1. Learning Objective Chapter 5 Business Speaking Copyright © 2001 South-Western College Publishing Co. Objectives O U T L I N E Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication Delivering a Business Presentation Receiving and Using Audience Feedback Introducing Another Speaker Evaluating and Improving Your Speaking Skills 5 C H A P T E R

2. Learning Objective Chapter 5 Business Speaking 1. Appreciate the importance of speaking skills in the communication process. 2. Recognize and overcome common obstacles and barriers to successful oral communication. 3. Understand and respond to the expectations, fears, interests, and needs of your audience. 4. Select a speaking topic, gather, and organize the support your speech will require. Learning Objectives

3. Learning Objective Chapter 5 Business Speaking 5. Write and revise a basic informative, persuasive, or entertaining speech, using effective visual aids and appropriate speaking notes. 6. Begin developing effective delivery skills. 7. Effectively introduce another speaker. 8. Evaluate your strengths and weakness in order to develop the speaking confidence you will need to succeed in business. Learning Objectives

4. Learning Objective Chapter 5 Business Speaking THE IMPORTANCE OF ORAL COMMUNICATION Appreciate the importance of speaking skills in the communication process. Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Some 81 percent of recent business school graduates rated this skill at the very highest level of importance. 2 Among MBAs surveyed, 75 percent rated it as extremely important. 3 For long term success, 85 percent of MBAs surveyed listed oral communication as extremely important. 4 Importance of Oral Communication

5. Learning Objective Chapter 5 Business Speaking IMPROVING YOUR SPEAKING Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Speaking is the most useful of our communication skills. Managers advise tape-recording your talks to improve speaking skills. Importance of Oral Communication Recognize and overcome common obstacles and barriers to successful oral communication.

6. Learning Objective Chapter 5 Business Speaking Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication BARRIERS TO ORAL COMMUNICATION Speakers may misjudge the audience, may not be clear about their topic, and may misread the occasion. Stereotypes Believing that all members of a group will exhibit characteristics observed in just a few. Prejudice Use your advance knowledge of an audience to help understand their needs, interests, beliefs, motives for listening, and likely reactions to your message. Understand and respond to the expectations, fears, interests, and needs of your audience.

7. Learning Objective Chapter 5 Business Speaking Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication Feelings Affective: feelings, emotions, non-rational thinking. Cognitive: the logical, rational, thinking side of ourselves. Emotions or feelings can often impede clear, unambiguous communication. Language Words, by themselves, don't have meaning. People assign meaning to them. Culture We are each slightly different people. Recognize and overcome common obstacles and barriers to successful oral communication.

8. Learning Objective Chapter 5 Business Speaking Select a speaking topic, gather, and organize the support your speech will require Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication Determining Your Purpose Know your reasons for speaking. Have a clear idea of your objectives. Preparing for a Business Presentation Understanding Your Receiver Any speaker whose message, delivery, evidence, or style does not first consider the audience that will hear it is destined for failure.

9. Learning Objective Chapter 5 Business Speaking Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication What Makes People Listen? What's being said? Who's saying it? How is it being said? Analyzing the Occasion Words, metaphors, examples, support material, and delivery must reflect the mood of the occasion. Packaging counts and that people pay attention to style. Moods are infectious. Selecting An Appropriate Style Select a speaking topic, gather, and organize the support your speech will require

10. Learning Objective Chapter 5 Business Speaking Gather and Organize Support Gather and Organize Support Write and Revise Write and Revise Develop Visual Aids Rehearse Review Audience Feedback Evaluate Message/ Performanc e Evaluate Message/ Performanc e Determine Purpose Assess Your Receiver Analyze the Occasion Select Speaking Style Establish Your Objectives The Business Speaking Process

11. Learning Objective Chapter 5 Business Speaking Write and revise a basic informative, persuasive, or entertaining speech, using visual aids and speaking notes. Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication Developing a Business Presentation You must do your best to develop and deliver a talk that best meets the needs of those who will hear you speak. As a rule, the narrower the topic, the easier it will be to gather and organize your material Focusing Your Topic Establishing Objectives Your objectives must be directly related to your purpose for speaking. Informative? Persuasive ? Entertaining?

