Oral Communication Art of Public Speaking 2 Revised 2016

ORAL COMMUNICATION.
“SPEAKING OUT”
A PRESENTATION BY:
ELAINE COMMISSIONG
ORAL COMMUNICATION SKILLS FOR MANAGERS

WHY DO WE COMMUNICATE?
 The essence of communication is sharing
information –data and insights in an
exchange that benefits both you and the
person(s) with whom you are
communicating.

BENEFITS
 The ability to communicate, rated as the
most important factor, which leads to
the promotion of employees… by business
executives.
 Rated above ambition, drive, education,
experience, self-confidence, and good
appearance.
 It is an essential part of who we are as
human beings.
REQUIRED COMMUNICATION
SKILLS
 The required communication skills involve:
 Knowing and applying the codes
grammar
 Knowing and using a broad vocabulary
 Knowing and applying the conventions
 Adapting the use of the code to your
audience.

WHAT IS COMMUNICATION?
 The modern business communication
model is that of a dynamic transactional
or two way process.
 It is a process in which six phases may be
recognised:
 i)Sender, ii)Encoding of the message,
iii)Transmission of the message,
iv)Receiving the message,v) Decoding the
message by the receiver, and vi) Feedback
THE COMMUNICATION
PROCESS
 To become a proficient communicator,
one must understand the
communication process.
 The modern transactional model sees

communication as a transactional two-way
process which results in a shared
understanding of meaning.
THE COMMUNICATION
PROCESS
 The first step in the modern transactional
process begins with:
 1. The sender who has an idea which he or

she wishes to share;
 2. The sender encodes the ides into a
message.

THE COMMUNICATION
PROCESS
 The message is produced in a
transmittable medium (suitable for the
expected audience);
 4. It is then transmitted through an
appropriate medium or channel to the
desired audience;
 5. The audience receives themessage;

THE COMMUNICATION
PROCESS
 6.The message is decoded by the receiver
who then
 7. Responds to the message by encoding a
response;
 8. The receiver then sends feedback. (by
responding or not responding.) If
communication is successful, it results in
transfer of meaning.
ORAL COMMUNICATION SKILLS FOR
MANAGERS
THE COMMUNICATION
PROCESS.
 If this transfer of meaning is not

achieved as intended, then true
communication has not taken place!

MANAGERS
THE COMMUNICATION
PROCESS
 LETS LOOK AT A DIAGRAMMATIC

REPRESENTATION OF THE MAIN
COMPONENTS OF THE
COMMUNICATION CYCLE.

MANAGERS
THE COMMUNICATION CYCLE
Feedback
travels to
sender
NOISE
Sender Sender Receiver Receiver

has encodes Channel carries decodes “understands”
message
idea message message message
NOISE
Possible additional
feedback to
receiver

MANAGERS
BARRIERS TO
COMMUNICATION
 There are barriers which act as distractions

or noise, which may impact negatively on
the transmission or understanding of the
message.
 They impact every stage of the
Communication Cycle!

MANAGERS
BARRIERS TO
COMMUNICATION
 Sender:
 Poor perception
 Poor audience
analysis
 Grating
personal style
 Bad first
impression
MANAGERS
BARRIERS TO
COMMUNICATION
 Message:
 Poor Organisation
 Inappropriate
language
 Technical errors
 Unfamiliar written
format
 Spoken language
filled with nervous
fillers. ORAL COMMUNICATION SKILLS FOR MANAGERS
BARRIERS TO
COMMUNICATION
 Channel:
 various forms of
external noise,
depending on the
specific channel; e.g.
uncomfortable
chairs, noise of
traffic, smudges,
static, distance
(mail).; etc
BARRIERS TO
COMMUNICATION
 Receiver:
 Poor listening
skills;
 Poor reading
skills;
 Lack of empathy.

MANAGERS
BARRIERS TO
COMMUNICATION
 Feedback :
 Environment that
discourages
feedback
 Insufficient
feedback
 Feedback that come
too late
 Responses that focus
on minor points
BARRIERS TO
COMMUNICATION
 Context.
 Information
overload
 Failure to
understand
cultural
differences.

