fire and emergency services company officer — lesson 7 fire and emergency services company...

Fire and Emergency Services Company Officer — Lesson 7

Fire and Emergency Services Company Officer, 4th Edition

Chapter 7 — Oral Communications

Fire and Emergency Services Company Officer

7–2

Learning Objectives

1.Identify elements of the speech communication process.

2.Distinguish between interpersonal communication and speech communication.

3.Identify characteristics of effective speakers. (Continued)


7–3

Learning Objectives

4.Match to their definitions the three types of formal speeches.

5.Select facts about the persuasive speech.

6.Recall the principles use din the informative speech.

(Continued)


7–4

Learning Objectives

7.Identify facts about various speaking opportunities available to the company officer.

8.Recall information about public relations speeches.

(Continued)


7–5

Learning Objectives

9.Place in order the steps of the speech preparation process.

10. Choose correct responses about the steps of the speech preparation sprocess.


7–6

Speech Communication Process

• Sender (speaker or source)

• Receiver

• Message

• Medium or channel

• Feedback

• Context

• Interference


7–7

Comparisons Between Interpersonal and Speech Communication

• Interpersonal Communication– Casual language– Casual nonverbal clues– Spontaneous– Roles between sender and receiver can change

frequently

(Continued)


7–8

Comparisons Between Interpersonal and Speech Communication

• Speech Communication– Formal language– Formal nonverbal clues– Intentional– Roles of sender and receiver are consistent and

may not change


7–9

Characteristics of Effective Speakers

• Audience-centered

• Good development of ideas

• Good organization of ideas

• Best choice of words

• Good delivery skills

(Continued)


7–10

Characteristics of Effective Speakers

• Good research skills

• Appropriate use of humor

• Critical thinking skills

(Continued)


7–11

Types of Speeches

• Persuasive

• Informative

• Entertainment


7–12

Persuasive Speeches

• Most difficult to develop and at the same time the most important type of speech an officer can give

• Intended to cause change by describing a problem and supplying a solution

(Continued)


7–13

Persuasive Speeches

(Continued)


7–14

Persuasive Speeches

• Based on the theory called Monroe’s Motivated Sequence Pattern

• Developed properly, Monroe’s sequence can be the basic outline for persuading a group to follow a desired course of action.

• The sequence in not an absolute formula and may require modification based on an audience analysis.


7–15

Monroe’s Motivated Sequence Pattern

• Attention

• Need

• Satisfaction

• Visualization

• Action


7–16

Informative Speeches

• Type used most often by company officers to perform the following functions:– Provide status reports.– Describe events.– Give project updates.– Provide unit-level training.– Educate the public and media.


7–17

Informative Speech Topics

• Ideas

• Objects

• Procedures

• People

• Events


7–18

Informative Speech Principles

• Adapt the topic to the audience.

• Motivate the audience to listen to the speech.

• Use redundancy.

• Use simple-is-better concept.

• Organize the topic in a logical manner.

(Continued)


7–19

Informative Speech Principles

• Use clear transitions to move the listener through the topic.

• Use both verbal and nonverbal reinforcement of ideas.

• Use an even flow to deliver the information.

• Build on the familiar.

• Use visual aids to emphasize the topic.


7–20

Visual Aids for Informative Speeches

• Make visual aids simple, direct, informative, and appealing.

• Follow 6 by 6 Rule: Use a maximum of six lines down and six words.

• Limit text to phrases and not complete sentences. Text helps audience focus on key points.

• Create one heading for each slide or image.(Continued)


7–21

Visual Aids forInformative Speeches

• Keep backgrounds simple.

• Keep the color compatible with text and graphics.

• Use transitions and animations sparingly.

• Use variety.

• Use parallel structure.

• Use handouts of slides when necessary.


7–22

Speech Opportunities

• Presentations or reports to governing boards

• Public relations talks to community groups

• Public information to media


7–23

Report Presentations

• General purpose to provide information– Status report on a project– Proposed changes to a policy or procedure

• May require persuasive speech skills

• May involve presenting budget requests and persuading a governing board to adopt them

(Continued)


7–24

Report Presentation Steps

• Step 1 — Make immediate statement of purpose.

• Step 2 — Explain how the information that the report is based upon was gathered.

(Continued)


7–25


• Step 3 — Present possible solutions to the situation.

• Step 4 — Tell the specific benefits for and effects on the audience.

(Continued)


7–26


• Step 5 — Anticipate any objections or questions that might arise.

• Step 6 — Provide a written copy of the report to the audience.


7–27

Public Relations Speeches

• Help maintain relationship with the community

• May be informative or persuasive


7–28

Public Information Speeches

• Create a positive working relationship with the media– Speaking with the media– Media can be friend or enemy

• Pubic Information Officer (PIO)


7–29

Media Interview Guidelines

• Remember that there is no such thing as off the record.

• Remember that leading questions are a tactic to get a desired answer.

• Avoid disagreements or becoming defensive.

• Do NOT be led into answering questions beyond areas of knowledge or expertise

(Continued)


7–30


• Avoid using esoteric fire service terminology.

