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Business Communication

MGT 5200
Oral Presentations

Oral Presentations
Scenario:
You are a management consultant specializing in strategic HR. You have been invited by RHB Islamic Bank of Malaysia to give a one-day presentation to 300 bank employees on the topic of Managing Generation Y in the Modern Organization.

What will you need to find out from the organization in order to prepare for this presentation?

Oral Presentations A Three Step Process


1. PLANNING 2. WRITING 3. COMPLETING

Analyze the situation Gather Information Select the right medium Organize the information

Adapt to your audience

Revise the message

Compose your presentation

Master your delivery

Prepare to speak Overcome anxiety

Oral Presentations A Three Step Process


1. PLANNING
Analyze the situation Define your purpose and develop a profile of the audience including emotional states and language preferences Determine audience needs and obtain the information necessary to meet those needs Choose the best medium or combination of media for delivering the presentation such as support materials Define your main idea, limit your scope, verify timing, select a direct or indirect approach and outline your content

Gather Information Select the right medium

Organize the information

Oral Presentations Step 1: Planning


Analyze the situation
Your daughter has just got married and the 150 wedding party guests are in the hotel restaurant soon to have dinner. As father of the bride, you are going to give a 10 minute speech on behalf of the married couple to the guests

Questions
1. What is the purpose of your presentation? 2. What would be your profile of the audience? 3. What would be the emotional state of the audience? 4. What would be their language preferences?

Oral Presentations Step 1: Planning


Gather Information
You are the Vice President of Academic Affairs at KIMEP. You are going to give a 30 minute presentation to 18 new faculty who have just joined KIMEP from around the world on KIMEPs Code of Conduct policies

Questions
1. What are the needs of your audience? 2. What information will you need to satisfy those needs? 3. What challenges do you see with this presentation? 4. It could be dull. How would you maintain audience interest?

Oral Presentations Step 1: Planning


Select the Right Medium
You own a real estate company that specializes in selling investment (rental) properties to private individuals. You are holding an information evening where you will present for 2 hours on Investing in Real Estate to grow your wealth. Your audience will be a diverse range of mums and dads. Your purpose is to attract new investors.

Questions
1. What will be the best medium to deliver the presentation? 2. What aids will you use? 3. What would be the venue and how would you set it up? 4. How will you engage / involve the audience?

Oral Presentations Step 1: Planning


Organize the Information
You are director of a small office supplies company with 30 employees. Stock (paper, pens, folders, etc) is being stolen by some unknown staff members from the store rooms. You have noticed this for a few weeks. You have called a staff meeting to deal with this issue.

Questions
1. What will be the main idea / point of your speech? 2. What will be your scope (what to say / not to say)? 3. How long should this take? 4. Will you take a formal or informal approach?

Oral Presentations Types of Audience


5 types of audience If you do enough public speaking you will soon discover that there are different types of audience The 5 main types are: Supportive; Interested but neutral; uninterested; apprehensive; hostile A good presenter knows how to respond to and manage each audience type.

Oral Presentations Types of Audience


The supportive audience These audiences are happy to see you! They welcome you, are positive and want to engage with you and your message. Often they have been looking forward to your presentation
1. 2.

Can you think of examples where an audience would be supportive? How should you respond to a positive audience?

Oral Presentations Types of Audience


The supportive audience Mirror their behaviours: be positive, upbeat, excited Provide enough information to confirm their belief in you and your messagebut not hard sell Speak in a relaxed, open and confident (but not cocky) manner

Oral Presentations Types of Audience


The interested but neutral audience These audiences are interested in your message (and maybe you) but not sure if they will believe it or agree with it 1. Can you think of examples where an audience would be interested or neutral? 2. How should you respond to an interested yet neutral audience?

Oral Presentations Types of Audience


The interested but neutral audience Build your credibility early with them (how can you build credibility?) Address possible objections and questions as you move along to show confidence and respect Be confident in your message but open to criticism and objections

Oral Presentations Types of Audience


The uninterested audience These audiences dont care about you or what you have to say. The topic is not something they want to know about They are switched-off when they come in the room and will be easily distracted. They are praying for the end
1.

2.

Can you think of examples where an audience would be uninterested? How should you respond to an uninterested audience?

Oral Presentations Types of Audience


The uninterested audience Think how you can get their interest and attention (a good story, humour, a game or activity, use of interesting aids) Engage them in discussion, questions, challengesget them out of their seats Have small gifts for good answers, walk around the room, use lots of eye contact Move from topic to topic quite quickly

Oral Presentations Types of Audience


The apprehensive audience These audiences are worried about what you have to say They might be intimidated by your position / authority They will be nervous, agitated maybe even fearful
1.

2.

Can you think of examples where an audience would be apprehensive? How should you respond to an uninterested audience?

Oral Presentations Types of Audience


The apprehensive audience Dont try to be too funny; treat their fears with respect Acknowledge fears / anxiety and legitimize it Share any good news immediately or set a calm, gentle tone to ease peoples emotions If theres no good news be indirect about the bad newslet them get used to you and the situation first

Oral Presentations Types of Audience


The hostile audience These audiences are angry or they oppose you / your message They will be defensive, tense and easily upset They could be looking for things to disagree with or argue aboutoften not constructively
1.

2.

Can you think of examples where an audience would be hostile? How should you respond to a hostile audience?

