Learning The Three P's of Oral Presentations: Preparation, Practice, and Presentation

Chapter 9
Learning the Three Ps of Oral Presentations: Preparation, Practice, and Presentation

Roebuck: Improving Business Communication, 4th edition. (c) 2006, Pearson Education, Upper Saddle River, NJ 07458. All Rights Reserved.
Learning Objectives
Understand why so many people fear oral presentations. State the 3 Ps of oral presentation. List and explain the three general purposes of presentations.
Relate how you analyze your audience.
Learning Objectives

Discuss how to organize your presentation. Distinguish between the different patterns for forming the main ideas.
Explain the different kinds of supporting material.

Identify how you construct the introduction and conclusion.
Learning Objectives

Outline a basic presentation. Describe how to develop visual aids. Spell out how to use a pointer. Express how to use up nervous energy.
Learning Objectives
Report actions to use during the introduction and the body of the presentation. List the guidelines for making team presentations. Recount how to handle the question and answer session. Explain when to use a multimedia presentation.
Three Ps of Oral Presentations

Preparation Practice
Presentation
Uses of Oral Presentation Skills
Informal Reports
In-House Proposals
Sales Proposals Recommendations Informal Briefings
Determining the General Purpose

Informing Persuading
Entertaining
Your Purpose
Persuading
Being an Effective Speaker Depends on: Providing facts and logical evidence
Being credible
Understanding the psychological needs of your listener
Analyzing the Audience

To tailor your message, you must know your audience.
Organizing the Presentation
Examine your topic.
Develop a thesis.
List your main points. Gather supporting material. Prepare introduction and conclusion.
Forming the Main Ideas
Topical Pattern
Spatial Pattern
Chronological Pattern Problem-Solution or Cause and Effect
Fears of Public Speaking
Fear of making embarrassing mistakes . Fear of damaging career or reputation. Fear of forgetting or freezing.. Fear of being dull or boring. Fear of looking nervous or petrified
Source: Edward Wakin, Speaking Frankly about Speech Phobias, Todays Office, 25 (5), p. 50, October 1990.
81% 77% 63% 58% 52%
Topical Pattern
Arranges main points by type or category.
Spatial Pattern
Arranges main ideas according to physical location and shows the relationships among them.
Chronological Pattern
Progresses from one given point in time to another. Commonly involves explaining steps.
Problem-Solving Pattern
Points out certain forces or causes and then discusses results or solutions.
Supporting Material
Quotations
Explanations Comparisons Illustrations Expert
Analogies
Examples Statistics
Opinions
The Introduction
1. Capture attention.
2. Show benefit to listeners.

3. State your qualifications.
4. Preview purpose and main points.
Developing Visual Aids

One Point Five Lines, Up to Seven Words Each Phrases Instead of Sentences Upper- and Lowercase Type Simple Typeface and Appropriate Colors
Why Use Visual Aids?

Enhance understanding. Add authenticity. Provide variety. Help speech have lasting impact. Can build speaker credibility.
Print Size for Flip Charts

Title3 Inches High Subtitles2 Inches High Other Text1 1/2 Inches High
Font Size for Transparencies

Title36 Point Subtitles24 Point Other Text18 Point
Font Size for Slides

Titles44 Point Subtitles40 Point Other Text32 Point
Font Size for Handouts

Titles18 Point Subtitles14 Point Other Text12 Point
Colors
Elegant (Expensive-Quality)
Gold, silver, copper black, chocolate, grey, maroon, and navy blue
Masculine
Black, silver, grey, purple, burgundy, brown, and dark green
Colors
Feminine
Pale blues, pale pinks, yellows, pale greys, and flesh colors
Fresh, Clean, Healthy
Daffodil yellow, bright blue, bright greens
Natural
Browns, oranges, reds, golds
Colors
Loud
Primary red, orange, green, purple, black, and white
Cool
Blue, green, pale yellow, pale pink, pale purple, and violet Red, orange, gold, deep yellow, and rich browns
Warm
Retaining Information
After 3 Hours
Heard Only Seen Only Heard and Seen 10% 72% 65% After 3 Days 70% 20% 85%
Using a Pointer
Face your audience when possible.
Dont play with your pointer.

Point at the screen. Dont leave your pointer on the projector.
When Presenting
Move but dont sway.
Move around the entire room, but dont pace.
Successful Speakers

Thoroughly prepare. Involve their audience. Creatively use quotes and music. Often use humor. Move around.
Questions and Answers
Anticipate questions and your response.
Know your subject and audience.

Practice your answers.
Repeat the question.

Keep your answer short.
Manage Your Body Language
Move toward the person who asked the question. Repeat the question so the entire audience knows the question. Stay focused on the person who asked with five seconds of eye contact.
Team Presentations
Plan together.
Divide the topics into logical and wellbalanced divisions. Practice together.
Team Presentations
Introduce team members.
Talk to your audience.

Stay within time limits.
Multimedia Presentations
Four Questions to Keep in Mind: Which technology should we include? How will we deliver the message? What technical expertise will be required? How much will we have to pay?

Learning The Three P's of Oral Presentations: Preparation, Practice, and Presentation

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Chapter 9

Learning the Three Ps of Oral Presentations: Preparation, Practice, and Presentation

Relate how you analyze your audience.

Explain the different kinds of supporting material.

Three Ps of Oral Presentations

Uses of Oral Presentation Skills

Determining the General Purpose

Understanding the psychological needs of your listener

Analyzing the Audience

Organizing the Presentation

Examine your topic.

Forming the Main Ideas

Fears of Public Speaking

81% 77% 63% 58% 52%

Explanations Comparisons Illustrations Expert

2. Show benefit to listeners.

4. Preview purpose and main points.

Developing Visual Aids

Why Use Visual Aids?

Print Size for Flip Charts

Font Size for Transparencies

Title36 Point Subtitles24 Point Other Text18 Point

Font Size for Slides

Titles44 Point Subtitles40 Point Other Text32 Point

Font Size for Handouts

Titles18 Point Subtitles14 Point Other Text12 Point

Black, silver, grey, purple, burgundy, brown, and dark green

Fresh, Clean, Healthy

Daffodil yellow, bright blue, bright greens

Browns, oranges, reds, golds

Primary red, orange, green, purple, black, and white

Face your audience when possible.

Dont play with your pointer.

Move but dont sway.

Move around the entire room, but dont pace.

Questions and Answers

Anticipate questions and your response.

Know your subject and audience.

Repeat the question.

Manage Your Body Language

Introduce team members.

Talk to your audience.

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