Transcript
Page 1: N5 Communication TVET Colleges Module 4 Presentation Communication

1Presentation Communicationp.70 (N5 students up to 4.10)

Did you know the greatest fears include …? • Fear of developing cancer• Fear of getting a heart disease• Fear of having to make public

speeches

Page 2: N5 Communication TVET Colleges Module 4 Presentation Communication

2 Why do you have master the art of presentation?

Sooner or later you would have to: Speak in public Addressing large

groups Welcome a new

employee Propose a toast Thank colleagues Present minutes

Page 3: N5 Communication TVET Colleges Module 4 Presentation Communication

3 A Good presentation depends on: A person’s self-esteem

The image and reputation of the organisation of whom the speaker is a representative.

Remember: the “self-fulfilling prophesy”? What you think will

happen, will happen.One gains faith EVERY

time you finish a speech successfully.

Practise, practise, practise

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4.1 The role of presentation communication in the

communication process

See p.71

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PRESENTATION COMM

Define it in terms of formal communication process Sender (Speaker) Message (specific purpose) Receivers (target audience) Feedback can be

Individually (questions) Collectively (applause) Direct (answering question) Indirect

(bored listener talking to his friend) Verbal, conscious and positive

Asking information Non-verbal, unconscious, neg

Bored yawn

Page 6: N5 Communication TVET Colleges Module 4 Presentation Communication

Sender: communication barriers

SENDER Verbal comm

Development of target audience Non-verbal comm

Personal appearance Posture (stance) Facial expressions Gestures Quality of his voice

COMM BARRIERS Can be any of they above

Presentation comm example of direct comm with

smaller or larger groups.

Speeches are the example of

communication with smaller groups

or more larger groups

That is Presentation Communication

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4.2 The purpose of speech-making

See p.71

• To interest or amuse• To inform or to teach• To stimulate or impress• To motivate• To coerce or persuade

Page 8: N5 Communication TVET Colleges Module 4 Presentation Communication

84.3 Factors to consider when preparing a speech (p73) The aim of the

speech Response from audience?

The audience Size, age, gender, culture

The occasion Dictate formality

The physical surroundings Geographical situation Quiet/Busy? Size of Hall

Page 9: N5 Communication TVET Colleges Module 4 Presentation Communication

Preparing content matter

1. The Introduction2. The body3. A logical presentation4. The conclusion

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Page 10: N5 Communication TVET Colleges Module 4 Presentation Communication

10 Content matter of a speech

1. Introduction Advertisement for rest of

speech Grab audience’s attention,

gain goodwill Indicate purpose & scope Ask questions, humour,

interesting quotation, descriptive anecdote

Joke should be relevant!

2. The body Researched thoroughly

Direct information Oral info Written info

Presented logically Chronological Ascending order of

importance Ascending order of

complexity Congeneric order

Page 11: N5 Communication TVET Colleges Module 4 Presentation Communication

11 Content matter of a speech

3. Conclusion

Summary of main points Return to purpose

indicated in introduction

Appropriate anecdote or quotation

Indication how facts can affect listeners

Suggestion regarding possible plan of action

Listen to Steve Jobs, the founder of Apple Inc. and analyse his speech.

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4.3 Coping with nervous tension

See p.74 - 77

1. General guidelines• Be yourself• Prepare adequately• Rehearse the speech• Dress appropriatelyAppearance must match the occasion

ComfortableAvoid excessive jewellery or brand new clothesDress one level smarter

2. Breathing exercises (p76)

3. Relaxation exercises (76)

Some causes of nervous tension include:• Lack of self-confidence• Speaker’s fear: lacking verbal skill

or knowledge to maintain the audience’s attention

• Speaker fearing he might not remember everything he wants to say

• Fear of recurrence of some past failure

Page 13: N5 Communication TVET Colleges Module 4 Presentation Communication

4.6 Non-verbal aspects which determine the success of a speech

See p.77 - 81

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1.APPEARANCE2.DEPORTMENT AND

POSITION AT DESK3.EYE CONTACT4.FACIAL EXPRESSION5.GESTURES6.RAPPORT WITH THE

AUDIENCE7.VOICE AND VOICE

CONTROL OR PROJECTION

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14 4.6.1 APPEARANCE (p.77) APPROPRIATE DRESS OUTFIT MUST MATCH OCCASION, AUDIENCE, TOPIC FORMAL: MORE CONSERVATIVE INFORMAL: ALWAYS BE NEAT NEAT APPEARANCE: SELF-RESPECT AND RESPECT FOR

AUDIENCE DRESS ONE LEVEL SMARTER THAN AUDIENCE

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154.6.2 Deportment –

position at desk Deportment: Way in which someone

carries themselves, indicative to self-confidence and shows attitude towards audience and topic to be discussed

Introduce: He should rise, pause, walk calmly to desk

Take a comfortable stance Distribute weight evenly on both feet Move weight between front and back

feet Avoid leaning on the desk, standing

abnormally stiff as poker or clinging to desk for dear life.

Have an upright but relax posture

Page 16: N5 Communication TVET Colleges Module 4 Presentation Communication

16 4.6 Non-verbal aspects4.6.3 EYE CONTACT Pause, run eyes

over audience and establish eye contact

Maintain throughout speech

Avoid looking over heads of audience

Avoid staring Get some

feedback

4.6.4 FACIAL EXPRESSION Facial expression reflect

attitude to message conveyed

Smile, grin, raised eyebrows, etc. (use it!)