• Know that honesty is the best policy.

• Do NOT answer hypothetical questions.

• Politely discount misinformation and provide accurate information.

• Do NOT volunteer information.

(Continued)


7–31


• Be prepared.

• Remove sunglasses during on- or off-camera interviews.

• Be aware of what information is confidential.


7–32

Speech Preparation Process

• Step 1 — Select the topic.• Step 2 — Determine the purpose.• Step 3 — Generate the main ideas.• Step 4 — Develop the central idea.• Step 5 — Gather supporting evidence.• Step 6 — Organize the speech.• Step 7 — Rehearse the speech.• Step 8 — Deliver the speech.• Step 9 — Evaluate the speech.


7–33

Analyze the Audience

• Demographics

• Familiar group as audience

• Unfamiliar group as audience


7–34

Audience Adaptations

• Feedback lets the speaker know if the message is being heard and understood as intended.

• Knowing the audience and developing (or adjusting) the speech to fit them is important in all types of presentations.


7–35

Audience Involvement Indicators

• Eye contact

• Facial expressions

• Restlessness

• Nonverbal responses

• Verbal responses


7–36

Select the Topic

• Speech or presentation is usually a function of the officer’s position or duties.

• Topic must be clearly defined before the speech is developed.

• Examples


7–37

Determine Purpose

• Purpose is likely to be a function of job responsibilities.

• Understanding the purpose assists in creating the final speech.

• Purpose statement needs to be clear and concise and included in the introduction of the speech.


7–38

Generate the Main Ideas

• Determine number of ideas required to support the specific purpose and list them.

• Develop reasons for supporting the specific purpose of the speech.

• Establish steps necessary to accomplish the specific purpose (may be chronological or actual step-by-step progression).


7–39

Develop the Central Idea

• Reason for the speech — Developed from the main ideas

• One complete sentence — Must be a statement (not a question)

• Specific language — No vague generalities

• Relation to audience — Explains how the idea relates to the audience


7–40

Gather Supporting Evidence

• Central idea must be supported by facts and data that are easily understood by the audience.

• Gathering data is the research phase of the speech.

• Sources for data must be recorded in the speech.

(Continued)


7–41

Gather Supporting Evidence


7–42

Incorporate Supporting Data

• Brief example

• Hypothetical situation

• Analogy

• Statistics

• Testimony


7–43

Speech Outline

• Introduction

• Body

• Conclusion


7–44

Speech Format

• Chronological

• Topical

• Spatial

• Causal

• Problem/solution


7–45

Organization Strategies

• Primacy

• Recency

• Complexity

• Specificity

• Soft-to-hard evidence


7–46

Writing the Speech

• Develop outline into a form that can be followed in a presentation.

• Write specific ideas, facts, and figures to be conveyed to the audience.

• Create transitions from one main idea to the next.

• Have someone else listen to or read the outline to ensure it is accurate, logical, and understandable.


7–47

Rehearsing the Speech

• Practice in front of other staff members.

• Record the practice on videotape.

• Practice in front of a mirror.


7–48

Overcoming Speech Anxiety

• Knowing the audience

• Being prepared

• Being organized

• Visualizing success

• Focusing on the message and not the fear

• Acting calm and confident

• Doing deep breathing exercises before the presentation


7–49

Forms of Speech Delivery

• Reading the text

• Memorizing the text

• Impromptu delivery

• Extemporaneous delivery


7–50

Nonverbal Delivery

• Eye contact

• Facial expressions

• Gestures

• Posture

• Poise


7–51

Vocal Delivery Elements

• Hearing

• Articulation

• Pronunciation

• Pitch

• Inflection

• Rate


7–52

Physical Appearance

• People are judged by their appearance.

• Uniforms symbolize knowledge and experience of fire and emergency services.

• A uniform adds credibility to the speaker and topic.

• A speaker should never dress more casually than members of the audience.


7–53

Evaluating the Speech

• Evaluate speech based on three goals.– Speech must be understood by the audience.– Speech must achieve its intended purpose.– Speaker’s efforts must be ethical.

• Determine effectiveness of the presentation.– Audience surveys (when possible)– Informal comments of members of the audience


7–54

Summary

• Company officers make oral presentations, such as project progress reports, public relations media presentations, training sessions, or public information presentations.

• Presentation success depends on practice and the officer’s understanding of types of speeches, the speech presentation process, and the characteristics of an effective speaker.


7–55

Discussion Questions

1.Name three types of formal speeches.

2.Discuss the speech presentation process.

3.Compare interpersonal communication to speech communication?

4.Name the six steps that result in successful reports.

5.Explain the difference between public relations speeches and public information speeches. (Continued)


7–56

Discussion Questions

6.Discuss the elements used to analyze an audience.

7.Explain five basic formats for speech organization.

8.Discuss nonverbal and verbal delivery of speech.

9.What goals can a speaker use to evaluate the effectiveness of a speech?

fire and emergency services company officer — lesson 7 fire and emergency services company...

Documents

continued slide

informative speech

oral communications

persuasive speeches

speech preparation process

speech preparation sprocess

important type of speech

learning objectives