ORAL PRESENTATION OF WRITTEN REPORTS

Lecture 5 Dr. Mohammed Kabirul Islam

ORAL PRESENTATION
Every day one communicates with
Customers Colleagues Associates Supervisors Employees Employers

To be effective , one must master the art of

Rhetoric Persuasion Oral presentation

ISSUES IN IMPROVING ORAL PRESENATION

Methods of preparation of effective oral presentation Kinds of oral presentation Ways of delivering the presentation Strategies for effective oral delivery Strategies for effective non verbal delivery

STEPS FOR PREPARING ORAL PRESENTATION

Determine purpose Analyze audience and occasion Select main ideas for the message Research topic Organize data and write draft Create visual aids Rehearse the talk

DETERMINE THE PURPOSE

Goal of communication
Inform: (Objective: to give listeners better comprehension of an issue, idea or process)
Clarify Secure understanding Explain

Persuade: Objective: to make listeners

Accept proposal Accept claim They will do as asked

Entertain: Objective: entertainment through

Wit Humor Stimulating statements

ANALYZE THE AUDIENCE

Message must be adapted to the audience. For this purpose one needs to know the audiences
Size Range Occupation Interests Goals

Select Main Ideas of Message

Select
Main theme Core ideas

Initially ideas are

Disorganized Haphazard

Select those ideas that are

Workable Offer unified theme

Subsequently gather additional ideas in support of core ideas

RESEARCH TOPIC
Research for collecting
Facts Data information

Research results in
Dropping some initial ideas Adding new ones

 Gather information Order/sequence/arrange information Form initial outline and write the following
Introduction

ORAGANIZE DATA AND WRITE THE DRAFT

Opening remarks, preface, greetings Clearly state purpose of speech Layout agenda of talks giving audience clear understanding of major topics to be covered

Body (text or discussion): Include

Evidence Data Supporting logic examples

Summary or conclusion
Remind audience of main ideas covered in talk If you conclude, give inferences drawn from the data Give an ending or closing to your remarks

REHEARSE THE TALK

Purpose: To become more comfortable with the
Presentation Its materials

Points to keep in mind when rehearsing

Imagine audience in front of you Use transitional phrases and sentences to show listeners change of ideas Avoid long sentences and unusual words Take each main point one at a time and present each with its supporting unit Include visual aids, notes Anticipate questions from audience and consider thoughtful answers Stop at allotted time. Cut and revise speech until you can deliver it within the time limit

KINDS OF ORAL PRESENTATIONS

Inform Persuade Entertain Motivate Inspire Eulogize

Short (1 to 10 minutes in length) Long (10 minutes to an hour)

WAYS OF DELIVERING ORAL MESSAGE

Extemporaneous
Preferred by audiences and speakers Speaker uses notes or outline jotted in 3 inch by 5 inch cards or full sheet of paper To be used whenever possible Allows more eye contact with audience, establishes rapport and enables easy movements

Reading
Not recommended Used when giving important policy statements or speeches where it is crucial not to make a mistake

Memorization
Difficult and time consuming to memorize long speech. However, few words of a statement can be memorized Few speakers today memorize complete speeches Method not recommended

Impromptu
Given without any preparation or forewarning

STRATEGIES FOR EFFECTIVE VERBAL DELIVERY

Pitch Rate Volume Vocal quality Pronunciation

STRATEGIES FOR EFFECTIVE NON VERBAL DELIVERY

Posture Movement Gestures Facial expressions