Session 5-6

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Oral Presentation Communication

Session 5-6

Planning Oral Presentation

• What’s the purpose of your presentation?– Inform– Persuade– Motivate– Entertain

• How to communicate to the audience you will be presenting to?– The content, organization & style of your presentation

should synchronize with the audience size, background, attitude & interest.

Gather andOrganize Support

Gather andOrganize Support

Write and

Revise

Write and

Revise

Develop Visual Aids

Develop Visual Aids

Rehearse Rehearse

Review Audience Feedback

Review Audience Feedback

Evaluate Message/

Performance

Evaluate Message/

Performance

Determine Purpose

Determine Purpose Assess

Your Receiver

Assess Your

Receiver

Analyze the

Occasion

Analyze the

Occasion

Select Speaking

Style

Select Speaking

Style

Establish Your

Objectives

Establish Your

Objectives

The BusinessSpeakingProcess

MUST

SHOULDCOULD

Contents

THE IMPORTANCE OF ORAL COMMUNICATIONTHE IMPORTANCE OF ORAL COMMUNICATION

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• Some 81 percent of recent business school graduates rated this skill at the very highest level of importance.2

• Among MBAs surveyed, 75 percent rated it as extremely important.3

• For long term success, 85 percent of MBAs surveyed listed oral communication as extremely important.

Importance of Oral Communication

Aim:

To develop the understanding and skills to make an effective presentation

Learning Outcomes:

By the end of the session, students should be able to:

Provide a framework within a given time span

understand the importance of detailed planning

tailor style and content to target audience

select appropriate audio-visual aids

understand the nature of verbal and non-verbal communication

– Keep it short and simple– Don’t worry about repeating yourself– Practice makes perfect– “Tell'em what you're gonna tell'em.

Tell'em. Then tell'em what you told'em."

(George Bernard Shaw)

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Three basic rules

Presentation“Something set forth to an

audience for the attention of mind”

Effective“… producing a desired result”• … a skill developed through

training and experience

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Types of Effective Communication

• Business Presentation• One-to-one• Briefings• Workshop• Meetings• Telephone• Video Conferencing

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The Verdict !

• Bad presentation

• Mediocre presentation

• Good presentation

• Great presentation

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Elements of Effective Presentation

How we learn• Gardner’s Eight way to knowing knowledge

– Body/Kinesthetic Intelligence (“body smart”)• Body awareness, physical movement, hands-on

– Verbal/Linguistic Intelligence (“word smart”)• Language, word, reading, writing, speaking

– Logical Mathematical Intelligence (“number smart”)• Puzzle, experiments, concepts

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– Spatial Intelligence (“art smart”)• Images, shapes, color, design

– Interpersonal Intelligence (“people smart”)• Social, communicative, empathetic,

mediator

– Intrapersonal Intelligence (“self smart”)• Introspective, inner aware, creative

– Naturalistic Intelligence (“nature smart”)• Environment

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Elements of Effective Presentation

• Memory Thresholds– How long ?

• Timing• Care of Audience• Presenter Centric• Lack of Continuity• Physical Factors• Stagnation of routine• Overuse of technology• Fear

Consider these Obstacles !!

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• Skills• Appearance• Vocal Delivery• Using Colors• EQ

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How to make an Impact !

DeliveringDeliveringPlanning andPlanning and

AnalysisAnalysis

MistakesMistakes&&

Tips/Tricks Tips/Tricks

EffectivePresentation

Presentation ComponentsPresentation Components

OrganizingOrganizing

Planning and

Analysis


Planning Your Presentation

Brain it!

Group it!

Trim it!

Spice it!

Do it!

My Ideal Holiday

Weather

HotCold

Food

Fish and chipsLocal food

Cheap restaurants

Eat in the hotel

Entertainment

ShoppingMovies

Music

Brain Storming

RainySnow

Companions

Cousins Spouse

Mom and Dad

Friends

Generating Ideas

BrainstormingA group-based, structured, moderated process

Starts with a warm-up, participants review rules Practice exercises Present the real problem

call out many ideas record, categorize, and evaluate every idea

Recommend the most promising ideas to the problem owner

Reverse Brainstorming: being critical

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Organizing

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• What is SPAM ?

