Chapter 9
Learning the Three P’s of Oral
Presentations: Preparation,
Practice, and Presentation
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Learning Objectives
•
Understand why so many people fear
oral presentations.
•
State the 3 P’s of oral presentation.
•
List and explain the three general
purposes of presentations.
•
Relate how you analyze your
audience.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Learning Objectives
•
Discuss how to organize your presentation.
•
Distinguish between the different patterns for
forming the main ideas.
•
Explain the different kinds of supporting material.
•
Identify how you construct the introduction and
conclusion.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Learning Objectives
•
Outline a basic presentation.
•
Describe how to develop visual aids.
•
Spell out how to use a pointer.
•
Express how to use up nervous energy.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Learning Objectives
•
•
•
•
Report actions to use during the
introduction and the body of the
presentation.
List the guidelines for making team
presentations.
Recount how to handle the question and
answer session.
Explain when to use a multimedia
presentation.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Three P’s of Oral Presentations
•
Preparation
•
Practice
•
Presentation
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Uses of Oral Presentation Skills
•
Informal Reports
•
In-House Proposals
•
Sales Proposals
•
Recommendations
•
Informal Briefings
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Determining the General
Purpose
•
Informing
•
Persuading
•
Entertaining
Your Purpose
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Persuading
•
Being an Effective Speaker Depends on:
• Providing facts and logical evidence
•
Being credible
•
Understanding the psychological needs
of your listener
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Analyzing the Audience
To tailor your message, you must
know your audience.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Organizing the Presentation
•
Examine your topic.
•
Develop a thesis.
•
List your main points.
•
Gather supporting material.
•
Prepare introduction and conclusion.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Forming the Main Ideas
•
Topical Pattern
•
Spatial Pattern
•
Chronological Pattern
•
Problem-Solution or Cause and Effect
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Fears of Public Speaking
•
•
•
•
•
Fear of making embarrassing mistakes…
.
Fear of damaging career or reputation….
Fear of forgetting or freezing……………..
Fear of being dull or boring……………….
Fear of looking nervous or petrified………
81%
77%
63%
58%
52%
Source: Edward Wakin, “Speaking Frankly about Speech Phobias,” Today’s Office,
25 (5), p. 50, October 1990.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Topical Pattern
Arranges main points by type or
category.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Spatial Pattern
Arranges main ideas according to
physical location and shows the
relationships among them.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Chronological Pattern
•
•
Progresses from one given point in time
to another.
Commonly involves explaining steps.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Problem-Solving Pattern
Points out certain forces or causes and
then discusses results or solutions.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Supporting Material

Quotations
 Explanations

Analogies
 Comparisons

Examples
 Illustrations

Statistics
 Expert
Opinions
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
The Introduction
1. Capture attention.
2. Show benefit to listeners.
3. State your qualifications.
4. Preview purpose and main points.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Developing Visual Aids
•
•
•
•
•
One Point
Five Lines, Up to Seven Words Each
Phrases Instead of Sentences
Upper- and Lowercase Type
Simple Typeface and Appropriate Colors
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Why Use Visual Aids?
•
Enhance understanding.
•
Add authenticity.
•
Provide variety.
•
Help speech have lasting impact.
•
Can build speaker credibility.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Print Size for Flip Charts
•
Title—3 Inches High
•
Subtitles—2 Inches High
•
Other Text—1 1/2 Inches
High
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Font Size for Transparencies
•
Title—36 Point
•
Subtitles—24 Point
•
Other Text—18 Point
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Font Size for Slides
•
Titles—44 Point
•
Subtitles—40 Point
•
Other Text—32 Point
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Font Size for Handouts
•
Titles—18 Point
•
Subtitles—14 Point
•
Other Text—12 Point
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Colors
•
Elegant (Expensive-Quality)
•
•
Gold, silver, copper black, chocolate, grey,
maroon, and navy blue
Masculine
•
Black, silver, grey, purple, burgundy, brown,
and dark green
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Colors
•
Feminine
•
•
Fresh, Clean, Healthy
•
•
Pale blues, pale pinks, yellows, pale greys,
and flesh colors
Daffodil yellow, bright blue, bright greens
Natural
•
Browns, oranges, reds, golds
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Colors
•
Loud
•
•
Cool
•
•
Primary red, orange, green, purple, black,
and white
Blue, green, pale yellow, pale pink, pale
purple, and violet
Warm
•
Red, orange, gold, deep yellow, and rich
browns
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Retaining Information
After
3 Hours
After
3 Days
Heard Only
10%
70%
Seen Only
72%
20%
Heard and Seen
65%
85%
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Using a Pointer
•
Face your audience when possible.
•
Don’t play with your pointer.
•
Point at the screen.
•
Don’t leave your pointer on the projector.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
When Presenting
•
Move but don’t sway.
•
Move around the entire room, but
don’t pace.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Successful Speakers
•
Thoroughly prepare.
•
Involve their audience.
•
Creatively use quotes and music.
•
Often use humor.
•
Move around.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Questions and Answers
•
Anticipate questions and your response.
•
Know your subject and audience.
•
Practice your answers.
•
Repeat the question.
•
Keep your answer short.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Manage Your Body Language
•
Move toward the person who
asked the question.
•
Repeat the question so the entire
audience knows the question.
•
Stay focused on the person who
asked with five seconds of eye
contact.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Team Presentations
•
Plan together.
•
Divide the topics into logical and wellbalanced divisions.
•
Practice together.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Team Presentations
•
Introduce team members.
•
Talk to your audience.
•
Stay within time limits.
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Multimedia Presentations
•
Four Questions to Keep in Mind:
• Which technology should we include?
• How will we deliver the message?
• What technical expertise will be
required?
• How much will we have to pay?
Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.