ORAL PRESENTATION:Planning Oral Presentation, To Motivate

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Lesson 38

ORAL PRESENTATION

Successful Oral Presentation

In your personal life and in the world of business, you orally communicate with your customers,

colleagues, associates, superiors, employees, employers and others. But this communication does not need

any special preparation as this is simply a face to face conversation in which you can convey your message

very easily and without any hesitation. However, at certain occasion you have to talk to a big audience such

as employees to convince to do hard work and customer to trust you..

Presentation

This action of communication in which one speaker is doing most of the sending and a number of

listeners are doing most of the receiving is known as oral presentation

Successful oral presentation creates mutual understanding.

Successful Oral Presentation

An oral presentation creates mutual understanding between audience and speaker so you will have

to give yourself some time to improve your oral presentation skills. For oral presentations, you need the

different steps to be effective in your oral presentation.

· Stages for preparing oral presentations.

· Types of oral presentations.

· Art of delivering the oral message.

· Delivering the speech.

· Nonverbal delivery.

Three main steps

The Three Step Oral Presentation Process

Regardless of your job or the purpose of your presentation, you will be more effective if you adopt

an oral presentation process that follows these threes steps:

1. Planning your presentation

2. Writing your presentation

3. Completing your presentation

The content and style of speeches and presentations vary, depending on your purpose.

Planning Oral Presentation

Planning oral presentations is much like planning any other business message: it requires analyzing

your purpose and your audience, investigating necessary information, and adapting your message to the

occasion and your audience so that you can establish a good relationship.

The four basic purposes for giving a presentation are to inform, to persuade, to motivate, and to

entertain. Here are sample statements of purpose for business preventative:

To Inform

Here your objective is to clarify, explain a process. As teacher, delivers a lecture to inform. In brief, at

the conclusion of your message you hope your listeners have a better comprehension of an issue, an idea, a

process, a procedure that you have talked about.

Planning Oral Presentation

· To inform the accounting department of the new remote data-access policy

To explain to the executive committee the financial ramifications of OmniGroup's takeover offer

To Persuade

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Gaining willing acceptance of an idea is objective to persuasion. Note that the key word here is

willing. Your goal is that after you have finished your presentation, listeners will accept your proposal. You

hope they will do as you ask them to do.

To persuade potential customers that our bank offers the best commercial banking services for

their needs

To Motivate

To motivate the sales force to increase product sales by 10 percent.

Gear the content, organization, and style of your message to your audience's size, background, attitudes,

and interests.

Audience analysis

Audience Analysis

A. Determine audience size and composition

1. Estimate how many people will attend.

2. Consider whether they have some political, religious, professional, or other affiliation in common.

3. Analyze the mix of men and women, age ranges, socioeconomic and ethnic groups, occupations,

and geographic regions represented.

Predict the audience probable reation.

B. Predict the audience's probable reaction

1. Analyze why audience members are attending the presentations

2. Determine the audience's general attitude toward the topic: interested, moderately interested,

unconcerned, open-minded, or hostile.

4. Analyze the mood that people will be in when you speak to them.

3. Find out what kind of backup information will most impress the audience: technical data, historical

information, financial data, demonstrations, samples, and so on.

4. Consider whether the audience has any biases that might work against you.

5. Anticipate possible objections or questions.

Gauge the audience's understanding.

C. Gauge the audience's level of understanding.

1. Analyze whether everybody has the same background and experience.

2. Determine what the audience already knows about the subject

3. Decide what background information the audience will need to better understand the subject.

4. Consider whether the audience is familiar with your vocabulary.

5. Analyze what the audience expects from you.

6. Think about the mix of general concepts and specific details you will need to present.

Defining main idea

Main Ideas or Content

Brainstorm your ideas first. Then decide which ideas are more relevant and appropriate to your

audience and to your objective. Carryout any research that is necessary. Be selective, your first list of ideas

may be disorganized. Later you can select those ideas that are workable. Don't think this initial structure will

be your final version.

Step 2: Writing Oral Presentation

The main idea points out how the audience can benefit from your message.

Convince audience that reorganizing the data-processing department will improve customer service and

reduce employee turnover

· Convince audience that we should build a new plant in Lahore to eliminate manufacturing

bottlenecks and improve production quality

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Address audience's concerns regarding a new employee health-care plan by showing how the plan

will reduce costs and improve the quality of care

Limit your scope

Effective presentation focuses on audience's need but also tailor messages to the time allowed

Limit Your Scope

· In one minute, the average speaker can delivery about one paragraph or 125 to 150 words.(7500 to

9000 wph)

· Fit your oral presentation to the time allotted.

