N5 Communication: Presentation Communication for students studying at FET Colleges in South Africa

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p.70 (N5 students up to 4.10)

PRESENTATION COMMUNICATION

Did you know the greatest fears include … • Fear of developing cancer• Fear of getting a heart disease• Fear of having to make public

speeches

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Sooner or later you would have to:Speak in publicAddressing large

groupsWelcome a new

employeePropose a toastThank colleaguesPresent minutes

WHY DO YOU HAVE MASTER THE ART OF PRESENTATION?

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A person’s self-esteem

The image and reputation of the organisation of whom the speaker is a representative.

Remember: the “self-fulfilling prophesy”? What you think will

happen, will happen.One gains faith

EVERY time you finish a speech successfully.

Practise, practise, practise

A GOOD PRESENTATION DEPENDS ON …

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See p.71

4.1 THE ROLE OF

PRESENTATION COMMUNICATION IN

THE COMMUNICATION

PROCESS

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PRESENTATION COMMDefine it in terms of formal communication process Sender (Speaker) Message (specific purpose) Receivers (target audience) Feedback can be

Individually (questions)Collectively (applause)Direct (answering question) Indirect (bored listener talking to his friend)

Verbal, conscious and positive Asking information

Non-verbal, unconscious, neg Bored yawn

REMEMBER:SENDERMESSAGERECEIVERSFEEDBACK

DEFINITION

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SENDERVerbal comm

Development of target audience

Non-verbal commPersonal appearancePosture (stance)Facial expressionsGesturesQuality of his voice

COMM BARRIERSCan be any of they above

Presentation comm example of direct comm with smaller or larger groups.

Speeches are the example of communication with smaller groups or more larger groups

That is Presentation Communication

SENDER

COMM BARRIERS

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See p.71

4.2 THE PURPOSE OF SPEECH-MAKING

• To interest or amuse• To inform or to teach• To stimulate or impress• To motivate• To coerce or persuade

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The aim of the speechResponse from audience?

The audienceSize, age, gender, culture

The occasionDictate formality

The physical surroundingsGeographical situationQuiet/Busy?Size of Hall

4.3 FACTORS TO CONSIDER WHEN PREPARING A SPEECH (P73)

C-group

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Preparing content matter1. The Introduction2. The body3. A logical presentation4. The conclusion

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1. Introduction

Advertisement for rest of speech

Grab audience’s attention, gain goodwill

Indicate purpose & scope

Ask questions, humour, interesting quotation, descriptive anecdote

Joke should be relevant!

2. The body

Researched thoroughly Direct information Oral info Written info

Presented logically Chronological Ascending order of

importance Ascending order of

complexity Congeneric order

CONTENT MATTER OF A SPEECH

Group B/A/D

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3. Conclusion

Summary of main points

Return to purpose indicated in introduction

Appropriate anecdote or quotation

Indication how facts can affect listeners

Suggestion regarding possible plan of action

Listen to Steve Jobs, the founder of Apple Inc. and

analyse his speech.

CONTENT MATTER OF A SPEECH

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See p.74 - 77

4.3COPING WITH

NERVOUS TENSION1. GENERAL GUIDELINES• Be yourself• Prepare adequately• Rehearse the

speech• Dress appropriately

2. BREATHING EXERCISES• See page 76

3. RELAXATION EXERCISES• See page 76

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See p.77 - 81

4.6 NON-VERBAL ASPECTS WHICH DETERMINE THE

SUCCESS OF A SPEECH

1. APPEARANCE2. DEPORTMENT AND POSITION AT

DESK3. EYE CONTACT4. FACIAL EXPRESSION5. GESTURES6. RAPPORT WITH THE AUDIENCE7. VOICE AND VOICE CONTROL OR

PROJECTION

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APPROPRIATE DRESSOUTFIT MUST MATCH OCCASION, AUDIENCE, TOPICFORMAL: MORE CONSERVATIVE INFORMAL: ALWAYS BE NEATNEAT APPEARANCE: SELF-RESPECT AND RESPECT FOR

AUDIENCEDRESS ONE LEVEL SMARTER THAN AUDIENCE

4.6.1 APPEARANCE (P.77)

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Deportment: Way in which someone carries themselves, indicative to self-confi dence and shows attitude towards audience and topic to be discussed

Introduce: He should rise, pause, walk calmly to desk

Take a comfortable stanceDistribute weight evenly on both

feetMove weight between front and back

feetAvoid leaning on the desk, standing

abnormally stiff as poker or clinging to desk for dear life.

Have an upright but relax posture

4.6.2 DEPORTMENT – POSITION AT DESK

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4.6.3 EYE CONTACT

Pause, run eyes over audience and establish eye contact

Maintain throughout speech

Avoid looking over heads of audience

Avoid staringGet some feedback

4.6.4 FACIAL EXPRESSION

Facial expression reflect attitude to message conveyed

Smile, grin, raised eyebrows, etc (use it!)

Your expressions are sometimes imitated by audience

Words AND expressions = people remembering speech better …

4.6 NON VERBAL ASPECTS

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4.6.5 Gestures

Movements of part of the body, especially the head, arms and hands

Used incorrectly they are irritating mannerisms

Used correctly they emphasise what you say. “Go away!”

4.6.6 Rapport with audience

Continuous eye-contact

Speak to audience as if speaking during a conversation between two people

Choose one or two individuals in audience to focus your attention on.

4.6 NON VERBAL ASPECTS

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QUALITIES OF A GOOD VOICEPitch (shrillness)Tempo (rate or

speed)Pauses (effective

punctuation mark)

Emphasis IntonationAccent determine this

Volume (audible)Use for emphasisAdjust for size of hall

Tone (or quality) Intensity of emotion reflected in your voice

4.6.7 VOICE & VOICE CONTROL OR PROJECTION (P.79)

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See page 81 - 82

4.7 APPLICABLE LANGUAGE USAGE

• Choice of words• Use relevant

terminology• Use of ambiguity,

repetition, tautology etc.

• Clear and coherent ideas• Enthusiasm and liveliness• Audience-oriented

language

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See page 82 - 88

4.8 VISUAL AND OTHER AIDS

4.8.1 Designing the audio-visual programme

1. Size2. Simplicity3. Unity4. Emphasis5. Balance6. Visual elements• Line• Shape• Space• Colour• Texture

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See page 85

4.8 VISUALAND OTHER AIDS

4.8.2 Most commonly used media

1. Black (or chalk) and white boards

2. Flip charts3. Slides4. The overhead projector5. Using the microphone

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1. Introducing a colleague or a guest speaker

2. A welcoming speech3. A farewell speech4. A presentation speech5. The speech of acceptance6. The speech of thanks7. Making an announcement8. Proposing a toast9. The after-dinner speech

4.9 OCCASIONAL SPEECHES (P.89)

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See page 95 -103

4.10 ACTIONS TO PROMOTE GOODWILL1. Meetings2. Conversation3. The telephone• Guidelines for making tel. calls• Guidelines for coping with

incoming calls4. Interviews• Before the interview• During the interview• After the interview

5. Dealing with clients and guests