Topic 12

Oral Presentation
Skills and Public
Speaking
Key Sources / Readings

Chapter 18
Oral Presentations
&
Public Speaking
Learning Objectives
After studying this chapter, you should be able to:

1. Recognise the purpose / objectives of oral presentations

and the types of speeches involved.

2. Detail the steps of planning a presentation and the patterns

of organising content.

3. Outline the key steps to preparing the presentation.

4. Consider the important elements in delivering the

presentation.
Purpose of Oral Presentations
 Types of Oral Presentations
The approach you choose depends on the occasion and the purpose of
your presentation. Some examples include:

• prepared speeches • oral briefings

• extemporaneous or • team briefings
impromptu speeches • seminars and webinars
• manuscript speeches • podcasts
• memorised speeches
Prepared Speeches

• Planned and organised

before the time of
presentation
• Prompts help a speaker to
appear spontaneous
• PowerPoint slides and palm
or cue cards are often used
• Consider alternatives, e.g.,
Prezi, short videos, images
Extemporaneous Speeches
• An extemporaneous or Impromptu Speech is
unexpected and delivered without time for
preparation.
• Think clearly, analyse the situation quickly, speak
briefly and to the point. Use the PREP formula.
Manuscript Speeches
• Manuscript speech is researched and
structured. It is usually read.
• Experienced speakers ensure they still involve
the audience through their facial expressions
and eye contact.
• Teleprompters assist this
process where available.
– If not, prepare the
manuscript with large
font and double-line
spacing to assist reading.
Memorized Speeches
• Suited to short talks
• It is learnt, and then recalled when the speech is
delivered
• However, it is better to memorize the ideas and
concepts without trying to recall every word
• Experienced speakers memorize the introduction
carefully
– This is a useful strategy for any type of speech
Oral briefings
• An oral briefing is a short, accurate summary of the
details of a plan or operation
• It is an oral report that aims to inform or persuade the
listeners
• Briefings are used to:
• instruct
• inform
• propose solutions
• justify solutions
• persuade the audience on a certain line of
action
Oral briefings
• In planning and delivering a briefing:
• prepare the briefing to achieve a specific purpose
• present background information
• discuss the available options and alternatives
• analyze the advantages and disadvantages of a
course of action
• outline the positive impacts of the instructions or
planned change
• encourage participation, questions and
suggestions
• show interest in the responses
Team briefings [group presentations]
• Team based presentation / briefings
• Decide which member of the team will:
• present the introduction and the beginning of the main
body
• develop the main body and provide supporting details
• reinforce the idea in the main body and present the
conclusion
Team / Group Presentation – Tips
1. Practice is important for group presentations.
2. Coordinating with a group of other speakers requires
commitment and teamwork.
3. Decide which speakers will be responsible for which parts of the
presentation and convey this information to the audience.
4. Work out the sequence of speakers.
5. Be very familiar with each other’s presentations.
In a business situation, if one person is absent the other speakers will have to
take responsibility for that part of the presentation.

6. A consistent style should run through all the slides.

➢ Coordinate your visuals.
➢ Use the same font and background on slides.
Bretag et al (2007) [Ch9]
Team / Group Presentation – Tips
7. If using a projector, consider asking one person to be responsible
for changing overheads or PowerPoint slides.
8. Decide whether questions will be taken individually or by a
spokesperson for the whole team.
9. Plan for transitions from one speaker to another.
10. While one member is presenting ensure the audience see other
team members exhibiting interest in the presentation rather than
scratching, chatting, stretching or preparing their own part.
11. A group presentation should be coherent and seamless as though
it had all been prepared by one individual.

Bretag et al (2007) [Ch9]

 Seminars
• A seminar is a face-to face presentation on a set topic
that often forms part of the formal assessment of a
course
• Condensing the seminar paper into an effective
face-to-face or webinar presentation requires:
➢ analysis of the paper to identify the thesis or main argument
it sets out to address
➢ identification of the principal supporting ideas
➢ selection of the essential evidence to validate the principal
ideas put forward — avoiding information overload
➢ structuring the presentation into an introduction, a body and
a conclusion
➢ use of audio visuals to support / illustrate key points and
engage the audience
➢ practice / rehearsal of the delivery to overcome nerves and
check that equipment is working.
• You cannot talk a lot without
conveying a main point.

