Oral Presentation Information
Each oral presentation involves a ten-minute presentation with the use of visual aids and
a question and answer session (your audience will ask you questions).
Please review Chapter 15 for advice on preparation, organization, visual aids, delivery,
etc., as well as the instructions provided in class prior to the oral presentations. Here are
some reminders:
Content
For the introduction:
• Capture the audience’s attention/get the audience involved (by asking a question,
telling a brief relevant story, providing a startling fact, etc.)
• Identify yourself
• Establish your credibility
• Preview your main points
For the body of the report:
• Limit the presentation to only a few main points
• Provide explanations/illustrations/details to explain each point
For the conclusion:
• Review/summarize the main points
• Provide a final focus (what the audience has learned , what they should do with
the information, etc.)
• Encourage the audience to ask questions
Remember to provide transition words/phrases/sentences between the introduction, body,
and conclusions and between each main point discussed in the body.
Visuals Aids
You are required to use visual aids in your oral presentation. Remember to test your disk
in advance if you use computer slides and to edit/proofread all computer slides, overhead
transparencies, and handouts. Pay attention to the appearance of your visual aids
(regarding color scheme, font size, spacing of lettering, etc.) If you use power point
slides, use words and phrases in outline form—not dense text (full
sentences/paragraphs).
Chapter 15
Speaking Skills
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Copyright © 2003
Preparing an Oral
Presentation
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 2
Preparing an Oral
Presentation
• Identify your purpose.
• Decide what you want your audience to
believe, remember, or do when you
finish.
• Aim all parts of your talk toward your
purpose.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 3
Preparing an Oral
Presentation
• Organize the introduction.
• Get the audience involved.
• Capture attention by opening with a
promise, story, startling fact, question,
quotation, relevant problem, or selfeffacing story.
• Establish your credibility by identifying
your position, expertise, knowledge, or
qualifications.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 4
Preparing an Oral
Presentation
• Organize the introduction.
• Introduce your topic.
• Preview the main points.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 5
Preparing an Oral
Presentation
• Organize the body.
• Develop two to four main points.
Streamline your topic and summarize its
principal parts.
• Arrange the points logically:
chronologically, from most important to
least important, by comparison and
contrast, or by some other strategy.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 6
Preparing an Oral
Presentation
• Organize the body.
• Prepare transitions.
• Use “bridge” statements between major parts
(I’ve just discussed three reasons for X; now I
want to move to Y).
• Use verbal signposts (however, for example,
etc.).
• Have extra material ready.
• Be prepared with more information and visuals
if needed.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 7
Preparing an Oral
Presentation
• Organize the conclusion.
• Review your main points.
• Provide a final focus. Tell your listeners
how they can use this information, why
you have spoken, or what you want
them to do.
• Plan a graceful exit.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 8
Preparing an Oral
Presentation
Nine Techniques for Gaining and Keeping
Audience Attention
1. A promise
By the end of this presentation, you will be able to . . . .
2. Drama
Tell a moving story; describe a serious problem.
3. Eye contact
Command attention at the beginning by making eye
contact with as many people as possible.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 9
Preparing an Oral
Presentation
Nine Techniques for Gaining and Keeping
Audience Attention
4. Movement
Leave the lectern area. Move toward the audience.
5. Questions
Ask for a show of hands. Use rhetorical questions.
6. Demonstrations
Include a member of the audience.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 10
Preparing an Oral
Presentation
Nine Techniques for Gaining and Keeping
Audience Attention
7. Samples/gimmicks
Award prizes to volunteer participants; pass out samples.
8. Visuals
Use a variety of visuals.
9. Self-interest
Audience wants to know “What’s in it for me?”
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 11
Designing and Using
Graphics
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 12
Designing and Using
Graphics
• Select the medium.
• Consider the size of the audience and
the degree of formality desired.
• Consider cost, ease of preparation, and
potential effectiveness.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 13
Designing and Using
Graphics
• Highlight the main ideas.
• Focus on major concepts only.
