1. Developing Oral Business Communication Skills
Unit 6
Developing Oral Business Communication Skills
Unit 6
Business Communication

2. Unit Outline Advantages of oral communication
Oral business presentations
Steps in making presentations
Using visual aids to support presentations
Unit 6
Business Communication

3. Advantages of Oral Communication
Channel
Advantages
Oral face-to-face
Personal nature
Use of body language
Problem solving
Oral non face-to-face - Teleconferencing
Overcomes distance factor
Oral non face-to-face - Telephone
Immediate contact
Use of non-verbal cues - tone of voice
Oral non face-to-face – voice mail
Saves time
Control over message
Permanent record

4. Oral Business Presentations
Persuasive
Immediate attention and feedback
Approval of important ideas
Internal and external audiences
Different types
Varied purpose
Unit 6
Business Communication

5. Steps in making Oral Presentations
Define purpose
General purpose
– inform, analyze, persuade
Specific purpose
– “whom, what, when, where, how?”
2. Develop key idea – main message for audience
Unit 6
Business Communication

6. Steps in making Oral Presentations
3. Audience analysis
Designations and areas of expertise
Preferred styles of presentation
Demographic factors
Audience size
Familiarity with topic
Attitude towards speaker and topic
Unit 6
Business Communication

7. Steps in making Oral Presentations
4. Self analysis
knowledge level
conviction level
5. Analysis of constraints
infrastructure
time
context

8. Steps in making Oral Presentations
6. Presentation outline
Introduction – grabbing attention
Body – main points
Conclusion – summary
7. Information collection
- secondary sources
- primary sources
Unit 6
Business Communication

9. Steps in Making Oral Presentations
8. Organization of Body - main points - organizational plan 9. Development of Introduction - attention getting techniques 10. Planning of Conclusion - length of conclusion - reinforcement and summary - memorable closing
Unit 6
Business Communication

10. Steps in making Oral Presentations
11. Selection of delivery style
Speaking impromptu – speaking without preparation
Speaking extemporaneously – speaking without support
Memorizing – delivering word for word
Reading from notes – reading word for word
Speaking from notes – referring to “trigger words”
Unit 6
Business Communication

11. Using Visual Aids to Support Presentations
Types of visual aids
Product “demos”
Photographs
Diagrams
Lists and tables
Pie charts and graphs
Unit 6
Business Communication

12. Media for Presenting Visual Aids
Medium
Advantages
Disadvantages
Flip Charts
Easy to prepare and
use
Unsuited for large
audience
Wear and tear
Transparencies
Quicker to produce
Suited for large
Convenient for reuse
Unwieldy
Complicated
Power Point Slides
Good for illustrating ideas
Easy to produce and store
Detracts attention
from presentation
Unit 6
Business Communication

13. Media for Presenting Visual Aids
Medium
Advantages
Disadvantages
Handouts
Permanent record
Add value
Reduce need for
notes
Distracting
Computerized Displays
Inexpensive
Convenient
Unsuited for large
audience
Videotapes
Audio-visual impact
Illustrate action
Quality concerns

14. Guidelines for Using PPT
Avoid clutter
Limit number of slides
Plan time on each slide
Watch font size, number of words and lines
Pay attention to overall appearance
Ensure consistency
Keep text to a minimum
Add value to PPT
Unit 6
Business Communication

15. Guidelines for Using Visual Aids
Value addition
Appropriate level of sophistication
Clarity
Simplicity
Minimum text
Numbering and captions
Synchronization with presentation
Testing in advance
Rehearsal
Unit 6
Business Communication