Formal Oral Communication

Learning outcomes
At the end of the lesson, you should be able to: y organize oral presentations y differentiate methods of delivery y identify the significance of nonverbal communication y Identify the supporting materials for oral presentations

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Formal Oral Communication

2

y Organizing Presentations y Methods of Delivery y Nonverbal Communication y Supporting Materials

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Organizing Presentations
3

y Tell them what you are going to tell them y Tell them y Tell them what you have told them

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Organizing the Body

4

y Identify Main Points and Subpoints

1-week later test  Standard outline  Logical dependency tree Thesis Main points Subpoints


Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Organizing the Body

5

y Rules for Main Points

State them as claims in complete sentences  Every point should develop the thesis  No more than 5 main points  One idea per main point  Use parallel structure if possible


Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Planning the Introduction

6

y Functions of the Introduction  Capture attention  Give your audience a reason to listen  Set the proper tone for the topic and setting  Establish your credibility  Introduce your thesis  Preview your presentation

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Planning the Introduction

7

y Types of Opening Statements



Ask a question Rhetorical if you are certain of audience reaction Overt physical or mental response Tell a story Present a quotation Clever Enhance credibility

 

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Planning the Introduction

8

y Types of Opening Statements



Make a startling statement Close relationship to your topic Avoid offending the audience Refer to the audience Refer to their world: needs, concerns, interests

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Planning the Introduction

9

y Types of Opening Statements



Refer to the occasion Purpose of the occasion Previous speaker Use humor Get attention Make a point Increase audiences liking for you Appropriate for topic and occasion Appropriate to the audience

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Planning the Conclusion

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y Functions of the Conclusion



Review Restatement of thesis Summary of main points Closing Statement Help audience to leave with favorable impression Give remarks a sense of completion Incite your listeners

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Planning the Conclusion

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y Types of Closing Statements  Same as types of Opening Statements  Return to the theme of your opening statement  Split a story  Appeal for action  Present a challenge

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Adding Transitions
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Transitions are words or sentences that connect the segments of a presentation.

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Adding Transitions
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Intro
<transition>

Body Point 1
<transition>

Point 2
<transition>

Point Z
<transition>

Conclusion
Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Adding Transitions
14

y Functions of Transitions  Promote clarity  Emphasize important ideas  Keep listeners interested y Characteristics of Effective Transitions  Bridge listeners from one idea to the next idea  Call attention to themselves

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Methods/Types of Delivery
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y Manuscript Presentations y Memorized Presentations y Extemporaneous Presentations y Impromptu Presentations

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Types of Delivery
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y Manuscript Presentations


   

Speaker reads remarks word-for-word from a prepared statement Serious mistakes can occur Usually sounds wooden and lifeless Often too long If cost of misstatements is high, can be the best option

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Types of Delivery
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y Memorized Presentations
 

 

Recited word-for-word A worse option than reading because of chance of loss of memory Sounds memorized Can be useful for critical sections of a talk

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Types of Delivery
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y Extemporaneous Presentations
   

Planned and rehearsed, but not word-for-word Can seem spontaneous and effortless The most valuable, useful type of delivery Can use notes
Brief Legible Unobtrusive

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Types of Delivery
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y Impromptu Presentations
  

Unexpected, off-the-cuff Usually a familiar subject Listeners dont expect perfection

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Types of Delivery
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y Tips for Impromptu Presentations  Predict that you will be asked to speak  Accept the invitation with assurance  Present a definite viewpoint early  Present support for your viewpoint  Do not apologize  Do not ramble on

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Nonverbal Communication
21

y Visual Elements y Verbal Elements y Vocal Elements

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Guidelines for Delivery

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y Visual Elements
 

 

Dress effectively Speak with confidence and authority Get set before starting Keep eye contact

   

No notes at the beginning Stand and move effectively Pack up after speaking Finish smartly

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Guidelines for Delivery

23

y Verbal Elements


Use an oral speaking style

Short sentences Active voice Plenty of personal pronouns Use contractions often Address listeners directly and personally

Use appropriate language

Vocabulary Enunciation Pronunciation

Do not emphasize mistakes

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Guidelines for Delivery

24

y Vocal Elements
   

Speak with enthusiasm, sincerity and conviction Share ideas that you truly believe in Speak loudly enough Avoid disfluencies

eh um like you know OK

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Question-and-Answer Sessions
25

During the Presentation

y Immediate clarification

After the Presentation

y Control over the unveiling

and expansion y Allow extra time y Delay answers to some questions

of information y Control over length of talk y May lose some listeners partway y Lost control over the last thing listeners hear

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Question-and-Answer Sessions
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V How to Manage Questions

       

Start the ball rolling Anticipate likely questions Clarify complicated or confusing questions Treat questioners with respect Keep answers focused on goal Buy time if necessary Answer to the entire audience Follow last question with a summary

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Speaking with Confidence

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y Accept Nervousness  Helps you focus on presentation  Learn to control it y Speak More Often  Begin with modest challenges and low stakes  Speech courses give practice ground

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Speaking with Confidence

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y Rehearse Your Presentation



Eliminate:
Missing notes Excessive length Equipment problems

Clumsy wording Confusing material

    

Rehearse on feet with audience Rehearse to finish early Rehearse 3-6 times Pay attention to intro and conclusion Rehearse in a real setting

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Speaking with Confidence

29

y Focus on the Topic and Audience  Keep focus off yourself  Compliment your audience sincerely y Think Rationally about your Presentation Myth 1: Presentation must beperfect Myth 2: You can persuade every listener Myth 3: The worst will happen

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Supporting Materials
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Supporting Material is anything that backs up the claims in a presentation.

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Functions of Supporting Material

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y Clarity  Make abstract or complicated ideas more understandable y Interest  Make your main points more vivid or meaningful to the audience y Proof  Make your presentation more convincing by providing evidence for your claims

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Types of Supporting Material

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y Verbal Support y Visual Aids

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Types of Verbal Support

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Table 12-1: Types of Verbal Support

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Types of Visual Aids

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y Objects and Models y Photographs y Lists and Tables y Diagrams

   

Pie Charts Bar and Column Charts Pictograms Graphs

Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Guidelines for Using Visual Aids

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y Selection  Have a reason  Match sophistication to audience y Design  Large enough to see  Simple design  Few words  Horizontal printing  Label all items
Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Guidelines for Using Visual Aids

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y Presentation

Display only when ready  Remove when done  Check room and equipment ahead of time  Practice, practice, practice


Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill

Samples of Visual Aids

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Fig 1: Types of charts

Fig 2: Seismic chart

Samples of Visual Aids

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Fig 4: Malaysia Liquid Natural Gas Plant in Bintulu, Sarawak, Malaysia. Fig 3: Offshore petroleum plant

The End
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Adapted from Alder and Elmhorst (2005) Communicating at Work, McGraw Hill