N5 Communication TVET Colleges Module 4 Presentation Communication

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<p>Presentation Communication</p> <p>Presentation Communicationp.70 (N5 students up to 4.10)1Did you know the greatest fears include ? Fear of developing cancerFear of getting a heart diseaseFear of having to make public speeches</p> <p>Why do you have master the art of presentation?Sooner or later you would have to:Speak in publicAddressing large groupsWelcome a new employeePropose a toastThank colleaguesPresent minutes</p> <p>2</p> <p>A Good presentation depends on:A persons self-esteemThe 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.</p> <p>Practise, practise, practise3</p> <p>4.1 The role of presentation communication in the communication processSee p.714</p> <p>PRESENTATION COMM</p> <p>Define it in terms of formal communication process Sender (Speaker) Message (specific purpose) Receivers (target audience) Feedback can beIndividually (questions)Collectively (applause)Direct (answering question)Indirect (bored listener talking to his friend)Verbal, conscious and positiveAsking informationNon-verbal, unconscious, negBored yawn5</p> <p>Sender: communication barriersSENDER Verbal commDevelopment of target audienceNon-verbal commPersonal appearancePosture (stance)Facial expressionsGesturesQuality of his voiceCOMM BARRIERSCan be any of they above</p> <p>Presentation comm example of direct comm with smaller or larger groups.Speeches are the example of communication with smaller groups or more larger groupsThat is Presentation Communication6</p> <p>4.2 The purpose of speech-makingSee p.717To interest or amuseTo inform or to teachTo stimulate or impressTo motivateTo coerce or persuade</p> <p>4.3 Factors to consider when preparing a speech (p73)The aim of the speechResponse from audience?The audienceSize, age, gender, cultureThe occasionDictate formalityThe physical surroundingsGeographical situationQuiet/Busy?Size of Hall8</p> <p>Preparing content matter</p> <p>The IntroductionThe bodyA logical presentationThe conclusion</p> <p>9</p> <p>Content matter of a speech1. IntroductionAdvertisement for rest of speechGrab audiences attention, gain goodwillIndicate purpose &amp; scopeAsk questions, humour, interesting quotation, descriptive anecdoteJoke should be relevant!2. The bodyResearched thoroughlyDirect informationOral infoWritten infoPresented logicallyChronologicalAscending order of importanceAscending order of complexityCongeneric order10</p> <p>Content matter of a speech3. ConclusionSummary of main pointsReturn to purpose indicated in introductionAppropriate anecdote or quotationIndication how facts can affect listenersSuggestion regarding possible plan of actionListen to Steve Jobs, the founder of Apple Inc. and analyse his speech. 11</p> <p>4.3 Coping with nervous tensionSee p.74 - 7712General guidelinesBe yourselfPrepare adequatelyRehearse the speechDress appropriatelyAppearance must match the occasionComfortableAvoid excessive jewellery or brand new clothesDress one level smarterBreathing exercises (p76)Relaxation exercises (76)</p> <p>Some causes of nervous tension include:Lack of self-confidenceSpeakers fear: lacking verbal skill or knowledge to maintain the audiences attentionSpeaker fearing he might not remember everything he wants to sayFear of recurrence of some past failure</p> <p>4.6 Non-verbal aspects which determine the success of a speechSee p.77 - 8113APPEARANCEDEPORTMENT AND POSITION AT DESKEYE CONTACTFACIAL EXPRESSIONGESTURESRAPPORT WITH THE AUDIENCEVOICE AND VOICE CONTROL OR PROJECTION</p> <p>4.6.1 APPEARANCE (p.77)APPROPRIATE DRESSOUTFIT MUST MATCH OCCASION, AUDIENCE, TOPICFORMAL: MORE CONSERVATIVEINFORMAL: ALWAYS BE NEATNEAT APPEARANCE: SELF-RESPECT AND RESPECT FOR AUDIENCEDRESS ONE LEVEL SMARTER THAN AUDIENCE14</p> <p>4.6.2 Deportment position at deskDeportment: Way in which someone carries themselves, indicative to self-confidence and shows attitude towards audience and topic to be discussedIntroduce: He should rise, pause, walk calmly to deskTake a comfortable stanceDistribute weight evenly on both feetMove weight between front and back feetAvoid leaning on the desk, standing abnormally stiff as poker or clinging to desk for dear life.Have an upright but relax posture15</p> <p>4.6 Non-verbal aspects4.6.3 EYE