FORMS OF VERBAL
COMMUNICATION
FORMAL COMMUNICATION
 1. Written Communication: Letters, memos, Reports,
proposals, Newsletters; E-mails and Text messages.
 2. Oral Communication: Phone Calls, Conversations,

Presentations, and Speeches.
INFORMAL COMMUNICATION:
 1. The grapevine (“Suss”, Rumour. )

WE ALSO COMMUNICATE
NON-VERBALLY BY:
 1 NON-VERBAL CUES
 Non-vocal
communication such as
gestures, eye-contact,
facial expressions,
touch, clothing,
personal space.
 E.g. Open palms at
chest level, shaking
head, changing vocal
tone, turning body away
from speaker.
FORMS OF NON-VERBAL
COMMUNICATION
 2. PARALANGUAGE:
 Non-verbal vocal
messages such as :
 Tone, emphasis,
speed, pitch, volume,
the use of pauses, and
disfluencies, such as
‘ahm’, ‘you know’.
Shouting “I’m not
angry!” communicates
the opposite.
ORAL COMMUNICATION
 In communicating orally, we often use a
combination of oral verbal communication
with forms of non-verbal communication,
which in fact, help to enhance the process!

ORAL COMMUNICATION
“SPEAKING OUT.”
 PREPARING TO SPEAK- QUESTIONS TO ASK:
When preparing to speak, as the following:
 Who is my audience?
 What do they want?
 Why am I here? What is the message
that I should deliver?
BEGIN WITH THE END IN MIND.
 What is my GENERAL PURPOSE? i.e. What is the
overriding reason for communicating with this
audience?
 Is it to inform?
 Is it to persuade?
 Is it to initiate action?
 Is it for a special purpose, e.g. Wedding
toast.
 WHAT IS MY SPECIFIC PURPOSE?
 State in s a clear unambiguous sentence
what is to be accomplished in the address.
 E.g. “To inform conference
participants on the principles of
speech-writing.”

 WHAT IS MY CORE IDEA?
 What do I want my audience to

remember?
 E.g. “The key to public speaking is to:

 Say what you are going to say; Say it,
and then Say that you have said it.”
THE MAJOR PARTS OF THE
SPEECH.
 The introduction:
 Say what you are going to say.
 The Body:
 Say it.
 The Conclusion:
 Say that you have said it.
THE INTRODUCTION.
 The first minute to 90  HOW TO CAPTURE
seconds ATTENTION.
 Making an important
first impression.  Humour
 Establish credibility--  A startling statement
convince audience that  An anecdote
you are qualified to  Rhetorical questions
speak.  A quotation
 Capture attention

THE MAJOR PARTS OF THE
SPEECH.
 The introduction:
 Say what you are going to say.
 The Body:
 Say it.
 The Conclusion:
 Say that you have said it.
HOW TO CAPTURE ATTENTION.
 HUMOUR: A most effective method. It says: “I
am confident. Sit back relax and enjoy!”
 A writers toolbox, should include volumes of
humorous quips and quotes.
 Match humour to the audience and to the style
of the speaker.
 Avoid risqué jokes in mixed audiences.
 Avoid joke-telling if the speechmaker does not
tell a joke well.
 THE STARTLING STATEMENT.
 Avoid being offensive as a shock tactic.
 Say the unexpected-- Surprising the audience is

a good way to capture and hold attention. E.g. A
startling statistic--Make sure that its is
accurate.
 Avoid other shock strategies such as the use
of profanity.
 ANECDOTES: A short entertaining story.
 QUOTES: Usually of an authority on the subject--

lends credibility.
 Jamaicans are good story tellers. Anecdotes

can help to make the point in a dramatic and
memorable way.
 Keep quotations short.-This is not an
opportunity for a soliloquy.
 RHETORICAL QUESTIONS.
 Excite audience involvement

 Encourage listeners to question
themselves and so be better prepared to
examine a possible answer.
 E.g. “Do you think there will ever be
peace in the Middle East?”
INTRODUCTION AS PREVIEW.
 Your introduction should also preview
what is to come in no more than a sentence
or two.
 Care should be taken not to promise to

much or set up false expectation.
 Just say what you are going to say--as
briefly as possible!
THE BODY.
 For a speech of 15- 20 minutes, limit yourself
to two-three points.
 Not more than five even for longer speeches.
 Give supporting evidence for the points

made.
 Don’t overload your listeners with too much
detail
THE BODY.
 The Body is the heart of the speech-- its
presentation should receive the most speaking
time.
 You may:
 Start with the strongest point first
 Or, build progressively as you move from one
point to the other.
 Or, treat each point equally.

