In this issue we look at the steps you need to take to make the most of your life; how to present a verbal report with confidence and some tips on keeping your stress levels under control.

• Editor's Desk
• Bite 1
• Bite 2
• Bite 3
• Working Web
• Last Word

Giving a Verbal Report

Most verbal reports are short, simple and often given as progress reports on the day-to-day running of an organisation.

Sometimes, however, you my need to give a longer verbal report. For instance, to back-up a long written report and to answer questions about it. In such cases you will usually be expected to give a summary of your report to an audience which has already seen the written version.

It's not usual to present a long, complicated report by verbal means alone. There should always be a written version. This ensures there is a permanent record of the report available. This is necessary, because people often remember only a small amount of what they hear. Without the written version much important information would be missed by the audience.

If you ever have to give a long verbal report - either on its own or to back-up a written one - this is what you should do.

The more preparation you make the more confident you will be. Make sure you know your subject as thoroughly as possible. Where there is also a written report, read this several times to make sure you have not forgotten anything since you wrote it.

Make outline notes of everything you want to say and put them into a logical order.

Do not overload your presentation with detail and facts. These are already in the written report and can be referred to. However, you must give enough detail for your verbal report to be understood and your conclusions accepted. Always remember that people cannot remember lots of detail, such as lists of figures, when given verbally.

Start your presentation with a brief outline of the subject of the report. Quickly mention what is in the main body of the report. Indicate any special features and then emphasize the conclusions and recommendations.

The length of your report will vary according to the circumstances, but try to keep it as short as you can, while still including all the necessary information.

People become bored quickly; so diagrams, graphs and illustrations all help to maintain interest. Use these as much as you can - they will help to make your presentation more interesting. These days people expect you to use slides or a powerpoint presentation to make your delivery more interesting and memorable.

Your presentation must always be accurate. Facts, statistics and so on must be correct. This point applies to all reports and is very important.

Finally, try to think of any questions that may be asked and prepare answers. If you are asked a question to which you do not know the answer, say so, and offer to try to find the answer later. This is far better than trying to muddle through. Besides misleading your audience you could make yourself look very foolish.

Now to some advice about how to speak when presenting your report. Try to speak in a firm, clear voice. Do not mumble with your head buried deep in your notes. Obviously, you have to look at your notes but also look regularly at your audience. This will help your voice to carry better, especially to those at the back of the room.

Do not speak too quickly. Speak slowly and deliberately. Your pronunciation will be much easier to understand. The ideal pace to speak is a little slower than normal conversation speed.

Finally, to improve your speaking technique you must practise. A good way to do this is to read aloud in front of a mirror for a few minutes each day. Your reflection in the mirror is like your audience, and you should glance at it frequently. As you read aloud, deliberately slow down your speed. You will always find that the professional speakers on TV and radio set an excellent example for you to follow. Listen to them carefully and it will be a great help to you.

This advice about how to speak applies, of course, when you are addressing any gathering no matter whether it is a social occasion, a group of workers or some other meeting.

Simply follow our guidance - plan properly, speak firmly but clearly and above all, have confidence in yourself. If you do all these things you should find you are speaking to an attentive and interested group of people.