Your expressions are sometimes imitated by audience

Words AND expressions = people remembering speech better …

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Page 18: N5 Communication TVET Colleges Module 4 Presentation Communication

18 4.6 Non-verbal aspects

4.6.5 Gestures Movements of part

of the body, especially the head, arms and hands

Used incorrectly they are irritating mannerisms

Used correctly they emphasise what you say. “Go away!”

4.6.6 Rapport with audience

Continuous eye-contact

Speak to audience as if speaking during a conversation between two people

Choose one or two individuals in audience to focus your attention on.

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194.6.7 Voice & voice control or

projection (p.79)

QUALITIES OF A GOOD VOICE Pitch (shrillness) Tempo (rate or speed) Pauses (effective

punctuation mark) Emphasis

Intonation Accent determine this

Volume (audible) Use for emphasis Adjust for size of hall

Tone (or quality) Intensity of emotion

reflected in your voice

• Voice is part of your personality

• It will reflect emotion, enthusiasm, attitude

• Impact determined by words

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4.7 Applicable language usageSee page 81 - 82

• Choice of words• Use relevant

terminology• Use of ambiguity,

repetition, tautology etc.• Clear and coherent ideas• Enthusiasm and liveliness• Audience-oriented

language

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4.8 Visual and other aids

See page 82 - 88

4.8.1 Designing the audio-visual programme

1. Size2. Simplicity3. Unity4. Emphasis5. Balance6. Visual elements• Line• Shape• Space• Colour• Texture

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4.8 Visual and other aidsSee page 85

4.8.2 Most commonly used media

1. Black (or chalk) and white boards

2. Flip charts3. Slides4. The overhead projector5. Using the microphone

Page 23: N5 Communication TVET Colleges Module 4 Presentation Communication

23 4.9 Occasional speeches (p.89)1. Introducing a colleague or a

guest speaker2. A welcoming speech3. A farewell speech4. A presentation speech5. The speech of acceptance6. The speech of thanks7. Making an announcement8. Proposing a toast9. The after-dinner speech

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24How to introduce a guest

speaker p.90 T-I-S FORMULA T: Title/Topic of the speaker/ What he will be talking about I: Importance of the speech that is going to be rendered S: Speaker applications for presentations

Rise, look at speaker, turn to chairperson and address him

Turn to audience and address them Inform the audience of speaker’s

qualifications/experience (you might read synopsis out of his CV)

Say something about the audience (helps with bridge-building)

State topic clearly and correctly Last words: “I would like to welcome – Mr Jones” Lead the applause Introduction not longer than 2 minutes Do not repeat the name of speaker over and over, he

might not recognise his cue to rise and start his speech.

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4.10 Actions to promote goodwill

See page 95 -103

1. Meetings2. Conversation3. The telephone• Guidelines for making tel.

calls• Guidelines for coping with

incoming calls4. Interviews• Before the interview• During the interview• After the interview

5. Dealing with clients and guests

Page 26: N5 Communication TVET Colleges Module 4 Presentation Communication

26 4.10.1 MEETINGS P.96CORRECT PROCEDURE

Beginning: “call meeting to order”.

Minutes: “stand approved as read”.

Direct the chair. “Mr. Chairman, Madam Chair”.

Motions: “I propose that” Vote: “those in favour of” Objections: “I rise to a

point of order”.

RULES OF CONDUCT

Cannot prevent someone from hearing/seeing speaker at a meeting

Do not chat, move around

No passing between speaker and person speaking

Notes should not be passed around

No knitting/sewing or playing games on phones

Page 27: N5 Communication TVET Colleges Module 4 Presentation Communication

27 4.10.2 CONVERSATIONS p.97

Think before you speak Be interested in others – do not only talk about yourself Listen attentively and give feedback; DO NOT remain passive Be tactful and sensitive to others; handle differences of

opinions diplomatically – do not argue! Keep your identity, but remain courteous, do not be dogmatic Change the topic subtly Do not discuss matters which may embarrass or hurt your

conversation partner Avoid insulting comments Avoid gossip Discuss items of current interest, such as news items – be well

informed on this Avoid changing the topic continually because you are not

listening

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28 4.10.3.1 The telephone p.98GUIDELINES FOR MAKING TELEPHONE CALLS Plan your call. Purpose? Feedback you

require? Information must be presented logically.

Relevant documentation must be close to hand.

Dial correct number and ask for correct extension.

Make sure you are talking to the right person.

Have pen and paper handy. Greet politely, identify yourself and your

firm. Indicate whom you want to talk to and

why. Leave is short message if you find an

answering machine on the other side of the line.

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29 4.10.3.2 the telephoneGUIDELINES FOR COPING WITH INCOMING CALLS

Answer telephone immediately. Must not ring more than 4x.

Greet politely; identify yourself and your company. Determine whom you are talking to; from which

organisation; whom the caller wants to talk to and why. If the line is engaged: Inquire whether the caller would

prefer to hold, to call later or to have his call returned. If the caller prefers the last option mentioned above: Take

a message and a telephone number. Repeat numbers, figures and amounts. Make sure that his call does get returned.

If the caller prefers to hold: Keep him informed in intervals of 15-20 seconds regarding availability of person. Inquire regularly whether he would still prefer to hold.

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