types of speeches in business communication

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7.2: Four Types of Speeches

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Speeches can be categorized into four broad areas depending on the amount of preparation that is undertaken and depending upon the nature of the occasion. The four types of speeches are manuscript, memorized, extemporaneous, and impromptu. Our aim is to acquaint you with these four different modes of delivery, to provide suggestions for when you are asked to make impromptu remarks, and then to focus most your time on the preparation, practice, and presentation of extemporaneous speeches.

Manuscript Speech

When you listen to the President deliver a State of the Union message, you listen to a well-crafted speech being read from a teleprompter. The speech has been polished by a staff of speechwriters and has been practiced many times. The President will know how to anticipate the reaction of the audience and will know when to pause for applause and when to expect laughter. This form of speaking is used when the exact words matter and when much time and energy is expended on getting everything just right. There are times when people who are not leaders of countries deliver manuscript speeches as well. They are used when people testify before Congress, when people read important statements in a public setting, or when people deliver reports at professional meetings. All call for exact words in the correct order.

While the President has access to a staff of speech writers and a teleprompter, most of us do not. If you were given this type of assignment, you would have to read your manuscript speech from printed notes. In that case, you would want to ensure that you had prepared your manuscript carefully, using large fonts so you could read it easily without burying your nose in the pages. Reading the speech does not allow you to skimp on the preparation. Practice the speech many times. This allows you to make changes, if needed, and to select the best words to communicate your exact meaning. Remember to speak clearly and naturally -strive for a conversational tone. It shouldn’t sound read -even if you are reading. Also, remember to speak slowly; there is a natural tendency to speed up when we speak in public. Delivering a speech is not a race; you do not receive bonus points for finishing early.

Unless you are specifically told by your instructor to prepare and deliver a manuscript speech, you should never write out the entire speech. Spend your time developing your outline, organizing your ideas, and determining where you can best insert your supports. Then practice using the outline while speaking.

Memorized Speech

When you were in elementary school, did you ever have to memorize a poem or a part of a speech? If you are like most students, the answer is “Yes. ” There is nothing wrong with memorization. But if you try to memorize a speech, you risk forgetting what you planned to say and coming across as completely unprepared. Memorizing your speech is even worse than reading it. All the objections that apply to the read speech also apply to the memorized speech. Spontaneity is gone. The speech can sound stilted. Often, delivery is too rapid. Concentration is on the words, not the ideas. Sometimes the speech sounds too formal, like a written essay. There is minimal feedback or other contact with the audience. And what happens if your mind goes completely blank or if an audience member interrupts? The entire presentation will likely fall apart. Memorizing a speech puts entirely too much pressure on the speaker.

That said, there are a couple of parts of the speech that you may want to have memorized -or practiced so well that you can deliver them almost as if memorized. These include:

Your introduction: It sets the stage for the entire speech. The words should be well chosen and rehearsed. You may find that as you repeat this portion of the speech during your rehearsals you do come to memorize it word for word. If so, this is fine. After all, once you have determined the best way of saying something, why not use it? Just make sure the presentation does not sound memorized.

Your conclusion: The summary and call to action are the final words that your audience will hear. As with the introduction, if you practice this repeatedly you will develop the best way to say what you want and you will probably have perfected this portion of the speech.

Impromptu Speech

There will come a time for all of us when we are asked to “say a few words ” without much preparation. You haven’t prepared any notes, you haven’t practiced what you’ll say, and you’re being asked to “wing it. ” While this may seem incredibly scary, impromptu presentations are the most common type of public speaking. You’re in class and suddenly the professor wants to hear how group projects are going. You, as the leader of your group, are asked to stand and briefly discuss what the group is doing and how much you’ve completed so far. That’s an impromptu speech. You didn’t know when you headed to class that day that you’d be speaking in public, but you did it. No sweat! Or maybe you’re in a meeting at work and the boss announces that he wants you to brief everyone in the meeting on the new equipment being installed that afternoon. Again, no prior planning, no notes, you just do it. That’s impromptu speaking.

Extemporaneous Speech

The focus of most college courses in public speaking is the extemporaneous speech. This is because this is the type of speech used most in business, education, preaching, and political affairs. Few of us will ever have a professional staff of speechwriters or ever deliver a speech with the aid of a teleprompter. But when you do have a speech or presentation to deliver, you’ll want to sound prepared, authoritative, and clear.

Simply stated, an extemporaneous speech is one where you will have time for preparation and practice but will not be expected to read from a manuscript or to have the speech memorized. The question most students ask is, “How much time should be spent in preparation and practice? ” Perhaps Mark Twain said it best. When speaking about preparing for an impromptu speech, he noted, “It usually takes more than three weeks to prepare a good impromptu speech ” (King). While celebrated as a humorist, there is much truth in his words. To appear to be speaking off the cuff, and to do it well, you must prepare thoroughly and practice to perfection. When you speak extemporaneously, it means you’ve had ample time to prepare and research and that you have rehearsed your speech (many times) using an outline or notes to remind you of the progression of ideas you wish to present. You will follow all the normal steps outlined in the earlier chapters. Choose a topic, narrow appropriately, analyze your audience, choose your supports, and create an outline. You will know your speech so well and will amaze your audience!

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Chapter 9 Public Speaking

9.2 Types of Speeches

In today’s world, we are constantly bombarded with messages both good and bad. No matter where you live, where you work or go to school, or what kinds of media you use, you are probably exposed to hundreds. if not thousands, of advertising messages every day. Researcher Norman W. Edmund estimates that by 2020 the amount of knowledge in the world will double every seventy-three days (Edmund, 2005).

Christian Pierret – Leader – CC BY 2.0.

Because we live in a world where we are overwhelmed with content, communicating information in a way that is accessible to others is more important today than ever before. To help us further understand why public speaking is important, we will first examine public speaking in everyday life. We will then discuss how public speaking can benefit you personally.

Everyday Public Speaking

Every single day people across the United States and around the world stand up in front of some kind of audience and speak. In fact, there’s even a monthly publication that reproduces some of the top speeches from around the United States called Vital Speeches of the Day ( http://www.vsotd.com ). Although public speeches are of various types, they can generally be grouped into three categories based on their intended purpose: informative, persuasive, and entertaining.

Informative Speaking

One of the most common types of public speaking is informative speaking . The primary purpose of informative presentations is to share one’s knowledge of a subject with an audience. Reasons for making an informative speech vary widely. For example, you might be asked to instruct a group of coworkers on how to use new computer software or to report to a group of managers how your latest project is coming along. A local community group might wish to hear about your volunteer activities in New Orleans during spring break, or your classmates may want you to share your expertise on Mediterranean cooking. What all these examples have in common is the goal of imparting information to an audience.

Informative speaking is integrated into many different occupations. Physicians often lecture about their areas of expertise to medical students, other physicians, and patients. Teachers find themselves presenting to parents as well as to their students. Firefighters give demonstrations about how to effectively control a fire in the house. Informative speaking is a common part of numerous jobs and other everyday activities. As a result, learning how to speak effectively has become an essential skill in today’s world.

Persuasive Speaking

A second common reason for speaking to an audience is to persuade others. In our everyday lives, we are often called on to convince, motivate, or otherwise persuade others to change their beliefs, take an action, or reconsider a decision. Advocating for music education in your local school district, convincing clients to purchase your company’s products, or inspiring high school students to attend college all involve influencing other people through public speaking.

For some people, such as elected officials, giving persuasive speeches is a crucial part of attaining and continuing career success. Other people make careers out of speaking to groups of people who pay to listen to them. Motivational authors and speakers, such as Les Brown ( http://www.lesbrown.com ), make millions of dollars each year from people who want to be motivated to do better in their lives. Brian Tracy, another professional speaker and author, specializes in helping business leaders become more productive and effective in the workplace ( http://www.briantracy.com ).

Whether public speaking is something you do every day or just a few times a year, persuading others is a challenging task. If you develop the skill to persuade effectively, it can be personally and professionally rewarding.

Entertaining Speaking

Entertaining speaking involves an array of speaking occasions ranging from introductions to wedding toasts, to presenting and accepting awards, to delivering eulogies at funerals and memorial services in addition to after-dinner speeches and motivational speeches. Entertaining speaking has been important since the time of the ancient Greeks, when Aristotle identified epideictic speaking (speaking in a ceremonial context) as an important type of address. As with persuasive and informative speaking, there are professionals, from religious leaders to comedians, who make a living simply from delivering entertaining speeches. As anyone who has watched an awards show on television or has seen an incoherent best man deliver a wedding toast can attest, speaking to entertain is a task that requires preparation and practice to be effective.

Personal Benefits of Public Speaking

Oral communication skills were the number one skill that college graduates found useful in the business world, according to a study by sociologist Andrew Zekeri (Zekeri, 2004). That fact alone makes learning about public speaking worthwhile. However, there are many other benefits of communicating effectively for the hundreds of thousands of college students every year who take public speaking courses. Let’s take a look at some of the personal benefits you’ll get both from a course in public speaking and from giving public speeches.

Benefits of Public Speaking Courses

In addition to learning the process of creating and delivering an effective speech, students of public speaking leave the class with a number of other benefits as well. Some of these benefits include

developing critical thinking skills,
fine-tuning verbal and nonverbal skills,
overcoming fear of public speaking.

Developing Critical Thinking Skills

One of the very first benefits you will gain from your public speaking course is an increased ability to think critically. Problem solving is one of many critical thinking skills you will engage in during this course. For example, when preparing a persuasive speech, you’ll have to think through real problems affecting your campus, community, or the world and provide possible solutions to those problems. You’ll also have to think about the positive and negative consequences of your solutions and then communicate your ideas to others. At first, it may seem easy to come up with solutions for a campus problem such as a shortage of parking spaces: just build more spaces. But after thinking and researching further you may find out that building costs, environmental impact from loss of green space, maintenance needs, or limited locations for additional spaces make this solution impractical. Being able to think through problems and analyze the potential costs and benefits of solutions is an essential part of critical thinking and of public speaking aimed at persuading others. These skills will help you not only in public speaking contexts but throughout your life as well. As we stated earlier, college graduates in Zekeri’s study rated oral communication skills as the most useful for success in the business world. The second most valuable skill they reported was problem-solving ability, so your public speaking course is doubly valuable!

Another benefit to public speaking is that it will enhance your ability to conduct and analyze research. Public speakers must provide credible evidence within their speeches if they are going to persuade various audiences. So your public speaking course will further refine your ability to find and utilize a range of sources.

Fine-Tuning Verbal and Nonverbal Skills

A second benefit of taking a public speaking course is that it will help you fine-tune your verbal and nonverbal communication skills. Whether you competed in public speaking in high school or this is your first time speaking in front of an audience, having the opportunity to actively practice communication skills and receive professional feedback will help you become a better overall communicator. Often, people don’t even realize that they twirl their hair or repeatedly mispronounce words while speaking in public settings until they receive feedback from a teacher during a public speaking course. People around the United States will often pay speech coaches over one hundred dollars per hour to help them enhance their speaking skills. You have a built-in speech coach right in your classroom, so it is to your advantage to use the opportunity to improve your verbal and nonverbal communication skills.

Overcoming Fear of Public Speaking

An additional benefit of taking a public speaking class is that it will help reduce your fear of public speaking. Whether they’ve spoken in public a lot or are just getting started, most people experience some anxiety when engaging in public speaking. Heidi Rose and Andrew Rancer evaluated students’ levels of public speaking anxiety during both the first and last weeks of their public speaking class and found that those levels decreased over the course of the semester (Rose & Rancer, 1993). One explanation is that people often have little exposure to public speaking. By taking a course in public speaking, students become better acquainted with the public speaking process, making them more confident and less apprehensive. In addition, you will learn specific strategies for overcoming the challenges of speech anxiety.

Comm 101 (Dutton) by [author removed at request of original publisher] is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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12.3 Building a Sample Speech

Learning objectives.

Demonstrate how to build a sample speech by expanding on the main points you wish to convey.
Demonstrate how to use the five structural parts of any speech.

As you begin to investigate your topic, make sure you consider several sides of an issue. Let’s say you are going to do a speech to inform on the history of the First Transcontinental Railroad. At first you may have looked at just two sides, railroaders versus local merchants. Railroad tycoons wanted to bring the country together—moving people, goods, and services in a more efficient way—and to make money. Local merchants wanted to keep out competition and retain control of their individual markets.

Take another look at this issue and you see that several other perspectives have bearing on this issue. Shipping was done primarily by boat prior to the railroad, so shippers would not want the competition. Recent Chinese immigrants were in need of work. Native Americans did not want to lose their culture or way of life, and a railroad that crossed the country would cut right through the buffalo’s migration patterns. We now have five perspectives to the central issue, which makes the topic all the more interesting.

The general purpose is to inform the audience on the First Transcontinental Railroad and its impact on a young but developing United States. The thesis statement focuses on shipping, communication, and cultures across America.

Topic . First Transcontinental Railroad
General purpose statement . I want the audience to be more informed about the impact of the First Transcontinental Railroad.
Thesis statement . The First Transcontinental Railroad changed shipping, communication, and cultures across America.

With the information we have so far, we can now list three main points:

Change in shipping

Change in communication

Change in cultures

Think of each one of these main points as a separate but shorter speech. The point is to develop each of these main points like you have developed your overall speech. What do you want to focus on? The major types of shipping at the time of the First Transcontinental Railroad? One aspect you may want consider is to what degree is your audience familiar with this time in history. If they are not very familiar, a little background and context can help make your speech more meaningful and enhance its relevance to your thesis statement. By taking time to consider what you want to accomplish with each point, you will help yourself begin to address how you need to approach each point. Once you have thought about what you want to focus on for each point, list each subheading next to the main points. For example,

Navigating the waterways via barges and boats
Overland stagecoaches
Timetables for modes of travel
Letters in the days of the Pony Express
How the Morse Code telegraph system followed railroad lines
Bringing people together across distances
Prerailroad immigration
Impact on Native Americans
Territories become States

By now you’ve identified your key points and are ready to start planning your speech in more detail. While your organizational structure will vary from speech to speech, there are nonetheless five main parts of any speech: attention statement, introduction, body, conclusion, and residual message. These are basic to the rhetorical process and you will see time and time again, regardless of audience or culture, these same elements in some form utilized to communicate in public. They will serve to guide you, and possibly even save you should you get a last minute request to do a speech or presentation.

Place your hand on the table or desk and you’ll more likely see a thumb and four fingers. Associate your hand with these five elements. Each digit is independently quite weak, but together they make a powerful fist. Your thumb is quite versatile and your most important digit. It’s a lot like your attention statement. If you don’t gain the audience’s attention, the rest of the speech will be ineffective.

Each successive digit can represent the remaining four parts of any speech. One day you will be asked to speak with little or no time for preparation. By focusing on this organizational model, and looking down at your hand, you can quickly and accurately prepare your speech. With the luxury of time for preparation, each step can even be further developed. Remember the five-finger model of public speaking , as summarized in Table 12.3 “Five-Finger Model of Public Speaking” , and you will always stand out as a more effective speaker.

Table 12.3 Five-Finger Model of Public Speaking

Key Takeaway

Speeches are built by identifying the main points to be communicated and by following five structural elements (attention statement, introduction, body, conclusion, and residual message).

By visiting the library or doing an Internet search, find a speech given by someone you admire. The speech may be published in a book or newspaper, recorded in an audio file, or recorded on video. It may be a political speech, a business speech, or even a commercial sales pitch. Read or listen to the speech and identify the five structural elements as this speaker has used them. Post your results, discuss with classmates, and if a link to the speech is available, please be sure to include it.
By visiting the library or doing an Internet search, find a speech that would benefit from significant improvement. The speech may be published in a book or newspaper, recorded in an audio file, or recorded on video. It may be a political speech, a business speech, or even a commercial sales pitch. Read or listen to the speech and identify the five structural elements as this speaker has used them, noting specifically where they could improve their performance. Post your results, discuss with classmates, and if a link to the speech is available, please be sure to include it.
What functions does organization serve in a speech? Can organization influence or sway the audience? Explain your response and position.

