2. Planning Oral Presentation
• What’s the purpose of your presentation?
– Inform
– Persuade
– Motivate
– Entertain
• How to communicate to the audience you
will be presenting to?
– The content, organization & style of your presentation
should synchronize with the audience size, background,
attitude & interest.
3. Gather and
Organize
Support
Gather and
Organize
Support
Write
and
Revise
Write
and
Revise
Develop
Visual Aids
Develop
Visual Aids
RehearseRehearse
Review
Audience
Feedback
Review
Audience
Feedback
Evaluate
Message/
Performanc
e
Evaluate
Message/
Performanc
e
Determine
Purpose
Determine
Purpose Assess
Your
Receiver
Assess
Your
Receiver
Analyze
the
Occasion
Analyze
the
Occasion
Select
Speaking
Style
Select
Speaking
Style
Establish
Your
Objectives
Establish
Your
Objectives
The Business
Speaking
Process
5. THE IMPORTANCE OF ORAL COMMUNICATION
Planning
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Mistakes
• Some 81 percent of recent business
school graduates rated this skill at the
very highest level of importance.2
• Among MBAs surveyed, 75 percent
rated it as extremely important.3
• For long term success, 85 percent of
MBAs surveyed listed oral
communication as extremely
important.
Importance of
Oral
Communication
6. Aim:
To develop the understanding and skills to make an effective
presentation
Learning Outcomes:
By the end of the session, students should be able to:
Provide a framework within a given time span
understand the importance of detailed planning
tailor style and content to target audience
select appropriate audio-visual aids
understand the nature of verbal and non-verbal communication
7. – Keep it short and simple
– Don’t worry about repeating yourself
– Practice makes perfect
– “Tell'em what you're gonna tell'em.
Tell'em.
Then tell'em what you told'em."
(George Bernard Shaw)
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Importance of
Oral
Communication
Three basic rules
8. Presentation
“Something set forth to an audience
for the attention of mind”
Effective
“… producing a desired result”
• … a skill developed through training
and experience
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Importance of
Oral
Communication
9. Types of Effective Communication
• Business Presentation
• One-to-one
• Briefings
• Workshop
• Meetings
• Telephone
• Video Conferencing
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Mistakes
Importance of
Oral
Communication
10. The Verdict !
• Bad presentation
• Mediocre presentation
• Good presentation
• Great presentation
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Importance of
Oral
Communication
11. Elements of Effective Presentation
How we learn
• Gardner’s Eight way to knowing knowledge
– Body/Kinesthetic Intelligence (“body smart”)
• Body awareness, physical movement, hands-on
– Verbal/Linguistic Intelligence (“word smart”)
• Language, word, reading, writing, speaking
– Logical Mathematical Intelligence (“number smart”)
• Puzzle, experiments, concepts
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Importance of
Oral
Communication
13. • Memory Thresholds
– How long ?
• Timing
• Care of Audience
• Presenter Centric
• Lack of Continuity
• Physical Factors
• Stagnation of routine
• Overuse of technology
• Fear
Consider these Obstacles !!
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Mistakes
Importance of
Oral
Communication
14. • Skills
• Appearance
• Vocal Delivery
• Using Colors
• EQ
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Importance of
Oral
Communication
How to make an Impact !
19. Generating Ideas
Brainstorming
A group-based, structured, moderated
process
Starts with a warm-up, participants
review rules
Practice exercises
Present the real problem
call out many ideas
record, categorize, and evaluate
every idea
Recommend the most promising ideas
to the problem owner
Reverse Brainstorming: being critical
Planning
Mistakes
Importance of
Oral
Communication
Organizing
Delivering
20. • What is SPAM ?
SPAM
• SSituation
• PPurpose
• AAudience
• MMethod
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Importance of
Oral
Communication
21. Status Assessment
• Reason for presentation – core message
• Knowledge of topic
• Time, place, logistics
22. Content
• Think about the Best approach
• Most persuasive content
– What facts will persuade?
– What elements make message credible?
SituationSituation
P
A
M
23. Logistics
Determine:
• How much time you have?
• Where you are presenting?
• Who else needs to be coordinated with?
SituationSituation
P
A
M
24. Message
Clarify:
• What are your objectives?
• Why should it be important to the
audience?
• What key facts, ideas support this
vision?
• What examples and visuals best
illustrate message?
S
PurposePurpose
A
M
25. Analysis
• Who is your audience?
– Demographics
– Common interests
– Attitude
• What they know, don’t know about topic?
