Learning Objective Chapter 5 Business Speaking

Learning ObjectiveChapter 5 Business Speaking

Business SpeakingCopyright © 2001 South-Western College Publishing Co.

Objectives

O U T L I N E

Improving Your Speaking

Barriers to Oral Communication

Preparing a Business Presentation

Developing a Business Presentation

Importance of Oral Communication

Delivering a Business Presentation

Receiving and Using Audience Feedback

Introducing Another Speaker

Evaluating and Improving Your Speaking Skills

5C H A P T E R


1. Appreciate the importance of speaking skills in the communication process.

2. Recognize and overcome common obstacles and barriers to successful oral communication.

3. Understand and respond to the expectations, fears, interests, and needs of your audience.

4. Select a speaking topic, gather, and organize the support your speech will require.

Learning Objectives


5. Write and revise a basic informative, persuasive, or entertaining speech, using effective visual aids and appropriate speaking notes.

6. Begin developing effective delivery skills.

7. Effectively introduce another speaker.

8. Evaluate your strengths and weakness in order to develop the speaking confidence you will need to succeed in business.

Learning Objectives


THE IMPORTANCE OF ORAL COMMUNICATIONTHE IMPORTANCE OF ORAL COMMUNICATION

Appreciate the importance of speaking skills in the communication process.





• Some 81 percent of recent business school graduates rated this skill at the very highest level of importance.2

• Among MBAs surveyed, 75 percent rated it as extremely important.3

• For long term success, 85 percent of MBAs surveyed listed oral communication as extremely important.4



IMPROVING YOUR SPEAKINGIMPROVING YOUR SPEAKING





• Speaking is the most useful of our communication skills.

• Managers advise tape-recording your talks to improve speaking skills.


Recognize and overcome common obstacles and barriers to successful oral communication.







BARRIERS TO ORAL COMMUNICATIONBARRIERS TO ORAL COMMUNICATION• Speakers may misjudge the audience, may not be clear about their topic, and may misread

the occasion.

Stereotypes• Believing that all members of a group will exhibit characteristics observed in just a few.

Prejudice• Use your advance knowledge of an audience to help understand their needs, interests, beliefs,

motives for listening, and likely reactions to your message.

Understand and respond to the expectations, fears, interests, and needs of your audience.







Feelings• Affective: feelings, emotions, non-rational thinking.• Cognitive: the logical, rational, thinking side of ourselves.• Emotions or feelings can often impede clear, unambiguous communication.

Language• Words, by themselves, don't have meaning. People assign meaning to them.

Culture

• We are each slightly different people.

Recognize and overcome common obstacles and barriers to successful oral communication.

Learning ObjectiveChapter 5 Business Speaking Select a speaking topic, gather,

and organize the support your speech will require






Determining Your Purpose

• Know your reasons for speaking.• Have a clear idea of your objectives.

Preparing for a Business PresentationPreparing for a Business Presentation

Understanding Your Receiver

• Any speaker whose message, delivery, evidence, or style does not first consider the audience that will hear it is destined for failure.







• What Makes People Listen? • What's being said? • Who's saying it? • How is it being said?

Analyzing the Occasion

• Words, metaphors, examples, support material, and delivery must reflect the mood of the occasion.

• Packaging counts and that people pay attention to style. Moods are infectious.

Selecting An Appropriate Style

Select a speaking topic, gather, and organize the support your speech will require


Gather andOrganize Support

Gather andOrganize Support

Write and

Revise

Write and

Revise

Develop Visual Aids

Develop Visual Aids

Rehearse Rehearse

Review Audience Feedback

Review Audience Feedback

Evaluate Message/

Performance

Evaluate Message/

Performance

Determine Purpose

Determine Purpose Assess

Your Receiver

Assess Your

Receiver

Analyze the

Occasion

Analyze the

Occasion

Select Speaking

Style

Select Speaking

Style

Establish Your

Objectives

Establish Your

Objectives

The BusinessSpeakingProcess


Write and revise a basic informative, persuasive, or entertaining speech, using visual aids and speaking notes.






Developing a Business PresentationDeveloping a Business Presentation

• You must do your best to develop and deliver a talk that best meets the needs of those who will hear you speak.