Business Communication for Success Copyright © 2021 by Southern Alberta Institute of Technology is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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Business Speech: Types with Examples, Informative, Special, Persuasive

Good presentation and speaking habits may be considered soft skills in the workplace or in any type of organization. Today in this article, we have shared what is business speech and how many types of business speeches are there.

Anybody can relate to all these types of business speech because these all are equally important in social life as well. So let’s start our topic with the basics of business speech.

► What is Business Speech?

Speech refers to that action when a person stands among a great number of people and starts delivering any kind of information or statement. It may be or may not be useful for the whole audience but most of the time it is valuable for them.

A speech that is delivered in the workplace or in any business organization for some specific purpose is known as Business Speech.

This is one of the forms of Business Communication and the audience has to sit quietly while the speech is being delivered. Most of the time audience knows very well that the speech must contain anything that will be beneficial for them.

► Types of Business Speech:

There are mainly three types of speech that are as follow;

Informative Speech
Persuasive Speech
Special Occasion Speech

◉ Informative Speech

Informative business speech can be defined as speech that comprises the purpose to deliver useful information to the audience.

For Example – In any organization, an Executive Coach or Trainer speaking about the new trends in the market to his trainees. It can be hard to understand for few trainees, but the fact is that he is delivering something informative that is beneficial for them.

Informative Speech is further divided into four types;

Speeches about Objects
Speeches about Events
Speeches about Processes
Speeches about Concepts

The following are known kinds of informative speech.

✔ Speeches about Objects :

It can be about any object related to that particular organization where the speech is being delivered.

For Example – how various wildlife animals look, what is the smell of medicine, information about any product.

✔ Speeches about Events :

Those speeches that inform the audience about any events like historical incidents or about any situations are called speeches about the event.

For Example – New President’s speech about future goals after the oath-taking ceremony.

✔ Speeches about Processes :

The main purpose of this type of informative speech is to inform the audience about anything which is currently happening or about how to do any particular task or work.

For Example – a Yoga teacher explaining how to perform specific yoga poses.

✔ Speeches about Concepts :

Speeches about concepts are those speeches that inform the audience about any concept such as the peace of the world, freedom of rights, or love, fundamentals of any study topic.

For Example – a Science teacher explains Einstein’s theory of general relativity to his students in the class.

Must Read : Skills of HR Manager

◉ Persuasive Speech

Persuasive Speech refers to those speeches where the intention of the speech is to convince the audience to accept the particular opinion or fact and create influence on the audience to do anyhow.

In short, the speech which influences the listeners or audience to follow a certain idea is called a persuasive speech.

Persuasive speech is also an informative speech. because here speaker gives information in a lucrative manner to influence others.

For Example – in any debate, every person is try to persuade others to follow their given point of view. It is a form of persuasive speech.

In another example, During the advertising and promotional functions of any business, the sales manager or speaker uses his persuasion skills to influence the audience. Here the main purpose of speech is to change the thinking, beliefs, or behaviors of the audience towards his product.

Persuasive speech can be divided into three types that are as follows:

Factual Persuasive Speech
Value Persuasive Speech
Policy Persuasive Speech

✔ Factual Persuasive Speech:

The Factual Persuasive Speech is such a speech that contains facts and it is based on a concrete proof about the certainty of anything that had happened.

The main purpose of this factual persuasive speech is to persuade the listeners whether the certain thing happened or not, exists or doesn’t exist.

For Example – If a student is giving a speech about the first man, who landed on the surface of the Moon. Nobody in the class knows whether it did happen or not, yet it possesses concrete proof.

✔ Value Persuasive Speech:

A Value Persuasive Speech is such a speech that tells the listeners about anything, whether it is wrong or right. The purpose of this speech is to challenge the ethical or moral aspects of a certain issue.

For Example – If someone is giving a speech about capital punishment, whether it is moral or immoral, right or wrong, done or prevented. this type of speech is a value persuasive speech.

✔ Policy Persuasive Speech:

The policy persuasive speech refers to that speech where the speaker is trying to persuade the audience to either following a policy or rejecting it. It is not limited to just a policy, but it can be about accepting or rejecting a rule or a candidate is also a policy persuasive speech.

For Example – Suppose If the President of a country is not satisfied with the present foreign policy and wants to change it. The president gives a speech to higher authorities for convincing them to change the current foreign policy and support the new policy then it is known as policy persuasive speech.

Must Read : Types of Communication

◉ Special Occasion Speech:

Special Occasion speech refers to that speech which is given on the special occasion like; A speech of farewell allows someone to say good-bye to one part of his or her life as he or she is moving on to the next part of life. Maybe you’ve accepted a new job and are leaving your current job.

Special occasion business speech is something which anyone can face at some point in their lives.

For example – If your company won an award of the year for excellence. And you are receiving that award on the behalf of your company. The speech given by you after getting the award can be considered as a special occasion business speech.

In another example, If you are getting retirement from your job and want to thank your subordinates, superiors, and top management at the farewell party.

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PPM Syllabus in MBA

Four Types of Speeches

Manuscript Speech

Memorized Speech

That said, there are a couple of parts of the speech that you may want to have memorized -or practiced so well that you can deliver them almost as if memorized. These include:

Your introduction: It sets the stage for the entire speech. The words should be well chosen and rehearsed. You may find that as you repeat this portion of the speech during your rehearsals you do come to memorize it word for word. If so, this is fine. After all, once you have determined the best way of saying something, why not use it? Just make sure the presentation does not sound memorized. Your conclusion: The summary and call to action are the final words that your audience will hear. As with the introduction, if you practice this repeatedly you will develop the best way to say what you want and you will probably have perfected this portion of the speech.

Impromptu Speech

Extemporaneous Speech

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Chapter 11: Public Speaking

11.4 informative speech, learning objectives.

Discuss and provide examples of ways to incorporate ethics in a speech.
Construct an effective speech to inform.
Discuss the parts of an informational presentation.
Understand the five parts of any presentation.

Now that we’ve covered issues central to the success of your informative speech, there’s no doubt you want to get down to work. Here are five final suggestions to help you succeed.

Start with What You Know

Are you taking other classes right now that are fresh in your memory? Are you working on a challenging chemistry problem that might lend itself to your informative speech? Are you reading a novel by Gabriel García Márquez that might inspire you to present a biographical speech, informing your audience about the author? Perhaps you have a hobby or outside interest that you are excited about that would serve well. Regardless of where you draw the inspiration, it’s a good strategy to start with what you know and work from there. You’ll be more enthusiastic, helping your audience to listen intently, and you’ll save yourself time. Consider the audience’s needs, not just your need to cross a speech off your “to-do” list. This speech will be an opportunity for you to take prepared material and present it, gaining experience and important feedback. In the “real world,” you often lack time and the consequences of a less than effective speech can be serious. Look forward to the opportunity and use what you know to perform an effective, engaging speech.

Consider Your Audience’s Prior Knowledge

You don’t want to present a speech on the harmful effects of smoking when no one in the audience smokes. You may be more effective addressing the issue of secondhand smoke, underscoring the relationship to relevance and addressing the issue of importance with your audience. The audience will want to learn something from you, not hear everything they have heard before. It’s a challenge to assess what they’ve heard before, and often a class activity is conducted to allow audience members to come to know each other. You can also use their speeches and topic selection as points to consider. Think about age, gender, and socioeconomic status, as well as your listeners’ culture or language. Survey the audience if possible, or ask a couple of classmates what they think of the topics you are considering.

In the same way, when you prepare a speech in a business situation, do your homework. Access the company Web site, visit the location and get to know people, and even call members of the company to discuss your topic. The more information you can gather about your audience, the better you will be able to adapt and present an effective speech.

Adapting Jargon and Technical Terms

You may have a topic in mind from another class or an outside activity, but chances are that there are terms specific to the area or activity. From wakeboarding to rugby to a chemical process that contributes to global warming, there will be jargon and technical terms. Define and describe the key terms for your audience as part of your speech and substitute common terms where appropriate. Your audience will enjoy learning more about the topic and appreciate your consideration as you present your speech.

Using Outside Information

Even if you think you know everything there is to know about your topic, using outside sources will contribute depth to your speech, provide support for your main points, and even enhance your credibility as a speaker. “According to ____________” is a normal way of attributing information to a source, and you should give credit where credit is due. There is nothing wrong with using outside information as long as you clearly cite your sources and do not present someone else’s information as your own.

Presenting Information Ethically

A central but often unspoken expectation of the speaker is that we will be ethical. This means, fundamentally, that we perceive one another as human beings with common interests and needs, and that we attend to the needs of others as well as our own. An ethical informative speaker expresses respect for listeners by avoiding prejudiced comments against any group, and by being honest about the information presented, including information that may contradict the speaker’s personal biases. The ethical speaker also admits it when he or she does not know something. The best salespersons recognize that ethical communication is the key to success, as it builds a healthy relationship where the customer’s needs are met, thereby meeting the salesperson’s own needs.

Reciprocity

Tyler discusses ethical communication and specifically indicates reciprocity as a key principle. Reciprocity , or a relationship of mutual exchange and interdependence, is an important characteristic of a relationship, particularly between a speaker and the audience. We’ve examined previously the transactional nature of communication, and it is important to reinforce this aspect here. We exchange meaning with one another in conversation, and much like a game, it takes more than one person to play. This leads to interdependence, or the dependence of the conversational partners on one another. Inequality in the levels of dependence can negatively impact the communication and, as a result, the relationship. You as the speaker will have certain expectations and roles, but dominating your audience will not encourage them to fulfill their roles in terms of participation and active listening. Communication involves give and take, and in a public speaking setting, where the communication may be perceived as “all to one,” don’t forget that the audience is also communicating in terms of feedback with you. You have a responsibility to attend to that feedback, and develop reciprocity with your audience. Without them, you don’t have a speech.

Mutuality means that you search for common ground and understanding with the audience, establishing this space and building on it throughout the speech. This involves examining viewpoints other than your own, and taking steps to insure the speech integrates an inclusive, accessible format rather than an ethnocentric one.

Nonjudgmentalism

Nonjudgementalism underlines the need to be open-minded, an expression of one’s willingness to examine diverse perspectives. Your audience expects you to state the truth as you perceive it, with supporting and clarifying information to support your position, and to speak honestly. They also expect you to be open to their point of view and be able to negotiate meaning and understanding in a constructive way. Nonjudgmentalism may include taking the perspective that being different is not inherently bad and that there is common ground to be found with each other.

While this characteristic should be understood, we can see evidence of breakdowns in communication when audiences perceive they are not being told the whole truth. This does not mean that the relationship with the audience requires honesty and excessive self-disclosure. The use of euphemisms and displays of sensitivity are key components of effective communication, and your emphasis on the content of your speech and not yourself will be appreciated. Nonjudgmentalism does underscore the importance of approaching communication from an honest perspective where you value and respect your audience.

Honesty , or truthfulness, directly relates to trust, a cornerstone in the foundation of a relationship with your audience. Without it, the building (the relationship) would fall down. Without trust, a relationship will not open and develop the possibility of mutual understanding. You want to share information and the audience hopefully wants to learn from you. If you “cherry-pick” your data, only choosing the best information to support only your point and ignore contrary or related issues, you may turn your informative speech into a persuasive one with bias as a central feature.

Look at the debate over the U.S. conflict with Iraq. There has been considerable discussion concerning the cherry-picking of issues and facts to create a case for armed intervention. To what degree the information at the time was accurate or inaccurate will continue to be a hotly debated issue, but the example holds in terms on an audience’s response to a perceived dishonestly. Partial truths are incomplete and often misleading, and you don’t want your audience to turn against you because they suspect you are being less than forthright and honest.

Respect should be present throughout a speech, demonstrating the speaker’s high esteem for the audience. Respect can be defined as an act of giving and displaying particular attention to the value you associate with someone or a group. This definition involves two key components. You need to give respect in order to earn from others, and you need to show it. Displays of respect include making time for conversation, not interrupting, and even giving appropriate eye contact during conversations.

Communication involves sharing and that requires trust. Trust means the ability to rely on the character or truth of someone, that what you say you mean and your audience knows it. Trust is a process, not a thing. It builds over time, through increased interaction and the reduction of uncertainty. It can be lost, but it can also be regained. It should be noted that it takes a long time to build trust in a relationship and can be lost in a much shorter amount of time. If your audience suspects you mislead them this time, how will they approach your next presentation? Acknowledging trust and its importance in your relationship with the audience is the first step in focusing on this key characteristic.

Avoid Exploitation

Finally, when we speak ethically, we do not intentionally exploit one another. Exploitation means taking advantage, using someone else for one’s own purposes. Perceiving a relationship with an audience as a means to an end and only focusing on what you get out of it, will lead you to treat people as objects. The temptation to exploit others can be great in business situations, where a promotion, a bonus, or even one’s livelihood are at stake.

Suppose you are a bank loan officer. Whenever a customer contacts the bank to inquire about applying for a loan, your job is to provide an informative presentation about the types of loans available, their rates and terms. If you are paid a commission based on the number of loans you make and their amounts and rates, wouldn’t you be tempted to encourage them to borrow the maximum amount they can qualify for? Or perhaps to take a loan with confusing terms that will end up costing much more in fees and interest than the customer realizes? After all, these practices are within the law; aren’t they just part of the way business is done? If you are an ethical loan officer, you realize you would be exploiting customers if you treated them this way. You know it is more valuable to uphold your long-term relationships with customers than to exploit them so that you can earn a bigger commission.

Consider these ethical principles when preparing and presenting your speech, and you will help address many of these natural expectations of others and develop healthier, more effective speeches.

Sample Informative Presentation

Here is a generic sample speech in outline form with notes and suggestions.

Attention Statement

Show a picture of a goldfish and a tomato and ask the audience, “What do these have in common?”

Introduction

Briefly introduce genetically modified foods.
State your topic and specific purpose: “My speech today will inform you on genetically modified foods that are increasingly part of our food supply.”
Introduce your credibility and the topic: “My research on this topic has shown me that our food supply has changed but many people are unaware of the changes.”
State your main points: “Today I will define genes, DNA, genome engineering and genetic manipulation, discuss how the technology applies to foods, and provide common examples.”
Information . Provide a simple explanation of the genes, DNA and genetic modification in case there are people who do not know about it. Provide clear definitions of key terms.
Genes and DNA . Provide arguments by generalization and authority.
Genome engineering and genetic manipulation . Provide arguments by analogy, cause, and principle.
Case study . In one early experiment, GM (genetically modified) tomatoes were developed with fish genes to make them resistant to cold weather, although this type of tomato was never marketed.
Highlight other examples.

Reiterate your main points and provide synthesis, but do not introduce new content.

Residual Message

“Genetically modified foods are more common in our food supply than ever before.”

Identify an event or issue in the news that interests you. On at least three different news networks or Web sites, find and watch video reports about this issue. Compare and contrast the coverage of the issue. Do the networks or Web sites differ in their assumptions about viewers’ prior knowledge? Do they give credit to any sources of information? To what extent do they each measure up to the ethical principles described in this section? Discuss your findings with your classmates.
Find an example of reciprocity in a television program and write two to three paragraphs describing it. Share and compare with your classmates.
Find an example of honesty in a television program and write two to three paragraphs describing it. Share and compare with your classmates.
Find an example of exploitation depicted in the media. Describe how the exploitation is communicated with words and images and share with the class.
Compose a general purpose statement and thesis statement for a speech to inform. Now create a sample outline. Share with a classmate and see if he or she offers additional points to consider.

Creating an Informative Presentation

An informational presentation is common request in business and industry. It’s the verbal and visual equivalent of a written report. Information sharing is part of any business or organization. Informative presentations serve to present specific information for specific audiences for specific goals or functions. The type of presentation is often identified by its primary purpose or function. Informative presentations are often analytical or involve the rational analysis of information. Sometimes they simply “report the facts” with no analysis at all, but still need to communicate the information in a clear and concise format. While a presentation may have conclusions, propositions, or even a call to action, the demonstration of the analysis is the primary function.