• What do they need to know?
S
P
AudienceAudience
M
27. DesignDesign
Use analysis to design a presentation that:
• Makes the participants interested
• Focuses on a core message supported by
3-5 major points
• Flows logically
• Offers visuals that clarify content
• Provides time for discussion, questions
S
P
A
MethodMethod
29. • Outlines differ
– depending on the audience
– depending on the goals &
objectives
Outlines
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Importance of
Oral
Communication
30. • Each outline heading = 1 slide
• Limit amount of information
• Give most important first
• Emphasize why information is importan
• Check out understanding
• Repeat for emphasis
Build Your Talk
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Importance of
Oral
Communication
31. Pick your medium
• Blackboard and chalk
• Overheads
• Slides
• Computerized slideshow
• Video
• Handouts or other papers
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Importance of
Oral
Communication
32. “If a slide is not understood in fours
seconds, it is a bad slide.”
33. • Avoid complete sentences
• No > six words in the title
• No a> seven lines of text/slide
• No > seven words per line
One message per slide
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Mistakes
Importance of
Oral
Communication
34. Color
• Use color sparingly
• Use white text - color background
or
• Color text - black background
• Don’t use a white background
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Mistakes
Importance of
Oral
Communication
35. Use color wisely
Don’t use too manyfonts
Use thick filled fonts
Don’t use too many different
sizes
USE UPPER AND LOWER
CASES
Too many pictures confuse
Text
??
36. Fill Space Evenly
• Don’t leave too
much
space
Don’t crowd your letters togetherDon’t crowd your letters together
leaveamarginallthewayaroundleaveamarginallthewayaround
leave a margin all the way aroundleave a margin all the way around
41. A SAmple probelemS
• Bullet one
– bullet two
• Bullet three
– Bullet four
• Bullet FIVE
• Bullet Six
Shot Of My“
BACKYARD”
42.
43. Managing Your Time
• Slide to time ratio = 3 minutes
each
• Check points (agenda and clock)
• Coordinate with other presenters
• Rehearse for “time sense”
• Determine timing of questions
• Leave time for
questions/discussion
• When less time is available…
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Mistakes
Importance of
Oral
Communication
48. Outlook
•Dress code or otherwise
appropriate
•FragrancePlanning
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Mistakes
Importance of
Oral
Communication
49. Body Language
• Don’t hide behind podium
• Walk and roam around
• Don’t tie your hands at the back
• Talk with hands
• Don’t put you back to the audience
Non-verbal Communication weighs 55%
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Mistakes
Importance of
Oral
Communication
50. Visual Aids
Effectively designed visuals
• Use graphics to support text, not
overwhelm it
• Clarify and support content
• Offer a single message
• Order information logically
• View easily from distance
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Mistakes
Importance of
Oral
Communication
51. Visual Aids - Tips
For impact with PowerPoint:
• Keep content simple - headlines
• Use a non-distracting template and
appealing colors when projected
• Use “View-Master-Master Slide
– Set title and bullet font and font sizes
– Place header and footer information
Planning
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Mistakes
Importance of
Oral
Communication
52. Visual Aids - Tips
For audience visibility:
• 2 plain fonts
– Times New Roman for
titles
– Arial/Helvetica for bullets
• Font sizes:
–Titles (36-44 points)
– Bullets (20-32 points)
53. Visual Aids - Tips
For word slides:
• 6 – 6 – 6 Rule
– 6 lines per page
– 6 words per bullet
– No more than 6 word slides in a row
without a chart or graphic
54. Visual Aids - Tips
Slide appearance
• Assume 3 minutes per slide
• Avoid USE OF ALL CAPS
• Use landscape orientation, ample
margins
• Graphics should clarify, not confuse
• Test colors and graphics with projector
55. Template Considerations
• Start with the Master Slide
formatting
• For best visibility
– Mauve background with black letters
– Or classic yellow on blue
– Having bright contrast.
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Mistakes
Importance of
Oral
Communication
56. Preparing your Presentation
• Main Idea?
– What do you want the Audience to remember?
– Use “You” attitude to involve them & make the
information relevant to them.
• Limit your Scope
– As per what you have to communicate to the
audience, and
– The time you have to present it
• Approach
– Direct or Indirect?
– Organize your presentation like a report
• Explain at the beginning what your presentation will
contain
• At the end of each section summarize your point and
how it fits in
• Outline
• Syle - Casual or formal?