• Avoid overkill. Showing too many
graphics reduces effectiveness.
• Keep all visuals simple.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 14
Designing and Using
Graphics
• Ensure visibility.
• Use large type for transparencies and
slides.
• Position the screen high enough to be
seen.
• Be sure all audience members can see.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 15
Designing and Using
Graphics
• Enhance comprehension.
• Give the audience a moment to study a
visual before discussing it.
• Paraphrase its verbal message; don’t
read it.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 16
Designing and Using
Graphics
• Practice using your visual aids.
• Rehearse your talk, perfecting the
handling of your visual aids.
• Practice talking to the audience and not
to the visual.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 17
Presentation Enhancers
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 18
Presentation Enhancers
• Overhead Projector
• Cost: Low
• Audience size: 2-200
• Formality level: Formal or informal
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 19
Presentation Enhancers
• Flipchart
• Cost: Low
• Audience size: 2-200
• Formality level: Informal
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 20
Presentation Enhancers
• Write-and-wipe Board
• Cost: Medium
• Audience size: 2-200
• Formality level: Informal
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 21
Presentation Enhancers
• Slide Projector
• Cost: Medium
• Audience size: 2-500
• Formality level: Formal
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 22
Presentation Enhancers
• Computer Presentation Slides
• Cost: Low
• Audience size: 2-200
• Formality level: Formal or informal
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 23
Presentation Enhancers
• Handouts
• Cost: Varies
• Audience size: Unlimited
• Formality level: Formal or informal
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 24
Overcoming Stage Fright
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 25
Overcoming Stage Fright
Symptoms of Stage Fright
• Stomach butterflies
• Wobbly knees
• Pounding heart
• Tied tongue
• Shortage of breath
• Sweaty palms
• Dry throat
• Unsteady voice
• Trembling hands
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 26
Overcoming Stage Fright
Ways to Overcome Stage Fright
• Select a familiar, relevant topic. Prepare
150 percent.
• Use positive self-talk.
• Convert your fear into anticipation and
enthusiasm.
• Shift the focus from yourself to your
visuals.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 27
Overcoming Stage Fright
Ways to Overcome Stage Fright
• Give yourself permission to make an
occasional mistake.
• Ignore stumbles; keep going. Don’t
apologize.
• Make the listeners your partners. Get
them involved.
• Just before you speak, practice deep
breathing.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 28
Effective Telephone Calls
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 29
Effective Telephone Calls
• Making Calls
• Plan a mini agenda.
• Use a three-point introduction:
1. Your name
2. Your affiliation
3. A brief explanation of why you are calling.
• Be cheerful and accurate.
• Bring it to a close.
• Avoid telephone tag.
• Leave complete voice-mail messages.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 30
Effective Telephone Calls
• Receiving Calls
• Identify yourself immediately.
• Be responsive and helpful.
• Be cautious when answering calls for others.
• Take messages carefully.
• Explain when transferring calls.
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 31
End
Mary Ellen Guffey, Business Communication: Process and Product, 4e
Ch. 15, Slide 32
Persuasive Cover Letters
• Should be submitted even when
not requested
The Purpose of Cover Letters
• Introduce the resume
• Highlight your strengths in terms of
benefits to the reader
• Attempt to gain an interview
Three Primary Parts
• An opening that introduces message and
identifies position
• A Body that sells the candidate
• A closing that requests and interview and
motivates action
Introducing Your Message
• Address the reader by name
Openings for Solicited Jobs
• Drop the name of anybody who tipped you off
about the job.
• If responding to an advertisement, explain in
detail the name and date of publication, and the
exact position advertised.
• Identify your purpose, explaining how your
qualifications are a good match for the job
Openings for Unsolicited Jobs
• Show you’ve done your research; convince
the reader to read on
• Explain how your background and skills
will benefit the company
Body of Letter
• Promote your qualifications.