A sales report presentation, for example, is not designed to make a sale. It is, however, supposed to report sales to date and may forecast future sales based on previous trends.

An informative presentation does not have to be a formal event, though it can be. It can be generic and nonspecific to the audience or listener, but the more you know about your audience, the better. When you tailor your message to that audience, you zero in on your target and increase your effectiveness. The emphasis is on clear and concise communication, but it may address several key questions:

Topic: Product or Service?
Who are you?
Who is the target market?
What is the revenue model?
What are the specifications?
How was the information gathered?
How does the unit work?
How does current information compare to previous information?

Table 11.2 “Presentation Components and Their Functions” lists the five main parts or components of any presentation (McLean, S., 2003).

Table 11.2 Presentation Components and Their Functions

You will need to address the questions to establish relevance and meet the audience’s needs. The five parts of any speech will serve to help you get organized.

Sample Speech Guidelines

Imagine that you have been assigned to give an informative presentation lasting five to seven minutes. Follow the guidelines in Table 11.3 “Sample Speech Guidelines” and apply them to your presentation.

Table 11.3 Sample Speech Guidelines

Write a brief summary of a class or presentation you personally observed recently; include what you learned. Compare with classmates.
Search online for an informative speech or presentation that applies to business or industry. Indicate one part or aspect of the presentation that you thought was effective and one you would improve. Provide the link to the presentation in your post or assignment.
Pick a product or service and come up with a list of five points that you could address in a two-minute informative speech. Place them in rank order and indicate why.
With the points discussed in this chapter in mind, observe someone presenting a speech. What elements of their speech could you use in your speech? What elements would you not want to use? Why? Compare with a classmate.

McLean, S. (2003). The basics of speech communication . Boston: Allyn & Bacon.

Tyler, V. (1978). Report of the working groups of the second SCA summer conference on intercultural communication. In N. C. Asuncio-Lande (Ed.), Ethical Perspectives and Critical Issues in Intercultural Communication (pp. 170–177). Falls Church, VA: SCA.

To listen to speeches from great figures in history, visit the History Channel’s audio speech archive. http://www.history.com/speeches

What were the greatest speeches of the twentieth century? Find out here. http://gos.sbc.edu/top100.html

Visit this eHow link for a great video demonstrating how to remove ink stains from clothing. http://www.ehow.com/video_2598_remove-ink-stains.html

To improve your enunciation, try these exercises from the Mount Holyoke College site. http://www.mtholyoke.edu/acad/intrel/speech/enunciation.htm

The Merriam-Webster dictionary site provides a wealth of resources on words, their meanings, their origins, and audio files of how to pronounce them. http://www.merriam-webster.com

For information on adapting your speech for an audience or audience members with special needs, explore this index of resources compiled by Ithaca College. http://www.ithaca.edu/wise/disabilities/

Dr. Richard Felder of North Carolina State University presents this questionnaire to assess your learning styles. http://www.engr.ncsu.edu/learningstyles/ilsweb.html

The American Speech-Language-Hearing Association offers an array of Web resources on ethics. http://www.asha.org/practice/ethics

Visit this site for a list informative topics for a business speech. http://smallbusiness.chron.com/ideas-informative-speech-topics-business-81465.html

Visit this eHow site to get ideas for an audience-oriented informative speech topic. http://www.ehow.com/how_2239702_choose-topic-informative-speech.html

Business Communication for Success. Provided by : University of Minnesota . Located at : https://open.lib.umn.edu/businesscommunication/chapter/13-5-preparing-your-speech-to-inform/ . License : CC BY-NC-SA: Attribution-NonCommercial-ShareAlike

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What is a Business Speech? Discuss the Types of Business Speech

Business Speech: Every individual is familiar with the idea of a business speech that what is business speech, its purpose and its importance. When a person stands among a great number of people and starts delivering any kind of information, which may be or may not be useful for the audience, but mostly it is valuable, is called a speech.

A speech that is delivered in business for some specific purpose is known as business speech. This is also one way of Business Communication and the audience has to sit on a chair for a few hours while the speech is being delivered. The audience knows it very well that the speech must contain anything that will beneficial for them.

The main purpose of business speech is to inform the audience about any specific topic. It really possesses great value in the field of business. Generally, the entrepreneur has to deal with public or private speeches on a regular basis. So for a passionate business candidate, it is necessary to know the basic purpose and types of business speech.

Types of Business Speech

The following are three main types of business speech.

Informative Speech/Speaking
Persuasive Speech/Speaking
Special Occasion Speech/Speaking

Let’s discuss them all below in detail.

Informative Business Speech

Informative business speech or speaking is such a speech that delivers any information to the audience that they don’t know before. In short, such speech, which comprises the purpose to deliver useful information to the audience is called informative speech. It can either be called as informative speaking.

Suppose that there is a professor in a class whose topic for the current day is to discuss the theory of relativity given by Albert Einstein . It seems confusing and hard to understand for a few students, but the fact is that the professor is delivering something informative.

Simply, conveying the information which is unknown to the audience is called informative speaking or speech. The following are known kinds of informative speech.

Speeches about Objects

Speeches about the objects are those speeches that are about things that grab the attention of the senses of the audience, such as touch, taste, smell, see, or feel. Its main purpose is to speak about the sensory objects or the things that have physical shape. It can be about how various wildlife animals look, what is the smell of medicine or any favorite song.

Speeches about Events

Those speeches that inform the audience about historical incidents or current occasions are called speeches about the event. For example, a new president of any country is delivering a speech on the oath-taking ceremony about future planning or events to be arranged, is a speech about the events.

Speeches about Processes

The main purpose of the speeches about processes is to inform the audience about anything which is currently happening. The best example of the speech about the process is a cooking class where the audience is informed about how to cook the specific dish by following a process.

Speeches about Concepts

Speeches that inform the audience about any concept such as the peace of the world, freedom of rights, or love, are called speeches about the concept. Through this kind of speech, the audience gets aware of the primary concept of any topic.

Persuasive Business Speech

The speech which is being delivered with the intention of convincing the audience to accept the particular opinion, viewpoint or fact and create influence on the audience to do anyhow, is called the persuasive business speech or persuasive speaking.

Suppose that the four friends are having a debate about global warming, each friend is trying to persuade others for following the given point of view; this can be called as a persuasive speech. Same as informative speech, it can be said as persuasive speaking.

In short, the speech which influences the listeners to follow a certain idea is called a persuasive speech. The persuasive speech comprises three kinds, which are defined briefly below.

Factual Persuasive Speech

The Factual Persuasive Speech is such a speech that is behind concrete proof about the certainty of anything that had happened. The main purpose of this speech is to persuade the listeners whether the certain thing happened or not, exists or doesn’t exist.

Suppose that a student is giving a speech about the first man, who landed on the surface of the moon. Nobody knows whether it did happen or not, yet it possesses concrete proof.

Value Persuasive Speech

A Value Persuasive Speech is such a speech that tells the audience about anything, whether it is wrong or right. Its basic purpose is to challenge the ethical or moral aspect of a certain issue. For example, anyone is giving a speech about capital punishment, whether it is moral or immoral, right or wrong, done or prevented; this speech is a value persuasive speech.

Policy Persuasive Speech

The speech, which is given to persuade the audience for either following a policy or rejecting it, is known as a Policy Persuasive Speech. Not just a policy, but speech about accepting or rejecting a rule or a candidate is also a policy persuasive speech.

Suppose that the president of a country is not satisfied with the present foreign policy and wants to change it. The president goes to give a speech to higher authorities for convincing them to change the current foreign policy and support the new policy; this speech is a policy persuasive speech.

Special Occasion Business Speech

Everyone intentionally or unintentionally, knowingly or unknowingly becomes part of at least one special occasion business speech in the whole life span. When a person is asked to say a few words on the best friend’s wedding, parent’s anniversary, boss’s promotion or funeral of any relative, this is called the special occasion speaking or special occasion speech.

Usually, this kind of speech is delivered to show respect and kindness for a person or a special event. A range of entertaining speeches also comes under the category of special occasion speech. The basic purpose of the speech is to point out the importance of a specific person/event.

Most of the special occasion speeches are delivered on common occasions such as gathering in bar, award ceremonies, political events, weddings and so on. Sometimes, the special speech happens suddenly when the speaker is asked to say a few words about the event/person.

There are hundreds of events that are a part of a person’s daily life. Every special occasion requires at least one person to deliver the speech. To make it very convenient, special occasion speech is divided into four parts.

Ceremonial Speech

Ceremonial Speeches are those speeches that are given during any ceremony or ritual. These ceremonies possess special importance and require a specific person for delivering an effective speech. Making it to the point and easy to understand for everyone, ceremonial speech is divided into eight parts that include introductions, acceptances, presentations, dedications, roasts, toasts, farewell and eulogies. Below, each part is defined briefly.

Speech of Introduction

Speech of Introduction is the most common and very first part of ceremonial speech. The primary purpose of the speaker in these speeches is to introduce himself/herself or another speaker in a ceremony. Generally, it is also termed as mini-speech, because it takes only a few minutes to introduce anyone.

Suppose that a person stands up in a gathering and informs the audience that Mr. Smith is going to deliver a speech about Global Warming. In such a case, there will not be any impact of introduction on the audience, because the introduction only contains name and topic, nothing else.

The proper introduction speech covers a few factors such as the introduction, body and eventually the conclusion.

Speech of Presentation

The speech of presentation is given to accompany any award or honor. This is the second type of ceremonial speech. Presentation speeches can be as simple as giving a short introduction of a person as “This is Mr. Smith, who has won the Effective Public Speaker Award”. Before delivering a presentation speech, it is necessary to decide how long time it should take.

Speech of Acceptance

Actually, the speech of acceptance is a complement to the speech of presentation. It is delivered by the person who has won a prize or honor. These speeches also require a few sentences to define the primary purpose as “Mr. Smith is happy to receive the Effective Public Speaker Award and would like to thank the company”.

While on the other hand, these speeches can also be delivered at the beginning of a specific presentation or video as many singers give a speech at the beginning of a song.

Speech of Dedication

Speech of dedication is delivered at the inauguration ceremony of anything such as the opening of a new store, naming a building after someone, placing of a memorial on the wall, completion of a new library and so on. The basic purpose of delivering the speech of dedication is to highlight the importance of any project or dedicate it after any important person.

Suppose that uncle of Mr. Smith has passed away and contributed a massive amount to a school, so the school decides to dedicate one of the living or educational areas after the name of Smith’s uncle and Mr. Smith is asked to give a dedication speech.

Everyone is asked to deliver a toast at least once in life. A toast is a speech that is delivered with the purpose of appreciating or congratulating or remembering someone’s achievements. Usually, for congratulating someone about getting a new job or giving honor or celebrating a marriage, the toast is delivered.

While on the other hand, toasts can also be delivered for appreciating someone’s achievements. Finally, a toast is delivered for remembering someone’s accomplishments.

The roast speeches are very exciting as well as peculiar because their primary purpose is to either praise a person who is being honored or insult in a good-natured manner. Mostly, a roast is given in the final moment of a dinner party arranged in the honor of someone’s achievements.

Before defining the purpose of delivering eulogy speeches, there should be a little of what a eulogy is. The speech which is given in the honor of a person who has died is called the eulogy. The eulogy does not mean elegy, which is a song of mourning.

No one is allowed to deliver eulogies in the entire life span unless he is a priest, minister, imam, rabbi or other religious position of leadership.

Speech of Farewell

A speech of farewell is delivered to simply say good-bye to one part of the life when moving to the next part. Mostly, the speech of farewell is delivered at the farewell party of a person. When leaving the current job and getting a new job or moving ahead from graduate to the next level; this is the perfect time for a speech of farewell.

Inspirational Speech

Inspirational speeches are those speeches that provoke the emotions of the audience. At some point, an inspirational speech can also be a ceremonial speech. There are two types of inspirational speeches, i.e. goodwill speech and the speech of commencements.

Goodwill Speeches

Goodwill Speeches are delivered to change the perception of the audience in favor of an organization or a person. In short, it is an attempt to create a view of the audience more favorable for a person/company. Goodwill Speech can be both informative and persuasive by nature.

It delivers information and makes the audience approve of one’s opinion. The fact is that a goodwill speech is delivered on a specific event or gathering. The following are three main kinds of Goodwill Speeches i.e. Public Relations Speech, Justification Speech, and an Apology Speech.

Public Relations Speech

The main purpose of delivering public relations speech is to enhance the reputation of an organization or a person. The speaker tries to convince the audience to accept what is being heard.

Justification Speech

The speech of justification is given when someone tries to defend what made a person to take such critical actions. Mostly, the speaker is already in worse behavior when delivering a justification speech and tells the audience the reason for obtaining such behavior.

Apology Speech

Every individual is familiar with the idea of Apology Speech. When an actor, singer, politician, musician, professional athlete, or celebrity gets caught doing something inappropriate, then he/she decides to apologize for making such a mess. This is called an Apology Speech.

Speech of Commencements

Speech of Commencement happens when celebrating the unique achievement of any person. Mostly, this type of business speech is delivered when a person gets graduation from school. At some point in life, every individual has gone through a speech of commencement.

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How effective business communication can transform your company

The right business communication solutions and strategies can boost team morale and productivity.

By the team at Slack April 15th, 2024

People spend the vast majority of their workweek—88%—communicating, according to Grammarly’s 2024 State of Business Communication report . So when it comes to company success, a strong business communication strategy can go a long way.

Effective business communication helps promote collaboration, mitigate conflicts and encourage creative thinking among employees. By communicating thoughtfully, you can reduce misunderstandings and errors within your workplace and ensure that every team member gets the support they need.

Let’s explore communication tools and methods that can help you build better relationships with your employees, colleagues and clients.

Types of business communication

Communication can flow in several different directions within a company.

Upward: Communication flows upward when an employee responds to messaging from leaders or managers, such as when a customer service rep responds to feedback from a supervisor.
Downward: Downward communication happens when higher-ups cascade information to lower-level employees, such as when the CEO issues an announcement to mid-level managers, who then relay the message to their direct reports.
Lateral: Communication moves laterally when it flows between colleagues at the same hierarchical level. This might occur among managers in a strategy meeting or HR employees discussing policies and procedures.
External: External communication flows out of the organization, such as when a sales rep talks to a prospective client or a vendor.

Written vs. verbal vs. nonverbal communication in business

Written communications use written words as their medium. These might include company newsletters , marketing emails or blog posts.
Verbal communication can take place over the phone, in a video conference or in person. Verbal business communications happen during meetings, presentations, business workshops, and even spontaneous Slack huddles and informal watercooler chats.
Nonverbal communication uses wordless cues such as physical gestures, facial expressions, tone of voice and even emoji to relay information . For example, a manager might react with a 🙌 :thankyou: emoji to a direct report’s progress update in Slack to indicate a job well done.

What are the different methods of business communication?

From direct messages in Slack to external press releases, you can convey information using many business communication methods , but some methods work better than others for certain audiences or types of messaging. Let’s look at some of the most common business communication mediums.

Business messaging: Platforms like Slack support business messaging in either direct messages or channels . Use threads to organize conversations about specific topics, create a collaborative Slack canvas to record notes from a team meeting and use emoji to convey nonverbal messages.
Meetings: Meetings are ideal for discussions that require immediate feedback, such as brainstorming or planning sessions. You can conduct a meeting either in person or virtually by using video-conferencing software.
Phone calls: Phone calls enable quick information exchanges and urgent updates, often in a less formal environment than video conferencing.
Emails: Email is a relatively quick, efficient and informal way to deliver updates, responses and feedback. However, it lacks many of the collaborative features and dynamic characteristics of an intelligent productivity platform such as Slack.
Reports: Reports are detailed, formal knowledge sharing documents that present research findings, analyses or updates to either internal team members or external stakeholders.
Press releases: These are official statements distributed to media outlets to announce new developments, events or achievements.
Memos: A staple of internal business communication, memos are often used for company announcements such as policy or staffing changes.

