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LESSON 4 / Lecture 8

Making oral presentations

The material of your presentation should be concise, to the point and tell an interesting

story. In addition to the obvious things like content and visual aids, the following are justas important as the audience will be subconsciously taking them in:

Your voice - how you say it is as important as whatyou say

Body language - a subject in its own right and something about which much has

been written and said. In essence, your body movements express what yourattitudes and thoughts really are.

Appearance - first impressions influence the audience's attitudes to you. Dress

appropriately for the occasion.

As with most personal skills oral communication cannot be taught. Instructors can

only point the way. So as always,practice is essential, both to improve your skillsgenerally and also to make the best of each individual presentation you make.

Preparation

Prepare the structure of the talk carefully and logically, just as you would

for a written report. What are:

The objectives of the talk?

The main points you want to make?

Make a list of these two things as your starting pointWrite out the presentation in rough, just like a first draft of a written

report. Review the draft. You will find things that are irrelevant orsuperfluous - delete them. Check the story is consistent and flows

smoothly. If there are things you cannot easily express, possibly because

of doubt about your understanding, it is better to leave them unsaid.

Never read from a script. It is also unwise to have the talk written out indetail as a prompt sheet - the chances are you will not locate the thing you

want to say amongst all the other text. You should know most of what you

want to say - if you don't then you should not be giving the talk! Soprepare cue cards which have key words and phrases (and possibly

sketches) on them. Postcards are ideal for this. Don't forget to numberthe cards in case you drop them.Remember to mark on your cards the visual aids that go with them so that

the right OHP or slide is shown at the right time

Rehearse your presentation - to yourself at first and then in front of somecolleagues. The initial rehearsal should consider how the words and the sequence

of visual aids go together. How will you make effective use of your visual aids?

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Making the presentation

Greet the audience (for example, 'Good morning, ladies and gentlemen'),

and tell them who you are. Good presentations then follow this formula:

Tell the audience what you are going to tell them, Then tell them,

At the end tell them what you have told them.

Keep to the time allowed. If you can, keep it short. It's better to under-run

than over-run. As a rule of thumb, allow 2 minutes for each general

overhead transparency or PowerPoint slide you use, but longer for any that

you want to use for developing specific points. 35mm slides are generally

used more sparingly and stay on the screen longer. However, the audiencewill get bored with something on the screen for more than 5 minutes,

especially if you are not actively talking about it. So switch the display

off, or replace the slide with some form of 'wallpaper' such as a companylogo.

Stick to the plan for the presentation, don't be tempted to digress - you will

eat up time and could end up in a dead-end with no escape!

Unless explicitly told not to, leave time for discussion - 5 minutes issufficient to allow clarification of points. The session chairman may

extend this if the questioning becomes interesting.

At the end of your presentation ask if there are any questions - avoid beingterse when you do this as the audience may find it intimidating (ie it may

come across as any questions? - if there are, it shows you were not payingattention). If questions are slow in coming, you can start things off by

asking a question of the audience - so have one prepared.Delivery

Speak clearly. Don't shout or whisper - judge the acoustics of the room.

Don't rush, or talk deliberately slowly. Be natural - although not

conversational

Deliberately pause at key points - this has the effect of emphasizing the

importance of a particular point you are making.

Avoid jokes - always disastrous unless you are a natural expert

To make the presentation interesting, change your delivery, but not to

obviously, eg:

Speed

Pitch of voice

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Use your hands to emphasize points but don't indulge in to much hand

waving. People can, over time, develop irritating habits. Ask colleagues

occasionally what they think of your style.Look at the audience as much as possible, but don't fix on an individual -

it can be intimidating. Pitch your presentation towards the back of the

audience, especially in larger rooms.Don't face the display screen behind you and talk to it. Other annoying

habits include:

Standing in a position where you obscure the screen. In

fact, positively check for anyone in the audience who may bedisadvantaged and try to accommodate them.

Muttering over a transparency on the OHP projector plate

an not realizing that you are blocking the projection of the image.It is preferable to point to the screen than the foil on the OHP

(apart from the fact that you will probably dazzle yourself with the

brightness of the projector)

Avoid moving about too much. Pacing up and down can unnerve theaudience, although some animation is desirable.

Keep an eye on the audience's body language. Know when to stop and

also when to cut out a piece of the presentation.

Visual Aids

Visual aids significantly improve the interest of a presentation. However,

they must be relevant to what you want to say. A careless design or use of

a slide can simply get in the way of the presentation. What you use

depends on the type of talk you are giving. Here are some possibilities:

Overhead projection transparencies (OHPs)

35mm slides

Computer projection (PowerPoint, applications such asExcel, etc)

Video, and film

Real objects - either handled from the speaker's bench orpassed around

Flipchart or blackboard - possibly used as a 'scratch-pad' to

expand on a point

Keep it simple though - a complex set of hardware can result inconfusion for speaker and audience. Make sure you know in advance how

to operate equipment and also when you want particular displays to

appear. Sometimes a technician will operate the equipment. Arrange

beforehand what is to happen and when and what signals you will use.Edit your slides as carefully as your talk - if a slide is superfluous then

leave it out. If you need to use a slide twice, duplicate it,

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Begin with a slow, well-prepared introduction; have a confident and clear

conclusion

Most important: be prepared and practice

The problem of poor communication is complex and cannot be solved by a single book, a

course, and certainly not by this short guide. We will point out the critical elements andquestions to think about. The approach presented here is predicated on the notion that

there is a speechmaking process that involves a few basic steps and within each areparticular strategic decisions.