• Spotlight receiver advantages
• Choose your strongest qualifications;
explain how they fit the targeted job
• Discuss relevant personal traits—back
them up with examples
Closing
• Ask for an interview
• Review reader benefits
• Provide phone number and best times to
be reached
There were some missed opportunities for bulleted lists which cause the report to be a bit
text dense at times. This shouldn’t, however, create a problem for the presentation. Just
make certain to don’t have a lot of text dense1 slides. Perhaps you could use some of the
suggestions for category headings that I’ve provided below for the short bulleted
headings or lists in the slides. Grade: 8.7
DATE:
November 27, 2014
TO:
Robert Marini
FROM:
Mohammed Bindakhil
SUBJECT: PROPOSING A REPORT EXPAINING WHAT IS THE SOLAR ENERGY
(PHOTOVOLTAIC SYSTEM) AND SHOULD WE USE IT?
A Photovoltaic System saves energy and reduces the importance of oil (“Get Your Power From
the Sun,” 2003). It is good for people to know how a Photovoltaic system uses solar energy and
why it is important and helpful. According to Knier (2002), “Photovoltaic is the direct
conversion of light into electricity at the atomic level” (p. 1). Photovoltaic systems give off a
pure energy without using oil (“Photovoltaic: Design and Installation Manual,” 2006). There are
six types of Photovoltaic systems and they have different sizes and costs, but they all work the
same way; however, Photovoltaic systems have advantages and disadvantages.
Background
Solar energy has a long history and proven track. In 1839, Becquerel discovered the Photovoltaic
effect in France (“Renewable Energy,” 1996). After 1877, the first report was made about
Photovoltaic (“Renewable Energy,” 1996). In 1883, a selenium solar cell was constructed by
Fritts, which is similar to the silicon solar cells which we have today (“Renewable Energy,”
1996). Knier (2002) has mentioned that the first Photovoltaic system was built in 1954 by
Laboratories and was much more expensive that Photovoltaic system today (p. 1). Also he
explained that in 1960 the space industry built the first Photovoltaic on a spacecraft.
The Six Kinds
According to Solar Energy International (2004), Photovoltaic has six types of systems that are
compatible with who need them.
1. Integrated Photovoltaic battery-charging system. This system has all the components
in a single package and many applications. The integrated Photovoltaic battery-charging
system is a small system completed with integrated Photovoltaic battery-charging and a
rechargeable battery.
2. Day use system. It is a simple system and it is just for daytime use only. However,
people use the day use system to pump water from the storage tank.
•
The Third system is the Direct current system with storage batteries. This system is
powered by batteries that help the users use it any time they want. For example, they can
use it in the night, or in inclement weather.
•
The Fourth one is the direct current system powering alternating current loads. This
system has huge power, which is due to an alternating current.
•
The Fifth type is the utility grid interconnected system. This system does not have a
battery because it is connected by a utility grid. If this system ever shuts down, the utility
Robert Marini
2
November 17,2014
grid works automatically.
•
The Sixth which is the last system is the hybrid system. There is a large battery and it is
integrated with a wind turbine, and that used in washing machines, dryers, and large tools
(p. 4-7). The utility grid interconnected system is the most popular systems in Japan,
Germany, and United State because these systems are on more than 400,000 rooftops
(Heinderg, 2007, p. 46).
Size and Cost
People who want to have Photovoltaic have to know which’ size they need and how much the
system costs. According to the Government's opinion, Photovoltaic providers have to know first
about the old electric bills, than they must select the best size for the house. Users have to know
about how much energy is produced, and they should compare the production of energy to their
annual electricity usage. For example, to generate 4,000 watts from a 16% efficient system, the
users only need 320 square feet to roof area. In (1-2) chart, the chart shows another examples
that help the users to see how much area they need.
Cost
The price depends on roof to roof, place to place, and many other factors which the system the
users need. One single photovoltaic systems produces $12 worth of electricity per watt. On the
other hand, normal houses can cost $6 to $8 per watt. (“Get Your Power From the Sun,” 2003).
Many industries think that in the early years of the next century, costs will fall to around $1.50
per watt, which is a very good thing ( “Renewable Energy,” Boyle 1996).