Developing effective communication strategies

Regardless of your chosen medium, you should choose your business communication techniques wisely. As you set up a business communication process for your company, keep a few best practices in mind.

Adapt the message to your audience

Customize your message to your intended audience. Regardless of what you’re trying to communicate, you’d deliver the message differently to a group of kindergartners than you would to tech CEOs, or cattle farmers, or personal trainers. Evaluate your audience to make sure you provide an appropriate amount of context and assume a suitable tone.

Consider how you’ll present yourself

Your presentation is particularly important if you’re holding a meeting in person or through video conferencing. Take a few deep breaths, and evaluate your body language: Are you open and inviting? Are you making eye contact (or looking into the camera)? Maintaining a relaxed demeanor can help others feel relaxed too.

Whether you’re communicating in a video conference, over the phone or in person, stay enthusiastic and engaged while you’re speaking.

Manage nonverbal signs to control the message

Consider what you might be communicating with your nonverbal signals. In an in-person meeting, avoid glancing at the clock or the door. In a video meeting, try not to look at your phone or your second monitor. Otherwise, your audience may think you’re not engaged.

Nonverbal communication is even important on text-dominant platforms like Slack. A survey by Slack and Duolingo found that 53% of respondents use emoji when messaging their colleagues, and 67% feel closer and more bonded when their recipient understands the emoji they’re using.

Plus, emoji make professional conversations more efficient. Fifty-four percent say emoji can make workplace communication faster; 58% say emoji allow them to communicate nuanced messages in fewer words.

But not all emoji are appropriate, of course: 💋 : kiss: , 👅 :tongue: , 💩 :poop: and 🍆 :eggplant: rank among the most off-limits emoji to use at work.

Practice active listening when people respond to you

Active listening involves asking questions and giving thoughtful responses to show that you’re engaged with the discussion. By demonstrating your interest in the other person’s message, you’ll strengthen your relationship with them and make it easier to remember details from the conversation. Active listening matters no matter which communication method you’re using.

Ask for feedback from team members

One of the most effective and efficient ways to improve your communication practices is by asking for feedback. Implement a process for delivering feedback, and make sure your teammates feel comfortable using it. This could be a brief post-meeting survey or a thread or quick huddle in Slack .

Handle conflicts respectfully

Even with a flawless communication strategy, disagreements will inevitably crop up. When you don’t see eye to eye with a teammate, manager or direct report, ensure that you continue to communicate thoughtfully and respectfully.

Addressing common barriers in business communication

Communication problems arise due to various factors, including interpersonal differences and tech-related snafus. Let’s explore some of the most common barriers and how you can break them down for better business communication on your team.

Technological hurdles

Technology lets colleagues communicate instantaneously, seamlessly and cost-effectively, even across long distances. But software glitches, connectivity issues and hardware malfunctions are also commonplace and can significantly disrupt communication flow.

Make it a point to:

Regularly update hardware and software
Train employees on best practices for using communication technology
Implement backup methods to ensure continuity in case of system failures
Establish communication protocols in case primary systems fail

Email overload

Ever find yourself avoiding your email inbox on a Monday morning? Email overload can make it easy to lose track of important messages or fall behind on responding to colleagues.

To curb the negative effects of email overload:

Use folders, filters and labels to organize email by priority or project
Limit email checking to specific times of the day
Unsubscribe from non-essential notifications or newsletters
Train employees on email best practices, such as how to write subject lines and when to CC other team members
Shift to a more efficient team chat platform like Slack for quick questions and updates, reserving email for more formal communications

Language and cultural differences

Nonverbal cues, such as direct eye contact, convey different meanings across cultures. For example, Americans regard it as a sign of honesty and confidence, while the Japanese perceive it as disrespectful, even confrontational.

Certain nonverbal cues, idiomatic expressions and colloquialisms may not translate well across different cultures. This even applies to emoji: While many Americans might consider 🍑 :peach: flirty and inappropriate for work, 71% of Korean respondents to Slack’s survey interpreted the emoji as a literal peach. Similarly, 56% of Chinese respondents see 🍆 :eggplant: as simply an eggplant.

To enhance cross-cultural communication in business:

Invest in employee cultural training to prepare them for the nuances of working with diverse teams
Use professional interpreters and translators to prevent misunderstandings
Be ready to adapt strategies, communication methods and decision-making processes to accommodate cultural differences

Send the right message at the right time and place

Effective business communication takes time and effort. It’s up to team leaders to implement strong systems and processes to ensure that communication flows smoothly through their organizations.

Slack provides a feature-rich, scalable, AI-powered platform that easily integrates with third-party applications. No matter where your teammates are located around the world, Slack makes it easy for them to collaborate, stay informed and drive projects forward.

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Unit 33: Informative and Persuasive Presentations

Learning objectives.

describe the functions of the speech to inform
provide examples of four main types of speeches to inform
understand how to structure and develop a speech to inform
identify and demonstrate how to use six principles of persuasion
describe similarities and differences between persuasion and motivation
identify and demonstrate the effective use of five functions of speaking to persuade

Introduction

Regardless of the type of presentation, you must prepare carefully. Are you trying to sell life insurance to a group of new clients, or presenting a proposal to secure financing to expand your business operation? Are you presenting the monthly update on the different sales divisions in your company, or providing customers with information on how to upgrade their latest computer purchase. Your future career will require you to present both to inform or to persuade. Knowing the difference between these two types of presentations and knowing how to construct each type of presentation will be beneficial to your future careers.

Presenting to Inform

At some point in your business career, you will be called upon to teach someone something. It may be a customer, coworker, or supervisor, and in each case, you are performing an informative speech. It is distinct from a sales speech, or persuasive speech, in that your goal is to communicate the information so that your listener understands. The informative speech is one performance you’ll give many times across your career, whether your audience is one person, a small group, or a large auditorium full of listeners. Once you master the art of the informative speech, you may mix and match it with other styles and techniques.

Informative presentations focus on helping the audience to understand a topic, issue, or technique more clearly. There are distinct functions inherent in a speech to inform, and you may choose to use one or more of these functions in your speech. Let’s take a look at the functions and see how they relate to the central objective of facilitating audience understanding.

Share: The basic definition of communication highlights the process of understanding and sharing meaning. An informative speech follows this definition when a speaker shares content and information with an audience. As part of a speech, you wouldn’t typically be asking the audience to respond or solve a problem. Instead, you’d be offering to share with the audience some of the information you have gathered related to a topic.

Increasing Understanding: How well does your audience grasp the information? This should be a guiding question to you on two levels. The first involves what they already know—or don’t know—about your topic, and what key terms or ideas might be necessary for someone completely unfamiliar with your topic to grasp the ideas you are presenting. The second involves your presentation and the illustration of ideas. The audience will respond to your attention statement and hopefully maintain interest, but how will you take your speech beyond superficial coverage of content and effectively communicate key relationships that increase understanding? These questions should serve as a challenge for your informative speech, and by looking at your speech from an audience-oriented perspective, you will increase your ability to increase the audience’s understanding.

Change Perceptions: How you perceive something has everything to do with a range of factors that are unique to you. We all want to make sense of our world, share our experiences, and learn that many people face the same challenges we do. For instance, many people perceive the process of speaking in public as a significant challenge, and in this text, we have broken down the process into several manageable steps. In so doing, we have to some degree changed your perception of public speaking.

When you present your speech to inform, you may want to change the audience member’s perceptions of your topic. You may present an informative speech on air pollution and want to change common perceptions such as the idea that most of North America’s air pollution comes from private cars. You won’t be asking people to go out and vote, or change their choice of automobiles, but you will help your audience change their perceptions of your topic.

Gain Skills: Just as you want to increase the audience’s understanding, you may want to help the audience members gain skills. If you are presenting a speech on how to make a meal from fresh ingredients, your audience may thank you for not only the knowledge of the key ingredients and their preparation but also the product available at the conclusion. If your audience members have never made their own meal, they may gain a new skill from your speech.

Exposition versus Interpretation: When you share information informally, you often provide your own perspective and attitude for your own reasons. The speech to inform the audience on a topic, idea, or area of content is not intended to be a display of attitude and opinion.

The speech to inform is like the classroom setting in that the goal is to inform, not to persuade, entertain, display attitude, or create comedy. If you have analyzed your audience, you’ll be better prepared to develop appropriate ways to gain their attention and inform them on your topic. You want to communicate thoughts, ideas, and relationships and allow each listener specifically, and the audience generally, to draw their own conclusions. The speech to inform is all about sharing information to meet the audience’s needs, not your own.

Exposition: Exposition means a public exhibition or display, often expressing a complex topic in a way that makes the relationships and content clear. The goal is to communicate the topic and content to your audience in ways that illustrate, explain, and reinforce the overall content to make your topic more accessible to the audience. The audience wants to learn about your topic and may have some knowledge of it as you do. It is your responsibility to consider ways to display the information effectively.

types of speeches in business communication

Interpretation and Bias: Interpretation involves adapting the information to communicate a message, perspective, or agenda. Your insights and attitudes will guide your selection of material, what you focus on, and what you delete (choosing what not to present to the audience). Your interpretation will involve personal bias.

Bias is an unreasoned or not-well-thought-out judgment. Bias involves beliefs or ideas held on the basis of conviction rather than current evidence. Beliefs are often called “habits of the mind” because we come to rely on them to make decisions. Which is the better, cheapest, most expensive, or the middle-priced product? People often choose the middle-priced product and use the belief “if it costs more it must be better” (and the opposite: “if it is cheap it must not be very good”). The middle-priced item, regardless of the actual price, is often perceived as “good enough.” All these perceptions are based on beliefs, and they may not apply to the given decision or even be based on any evidence or rational thinking.

We take mental shortcuts all day long, but in our speech to inform, we have to be careful not to reinforce bias.

Point of View: Clearly no one can be completely objective and remove themselves from their own perceptual process. People express themselves and naturally relate what is happening now to what has happened to them in the past. You are your own artist, but you also control your creations.

Objectivity involves expressions and perceptions of facts that are free from distortion by your prejudices, bias, feelings or interpretations. For example, is the post office box blue? An objective response would be yes or no, but a subjective response might sound like “Well, it’s not really blue as much as it is navy, even a bit of purple.” Subjectivity involves expressions or perceptions that are modified, altered, or impacted by your personal bias, experiences, and background. In an informative speech, your audience will expect you to present the information in a relatively objective form. The speech should meet the audience’s needs as they learn about the content, not your feelings, attitudes, or commentary on the content.

Knowledge Check

Types of Informative Presentations

Speaking to inform may fall into one of several categories. The presentation to inform may be an explanation, a report, a description, or a demonstration . E ach type of informative speech is described below.

Explanation: Have you ever listened to a lecture or speech where you just didn’t get it? It wasn’t that you weren’t interested, at least not at first. Perhaps the presenter used language you didn’t understand or gave a confusing example. Soon you probably lost interest and sat there, attending the speech in body but certainly not in mind. An effective speech to inform will take a complex topic or issue and explain it to the audience in ways that increase audience understanding.

No one likes to feel left out. As the speaker, it’s your responsibility to ensure that this doesn’t happen. Also, know that to teach someone something new—perhaps a skill that they did not possess or a perspective that allows them to see new connections—is a real gift, both to you and the audience members. You will feel rewarded because you made a difference and they will perceive the gain in their own understanding.

Report: As a business communicator, you may be called upon to give an informative report where you communicate status, trends, or relationships that pertain to a specific topic. The informative report is a speech where you organize your information around key events, discoveries, or technical data and provide context and illustration for your audience. They may naturally wonder, “Why are sales up (or down)?” or “What is the product leader in your lineup?” and you need to anticipate their perspective and present the key information that relates to your topic.

Description: Have you ever listened to a friend tell you about their recent trip somewhere and found the details fascinating, making you want to travel there or visit a similar place? Describing information requires an emphasis on language that is vivid, captures attention, and excites the imagination. Your audience will be drawn to your effective use of color, descriptive language, and visual aids. An informative speech that focuses on the description will be visual in many ways. Use your imagination to place yourself in their perspective: how would you like to have someone describe the topic to you?

Demonstration: You want to teach the audience how to program the applications on a new smartphone. A demonstrative speech focuses on clearly showing a process and telling the audience important details about each step so that they can imitate, repeat, or do the action themselves. Consider the visual aids or supplies you will need.

By considering each step and focusing on how to simplify it, you can understand how the audience might grasp the new information and how you can best help them. Also, consider the desired outcome; for example, will your listeners be able to actually do the task themselves? Regardless of the sequence or pattern you will illustrate or demonstrate, consider how people from your anticipated audience will respond, and budget additional time for repetition and clarification.

Creating an Informative Presentation

An informational presentation is a common request in business and industry. It’s the verbal and visual equivalent of a written report. Informative presentations serve to present specific information for specific audiences for specific goals or functions. Table 33.1 below describes five main parts of a presentation to inform.

Table 33.1. Presentation Components and Their Functions. Lists the five main parts or components of any presentation (McLean, S., 2003).

Sample Speech Guidelines: Imagine that you have been assigned to give an informative presentation lasting five to seven minutes. Follow the guidelines in Table 33.2 below and apply them to your presentation.

Table 33.2 Sample speech guidelines. Seven key items.

Informative presentations illustrate, explain, describe, and instruct the audience on topics and processes. Now let’s watch an example of an informative speech.

The Persuasive Presentation

No doubt there has been a time when you wanted to achieve a goal or convince someone about a need and you thought about how you were going to present your request. Consider how often people want something from you? When you watch television, advertisements reach out for your attention, whether you watch them or not. When you use the internet, pop-up advertisements often appear. Most people are surrounded, even inundated by persuasive messages. Mass and social media in the 21st century have had a significant effect on persuasive communication that you will certainly recognize.

Persuasion is an act or process of presenting arguments to move, motivate, or change the mind of your audience. Persuasion can be implicit or explicit and can have both positive and negative effects. Motivation is different from persuasion in that it involves the force, stimulus, or influence to bring about change. Persuasion is the process, and motivation is the compelling stimulus that encourages your audience to change their beliefs or behaviour, to adopt your position, or to consider your arguments. Let’s view the video below for an overview of the principles of a persuasive presentation.

Principles of Persuasion

What is the best way to succeed in persuading your listeners? There is no one “correct” answer, but many experts have studied persuasion and observed what works and what doesn’t. Social psychologist Robert Cialdini (2006) offers us six principles of persuasion that are powerful and effective: Reciprocity , Scarcity , Authority , Commitment and consistency , Consensus , and Liking . These six principles are covered in more detail in Unit 27 .

Developing a Persuasive Presentation

Persuasive presentations have the following features, they:

When you focus on stimulation as the goal of your speech, you want to reinforce existing beliefs, intensify them, and bring them to the forefront. By presenting facts, you will reinforce existing beliefs, intensify them, and bring the issue to the surface. You might consider the foundation of common ground and commonly held beliefs, and then introduce information that a mainstream audience may not be aware of that supports that common ground as a strategy to stimulate.

In a persuasive speech, the goal is to change the attitudes, beliefs, values, or judgments of your audience. Audience members are likely to hold their own beliefs and are likely to have their own personal bias. Your goal is to get them to agree with your position, so you will need to plan a range of points and examples to get audience members to consider your topic. H ere is a five-step checklist to motivate your audience into some form of action:

1. Get their attention 2. Identify the need 3. Satisfy the need 4. Present a vision or solution 5. Take action

This simple organizational pattern can help you focus on the basic elements of a persuasive message that will motivate your audience to take action…

Include a Call to Action

When you call an audience to action with a speech, you are indicating that your purpose is not to stimulate interest, reinforce and accentuate beliefs, or convince them of a viewpoint. Instead, you want your listeners to do something, to change their behaviour in some way. The persuasive speech that focuses on action often generates curiosity, clarifies a problem, and as we have seen, proposes a range of solutions. The key difference here is there is a clear link to action associated with the solutions.

Solutions lead us to consider the goals of action. These goals address the question, “What do I want the audience to do as a result of being engaged by my speech?” The goals of action include adoption, discontinuance, deterrence, and continuance.

