Transcript Making Oral & Written Presentations

Effective
Presentations
Effective
Presentations
Making Oral &
Written Presentations
Effective Presentations
1. tell’em
2. tell’em
3. tell’em
The Five S Approach
to an Effective Presentation
Formulate Strategy
Develop Structure
Support With Evidence
Presentation Style
Supplement with Responses
The 5 S Approach
1. Formulate A Strategy
a. Identify purpose
b. Tailor message
c. Match the situation
a. Identify Your General Purpose
Inform - providing general
information, demonstrating a
technique, or delivering a report
(transmission & retention of facts)
Persuade - use of motivational
language, convincing argument,
and audience adaptation
a. Identify Your General
Purpose
Inform
Persuade
Demonstrate
Teach
Goodwill
b. Tailor Your Message
Understand:
their knowledge of the topic
attitude toward your message
expectations of your presentation
Start with what they know and build
on it
c. Match the Situation
Formal presentation vs “off-the-cuff”
Match the language slang
colloquialisms
contractions
less-rigid grammar
The 5 S Approach
2. Develop A Clear Structure
a. Forecast main ideas
b. Choose organizational pattern
c. Use transitions
d. Conclude on a high note
a. Forecast Main Ideas
1.Catch the listeners’ attention and
sets the tone for the message
1. Catch Attention by:
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Personal greeting
Importance of subject or occasion
Stunning fact or opinion
Humor
Quote
Testimony
Suspenseful question
Audience dialog
Visual aid or prop
Emotional story, anecdote, or case study
a. Forecast Main Ideas
1.Catch the listeners’ attention and
sets the tone for the message
2. Provides your listeners (readers)
with reason for listening (reading)
3. Gives a road map or quick sketch
of the message
b. Choose An Organizational Pattern
1. Chronological
2. Spatial - physical distance N,S
3. Causal
4. Topical
5. Familiarity-acceptance Order
6. Inquiry Order
UCF’s Presidents
1992 - Dr. John Hitt became
UCF’s 5th president
1963 - Dr. Charles Millican was appointed
FTU’s first president
1991 - Dr. Bob Bryan was appointed
interim president
1978 - Dr. Trevor Colbourn became
the 2nd president
1989 - Dr. Steve Altman became
UCF’s third president
c. Use Transitions
Signal when you are moving from
one idea to another by
summarizing the first idea, then
forecasting the next one
d. Conclude on A High Note
1. Primacy and recency
2. Reach closure by summarizing
one last time
3. Plan the order of your speakers
Presentation Effectiveness Form
(Speaker Effectiveness Index)
Understanding
Say
Introduction
Major points
Closing
Questions and
answers
Attention
Look
Sound
Eye contact
Gestures
Dress
Posture
Fluency
Vocal energy
Timing
Speaker Effectiveness Index
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Understanding
– Say
Introduction
Major Points
Closing
Questions and Answers
What You Say
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Effective Introduction
– attention getter
– how information relates
– strong sense of purpose
– credibility
– overview of major points
What You Say
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Major points
– logical organization
– support with variety of evidence
– familiar terms/definitions
– nonoffensive words
– transitions and summaries
What You Say
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Effective Closing
– acknowledged ending
– referred to objectives
– summarized benefits
– called for action
– final message
The 5 S Approach
3. Support Your Points
a. Choose a variety of support
b. Consider your audience
c. Use visual aids
a. Choose A Variety of Support
Examples
Statistics
Testimony
b. Consider Your Audience
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Background
Interests
Level of knowledge about the
subject
c. Use Visual Aids
1. Makes your presentation up to
50% more memorable
2. Significantly clarifies complex
or detailed information
3. Speeds up group decision making
4. Shortens meeting time up to 28%
5. Makes your message 43%
more persuasive
The 5 S Approach
4. Presentation Style - Oral
a. Prepare your notes
b. Practice
c. Convey controlled enthusiasm
d. Engage your audience
e. Effective dress
f. Effective sound
a. Prepare Your Notes
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Outline key points
Use of quotations or statistics
Avoid full manuscript
b. Practice
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Similar setting
Timing - distributed practice
Visual aids
Overcoming anxiety
c. Controlled Enthusiasm
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Posture
Tone of voice
Facial expressions
d. Engage Your Audience
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Eye contact
Physical space and body movements
Gestures
Speaker Effectiveness Index
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Attention
– Look
Eye contact
Gestures
Dress
Posture
How You Look
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Effective Eye Contact
– looked at one person at a time
– completed thought with one
person
– brief glance at visual/eye contact
– brief glance at notes/eye contact
How You Look
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Effective Gestures
– animated gestures
– descriptive gestures
– natural and spontaneous gestures
– effectively timed
– neutral position when not gesturing
How You Look
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Effective Dress
– free from distracting objects
– wrinkle-free appearance
– appropriate clothing
– dress augmented credibility
– well groomed hair/no distractions
How You Look
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Effective Posture
– facial expression - interest and
emotion
– head movements and erect
– squarely faced audience
The 5 S Approach
5. Supplement with
Questions & Challenges
a. Anticipate questions and answers
b. Orderly responses
c. Maintain control
What You Say
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Effective Question and Answer
– actively solicited/openness
– created interest in your answers
– rephrased questions for
understanding
– bridged to reduce risk/common
bond
– tiebacks to objectives
Speaker Effectiveness Index
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Attention
– Sound
Fluency
Vocal Energy
Timing
How You Sound
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Effective Fluency
– no halting or hesitating
– free from filler-type words
– free from repetitions
– complete sentences
– clear pronunciation
How You Sound
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Effective Vocal Energy
– loudly enough to convey meaning
and enthusiasm
– emphasized important words by
vocal inflections
– raised and lowered volume and pitch
– authoritative voice when appropriate
How You Sound
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Effective Timing
– faster or slower rate to capture
attention
– varied rate within phrases and
sentences
– strategically placed pauses
– varied the length of phrases
The 5 S Approach
Presentation Style - Written
a. Develop mechanical precision
b. Practice factual precision
c. Construct with verbal precision
d. Set a tone
e. Consider the format
(see: Research Report Grading Guide)
a. Mechanical Precision
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Cross outs, erasures, jagged
margins, general sloppiness
Grammatical precision
b. Factual Precision
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Get the facts right
Avoid ambiguity
Be concise
c. Verbal Precision
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Use the right words
Take care over denotative vs.
connotative meanings
Emphasize clarity
d. Set A Tone
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Formality - appropriateness
Sincerity
Attitude
e. Format
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Know the appropriate physical
layout of:
– letters
– memos
– reports
– resumes