THE CONCLUSION.
 The conclusion serves four important
functions:
 It summarizes the message
 It extends the message to a broader
context
 It personalizes the message.

THE CONCLUSION.
 Use the same techniques as for the
introduction.
 That is:
 Anecdotes
 Humour
 Quotations
 Rhetorical questions
 Startling statements

THE CONCLUSION
 Like the introduction it should take up no more than
10% of the speech.
 Make a lasting impression--Remember, the

conclusion includes the last words your listeners will
hear.
 Signal closure, by inviting action, recasting the main

points: Say that you have said it!
DELIVERING THE SPEECH.
 Delivery speaks not only to your method of speaking
but also to your voice and body language.
 There are four basic methods of delivery:

 A) EXTEMPORANEOUS SPEAKING
 B) MANUSCRIPT READING
 C) MEMORIZATION
 D) IMPROMPTU SPEAKING.

EXTEMPORANEOUS
SPEAKING.
 When speakers rely only on notes rather than on a
complete manuscript or on memorization.
 A detailed prepared text is not used. The speaker

is however prepared, and knows in detail what
he/she wants to say, and does so only with the
assistance of speaking notes. E.g. oral
presentations to small groups.

ADVANTAGES OF
EXTEMPORANEOUS SPEAKING.
 1. It sounds conversational instead of

‘canned’ or over prepared.
 2. It enables you to maintain eye-contact

with the audience.

EXTEMPORANEOUS SPEAKING
 3. Always be conscious of the individual who is

asking the question.
 4. Think on your feet and if the situation applies,

refer difficult questions to someone else who may
be in a better position to answer.

EXTEMPORANEOUS SPEAKING…
 SPEAKING NOTES should be reproduced large
enough so that they can be comfortably read.
 Index cards (5x8 inches) are recommended, with

noted written in clear bold letters.
 Different ink colours may be used to write delivery

instructions such as “Repeat for emphasis,” or
“Ask questions.”

MANUSCRIPT READING
 Reading from a prepared text.
 Recommended for situations when the

speaker cannot afford to make a mistake,
such as when the message is politically
sensitive or highly technical and it is
essential that errors be not made.

MANUSCRIPT READING
 DISADVANTAGES:
 1. Lacks spontaneity
 2. Tendency for the speaker to focus on the
manuscript first, and the audience second. This
makes feedback difficult.
3. Gestures are limited because the speaker

typically holds the manuscript on the lectern
instead of moving freely about the room, using
hand movements to emphasize key points.
MANUSCRIPT READING
 HOW TO COUNTER DISADVANTAGES:
 1. Rehearse your presentation with your audience
in mind. Learn it well enough so that you can glance
at your listeners from time to time.
 2.Practise varying you rate of speech and the tonal

quality of your voice.
 Prepare manuscript so that you can find your place

easily. Use a large bold-faced font, wide margins
and double spacing.

MEMORIZATION.
 Speaking without notes or a manuscript.
 ADVANTAGES:
 1.Gives and impression of poise and confidence.
 2.Effective and recommended for short

announcements, introduction of speakers,
informal company functions or weddings.
 3. Not recommended unless you are an
outstanding professional speaker, as you may
forget your script or become nervous.
IMPROMPTU SPEAKING.
 Speaking without previous
opportunity to prepare. Occurs
frequently in business meetings.
 GUIDELINES:
 1. Focus on the needs of the audience.
 2. Make short clear points.
 3. Limit remarks to a specific
purpose and resist the temptation to
say too much.
MEMORIZATION
 4. Remember you audience expects you to
be intelligent, relevant and clear.
 5. Do not ramble beyond the allotted

time.
 6. Be prepared to cut your remarks if
there is an unexpected interruption.
Flexibility is the hallmark of good
public speaking
OTHER TECHNIQUES OF
DELIVERY.
 Voice Quality: This refers to elements such as
loudness, pitch, rate, pauses, articulation
and pronunciation (diction.)
 A) Loudness: It is important to speak loudly

enough so that the audience will hear you.
Practice using a microphone.
 Do not tap it to see if it is working. Just gently

blow into the mic and you will hear if it is on.
OTHER TECHNIQUES
 Speak directly into the microphone
without putting your mouth too close so
that there is feedback
 If a mic. is not available, project your

voice from the diaphragm. Practise to
give your voice vibrancy and intensity
without shouting.
DELIVERY CONTD.
 B. Pitch: This refers to how high or low
your voice sounds.
 Avoid a monotone, which tends to bore the

audience.
 Vary the pitch of your voice as you

emphasize key words and phrases.