Adoption means the speaker wants to persuade the audience to take on a new way of thinking, or adopt a new idea. Examples could include buying a new product, or deciding to donate blood. The key is that the audience member adopts, or takes on, a new view, action, or habit.

Discontinuance involves the speaker persuading the audience to stop doing something that they have been doing. Rather than take on a new habit or action, the speaker is asking the audience member to stop an existing behaviour or idea.

Deterrence is a call to action that focuses on persuading the audience not to start something if they haven’t already started. The goal of action would be to deter, or encourage the audience members to refrain from starting or initiating the behavior.

Finally, with C ontinuance , the speaker aims to persuade the audience to continue doing what they have been doing, such as keep buying a product, or staying in school to get an education.

A speaker may choose to address more than one of these goals of action, depending on the audience analysis. If the audience is largely agreeable and supportive, you may find continuance to be one goal, while adoption is secondary.

Goals in call to action speeches serve to guide you in the development of solution steps. Solution steps involve suggestions or ways the audience can take action after your speech. Audience members appreciate a clear discussion of the problem in a persuasive speech, but they also appreciate solutions.

Increase Consideration

In a speech designed to increase consideration, you want to entice your audience to consider alternate viewpoints on the topic you have chosen. Audience members may hold views that are hostile in relation to yours, or perhaps they are neutral and simply curious about your topic. You won’t be asking for action in this presentation, simply to consider an alternative perspective.

Develop Tolerance of Alternate Perspectives

Finally, you may want to help your audience develop tolerance for alternate perspectives and viewpoints. Your goal is to help your audience develop tolerance, but not necessarily acceptance, of alternate perspectives. By starting from common ground, and introducing a related idea, you are persuading your audience to consider an alternate perspective.

A persuasive speech may stimulate thought, convince, call to action, increase consideration, or develop tolerance of alternate perspectives. Watch the following video of a persuasive speech with annotation to see the concepts above in action.

Persuasive Strategies

When you make an argument in a persuasive speech, you will want to present your position logically by supporting each point with appropriate sources. You will want to give your audience every reason to perceive you as an ethical and trustworthy speaker. Your audience will expect you to treat them with respect, and to present your argument in a way that does not make them defensive. Contribute to your credibility by building sound arguments and using strategic arguments with skill and planning.

Stephen Toulmin’s (1958) rhetorical strategy focuses on three main elements, shown in Table 33.3 as a claim, data, and warrant.

Table 33.3 Rhetorical strategy.

This three-part rhetorical strategy is useful in that it makes the claim explicit, clearly illustrating the relationship between the claim and the data, and allows the listener to follow the speaker’s reasoning. You may have a good idea or point, but your audience will be curious and want to know how you arrived at that claim or viewpoint. The warrant often addresses the inherent and often unspoken question, “Why is this data so important to your topic?” and helps you illustrate relationships between information for your audience. This model can help you clearly articulate it for your audience.

Appealing to Emotions

Emotions are psychological and physical reactions, such as fear or anger, to stimuli that we experience as a feeling. Our feelings or emotions directly impact our own point of view and readiness to communicate, but also influence how, why, and when we say things. Emotions influence not only how you say what you say, but also how you hear and what you hear. At times, emotions can be challenging to control. Emotions will move your audience, and possibly even move you, to change or act in certain ways.

Be wary of overusing emotional appeals, or misusing emotional manipulation in presentations and communication. You may encounter emotional resistance from your audience. Emotional resistance involves getting tired, often to the point of rejection, of hearing messages that attempt to elicit an emotional response. Emotional appeals can wear out the audience’s capacity to receive the message.

The use of an emotional appeal may also impair your ability to write persuasively or effectively. Never use a personal story, or even a story of someone you do not know if the inclusion of that story causes you to lose control. While it’s important to discuss relevant and sometimes emotionally difficult topics, you need to assess your own relationship to the message. Your documents should not be an exercise in therapy and you will sacrifice ethos and credibility, even your effectiveness, if you become angry or distraught because you are really not ready to discuss an issue you’ve selected.

Now that you’ve considered emotions and their role in a speech in general and a speech to persuade specifically, it’s important to recognize the principles about emotions in communication that serve you well when speaking in public. The video below reviews how to effectively integrate emotion, logic and credibility into your presentation.

DeVito (2003) offers five key principles to acknowledge the role emotions play in communication and offer guidelines for there expression.

Emotions Are Universal: Emotions are a part of every conversation or interaction that you have. Whether or not you consciously experience them while communicating with yourself or others, they influence how you communicate. By recognizing that emotions are a component in all communication interactions, you can place emphasis on understanding both the content of the message and the emotions that influence how, why, and when the content is communicated.

Expression of emotions is important, but requires the three Ts: tact, timing, and trust . If you find you are upset and at risk of being less than diplomatic, or the timing is not right, or you are unsure about the level of trust, then consider whether you can effectively communicate your emotions. By considering these three Ts, you can help yourself express your emotions more effectively.

Emotions Are Communicated Verbally and Nonverbally: You communicate emotions not only through your choice of words but also through the manner in which you say those words. The words themselves communicate part of your message, but the nonverbal cues, including inflection, timing, space, and paralanguage can modify or contradict your spoken message. Be aware that emotions are expressed in both ways and pay attention to how verbal and nonverbal messages reinforce and complement each other.

Emotional Expression Can Be Good and Bad: Expressing emotions can be a healthy activity for a relationship and build trust. It can also break down trust if expression is not combined with judgment. We’re all different, and we all experience emotions, but how we express our emotions to ourselves and others can have a significant impact on our relationships. Expressing frustrations may help the audience realize your point of view and see things as they have never seen them before. However, expressing frustrations combined with blaming can generate defensiveness and decrease effective listening. When you’re expressing yourself, consider the audience’s point of view, be specific about your concerns, and emphasize that your relationship with your listeners is important to you.

Emotions Are Often Contagious: It is important to recognize that we influence each other with our emotions, positively and negatively. Your emotions as the speaker can be contagious, so use your enthusiasm to raise the level of interest in your topic. Conversely, you may be subject to “catching” emotions from your audience.

In summary, everyone experiences emotions, and as a persuasive speaker, you can choose how to express emotion and appeal to the audience’s emotions.

Presenting Ethically

What comes to mind when you think of speaking to persuade? Perhaps the idea of persuasion may bring to mind propaganda and issues of manipulation , deception , intentional bias , bribery , and even coercion . Each element relates to persuasion, but in distinct ways. We can recognize that each of these elements in some ways has a negative connotation associated with it. Why do you think that deceiving your audience, bribing a judge, or coercing people to do something against their wishes is wrong? These tactics violate our sense of fairness, freedom, and ethics.

Figure 33.4 offers eleven points from the book Ethics in Human Communication (Johannesen, 1996). These points should be kept in mind as you prepare and present your persuasive message.

In your speech to persuade, consider honesty and integrity as you assemble your arguments. Your audience will appreciate your thoughtful consideration of more than one view, your understanding of the complexity, and you will build your ethos, or credibility, as you present your document. Be careful not to stretch the facts, or assemble them only to prove yourself, and instead prove the argument on its own merits. Deception, coercion, intentional bias, manipulation and bribery should have no place in your speech to persuade.

Key Takeaway

Understand the function of your informative presentation in order to communicate the right message to the right audience.
Organize your information presentation using the five main parts of an informative presentation
Use the six principles of persuasion to develop your persuasive presentation
Use the Rhetorical Strategy to construct will developed arguments
Integrate emotional appeal to effectively engage your audience

An elevator speech is to oral communication what a Twitter message (limited to 140 characters) is to written communication. An elevator speech is a presentation that persuades the listener in less than thirty seconds, or around a hundred words.

Creating an Elevator Speech

An elevator speech does not have to be a formal event, though it can be. An elevator speech is not a full sales pitch and should not get bloated with too much information. The idea is not to rattle off as much information as possible in a short time, nor to present a memorized thirty-second advertising message, but rather to give a relaxed and genuine “nutshell” summary of one main idea. The emphasis is on brevity, but a good elevator speech will address several key questions:

What is the topic, product or service? 2. Who are you? 3. Who is the target market? (if applicable) 4. What is the revenue model? (if applicable) 5. What or who is the competition and what are your advantages?

The following are the five key parts of your message:

Attention Statement – Hook + information about you
Introduction – What you offer
Body – Benefits; what’s in it for the listener
Conclusion – Example that sums it up
Residual Message – Call for action

Task: Write an elevator speech for your next networking event to introduce yourself to prospective employers.

Comm Studies. (2019). Informative speech example [Video file]. Retrieved from https://www.youtube.com/watch?v=StPSgqwCnVk&t=60s

eCampusOntario. (2020). Chapter 7: Presentation to inform . Communication for business professionals. Retrieved from https://ecampusontario.pressbooks.pub/commbusprofcdn/chapter/introduction-5/

eCampusOntario. (2020). Chapter 8: Presentation to persuade . Communication for business professionals. Retrieved from https://ecampusontario.pressbooks.pub/commbusprofcdn/chapter/introduction-6/

Guffey, M., Loewry, D., & Griffin, E. (2019). Business communication: Process and product (6th ed.). Toronto, ON: Nelson Education. Retrieved from http://www.cengage.com/cgi-wadsworth/course_products_wp.pl?fid=M20b&product_isbn_issn=9780176531393&template=NELSON

Littleleague.org. (2020). “Calm” emotions & “positive” feelings: Two keys to stay healthy during self-Isolation. Resources for parents . Retrieved from https://www.littleleague.org/news/calm-emotions-positive-feelings-two-keys-to-stay-healthy-during-self-isolation/

Lyon, A. (2017). Ethos Pathos Logos [Video file]. Retrieved from https://www.youtube.com/watch?v=2ey232I5nUk

Lyon, A. (2017). How to Organize a Persuasive Speech or Presentation [Video file]. Retrieved from https://www.youtube.com/watch?v=jnfoFN7TBhw

Lyon, A. (2019). Informative vs persuasive [Video file]. Retrieved from https://www.youtube.com/watch?time_continue=1&v=85gg_pgij4I

Reciprocity is the mutual expectation for exchange of value or service.

You want what you can’t have, and it’s universal. People are often attracted to the exclusive, the rare, the unusual, and the unique

Trust is central to the purchase decision

People like to have consistency in what is said to them or in writing. Therefore, it is important that all commitments made are honored at all times.

People often look to each other when making a purchase decision, and the herd mentality is a powerful force across humanity

We tend to be attracted to people who communicate to us that they like us, and who make us feel good about ourselves. This principle involves the perception of safety and belonging in communication.

management of facts, ideas or points of view to play upon inherent insecurities or emotional appeals to one’s own advantage

use of lies, partial truths, or the omission of relevant information to deceive your audience

the selection of information to support your position while framing negatively any information that might challenge your belief

giving of something in return for an expected favour, consideration, or privilege

use of power to compel action

Share This Book

Learning Objective

Identify and understand how to use at least five different organizing principles for a speech.

There are many different ways to organize a speech, and none is “better” or “more correct” than the others. The choice of an organizing principle , or a core assumption around which everything else is arranged, depends on the subject matter, the rhetorical situation, and many other factors, including your preference as speaker.

The left column of Table 12.6 “Sample Organizing Principles for a Speech” presents seventeen different organizing principles to consider. The center column explains how the principle works, and the right column provides an applied example based on our sample speech about the First Transcontinental Railroad. For example, using a biographical organizing principle, you might describe the journey of the Lewis and Clark expedition in 1804; the signing of the Pacific Railroad Act in 1862, and the completion of the first Transcontinental Express train trip in 1876. As another example, using a spatial organizing principle, you might describe the mechanics of how a steam locomotive engine works to turn the train wheels, which move on a track to travel across distances.

As you read each organizational structure, consider how the main points and subheadings might change or be adapted to meet each pattern.

Table 12.6 Sample Organizing Principles for a Speech

Key Takeaway

A speech may be organized according to any of many different organizing principles.

Choose at least three different organizing principles from the left column of Table 12.6 “Sample Organizing Principles for a Speech” . Take the thesis of a speech you are preparing and write an applied example, similar to the ones provided about the First Transcontinental Railroad that shows how you would apply each of your chosen organizing principles to your speech.
Think of one technology or application that you perceive has transformed your world. Choose two organizing principles and create two sample outlines for speeches about your topic. Share and compare with classmates.

Ayres, J., & Miller, J. (1994). Effective public speaking (4th ed., p 274). Madison, WI: Brown & Benchmark.

Maslow, A. (1970). Motivation and personality (2nd ed.). New York, NY: Harper & Row.

Shutz, W. (1966). The interpersonal underworld . Palo Alto, CA: Science and Behavior Books.

Business Communication for Success: Public Speaking Edition Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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12.3 Speaking in Business Settings

Learning objectives.

Employ audience analysis to adapt communication to supervisors, colleagues, employees, and clients.
Explain the role of intercultural communication competence in intercultural business communication contexts.
Identify strategies for handling question-and-answer periods.
Identify strategies for effectively planning and delivering common business presentations, including briefings, reports, training, and meetings.

Most people’s goal for a college degree is to work in a desired career field. Many of you are probably working while taking this class and already have experience with speaking in business settings. As you advance in your career, and potentially change career paths as many Americans do now, the nature of your communication and the contexts in which you speak will change. Today’s workers must be able to adapt content, level of formality, and format to various audiences including the public, clients, and colleagues (Dannels, 2001). What counts as a good communicator for one audience and in one field may not in another. There is wide variety of research and resources related to business communication that cannot be included in this section. The International Association of Business Communicators is a good resource for people interested in a career in this area: http://www.iabc.com .

Adapt to Your Audience

Speaking in business settings requires adaptability as a communicator. Hopefully the skills that you are building to improve your communication competence by taking this class will enable you to be adaptable and successful. The following suggestions for adapting to your audience are based on general characteristics; therefore expect variations and exceptions. A competent communicator can use categories and strategies like these as a starting point but must always monitor the communication taking place and adapt as needed. In many cases, you may have a diverse audience with supervisors, colleagues, and employees, in which case you would need to employ multiple strategies for effective business communication.

Even though much of the day-to-day communication within organizations is written in the form of memos, e-mails, and reports, oral communication has an important place. The increase in documentation is related to an epidemic of poor listening. Many people can’t or don’t try to retain information they receive aurally, while written communication provides a record and proof that all the required and detailed information was conveyed. An increase in written communication adds time and costs that oral communication doesn’t. Writing and reading are slower forms of communication than speaking, and face-to-face speaking uses more human senses, allows for feedback and clarification, and helps establish relationships (Nichols & Stevens, 1999).

Much communication in the workplace is written for the sake of documentation. Oral communication, however, is often more efficient if people practice good listening skills.

Queen’s University – Alumn i Volunteer Summit – CC BY-NC-ND 2.0.

It’s important to remember that many people do not practice good listening skills and that being understood contributes to effectiveness and success. You obviously can’t make someone listen better or require him or her to listen actively, but you can strive to make your communication more listenable and digestible for various audiences.

Speaking to Executives/Supervisors

Upward communication includes speeches, proposals, or briefings that are directed at audience members who hold higher positions in the organizational hierarchy than the sender. Upward communication is usually the most lacking within an organization, so it is important to take advantage of the opportunity and use it to your advantage (Nichols & Stevens, 1999). These messages usually function to inform supervisors about the status or results of projects and provide suggestions for improvement, which can help people feel included in the organizational process and lead to an increased understanding and acceptance of management decisions (Adler & Elmhorst, 2005). So how do we adapt messages for upward communication?

The “executive summary” emerged from the fact that executives have tightly scheduled days and prefer concise, relevant information. Executive summaries are usually produced in written form but must also be conveyed orally. You should build some repetition and redundancy into an oral presentation of an executive summary, but you do not need such repetition in the written version. This allows you to emphasize a main idea while leaving some of the supporting facts out of an oral presentation. If an executive or supervisor leaves a presentation with a clear understanding of the main idea, the supporting material and facts will be meaningful when they are reviewed later. However, leaving a presentation with facts but not the main idea may result in the need for another presentation or briefing, which costs an organization time and money. Even when such a misunderstanding is due to the executives’ poor listening skills, it will likely be you who is blamed.

