The OfficeProcedures and Technology
Chapter 5
Communicating Orally
Copyright 2003 by South-Western, a division of Thomson Learning
Effective Listening Important for communicating at work
Willingness to learn Respect for others Desire to move communications forward
Obstacles Feeling insecure in the conversation Assumption that the information is already
known or of no value
Topic 5-1 Listening and Speaking Slide 2
To improve listening skills Focus attention Mentally summarize and review Take notes and ask questions
Effective Speaking
Topic 5-1 Listening and Speaking Slide 3
Express ideas clearly Speak clearly in an appropriate tone
Enunciation: pronouncing words clearly
Key Term Use standard language
Avoid slang Avoid colloquialisms
Consider the audience Be aware of nonverbal communication Be interested in the listener’s response
Topic 5-1 Listening and Speaking Slide 4
Focus On …
Body Language Nonverbal interpersonal communications
Facial expressions Eye movement or contact Posture and gestures Nervous movements
Should reinforce the verbal message
Plan the Presentation Identify the purpose
Motivate and influence Inform or educate
Profile the listeners Listeners’ needs, likes, and dislikes Expertise of listeners Responsibilities of listeners
Develop the message Organize your ideas Include supporting details Consider listener advantages and objections
Topic 5-2 Planning and Preparing a Presentation Slide 5
A storyboard worksheet is helpful in planning a presentation
A storyboard worksheet is helpful in planning a presentation
Visuals and Audio Choose the media
Flip charts or posters Overhead transparencies Slides Electronic multimedia shows
Create visual elements Visual elements should reinforce the message Simple graphics can be effective
Use design strategies Text Color Motion
Topic 5-2 Planning and Preparing a Presentation Slide 6
Bullets: small graphics, such as circles or diamonds, used to draw attention to text
Key Term
The same visual takes on different looks with different design templates
The same visual takes on different looks with different design templates
Use audio to enhance the message Introduce a topic Build excitement Create a special effect
Do not allow audio to overpower the speaker
Click the icon to hear a sound clip
Click the icon to hear a sound clip
Handouts and Posters Handouts
Guide listeners during the presentation Provide space for notes Summarize main points Provide supporting details
Posters Restate key points Introduce a topic Present or review visual elements
Topic 5-2 Planning and Preparing a Presentation Slide 7
Team Presentations Determine the roles of individuals
Select a leader Assign duties to each member
Work as a team Agree on the purpose of the presentation Make the tone and visuals consistent Use compatible media Determine the content each person will present Practice as a team before presenting to the
audience
Topic 5-2 Planning and Preparing a Presentation Slide 8
Practice and Prepare Prepare notes Videotape the presentation Prepare the meeting room
Seating arrangement Temperature and lighting Equipment
Consider your appearance
Topic 5-3 Delivering a Presentation Slide 9
Deliver the Presentation Present opening remarks
Introduce yourself Use remarks or humor appropriate for the
occasion
Communicate with the audience Maintain eye contact Avoid non-words, such as “uhh” and “ah” Show enthusiasm and speak convincingly Control posture and gestures Use good intonation
Topic 5-3 Delivering a Presentation Slide 10
Intonation: the rise and fall in voice pitch
Key Term
Use visuals effectively Introduce the visual before displaying it Look at the audience, not the visual Stand to the left or right of the visual display
Answer Questions Anticipate listener questions
List questions listeners may have Prepare answers before the presentation
Restate the question Allows the entire audience to hear the question Confirms that you understood the question Provides time to think about the answer
Topic 5-3 Delivering a Presentation Slide 11
Respond to the question Be courteous and sincere Direct the answer to the entire group Be honest if you do not know the answer
Close and Evaluate Present closing remarks
Review the main points of the presentation Thank the audience for listening
Evaluate the presentation Evaluate yourself Seek feedback from the audience
Topic 5-3 Delivering a Presentation Slide 12
Presentation evaluation forms provide valuable feedback to the speaker
Presentation evaluation forms provide valuable feedback to the speaker