Transcript ENG123 – TECHNICAL COMMUNICATION

ENG123 – TECHNICAL
COMMUNICATION
DESIGNING & DELIVERING ORAL
PRESENTATIONS
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
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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 delivery
 Preparing to Speak
 Overcoming Anxiety
 Handling Questions Responsively
Mastering the Art of Delivery
Four Delivery Methods
 Memorizing
 Reading
 Speaking from notes
 Impromptu speaking
Preparing to Speak
 Know your material
 Rehearse the presentation
 Ensure 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 Nervousness
1. 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
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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
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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
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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)
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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.
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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
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your answers
Focus on the questioner
Respond appropriately
Maintain control
Survive the hot seat
Encourage questions
Conclude your presentation