Employees want to be seen as competent, and demonstrating oral communication skills is a good way to be noticed and show off your technical and professional abilities (Bartolome, 1999). Presentations are “high-visibility tasks” that establish a person’s credibility when performed well (Weinholdt, 2006). Don’t take advantage of this visibility to the point that you perform only for the boss or focus on him or her at the expense of other people in the audience. Do, however, tailor your message to the “language of executives.” Executives and supervisors often have a more macro perspective of an organization and may be concerned with how day-to-day tasks match with the mission and vision of the organization. So making this connection explicit in your presentation can help make your presentation stand out.

Be aware of the organizational hierarchy and territory when speaking to executives and supervisors. Steering into terrain that is under someone else’s purview can get you in trouble if that person guards his or her territory (McCaskey, 1999). For example, making a suggestion about marketing during a presentation about human resources can ruffle the marketing manager’s feathers and lead to negative consequences for you. Also be aware that it can be challenging to deliver bad news to a boss. When delivering bad news, frame it in a way that highlights your concern for the health of the organization. An employee’s reluctance to discuss problems with a boss leads to more risk for an organization (Bartolome, 1999). The sooner a problem is known, the better for the organization.

Speaking to Colleagues

Much of our day-to-day communication in business settings is horizontal communication with our colleagues or people who are on the same approximate level in the organizational hierarchy. This communication may occur between colleagues working in the same area or between colleagues with different areas of expertise. Such horizontal communication usually functions to help people coordinate tasks, solve problems, and share information. When effective, this can lead to more cooperation among employees and a greater understanding of the “big picture” or larger function of an organization. When it is not effective, this can lead to territoriality, rivalry, and miscommunication when speaking across knowledge and task areas that require specialization (Adler & Elmhorst, 2005).

Many colleagues work collaboratively to share ideas and accomplish tasks together. In a sharing environment, it can be easy to forget where an idea started. This becomes an issue when it comes time for credit or recognition to be given. Make sure to give credit to people who worked with you on a project or an idea. If you can’t remember where an idea came from, it may be better to note that it was a “group effort” than to assume it was yours and risk alienating a colleague.

Speaking to Supervisees/Employees

Downward communication includes messages directed at audience members who hold a lower place on the organizational hierarchy than the sender. As a supervisor, you will also have to speak to people whom you manage or employ. Downward communication usually involves job instructions, explanations of organizational policies, providing feedback, and welcoming newcomers to an organization.

Supervisors can set a good example by keeping a good flow of information going to their employees.

Wikimedia Commons – public domain.

This type of communication can have positive results in terms of preventing or correcting employee errors and increasing job satisfaction and morale. If the communication is not effective, it can lead to unclear messages that lead to misunderstandings and mistakes (Adler & Elmhorst, 2005).

During this type of “top-down” communication, employees may not ask valuable questions. So it is important to create an open atmosphere that encourages questions. Even though including an open discussion after a presentation takes more time, it helps prevent avoidable mistakes and wasted time and money. Let your audience know before a presentation that you will take questions, and then officially open the floor to questions when you are ready. Question-and-answer sessions are a good way to keep information flowing in an organization, and there is more information about handling these sessions in the “Getting Competent” box in this chapter.

A good supervisor should keep his or her employees informed, provide constructive feedback, explain the decisions and policies of the organization, be honest about challenges and problems, and facilitate the flow of information (Bartolome, 1999). Information should flow to and away from supervisors. Supervisors help set the tone for the communication climate of an organization and can serve as models of expectations of oral communication. Being prepared, consistent, open, and engaging helps sustain communication, which helps sustain morale. Supervisors also send messages, intentional or unintentional, based on where they deliver their presentations. For example, making people come to the executive conference room may be convenient for the boss but intimidating for other workers (Larkin & Larkin, 1999).

Speaking to Clients / Customers / Funding Sources

Communication to outside stakeholders includes messages sent from service providers to people who are not employed by the organization but conduct business with or support it. These stakeholders include clients, customers, and funding sources. Communication to stakeholders may be informative or persuasive. When first starting a relationship with one of these stakeholders, the communication is likely to be persuasive in nature, trying to convince either a client to take services, a customer to buy a product, or a funding source to provide financing. Once a relationship is established, communication may take the form of more informative progress reports and again turn persuasive when it comes time to renegotiate or renew a contract or agreement.

As with other types of workplace communication, information flow is important. Many people see a lack of information flow as a sign of trouble, so make sure to be consistent in your level of communication through progress reports or status briefings even if there isn’t a major development to report. Strategic ambiguity may be useful in some situations, but too much ambiguity also leads to suspicions that can damage a provider-client relationship. Make sure your nonverbal communication doesn’t contradict your verbal communication.

When preparing for a presentation to clients, customers, or funding sources, start to establish a relationship before actually presenting. This will help you understand what they want and need and will allow you to tailor your presentation to their needs. These interactions also help establish rapport, which can increase your credibility. Many people making a proposal mistakenly focus on themselves or their product or service. Focus instead on the needs of the client. Listen closely to what they say and then explain their needs as you see them and how your product or service will satisfy those needs (Adler & Elmhorst, 2005). Focus on the positive consequences or benefits that will result from initiating a business relationship with you. If you’ll recall from Chapter 11 “Informative and Persuasive Speaking” , this is similar to Monroe’s Motivated Sequence organization pattern, which gets the audience’s attention, establishes the existence of a need or problem, presents a solution to fill the need, asks the audience to visualize positive results of adopting the solution, and then calls the audience to action.

Use sophisticated and professional visual aids to help sell your idea, service, or product. You can use strategies from our earlier discussion of visual aids, but add a sales twist. Develop a “money slide” that gets the audience’s attention with compelling and hopefully selling content that makes audience members want to reach for their pen to sign a check or a contract (Morgan & Whitener, 2006).

Include a “money slide” in your presentation to potential clients or customers that really sells your idea.

Yair Aronshtam – Slide projector – CC BY-SA 2.0.

Proposals and pitches may be cut short, so imagine what you would do if you arrived to present and were told that you had to cut it down to one minute. If you were prepared, you could pull out your money slide. The money slide could be the most important finding, a startling or compelling statistic, an instructive figure or chart, or some other combination of text and graphic that connects to the listener. Avoid the temptation to make a complicated money slide. The point isn’t to fit as much as you can onto one slide but to best communicate the most important idea or piece of information you have. A verbal version of the money slide is the elevator speech. This is your sales pitch that captures the highlights of what you have to offer that can be delivered in a short time frame. I recommend developing a thirty-second, one-minute, and two-minute version of your elevator speech and having it on standby at all times.

Speaking in Intercultural Contexts

It’s no surprise that business communication is occurring in more intercultural contexts. Many companies and consulting firms offer cross-cultural training for businesspeople, and college programs in cross-cultural training and international business also help prepare people to conduct business in intercultural contexts. For specific information about conducting business in more than thirty-two countries, you can visit the following link: http://www.cyborlink.com .

While these trainings and resources are beneficial, many people expect intercultural business communication training to be reduced to a series of checklists or rules for various intercultural interactions that may be conveyed in a two-hour, predeparture “everything you need to know about Japanese business culture” training. This type of culture-specific approach to cross-cultural training does not really stand up to the complex situations in which international business communicators find themselves (Victor, 1993). Scholars trained more recently in culture and communication prefer a culture-general approach that focuses on “tools” rather than “rules.” Remember that intercultural competence is relative to the native and host cultures of the people involved in an intercultural encounter, and therefore notions of what is interculturally competent change quickly (Ulijn et al., 2000). To review some of our earlier discussion, elements of intercultural competence involve the ability to identify potential misunderstandings before they occur, be a high self-monitor, and be aware of how self and others make judgments of value (Ulijn et al., 2000).

I will overview some intercultural business communication tips that are more like rules, but remember there are always exceptions, so other competent communication skills should be on standby to help you adapt when the rules approach stops working (Thrush, 1993).

In terms of verbal communication, make sure to use good pronunciation and articulation. Even if you speak a different language than your audience, clearer communication on your part will help the message get through better. Avoid idiomatic expressions and acronyms, since the meaning of those types of verbal communication are usually only known to cultural insiders. Try to use geographically and culturally relevant examples—for example, referencing the World Cup instead of the World Series. Be aware of differences in communication between high- and low-context cultures. Note that people from low-context cultures may feel frustrated by the ambiguity of speakers from high-context cultures, while speakers from high-context cultures may feel overwhelmed or even insulted by the level of detail used by low-context communicators. The long history of family businesses doing business with family businesses in France means that communication at meetings and in business letters operates at a high context. Dates and prices may not be mentioned at all, which could be very frustrating for an American businessperson used to highly detailed negotiations. The high level of detail used by US Americans may be seen as simplistic or childish to audience members from high-context cultures. Include some materials in the native language or include a glossary of terms if you’re using specific or new vocabulary. Don’t assume that the audience needs it, but have it just in case.

Also be aware that different cultures interpret graphics differently. Two well-known cases of differing interpretations of graphics involve computer icons. First, the “trash” icon first used on Mac desktops doesn’t match what wastebaskets look like in many other countries. Second, the US-style “mailbox” used as an icon for many e-mail programs doesn’t match with the mail experiences of people in most other countries and has since been replaced by the much more universally recognizable envelope icon. Nonelectronic symbols also have different cultural meanings. People in the United States often note that they are pursuing the “blue ribbon” prize or standard in their business, which is the color ribbon used to designate second place in the United Kingdom.

“Getting Competent”

Handling Question-and-Answer Periods

Question-and-answer (Q&A) periods allow for important interaction between a speaker and his or her audience. Speakers should always be accountable for the content of their speech, whether informative or persuasive, and making yourself available for questions is a good way to demonstrate such accountability. Question-and-answer sessions can take many forms in many contexts. You may entertain questions after a classroom or conference presentation. Colleagues often have questions after a briefing or training. Your supervisor or customers may have questions after a demonstration. Some question-and-answer periods, like ones after sales pitches or after presentations to a supervisor, may be evaluative, meaning you are being judged in terms of your content and presentation. Others may be more information based, meaning that people ask follow-up questions or seek clarification or more detail. In any case, there are some guidelines that may help you more effectively handle question-and-answer periods (Toastmasters International, 2012; Morgan & Whitener, 2006).

Setting the stage for Q&A. If you know you will have a Q&A period after your presentation, alert your audience ahead of time. This will prompt them to take note of questions as they arise, so they don’t forget them by the end of the talk. Try to anticipate questions that the audience may have and try to proactively answer them in the presentation if possible; otherwise, be prepared to answer them at the end. At the end of your presentation, verbally and nonverbally indicate that the Q&A session is open. You can verbally invite questions and nonverbally shift your posture or position to indicate the change in format.

Reacting to questions. In evaluative or informative Q&A periods, speakers may feel defensive of their idea, position, or presentation style. Don’t let this show to the audience. Remember, accountability is a good thing as a speaker, and audience members usually ask pertinent and valid questions, even if you think they aren’t initially. Repeating a question after it is asked serves several functions. It ensures that people not around the person asking the question get to hear it. It allows speakers to start to formulate a response as they repeat the question. It also allows speakers to ensure they understood the question correctly by saying something like “What I hear you asking is…” Once you’ve repeated the question, respond to the person who posed the question, but also address the whole audience. It is awkward when a speaker just talks to one person. Be cautious not to overuse the statement “That’s a good question.” Saying that more than once or twice lessens its sincerity.

Keeping the Q&A on track. To help keep the Q&A period on track, tie a question to one of the main ideas from your presentation and make that connection explicit in your response. Having a clearly stated and repeated main idea for your presentation will help set useful parameters for which questions fall within the scope of the presentation and which do not. If someone poses a question that is irrelevant or off track, you can politely ask them to relate it to a main idea from the talk. If they can’t, you can offer to talk to them individually about their question after the session. Don’t engage with an irrelevant question, even if you know the answer. Answering one “off-track” question invites more, which veers the Q&A session further from the main idea.

Responding to multipart questions. People often ask more than one question at a time. As a speaker and audience member this can be frustrating. Countless times, I have seen a speaker only address the second question and then never get back to the first. By that point, the person who asked the question and the audience have also usually forgotten about the first part of the question. As a speaker, it is perfectly OK to take notes during a Q&A session. I personally take notes to help me address multipart questions. You can also verbally reiterate the question to make sure you know which parts need to be addressed, and then address the parts in order.

Managing “Uh-oh!” moments. If a person corrects something you said in error during your presentation, thank them for the correction. After the presentation, verify whether or not it was indeed a mistake, and if it was, make sure to correct your information so you don’t repeat the mistake in future talks. Admit when you don’t know the answer to a question. It’s better to admit that you do not know the answer than to try to fake your way through it. An audience member may also “correct” you with what you know is incorrect information. In such cases, do not get into a back-and-forth argument with the person; instead, note that the information you have is different and say you will look into it.

Concluding the Q&A session. Finally, take control of your presentation again toward the end of the Q&A session. Stop taking questions in time to provide a brief wrap-up of the questions, reiterate the main idea, thank the audience for their questions, and conclude the presentation. This helps provide a sense of closure and completeness for the presentation.

Which of these tips could you have applied to previous question-and-answer sessions that you have participated in to make them more effective?
Imagine you are giving a presentation on diversity in organizations and someone asks a question about affirmative action, which was not a part of your presentation. What could you say to the person?
In what situations in academic, professional, or personal contexts of your life might you be engaged in an evaluative Q&A session? An information-based Q&A session?

Common Business Presentations

Now you know how to consider your audience in terms of upward, downward, or horizontal communication. You also know some of the communication preferences of common career fields. Now we will turn our attention to some of the most frequent types of business presentations: briefings, reports, training, and meetings.

Briefings are short presentations that either update listeners about recent events or provide instructions for how to do something job related (Adler & Elmhorst, 2005). Briefings may occur as upward, downward, or horizontal communication. An industrial designer briefing project managers on the preliminary results of testing on a new product design is an example of upward briefing. A nurse who is the shift manager briefing an incoming shift of nurses on the events of the previous shift is an example of downward briefing. A representative from human resources briefing colleagues on how to use the new workplace identification badges is an example of horizontal briefing. Briefings that provide instructions like how to use a new identification badge are called technical briefings, and they are the most common type of workplace presentation (Toastmasters International, 2012). For technical briefings, consider whether your audience is composed of insiders, outsiders, or a mixture of people different levels of familiarity with the function, operation, and/or specifications of the focus of the briefing. As we have already discussed, technical speaking requires an ability to translate unfamiliar or complex information into content that is understandable and manageable for others.

Technical briefings, which explain how something functions or works, are the most common type of workplace presentations.

Shamim Mohamed – Debrief – CC BY-SA 2.0.

As the name suggests, briefings are brief —usually two or three minutes. Since they are content focused, they do not require formal speech organization, complete with introduction and conclusion. Briefings are often delivered as a series of bullet points, organized topically or chronologically. The content of a briefing is usually a summary of information or a series of distilled facts, so there are rarely elements of persuasion in a briefing or much supporting information. A speaker may use simple visual aids, like an object or even a one-page handout, but more complex visual aids are usually not appropriate. In terms of delivery, briefings should be organized. Since they are usually delivered under time constraints and contain important information, brief notes and extemporaneous delivery are effective (Adler & Elmhorst, 2005).

There are numerous types of reports. The line between a briefing and short oral report is fuzzy, but in general a report is a more substantial presentation on the progress or status of a task. Reports can focus on the past, present, or future. Reports on past events may result from some type of investigation. For example, a company may be interested in finding the cause of a 15 percent decline in revenue for a branch office. Investigative reports are also focused on past events and may include a follow-up on a customer or employee complaint.

Reports on the present are often status or progress reports. Various departments or teams that make up an organization, or committees that make up a governing board, are likely to give status reports. Status reports may focus on a specific project or task or simply report on the regular functioning of a group.

