Unit 4 Speaking Skills - Effective Presentation PDF

Unit:4 Speaking skills – Effective presentation Content  Defining purpose.  Analysis of audience and locating, organizing contents.  Preparing an outline of the presentation.  Visual aids, nuances of delivery.  Body language and effective presentation.  Importance of nonverbal as...

Unit:4 Speaking skills – Effective presentation Content  Defining purpose.  Analysis of audience and locating, organizing contents.  Preparing an outline of the presentation.  Visual aids, nuances of delivery.  Body language and effective presentation.  Importance of nonverbal aspects in presentation Presentation  An oral presentation is a formal, structured and systematic presentation of a message to an audience and it involves conveying a lot of information in a limited time.  A presentation is a means of communication which can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team. Planning Presentation 1. Define purpose 2. Analyse the audience 3. Analyse the occasion Define Purpose When one chooses to make business presentation, one has to determine the purpose and plan the presentation. Planning is very important step in presentation Most formal presentation have following purposes  Presenting facts and information.  Reporting status/ providing updates of a project  Explaining procedure  Scheduling a business activity/ task/ process  Examine result and analysis future task.  Negotiating  Target achievement/ Training  Assigning tasks  Testing processes for suggestion and reviews  Inspiring the listeners  Organizing business activities  Negativity management Analyse the occasion  What is the venue?  What is the duration of my presentation?  Who is the other speaker?  Am I familiar with the procedure of the event? Analyse Audience  A_udiance- who are the members? How many?  U_nderstanding- what is their knowledge?  D_emogaphics- what is their age, gender, educational background?  I_nterest- why will they be at this event?  E_nvironment- where will I stand when I speak?  N_eeds- what are the listener‘s needs?  C_ustomized- how can I custom fit my massage to this audience  E_xpectations- what do the listeners expect to learn from me? Presentation skills Following are the steps include in preparing effective presentation:  Plan  Prepare  Practice  Present 9879200083 Planning Planning  It usually include following questions:  Who is your audience?  Why are they there?  What is your goal?  How long will it be?  Where will it take place? Preparing Preparing  Preparing for a presentation involves developing the central idea and the main points, gathering and supporting material and planning visual aids  Following points must keep in mind while preparing:  Structure  Visual aids  Voice  Appearance  Style  Questions Structure Write your presentation in this order:  Objective  Beginning or introduction  Main content  Summary, conclusion and recommendations  Questions Structure  Visual aids  Use simple fonts, colors and graphs  Use images and clipart.  3 to 7 bullets per slide.  Don’t over crowd your slides, it will not look professional.  New or different visual aids wake people up.  Voice  Louder and clear than your normal pitch.  Vary pitch and volume.  Over emphasis  Appearance  Dark colours read as business-like.  Wear comfortable shoes to weight your feet evenly.  Allow yourself to move a bit.  Look confident.  Question  Sketch an idea that what kind of questions audience may ask.  Prepare Yourself.  Practice  Rehearse all points what you prepare.  Rehearse with all visual aids and handouts.  Practice again and again to manage time.  Rehearse in front of mirror or a friend.  Present  Make a strong start.  Engage the audience in first 2-3 minutes.  Show your passion through your movements and gestures.  Make an eye contact.  Don’t forget to smile as well, unless your topic is very grim. Preparing Outline of the presentation:  The outline of Presentation is helpful in planning the presentation.  The presentation should be prepared in following format  Title:  Purpose:  Introduction of the Topic  Structure of the presentation  Main point/ Sub point/ discussion questions/ summing up  Second main point/ Sub point/ discussion/ Summary  Third main point/ Sub points/ discussion/ objections/ justification  Conclusion  Summary of whole presentation.  Recommending future action Visual aids  Visual aids are the essence of most remarkable presentations. A presenter has a variety of presentation aids available at his disposal. Some of the important visual aids that presenter use frequently.  Overhead transparencies  PowerPoint presentations  Blackboard or white board  Flip charts  Flipcharts  A flip chart can be defined as a pad of large sheet of paper fixed to a stand, containing useful information for the audience.  Flip charts can be prepared in advance. They can be used again and again.  Flip chart enables the presenter to follow the exact outline of the presentation.  Tips for using Flip Charts.  Preferable use two pads.  Carry many markers with you  Use different colors and font size for effects  Don’t write on both side of pages. Chalk Boards  Chalkboards are the most traditional visual aids frequently used in the presentation.  Chalkboards are inexpensive and enable the audience to make notes during the presentation.  The presenter can write down his plan on the chalk board effectively. Tips for using chalk boards effectively  Improve your handwriting.  Write legibly and slowly  Do not talk to audience with your back to them.  Clean the chalkboard carefully.  Project yourself at a specific corner so that you do not cover the content on the chalkboard.  