Oral Presentations Types of Audience


The hostile audience Be serious, careful with your words and very respectful. Use active listening and directly address objections Be fully prepared and come along knowing the likely contentious issues Be calm, rational, direct and candid Acknowledge the legitimacy of opposing views and accept you are not perfect / always right

The Shadow Audience

Sometimes we also have a shadow audience listening to our speeches. These people are not the primary, intended audience but they are present: Dr. Bang addresses the KIMEP faculty and students but the media is present The university chancellor addresses graduating students at the graduation ceremony and parents are also there A trainer presents a course to invited delegates in a hotel and hotel staff (tech support; events manager; security; hospitality) are around

Business Communication
MGT 5200
Oral Presentations (continued)

Oral Presentations A Three Step Process


2. WRITING

Adapt to your audience

Be sensitive to their needs and expectations. Use bias-free language and build a relationship with the audience. Adjust your delivery to suit the situation

Compose your presentation

Outline an effective introduction, body and close. Prepare visuals and supporting notes.

Adapt to your audience


Use simple, familiar language Be polite, professional and courteous Use the room well, make sure you can be heard Respect their time. Dont talk for 30 minutes if you told them it would be 15minutes Involve the audience but dont force participation Sense the mood and adjust your style

Prepare for the unexpected


You have just started a 20 minute presentation to your companys 110 union workers on changes to the overtime rules. You prepared a friendly, relaxed approach for your presentation. As you begin you notice people seem angry, resentful and defensive. It seems they do not like you or your message. How could you change your speech to better deal with the feelings of the audience?

Compose your presentation


A presentation, like an essay, has three distinct and important parts: Introduction Body Conclusion You wont write a presentation word-for-word, but it will still have these three parts.

The Introduction
What is the purpose of an introduction in oral presentations?

The Introduction
The introduction is critical. If it is boring, you will quickly loose your audience. You should begin with something that will immediately arrest their attention. What could you do / say that will get everybody focused on your presentation

The Introduction
You can capture your audiences interest by:

An appropriate / relevant joke An anecdote or short story Stating an amazing fact Having an unusual / interesting prop Asking an interesting question Energized body language / movement

An Example
Imagine you must give your employees a presentation about saving money for their retirement through the company superannuation plan. It could be boringbut you could begin:

If somebody offered to give you $200,000 in exchange for just $40 per week would you be interested? Thats what you could expect if you join our voluntary retirement savings plan

An Example
Imagine you must give a presentation to a womens club on a new mattress cleaning machine you are trying to sell: Every night you share your bed with 1,000,000 of these bugsbut you dont have to

An Example
Imagine you are a senior manager for a recruitment firm placing unemployed people in jobs. To motivate your consultants at a team meeting you could begin

Six Million Americans are out of work and they are ALL potential customers
or Six Million Americans are seeking your helpare you ready?

Your Example
Imagine you are the Ethics Coordinator for your company. You have just written a new ethics code and will present to the senior executive. They are busy people with a packed agenda and you have just 10 minutes to sell your idea. How will you begin?

The Body
What should be in the body of an oral presentation?

The Body

A discussion of the main points of the presentation Use transitional words to link ideas together. For example; because of this, therefore, following on from this, in addition Before moving to a new topic, summarize and then preview what you will look at next. The introduction has gained the audiences attention, now you need to hold it as you move through the presentation

The Body Holding the audiences attention


Ask for opinions and personal experiences Use stories, real examples to illustrate points Tie your content to common experiences people can easily relate to Use visuals (pictures are good) to bring the presentation alive If possible, get people to do short activities or discuss something in a small group. Any form of participation is useful

The Conclusion

Be sure to bring the presentation to a close Summarize key points Finish with a powerful quote or idea Invite any questions Thank your audience for their time / participation

Oral Presentations A Three Step Process


3. Completing

Revise your message Master your delivery

Evaluate content and speaking notes

Chose your delivery mode and practice your presentation Verify equipment, room set up, numbers for audience etc Be as confident as you can

Prepare to speak

Overcome anxiety

Revise the Message


Check that notes make sense, are easy to read and well organized Evaluate the content: is your key message clear, is your language appropriate, are the slides consistent and easy to understand?
Remember, once you get in front of the audience it is not late to start organizing. You need to be ready.

Master the Delivery


Decide whether you will:

Memorize the presentation (no notes) Use shorthand notes (prompt words, phrases) Read full notes word-for-word With your neighbor, discuss the advantages / disadvantages of each and give an example where each approach might be best

Prepare to Speak
The best thing to do here is have a pre-prepared checklist of all the things you need to check before the presentation. For example: venue cleanliness and size, sound system, data projector, copies of handouts, seating arrangements, refreshments, lighting, access to the room/venue.

Overcoming anxiety
How could you tell if a presenter was nervous?
People behave differently when they are nervous / afraid What do you do when you are nervous? How do you overcome nerves?

Overcoming anxiety

Be as prepared as you can Have more material than you are likely to need Arrive at the venue early and get set up in quiet Deep, slow breathing or listening to music before you begin may help No matter how you feel, project confidence and calm in your mannerthe audience will believe it Have water. It is a prop to give a few seconds thinking time Never panic, give yourself time to do it your way Keep it in perspective, its just a presentation

Dealing with Difficult / Disruptive People


It is a fact of life that, if you give presentations, you will encounter from time to time people who want to be difficult.
But dont worry; there are ways to deal with all types of difficult people. Great presenters do not let difficult people hijack their presentation. The objective is to deal with tough people and keep going.

Types of Difficult People


In what ways can people be disruptive / difficult during presentations?

Types of Difficult People


What strategies can you think of to effectively deal with difficult people? What strategies would NOT be a good way to deal with difficult people?

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