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Mistakes
Importance of
Oral
Communication
57. Oral Presentation contains 3 Parts
• Introduction
Makes your audience curious to hear about your topic. Get
your audience's attention! Make a starting statement or
tell a relevant joke. Make your talk interesting!
• Body
Divides your main topic into three or four sub-topics. Tell
the audience plainly these topics. Discuss the sub-topics
in a logical order. Make sure to use natural transition.
• Conclusion
Tells the audience what you expect them to remember.
"Wrap up" your topic. Give the audience a sense of
closure.
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Importance of
Oral
Communication
58. Introduction: How to get Attention?
• Encourage people to take the subject
personally.
• Encourage them to ask questions and give
comments.
• Techniques to get attention:
– Humour (Relevant)
– Story (Moral? Or illustration?)
– Sample
– Ask Question or Take Feedback
– Facts / Statistics / Startling piece of Research
Introduction should match the tone of
your presentation.
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Mistakes
Importance of
Oral
Communication
59. Establishing Credibility
• Introduce yourself- Modestly
• Let someone introduce your
credentials
Create a connection of your
presence with the topic you will be
speaking on and with the audience.
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Mistakes
Importance of
Oral
Communication
60. Practice
• Practice it before family or friends…
in front of your dog or cat…in front
of a mirror…in your mind.
• Picture yourself in front of a group
and "see" yourself actually saying
the words of your speech.
• Knowing your material well is the
best way to prevent nervousness.
Remember, DONT read your speech.
Speak naturally.
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Mistakes
Importance of
Oral
Communication
61. Practice
• BEWARE of the WAY you speak.
Ask yourself these questions:
• Can people hear what I am saying? (Volume)
• Do I vary my voice level when I am speaking? (Pitch)
• Does my voice reveal my attitudes and feelings?
(Tone)
• Do I say my words correctly? (Pronunciation)
• Can my listeners understand my words? (Enunciation)
• Am I using proper grammar?
• Do I use any annoying speech habits?
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Mistakes
Importance of
Oral
Communication
62. Can people hear what I am saying? (Volume)
• Adjust the volume of your voice depending upon
the circumstances.
In a normal conversation, your volume would be
softer than when giving a presentation.
In giving a speech, you will need to project your
voice so that the person sitting the farthest
away can hear your words clearly.
When you are practicing, practice PROJECTING
your voice.
Planning
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Mistakes
Importance of
Oral
Communication
63. Rate of Speech
• Rate of speech can be fast, slow, clipped, or
drawn-out with pauses of different lengths. The
rate at which you speak should avoid extremes.
You should not speak too rapidly that words are not
understood. Neither should you speak so slowly that
the listener does not pay close attention to what is
being said.
You should regulate your rate of speaking so that you
are able to enunciate each word clearly. You want
your listener to hear each word without difficulty.
Planning
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Mistakes
Importance of
Oral
Communication
64. Do I vary my voice level when I am speaking? (Pitch)
• The pitch is the range of high and low sounds created by
your voice.
• Through pitch, first you make your words and ideas more
interesting. A monotone, droning voice is uninteresting
and boring.
Second, you can stress or emphasize certain words by
changing your pitch. For example, read the sentence
below. Raise the pitch of your voice when reading the
words in bold.
Anthony gave her the book.
Anthony gave her the book.
Anthony gave her the book.
Anthony gave her the book.
Anthony gave her the book.
• Notice how you changed the meaning of each sentence
simply by changing your pitch. Use your voice to add
meaning and variety to your speech.
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Importance of
Oral
Communication
65. Reading aloud, use your tone of voice to convey each of
the meanings given below. The idea is that each of the
meanings requires its own special twist of sound.
• Say the expression "AH" as it would be said by:
– An audience seeing a puppy on stage
– A girl picking up an angleworm
– A student who hears a test is cancelled
– A carpenter smashing his thumb
• Say "I’m THIRSTY" as it would be said by:
– Count Dracula
– An angry little boy
– A man on the street
– A whining little boy
• Contradict the following verbal messages:
– "I've had a wonderful time."
– "That was really an easy test."
– "I sure learned a lot in that class."
– When practicing your speech, be aware of the tone that
you project to others.
Planning
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Mistakes
Importance of
Oral
Communication
66. Confused acts
• Playing with wrist
watch, buttons, ring…
• Nail biting
• Recurrent usage of
phrase “you know”
• Tucking in shirt
• Adjusting your tie
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Mistakes
Importance of
Oral
Communication
67. Break Discussion
Think of a presentation that was out
of touch with its audience.
