CHAPTER 4 BUSINESS PRESENTATIONS AND PUBLIC SPEAKING

HHSM ZC417 MANAGERIAL COMMUNICATION 19 /8/2011 By Jayashree Mahesh

It usually takes me more than three weeks to

prepare a good impromptu speech Mark Twain, American humorist and author

Chapter Objectives
After reading this chapter you will be able to understand Presentations and speeches The importance of business presentation The basics of effective presentations The contents of an introduction, main text and conclusion The importance of verbal, vocal and visual elements in business presentations Various media used for presenting the visual contents Strategies for overcoming stage fright

Definitions
A business presentation is a formal talk delivered in a business context and environment to one or more people, which presents ideas or information in a clear and structured way. Public speaking is speaking formally to a group of listeners mostly heterogeneous

Difference Between Presentation And Public Speaking

Points of Difference Aim of Speakers Business presentations To give the audience what they know they need Public Speaking To give the audience what they believe they want

Type of Audience

Generally homogenous in Mostly heterogeneous terms of knowledge, area of academic/professional interest Complete details about the topic More More as the audience wishes to understand the topic thoroughly Do not expect a lot of details Less Less as a general understanding is desired by the audience

Expectations of Audience Amount of Information Level of Interaction

Reasons To Deliver A Presentation/Speech

To influence important decisions To establish an image The explain the importance of organizational change To present findings before a committee To attract media and public attention To dispel rumors The first four can be grouped under the category of presentations while the last two would be under the category of public speaking
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Factors That Influence The Contents Of Presentation/Speech

The following five factors influence the content of speech and how it is delivered Occasion Audience Purpose Thesis Material

Occasion
The factors that contribute to the occasion are Facilities venue, seating, light, acoustics, projection facilities Time refers to both time of the day and the duration of the talk Context events, recent happenings in organization

Audience
Audience analysis must take into account the following: Position, ranks , designations Personal preferences Demographic characteristics Number and size of the group Attitude towards the speaker

Purpose
A statement of purpose describes what is to be accomplished and helps to find at the end if it has been achieved. Can be broadly categorized as general and specific. General purpose can be divided into the following : To inform To persuade To entertain Specific purpose specifies : Who is to be influenced What you want them to think/do When and where it should be done
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Thesis
The thesis statement is the central or core idea of the presentation. It is a single statement that summarizes the message Reveals the exact purpose of the presentation

Material
This is used to elaborate the thesis statement May include company records, statistics and publications It needs to be structured and organized clearly

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Structure / Format Of The Presentation

The presentation should have the following format Introduction Should grab attention, introduce topic, contain a strategy for establishing credibility, preview your speech, establish rules for questions and have a smooth transition to the main text Main body Contains all topic/the entire matter organized into a logical sequence Conclusion contains signal, highlights, summary, closing statement/re-emphasis, a vote of thanks and invites questions

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Factors To Be Considered For Organizing The Main Body Of The Speech

Patterns Types of delivery Other elements like verbal, non verbal, vocal and visual elements

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Patterns
Chronological (Temporal) Spatial (Directional) Topical (categorical) Cause and Effect Problem solution Climactic

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Chronological Pattern
Points are arranged in the way in which they occurred or were observed Follows a set time pattern Suitable for an informative presentation Ex. Business process or procedure for developing a new product History and growth of company

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Spatial Pattern
Also known as locational or directional pattern Organizes material on the basis of how its is put together or where it is located physically Main points proceed from L to R, F to B, I to O, E to W etc Ex: Description of the company with the location of its various divisions Placement of equipment

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Topical Pattern
Most commonly used Applicable to every speech Topics and sub topics based on some logical themes Informative Ex: Benefits of a new inventory system

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Cause and effect pattern

Cause and Effect relationship Persuasive / Informative Ex: Deforestation Accidents IT Recession

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Problem and Solution Pattern

Existence and seriousness of a problem Workable solution Persuasive Ex:
Legal inefficiency Corruption

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Climactic Pattern
Items arranged in the order of least importance to most important Flexible pattern Ex: Presenting details of project accomplishments from basics to various stages.

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Types Of Delivery
Speaking from notes Speaking impromptu Reciting from memory Reading from a manuscript

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Supporting Material To Develop The Main Body

Definition - Explaining difficult terms with the help of simple terms Examples A brief reference that illustrates the point Analogy Process that shows how one idea resembles another Statistics Quantification of the main point Testimony Opinion of experts, peers or celebrities

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Visual Aids For An Effective Presentation

Lists and tables Charts and Graphs Objects and models Diagrams and photographs The media for presenting the visual aids can be: Flip charts and poster boards Transparencies Slides Handouts Presentation software
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Introduction To The Presentation

Purpose to create curiosity to intrigue the audience to motivate

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Components Of An Introduction
Attention Getters Thesis statement Audience Adaptation Credibility Preview Transition

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Attention Getters
Story Rhetorical Question Quotation Startling Statement Humor Shocking Statistics Reference to the audience Reference to the occasion