Components of a Status Report (Adler & Elmhorst, 2005)

State the group or committee’s task or purpose.
Describe the current status, including work done by the group and/or individuals and the methods used.
Report on obstacles encountered and efforts to overcome them
Describe the next goal or milestone of the group and offer concrete action steps and a timeline for achieving the goal.

Final reports are presented at the conclusion of a task and are similar to a progress report but include a discussion and analysis of the results of an effort. While some progress reports may only be delivered verbally, with no written component, a final report almost always has an associated written document. The written final report usually contains much more detail than is included in the oral final report, and this detail is referenced for audience members to consult if they desire more information (Adler & Elmhorst, 2005).

A common future-focused report is the feasibility report , which explores potential actions or steps and then makes recommendations for future action based on methodical evaluation. The purpose of these reports is basically to determine if an action or step is a good idea for an organization. Facebook made a much-discussed move to go public in 2012, a decision that was no doubt made after analyzing many feasibility reports.

Components of a Feasibility Report (Adler & Elmhorst, 2005)

Introduction to a problem or situation and its potential consequences
Overview of the standards used for evaluating potential courses of action
Overview of process used to identify and evaluate courses of action
Details of potential courses of action
Evaluation of the potential courses of action
Recommendation of best course of action

People in supervisory or leadership positions often provide training , which includes presentations that prepare new employees for their jobs or provide instruction or development opportunities for existing employees. While some training is conducted by inside and outside consultants, the US Bureau of Labor and Statistics notes that about 75 percent of training is delivered informally while on the job (Adler & Elmhorst, 2005). As the training and development field expands, this informal training is likely to be replaced by more formalized training delivered by training professionals, many of whom will be employees of the company who have been certified to train specific areas. Organizations are investing more time and money in training because they recognize the value in having well-trained employees and then regularly adding to that training with continued development opportunities. Common focuses of training include the following:

Compliance with company policies. Includes training and orienting new hires and ongoing training for existing employees related to new or changing company policies.
Changing workplace environments. Diversity training and cross-cultural training for international business.
Compliance with legal policies. Sexual harassment, equal employment, Americans with Disabilities Act, and ethics training.
Technical training. Instructions for software, hardware, and machinery.

Companies are also investing money in training for recent college graduates who have degrees but lack the technical training needed to do a specific job. This upfront investment pays off in many situations, as this type of standardized training in field-specific communication skills and technology can lead to increased productivity.

Corporate trainers prepare new employees for their jobs and provide development opportunities for existing employees.

Louisiana GOHSEP – Employees Attend Training Classes – CC BY-SA 2.0.

Trainers require specific skills and an ability to adapt to adult learners (Ray, 1993). Important training skills include technical skills specific to a discipline, interpersonal skills, organizational skills, and critical thinking skills. Trainers must also be able to adapt to adult learners, who may have more experience than the trainer. Training formats usually include a mixture of information presentation formats such as minilecture and discussion as well as experiential opportunities for trainees to demonstrate competence such as role-play, simulation, and case-study analysis and application. Trainers should remember that adult learners learn best by doing, have previous experience that trainers can and should draw on, have different motivations for learning than typical students, and have more competing thoughts and distractions. Adult learners often want information distilled down to the “bottom line”; demonstrating how content is relevant to a specific part of their work duties or personal success is important.

Steps in Developing a Training Curriculum (Beebe, Mottet, & Roach, 2004)

Do background research based on literature on and observations of the training context you will be in.
Conduct a needs assessment to see what sort of training is desired/needed.
Develop training objectives based on research, observations, and needs assessment. Objectives should be observable, measurable, attainable, and specific.
Develop content that connects to the needs assessment.
Determine the time frame for training; make the training as efficient as possible.
Determine methods for delivering content that connect with objectives developed earlier.
Select and/or create training materials.
Create a participant’s guide that contains each activity and module of the training.
Include the following for each training activity: objectives, training content, time frame, method, and materials needed.
Test the training plan on a focus group or with experts in the field to evaluate and revise if necessary.

Over eleven million meetings are held each day in the United States, so it is likely that you will attend and lead meetings during your career. Why do we have meetings? The fundamental reason is to get a group of people with different experiences and viewpoints together to share their knowledge and/or solve a problem. Despite their frequency and our familiarity with them, meetings are often criticized for being worthless, a waste of time, and unnecessary. Before you call a meeting, ask yourself if it is necessary, since some issues are better resolved through a phone call, an e-mail, or a series of one-on-one meetings. Ask the following questions to help make sure the meeting is necessary: What is the goal of the meeting? What would be the consequences of not having it? How will I judge whether the meeting was successful or not? (Jay, 1999)

Meetings are important at the early stages of completing a task, as they help define a work team since the members share a space and interact with each other. Subsequent meetings should be called when people need to pool knowledge, refine ideas, consider new information, or deliberate over a decision. Most meetings are committee size, which ranges from three to ten people. The frequency of the meeting will help determine how the meeting should be run. Groups that meet daily will develop a higher level of cohesion and be able to work through an agenda quickly with little review. Most groups meet less frequently, so there typically needs to be a structured meeting agenda that includes informational items, old business, and new business.

In determining the meeting agenda, define the objectives for various items. Some items will be informative, meaning they transmit information and don’t require a decision or an action. Other items will be constructive, in that they require something new to be devised or decided, such as determining a new policy or procedure. Once a new policy or procedure has been determined, a group must decide on the executive components of their decision, such as how it will be implemented and who will have responsibilities in the process. As the items progress from informational, to constructive, to executive, the amount of time required for each item increases, which will have an effect on the planning of the agenda (Jay, 1999).

After completing the agenda, continue to plan for the meeting by providing attendees with the agenda and any important supporting or supplementary materials such as meeting minutes or reports ahead of time. Consult with people who will attend a meeting beforehand to see if they have any questions about the meeting and to remind them to review the materials. You can also give people a “heads up” about any items for discussion that may be lengthy or controversial. Make sure the meeting room can accommodate the number of attendees and arrange the seating to a suitable structure, typically one where everyone can see each other. A meeting leader may also want to divide items up as “for information,” “for discussion,” or “for decision.” Start the meeting by sharing the objective(s) that you determined in your planning. This will help hold you and the other attendees accountable and give you something to assess to determine the value of the meeting.

People’s attention spans wane after the first twenty minutes of a meeting, so it may be useful to put items that warrant the most attention early on the agenda. It is also a good idea to put items that the group can agree on and will unify around before more controversial items on which the group may be divided. Anything presented at the meeting that wasn’t circulated ahead of time should be brief, so people aren’t spending the meeting reading through documents. To help expedite the agenda, put the length of time you think will be needed for each item or category of items on the agenda. It is important to know when to move from one item to the next. Sometimes people continue to talk even after agreement has been reached, which is usually a waste of time. You want to manage the communication within the meeting but still encourage people to speak up and share ideas. Some people take a more hands-on approach to managing the conversation than others. As the president of the graduate student body, I attended a few board of trustees meetings at my university. The chairperson of the committee had a small bell that she would ring when people got off track, engaged in personal conversations, or were being disruptive to the order of the group.

At the end of the meeting make sure to recap what was accomplished. Return to the objective you shared at the beginning and assess whether or not you accomplished it. If people feel like they get somewhere during a meeting, they will think more positively about the next one. Compile the meeting minutes in a timely fashion, within a few days and no more than a week after the meeting (Jay, 1999).

Tips for Running Effective Meetings

Distribute an agenda to attendees two to three days in advance of the meeting.
Divide items up on the agenda into “for information,” “for discussion,” and “for decision.”
Put items that warrant close attention early on the agenda.
Since senior attendees’ comments may influence or limit junior people’s comments, ask for comments from junior attendees first.
People sometimes continue talking even after agreement has been reached, so it’s important to know when to move on to the next item in the agenda.
At the end of a meeting, recap what was accomplished and set goals for the next meeting.
Compile meeting minutes within forty-eight hours and distribute them to the attendees.

Key Takeaways

What counts as being a good communicator in one business context doesn’t in another, so being able to adapt to various business settings and audiences will help you be more successful in your career.
Upward business communication involves communicating messages up the organizational hierarchy. This type of communication is usually the most lacking in organizations. However, since oral presentations are a “high-visibility” activity, taking advantage of these opportunities can help you get noticed by bosses and, if done well, can move you up the organizational ladder. Present information succinctly in an executive summary format, building in repetition of main ideas in the oral delivery that aren’t necessary for the written version. Don’t just focus on the boss if there are other people present, but do connect to the vision and mission of the organization, since most managers and executives have a “big picture” view of the organization.
Horizontal communication is communication among colleagues on the same level within an organizational hierarchy. This type of communication helps coordinate tasks and lets people from various parts of an organization get a better idea of how the whole organization functions. Many workplaces are becoming more collaborative and team oriented, but make sure you share credit for ideas and work accomplished collaboratively so as not to offend a colleague.
Downward communication includes messages traveling down the organizational hierarchy. These messages usually focus on giving instructions, explaining company policies, or providing feedback. As a supervisor, make sure to encourage employees to ask questions following a presentation. Good information flow helps prevent employee errors and misunderstandings, which saves money.
Initial communication with clients, customers, or funding sources is usually persuasive in nature, as you will be trying to secure their business. Later communication may be more informative status reports. Connect your message to their needs rather than focusing on what you offer. Use persuasive strategies like positive motivation, and always have a “money slide” prepared that gets across the essence of what you offer in one attractive message.
When adapting business communication to intercultural contexts, take a “tools not rules” approach that focuses on broad and adaptable intercultural communication competence.

There are various types of business presentations for which a speaker should be prepared:

Briefings are short, two- to three-minute “how-to” or “update” presentations that are similar to factual bullet points.
Reports can be past, present, or future focused and include status, final, and feasibility reports.
Trainings are informal or formal presentations that help get new employees ready for their jobs and keep existing employees informed about changing policies, workplace climates, and legal issues.
To have an effective meeting, first make sure it is necessary to have, then set a solid foundation by distributing an agenda in advance, manage the flow of communication during the meeting, and take note of accomplishments to promote a positive view of future meetings.
Identify a recent instance when you engaged in upward, horizontal, downward, or intercultural communication in a business setting. Analyze that communication encounter based on the information in the corresponding section of this chapter. What was done well and what could have been improved?
Prepare a briefing presentation on how to prepare a briefing. Make sure to follow the suggestions in the chapter.
Think of a time when you received training in a business or academic setting. Was the communication of the trainer effective? Why or why not?

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Beebe, S. A., Timothy A. Mottet, and K. David Roach, Training and Development: Enhancing Communication and Leadership Skills (Boston, MA: Pearson, 2004).

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McCaskey, M. B., “The Hidden Messages Managers Send,” in Harvard Business Review on Effective Communication (Boston, MA: Harvard Business School Press, 1999), 128.

Morgan, S. and Barrett Whitener, Speaking about Science: A Manual for Creating Clear Presentations (New York, NY: Cambridge, 2006), 18.

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Communication in the Real World Copyright © 2016 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

What is Speech Communication? Characteristics of a Good Speech

What is Speech Communication ? Characteristics of a Good Speech, Speech communication definition, Meaning of Speech, Business Speech. Speech is an important medium of oral communication by which message is sent to the audience orally from the speaker. A speech is a public speaking delivered by a speaker on some occasions. It is a formal talking before a large number of people but is can be informal also.

Industrialists and businessmen are to speak in different conference or seminars or in some public gatherings. With the increasing awareness of the value of public relation in business, most of the companies encourage their executives to attend public functions and to appear before the public and to accept invitations to be the chief guest or speaker at meetings. A salesman also has to make hundreds of mini speech is inevitable in business.

What is Speech Communication

According to Oxford Dictionary, “A speech is a formal talk that a person gives to an audience.”

Characteristics or Qualities of a Good Speech

Speech is one of the major medium of oral communication . We find different speeches in different situations but good speeches are not always found. A good speech is really enjoyable and informative. But it is very tough to deliver a speech that can enthrall the audience. A good speech has following characteristics or qualities-

Dynamic : Dynamism is an important quality of a good speech. There must e variation in style, tone, voice, approach depending on the situation and timing otherwise audience will lose their attention and will suffer form monotonous presentation.
Informal Talk : Speech should be like an informal talk. A good speech is closer to a personal and informal chat between two intimate friends. When you speak there should be a perfect rapport between you and your audience.
Clear : Clarity is the first major characteristic of a good speech. A speech must be successful in conveying the (message) ideas or emotions, facts or arguments to the audience that the speaker wants to express. If the audience does not instantly grasp your point, you have failed as a speaker.
Vivid and Concrete : A good speech is vivid and concrete in nature. Include facts in a concrete and comprehensive way. No irrelevant or in comprehensive mater should be included in a speech. For example, the population of India is growing at an accelerating rate of 2.3% is a vivid statement.
Brevity : Brevity is an important characteristic of a god speech. Speech should be shorter and concrete but comprehensive. The concentration of average audience does not last more than fifteen to twenty minutes. So, it is better to wrap up your speech within five to twenty minutes.
Interesting : A good speech is always interesting. Quotations, anecdotes and humors make a speech vivid and interesting. An interesting speech always wins the attention of the audience.
Audience Oriented : A good speech is always audience oriented. The speaker must deliver the speech in such a way as desired by the audience. The speaker should consider the age, education, social and economic condition, number etc. of audience to prepare his speech accordingly.
Free From Error : A good speech is always free from error. Error in speech can make the audience confused and loose the personality of the speaker.
Authentic : The facts and figure presented in a speech must be authentic and true. False statement or information misleads the audience and hamper the acceptability of speech.
Well Organized : A good speech is always well organized and well arranged. The pats or points of a speech should be organized in logical sequence to attract and retain h attention of the audience.

Beside the above-mentioned criteria, a good speech also has some other criteria like visual presentation, timely presentation and result oriented and so on. A speaker should consider these qualities of a speech before presenting something on the dais. There are more information about What is Business Memo in Communication? Functions of Memorandum.

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10 Types of Business Communication

Any successful organization relies on effective communication to connect with its stakeholders, departments, and customers. Understanding different types of communication in business is crucial for seamless operations, productive collaboration, and accomplishing corporate goals in this fast-paced world of business. This blog examines different types of business communication that promote connections, increase productivity, and pave the road to success.

Table of Contents

What is Business Communication?

Business communication is the interchange of information, ideas, and messages inside and between businesses to achieve corporate objectives. It includes all levels of the organizational structure and various modes of communication, such as spoken, written, and nonverbal. Clear and precise expression, active listening, and the capacity to adjust communication styles to diverse audiences and settings are all required for effective corporate communication.

Learning business communication is important because it improves the transmission of instructions, feedback, and information, and encourages cooperation and teamwork. It also improves decision-making, fosters connections with stakeholders, and ultimately adds to the organization’s overall success and growth. You can get a better understanding of this subject matter by taking an online business communication course .

10 Different Types of Business Communication

Business communication has various types depending on its usage by different organizations. Here is a list of the 10 most common types of communication in business communication.

1. Verbal Communication

Verbal communication is the exchange of knowledge, concepts, ideas, and emotions through spoken or written words.

It involves sending messages from one person to another using language.
It can be spoken or written.
Examples include face-to-face conversations, speeches, video conferences, phone calls, and presentations.
It can also take the form of written messages like letters, emails, and text messages.
It is essential in interpersonal interactions, business negotiations, professional contacts, education, public speaking, and other areas.
It allows people to communicate, exchange ideas, collaborate, and build relationships.

2. Written Communication

Written communication is the transmission of information, concepts, thoughts, and messages through written language.

It involves expressing ideas and communicating information using written symbols such as letters, words, phrases, and paragraphs.
Examples include memoranda, reports, articles, books, emails, texts, social media postings, and memos.
It provides a record of the information, allowing for reference and review.
It allows for careful consideration and editing before delivering the message, leading to a clearer expression of thoughts.
It is suitable for long-distance and asynchronous communication, enabling communication across boundaries and time zones.
Compared to verbal communication, written communication offers a more controlled and enduring form of communication.

