Public Speaking and Oral Communication

Name: Public Speaking and Oral Communication
Uploaded: 2017-08-16T20:18:20+00:00
Duration: PTM22S53
Channel: Dina Daniel
Description: Public Speaking and Oral Communication

Public Speaking and Oral Communication
Business Communication Raymond V. Lesikar Marie E. Flatley Kathryn Rentz Chapter Fifteen Public Speaking and Oral Communication

MAKING FORMAL SPEECHES
The following techniques should help you in: Selection of the Topic Preparation of the Presentation Determination of the Presentation Method Consideration of Personal Aspects Audience Analysis Appearance and Physical Actions Use of Voice Use of Visuals (Graphics) A Summary List of Speaking Practices Team (Collaborative) Presentations Reporting Orally Copyright © McGraw Hill Irwin, 2013

15-3 Copyright © McGraw Hill Irwin, 2013
Selection of the Topic If topic is assigned, go with that If option to chose the topic is given, you must consider: Your knowledge on the topic Interest of your audience The occasion of the speech If topic is assigned, go with that If option is given to choose the topic, you must consider: Your knowledge on the topic Interest of your audience The occasion of the speech Copyright © McGraw Hill Irwin, 2013

Preparation of the Presentation
Introduction preview Opening Body Point A Point B Point C transition Conclusion confirm Closing Conduct research to get information you need Organize the information Greet the audiences Copyright © McGraw Hill Irwin, 2013

Introduction Prepare listeners to receive message Gain attention in the opening Some opening strategies: Give a human-interest story Use the technique of humor Use quotations, questions, and so on Use startling statement and statistic Pose an unanswered question Pose a rhetorical question Appeal to solve a common problem Cont. Copyright © McGraw Hill Irwin, 2013

Introduction Set up your subject With attention-gaining strategies tell your audience the subject of your speech Skip attention-gaining strategies, if audiences have interest in the topic In most cases, you should make a direct statement of your theme early in speech Sometimes taking a position early is undesirable Copyright © McGraw Hill Irwin, 2013

Body Organize the whole speech by factors and divide it into comparable parts In speeches, you are more likely to use factors rather than time, place, quantity as the basis of division Use transitions to connect divisions Copyright © McGraw Hill Irwin, 2013

Conclusion The ending usually (a) restate the subject, (b) summarizes key points, and (c) draws a conclusion. Present the concluding message in strong language Suggest an action Present a challenge Use a summarizing quote, humor etc. The ending usually (a) restate the subject, (b) summarizes key points, and (c) draws a conclusion. Present the concluding message in strong language and may do the following: Suggest an action Present a challenge Use a summarizing quote, humor etc. Copyright © McGraw Hill Irwin, 2013

Determination of the Presentation Method
Three methods of presentation Extemporaneous Most popular and effective method Thorough preparation, taking notes, and rehearsal are necessary Memorizing Most risky method Reading Difficult unless your are skilled Avoid reading aloud in a dull monotone Copyright © McGraw Hill Irwin, 2013

Consideration of Personal Aspects
Analyze yourself as a speaker because: Audiences take in not only the words you communicate but also what they see in you Work on the four characteristics of a speaker: Confidence Sincerity Thoroughness Friendliness Copyright © McGraw Hill Irwin, 2013

Building Your Confidence Prepare Extra Material Rehearse Think Positively Visualize Success Take a Few Deep Breaths Be Ready Even speakers with years of experience feel some anxiety about getting up in front of an audience. Nervousness shows that you care about your audience, your topic, and the occasion. Here are some ways to harness your nervous energy to become a more confident speaker. Prepare more material than necessary. Combined with a genuine interest in your topic, extra knowledge will reduce your anxiety. Rehearse. The more you know your material, the less panic you'll feel. Think positively. See yourself as polished and professional, and your audience will too. Visualize your success. Use the few minutes before you actually begin speaking to tell yourself you're on and you're ready. Take a few deep breaths. Before you begin to speak, remember that your audience is silently wishing you success. Be ready. Have your first sentence memorized and on the tip of your tongue. Be comfortable. If your throat is dry, drink some water. Don't panic. If you feel that you're losing your audience during your speech, try to pull them back by involving them in the action; ask for their opinions or pause for questions. Keep going. Things usually get better as you go. Get Comfortable Don’t Panic Keep Going Copyright © McGraw Hill Irwin, 2013

