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Chapter 14
Strategies for improving the oral presentation
1) KINDS OF ORAL PRESENTATION2) STEPS FOR PREPARING AN EFFECTIVE ORAL PRESENTATION3) WAYS OF DELIVERING THE ORAL MESSAGE4) STRATEGIES FOR AN EFFECTIVE ORAL DELIVERY5) STRATEGIES FOR AN EFFECTIVE NON VERBAL DELIVERY
Kinds of oral presentation
Although there are many kinds of presentation but in general there
are three main kinds of oral presentation
1) Informative
2) Persuasive
3) Entertaining
1. Informative presentation
Informative presentation is the one in which the main purpose is to
convey some information or give some instructions. The main aim of
the presenter is to explain all the important facts and clarify all the
questions and confusions in the minds of the listeners.
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Keep an informative presentation brief and to the point. Stick to the
facts and avoid complicated information.
2. Persuasive
Your purpose in a persuasive presentation is to convince your listeners
to accept your proposal. A convincing persuasive presentation offers a
solution to a controversy, dispute, or problem. To succeed with a
persuasive presentation, you must present sufficient logic, evidence,
and emotion to win the audience to your viewpoint.
Create a great introduction because the introduction of a persuasive
presentation must accomplish the following:
1. Get the audience's attention2. Disclose the problem or needs that your product or service will
satisfy.
3. Create a desire for the audience to agree with you by describingexactly how your product or service will fill their real needs.
4. Close your persuasive presentation with a call to action.
3. Entertaining presentation
In an entertaining presentation, the main aim of the speaker is to
entertain the audience as much as possible. This kind of oral
presentation is not common rather it is used on occasions like welcome
party, promotion party, success party, new product launch party.
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Steps for preparing effective oral presentation
` DETErMINE THE PURPOSEEvery presentation has a purpose for which the it is being delivered.
Therefore it is very important to identify the purpose before starting
the presentation that whether the purpose is to inform, or instruct or
entertain.
` ANALYZE THE AUDIENCE AND OCCASIONThe second step is to analyze the audience. The presentation should
be made for the audience by keeping their jobs, ages, gender,
education, mental filters, cultures, languages etc. in mind. The
presentation should be made in such a way that the audience easily
gets the main idea. We must also analyze the location where the
presentation is going to be held for example whether the presentationwill be in a large hall, stadium, or a small dark room.
` SELECT THE MAIN IDEAAfter selecting the purpose and analyzing the location it is time to
select the main idea. We must write down all the ideas that come to
our mind and then we should select only those ideas which can convey
our message in the most effective manner.
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` RESEARCH THE TOPICAfter we have selected the main idea then the next step is to
research for the information on that idea. The presenter should try touse all the available data about the topic. But the presenter must take
care that he selects only the relevant and important data which can
convey his/her message in the most effective way.
` ORGANIZE THE DATAAfter searching all the important and relevant data the next
step is to organize all the collected data. It is important to note that
the data must be organized in a way which can deliver the message in
the most effective manner. It should not be confusing and incomplete.
` WRITE THE DRAFTAfter organizing the data, the next step is to write a draft. An
effective presentation always contains a proper opening, body (the
main idea),and a complete close. Writing a draft is very important
aspect of presentation and has huge impact on effectiveness of the
presentation therefore, great care must be taken while writing the
draft.
` CREATE VISUAL AID (if needed)The presenter can also add some visual aid like images, graphics,or
other media to enhance the understanding of the audience
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` REHEARSE BEFORE SPEAKINGIt is good to rehearse the presentation before finally presenting it in
front of the audience.
WAYS OF DELIVERING THE ORAL MESSAGE
1. Extemporanious:
This method is mostly preferred by speakers and the audience. In this
method, the speaker uses the outline or notes for delivering the
message .The oral message delivered by this method is more effective
and the audience also likes this way of delivering the oral message.