– What are you trying to point out and why?

Webinars
• A webinar is similar to a conference room–based
seminar with the major difference being that
participants interact remotely via a computer
• A webinar is typically one-way from the speaker to
the audience, with some audience interaction
through questions and answers
• Webinars are used to instruct, inform or persuade
Podcasts
• The podcast is a digital
presentation distributed over
the Internet for playback on
portable media players and
personal computers
• In more traditional format
No visual elements to assist
in connecting with audience.
Planning the Presentation Content
 Planning the Presentation
• No matter which style of speech, it must be planned
and prepared in a way that is relevant to the
audience
• This preparation involves six key steps:
1. Define the purpose
2. Analyse the audience
3. Consider the context and setting
4. Identify the main ideas
5. Research and find supporting material for the message
6. Plan and organise the material
 1. Defining the purpose
• Define the presentation’s purpose, intended
aim or desired result
• Define your objective
– communication without a clear objective is likely
to wander, and accomplish little
• Be clear about the nature of your intended
message
– e.g. if you aim to inspire, then the style of
communication is usually more important than
the content
 2. Analysing the audience
• When the audience absorbs the speaker’s
intended message, the speaker has been
successful

• The audience’s experience, age, interests, and

reasons for listening – all greatly influence the
meaning they receive from the message
 Analysing the audience

Know your audience

• Know their expectations
• Skill and experience mix
• Previous exposure to the topic
• Feelings about topic and
motivation for attending
• “Who’s who in the zoo”
- Who has the power, knowledge,
influence?
Bretag et al (2007) [Ch9]
 Analysing the audience
• Six basic questions to be answered when
analysing the audience:

1. How much does the audience know about the topic?

2. How much do they know about me and what do they expect from me?
3. What positions do the audience occupy in the organisation (power to
make things happen or influence on others to make things happen)?
4. How involved is the audience in the topic or issue and how can the
topic be related to audience’ interests?
5. What is the audience’s educational, cultural, ethnic, religious or
economic background?
6. What are the audience’s shared values, preferences, likely prejudices
and attitudes towards the topic?
3. Considering the context and setting

• Consider the context or situation, and deliver the

presentation in a manner appropriate to that
situation
• The context may be an informal gathering of
colleagues, or a very formal public presentation
• The situation or context will impact on the
preparation and delivery of the material
• All these aspects must be considered when assessing
the setting
 4. Identifying the main idea
• Focus attention on the central purpose of the
presentation
• Ideas need to be easily understood by the audience
• Well researched, supportable and convincing
• Prepare an outline and then develop the
presentation from that point
5. Researching and investigating
• Research and investigate to find facts, evidence and
supporting documentation.
• Research from a variety of sources and use the
research to present an objective, impartial point of
view that supports and develops the ideas in the
outline.
• Research primary and secondary sources.
 6. Plan and organise

• Logical Patterns of Organisation

– Topical
– Chronological Order
– Spatial Order
– Cause-effect Order (or Process)
– Problem- Solution
• Persuasive Pattern of Organisation
– Monroe’s Motivated Sequence
• [as covered in Topic 7 - Persuasive Communication]
Preparing the Presentation
 The Value of Preparation

• Preparation will be rewarded in several ways:

– Audiences appreciate well prepared speakers.
– Prepared speakers are more persuasive.
– Well prepared speakers are more likely to satisfy
audience expectations.
– Prepared presenters gain confidence of audience.
– Feel more confident in delivery.
Bretag et al (2007) [Ch9]
 Preparing the Presentation
Time Planning
• At least twice the planned
speaking time for rehearsal
• At least ten times the planned
speaking time for planning and
preparation
Content Planning
• Pattern of exposition
• Content quantity and quality
(meaning and substance)
• Focus
• Spice
• Diversity within audience
• Media choice
Eunson (2012) [Ch11]
• Balance
 Preparing- Key Steps
1. Write the presentation
– Prepare listeners and arouse interest
with an introduction
– Body develops central theme
– Conclusion reinforces main ideas