1-2
Its Parts and How It Works
Photovoltaic systems have three parts that are connected to each other, and they work in a way
that creates great amounts of electricity.
•
The Photovoltaic system: This is the most important part, without this there is no way
the cell could function or generate energy whatsoever. The solar cell is made of semi-
Robert Marini
•
•
3
November 17,2014
conductive materials, like silicon, that help the energy outputs increase greatly.
The modules. This part is connected by a lot of solar cells.
The last part is The arrays: This is connected by many modules.
Solar cells are surrounded by an electric field formed by a thin semiconductor wafer that is
specially treated. When light energy strikes the solar cell electricity is formed. (Knier, 2002).
The Advantages
Photovoltaic technology has advantages that help the people and give them better services.
According one of the biggest draws to solar energy is that once the user has bought a
Photovoltaic system there are
•
•
•
•
Little to no upkeep costs.
Very durable. In harsh conditions the Photovoltaic system will not face power outages
which probably damage the system of the user requires a continuous energy
Can still work more than twenty five years under normal conditions. Fixing the system is
not a problem it costs a little money, so if the system breaks down the users will not
worry about that.
Aare always safe to the user if they are installed and designed correctly. These are the
industries' opinions.
2-2
Disadvantages
Even though the Photovoltaic systems have a lot of advantages, they have some
disadvantages that they always have to face. According to the public's opinions, people cannot
choose any home and location if they want effective system. That depends from where the users
are (Heinberg, 2007, p. 35). In chart (2-2), the chart shows the countries the Photovoltaic systems
does not work as well as other countries such as the countries on the north side of the globe.
“Get Your Power from the Sun” (2003) has mentioned that Photovoltaic systems do not work in
the night, they just work when the sun shines. Moreover, if there is shadow from trees, or
Robert Marini
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November 17,2014
shadows from buildings above the Solar cells, there are big problems for the system because the
system needs a clear view. According to “Photovoltaic: Design and Installation Manual” (2006),
the volatility of weather affects the power outputs. In other words, the volatility of weather
makes solar cells less efficient; efficiency improvement for photovoltaic system is quite difficult
and will cost a lot if the users try to fix it, and even if they do manage to fix it, it will not be like
when it was first. Many people do not have enough information or knowledge about
Photovoltaic system because the system is not easy to use.
Conclusion
The Photovoltaic system is one of the most popular energy systems because it has 6
different types, and for each one there is a different job and employment and they also have a lot
of sizes and different costs to secure the user's requirements; however, Photovoltaic system must
have great wattage to work. The Photovoltaic system has many advantages with a few major
disadvantages which lead to its popularity. Photovoltaic system helps the world by reduce the
gases which cause the green house effect because Photovoltaic system dose not cause any gases.
From the advantages which Photovoltaic provided, we can see how this system is important, and
also according to “Get Your Power From the Sun” (2003 US Dept of Energy), Photovoltaic
system will reduce the worlds dependancy upon oil and have great environmental impacts that
could keep the Earth alive and thriving for generations to come.
Robert Marini
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November 17,2014
References
Boyle, G. (1996). Renewable Enerhy. In Boyle, G (Eds). Solar Photovoltaics (pp. 89-135). New
York: Oxford University Press.
Heinberg, R. (2007, Jan). The Citizen-Powered Energy Handbook Community Solutions to a
Global Crisis Greg Pahl. White River Junction, VT: Chelsea Green Publishing Copany.
Knier, G. (2002). How Do Photovoltaic work? National Aeronautics and Space Administration
(NASA). Retrieved from
http://science.nasa.gov/science-news/science-at-nasa/2002/solarcells/
Photovoltaic: Design and Istallation Maunal. (2004). Gabriola Island, BC: New Society
Publishers.
U.S Department of Energy (DOE) (2003, Dec). Get Your PowerFrom the Sun. Retrieved from
http://www.nrel.gov/docs/fy04osti/35297.pdf
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