2. Reading :
This way of delivering the oral message is to read the message in
order to deliver it to the audience. In this way the reader reads the
message and delivers that to audience and after that he waits for
their response. If that is positive, he moves on further.
Reading is usually done by the news casters. While delivering the
news, they read from the teleprompter which is a device allowing them
to read their words directly from the script passing in front of the
camera lens.
3. Memorization :
Memorizing is that way of delivering the oral message in which the
speaker memorizes all the data that he is going to present before the
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audience, and he delivers the message without using any handout or
outline.
This way is not preferred by most of the audiences because if the
speaker forgets one word while delivering, he cannot move forward to
the next point, and this leaves a negative image of the speaker. It is
running the chain when the man is delivering the message to the
audience and certain breaks come in the message so that deviates the
attention of the audience.
5.
Impromptu :
If any person speaks without the forewarning or without preparation
so he speaks the impromptu. In this situation the speaker is to be
very careful while speaking because he has to think and speak at the
same time and single mistake at that time will not be neglected. As
the speaker is not prepared for the oral message delivery, so it is
hard for him speak.
The example is that if any debate is going on in the college and you
are invited as the chief guest , in the last moment they invite you to
share some thoughts with the audience so at that time what you speak
is an impromptu.[But, mostly the chief guests know that they would be
invited to speak.]
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STRATEGIES FOR AN EFFECTIVE DELIVERY
The voice is the trademark. It is that part of anyone that adds the
human element to the words. Writing does not have that immediacy
because the words are static on a page.
You can give extra life to your delivery in five different traditional
ways :
1. Pitch :Pitch is the highness or lowness of your voice. In speaking, this pitch
should be varied. Pitch can also be called as the depth and the peak of
your voice.
One thing that is very important is that your voice should not be
monotone, rather it should be diatonic. Monotone voice is not
preferred by the listeners and the audience. When the tone is
diatonic, then it will be more effective and will give a sense of
immediacy to the audience.
2. Rate :Rate of speaking words per minute is very important to make the oral
delivery effective. 80 to 160 words per minute if spoken is said to be
the normal speed. If your rate increases or decreases from this, it
will make problems for the listeners and the audience to listen and to
understand it well at that time .
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Variation in rate is better than speaking a t the same speed. When
the speaker will bring variation in the speed of the message, so it will
make that more attractive for the real audience.
3. Volume :Volume of the voice means the softness and the loudness of the voice.
The volume should be that much loud that the person sitting in the
end row of the room should listen to you as clearly as the person
sitting in the first row.
It will be better for the speaker if he asks the person sitting at the
end about his/her the volume after speaking some words. And, also
judge from the response of the audience that you are rather not too
loud that the listeners are irritated from the loudness of the volume.
4. Vocal quality :
The vocal quality of the voice means the clearness and softness of
the voice. This is some thing important for the speaker to analyze
that is his voice is clear and soft to ears.
Good quality voice will make oral message more effective, and the
listeners will not get exhausted from the message. They will try to
keep listening to what the speaker is saying. And, that is most
important for the speaker that his audience should show positive
response towards his message.
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5. Pronunciation :The correct pronunciation of the words is helpful to make it an
effective oral message. If the speaker mispronounces the words, the
listeners will show negative response towards him and they will not
listen to him with keen interest.
Using the dictionary to correct your pronunciation is very
efficient way to improve your pronunciation. And listening to the
speeches delivered by the professionals is the second best way to
improve your pronunciation.
STRATEGIES FOR SUCESSFUL
LISTENING
FAULTS IN LISTENING:
Listening is as important as the other three components of
communication are, namely speaking, reading and writing. Much
information that you send orally is lost because of poor listening
habits. In fact, studies agree that listening efficiency is no better
than 25 to 30 percent. Why? Some causes follow.