OVERHEAD TRANSPARENCIES  Overhead projectors are used for screening contents during presentation, Transparencies are used for presenting ideas with the help of overhead projector.  The projector has a heavy glass scene on which the film is placed. The image will be bright and enlarged.  Tips for using overhead projectors:  Use standard font size  Make larger print  Protect the transparencies for better handling  Don’t write on transparencies  Face the audience do not fix your eye on transparencies PowerPoint presentations  PowerPoint presentation tool is widely used visual aid during presentations.  According to one survey conducted by Microsoft every day 3 million presentations are prepared on power point slides.  Power point tools are easy to prepare, economical and transportable. You can use same ppt. again and again.  These tools require computers, screens, projectors. Tips for using PowerPoint presentations:  Learn the technique of preparing presentation using PowerPoint manual  Use acceptable fonts  Do not use too many animations/ movements  Avoid using comic sound effects  Do not write all the contents on slides  There should not be more than 6 words in each line and there should not be more than 6 points on each slide (6 x 6 rule)  Avoid using unnecessary slides, sounds, movies.  Edit and proof read your document before presentation.  Examine the presentation hall to use color/ to suit the room, background, etc.  Body language Following tips will help you to use body language effectively during your presentation:  Wear a formal dress and use simple accessories, take care of your personal hygiene.  Use facial expressions to exhibits your enthusiasm and interest, do not show your irritation or anger.  Make eye contact with all sections of the audience to observe their reactions and also to show your sincerity and interest.  Use well-timed gestures avoid monotonous gestures.  Stand tall and straight with shoulders upright, walk /move swiftly, avoid too many and monotonous movements.  Do not come very close to the audience; maintain a distance of at least 4-12 feet.  While using blackboard, raise your voice and look at the audience in between.  Avoid fiddling with key ring or tie while presenting.  Avoid looking outside even if there is some external noise. Try to concentrate on your ideas and audience. Modes of presentation/Nuances of Delivery  Extemporaneous  Manuscript  Impromptu  Memorization Extemporaneous Extemporaneous presentation is by far most popular and effective method when carefully prepared. In this method you must prepare the notes before and rehearse your presentation. Your presentation will sound quite spontaneous to the audience thorough presentation. Pre-Preparation is essential in this mode of delivery of presentation. Advantages  You can present the theme in the best possible structured way.  Through preparation on your part makes you feel secure.  The supporting material helps you to present your points clearly and also add weight to your presentation  Your delivery sounds natural and spontaneous to the audience as it allows you to establish a rapport with the audience through eye contact. Disadvantages  If preparation is inadequate, you can get lost and find yourself uncomfortable.  If you rely too much on note cards and start reading out from them instead of just consulting them for reference, then your speech will lose its spontaneity.  In manuscript presentation, material is written out and you are supposed to read it aloud. You are not supposed to memorize the speech and then Manuscript recollect it. It’s there in front of you to read. But you should be wise enough not to attempt to read a speech until you have become a proficient reader. For effective use of this method, you should have gone through the presentation several times till you become absolutely familiar with the text. Advantages  It is a permanent record of whatever you have to say  There is no chance to tamper with facts and figures.  The material is organized systematically. Keeping in mind step by step development of mail points.  Language can be polished because you can write and rewrite your material. Disadvantages  Since you are reading from the manuscript, you get less time for making proper eye contact, which is essential to feel the pulse of the audience.  Since you are reading to the audience, you cannot talk to them  In the absence of effective reading skills you fumble over words, lose your pace, and it can lead to loss of audience attention.  Impromptu (unprepared/ improvised) The impromptu mode as the word suggest is what you use when you have to deliver an informal speech without preparation. Advantages  You sound very natural because you do not get enough time to make any elaborate preparation.  You get a chance to express your thoughts irrespective of what other think or say about the topic.  You are spontaneous as you say what you feel. Disadvantages  The presentation lacks organization of ideas because of the shortage of time.  There is no supplementary material ( no data, no figures)  Chances of fumbling are very high.  There is frequent use of vocalized pauses.  The presentation may tern out to be a failure if you have inadequate proficiency in the language of use. Memorization  This method of presentation is most difficult for most of us. Usually you memorize only the main parts or key words.  This type of presentation stands somewhere between extemporaneous and manuscript.  Speech is written beforehand, then committed to memory, and finally delivered from memory. Advantages  It is very easy for such speakers to maintain eye contact with the audience throughout the presentation.  