SPAM

• SSituation

• PPurpose

• AAudience

• MMethod

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Status Assessment

• Reason for presentation – core message

• Knowledge of topic

• Time, place, logistics

Content

• Think about the Best approach

• Most persuasive content

– What facts will persuade?

– What elements make message credible?

SituationSituation

P

A

M

Logistics

Determine:

•How much time you have?

•Where you are presenting?

•Who else needs to be coordinated with?

SituationSituation

P

A

M

Message

Clarify: • What are your objectives?• Why should it be important to the

audience?• What key facts, ideas support

this vision?• What examples and visuals best

illustrate message?

S

PurposePurpose

A

M

Analysis

• Who is your audience?– Demographics– Common interests– Attitude

• What they know, don’t know about topic?• What do they need to know?

S

P

AudienceAudience

M

Analysis

Determine and clarify:

• Information you want to provide

• Appropriate level of detail

S

P

AudienceAudience

M

DesignDesign

Use analysis to design a presentation that:

• Makes the participants interested• Focuses on a core message supported

by 3-5 major points• Flows logically • Offers visuals that clarify content• Provides time for discussion, questions

S

P

A

MethodMethod

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AnalysisAnalysis



• Outlines differ – depending on the audience– depending on the goals &

objectives

Outlines

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• Each outline heading = 1 slide• Limit amount of information• Give most important first• Emphasize why information is

important• Check out understanding • Repeat for emphasis

Build Your Talk

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Pick your medium Pick your medium

• Blackboard and chalk• Overheads• Slides• Computerized slideshow• Video• Handouts or other papers

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“If a slide is not understood in fours seconds, it is a bad slide.”“If a slide is not understood in fours seconds, it is a bad slide.”

• Avoid complete sentences• No > six words in the title• No a> seven lines of text/slide• No > seven words per line

One message per slide

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ColorColor

• Use color sparingly• Use white text - color

background

or• Color text - black background• Don’t use a white background

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Use color wiselyDon’t use too manyfontsUse thick filled fontsDon’t use too many different sizes

USE UPPER AND LOWER CASESToo many pictures confuse

TextText ??

Fill Space EvenlyFill Space Evenly

• Don’t leave too

much

space

Don’t crowd your letters togetherDon’t crowd your letters together

leave a

marg

in a

ll th

e w

ay a

roun

dle

ave a

marg

in a

ll th

e w

ay a

rou

nd

leave a margin all the way aroundleave a margin all the way around

Use pictures/graphs effectivelyUse pictures/graphs effectively

Impact of Visuals

Retain

CommunicateEfficient

Produce

A Sample ProbElems

• Bullet one– Bullet Two

• Bullet three– Bullet four

• Bullet FIVE• Bullet Six

Shot Of My“BACKYARD”

Managing Your Time

• Slide to time ratio = 3 minutes each• Check points (agenda and clock)• Coordinate with other presenters• Rehearse for “time sense”• Determine timing of questions• Leave time for questions/discussion• When less time is available…

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Evaluation Factor

• Appearance • Attentiveness• Judgment• Flexibility• Visibility • Knowledge• Teamwork

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DeliveringDelivering


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Icebreaking

Open Communication Channels

Matter + Manner __________

Presentation

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Outlook

•Dress code or otherwise appropriate

•Fragrance Planning

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Body Language

• Don’t hide behind podium

• Walk and roam around

• Don’t tie your hands at the back

• Talk with hands

• Don’t put you back to the audience

Non-verbal Communication weighs 55%

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Visual Aids

Effectively designed visuals• Use graphics to support text, not

overwhelm it• Clarify and support content • Offer a single message• Order information logically• View easily from distance

