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Chapter 15Chapter 15

Speaking SkillsSpeaking Skills

Mary Ellen Guffey, Business Communication: Process and Product, 4eCopyright © 2003

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Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 15, Slide 2

Preparing an Oral Preparing an Oral PresentationPresentation

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• Identify your purpose.• Decide what you want your audience to

believe, remember, or do when you finish.

• Aim all parts of your talk toward your purpose.


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• Organize the introduction.• Get the audience involved.• Capture attention by opening with a

promise, story, startling fact, question, quotation, relevant problem, or self-effacing story.

• Establish your credibility by identifying your position, expertise, knowledge, or qualifications.


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• Organize the introduction.• Introduce your topic.• Preview the main points.


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• Organize the body.• Develop two to four main points.

Streamline your topic and summarize its principal parts.

• Arrange the points logically: chronologically, from most important to least important, by comparison and contrast, or by some other strategy.


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• Organize the body.• Prepare transitions.

• Use “bridge” statements between major parts (I’ve just discussed three reasons for X; now I want to move to Y).

• Use verbal signposts (however, for example, etc.).

• Have extra material ready. • Be prepared with more information and visuals

if needed.


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• Organize the conclusion.• Review your main points.• Provide a final focus. Tell your listeners

how they can use this information, why you have spoken, or what you want them to do.

• Plan a graceful exit.


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1. A promiseBy the end of this presentation, you will be able to . . . .

2. DramaTell a moving story; describe a serious problem.

3. Eye contactCommand attention at the beginning by making eye contact with as many people as possible.


Nine Techniques for Gaining and Keeping Audience Attention

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4. MovementLeave the lectern area. Move toward the audience.

5. QuestionsAsk for a show of hands. Use rhetorical questions.

6. DemonstrationsInclude a member of the audience.



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7. Samples/gimmicksAward prizes to volunteer participants; pass out samples.

8. VisualsUse a variety of visuals.

9. Self-interestAudience wants to know “What’s in it for me?”



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Designing and Using Designing and Using GraphicsGraphics

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• Select the medium.• Consider the size of the audience and

the degree of formality desired.• Consider cost, ease of preparation, and

potential effectiveness.


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• Highlight the main ideas.• Focus on major concepts only.• Avoid overkill. Showing too many

graphics reduces effectiveness.• Keep all visuals simple.


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• Ensure visibility.• Use large type for transparencies and

slides.• Position the screen high enough to be

seen.• Be sure all audience members can see.


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• Enhance comprehension.• Give the audience a moment to study a

visual before discussing it.• Paraphrase its verbal message; don’t

read it.


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• Practice using your visual aids.• Rehearse your talk, perfecting the

handling of your visual aids.• Practice talking to the audience and not

to the visual.


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Presentation EnhancersPresentation Enhancers

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• Overhead Projector• Cost: Low• Audience size: 2-200• Formality level: Formal or informal


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• Flipchart• Cost: Low• Audience size: 2-200• Formality level: Informal


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• Write-and-wipe Board• Cost: Medium• Audience size: 2-200• Formality level: Informal


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• Slide Projector• Cost: Medium• Audience size: 2-500• Formality level: Formal


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• Computer Presentation Slides• Cost: Low• Audience size: 2-200• Formality level: Formal or informal


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• Handouts• Cost: Varies• Audience size: Unlimited• Formality level: Formal or informal


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Overcoming Stage FrightOvercoming Stage Fright

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• Stomach butterflies

• Pounding heart

• Shortage of breath

• Sweaty palms

• Dry throat

• Unsteady voice

• Trembling hands

• Wobbly knees

• Tied tongue


Symptoms of Stage Fright

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• Select a familiar, relevant topic. Prepare 150 percent.

• Use positive self-talk.

• Convert your fear into anticipation and enthusiasm.

• Shift the focus from yourself to your visuals.

Ways to Overcome Stage Fright


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• Give yourself permission to make an occasional mistake.

• Ignore stumbles; keep going. Don’t apologize.

• Make the listeners your partners. Get them involved.

• Just before you speak, practice deep breathing.

Ways to Overcome Stage Fright


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Effective Telephone Effective Telephone CallsCalls

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• Making Calls• Plan a mini agenda.

• Use a three-point introduction: 1. Your name 2. Your affiliation 3. A brief explanation of why you are calling.

• Be cheerful and accurate.

• Bring it to a close.• Avoid telephone tag.

• Leave complete voice-mail messages.


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• Receiving Calls• Identify yourself immediately.

• Be responsive and helpful.

• Be cautious when answering calls for others.

• Take messages carefully.

• Explain when transferring calls.


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