DESIGNING & DELIVERING ORAL PRESENTATIONS ENG123 – TECHNICAL COMMUNICATION

IMPORTANCE of ORAL PRESENTATIONS – writing, speaking, listening  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 delivery  Preparing to Speak  Overcoming Anxiety  Handling Questions Responsively

Mastering the Art of Delivery Four Delivery Methods  Memorizing  Reading  Speaking from notes  Impromptu speaking

Preparing to Speak Know your material Rehearse the presentation Ensure 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 Nervousness 1. 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 questioner Respond appropriately Maintain control Survive the hot seat Encourage questions Conclude your presentation