Prejudice against the speaker:
Perhaps you have heard the quotation who is saying it shouts so loudly
that what is said is easily forgotten. We are distracted because the
speaker conflicts with our attitudes. For example can you maintain attention
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when the speakers position, attitude , or belief is entirely contrary to your
own?
External distraction:
External distraction is the diversion of attention of an individual or group
from the chosen object of attention onto the source of distraction.
Distraction is caused by one of the following: lack of ability to pay attention;
lack of interest in the object of attention; greater interest in something
other than the object of attention; or the great intensity, novelty or
attractiveness of something other than the object of attention. Distractionscome from both external sources (physical stimuli through the five senses),
or internal sources through emotions, fantasies, physical urges). Divided
attention, as in multitasking, could also be considered as distraction in
situations requiring full attention on a single object (e.g. sports, academic
tests, performance).
Distraction is a major cause of procrastination, though it is possible to
be diligent and still diverted from what is valuable. According to
philosopher Damon young, distraction is chiefly an inability to identify,
attend to or attain what is valuable, even when we are hard-working or
content. In works of fiction, distraction is often used as a source of
comedy, whether the amusement comes from the gullibility of those
distracted or the strangeness of whatever is utilized to create the
distraction.
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THINKING SPEED :
Most of us speak between 80 to 160 words per minute, yet people
have the capacity to think at the phenomenal rate of 800 words per
minute. That leaves the time on the listeners hands. What do you do
during all the time when you are not actually processing the speakers
words? Do you go off on tangents, focus your attention else
somewhere, begin to day dream, shift your attention? Soon you can be
off, far away from the words of the speaker missing some important
point.
Premature evaluation:
We have time in our hands while listening to a speech our thinking
speed outpaces the speakers rate of speech.
For example; some times teachers have not even completed the
sentence, finished their thoughts, and we reach their conclusion.
Semantic stereo types :
Some words cause negative reaction or the tone of the speaker
shouts in our mind so loudly that effective listening is impaired.
Delivery:
The monotone can readily put listeners to sleep or cause them to loose
interest. Sadly some teachers speak in the monotone. So do
significant people in government or business. How a speaker delivers
his or her message, does annoy.
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Purpose of listening :
It should be no surprise that the poor listening is not entirely the
fault of speaker. It is wrong to say that a speaker alone gets an
audience to listen. All of us have an experience of reading to the end
of the page and not knowing what we have read. Similarly, it is possible
to hear some one without being able to summarize what the person
has said. The fault is not entirely that of the sender.
Why listen? There are four good reasons.
1: To gain information and ideas:
Through our life time are kernels of information that become a part
of us through the spoken word .Lectures in class, for example, can
supplement and clarify a textbook; informative indoctrination gives
new employees background to the company ; persuasive statement to
clients give both information and reason.
For buying. New ideas are created daily, via the oral medium. If one
listens to others words, speaker must select reliable evidence. A goal
is to arrive at a conclusion that is true, workable and acceptable to
many people.
2: To Question The Test, Evidence And Assumptions :
When a speaker presents a message, much of what is said consists of
facts or options. Good listeners test those options and facts against
the assumptions and then question the speaker. Additional information
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and the selection of evidence and data are discussed in the following
three chapters. [?]
3: To be inspired :
Martin Luther Kings I have a dream speech
inspired many. In the film of the same name, keynoters are selected
to set the tone, the mood, the outline where the group should go.
Sales meetings are known for their rousing kickoffs , their
enthusiastic openings.
With bands vocalists, even stage shows, all seek to motivate, to
inspire the audience favorably.
4: To improve your own communication:
The purpose of listening is to improve your own communication by
listening to speeches ,radios or famous politicians or officials speaking
on television.