DELIVERY CONTD.
 Rate:
 Vary the rate of your speech (fast/slow)
for the emphasis of points (slower), and to
recount familiar material (faster).
 It serves to make your delivery more

interesting.

DELIVERY CONTD.
 Pauses:
 Pauses can be used effectively to add
emphasis, power and effective timing
to the delivery of the speech.
 They can add impact to a dramatic story,

a joke, or a series of rhetorical questions.

DELIVERY CONTD.
 Articulation & Pronunciation:
 Articulation refers to the clarity and

distinctiveness of your voice
 Pronunciation refers to the formation

of proper sounds to create words.
Saying “ringin,” instead of “ringing,” or
“fine,” in stead of “find” are common
pronunciation errors.
DELIVERY CONTD…
 Many Jamaicans are also guilty of adding
aspirants “Hs” where there are none, or
removing them where they should be…
 These errors erode credibility and

every effort should be made to correct
them.

DELIVERY CONTD.
 THINGS TO AVOID:
 1. Verbal annoyances ( Disfluencies)
such as ‘umm,’ ‘ah’ ‘you know’ or ‘er.’
 Rehearse your speech using a tape

recorder so as to eliminate these vocal
pauses.

VERBAL SIGNPOSTS
YOU MAY USE.
 Keep listeners on track by including helpful
previews, summaries, and transitions
such as these:
 Previewing: “The next segment of my

talk presents three reasons for…..” Or:
 “Let’s now consider the causes of …..”

VERBAL SIGNPOSTS:
 Summarising:
“Let me review with you the major problems I
have discussed…..
Or..
 Switching directions:
“So far we have talked about ….. Now let’s
move on to…….

NON-VERBAL LANGUAGE.
 Visual cues such as darting eyes, or poor
posture can undercut your message.
 Other non-verbal language that may be

used to advantage include: eye contact,
gestures, and movement.

EYE CONTACT
 1.Look people in the eye. Find a person
or persons at each side and at the centre
of the room with whom to make regular
eye contact.
 2. Avoid darting your eyes backwards

and forwards or looking above the
heads of your audience.
. ORAL COMMUNICATION SKILLS FOR MANAGERS

EYE CONTACT
 Speakers who make eye contact with their
listeners are perceived as being more
open and confident.
 Eye contact also communicates that

you are eager for feedback

GESTURES.
 Voluntary and involuntary gestures
naturally used help to support your
message e.g. pointing to a chart.
Animate your body. Be enthusiastic,
and let your body show it.
 Gestures also communicate

involvement and self confidence.

GESTURES
 Vary your facial expression: Begin with a
smile but change your expressions to
correspond with the thoughts you are
voicing.
 Forced gestures however, suggest

discomfort of the speaker.

MOVEMENT.
 Natural relaxed movements communicate self
confidence.
 Moving away from the lectern, pointing

to a visual aid, and circulating in the
audience and then moving back to the
lectern if necessary are some natural
movements that a speaker may adopt.

MOVEMENTS
 Such movements communicate that the

speaker is truly involved in the
presentation or speech.

CLOTHING
 Look terrific: Like it or not you will be
judged by your appearance. Be sure to dress
professionally. Your clothes
communicate you, before you have even
spoken your first word.
 Dress appropriately to the occasion and

to the culture of your audience.
VISUAL AIDS.
 Visual aids enhance an oral presentation.
Three of the most popular visuals are:
overhead transparencies, handouts,
and computer visuals (PPT)
 If you still use OH Transparencies -
use acetate transparencies which may be
easily prepared on a computer and copier.
Do not obstruct the audience’s view in
its use.
VISUAL AIDS
 Computer Visuals, are great for enhancing the
message! The PowerPoint slides have now become
a standard for most presentations and can be
made even more effective by the inclusion of
music, still and video/photographic inserts.
 Handouts: may take the form of brochures,

articles charts pictures distributed during the
presentation. Timing of the distribution is key.

