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Designing Oral Reports:
Components of effective presentations
Presented by:
Julia M. Williams
Coordinator of Technical Communication and Associate Professor of English
Designing Oral Reports:
Oral Reports and Professional ContextsPreparing for your Audience Structuring Technical Information: Text
and VisualsUsing and Misusing PowerpointPresentation Skills You Need: Space,
Voice, and Body
Oral Reports and Professional Contexts
Presentations in the Classroom and the Workplace
Oral Reports and Professional ContextsConveying information quickly and
efficientlyVariety of situations: team meetings,
reports to superiors, presentations to clients
Demanded more often than written reports
Preparing for your Audience
Presentations for listeners
Know Your AudienceDetermine their technical level: expert,
professional non-expert, student, technician, general
Evaluate their previous experience with the topic
Gauge their attitudes toward the topic Identify the information they need
Structuring Technical Information
Text and Visuals
Structuring Technical InformationEmphasize the primary topic structure
of your researchPreview and reviewUse transition words and phrasesSupply a context for clear visuals
Emphasize primary topic structureWritten report components: Introduction,
Technical Description, Process Explanation, Case Study, Conclusions
Oral report components: same topics, different emphasis, reduced form
Overall strategy rather than specific points
Structuring Technical InformationEmphasize the primary topic structure
of your researchPreview and review
Designing Oral Reports
Oral Reports and Professional ContextsPreparing for your Audience Structuring Technical Information: Text
and VisualsPresentation Skills You Need: Space,
Voice, and Body
Structuring Technical InformationEmphasize primary topic structure of
your researchPreview and reviewUse transition words and phrases
Transition words and phrases
First Second Third
Therefore However Consequently
In conclusion To summarize To review
Structuring Technical InformationEmphasize primary topic structure of
your researchPreview and reviewUse transition words and phrases to link
ideasSupply a context for clear visuals
Context for Clear Visuals Labeling charts and
graphs
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Context for Clear Visuals Labeled, interpreted,
contextualized Timing
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1stQtr
2ndQtr
3rdQtr
4thQtr
EastWestNorth
Using and Misusing Powerpoint
Sound Effects Won’t Save You!
Misusing PowerpointUsing PowerPointOverloading slides
Misusing Powerpoint Overloading slides The problem with overloading slides is that
you may be tempted to cut and paste portions of your report word for word. Those large blocks of texts can’t be easily read and absorbed by your audience, and they also look overwhelming. It’s better to reduce your report text to key words and phrases. But always be sure to spellcheck!
The Presentation Skills You Need:
Space, Voice, and Body
Presentation Skills: Space
Arrange the room to suit your presentation needs
Check equipment and ensure it is operational; backup plan
Practice with the equipment in presentation conditions
Allow adequate room so you can remain in contact with the audience
Presentation Skills: Voice
Speak loud enough to be heard, but don’t shout
Try to be conversational, rather than trying to deliver a “canned” speech
Vary voice tone and pitch; avoid a monotone
Let your voice reflect your enthusiasm for the topic
Presentation Skills: Body
Use hand gestures effectivelyAvoid using gestures just because you
are nervousApproach the audience to emphasize a
point or ideaAvoid shifting or shuffling
Designing Oral Reports
Components of effective presentations
Preview and
Review
Designing Oral Reports:
Oral Reports and Professional ContextsPreparing for your Audience Structuring Technical Information: Text
and VisualsPresentation Skills You Need: Space,
Voice, and Body