fonts
Too many bullets!

23. General Issues to Consider
Presentation: Visual Aids
General Issues to Consider
Portability
Cost
Ease of creation and updating
Ease of use
Visibility
Professional image
Availability
Reliability
Intrusiveness

24. Presentation: Room Layout
Eliminate distractions
Windows, wall hangings, colors
Carpeted with sound-absorbing walls and ceiling to ensure quiet
Lighting considerations
Square shaped
Temperature controls

25. Presentation: Room Layout
Ensure there are enough seats for everyone.
Make sure the area is clean.
Set up your materials and visuals.
Have extra supplies on hand.
Set-up the room prior to training (if possible).
Tables (moveable) and chairs (comfortable).
The seating arrangements depend on the type of training and the goals you are trying to accomplish. Arrangements communicates nonverbally what kind of interaction you want to have with your audience.
The higher you are in relationship to your audience as well as the number of objects you place between yourself and your audience, the more formal the atmosphere.

26. Semi-Circle/U Arrangement
Presentation: Room Layout
Semi-Circle/U Arrangement
Encourages trainee discussion and allows trainees to be face-to face when the trainer is not talking

27. Center Table Arrangement
Presentation: Room Layout
Center Table Arrangement

28. Round-Table Arrangement
Presentation: Room Layout
Round-Table Arrangement

29. Classroom Arrangement
Presentation: Room Layout
Classroom Arrangement

30. Presentation: Room Layout
Chevron Arrangement

31. Half Round Arrangement
Presentation: Room Layout
Half Round Arrangement

32. Without Tables Arrangement
Presentation: Room Layout
Without Tables Arrangement

33. Without Tables Arrangement
Presentation: Room Layout
Without Tables Arrangement
Discuss Advantages/Disadvantages

34. Presentation: Time Stay within allotted time Practice and time
Time each section
Build in cushion time for any audience involved activities
Discussion
Questions
Hands on activity

35. Presentation: Q & A When to take? Prepare During After
Planning anticipated questions
Practicing answers

36. Answering Questions Listen carefully
Presentation: Q & A
Answering Questions
Listen carefully
Answer accurately, concisely, clearly and admit when you don’t know the answer
Tough questions:
remain calm
take time to think
answer honestly
ask the audience for assistance
don’t ramble

37. Oral Presentation Agenda
Preparation
Presentation
Presentation tips
General
Group
Post-evaluation
Immediate feedback
Speaker control
Less work for the audience

38. Presentation Tips Practice Techniques Speak conversationally
Rehearse out loud on your feet
Memorize key parts
Practice with visuals
Critique practice session
Simulate actual situation
Time yourself

39. Presentation Tips
Six Misconceptions
You have to have a God-given talent to be a good speaker.
It was a lot easier for “them”.
Good speakers don’t have to work at it.
The experienced people don’t get nervous.
I could never be a good speaker.
I’ve tried all that and it didn’t work.

40. Overcoming Apprehension
Presentation Tips
Overcoming Apprehension
Start small
Add on progressively
Start with a message of importance to you
Know your material and PREPARE well
Speak often, as much as you can, in all forms
Practice and test

41. Overcoming Apprehension (cont’d)
Presentation Tips
Overcoming Apprehension (cont’d)
Know the territory
Visualize and assume success
Talk one-to-one with friendly faces
Focus on the message, not what the audience might be thinking of you
Perform activities that reduce inhibitions about speaking
Give yourself many reasons to feel good about yourself
Relaxation techniques: physical, mental, last minute, as you speak

42. Let the Presentation Begin
Presentation Tips
Let the Presentation Begin
Start with a bang
Stand straight and tall but relaxed
Move around the room
Don’t speak until you have eye contact with the audience
Show enthusiasm - Be conscious of your voice tone and rate of speech
Start on time, greet trainees, start with an icebreaker that is fail proof, outline expectations, go through agenda, code of conduct, breaks, logistics, etc.

43. Let the Presentation Begin
Presentation Tips
Let the Presentation Begin
Think: What do you want your audience to see?
Confidence
Preparation
Flow
Make it look effortless
Group Presentation Handout and Discuss

44. Post-Evaluation
Make mental notes throughout presentation of things to improve:
Questions you couldn’t answer
Hard selling points
Areas of difficulty for audience
Nervous behaviors
At a break or at the conclusion, indicate changes needed on notes
Ask audience (when appropriate) for feedback

45. Question and Answer Session

46. Conclusion
You can be a good presenter; presentation skills can be learned.
Careful preparation and practice cannot be faked.
Know your purpose and plan to achieve it.
Visual aids should enhance not distract from you.