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Thesis Statement And Preview

Reveal ---Topic ---Purpose

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Audience Adaptation
Convince that the message is important/interesting to them Relate the messages to them Compliment them

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Credibility Statement
Competence extensive research life long interest in the issue personal experience Goodwill desire to help the audience

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Preview
Whats to be explained under each main topic Deliver it quickly and emphatically

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Tips While Creating A Speech

Consider a message based approach Be creative Mind map the speech

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Transition
From Introduction To Main body

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Tips For An Effective Introduction

Keep it relatively brief 10 to 20% As and when you prepare the body, look out for relevant information Be creative Prepare introduction after organizing main body Practice word by word till smooth Choose the best method for attention

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Conclusion
Closing Remarks Your last chance As much care as introduction
Signal the end Reinforce the central idea

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Signals To Be Used For Conclusion

Let your audience know Dont stop abruptly Phrases : One last thought, let me conclude by saying To sum up In the end Manner : Change in voice, pacing etc.
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Reinforce
Summarize End with a quotation Make a dramatic statement Refer to the introduction (combination also)

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Tips
Keep an eye for possible conclusion material Conclude with a bang not with a whimper Dont be long winded Work out everything

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Connective Devices
Create a clear flow Tie the speech together

y Transitions y Internal Previews y Internal summaries y Sign Posts

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Connective Devices
Transitions brief statements indicating shift in gear Internal Previews to preview parts of main points Internal Summaries reverse of I.P Sign Posts brief statements to show where you are

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Essential Characteristics Of A Good Presentation

There is a clear structure with an introduction, discussion and conclusion The presenter recognizes and matches the audiences needs, interest and level of understanding while discussing his ideas Facts and figures are visually represented in tables, graphs and charts and different colors are used to make the presentation vivid and interesting Humor and anecdotes may be employed to create a good relationship and connection with the audience The presenter speaks clearly and logically and uses body language effectively Questions are given serious attention and are regarded as essential part of the presentation
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Fear Of Public Speaking

Fear of speaking in front of groups is one of the greatest fears people have. Some surveys find people actually claiming that the thought of giving a speech is more frightening than falling off a cliff, financial difficulties, snakes and even death.

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Public Speaking Anxiety

y The fear or anxiety associated with actual

or anticipated communication as a speaker to an audience.

 Causes: Lack of Experience Feeling Different Being the Center of Attention

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Consequences of Public Speaking Anxiety

The consequences of public speaking anxiety can include everything from procrastination to poor speech performance.

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Coping With Nervousness

Despite nervousness, you can make it through your speech Listeners are not as likely to recognize your fear as you may think The better prepared you are, the better you will cope with nervousness The more experience you get in public speaking, the better you can cope with nervousness Experienced speakers learn to channel their nervousness Pick a topic you are comfortable with Take time to prepare fully
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Coping With Nervousness (Continued)

Try to schedule the speech at a time that is psychologically best for you Control your food and beverages Visualize successful speaking experiences Give yourself positive affirmations before approaching the podium Pause for a few second before you begin

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Strategies For Getting Started With Confidence

Prepare and Practice Modify Thoughts and Attitudes Visualize Success Use Relaxation Techniques Depersonalize the Speech Evaluation

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Prepare And Practice

Manage your time wisely Dont skimp on the research Discover as much about the audience and speaking environment as you can Rehearse the delivery of your speech

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Modify Thoughts And Attitudes

Regard your speech as a valuable, worthwhile, and challenging activity Remind yourself why public speaking is helpful personally, socially, and professionally View public speaking as an opportunity, not a threat.

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Visualize Success Visualizing

In the public speaking context, a process of mentally seeing oneself give a successful speech

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Use Relaxation Techniques

Stress-Control Breathing

A form of breathing in which the center of

breathing is felt on the stomach rather than on the chest y Stage One Inhale air and let your abdomen go out. Exhale air and let your abdomen go in y Stage Two As you inhale, use a soothing word such as calm or relax
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Depersonalize The Speech Evaluation

Being evaluated is a necessary part of a speech class Your concern as a speaker should be with your message, not yourself This will help to lessen your anxiety about presenting the speech Think of your speech as a conversation instead of a performance

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Natural Gestures
Practice some controlled, natural gestures that might be useful in enhancing your speech, Ex: holding up your index finger when starting your first main point

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Freedom To Walk
Walk around as you make some of your points, instead of standing behind the lectern the entire time. Movement relieves tension, and it helps to hold the audiences attention.

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Seek Pleasure In The Occasion

Giving a speech empowering. can be satisfying and

Depending on your goal, public speaking enables you to inform, persuade, entertain, or even console people.

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Conclusion
The audience understands nervousness, and will forgive nervousness and honest mistakes. Nervousness is usually invisible. Be yourself, relax, breathe deep. Practice with friends. Check out the room first and visualize yourself making the presentation. Begin with a slow, well prepared introduction, have a confident and clear conclusion.
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