DESIGNING & DELIVERING ORAL PRESENTATIONS

ENG123 – TECHNICAL COMMUNICATION

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

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 deliveryPreparing to SpeakOvercoming AnxietyHandling Questions Responsively

Mastering the Art of Delivery

Four Delivery MethodsMemorizing

Reading

Speaking from notes

Impromptu speaking

Preparing to Speak

Know your materialRehearse the presentationEnsure 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 Nervousness1. 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 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 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 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) 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. 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 your answers

Focus on the questionerRespond appropriatelyMaintain controlSurvive the hot seatEncourage questionsConclude your presentation