TIPS IN PREPARING AND USING
SLIDES.
 1. Keep all visuals simple, spotlight
major points only
 2. Use the same font size and style for

similar headings

TIPS ON PREPARING SLIDES
 3.Apply the rule of seven: No more than 7
words per line, , seven total lines, and 7x7
i.e. 49 total words
 4. Be sure that everyone in the audience

can see the slides.

TIPS ON USING SLIDES.
 5. Show a slide, allow the audience to read

it, then paraphrase it. Do not read from
the slide.
 6. Rehearse by practicing talking to the

audience—not to the slides. Look at the
audience, not the screen.

TIPS ON USING SLIDES
 7.Bring back-up transparencies or notes in
case of equipment failure.
 Remember “Murphy’s Law”…
“If anything can go wrong… it will!”

HOW TO AVOID STAGE
FRIGHT.
 Stress experienced before delivering a
speech/presentation is the body’s fight or flight
reaction (caused by the secretion of adrenaline)
when it senses danger.
 Speech tension or stage fright can immobilise a

speaker, as the heart rate speeds up the mouth
becomes dry and hands and knees begin to shake.

HOW TO AVOID STAGE
FRIGHT
 1. Recognise that everyone gets nervous.
 2.Make tension work for you to heighten

performance and improve your delivery.
 3.Recognise that much of your tension is

not obvious to the audience.

HOW TO AVOID STAGE
FRIGHT
 4. Visualize your success as a speaker. See
yourself at the platform speaking brilliantly.
 5. Breathe deeply and have a sip of water just

before you begin to speak. Deep breathing helps to
relax the entire body, and will help avoid a parched
mouth. Keep a glass of water close by.

HOW TO AVOID STAGE
FRIGHT
 1. Recognise that everyone gets nervous.
 2.Make tension work for you to heighten

performance and improve your delivery.
 3.Recognise that much of your tension is

not obvious to the audience.

HOW TO AVOID STAGE
FRIGHT.
 6. Use gestures and movements.
They are a natural outlet for nervous
tension.
 7. Look at people straight in the eye for

positive feedback.

HOW TO AVOID STAGE FRIGHT
 8. Do notlet a mistake shake your

confidence. If something goes wrong keep
going. Do not say “Sorry” and draw attention
to your error. Chances are, most of your
audience will not notice what happened.

HOW TO AVOID STAGE
FRIGHT.
 10. Be prepared. Know your audience.
Know the reason for your presentation.
Knowledge is a great confidence booster.
11. Organize your thoughts into notes

and practise making the delivery. The more
you prepare the less anxious you will be.

HOW TO AVOID STAGE
FRIGHT
12. Rehearse in front of a mirror.
13. Use a tape recorder or a video camera,

or ask a friend to listen to you and watch
your presentation.

HOW TO HANDLE
QUESTIONS.
 If hands are raised, be sure to take questions
from every part of the room including the
back.
 If there are questions you cannot answer

say so in a direct way. You may also tell the
questioner that you will try to find the
answer and respond as soon as possible.
HOW TO HANDLE
QUESTIONS
 Try to turn hostile questions to your
advantage by remaining calm and
recasting the question in a less
confrontational style.

HOW TO HANDLE
QUESTIONS
 Always be conscious of the individual
who is asking the question.
 Think on your feet and if the situation

applies, refer difficult questions to someone
else who may be in a better position to
answer.

QUIZ
 1. How would you define the modern understanding
of the process of Communication?
 2. What are the 6 phases of the process?
 3. When does communication take place?
 4. What is noise?
 5.Name 3 noise factors which may impact the
communication process in a face to face situation.
 6. Name two types of verbal communication
 7. Name one channel of informal communication.

QUIZ CONTD.
 8. Name two forms of non-verbal communication?
 9. What is the benefit of non-verbal communication?
 10. You have been asked to give a speech, what
questions would you ask in preparation?
 11. What are some of the techniques you would attend
to so as to ensure that you gave the best possible
delivery. Name four of these factors.
 12. Name four forms of speech delivery.
 13. Which form would you most likely to use and why.
 14. State how you would handle stage fright.

