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ENG123 – TECHNICAL COMMUNICATION

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ENG123 – TECHNICAL COMMUNICATION. DESIGNING & DELIVERING ORAL PRESENTATIONS. IMPORTANCE of ORAL PRESENTATIONS . Communicating in business requires skills in three areas – writing, speaking, and listening . Oral presentations involve all of your communication skills - PowerPoint PPT Presentation

Text of ENG123 – TECHNICAL COMMUNICATION

ENG123 TECHNICAL COMMUNICATION

DESIGNING & DELIVERING ORAL PRESENTATIONSENG123 TECHNICAL COMMUNICATIONIMPORTANCE 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 PRESENTATIONSThere are four basic types of presentations:Impromptu PresentationsExtemporaneous PresentationsScripted PresentationsMemorized PresentationsTHE ROLE of ORAL PRESENTATIONSAn oral presentation permits a dialogue between the speaker and the audience. Types of Audiences:Clients & customersColleagues in your organizationFellow professionals at technical conferencesThe publicThe Three-Step Process for Developing Oral PresentationsSTEP 1: PLANNING YOUR PRESENTATIONSTEP 2: WRITING YOUR PRESENTATIONSTEP 3: COMPLETING YOUR PRESENTATIONSTEP 1: PALNNING YOUR PRESENTATIONAnalyze 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 PresentationsDetermine audience size & compositionPredict the audiences probable reactionGauge the audiences experience

STEP 1: PLANNING YOUR PRESENTATION (contd)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 PRESENTATIONAdapting 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:The organization of your presentation is clear.Your presentation holds the audiences attention.Holding Your Audiences Attention Relate your subject to your audiences needs.Anticipate your audiences 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 CloseThe close of a presentation is critical for two reasons: Audience attention tends to peak at this point.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 PRESENTATIONRevise 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 ResponsivelyMastering the Art of DeliveryFour Delivery MethodsMemorizing

Reading

Speaking from notes

Impromptu speakingPreparing to SpeakKnow your materialRehearse the presentationEnsure that your location is readyEnsure that all materials and equipment are in placeFamiliarize yourself with the facilities and the equipment

Overcoming AnxietyThree facts about NervousnessYou are much more aware of your nervousness than the audience is.Nervousness gives you energy and enthusiasm.After a few minutes, your nervousness will pass.Overcoming AnxietyWays 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 youVisualize your successBe 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 Dont panic Concentrate on your message and your audience, not on yourself Keep goingOvercoming AnxietyBeginning the PresentationWalk slowly to the lecternArrange your text, outline, or note cards before youIf water is available, take a sipFace your audience, adjust the microphone and other equipment as needed

Overcoming AnxietyBeginning the Presentation (contd)Survey the room for a few secondsFind a friendly face, make eye contact and smileBegin with a greeting and address officers/dignitaries presentIf you have not been introduced, introduce yourself

Using Your Voice EffectivelyInexperienced speakers often have problems with five aspects of vocalizing.Volume SpeedPitchArticulationNonfluencies

Using Your Body EffectivelyEffective speakers use their body language to help listeners follow the presentation.GuidelinesMaintain eye contactUse natural gesturesDont block the audiences view of the screenControl the audiences attentionHandling Questions ResponsivelyAnticipate likely questions and think through your answersFocus on the questionerRespond appropriatelyMaintain controlSurvive the hot seatEncourage questionsConclude your presentation

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