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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
2.
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.
1.
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.
2.
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.
3.
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.
4.
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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Table of Contents:
  1. COMMUNICATION:Definition of Communication, Communication & Global Market
  2. FLOW OF COMMUNICATION:Internal Communication, External Communication
  3. THEORIES OF COMMUNICATION:Electronic Theory, Rhetorical Theory
  4. THE PROCESS OF COMMUNICATION & MISCOMMUNICATION:Message
  5. BARRIERS IN EFFECTIVE COMMUNICATION /COMMUNICATION FALLOFF
  6. NON- VERBAL COMMUNICATION:Analysing Nonverbal Communication
  7. NON- VERBAL COMMUNICATION:Environmental Factors
  8. TRAITS OF GOOD COMMUNICATORS:Careful Creation of the Message
  9. PRINCIPLES OF BUSINESS COMMUNICATION:Clarity
  10. CORRECTNESS:Conciseness, Conciseness Checklist, Correct words
  11. CONSIDERATION:Completeness
  12. INTERCULTURAL COMMUNICATION
  13. INTERCULTURAL COMMUNICATION:Education, Law and Regulations, Economics
  14. INDIVIDUAL CULTURAL VARIABLES:Acceptable Dress, Manners
  15. PROCESS OF PREPARING EFFECTIVE BUSINESS MESSAGES
  16. Composing the Messages:THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES
  17. THE APPEARANCE AND DESIGN OF BUSINESS MESSAGES:Punctuation Styles
  18. COMMUNICATING THROUGH TECHNOLOGY:Email Etiquette, Electronic Media
  19. BASIC ORGANIZATIONAL PLANS:Writing Goodwill Letters
  20. LETTER WRITING:Direct Requests, Inquiries and General Requests
  21. LETTER WRITING:Replies to Inquiries, Model Letters
  22. LETTER WRITING:Placing Orders, Give the Information in a Clear Format
  23. LETTER WRITING:Claim and Adjustment Requests, Warm, Courteous Close
  24. LETTER WRITING:When The Buyer Is At Fault, Writing Credit Letters
  25. LETTER WRITING:Collection Letters, Collection Letter Series
  26. LETTER WRITING:Sales Letters, Know your Buyer, Prepare a List of Buyers
  27. MEMORANDUM & CIRCULAR:Purpose of Memo, Tone of Memorandums
  28. MINUTES OF THE MEETING:Committee Members’ Roles, Producing the Minutes
  29. BUSINESS REPORTS:A Model Report, Definition, Purpose of report
  30. BUSINESS REPORTS:Main Features of the Report, INTRODUCTION
  31. BUSINESS REPORTS:Prefatory Parts, Place of Title Page Items
  32. MARKET REPORTS:Classification of Markets, Wholesale Market
  33. JOB SEARCH AND EMPLOYMENT:Planning Your Career
  34. RESUME WRITING:The Chronological Resume, The Combination Resume
  35. RESUME & APPLICATION LETTER:Personal Details, Two Types of Job Letters
  36. JOB INQUIRY LETTER AND INTERVIEW:Understanding the Interview Process
  37. PROCESS OF PREPARING THE INTERVIEW:Planning for a Successful Interview
  38. ORAL PRESENTATION:Planning Oral Presentation, To Motivate
  39. ORAL PRESENTATION:Overcoming anxiety, Body Language
  40. LANGUAGE PRACTICE AND NEGOTIATION SKILLS:Psychological barriers
  41. NEGOTIATION AND LISTENING:Gather information that helps you
  42. THESIS WRITING AND PRESENTATION:Write down your ideas
  43. THESIS WRITING AND PRESENTATION:Sections of a Thesis (Format)
  44. RESEARCH METHODOLOGY:Studies Primarily Qualitative in Nature
  45. RESEARCH METHODOLOGY:Basic Rules, Basic Form, Basic Format for Books