DICTION & ARTICULATION
 Public speaking requires much practice, especially
in diction and articulation. Your body must also
be prepared to speak. You are provided with a
Manual which focuses on some of these
exercises.
 Use it not only to remind your speaking organs on
how words should be properly speak, but also how
to prepare your body to speak.
 This is also a great way to identify your areas of
weakness, which you may practice how to
overcome! ORAL COMMUNICATION SKILLS FOR
MANAGERS
PUBLIC SPEAKING
 You are provided with
the script of a speech
which you will be asked
to deliver in your next
class, using all the tips
for Public Speaking
which have been given
in this lecture.
 Read, and rehearse,
and prepare to deliver
it!
MANAGERS
PREPARING TO SPEAK OUT
 USING THE GUIDELINES PROVIDED IN THIS PRESENTATION,
 PREPARE A THREE-MINUTE ADDRESS

– a Vote of Thanks, or Introduction to a
Speaker, whose background you will
research.
 Your address will be delivered during

your next session.

THE END OF PART 1.
BY: ELAINE COMMISSIONG

Oral Communication Art of Public Speaking 2 Revised 2016

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ORAL COMMUNICATION.

ORAL COMMUNICATION SKILLS FOR MANAGERS

ORAL COMMUNICATION SKILLS FOR MANAGERS

ORAL COMMUNICATION SKILLS FOR MANAGERS

 The modern transactional model sees

 1. The sender who has an idea which he or

ORAL COMMUNICATION SKILLS FOR MANAGERS

ORAL COMMUNICATION SKILLS FOR MANAGERS

 If this transfer of meaning is not

ORAL COMMUNICATION SKILLS FOR

 LETS LOOK AT A DIAGRAMMATIC

ORAL COMMUNICATION SKILLS FOR

Sender Sender Receiver Receiver

ORAL COMMUNICATION SKILLS FOR

 There are barriers which act as distractions

ORAL COMMUNICATION SKILLS FOR

ORAL COMMUNICATION SKILLS FOR

ORAL COMMUNICATION SKILLS FOR MANAGERS

 2. Oral Communication: Phone Calls, Conversations,

ORAL COMMUNICATION SKILLS FOR MANAGERS

ORAL COMMUNICATION SKILLS FOR MANAGERS

ORAL COMMUNICATION SKILLS FOR MANAGERS

 What do I want my audience to

 E.g. “The key to public speaking is to:

ORAL COMMUNICATION SKILLS FOR MANAGERS

 Say the unexpected-- Surprising the audience is

 QUOTES: Usually of an authority on the subject--

 Jamaicans are good story tellers. Anecdotes

 Excite audience involvement

 Care should be taken not to promise to

 Give supporting evidence for the points

ORAL COMMUNICATION SKILLS FOR MANAGERS

ORAL COMMUNICATION SKILLS FOR MANAGERS

ORAL COMMUNICATION SKILLS FOR MANAGERS

 Make a lasting impression--Remember, the

 Signal closure, by inviting action, recasting the main

 There are four basic methods of delivery:

ORAL COMMUNICATION SKILLS FOR MANAGERS

 A detailed prepared text is not used. The speaker

ORAL COMMUNICATION SKILLS FOR MANAGERS

 1. It sounds conversational instead of

 2. It enables you to maintain eye-contact

ORAL COMMUNICATION SKILLS FOR MANAGERS

 3. Always be conscious of the individual who is

 4. Think on your feet and if the situation applies,

ORAL COMMUNICATION SKILLS FOR MANAGERS

 Index cards (5x8 inches) are recommended, with

 Different ink colours may be used to write delivery

ORAL COMMUNICATION SKILLS FOR MANAGERS

 Recommended for situations when the

ORAL COMMUNICATION SKILLS FOR MANAGERS

3. Gestures are limited because the speaker

 2.Practise varying you rate of speech and the tonal

 Prepare manuscript so that you can find your place

ORAL COMMUNICATION SKILLS FOR MANAGERS

 2.Effective and recommended for short

 5. Do not ramble beyond the allotted

 A) Loudness: It is important to speak loudly

 Do not tap it to see if it is working. Just gently

 If a mic. is not available, project your

 Avoid a monotone, which tends to bore the

 Vary the pitch of your voice as you

ORAL COMMUNICATION SKILLS FOR MANAGERS

 It serves to make your delivery more