Lecture Communication skill: Chapter 9 - Tracey Bretag, Joanna Crossman, Sarbari Bordia

On completion of this chapter students will know how to: identify the most appropriate presentation style use strategies to engage and interact with an audience, prepare effective slides, use knowledge about non-verbal factors to improve a presentation, appreciate the value of preparation, understand the importance of voice in presenting effectively.

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Chapter 9

Oral presentation skills

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Learning objectives

On completion of this chapter students will know how to:

• identify the most appropriate presentation style

• use strategies to engage and interact with an audience

• prepare effective slides

• use knowledge about non-verbal factors to improve a presentation

• appreciate the value of preparation

• understand the importance of voice in presenting effectively.

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important graduate quality.

• The good news is that effective public speaking can be learned!

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Overcoming fear

• Anxiety can be offset by:

– visualising a successful presentation – practising thoroughly

– ‘acting’ positive and confident, as an audience will ‘mirror’ your approach

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Activities 1 and 2

• Complete Activities 1 and 2 on p 194–195

of your textbook

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Preparing for a presentation

• Even short, informal speeches require preparation

• Never agree to do a presentation and then just turn up, hoping that the ideas will come

to you as you speak!

• Videoing a practice speech provides an opportunity to gain slightly more objectivity

by seeing yourself as others do

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Windschuttle & Elliott

• Windschuttle & Elliott (1999, p 356) suggest that preparation will be rewarded in several ways:

– Audiences appreciate well prepared speakers.

– Prepared speakers are more persuasive.

– Well prepared speakers are more likely to satisfy audience expectations.

– Prepared presenters gain confidence for next time

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Activities 3–5

• Complete Activities 3, 4 and 5 on pp 195–

198 of your textbook

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Group presentations

• Practice is even more important for group presentations Coordinating with a group of other speakers requires commitment and teamwork

• Decide which speakers will be responsible for which parts of the presentation and

convey this information to the audience

• Work out the sequence of speakers

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Group presentations (cont.)

• There should be a consistent style running through all the slides as this helps the

audience to follow your presentation

• Be very familiar with each other’s presentations In a business situation, if one person is absent the other speakers will

have to take responsibility for that part of the presentation

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• Coordinate your overheads or visuals

• Use the same font and background on slides

• If using an overhead projector, consider asking one group member to be responsible for changing overheads or clicking

PowerPoint slides

• Decide whether questions will be taken individually or by a spokesperson for the whole team

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• Plan for transitions from one speaker to another This can be achieved smoothly by using statements such as:

‘Building on Lisa’s comments …’

or

‘Angie has explained some of the challenges the project presents Now I would like to point out some possible ways of responding to them’

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• While one member is presenting ensure the audience see other team members

exhibiting interest in the presentation rather than scratching, chatting, stretching and

preparing their own part

• A group presentation should be coherent and seamless as though it had all been prepared by one individual

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Activity 6

• Complete Activity 6 on pp 198–199 of your textbook

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Different kinds of speeches

– the extemporaneous speech that is prepared

thoroughly but the speaker performs

‘spontaneously’, using only prompts/notes.

– the impromptu speech, which is a speech

delivered without preparation.

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Activity 7

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Different kinds of speeches

and presentations (cont.)

• Summers & Smith (2006, p 79) make a distinction between two types of speeches: those that inform and instruct, and those that persuade and convince

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Informing and instructing

• The following advice is useful in all presentations but particularly where the purpose is to inform

and instruct.

– Use simple, clear vocabulary.

– Avoid jargon and long, complicated explanations.

– A clear structure is especially important for this type of speech.

– Always support statements with research by providing the audience with a reference (e.g use phrases such as: ‘Wong’s 1999 study showed clearly that …’).

– Remember to give people time to read and think about any statistics or other more complex graphics that you show them

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Persuading and convincing

• The role of a persuading presentation is to influence the beliefs and attitudes of an

audience, perhaps with the intention of selling a product

• There are four techniques that a presenter can use to persuade an audience and gain their attention, especially early on in the

presentation

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(cont.)

1 Rhetorical questions

 Questions asked by the presenter that don’t

actually require a response from the audience (e.g ‘Doesn’t everyone hate advertising?’).

1 Quotations or surprising statistics

 ‘Business, you know, may bring money but

friendship hardly ever does.’ (Jane Austen/Mr

Knightly, Persuasion).

 Statistical information can also be very useful

for drawing attention to the importance of a topic

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 An anecdote is really about simply telling a story.