12. Learning Objective Chapter 5 Business Speaking Appreciate the importance of speaking skills in the communication process. Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication Your evidence should be topical, timely,accurate, believable, and complete. Different audience members will be moved by different types of support material, you should consider spreading your evidence. Gathering Support Include: Emotional support, facts, figures, and logic. Appeals to pride and pity, affection and anger, or fear and security might well convince those who are indifferent to logical or rational appeals. The sources of your support

13. Learning Objective Chapter 5 Business Speaking Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication Give your audience an easy-to-follow pattern that they can plug into and understand. Chronological: a time pattern often used with informative speeches Topical: divide your speech into major topics and sub-topics Geographic or Spatial: often used in informative speaking, this approach begins at the front and moves to the back Organizing Support Cause-and-Effect: Persuasive presentations often begin with a known effect and move to a probable cause Appreciate the importance of speaking skills in the communication process.

14. Learning Objective Chapter 5 Business Speaking Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication Problem-Solution: Begin with a known problem, then advocate a particular solution Organizing Support (continued) Writing Your Presentation The Introduction: To gain audience attention and encourage them to focus on your topic The Body of a Business Presentation: Refer to no more than three main points. Transitional Devices: essential for coherence and smooth flow between major points To add an idea, to give an example, to contrast, to compare, to begin a conclusion Appreciate the importance of speaking skills in the communication process.

15. Learning Objective Chapter 5 Business Speaking Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication (continued) Writing Your Presentation The Conclusion: to summarize the main conclusion to reinforce the main purpose for speaking to let the audience know the talk is about to end Revising Your Presentation Check the Language: Natural? Warm? Friendly? Check the Flow: Coherent? Smooth? Check the Bulk: Superfluous references? Check the Timing: Fits the “time window?” Check Your Argument: Point made? Appreciate the importance of speaking skills in the communication process.

16. Learning Objective Chapter 5 Business Speaking Improving Your Speaking Barriers to Oral Communication Preparing a Business Presentation Developing a Business Presentation Importance of Oral Communication Using Visual Aids Explain: Use pictures, drawings,photos, maps, charts, diagrams, graphs, and tables to show relationships, explain size, quality, and nature Reinforce: Repeat, reinforce, and augment Clarify: If you can’t easily say it, then show it Approval: Speech review and approval assure against misrepresenting the firm Appreciate the importance of speaking skills in the communication process.

17. Learning Objective Chapter 5 Business Speaking Receiving and Using Audience Feedback Introducing Another Speaker Evaluating Your Presentation and Improving Your Skills Delivering a Business Presentation Selecting a Method of Expression Manuscripted: word-for-word notes Memorized: least common, most troublesome Extemporaneous: thoroughly researched, tightly organized, well rehearsed, and spoken without a manuscript. Small note cards. Impromptu: unprepared, delivered on the spur of the moment Delivering a Business Presentation Preparing Your Final Text for Delivery Prepare a full manuscript for multiple events Appreciate the importance of speaking skills in the communication process.

18. Learning Objective Chapter 5 Business Speaking Develop Your Delivery Skills Rehearsing your presentation will: Limit your timing Improve transitions Identify “rough spots,” difficult words, and clumsy phrases Controlling Your Anxiety Pick a familiar subject Practice frequently Picture the audience as friends Position yourself to be free of tension Pace yourself as you present Receiving and Using Audience Feedback Introducing Another Speaker Evaluating Your Presentation and Improving Your Skills Delivering a Business Presentation Appreciate the importance of speaking skills in the communication process.

19. Learning Objective Chapter 5 Business Speaking Begin developing effective delivery skills. Prior to your speech... ask someone to listen carefully to your argument ask them to consider to your evidence ask them to comment on the organization of your material RECEIVING AND USING AUDIENCE FEEDBACK Receiving and Using Audience Feedback Introducing Another Speaker Evaluating Your Presentation and Improving Your Skills Delivering a Business Presentation

20. Learning Objective Chapter 5 Business Speaking Effectively introduce another speaker. INTRODUCING ANOTHER SPEAKER Keep it brief Keep it appropriate Keep it accurate Keep it interesting Keep it believable Receiving and Using Audience Feedback Introducing Another Speaker Evaluating Your Presentation and Improving Your Skills Delivering a Business Presentation Like a social introduction. It brings people together, establishes a friendly atmosphere, and creates interest.

21. Learning Objective Chapter 5 Business Speaking Evaluate your strengths and weakness in order to develop the speaking confidence you will need to succeed in business. Note the criticisms and observations that others make. Keep a list of errors, consult a writing book EVALUATING AND IMPROVING YOUR SPEAKING SKILLS Identifying Your Strengths and Weaknesses Beginning To Know Yourself Make your strengths work in your favor Eliminate or reduce weaknesses Be determined Receiving and Using Audience Feedback Introducing Another Speaker Evaluating Your Presentation and Improving Your Skills Delivering a Business Presentation

22. Learning Objective Chapter 5 Business Speaking The End Copyright © 2000 South-Western College Publishing Co.