Results of good listening
In summary, the following six benefits will occur if u listen
purposefully and positively because such attentive listening
1: leads to helpful and positive attitude by understanding the
hindrances that lie in the way of good listening;
2: permits the speaker and the listeners to improve communication
because each side is more aware of and receptive to the others
viewpoint;
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3: indicates by feedback to speaker that listeners are interested; in
turn, the speaker tries harder to give his or her best presentation;
4: Helps listeners to obtain useful information on which they can make
accurate decisions;
5: creates better understanding of others and thus helps listeners
work with others.
How to improve your Listening skills
Listening is one of the most important skills you can have. How wellyou listen has a major impact on your job effectiveness, and on the
quality of your relationships with others.
We listen to obtain information.
We listen to understand.
We listen for enjoyment.
We listen to learn.
Given all this listening we do, you would think wed be good at it! In
fact were not. Depending on the study being quoted, we remember a
dismal 25-50% of what we hear. That means that when you talk to
your boss, colleagues, customers or spouse for 10 minutes, they only
really hear 2-5 minutes of the conversation.
Turn it around and it reveals that when you are receiving directions or
being presented with information, you arent hearing the whole
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message either. You hope the important parts are captured in your
25- 50%, but what if theyre not?
Clearly, listening is a skill that we can all benefit from by improving
upon. By becoming a better listener, you will improve your
productivity, as well as your ability to influence, persuade, and
negotiate. Whats more, youll avoid conflict and misunderstandings
all necessary for workplace success.
The way to become a better listener is to practise active listening.
This is where you make a conscious effort to hear not only the words
that another person is saying but, more importantly, to try and
understand the total message being sent.
In order to do this you must pay attention to the other person very
carefully.
You cannot allow yourself to become distracted by what else may be
going on around you, or by forming counter arguments that youll make
when the other person stops speaking. Nor can you allow yourself to
lose focus on what the other person is saying. All of these barriers
contribute to a lack of listening and understanding.
There are five key elements of active listening. They all help you
ensure that you hear the other person, and that the other person
knows you are hearing what they are saying.
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1. Pay attention.Give the speaker your undivided attention and acknowledge the
message. Recognize that what is not said also speaks loudly.
o Look at the speaker directly.o Put aside distracting thoughts. Dont mentally prepare a rebuttal!o Avoid being distracted by environmental factors.o Listen to the speakers body language.o Refrain from side conversations when listening in a group setting.
2. Show that you are listening.Use your own body language and gestures to convey your attention.
o Nod occasionally.o Smile and use other facial expressions.o Note your posture and make sure it is open and inviting.o Encourage the speaker to continue with small verbal comments like yes
and uh huh.
3. Provide feedback.Our personal filters, assumptions, judgments, and beliefs can distort
what we hear. As a listener, your role is to understand what is being
said. This may require you to reflect what is being said and ask
questions.
oReflect what has been said by paraphrasing. What Im hearing isand Sounds like you are saying are great ways to reflect back.
o Ask questions to clarify certain points. What do you mean when yousay? Is this what you mean?
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4. Sudafed [?]judgment.Interrupting is a waste of time. It frustrates the speaker and limits
full understanding of the message.
o Allow the speaker to finish.o Dont interrupt with counter-arguments.
5. Respond Appropriately.Active listening is a model for respect and understanding. You are
gaining information and perspective. You add nothing by attacking the
speaker or otherwise putting him or her down.
o Be candid, open, and honest in your response.o Assert your opinions respectfully.o Treat the other person as you would want yourself to be treated.
Key Points:
o Summarize the speakers comments periodically.
It takes a lot of concentration and determination to be an active
listener. Old habits are hard to break, and if your listening habits are
as bad as many peoples are, then theres a lot of habit-breaking to do!
Be deliberate with your listening and remind yourself constantly that
your goal is to truly hear what the other person is saying. Set aside all
other thoughts and behaviors and concentrate on the message. Ask
question, reflect, and paraphrase to ensure you understand the
message. If you dont, then youll find that what someone says to you
and what you hear can be amazingly different!
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Start using active listening today to become a better communicator
and improve your workplace productivity and relationships.