Audience Analysis Know your audience Size up the audience in advance Look for the size, gender, age, education, knowledge of the audience Analyze during the presentation Continue to analyze them Look at their facial expression, movements, noise, etc Copyright © McGraw Hill Irwin, 2013

Appearance and Physical Actions
What the listeners see and hear affects communication They see the following: Physical environment (stage, lighting, background) Personal appearance (appropriate dress, clean and well groomed) Posture (body shape, body erect) Walking (stepping confidently) Facial expressions (smiles, frowns, eye contact) Gestures (physical movement) Copyright © McGraw Hill Irwin, 2013

Appearing More Confident Don’t Rush Control Your Posture Vary Facial Expressions Maintain Eye Contact Use Appropriate Gestures Your Voice As you deliver your presentation, try to be aware of the nonverbal signals you're transmitting. Regardless of how you feel inside, your effectiveness greatly depends on how you look and sound. Well-delivered presentations start with your first minute at the podium, so don't rush. Once your presentation is under way, be particularly careful to maintain eye contact with your audience. Your posture is also important in projecting more confidence. Stand tall, with your weight on both feet and your shoulders back. Avoid gripping the lectern. In fact, you might step out from behind the lectern to help your audience feel more comfortable with you and to express your own comfort and confidence in what you're saying. Use your hands to emphasize your remarks with appropriate gestures. Meanwhile, vary your facial expressions to make the message more dynamic. Finally, think about the sound of your voice. Studies indicate that people who speak with lower vocal tones at a slightly faster than average rate are perceived as being more credible. Copyright © McGraw Hill Irwin, 2013

Use of Voice Good voice is a requirement of good speaking Four faults affect voice: Lack of pitch variation (talking in monotones) Lack of variation in speed Lack of vocal emphasis (lack of variation in pitch, pace and volume) Unpleasant voice quality (raspy, nasal) Improve through self-analysis and imitation Copyright © McGraw Hill Irwin, 2013

Answering Questions Focus on the Questioner Respond Appropriately Maintain Control Survive the Hot Seat When someone poses a question, focus your attention on that individual. Pay attention to body language and facial expression to help determine what the person really means. Be sure to answer the question you're asked. Don't sidestep it, ignore it, or laugh it off. Furthermore, don't say more than you need to if you want to have enough time to cover all the questions. Try to maintain control during the question-and-answer session by establishing some ground rules up front. Announce a time limit or question limit per person before you begin. Give as many audience members as possible a chance to participate by calling on people from different parts of the room. If a question ever puts you on the hot seat, remember to be honest, but keep your cool. Look the person in the eye, answer the question as well as you can, and try not to show your feelings. Don't get into an argument. In case your audience is too timid or hostile to ask questions, you might plant some of your own. If a friend or the meeting organizer gets the ball rolling, other people in the audience will probably join in. When the time allotted for your presentation is up, call a halt to the question-and-answer session, even if more people want to talk. Prepare the audience for the end by saying: "Our time is almost up. Let's have one more question." After you've made your reply, summarize the main idea of the presentation and thank people for their attention. Motivate Questions Conclude the Speech Copyright © McGraw Hill Irwin, 2013

