Download - ENG123 – TECHNICAL COMMUNICATION
DESIGNING & DELIVERING ORAL PRESENTATIONS
ENG123 – TECHNICAL COMMUNICATION
IMPORTANCE of ORAL PRESENTATIONS
Communicating in business requires skills in three areas – writing, speaking, and listening.
Oral presentations involve all of your communication skills
Oral presentations test your ability to think on your feet, grasp complex issues, and handle challenging situations.
Oral presentations illuminate your personality
TYPES of ORAL PRESENTATIONS
There are four basic types of presentations:
Impromptu Presentations Extemporaneous Presentations Scripted Presentations Memorized Presentations
THE ROLE of ORAL PRESENTATIONS
An oral presentation permits a dialogue between the speaker and the audience. Types of Audiences:
Clients & customers Colleagues in your organization Fellow professionals at technical conferences
The public
The Three-Step Process for Developing Oral Presentations
STEP 1: PLANNING YOUR PRESENTATION
STEP 2: WRITING YOUR PRESENTATION
STEP 3: COMPLETING YOUR PRESENTATION
STEP 1: PALNNING YOUR PRESENTATION
Analyze the Situation. Define your purpose and develop a profile of your audience.• Purpose. Are you attempting to inform, or to inform and persuade.
• Setting. Try to learn as much as you can about the setting and circumstances of your presentation.
Analyzing an Audience for Oral Presentations
Determine audience size & composition
Predict the audience’s probable reaction
Gauge the audience’s experience
STEP 1: PLANNING YOUR PRESENTATION (cont’d)
Gather Information. Determine audience needs and obtain the information necessary to satisfy those needs.
Select the Right Medium. Choose the best medium or combination of media for delivering your presentation.
Organize the Information. Define your main idea, limit your scope and verify timing, select a direct or an indirect approach, and outline your content.
Preparing Your Outline (Planning)
To ensure effective organization, prepare your outline in several stages:
State your purpose and main idea. Organize your major points and
subpoints.Identify your introduction, body and
close.Show your connections.Show your sources.Choose a title.
Preparing Your Outline (Speaking)
Prepare a detailed planning outline and a simpler speaking outline.
To prepare an effective speaking outline, follow these steps:
Follow the planning outline.Condense points and transitions to
keywords.Add delivery cues.Arrange your notes.
STEP 2: WRITING YOUR PRESENTATION
Adapting to your audience – addresses a number of issues, from speaking style to technology choices.
Composing your presentation - the introduction, the body and the close.
The Introduction
An effective introduction: arouses interest in your topic establishes your credibility prepares the audience for the body of your presentation
The Body
The bulk of your presentation discusses the main points in your outline. Your goals are to make sure that:
1. The organization of your presentation is clear.
2. Your presentation holds the audience’s attention.
Holding Your Audience’s Attention
Relate your subject to your audience’s needs.
Anticipate your audience’s questions.Use clear, vivid language to signal Advance
organizers, Summaries, and Transitions.Explain the relationship between your
subject and familiar ideas.Ask for opinions or pause occasionally for
questions or comments.Illustrate your ideas with visual aids.
The Close
The close of a presentation is critical for two reasons:
1. Audience attention tends to peak at this point.
2. Audience members will leave with your final words ringing in their ears.
Restate your main ideas, describe the next steps, and end on a strong note.
STEP 3: COMPLETING YOUR PRESENTATION
Revise message to ensure appropriate content.
Edit presentation for clarity and conciseness.
Pay attention to these four special tasks:Mastering the Art of deliveryPreparing to SpeakOvercoming AnxietyHandling Questions Responsively
Mastering the Art of Delivery
Four Delivery MethodsMemorizing
Reading
Speaking from notes
Impromptu speaking
Preparing to Speak
Know your materialRehearse the presentationEnsure that your location is ready
Ensure that all materials and equipment are in place
Familiarize yourself with the facilities and the equipment
Overcoming Anxiety
Three facts about Nervousness1. You are much more aware of
your nervousness than the audience is.
2. Nervousness gives you energy and enthusiasm.
3. After a few minutes, your nervousness will pass.
Overcoming Anxiety
Ways to Develop Confidence Prepare more material than necessary Rehearse Realize that you are prepared Think positively Realize that the audience is there to hear you
not judge you Visualize your success Be comfortable
Overcoming Anxiety
Ways to Develop Confidence Walk around Go off by yourself for a few minutes Talk with someone for a few minutes Take several deep breaths, exhaling slowly Be ready Don’t panic Concentrate on your message and your
audience, not on yourself Keep going
Overcoming Anxiety
Beginning the Presentation Walk slowly to the lectern Arrange your text, outline, or note cards before you
If water is available, take a sip Face your audience, adjust the microphone and other equipment as needed
Overcoming Anxiety
Beginning the Presentation (cont’d) Survey the room for a few seconds
Find a friendly face, make eye contact and smile
Begin with a greeting and address officers/dignitaries present
If you have not been introduced, introduce yourself
Using Your Voice Effectively
Inexperienced speakers often have problems with five aspects of vocalizing. Volume Speed Pitch Articulation Nonfluencies
Using Your Body Effectively
Effective speakers use their body language to help listeners follow the presentation.
Guidelines Maintain eye contact Use natural gestures Don’t block the audience’s view of the
screen Control the audience’s attention
Handling Questions Responsively
Anticipate likely questions and think through your answers
Focus on the questionerRespond appropriatelyMaintain controlSurvive the hot seatEncourage questionsConclude your presentation