• As a rule, the narrower the topic, the easier it will be to gather and organize your material

Focusing Your Topic

Establishing Objectives

• Your objectives must be directly related to your purpose for speaking.

• Informative? Persuasive ? Entertaining?

Learning ObjectiveChapter 5 Business Speaking Appreciate the importance of speaking

skills in the communication process.





Importance of Oral Communication • Your evidence should be topical, timely,accurate, believable, and complete.

• Different audience members will be moved by different types of support material, you should consider spreading your evidence.

Gathering Support

• Include:

• Emotional support, facts, figures, and logic.Appeals to pride and pity, affection and anger, or fear and security might well convince those who are indifferent to logical or rational appeals.

• The sources of your support






Importance of Oral Communication Give your audience an easy-to-follow pattern that they can plug into and understand.

• Chronological: a time pattern often used with informative speeches

• Topical: divide your speech into major topics and sub-topics

• Geographic or Spatial: often used in informative speaking, this approach begins at the front and moves to the back

Organizing Support

• Cause-and-Effect: Persuasive presentations often begin with a known effect and move to a probable cause







Importance of Oral Communication • Problem-Solution: Begin with a known problem, then advocate a particular solution

Organizing Support (continued)

Writing Your Presentation• The Introduction: To gain audience attention and encourage them to focus on your topic

• The Body of a Business Presentation: Refer to no more than three main points.

• Transitional Devices: essential for coherence and smooth flow between major points

• To add an idea, to give an example, to contrast, to compare, to begin a conclusion








(continued)Writing Your Presentation• The Conclusion:

• to summarize the main conclusion

• to reinforce the main purpose for speaking

• to let the audience know the talk is about to end

Revising Your Presentation• Check the Language: Natural? Warm? Friendly?

• Check the Flow: Coherent? Smooth?

• Check the Bulk: Superfluous references?

• Check the Timing: Fits the “time window?”

• Check Your Argument: Point made?








Using Visual Aids• Explain: Use pictures, drawings,photos, maps, charts, diagrams, graphs, and tables to show relationships, explain size, quality, and nature

• Reinforce: Repeat, reinforce, and augment

• Clarify: If you can’t easily say it, then show it

• Approval: Speech review and approval assure against misrepresenting the firm





Evaluating Your Presentation and Improving Your Skills


Selecting a Method of Expression• Manuscripted: word-for-word notes• Memorized: least common, most troublesome• Extemporaneous: thoroughly researched, tightly organized, well rehearsed, and spoken without a manuscript. Small note cards.• Impromptu: unprepared, delivered on the spur of the moment

Delivering a Business PresentationDelivering a Business Presentation

Preparing Your Final Text for Delivery

• Prepare a full manuscript for multiple events



Develop Your Delivery SkillsRehearsing your presentation will:• Limit your timing

• Improve transitions

• Identify “rough spots,” difficult words, and clumsy phrases

Controlling Your Anxiety• Pick a familiar subject• Practice frequently• Picture the audience as friends• Position yourself to be free of tension• Pace yourself as you present







Begin developing effective delivery skills.

Prior to your speech...

• ask someone to listen carefully to your argument

• ask them to consider to your evidence

• ask them to comment on the organization of your material

RECEIVING AND USING AUDIENCE FEEDBACKRECEIVING AND USING AUDIENCE FEEDBACK





Learning ObjectiveChapter 5 Business Speaking Effectively introduce another speaker.

INTRODUCING ANOTHER SPEAKERINTRODUCING ANOTHER SPEAKER

• Keep it brief

• Keep it appropriate

• Keep it accurate

• Keep it interesting

• Keep it believable





• Like a social introduction. It brings people together, establishes a friendly atmosphere, and creates interest.


Evaluate your strengths and weakness in order to develop the speaking confidence you will need to succeed in business.

• Note the criticisms and observations that others make.• Keep a list of errors, consult a writing book

EVALUATING AND IMPROVING YOUR SPEAKING SKILLSEVALUATING AND IMPROVING YOUR SPEAKING SKILLS

Identifying Your Strengths and Weaknesses

Beginning To Know Yourself

• Make your strengths work in your favor• Eliminate or reduce weaknesses• Be determined





Learning Objective Chapter 5 Business Speaking

Education

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