Use of Visuals (Graphics)
Visuals help overcome the limitations of spoken words Guidelines for visuals to support speeches and oral reports: Use visuals for the hard parts of the message Select the types that do the best job Blend the visuals into your speech Organize the visuals as a part of your message Emphasize the visuals by pointing to them Talk to the audience, not the visuals Don’t block your audience’s view of the visuals Visuals help overcome the limitations of spoken words Plan for visuals to support speeches and oral reports and follow the guidelines: Use visuals for the hard parts of the message Select the types that do the best job Blend the visuals into your speech Organize the visuals as a part of your message Emphasize the visuals by pointing to them Talk to the audience, not the visuals Don’t block your audience’s view of the visuals Copyright © McGraw Hill Irwin, 2013

Types to Consider Non-projected Projected Poster Flip chart Presentation board Real object or model Chalkboard or whiteboard Photos Slides Overhead transparencies Opaque projections Videotape Computer projection Copyright © McGraw Hill Irwin, 2013

Selection Considerations
Delivery Environment Image Quality Audience Size Cost Preparation Ease Preparation Time Copyright © McGraw Hill Irwin, 2013

Techniques of Using Visuals
Make certain that everyone in the audience can see the visuals. Explain the visuals if necessary. Organize and plan the use of each visual. Talk to the audience--not the visuals. Avoid blocking the listeners’ view of the visuals. Copyright © McGraw Hill Irwin, 2013

A Summary of Speaking Practices
Organize speech logically Move surely and quickly to the conclusion Adapt language to your audience Articulate clearly and appropriately Speak correctly using good grammar and punctuation Be enthusiastic, alert, and confident Use your body language appropriately Be relaxed and natural Look at listeners Avoid excessive physical movement Use visuals when appropriate Keep control even when faced with hostile questions Copyright © McGraw Hill Irwin, 2013

TEAM PRESENTATIONS Group presentations require individual speaking skills plus planning for collaboration Plan for the content, order of presentation and each member’s part Plan for the physical factors Coordinate the type of delivery, use of notes, graphics, and styles and colors Copyright © McGraw Hill Irwin, 2013

TEAM PRESENTATIONS Plan for the physical staging Know where to sit or stand, how to adjust microphone, how to use visuals and how to enter and leave speaking area Plan closing and Q & A session Decide who will present the close and what will be said Plan to rehearse presentation During rehearsals, each should critique thoroughly each other’s contribution Copyright © McGraw Hill Irwin, 2013

REPORTING ORALLY Oral report is any presentation of factual information and interpretation using spoken word. They cover the most routine and informal reporting situations to highly formal and proper presentations Copyright © McGraw Hill Irwin, 2013

Three Differences Between Oral and Written Reports
Unique advantages and disadvantages Written reports permit more use of visual helps (paragraphing, punctuation and such); oral reports allow voice inflection, pauses, volume emphasis and the like. Reader control of written presentation Readers of a written report control the pace; oral reports permit the speaker to exercise greater control over the pace of presentation Emphasis on correctness in writing Written reports place more emphasis on correctness (grammar, punctuation) Copyright © McGraw Hill Irwin, 2013

Planning the Oral Report
First, determine your objective and state its factors Next, organize the report, using either direct or indirect order Divide the body based on your purpose, keeping the divisions comparable End the report with a final summary Copyright © McGraw Hill Irwin, 2013

PRESENTING VIRTUALLY A virtual presentation is one usually delivered from a desktop over the Internet to an audience located anywhere in the world where there is Internet access Usually speaker and audience can not see each other It can inform and persuade both on-site and remote users Copyright © McGraw Hill Irwin, 2013

Planning for Virtual Presentation
Before the delivery, speaker should plan for: Technology being used Announcements mailed to the audiences ahead of meeting System testing Assistance for presentation support from technical and non-technical sides Materials for early arrivers to view Copyright © McGraw Hill Irwin, 2013

Planning for Virtual Presentation
During the delivery, the speaker should: Plan interaction with polling or quizzing Take regular breaks for feedback and questions Be attentive to the feedback from the audience on speed of delivery In closing, the speaker should allow ample time for both questions and evaluation Copyright © McGraw Hill Irwin, 2013

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