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ORAL REPORT TIPS

MPA Capstone Seminar (PS 540)

Professor Bob Swansbrough

Spring 2006

Introduction Organization Delivery Conclusion ReadingsEvaluation Form

Getting on the Speakers' Mound?

The following guide is to help you plan and deliver the oral report on your research to the class. It cannot cover everything included in your written research analysis. Therefore, cogently present your oral report so that the major findings and key recommendations arising from the assessment of data make the audience want to read your written report for further information.

Pretend that you are presenting your report to a legislative committee, a group of clients, a board of directors, potential contributors or your boss and his/her key advisors. You want to impress them with your in-depth knowledge of the topic, insightful analysis of the examined material, politically perceptive recommendations and your poised, lucid and articulate verbal presentation of the report. Manifest self-confidence and a clear mastery of your subject matter. Remember, you probably know more about the subject than anyone else in the room--with one exception, of course!

I. INTRODUCTION: "What's the Sizzle?"

Advertising firms emphasize the need to sell the sizzle, not the steak. Make your introduction provocative. As Winston Churchill might say: "never, never, never" apologize for what you are about to say. Be confident and in control. Perhaps begin with an insightful quotation, anecdote or example to get the listener's attention. Roger Ailes, President Reagan's media consultant (You Are the Message, 1988), argued that an audience forms a critical impression of a speaker within the first seven seconds of their presentation. Then let the audience know what you will be discussing in your 10-12 minute report, providing them with a road map of the major points you will cover.

II. ORGANIZATION: "Where's the Beef?"

Demonstrate a solid understanding of your subject, but don't overwhelm your audience with unnecessary facts. For example, don't stress background information which you cover in your written report unless it bears significantly on your key findings. Don't use a lot of numbers or statistics in oral reports. If possible, use a simple graph to quickly make a point about trends. Slides, lap top computer presentations (Power Point or Persuasion) or overhead transparencies may be used to visually make your presentation more interesting and informative. However, make sure there are no misspelled words or errors; don't include too much information on an overhead transparency. Give enough information about your key findings so that listeners understand the significance of your discoveries. What you omit and what you highlight reflects your evaluation of what is important.

III. DELIVERY: "Never Let Them See You Sweat."

Practice giving your oral report several times. Don't simply read from your manuscript. Have notes but try to appear somewhat extemporaneous. Maintain eye contact with your audience and periodically smile to show that you are relaxed and confident. Condense or cut out portions of your report, if necessary, to stay within the 12 minute time frame. Remember, your audience wants you to cogently present your major findings and ideas; they can always ask you to elaborate on major points after your presenation. Use good grammar and practice pronouncing words that give you trouble. Dress appropriately for a professional presentation; look like a successful, up-and-coming governmental analyst, administrator or manager. Research indicates that the impact of a presentation on an audience depends upon visual impression (55%), voice quality (38%) and words (7%) [Hal Persons, The How-To of Great Speaking, l992]. Keep in mind that the key to an effective oral presentation is PRACTICE.

IV. CONCLUSION: "So What?"

Tie your findings to your conceptual schema or hypotheses. Remember, a good report applies a theoretical/conceptual model to the data to discern important lessons, conclusions and/or patterns of behavior. The report should not simply be a narrative of research notes. It should reflect your unique perspectives on the subject, based on the common conceptual approach studied in class. Your wrap-up should thus conclude with a summary which makes clear to the audience the importance of your research findings for increasing our shared knowledge about what constitutes outstanding leadership traits and skills.

I would like to recommend a short list of books for you to read at your leisure--after this course. These books all offer some very useful suggestions on how to improve your speaking and writing abilities. These experts emphasize that strong communication skills enhance your leadership image and effectiveness.

Roger Ailes, You Are the Message: Secrets of the Master Communicators,
Dow Jones-Irwin (Homewood, Illinois), l988.
Roger Ailes was the communications media advisor for both Presidents Ronald Reagan and George Bush. A key lesson he offers: audiences start to make up their minds about speakers within seven seconds of first meeting them.

Peggy Noonan, On Speaking Well, Regan Books (New York, NY), l998. Published originally as Simply Speaking. Peggy Noonan served as a speechwriter for President Ronal Reagan and President George H.W. Bush.

James C. Humes, Standing Ovation: How to Be an Effective Speaker and Communicator, Harper & Row (New York, NY), l988.
James Humes worked as a White House speech writer. He published another book on Winston Churchill's speaking skills, which he cites throughout for lessons. You will find many of his suggestions parallel my guideline for your oral reports.

Hal Persons, The How-To of Great Speaking: Stage Techniques to Tame Those Butterflies, Black & Taylor (Austin, TX), 1992.
The author gives a lot of tips on how to relax and project energy and excitement in your delivery using dramatic techniques employed in theater workshops.

Marlene Caroselli, The Language of Leadership, Human Resource Development Press (Amherst, MA), l990. The author analyzes particular addresses of Lee Iacocca, Mario Cuomo, Tom Peters, Kitty Carlisle Hart and several other women to identify key aspects of their speaking style. Gives good tips and guidelines for "power" language presentations throughout the book. Note that the classical (Cicero) rhetoric techniques still work!

Keshavan Nair, A Higher Standard of Leadership: Lessons from the Life of Gandhi, (Berrett-Koehler Publishers (San Francisco, CA), l994.
A well-received new book which applies Gandhi's ethical views to current leadership situations. A good example for all of us to follow: "Doing what we believe is right is what keeps us on the path toward the ideal."

Tony Jeary, Life Is A Series of Presentation, A Fireside Book, Simon & Schuster (New York, NY: 2004)
A recent book on sale in campus bookstore for reduced price.

 

V. ORAL REPORT EVALUATION FORM

 

Student________________________________________

Topic _________________________________________

 

E= Excellent

G= Good

N= Needs Improvement

____ Interesting Introduction-- "Hooked" Audience

____ Organization-- Clear Focus & Outline

_____ Content-- Indicates Solid Research

____ Visual Aides for Key Facts & Findings

____ Clarity of Expression

____ Spontaneity-- Practiced, Not Read

____ Eye Contact with Audience

____ Hand Gestures

____ Persuasiveness

____ Conceptual Usage

____ Conclusion-- Why Important?

____ Response to Questions

OVERALL ORAL REPORT GRADE _________

Comments and Suggestions:

 

  Last updated: January 17, 2006.

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Mail address: Dr. Bob Swansbrough, Department of Political Science, 417 Fletcher Hall, University of Tennessee at Chattanooga, 615 McCallie Ave., Chattanooga, TN 37403. Tel: (423) 755-4635 or 755-4240.