2. Rewrite for the ear

3. Organise visual aids

4. Practice and revise the content

Writing the Presentation: Intro
Write the presentation
– Strategies in writing the introduction:
• Give a human-interest story
• Pose an unanswered question
• Present a surprise statement
• Give a startling statistic
• Use appropriate humor
• Quote a recognized expert
• Appeal to solve a common problem
– Provide your audience with a ‘Roadmap’
Eunson (2012) [Ch11]
Dwyer (2016) [Ch18]
 Writing the Presentation: Body
Write the presentation
– Body develops central theme and provides
supporting information.
• Divide the whole into comparable parts.
• Connect major points with transitions.
– Examples of supporting information include;
– personal experiences
– Examples, anecdotes
– illustrations
– facts
– statistics
Eunson (2012) [Ch11]
Dwyer (2016) [Ch18]
 Writing: Conclusion
Write the presentation
– Conclusion summarizes key points.
– Restating the subject: Gives audience a second
chance to hear ideas presented earlier
– The climactic ending…to make an impact use:
• a relevant anecdote
• a quotation
• an example
• a recommendation
• identify other alternatives
Eunson (2012) [Ch11]
Dwyer (2016) [Ch18]
 Rewrite for the Ear
Rewrite for the ear
– Read the speech aloud and listen for:
• a simple structure
• active voice (power of verbs)
• words that are easy to understand
• concise words with clear meaning
• words that sound right together
• breathing spaces that add impact
• words that help to move the listener through the
introduction, body and conclusion.
 Organise & Practice
Organise the visual aids
– Support information: PowerPoint slides, handouts,
posters, props, costumes, DVDs, YouTube clips,
website tours.
– Simplicity, clarity, visibility, relevance
Practice and revise the content
– Read the content several times to become familiar
with the main ideas.
– Practice the gestures and eye contact as part of your
delivery
Familiarize Yourself with the Venue
• Technology available
• Additional support aids available
• Layout of room and seating arrangements
• Where is the speaker expected to stand
– Is a lectern / speaker’s podium available?
• Issues associated with lighting / acoustics
 Visual Aids
The use of technology must:
• Support the presentation’s purpose
• Be pertinent to the subject matter
• Be suited to the audience
• Blend with and supplement the presentation,
rather than dominate it.
What do you do if technology fails?
 Visual Aids
• Each visual aid should be simple and present a clear
idea
• An effective visual aid:
– gains attention
– increases interest
– supports your point
– emphasises relationships
– clarifies
– aids the listeners' memory
– helps to arrange content
– removes the focus from the speaker
Steve Jobs... An Inspirational Speaker

http://www.youtube.com/watch?v=RHX-xnP_G5s

• A B-Net video
outlining
considerations for
delivering great
presentations akin
to Steve Jobs.

Bnet.com (Nov, 2009) Make a Presentation Like Steve Jobs [video file].
Retrieved from: http://www.youtube.com/watch?v=RHX-xnP_G5s
Delivering the Presentation
Maintaining audience attention
❖ The best presenters realise their audience(s) are active rather
than passive receivers.
➢ Maintaining audience attention is critical
❖ Attention span is the time the average adult can attend to
and process the information in a speaker’s presentation
➢ Average for adults 20 to 25 minutes
❖ Left / Right Brain processing factors also require consideration
o Left factual / logical / speech and language based
o Right side visual / feelings / emotions
❖ Minimise distractions [aka ‘noise’] that have potential to
break concentration
❖ Knowing your audience – pitching the presentation at the
right level
 Involving the audience
• Interactive presentations can be fun and interesting.
• Some ways of interacting with an audience include:
– Inviting questions from audience
– directing questions at the audience
– asking for volunteers
– asking people to respond / vote by raising hands (poll)
– asking members of an audience to discuss their own
experience in relation to the topic.
Delivering the Presentation
Appearance and Physical Action

• What types of non-verbal behaviours do we

look for in effective public speakers?
Delivering the Presentation
Appearance and Physical Action

• The communication environment

• Your appearance
• Your posture
• Walking
• Facial expressions (smiles, eye movements, frowns)
• Gestures
• Body orientation toward audience
• Eye contact
Eunson (2012) [Ch11]
 49

