Communication Skills Presentation 4 - Presentations

7/25/2019 Communication Skills Presentation 4 - Presentations

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Communication Skills

Planning & Delivering anOral Report

Contemporary Business Reports, 5e 1February 15, 2014


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Learning Objectives

1. Plan an effective presentationby:

o Analyzing the context

o Selecting a suitable delivery style

and formality level

o Outlining the presentation

o Preparing visuals

o Preparing audience handouts



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Learning Objectives

2. Rehearse purposefully bylearning to manage:

o Your notes

o Symptoms of stage fright

o Vocal and verbal aspects

o

Nonverbal aspects of presentingo Backchannel



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Learning Objectives

3. Manage a question-and-answersession

4. Apply your presenting skills in a

team presentation

5. Conduct an online presentation

(webinar)



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PLANNING THE PRESENTATION

Writing a Report is NOT the Final Task

Contemporary Business Reports, 5e

5February 15, 2014


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February 15, 2014 Contemporary Business Reports, 5e

Audience

Analysis forPresentation

1. Ask thesequestions

2. Write your

answers

3. Read themoften as you

plan/prepare


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Select Delivery Style

Impromptu spontaneous, offthe cuff

Extemporaneous planned,

rehearsed, notes used

Scripted reading a paper

Memorized learned by rote Combination variety of styles



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Outline the Presentation

Opening that grabsaudience

attention

Preview statement that identifiestopics you will cover

Well-developed main points

February 15, 2014 Contemporary Business Reports, 5e 9


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Memorable languageo Involve the audience

o Refer to people, not abstract ideas

o Use noteworthy facts, figures, and

quotes

Clear transitions from one mainpoint to next

Ending that calls for action now



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1. Opening

2. Preview

3. Main points4. Memorable language

5. Clear transitions

6. Conclusion (ending)


Tell them whatyou will

tell them

Tell them!

Tell them what

you told them


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PREPARING & USINGPRESENTATION AIDS

Audiences Want to SeeInformation as Well as Hear It



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Guides for Using Presentation Aids


13

stand 6 inches

from mic


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14

keep visualssimple


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15

talk to audience,

not the aid


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hold handouts

until the end


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REHEARSING THE PRESENTATION

Time Your Talk as You Practice



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Manage Your Notes

Use large, legibleletters youcan see from delivery position

Write only key points on a few3x5 or 4x6 numberedcards or

one 5x8

In scripts, put signals for pause,stress, speed up, gesture, smile--



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Manage Stage Fright


Stress

Reduction

Techniques

Pause before you speak


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Manage Your Voice

February 15, 2014

Contemporary Business Reports, 5e

20

Inhalation

Phonation

Resonation


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Practice Breathing

1.Place hand on your diaphragm

(area between last rib and waist)

o

Inhale gently; area moves outwardo Exhale; diaphragm moves inward

2.Inhale deeply

o Can you count to 50+ in one breath?

o Talk fast but e-nun-ci-ate each word



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Practice Pitch

1. Drop head forward; rotate to left; then,backward; rotate to right Repeat

2. Yawn

3. Let soundflow forward; dont force it4. Say onein your lowest tone

o Move up scaletwo, three,fouruntil

you feel slight strain

o Move down scale as far as you can

without strain in voice Repeat



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Make Rich Sounds

1. Swallow; flare nostrils; silently sayo

2. Imagine your voice is round

3. Relaxlips and cheeks; keep teethcovered

4. Keep throat and resonating

cavities open as you practice



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Manage Nonverbal Aspects

Appearance

Posture

Gestures

FacialExpression



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Presentation Gestures: Possible

Cross-Cultural Meanings

Action

U.S. Use/

Meaning

Meaning in Another

Culture

Point with index

finger

? Rude(many places,

esp. Asian cultures)

Thumbs-up

? Obscene(Nigeria,

Austral., parts of

Mideast); no mean-

ing (Southeast Asia)Bent finger ? Obscene(Asian

cultures)



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Presentation Gestures: Possible

Cross-Cultural Meanings


Action

U.S. Use/

Meaning

Meaning in Another

Culture

Eye contact with

audience

? Disrespect(many

Afr., Asian, Lat. Amer.

countries)

Presenters lack of

eye contact

? Respect for

authority (many Afr.,

Asian, Lat. Amer.

cultures

Smiling ? Sadness(Jap.);

triteness(Korea);

thanks(Puerto Rico)


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A texting discussionstarted by audience members

with others in audience or outsiders

about a presentation/presenter

as the presenter speaks

Backchannel



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Use it to get input from peoplewho will attend your talk

Let users know up front that you

may read aloud what they write

Do not check it while presenting

Plan for a backchannel break Use the stream of comments to

assess your talk

Manage the Backchannel



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MANAGING QUESTION-ANSWERSESSIONS



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Q & A in

Informal Presentations

Remind audience of the topictalked about before the question

Solicit other questions to show

that you welcome questions

Summarize discussion to this

point Politely stop someone who tends

to take control of the sessionFebruary 15, 2014

Contemporary Business Reports, 5e 31


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Q & A in

Formal Presentations

Try to foresee questions youll get

Plant a question inthe audience

Ask a question if audience doesnt

Each time you take a question,

acknowledge it with a kind remark

Restate the question while lookingat person who asked it



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Q & A in


Face entire audience when you answer

Give direct answer; explain briefly

Ask questioner if s/he has more

When time is up, thank audience and

dismiss them

Dismiss them early if no more

questions



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Q & A in


What if you dont know answer?o Give partial answer; say where to

look for more information

o Ask if someone else can answer

o Offer to send answer within a few

days

but only if you mean it


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Presenting a Webinar


morevisuals

extra

practice


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Presenting a Webinar


watchthe time

shorter

pauses


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Documents

Communication Skills Presentation 4 - Presentations