3. Nonverbal Communication

Nonverbal communication is the exchange of information, thoughts, and emotions without the use of words or verbal language.

Examples include body language, facial expressions, gestures, posture, eye contact, touch, and voice intonation.
It can support, reinforce, or contradict spoken communication in interpersonal relationships.
It helps in interpreting the underlying meaning and emotions conveyed through spoken words.
Nonverbal cues may have different meanings in different cultural contexts, highlighting the importance of considering cultural differences in nonverbal communication.
The interpretation of nonverbal indicators take into account individual characteristics and societal conventions.

4. Electronic Communication

Electronic communication refers to the transmission of information, messages, and data using electronic devices and digital technology.

It involves transmitting data in various formats, such as text, photographs, audio, and video, through electronic channels like the Internet, email, instant messaging, social media platforms, and telecommunications networks.
It allows for rapid and extensive delivery of information across large distances.
It has become increasingly important in modern life, revolutionizing communication in areas, such as business, education, government, entertainment, and interpersonal connections.
It has transformed how people connect, collaborate, and exchange information, enhancing the effectiveness and accessibility of communication.

5. Formal Communication

Formal communication in an organization refers to regulated and structured communication that follows predetermined channels, rules, and standards.

It is used to convey precise messages on official topics, rules, processes, and work-related activities.
It flows in a purposeful, organized, and systematic manner.
The top-down hierarchical structure is often followed in formal communication.
Examples include memos, reports, meetings, official emails, newsletters, and formal presentations.
The language used in formal communication is typically formal, precise, and aligned with the accepted norms and standards of the company or industry.
It is employed by organizations to establish strategic plans, share official information, assign responsibilities, and communicate major news.
It ensures effective and efficient communication in the workplace by maintaining order, clarity, and accountability.

6. Informal Communication

Informal communication is the casual and unofficial exchange of information, ideas, and messages in an organization or social setting.

It occurs through talks, unofficial meetings, social gatherings, phone calls, instant messaging, and casual contacts.
It takes place outside formal channels and structures.
Participants engage in informal communication in a casual and unstructured manner, often disregarding hierarchical norms.
It facilitates the spontaneous sharing of ideas, viewpoints, and personal experiences, strengthening bonds of friendship and trust.
It is important in organizations as it promotes employee engagement, cooperation, and the sharing of tacit knowledge.
It fosters a positive work environment, trust, and interpersonal relationships.
It serves as a form of social support, allowing individuals to seek advice, express concerns, and participate in informal mentoring.

7. Upward Communication

Upward communication refers to the flow of information from employees or lower-level members of an organization to their superiors or higher-level management. It comprises the exchange of messages and feedback in an upward direction within the organizational structure. Characteristics of upward communication include:

Feedback: Employees share their views, ideas, and concerns about their work, projects, or organizational procedures.
Suggestions and Ideas: Employees provide comments, ideas, and innovations to enhance productivity, work procedures, and organizational effectiveness.
Grievances or Concerns: Employees may express grievances or concerns about the work environment, company rules, or interpersonal disputes.
Performance Reports: Employees provide their bosses reports on their success, setbacks, and advancement for appraisal and criticism.
Seeking Clarification: When it comes to problems at work, employees go to their superiors for advice, direction, or information.

Also Read: How to Become a Business Analyst

8. Downward Communication

The transfer of information, guidelines, orders, criticism, and announcements from higher-level management or supervisors to employees or subordinates within an organization is referred to as downward communication. The following are characteristics of downward communication:

Instructions and Directives: Management gives employees specific instructions, rules, and directions regarding their jobs, obligations, and expected outcomes.
Feedback on Performance: When it comes to an employee’s job performance, strengths, and areas for development, supervisors provide them feedback, assessments, and performance reviews.
Organizational Announcements: Management informs staff members of any relevant updates, news, or changes to organizational policies.
Setting Goals and Objectives: To ensure that employees’ efforts are in line with the broader organizational vision, management communicates with them the organization’s goals, objectives, and targets.

9. Lateral or Horizontal Communication

The flow of information, concepts, and messages between people or departments within the same organizational level is referred to as lateral or horizontal communication. The features of lateral communication include:

Peer-to-peer Communication: Lateral communication takes place between people or groups within the same organizational level, without the involvement of superiors or inferiors.
Collaboration and Coordination: It makes it easier for people or departments working toward a shared objective to coordinate their efforts, collaborate on initiatives, and share resources.
Sharing of Information: Peers can exchange knowledge, skills, best practices, and lessons learned through lateral communication.
Problem-Solving : It enables groups of people or departments to jointly address problems, generate ideas for solutions, and get feedback or counsel from peers.
Cross-Functional Communication: In an organization, lateral communication frequently takes place between people or departments from several functional areas or departments, promoting interdisciplinary cooperation.

10. External Communication

The exchange of information, messaging, and communication between a company and external parties or stakeholders is referred to as external communication. It entails communication with stakeholders, including clients, partners, investors, the general public, regulatory agencies, and other parties with a stake in the company. Channels and techniques for external communication include:

Marketing and Advertising: It uses a variety of marketing and advertising channels to reach consumers and the general public, including print media, television, radio, internet commercials, social media, and promotional campaigns.
Public Relations: It influences public opinion and sustains a favorable public image. Public relations include interacting with the media, releasing press releases, planning events, and managing connections with journalists.
Customer Service: Customer service is the process of interacting with consumers through a variety of channels, including live chat, emails, phone calls, and social media, to respond to their questions, offer assistance, and guarantee their happiness.
Investor Relations: It provides information on a company’s financial performance and operations to shareholders, potential investors, and financial analysts through reports, annual meetings, investor presentations, and other channels.
Government and Regulatory Communications: This is done by getting in touch with governmental organizations, regulatory authorities, and business groups to meet legal obligations, disseminate information, and promote the interests of the company.

One thing becomes evident as we draw to a close with our examination of the many forms of business communication, i.e., successful communication is the foundation of a successful organization. Every type of business communication is essential, whether it is the formal exchange of information, the unofficial ties that foster cooperation, the upward flow of feedback, or the external encounters that influence an organization’s reputation. Organizations may reduce obstacles, promote cooperation, and build an environment of open communication by comprehending and utilizing these communication types.

In the fast-changing corporate landscape, communication skills are extremely crucial for career success. Read this guide on must-have business communication skills to know more.

The seven elements of business communication are structure, clarity, medium, consistency, primacy, relevancy, and feedback.

The two most common types of business communication are internal and external communication. Internal communication happens between the organization and the employees. External communication happens between employees and customers and interactions with external stakeholders.

Business communication is important as it allows organizations to convey information to not only their employees but also their customers. It helps businesses reach a wider audience and develop positive relationships. It enhances team collaboration as employees get comfortable voicing their opinions.

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The 4 types of speeches: overviews, writing guidelines, examples (2023)
Business Speech: Types with Examples, Informative, Special, Persuasive
What are the 10 types of speech?
4 Major Types of Communication and Their Benefits (Explained)
4 Types of Business Communication and How They Benefit Your Business
DIFFERENT TYPES OF SPEECHES

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Types of speeches, speech style and speech act
Types of Speeches & Choosing a Topic
Persuasive Speeches
Presentation and Speeches (Business Communication) Oral Communication|| BBS 2nd year Unit
Improve Your English Speaking For Success In Business
What are the 4 types of speeches examples?

COMMENTS

13 Main Types of Speeches (With Examples and Tips)
Informative speech. Informative speeches aim to educate an audience on a particular topic or message. Unlike demonstrative speeches, they don't use visual aids. They do, however, use facts, data and statistics to help audiences grasp a concept. These facts and statistics help back any claims or assertions you make.
5.3 Building a Sample Speech
Table 12.3 Five-Finger Model of Public Speaking. Attention Statement. The attention statement is the way you focus the audience's attention on you and your speech. Introduction. Your introduction introduces you and your topic, and should establish a relationship with your audience and state your topic clearly. Body.
7.2: Four Types of Speeches
The four types of speeches are manuscript, memorized, extemporaneous, and impromptu. ... This is because this is the type of speech used most in business, education, preaching, and political affairs. Few of us will ever have a professional staff of speechwriters or ever deliver a speech with the aid of a teleprompter. But when you do have a ...
8.5 Preparing Your Speech to Inform
7.2 Types of Nonverbal Communication. 7.3 Movement in Your Speech. 7.4 Visual Aids. 7.5 Nonverbal Strategies for Success with Your Audience. 7.6 Additional Resources. ... In the same way, when you prepare a speech in a business situation, do your homework. Access the company Web site, visit the location and get to know people, and even call ...
9.2 Types of Speeches
Informative Speaking. One of the most common types of public speaking is informative speaking. The primary purpose of informative presentations is to share one's knowledge of a subject with an audience. Reasons for making an informative speech vary widely. For example, you might be asked to instruct a group of coworkers on how to use new ...
14.7 Sample Persuasive Speech
Table 14.6 Sample Speech Guidelines. 1.Topic. Choose a product or service that interests you so much that you would like to influence the audience's attitudes and behavior toward it. 2. Purpose. Persuasive speakers may plan to secure behavioral changes, influence thinking, or motivate action in their audience.
12.3 Building a Sample Speech
Table 12.3 Five-Finger Model of Public Speaking. Attention Statement. The attention statement is the way you focus the audience's attention on you and your speech. Introduction. Your introduction introduces you and your topic, and should establish a relationship with your audience and state your topic clearly. Body.
Developing an Effective Speech
Reflect on the relevant lessons you've learned, and make note of some of the experiences—a key quote or visual, an emotion or insight, people or places. Use these events as possible connections to consider and, if applicable, work them in to your speech to illustrate your points. Research is a skill, and art, unto itself (refer to the ...
Introduction to Speech Tips and Techniques
What you'll learn to do: Discuss tips and tricks to giving an effective speech. We're living in a time where ideas—learning and sharing—are essential skills. According to communication coach and bestselling author Carmine Gallo, "Ideas are the true currency of the 21st century.". The caveat: if you can't communicate your ideas in ...
13.2 Types of Presentations to Inform
Learning Objective. Provide examples of four main types of speech to inform. Speaking to inform may fall into one of several categories. The presentation to inform may be. an explanation, a report, a description, or. a demonstration of how to do something. Let's explore each of these types of informative speech.
Business Speech: Types with Examples, Informative, Special, Persuasive
Anybody can relate to all these types of business speech because these all are equally important in social life as well. So let's start our topic with the basics of business speech. ... This is one of the forms of Business Communication and the audience has to sit quietly while the speech is being delivered. Most of the time audience knows ...
Four Types of Speeches
Chapter 1: The Speech Communication Process. Introduction. Greek Rhetoric. ... Four Types of Speeches ... This is because this is the type of speech used most in business, education, preaching, and political affairs. Few of us will ever have a professional staff of speechwriters or ever deliver a speech with the aid of a teleprompter.
6.2 Messages
Parts of a Message. When you create a message, it is often helpful to think of it as having five parts: Attention statement. Introduction. Body. Conclusion. Residual message. Each of these parts has its own function. The attention statement, as you may guess, is used to capture the attention of your audience.
11.4 Informative Speech
This speech will be an opportunity for you to take prepared material and present it, gaining experience and important feedback. In the "real world," you often lack time and the consequences of a less than effective speech can be serious. Look forward to the opportunity and use what you know to perform an effective, engaging speech.
13.5 Preparing Your Speech to Inform
State your topic and specific purpose: "My speech today will inform you on genetically modified foods that are increasingly part of our food supply.". Introduce your credibility and the topic: "My research on this topic has shown me that our food supply has changed but many people are unaware of the changes.".
Business Speech
At some point, an inspirational speech can also be a ceremonial speech. There are two types of inspirational speeches, i.e. goodwill speech and the speech of commencements. Goodwill Speeches. Goodwill Speeches are delivered to change the perception of the audience in favor of an organization or a person.
How effective business communication can transform your company
Effective business communication helps promote collaboration, mitigate conflicts and encourage creative thinking among employees. By communicating thoughtfully, you can reduce misunderstandings and errors within your workplace and ensure that every team member gets the support they need. Let's explore communication tools and methods that can ...
Unit 33: Informative and Persuasive Presentations
An elevator speech is to oral communication what a Twitter message (limited to 140 characters) is to written communication. An elevator speech is a presentation that persuades the listener in less than thirty seconds, or around a hundred words. Creating an Elevator Speech. An elevator speech does not have to be a formal event, though it can be.
Need Help With A Speech? Here Are 10 Types of Speeches To Explore
Other types of speeches are mixes or variations of the basic types discussed previously but deal with a smaller, more specific number of situations. 5. Motivational Speech. A motivational speech is a special kind of persuasive speech, where the speaker encourages the audience to pursue their own well-being.
5.5 Organizing Principles for Your Speech
Structuring your speech by classification establishes categories. At the time the nation considered the First Transcontinental Railroad, there were three main types of transportation: by water, by horse, and by foot. 7. Biographical: Structuring your speech by biography means examining specific people as they relate to the central topic.
12.3 Speaking in Business Settings
Speaking to Executives/Supervisors. Upward communication includes speeches, proposals, or briefings that are directed at audience members who hold higher positions in the organizational hierarchy than the sender. Upward communication is usually the most lacking within an organization, so it is important to take advantage of the opportunity and use it to your advantage (Nichols & Stevens, 1999).
What is Speech Communication? Characteristics of a Good Speech
Clear: Clarity is the first major characteristic of a good speech. A speech must be successful in conveying the (message) ideas or emotions, facts or arguments to the audience that the speaker wants to express. If the audience does not instantly grasp your point, you have failed as a speaker.
10 Types Of Business Communication
Here is a list of the 10 most common types of communication in business communication. 1. Verbal Communication. Verbal communication is the exchange of knowledge, concepts, ideas, and emotions through spoken or written words. It involves sending messages from one person to another using language.
Aphasia and Stroke
Aphasia is a language disorder that affects your ability to communicate. It's most often caused by strokes in the left side of the brain that control speech and language. People with aphasia may struggle with communicating in daily activities at home, socially or at work. They may also feel isolated. Aphasia doesn't affect intelligence.

7.2: Four Types of Speeches

Manuscript Speech

Memorized Speech

Impromptu Speech

Extemporaneous Speech

9.2 Types of Speeches

Everyday Public Speaking

Informative Speaking

Persuasive Speaking

Entertaining Speaking

Personal Benefits of Public Speaking

Benefits of Public Speaking Courses

Developing Critical Thinking Skills

Fine-Tuning Verbal and Nonverbal Skills

Overcoming Fear of Public Speaking

12.3 Building a Sample Speech

Key Takeaway

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Business Speech: Types with Examples, Informative, Special, Persuasive

► What is Business Speech?

► Types of Business Speech:

◉ Informative Speech

✔ Speeches about Objects :

✔ Speeches about Events :

✔ Speeches about Processes :

✔ Speeches about Concepts :

◉ Persuasive Speech

✔ Factual Persuasive Speech:

✔ Value Persuasive Speech:

✔ Policy Persuasive Speech:

◉ Special Occasion Speech:

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Four Types of Speeches

Manuscript Speech

Memorized Speech

Impromptu Speech

Extemporaneous Speech

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Chapter 11: Public Speaking

Start with What You Know

Consider Your Audience’s Prior Knowledge

Adapting Jargon and Technical Terms

Using Outside Information

Presenting Information Ethically

Reciprocity

Nonjudgmentalism

Avoid Exploitation

Sample Informative Presentation

Attention Statement

Introduction

Residual Message

Creating an Informative Presentation

Sample Speech Guidelines

Business Study Notes

What is a Business Speech? Discuss the Types of Business Speech

Types of Business Speech

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Developing effective communication strategies

Adapt the message to your audience

Consider how you’ll present yourself

Manage nonverbal signs to control the message

Practice active listening when people respond to you

Ask for feedback from team members

Handle conflicts respectfully

Addressing common barriers in business communication

Technological hurdles

Email overload

Language and cultural differences

Send the right message at the right time and place

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Unit 33: Informative and Persuasive Presentations

Introduction