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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?
Analyze the situation Gather Information Select the right medium Organize the information
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?
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?
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?
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?
Can you think of examples where an audience would be supportive? How should you respond to a positive audience?
2.
Can you think of examples where an audience would be uninterested? How should you respond to an uninterested audience?
2.
Can you think of examples where an audience would be apprehensive? How should you respond to an uninterested audience?
2.
Can you think of examples where an audience would be hostile? How should you respond to a hostile 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)
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
Outline an effective introduction, body and close. Prepare visuals and supporting notes.
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
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
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
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
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.
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