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Chapter 15Chapter 15
Speaking SkillsSpeaking Skills
Mary Ellen Guffey, Business Communication: Process and Product, 4eCopyright © 2003
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 2
Preparing an Oral Preparing an Oral PresentationPresentation
Mary Ellen Guffey, Business Communication: Process and Product, 4e 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 Preparing an Oral PresentationPresentation
Mary Ellen Guffey, Business Communication: Process and Product, 4e 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 Preparing an Oral PresentationPresentation
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 5
• Organize the introduction.• Introduce your topic.• Preview the main points.
Preparing an Oral Preparing an Oral PresentationPresentation
Mary Ellen Guffey, Business Communication: Process and Product, 4e 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 Preparing an Oral PresentationPresentation
Mary Ellen Guffey, Business Communication: Process and Product, 4e 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 Preparing an Oral PresentationPresentation
Mary Ellen Guffey, Business Communication: Process and Product, 4e 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 Preparing an Oral PresentationPresentation
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 9
1. A promiseBy the end of this presentation, you will be able to . . . .
2. DramaTell a moving story; describe a serious problem.
3. Eye contactCommand attention at the beginning by making eye contact with as many people as possible.
Preparing an Oral Preparing an Oral PresentationPresentation
Nine Techniques for Gaining and Keeping Audience Attention
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 10
4. MovementLeave the lectern area. Move toward the audience.
5. QuestionsAsk for a show of hands. Use rhetorical questions.
6. DemonstrationsInclude a member of the audience.
Preparing an Oral Preparing an Oral PresentationPresentation
Nine Techniques for Gaining and Keeping Audience Attention
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 11
7. Samples/gimmicksAward prizes to volunteer participants; pass out samples.
8. VisualsUse a variety of visuals.
9. Self-interestAudience wants to know “What’s in it for me?”
Preparing an Oral Preparing an Oral PresentationPresentation
Nine Techniques for Gaining and Keeping Audience Attention
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 12
Designing and Using Designing and Using GraphicsGraphics
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 13
• 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 Designing and Using GraphicsGraphics
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 14
• Highlight the main ideas.• Focus on major concepts only.• Avoid overkill. Showing too many
graphics reduces effectiveness.• Keep all visuals simple.
Designing and Using Designing and Using GraphicsGraphics
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 15
• 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 Designing and Using GraphicsGraphics
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 16
• 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 Designing and Using GraphicsGraphics
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 17
• 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 Designing and Using GraphicsGraphics
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 18
Presentation EnhancersPresentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 19
• Overhead Projector• Cost: Low• Audience size: 2-200• Formality level: Formal or informal
Presentation EnhancersPresentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 20
• Flipchart• Cost: Low• Audience size: 2-200• Formality level: Informal
Presentation EnhancersPresentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 21
• Write-and-wipe Board• Cost: Medium• Audience size: 2-200• Formality level: Informal
Presentation EnhancersPresentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 22
• Slide Projector• Cost: Medium• Audience size: 2-500• Formality level: Formal
Presentation EnhancersPresentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 23
• Computer Presentation Slides• Cost: Low• Audience size: 2-200• Formality level: Formal or informal
Presentation EnhancersPresentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 24
• Handouts• Cost: Varies• Audience size: Unlimited• Formality level: Formal or informal
Presentation EnhancersPresentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 25
Overcoming Stage FrightOvercoming Stage Fright
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 26
• Stomach butterflies
• Pounding heart
• Shortage of breath
• Sweaty palms
• Dry throat
• Unsteady voice
• Trembling hands
• Wobbly knees
• Tied tongue
Overcoming Stage FrightOvercoming Stage Fright
Symptoms of Stage Fright
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 27
• 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 FrightOvercoming Stage Fright
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 28
• 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 FrightOvercoming Stage Fright
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 29
Effective Telephone Effective Telephone CallsCalls
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 30
• 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 voice-mail messages.
Effective Telephone Effective Telephone CallsCalls
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 31
• 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 Effective Telephone CallsCalls
Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 32
EndEnd
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