Delivering an Effective Oral Presentation

ALL the material you studied earlier in this chapter applies to the delivery of an oral presentation. You will want to use your voice effectively and project a strong presence. You will want to vary your  pitch, volume, and speed for emphasis while speaking. Enunciate sounds clearly and pronounce words correctly. Your poise and bearing should convey confidence, enthusiasm, sincerity, and  friendliness. Establish appropriate eye contact with your audience, and use natural gestures. Dress appropriately for the audience and the situation. You have prepared your oral presentation, and now you are ready to deliver it. Here are keys to guide you in successfully delivering your oral presentation.


START POSITIVELY

When you are scheduled to speak in an unfamiliar facility, visit it at least an hour in advance of your presentation. Acquaint yourself with the room arrangement, and determine whether everything  you need is or will be in place before your presentation. Check the lectern and make sure it is the right height for you. Learn how to operate the equipment controls and locate the power supply and  room thermostat. Identify who can help if things go wrong.

Arrive five to ten minutes prior to your scheduled speaking time whether speaking in a new setting or in a familiar one. Make a final check to ensure that the lighting, temperature, sound system,  audiovisual equipment, lectern, and seating arrangement support and strengthen your presentation. Be sure your notes and visual aids are with you and in correct order. If possible, greet members  of the audience as they arrive. Introduce yourself and get the names of as many attendees as you can. Smile, it will give the impression that you are enjoying yourself. This brief activity helps  establish your credibility and should increase your comfort and confidence level.

When the program starts and you are awaiting your turn to speak, look pleasantly and confidently at the audience. At the appropriate time, move to the position designated for the speaker. If  speaking in an auditorium or classroom-style setting, walk to the lectern with authority. If making a presentation in a conference room, follow the protocol of the group (for example, move to the  head of the table; stay seated). Whatever the setting, use your body language to tell the audience there is no place you would rather be than there with them. Take a moment to collect yourself.  Arrange your notes and presentation aids before beginning your message if you have not had an opportunity to do it prior to your introduction.

Once you have begun building a rapport with your audience by establishing eye contact, begin your presentation. Go right to your opening; omit casual, unplanned remarks and platitudes such as,  “It’s my distinct pleasure to be here with such a distinguished group of professionals.” It is good to memorize the first part, if not all, of the opening. In this way you can concentrate on the audience  and your delivery and not have to worry about checking your notes.

Remember that your delivery is part performance and part content. Both must be well prepared for a successful delivery.

REMAIN CALM

Some speakers suffer from a phenomenon known as speaker anxiety or stage fright. Ironically, it’s not the speaking that causes nerves, it is the fear of self-embarrassment. One way to handle  nerves is to realize that even the most practiced and professional speakers have some apprehension about speaking to an audience. Accept nervousness for what it is—part of the preparation for  speaking. Speaker anxiety can be a good thing because it heightens your senses and gets your heart pumping. You will be able to think clearly and speak confidently. Learn to relax. Until you are  called to begin your presentation, sit comfortably, but keep your back straight. Remember that you will be more aware of your nervousness than your audience will be.

A second way of dealing with the stage fright that threatens to detract from a successful delivery is to use imagery. Picture yourself rising and moving to the speaking area. Hear yourself speak in a  loud, clear, confident voice. See yourself using natural gestures. Picture the audience responding positively to your message. Remind yourself that you have prepared thoroughly.

Calm can be achieved once you have risen and moved to the area from which you will speak. Just before you begin, inconspicuously take a few deep breaths. Inhale slowly, hold your breath for  four or five seconds, then exhale. Finally, concentrate on the you–viewpoint. Focus on the audience’s needs, interests, and concerns. Remember that you are there to benefit your listeners and that  they want you to succeed.

USE PRESENTATION AIDS EFFECTIVELY

You have chosen aids that complement your presentation and have designed them so that the audience can read or hear everything in them. You have practiced handling them efficiently. To use  them effectively during your delivery, simply take advantage of your careful preparation. The Tips and Hints box on page 438 contains advice for using visual/multimedia aids developed with  presentation software. If you have developed a packet of materials to share with your audience, tell them so they can listen to what you have to say. Distribute handouts at the appropriate time. If all  the information you want the audience to have is on the handout, distribute the materials after you finish speaking. If the handout is more of an outline with only key ideas and no details, you may  wish to distribute it before you start talking so audience members may take whatever notes they feel are necessary.

EVALUATE AUDIENCE FEEDBACK

Maintain good eye contact with the members of the audience so that you can receive feedback on how the presentation is progressing. Assess your listeners’ changing reactions and make  necessary adjustments to keep their attention and interest. Are you sure they can all hear you? If not, speak louder. Can they all see the visual aids? If not, make adjustments. Is their interest  waning? If so, change your pace, pick up your enthusiasm, and start involving them in some way. Do they seem not to understand a point? If so, ask them questions, paraphrase, or ask a volunteer  to explain his or her understanding of the point. Do members of the audience show signs of physical discomfort? If so, ask them about it and have the necessary adjustment made. Using the  feedback you get from an audience can strengthen the effectiveness of an oral presentation.

END POSITIVELY

Endings, like beginnings, are important points of emphasis. Deliver the closing with a clear, strong voice. Your poise and bearing should be at their best even if the body of your presentation did  not meet your highest expectations. At this point, eye contact with the audience should be 100 percent. You should be focusing exclusively on your audience and using the you–viewpoint.

RESPOND TO QUESTIONS

Question-and-answer sessions are common in business presentation settings. In a large-group setting, questions are generally posed after the presentation has ended. In a small-group setting,  questions may arise during or after the presentation depending on the audience or on the speaker’s preference. When speaking to an audience of clients or to people holding positions higher  than yours within your organization, it is best to answer questions as they are asked. In other settings, specify as part of your introduction or opening whether you will take questions during the  presentation, after the presentation, or both.

Answering questions gives speakers an excellent opportunity to relate positively to the audience, to clarify and reemphasize points, and to alleviate any concerns the audience may have. Some  questions may relate to the specifics of your content; others may be about a related topic or condition. Be prepared to answer both types. If possible, prepare answers to anticipated questions  before the presentation and practice them. Particularly, be prepared to defend any assumptions you may have made; for example, if you are assuming a certain number of items will be sold, be  sure you can justify this assumption with evidence. Following the guidelines in the Tips and Hints box above will help your session go smoothly.

When you have finished, smile and graciously accept the applause or thanks the audience offers you. Later, reflect on the experience. Note what worked well and what you would like to improve