The speaker can easily move and make use of appropriate non-verbal communication to add extra value to the speech.  It is possible to finish the speech in allotted time. Disadvantages  Memorization requires too much of time.  There are chances of making dull and monotonous presentation because you go exactly by whatever you have memorized.  Even your memory skills can fail if you have not rehearsed adequately  No flexibility or adaptation is possible during the speech.  The speaker gets frustrated if he forgets a word, sentence, or a whole paragraph.  Among the 4 methods of presentation , extemporaneous is the best method because of it’s flexible nature and it’s effectiveness.  Body language and effective presentation  When a speaker presents himself, we see him before we start hearing him.  Immediately, we begin developing impressions of his ability and attitudes based on the non-verbal signals he sends.  This is why body language is so important in oral communication  General body language used in presentation  PERSONAL APPEARANCE: Personal appearance plays an important role in presentation. As people see you before they hear you. You should expect appearance to be a part of the message you communicate. Plan your appearance in such a way that it communicates effectively to others. Even before the speaker utters his first word.  Appearance communicates how we feel about ourselves and how we want to be viewed.  POSTURE: Posture generally refers to the way we hold ourselves when we stand, sit, or walk.  The way you sit , stand or walk revels lot about you.  Slumped posture:- Low sprits  Erect posture: High spirits, energy, and confidence.  Lean forward: open, honest, and interested.  Lean backward : Defensive or disinterested  Crossed arms: defensive and not ready to listen  Uncrossed arms: Willingness to listen. GESTURE:  Gesture is the movement made by hands, arms, shoulders, head and torso.  Gestures can add impact to your speech.  A well timed gesture not only drives a point but also enhances the impact and add greater value to what is being said.  Similarly an ungainly gesture can disturb the effectiveness of the message. FACIAL EXPRESSION:  Along with posture and gesture, facial expression also play an important role in your presentation.  The face is most expressive part of the body.  A smile stands for friendliness, a frown stands for discontent, raised eyebrow for disbelief.  You can use them in variety of ways to complement your communication.  EYE CONTACT:  The eyes are considered to be windows of the soul.  You look in the eye of the speaker to find out truthfulness of his speech, his intelligence, attitudes and feelings.  Eye contact is a direct and powerful form of non-verbal communication.  Looking directly at listener build rapport. Prolonging eye contact tell audience to pay attention.  Eye contact is specially important when you start the presentation. Importance of non verbal aspects in a Presentation  USING BODY LANGUAGE EFFECTIVELY:  FACIAL EXPRESSION:  PERSONAL APPEARANCE:  POSTURE:  GESTURE:  EYE CONTACT:  PERSONAL SPACE: 1.USING BODY LANGUAGE EFFECTIVELY:  Various aspects of body language, namely personal appearance, facial expressions, posture, gesture, eye contact, and personal space – all need to be used effectively during interview or Presentation. 2. FACIAL EXPRESSION: Your face is an excellent tool to communicate your interest, sincerity and enthusiasm about your attitude to the spectators. Be happy and sporting and answer the questions patiently. 3. PERSONAL APPEARANCE:  Take care of your attire, accessories, and personal hygiene.  Avoid gaudy colour, clunky jewellery, and excess perfume. 4. POSTURE: Do not stand leaning on the edge of the table and do not lean on the chair either. Stand straight posture in the beginning and after some time you can change the posture. Be natural. 5. GESTURE: Use small gestures while speaking as there will be little space between you and the spectators. Exhibit suitable gestures, such as nodding head, tilting head, shaking hands, etc. at appropriate times. 6. EYE CONTACT: Maintain eye contact with all members right from the time you meet them till you finish. Eye contact will also help you in getting feedback from time to time about how the panel receive your presentation, thereby enabling you to change your approach. 7. PERSONAL SPACE: As you will be standing just on the opposite side of the panel, the space between you and the panel will be very less Hence, do not bend too much or move around. Tips for giving effective presentation  Be clear with your purpose.  Know your audience.  Keep enough time for preparation.  Develop interest in the topic.  Collect adequate material.  Organize and make an outline with the main point and sub-points.  Structure your presentation into three parts: beginning, middle, and end.  Prepare the power point slides with care keeping in mind the one minute, one slide rule  Keep minimum animation  Prepare illustration.  Familiarize yourself with the venue and the available equipment.  Arrive early and check the arrangements.  See to it that your introduction goes smooth.  If necessary you sit and present in front of a small group.  Exhibit your enthusiasm.  Listen to questions carefully and answer them completely  Prepare illustration.  Familiarize yourself with the venue and the available equipment.  Arrive early and check the arrangements.  See to it that your introduction goes smooth.  If necessary you sit and present in front of a small group.  Exhibit your enthusiasm.  Listen to questions carefully and answer them completely