Delivering the Presentation

Appearance and Physical Action
Eyes Contact with audience.
Normal/slightly raised eyebrows
Mouth Open (clear projection)
Head Minimal movement
Tilted to show concentration when listening
Shoulders Lowered
Arms/ hands Open arms; use appropriate gestures
Hands beside body, on lectern/podium
Legs/feet Minimal movement
Body Erect relaxed posture
Orientation Mainly towards audience
Clothing Neat / Appropriate for occasion
Eunson (2012) Table 11.4
Delivering the Presentation
Use of Voice
• Clear Projection
• Correct Pronunciation
• Vary Pitch
• Appropriate & Varied Speaking Speed
• Use Vocal Emphasis
Improve through self-analysis / feedback
Improve through imitation
Eunson (2012) [Ch11]
 Staging the Presentation
• To maintain audience attention:
– Change the pace, medium or subject every 10 - 15
minutes
• Add texture
– Texture refers to different ways of addressing the audience.
– Use audio or visual aids to help change the texture and pace.
• Let the audience know what’s coming
– Use of transitions / roadmap
• Consider using multiple presenters
• Include opportunities for audience participation
• Provide breaks during longer presentations
Staging the Presentation
Staging the Presentation
 Fears
• Fear of public speaking is
the number one source of
apprehension in the United
States.
• This was first pointed out in a
survey of 3,000 Americans by
the Sunday Times of London
in 1973.
• The findings have been
verified by countless other
surveys and studies in
subsequent years.
How do you manage your nerves
when speaking in Public?
 Stress Management
Don’t Stress
• Take a deep breath prior to the presentation
• Exercise / relax / meditate / listen to music
• Practice positive self talk
• Redirect their gaze
• SMILE
• Drink water
• Arrive early
• Make the strange familiar [venue / audience]
• Check all equipment working
• REHEARSE Eunson (2012) [Ch11]

• VISUALISE SUCCESS
Seinfeld - Fear of Public Speaking

http://www.youtube.com/watch?v=RrCQnRFBuGc

American comedian
Gerry Seinfeld considers
the Fear of Public Speaking
versus the Fear of Death
 Managing challenging questions
• Establish the ground rules upfront to help
maintain control during the Q&A
• Intimidating or difficult questions can :
• be critical of your content
• highlight an error of fact or judgment
• Think about the PREP acronym for impromptu
speaking when answering a question.
– Main Point, Reason, Example, repeat Point.
Managing difficult questions
• When an intimidating or difficult question is
asked, reflect for a moment and consider:
– Is the question relevant to what is being presented?
– Is the question out of context?
– Is the question simply a comment on what is being said?
– Is the question too controversial?
– Is the question simply promoting that person or the
group they represent?
Some of the types of people who ask questions

Others are genuinely interested, enthusiastic and wanting to learn more

 Avoid panicking
• Take a moment to reflect on the question
• If you don’t know the answer, say you will research it
and get back later
• Involve the audience
• When a critical question is asked, agree with the
questioner on some level, however small
• Try to anticipate tricky questions
Presentation Tips

• What tips would you give a colleague or

friend to help them in planning, preparing
and delivering a presentation?
 Summary Tips
• Research and know your topic area well.
• Practising helps you to keep within your time limit and
contributes to a smooth, coherent presentation.
It will also increase confidence & reduce anxiety.
• Structure your presentation into an introduction, body and
conclusion.
• Use a variety of quality visuals to enhance interest.
• In group presentations the following needs to be planned:
– order of the presentation
– transitions from one member of the group to another
– becoming familiar with each other’s work
– how questions will be handled

Bretag et al (2007) [Ch9]

 Summary Tips
• Research the venue and the audience thoroughly.
• Find ways to interact with the audience.
• Stylistic devices can be used to influence an audience.
– These include asking rhetorical questions, using quotations, sharing
anecdotes and providing personal testimonies.
• Pay attention to physical aspects of your presentation, such as
posture, gestures, personal mannerisms, facial expressions,
eye contact, clothing and voice.
• Change the pace, medium or subject every 10 – 15 minutes
• PROJECT YOUR VOICE

☺ Bretag et al (2007) [Ch9]