CONTACTPause, run eyes over audience and establish eye contactMaintain throughout speechAvoid looking over heads of audienceAvoid staringGet some feedback4.6.4 FACIAL EXPRESSIONFacial expression reflect attitude to message conveyedSmile, grin, raised eyebrows, etc. (use it!)Your expressions are sometimes imitated by audienceWords AND expressions = people remembering speech better 16</p> <p>17</p> <p>4.6 Non-verbal aspects4.6.5 GesturesMovements of part of the body, especially the head, arms and handsUsed incorrectly they are irritating mannerismsUsed correctly they emphasise what you say. Go away!4.6.6 Rapport with audienceContinuous eye-contactSpeak to audience as if speaking during a conversation between two peopleChoose one or two individuals in audience to focus your attention on.18</p> <p>4.6.7 Voice &amp; voice control or projection (p.79)QUALITIES OF A GOOD VOICEPitch (shrillness)Tempo (rate or speed)Pauses (effective punctuation mark)EmphasisIntonationAccent determine this</p> <p>Volume (audible)Use for emphasisAdjust for size of hallTone (or quality)Intensity of emotion reflected in your voice19</p> <p>Voice is part of your personalityIt will reflect emotion, enthusiasm, attitudeImpact determined by words</p> <p>4.7 Applicable language usageSee page 81 - 8220Choice of wordsUse relevant terminologyUse of ambiguity, repetition, tautology etc.Clear and coherent ideasEnthusiasm and livelinessAudience-oriented language</p> <p>4.8 Visual and other aidsSee page 82 - 88214.8.1 Designing the audio-visual programmeSizeSimplicityUnityEmphasisBalanceVisual elementsLineShapeSpaceColourTexture</p> <p>4.8 Visual and other aidsSee page 85224.8.2 Most commonly used mediaBlack (or chalk) and white boardsFlip chartsSlidesThe overhead projectorUsing the microphone</p> <p>4.9 Occasional speeches (p.89)Introducing a colleague or a guest speakerA welcoming speechA farewell speechA presentation speechThe speech of acceptanceThe speech of thanksMaking an announcementProposing a toastThe after-dinner speech23</p> <p>How to introduce a guest speaker p.90T-I-S FORMULAT: Title/Topic of the speaker/ What he will be talking aboutI: Importance of the speech that is going to be renderedS: Speaker applications for presentationsRise, look at speaker, turn to chairperson and address himTurn to audience and address themInform the audience of speakers qualifications/experience (you might read synopsis out of his CV)Say something about the audience (helps with bridge-building)State topic clearly and correctlyLast words: I would like to welcome Mr JonesLead the applauseIntroduction not longer than 2 minutesDo not repeat the name of speaker over and over, he might not recognise his cue to rise and start his speech.24</p> <p>4.10 Actions to promote goodwillSee page 95 -10325MeetingsConversationThe telephoneGuidelines for making tel. callsGuidelines for coping with incoming callsInterviewsBefore the interviewDuring the interviewAfter the interviewDealing with clients and guests</p> <p>4.10.1 MEETINGS P.96CORRECT PROCEDUREBeginning: call meeting to order.Minutes: stand approved as read.Direct the chair. Mr. Chairman, Madam Chair.Motions: I propose thatVote: those in favour ofObjections: I rise to a point of order.RULES OF CONDUCTCannot prevent someone from hearing/seeing speaker at a meetingDo not chat, move aroundNo passing between speaker and person speakingNotes should not be passed aroundNo knitting/sewing or playing games on phones26</p> <p>4.10.2 CONVERSATIONS p.97Think before you speakBe interested in others do not only talk about yourselfListen attentively and give feedback; DO NOT remain passiveBe tactful and sensitive to others; handle differences of opinions diplomatically do not argue!Keep your identity, but remain courteous, do not be dogmaticChange the topic subtlyDo not discuss matters which may embarrass or hurt your conversation partnerAvoid insulting commentsAvoid gossipDiscuss items of current interest, such as news items be well informed on thisAvoid changing the topic continually because you are not listening</p> <p>27</p> <p> The telephone p.98GUIDELINES FOR MAKING TELEPHONE CALLSPlan 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.28</p> <p> the telephoneGUIDELINES FOR COPING WITH INCOMING CALLSAnswer 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.29</p> <p>30</p>