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Visual Aids - Tips

For impact with PowerPoint:• Keep content simple - headlines• Use a non-distracting template and

appealing colors when projected• Use “View-Master-Master Slide

– Set title and bullet font and font sizes– Place header and footer information

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Visual Aids - Tips

For audience visibility:• 2 plain fonts

–Times New Roman for titles– Arial/Helvetica for bullets

• Font sizes:

–Titles (36-44 points)– Bullets (20-32 points)

Visual Aids - Tips

For word slides:• 6 – 6 – 6 Rule

– 6 lines per page – 6 words per bullet – No more than 6 word slides in a row

without a chart or graphic

Visual Aids - Tips

Slide appearance• Assume 3 minutes per slide• Avoid USE OF ALL CAPS• Use landscape orientation, ample

margins• Graphics should clarify, not

confuse• Test colors and graphics with

projector

Template Considerations

• Start with the Master Slide formatting

• For best visibility – Mauve background with black

letters – Or classic yellow on blue– Having bright contrast.

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Preparing your Presentation

• Main Idea?– What do you want the Audience to remember?– Use “You” attitude to involve them & make the

information relevant to them.

• Limit your Scope– As per what you have to communicate to the

audience, and– The time you have to present it

• Approach– Direct or Indirect?– Organize your presentation like a report

• Explain at the beginning what your presentation will contain

• At the end of each section summarize your point and how it fits in

• Outline• Syle - Casual or formal?

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Oral Presentation contains 3 Parts

• IntroductionMakes your audience curious to hear about your topic. Get your audience's attention! Make a starting statement or tell a relevant joke. Make your talk interesting!

• BodyDivides your main topic into three or four sub-topics. Tell the audience plainly these topics. Discuss the sub-topics in a logical order. Make sure to use natural transition.

• ConclusionTells the audience what you expect them to remember. "Wrap up" your topic. Give the audience a sense of closure.

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Introduction: How to get Attention?

• Encourage people to take the subject personally.

• Encourage them to ask questions and give comments.

• Techniques to get attention:– Humour (Relevant)– Story (Moral? Or illustration?)– Sample– Ask Question or Take Feedback– Facts / Statistics / Startling piece of Research

Introduction should match the tone of your presentation.

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Establishing Credibility

• Introduce yourself- Modestly• Let someone introduce your

credentials

Create a connection of your presence with the topic you will be speaking on and with the audience.

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Practice

• Practice it before family or friends…in front of your dog or cat…in front of a mirror…in your mind.

• Picture yourself in front of a group and "see" yourself actually saying the words of your speech.

• Knowing your material well is the best way to prevent nervousness. Remember, DONT read your speech. Speak naturally.

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Practice

• BEWARE of the WAY you speak.

Ask yourself these questions: • Can people hear what I am saying? (Volume) • Do I vary my voice level when I am speaking?

(Pitch) • Does my voice reveal my attitudes and

feelings? (Tone) • Do I say my words correctly? (Pronunciation) • Can my listeners understand my words?

(Enunciation) • Am I using proper grammar? • Do I use any annoying speech habits?

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Can people hear what I am saying? (Volume)

• Adjust the volume of your voice depending upon the circumstances.

In a normal conversation, your volume would be softer than when giving a presentation. In giving a speech, you will need to project your voice so that the person sitting the farthest away can hear your words clearly.

When you are practicing, practice PROJECTING your voice.

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Rate of Speech

• Rate of speech can be fast, slow, clipped, or drawn-out with pauses of different lengths. The rate at which you speak should avoid extremes.

You should not speak too rapidly that words are not understood. Neither should you speak so slowly that the listener does not pay close attention to what is being said.

You should regulate your rate of speaking so that you are able to enunciate each word clearly. You want your listener to hear each word without difficulty.

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Do I vary my voice level when I am speaking? (Pitch)

• The pitch is the range of high and low sounds created by your voice.

• Through pitch, first you make your words and ideas more interesting. A monotone, droning voice is uninteresting and boring. Second, you can stress or emphasize certain words by changing your pitch. For example, read the sentence below. Raise the pitch of your voice when reading the words in bold.