– What did the presenter do or fail to do?
– What would you now do if it were you
presenting on the topic?
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Mistakes
Importance of
Oral
Communication
68. Always repeat the question.
Answer clearly and concisely.
Don’t be afraid of saying:
“ I don’t know?”
Questions
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Mistakes
Importance of
Oral
Communication
70. Ask the audience !!
What are the most irritating
mistakes or distractions you have
noticed in recent Presentations?
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Mistakes
Importance of
Oral
Communication
Common Mistakes
71. Common Mistakes
• Lack of planning
• Rushed job, last minute
• Wrong message for this audience
• Unresponsive to audience
• Lack of logic to points
• Poor or missing handouts
• Audience reading handouts, not
watching
Planning
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Mistakes
Importance of
Oral
Communication
72. • Lack of planning
• Poor proofing/editing
• Too many slides/content for allotted
time
• No flow between points
• No contingency plan
• No evaluation
• Failure to follow-up
Planning
Organizing
Delivering
Mistakes
Importance of
Oral
Communication
Common Mistakes
73. • Poor slides
• Cluttered content
• Distracting template or colors
• Too many fonts or too small to read
• Endless word slides without break
• Confusing content or graphics
• Inconsistent or overactive transitions
Planning
Organizing
Delivering
Mistakes
Importance of
Oral
Communication
Common Mistakes
74. Not enough “white space”
• Use of HARD TO READ OF ALL CAPS
• Too many words per line
• Implying priority by using numbers
• Too many whistles, bells, movement –
overuse of features
Continued…
Common Mistakes
75. • Bad delivery habits
• Um, uh, and, like
• Distracting actions – coins, pointer
• Inappropriate clothing
• Turning back to audience
• Blocking the screen
• Reading the slides
• Reading presentation
»
Common Mistakes
76. • Bad delivery habits
• Lack of movement
• No pausing
• Hiding behind the podium
• Not managing audience
• Running over schedule
• No time for questions
• Not answering questions asked
»
Common Mistakes
77. 78
Verbal fillers
– “Um”, “uh”, “like”
– Any unrelated word or phrase
• Swaying, rocking, and pacing
• Hands in pockets
• Lip smacking
• Fidgeting
• Failure to be audience-centered
Common Mistakes
78. • Rehearse with someone unfamiliar with
the topic
• Develop a checklist
• Arrive 30 minutes early to
– Check the room
– Layout
– Equipment
• Meet with venue staff – have phone #
»
Continued…
Common Mistakes
79. Speech Evaluation:
I. Introduction
Rating _____
Does it get attention?
Does it make the topic clear?
II. Body
Rating _____
Does it develop ideas adequately?
Is the message clear?
Are transitional words, phrases, etc. used?
III. Conclusion
Rating _____
Summarization?
Motivation?
Does it clarify the position of the speaker
81. In YOUR CLASS PRESENTATIONS
When you give your presentation, you may use
only a 3" x 5" card for your outline notes. You will
not be allowed to carry full size papers.
Why so little? Because I want you to "talk" to your
audience.
The note card will be only the skeleton outline of
your talk--just enough to keep your thoughts
flowing.
Notes de l'éditeur
This presentation is run annually with 2nd year economists, but it is a straightforward introduction to presentation skills Most of it is self-explanatory. I have added a few notes and explained the middle example section.
7
7
I use this as an example of how people plan presentations. I usually make the point that some people are linear - and would therefore, make lists, but that others prefer to brainstorm their ideas first. This is a simple illustration of a mind map - the words come in separately.
7
Wizards and plans
Don’t try to give too much information. Your audience should leave wanting more. Remember how long is the average audiences’ attention span? There was some argument in the literature the difference in the opinion was that some teachers believe that students are more likely to remember the last thing they heard ... but if the attention span is only about 20 minutes and the talk is an hour it only makes sense to give the salient information in the first 20 minutes and spend the rest of the time re iterating it. Unless you have a surprise ending. How do you check for understanding? Remember the rule That which your reiterate educates
Can you give me some positive and negatives about each of these
This is an old advertising rule but it makes sense.
Have I been talking 20 minutes yet. this is an important rule. If you add more what is suggested you start to get into saying that NO! NO! I know you can’t read this but......
there are reasons to choose the type of graph you choose. Take time to consider what information you want to explain with the graph. Here are three graphs, I’m not sure they say the same thing but the data was the same for all of them. Which can you understand most easily and in four seconds