 The most effective anecdotes are those that make it clear what the real point of a story is.

 Speakers often draw on humour in relating anecdotes, but take care!

 Not all people find the same things funny Avoid offensive language and racist, sexist or religious jokes.

 Tolerance and respect should be the guiding principle concerning what is communicated and

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(cont.)

4 Personal testimony

 A persuasive speech draws on the emotions of the audience, perhaps by reminding them of their allegiances (e.g ‘All of us love shopping …’).

 It is still important to provide a logical and balanced argument based on research—even if it appeals to people’s feelings

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Activity 8

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Researching venue and

audience

• Arrive early to find out some information beforehand

• Find out what technology is available

• Always have a back-up plan in case one kind of technology fails (e.g PowerPoint in OHT form, a USB, CD-ROM)

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Finding out about the

audience

• How many people are expected?

• What is the seating arrangement? Is the seating flexible if you wish people to break into discussion groups?

• Where is the speaker expected to stand?

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Finding out about the

audience (cont.)

• Who will be in your audience?

– Occupation, age, gender, cultural background or special interests will all affect the reception you receive.

– Find out how the audience feels about the topic – Are they attending your presentation because they feel enthusiastic or depressed? Will their attendance be required or voluntary?

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Activity 9

• Complete Activity 9 on p 202 of your textbook

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Structure and presentation

• An oral presentation usually has an introduction, a body and a conclusion

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(cont.)

Body

• Make your main points in the body.

• Don’t try to give too much information but offer

to provide additional information after the presentation

• Each point is like a paragraph in an essay and will require a topic sentence

• Use transitional devices that include connecting words such as ‘in addition’, ‘furthermore’ or

phrases that refer forward and back in the text

to show the connection between ideas

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(cont.)

Conclusion

• Should take up 10 per cent of your speaking time.

• Summarise and re-emphasise the main points.

• ‘Signpost’ the fact that the presentation is almost over.

• Use suitable endings such as ‘in conclusion’, ‘to sum up’, ‘finally’, ‘as I have demonstrated’.

• Never finish a presentation by saying ‘that’s all

I have to say’ or ‘that’s it’ The only acceptable way to conclude your presentation is to say

‘thank you’

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Physical factors influencing a presentation

• Body language conveys a powerful message that is even more important than words

• To express confidence stand straight and pull your shoulders back a little

• Some movement is natural but avoid pacing

or swaying from side to side

• Do not fold your arms: it can look defensive

• Do not keep hands in pockets: it can seem furtive or too informal

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Physical factors influencing

• Many speakers say ‘ugh’ quite frequently

Locker (2006, p 481) suggests these sounds can be reduced with practice

• Smiling usually helps to develop a positive relationship between a presenter and the audience

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• Practise making eye contact with each member of the audience for a moment, but avoid focusing on one person for longer than

a second or two According to a study cited

by Locker (2006, p 479), eye contact with the audience creates an impression of being better informed, friendlier, more honest and more experienced

• Never stare at the back of the room or out the window!

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• Decisions about what to wear for a presentation depend on your audience and the situation (e.g formal presentations

require formal clothing)

• Taylor (2005, p 385) suggests dressing more formally than an audience because it helps you feel more confident and

professional

• Wearing long sleeves also projects authority and professionalism

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Interacting with your

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Activity 10

• Complete Activity 10 on p 205 of your textbook

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• Avoid embarrassing anyone when responding to a question

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Answering questions (cont.)

• Locker (2006, p 482) also cautions presenters against responding to individuals with comments such as ‘That’s a very good question’, since it suggests other questions were less useful

• Anticipate some questions beforehand in order to develop confidence and appear informed

• If an individual is rude, keep your cool and maintain a professional approach

Ultimately, someone else’s rudeness will

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Summary

• Practising helps you to keep within your time limit and contributes to a smooth, coherent presentation It will also reduce your anxiety

• Structure your presentation into an introduction, body and conclusion

• Use a variety of quality visuals to enhance audience interest

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– becoming familiar with each other’s work and how questions will be responded to

• There are different kinds of speeches Those that are read, those that are rehearsed and memorised, the extemporaneous speech and the impromptu speech The purpose of a

speech also varies

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Summary (cont.)

• Research the venue and the audience thoroughly

• Find ways to interact with the audience

• Stylistic devices can be used to influence an audience These include asking rhetorical questions, using quotes, sharing anecdotes and providing personal testimonies

• Pay attention to physical aspects of your presentation, such as posture, gestures, personal mannerisms, facial expressions, eye contact, clothing and voice

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