Chapter 15 Speaking With Confidence Mary Ellen Guffey, Business Communication: Process and Product, 5e Copyright © 2006

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 2 Preparing an Oral Presentation

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 3 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. Preparing an Oral Presentation

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 4 Organize the introduction. Get the audience involved. Capture attention by opening with a promise, story, startling fact, question, quotation, relevant problem, or self- effacing story. Establish your credibility by identifying your position, expertise, knowledge, or qualifications. Preparing an Oral Presentation

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 5 Organize the introduction. Introduce your topic. Preview the main points. Preparing an Oral Presentation

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 6 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. Preparing an Oral Presentation

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 7 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. Preparing an Oral Presentation

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 8 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. Preparing an Oral Presentation

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 9 1.A promise By the end of this presentation, you will be able to 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. Preparing an Oral Presentation Nine Techniques for Gaining and Keeping Audience Attention

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 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. Preparing an Oral Presentation Nine Techniques for Gaining and Keeping Audience Attention

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 11 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?” Preparing an Oral Presentation Nine Techniques for Gaining and Keeping Audience Attention

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 12 Building Audience Rapport Use effective imagery. Analogies, metaphors, similes, anecdotes, statistics, worst-and best-case scenarios Include verbal signposts. Previewing, summarizing, switching directions Send positive nonverbal messages. Look terrific, animate your body, punctuate your words, move about, vary your expression

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 13 Designing and Using Graphics

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 14 Select the medium. Consider the size of the audience and the degree of formality desired. Consider cost, ease of preparation, and potential effectiveness. Designing and Using Graphics

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 15 Highlight the main ideas. Focus on major concepts only. Avoid overkill. Showing too many graphics reduces effectiveness. Keep all visuals simple. Designing and Using Graphics

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 16 Ensure visibility. Use large type for transparencies and slides. Position the screen high enough to be seen. Be sure all audience members can see. Designing and Using Graphics

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 17 Enhance comprehension. Give the audience a moment to study a visual before discussing it. Paraphrase its verbal message; don’t read it. Designing and Using Graphics

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 18 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. Designing and Using Graphics

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 19 Presentation Enhancers

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 20 Multimedia Slides Cost: Low Audience size: Formality level: Formal or informal Presentation Enhancers

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 21 Overhead Transparencies Cost: Low Audience size: Formality level: Formal or informal Presentation Enhancers

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 22 Handouts Cost: Varies Audience size: Unlimited Formality level: Formal or informal Presentation Enhancers

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 23 Flipchart Cost: Low Audience size: Formality level: Informal Presentation Enhancers

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 24 Write-and-wipe Board Cost: Medium Audience size: Formality level: Informal Presentation Enhancers

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 25 Video Cost: Medium Audience size: Formality level: Formal Presentation Enhancers

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 26 Use slides only to summarize major points. Explain what each point means. Allow time for audience to absorb meaning. Using PowerPoint Effectively

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 27 Keep the lights as bright as possible. Don’t rely totally on PowerPoint. Prepare for the worst; have transparencies or alternate media ready. Don’t let your slides upstage you! Using PowerPoint Effectively

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 28 Overcoming Stage Fright

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 29 Stomach butterflies Pounding heart Shortage of breath Sweaty palms Dry throat Unsteady voice Trembling hands Wobbly knees Tied tongue Overcoming Stage Fright Symptoms of Stage Fright

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 30 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. Ways to Overcome Stage Fright Overcoming Stage Fright

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 31 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. Ways to Overcome Stage Fright Overcoming Stage Fright

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 32 Effective Telephone Calls

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 33 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 voic messages. Effective Telephone Calls

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 34 Receiving Calls Identify yourself immediately. Be responsive and helpful. Be cautious when answering calls for others. Take messages carefully. Explain when transferring calls. Effective Telephone Calls

Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 15, Slide 35 End