· Introduction

· Conclusion

· Time to each point

· 10 minutes presentation / one hour

Choose your approach

Choose Your Approach

With a well defined idea you begin to arrange your message

Choose Your Approach

· Structure a short oral presentation like a letter or a memo

· Organize language speeches and presentations like formal reports.

· For bad news or persuasive plan to arouse interest or give a preview

Long presentation

Long presentation: If purpose is to entertain Motivate or inform

Use direct order and a structure imposed naturally by the subject.

Importance, sequence, chronology, spatial orientation, geography or category.

If you purpose is to analyze, persuade or collaborate organize your material around conclusions and

recommendation or around a logical arguments.

Use direct order if the audience is receptive use indirect if you expect resistance.

Regardless of the length of your presentation, bear in mind that simplicity of organization is

valuable in oral presentation. (outline)

Step 2: Writing Oral Presentation

Prepare Your Outline

A Carefully prepared outline can be more than just the starting point for composing a speech or

presentation it will help your stay on task. You can use your outline to make sure your message

accomplishes its purpose to help your keep your presentation both audience-centered and within the

allotted time. If you plan to deliver your presentation from notes rather than from a written text, your

outline can also become your final "script".

Outline will serve you speaking notes

The heading should be complete sentences or lenthy phrase not one two word

Include visual aid

Use transmittal sentences Outlines can help you compose your presentation and stay on task.

Decide on style

Chose your style to fit the occasion your audience size subject purpose

Decide on an Appropriate Style

· Use a casual style for small groups; use a formal style for large groups and important events.

· In both formal and informal presentations, keep things simple.

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Developing Your Oral Presentation

How formal presentations differ form formal reports:

More interaction with the audience

Use of nonverbal cues to express meaning

Less control of contents

Greater need to help the audience stay on track

Introduction

· The introduction must capture attention, inspire confidence, and preview the contents.

Arousing Audience Interest

· To capture attention, connect your topic to your listeners' needs and interests.

· Match the introduction to the tone of your presentation

Body

Limit the body to three or four main points

Help your audience follow your presentation by using clear transitions between sentences and

paragraphs, as well as between major sections.

Emphasize your transition by repeating key ideas, using gestures, changing your tone of voice, or

introducing a visual aid.

Holding Your Audience's Attention

· Relate your subject to your audience's needs.

· Anticipate your audience's questions

· Use clear, vivid language

· Explain the relationship between your subject and familiar ideas.

Close

To close should leave a strong and lasting impression

Restating Your main Points

Summarize the main idea, and restart the main points

Increase the overall level of compensation

Install a cash bonus program

Offer a variety of stock-based incentives

Improve our health insurance and pension benefits

By making these improvements, we can help your company cross the threshold of growth into the

major leagues.

Describing the Next Steps

· Be certain that everyone agrees on the outcome and understands what should happen next.

· Make your final words memorable

· Completing oral presentation

· Evaluate he content of your message

Edit for clarity, Besides mastering

the art of delivery

preparing to speak

overcoming anxiety

handling questions responsibility

Types of Oral Presentations

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The effectiveness of your presentation largely depends on how it is delivered. Following are four

main delivery methods, you can choose according to need and situation.

Extemporaneous

This method of delivery is very carefully planned and practiced. In it, the speaker, makes a

presentation with the help of an outline, note cards, or visual aid. It is very popular and effective method of

delivering a speech. In this way the speaker can glance at his notes, keep eye contact and speak in a natural,

conversational tone.

Reading

In this method the whole presentation is read aloud. It helps a speaker when the presentation has

technical or complex topic. If you choose to read your speech, practice enough so that you can still have eye

contact with your audience, otherwise, your speech may become boring.

For reading, some speakers use a page style similar to a TV script, leaving a left margin of about

one-third of the page. In that wide margin are pronunciation aids or suggestions as to where to look in an

audience.

Memorization

Few speakers today memorize complete speeches. However, it can be useful for short speeches. In

case of a long speech, often the first few words of a statement can be memorized. This technique may

sound like a robot. Besides, forgetting a single line may cause disaster.

Impromptu

It means a speech made without any preparation or made on the spur of the moment. In so many

situations you are asked to make a speech or offer your comments, when you're asked to speak "off the

cuff", take a moment or two to think through what you're going to say. Avoid the temptation to beat about

the bush.

You may feel a bit of stage fright at the time of delivering the speech. In addition to the stages

mentioned above, you should focus on the following aspects to decrease stage fright.

Show Confidence

You will be nervous at the beginning of your presentation. Don't worry most people are nervous.

Try not to speak too fast during the first couple of minutes. This is the time you establish your rapport with

the audience. Remember your first impressions are very important. You may find it helpful to memorize

your introduction. Move during the speech. Some movements hold audience attention. If you're seated,

shift position in your chair or gesture a bit more with your arms.

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