Anthony gave her the book.Anthony gave her the book.Anthony gave her the book.Anthony gave her the book.Anthony gave her the book.

• Notice how you changed the meaning of each sentence simply by changing your pitch. Use your voice to add meaning and variety to your speech.

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Reading aloud, use your tone of voice to convey each of the meanings given below. The idea is that each of the meanings requires its own special twist of sound.

• Say the expression "AH" as it would be said by: – An audience seeing a puppy on stage – A girl picking up an angleworm – A student who hears a test is cancelled – A carpenter smashing his thumb

• Say "I’m THIRSTY" as it would be said by: – Count Dracula – An angry little boy – A man on the street – A whining little boy

• Contradict the following verbal messages: – "I've had a wonderful time." – "That was really an easy test." – "I sure learned a lot in that class." – When practicing your speech, be aware of the tone that

you project to others.

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Confused acts

• Playing with wrist watch, buttons, ring…

• Nail biting • Recurrent usage of

phrase “you know”• Tucking in shirt• Adjusting your tie

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Break Discussion

Think of a presentation that was out of touch with its audience.

– What did the presenter do or fail to

do?

– What would you now do if it were

you presenting on the topic?

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Always repeat the question.Answer clearly and concisely.Don’t be afraid of saying:

“ I don’t know?”

Questions

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MistakesMistakes&&

Tips/Tricks Tips/Tricks


DeliveringDeliveringPlanning andPlanning and

AnalysisAnalysis


Ask the audience !!

What are the most irritating mistakes or distractions you have noticed in recent Presentations?

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Common Mistakes

Common Mistakes

• Lack of planning• Rushed job, last minute• Wrong message for this audience• Unresponsive to audience• Lack of logic to points• Poor or missing handouts• Audience reading handouts, not

watching

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• Lack of planning• Poor proofing/editing• Too many slides/content for allotted

time• No flow between points• No contingency plan• No evaluation• Failure to follow-up

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Common Mistakes

• Poor slides• Cluttered content• Distracting template or colors• Too many fonts or too small to read• Endless word slides without break• Confusing content or graphics• Inconsistent or overactive transitions

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Common Mistakes

Not enough “white space”• Use of HARD TO READ OF ALL CAPS• Too many words per line• Implying priority by using numbers• Too many whistles, bells, movement –

overuse of features

Continued…

Common Mistakes

• Bad delivery habits• Um, uh, and, like• Distracting actions – coins, pointer• Inappropriate clothing• Turning back to audience• Blocking the screen• Reading the slides• Reading presentation

»Continued…

Common Mistakes

• Bad delivery habits• Lack of movement• No pausing• Hiding behind the podium• Not managing audience• Running over schedule• No time for questions• Not answering questions asked

»Continued…

Common Mistakes

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Verbal fillers– “Um”, “uh”, “like”– Any unrelated word or phrase

• Swaying, rocking, and pacing• Hands in pockets• Lip smacking• Fidgeting• Failure to be audience-centered

Common Mistakes

• Rehearse with someone unfamiliar with the topic

• Develop a checklist• Arrive 30 minutes early to

– Check the room– Layout– Equipment

• Meet with venue staff – have phone #

» Continued…

Common Mistakes

Speech Evaluation:

I. Introduction Rating _____Does it get attention? Does it make the topic clear?II. Body Rating _____Does it develop ideas adequately? Is the message clear?Are transitional words, phrases, etc. used?III. Conclusion Rating _____Summarization? Motivation?Does it clarify the position of the speaker

IV. Voice Rating _____Tone? Volume?Rate?Enunciation and Pronunciation?V. Other Rating _____Posture? Gestures?Eye contact?Vocabulary correctness and variety?

In YOUR CLASS PRESENTATIONS

When you give your presentation, you may use only a 3" x 5" card for your outline notes. You will not be allowed to carry full size papers.

Why so little? Because I want you to "talk" to your audience.

The note card will be only the skeleton outline of your talk--just enough to keep your thoughts flowing.

Education

Session 5-6