Lecture 13

Delivering Oral Reports and

Business Speeches

Shafquat Rafiul Alam

BUS 251

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Learning Objectives
• Define oral reports and describe important differences between oral and written reports

• Determine an appropriate topic, purpose, and structure for a speech or presentation.

• Describe the personal, physical, and vocal traits that contribute to an effective report or
speech

• Plan Visuals (graphics and slides) to support oral reports and speeches

• Plan and deliver effective web based presentations

• Work effectively with a group to prepare and deliver a team presentation

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Reporting Orally
Oral Report
Any objective presentation of facts and their interpretation using the
spoken word.
• Can range from brief status reports to elaborate reports delivered to
existing/ potential clients and company executives.
• The Audience expects the presenter to:
1. Speak without interruption for a certain amount of time
2. Deliver useful, timely information in an orderly way

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Difference between Oral and Written Reports
• Visual and Verbal Cues
• Degree of Reader Control
• Formality in Oral and Written reports

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Planning the Oral Report
• Determining the Report Objective
• Organizing the Content
• Planning for Interaction

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Making Formal Speeches
1. Determine the Topic and Purpose
 Background and Knowledge: having a clear understanding of the topic
 Know your audience
 Consider the occasion
 Consider the medium you will be using.
2. Preparation of the presentation
 Do enough research
 Organize your information
I. Introduction: gain the attention, should set up your subject.
II. Body: organize by factors, use transitions.
III. Conclusion: restate the subject, summarize key points and draw the conclusion.

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Making formal speeches
3. Determining presentation method
 Presenting Extemporaneously: Thorough preparation by using notes, rehearsed
 Memorizing
 Reading
4. Choosing the means of Audience Feedback
 Polls, Questions, Live Chat, Raising Hands, Voting with a clicker
5. Considering personal aspects
 Confidence
 Competence
 Sincerity
 Thoroughness
 Friendliness
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Making Formal Speeches
6. Appearance and physical actions:
 The communication environment (podium, lighting, sound)
 Personal appearance
 Speaker’s posture
 Your manner of walking
 Facial expressions
 Gestures

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Pleasant Voice and Speaking Style
 Lack of pitch Variation
 Lack of Variation in Speaking Speed
 Lack of Vocal Emphasis
 Voice Quality

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Speaking practices
 Organize your speech logically
 Avoid mumbling
 Speak correctly
 Maintain an attitude of alertness, enthusiasm and confidence
 Be relaxed

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Speaking practices
 Look the listeners in the eye and talk directly to them
 Avoid excessive movements
 Use visuals
 Keep your temper

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Supporting your Talk with Visuals
• What to Present Visually
 Title Slide
 Outline
 Charts, Tables, Diagrams (esp. for statistical Info. or a process)
 Photographs
 Animation (Don’t Overdo)
 Multimedia (Audio/ Video)

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Techniques for Using Visuals
• Make Certain that everyone in the audience can see the visuals.
• Explain the Visual
• Refer to the Visual with physical action and words
• Talk to the audience- Not to the Visual
• Avoid Blocking the Listener’s Views

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Use of Presentation Software
Stay clear of the following Pitfalls:
• Putting Too much on a slide
• Contents too small
• Inappropriate theme or unreadable colour combination
• Too much animation
• Inconsistent across slides
• Reading word for word (or not integrating slide at all)
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Use of Presentation Software

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THANK YOU

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