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Presentation- Writing Methods

This site outlines the unique presentation writing method known as 'Why? How? Prove

It!'This method of writing presentations and speeches was developed by Graham Jones, a

leading British public speaker and trainer in presentation skills. The method ensures you

can:

Write a presentation quickly

Write a presentation that makes your material accessible to the audience

Write a presentation that is easy to remember

If you use Why? How? Prove It! in your work you will be amazed at how quickly you

can put together great presentations that will be easy to say and easy to remember.

the first step is developing a KEY MESSAGE

Key message

Your presentation MUST have a key message. Leave your audience in absolutely no

doubt what you came to tell them. Don't lead them up to your messages - they won't staythe course. Hit them between the eyes with your message right up front. You should

provide your key message within the first 15 seconds of starting your talk. Research

shows that if you don't do this you risk losing the attention of your audience.Writing your key message should be the most time consuming and difficult part of

preparing your talk. Indeed, if you do not spend enough time on thinking through your

key message you may well be wasting your time - and that of your audience - when youcome to give your presentation. Poorly prepared key messages are frequently the problemthat lies behind badly written talks and speeches.

Your key message should contain:

The main action or change in behaviour you want your audience to take as a result

of listening to you Reference to the audience

Reference to an example that you'll elaborate on

Example: A good key message might be:

Since you are all marketing managers, I'm convinced that by the end

of this morning's talk you'll be absolutely determined to use our new

marketing software that allows you to gain access to research reports

in a flash. In fact I'm sure you'll be so impressed you'll be wanting a

copy in the next 30 minutes.

As you can see this message says:

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WHO it is for - marketing managers

WHAT they will do - use the new software

WHY they will do it - to gain access to research

WHEN they will do it - in the next 30 minutes

This message is also just 55 words long, which means you can say it in 18 seconds.Indeed, if no one wishes to listen to you after those opening 20 seconds they will still

have understood what you have come to tell them. The remainder of your talk would justbe the detail - but your message will have hit home without it.

Having said that, a good key message with a 'call to action' like the example (you'll bewanting a copy in the next 30 minutes) means that your audience will be hungry for more,so they will carry on listening.

To make sure they have got the message, though, make sure you repeat it right at the end

of your talk. This helps ensure the late arrivals also know what your message was. The next step is answering the audience's inevitable question as to WHY? they

should take up your call to action.

Why?

Having provided your audience with your key message they will inevitably be asking

themselves:

'Why should I do that?' or 'Why should I think that?' or 'Why should

that be the case?'

In any event, all the questions that follow from an action-oriented key message are of the

'why?' kind. That means if the next stage of your presentation sets about answering these

questions your talk is following what the audience perceives as its route through thematerial. The result is that you have them on your side immediately.

Many presenters prepare material that is only logical if you already know the subject orthe information that is being presented. But few audiences will know. Hence they become

quickly lost and have to work hard to pick their way through the information. Research

shows that audiences that have to commit the least mental effort are the ones most

likely to accept the material they are given. In other words, if you follow your ownlogic you are making it much less likely that your material will be accepted or acted upon

by the audience.

If your talk follows the audience logic by immediately answering the 'why' stylequestions you will be providing just what the listeners want, mentally. As a result, you

will make your materialMUCH MORE LIKELY

to be accepted and acted upon.

Having constructed your key message you simply have to think of all the reasons whyyour audience should accept what you are saying or act upon your material. These

reasons and the detail behind them will form the first main section of your presentation

In our example, the presentation may go on to consider:

That marketing managers can't do their job without market research

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That software makes accessing research easier

That there is no suitable program that works quickly enough for

marketing managers

the next step is showing HOW your message can be acted upon.

How?

So, your audience now knows what you expect them to do and why they should do it.

Now you need to answer their next inevitable question - how are they going to achieve

what you suggest?In this section of your talk you need to provide some explanation of how your audience

can take the action you suggest or how they might go about changing their minds on a

situation.

However, this is the least important part of your presentation. You are merely giving

ideas at this stage. Once people have bought into your idea by understanding why yourkey message is important, the 'how?' they might do what you suggest is nice to know, but

not need to know material. Hence, the 'how?' may only be a couple of sentences ofsuggestions, nothing very detailed.

Having said that, 'how' is an important part of the presentation as it necessarily followsthe logical set of questions being asked subconsciously by the audience. Hence toleave it out disturbs the natural logic in the audience's mind and you lose support,

reducing your influence.

But don't waste too much breath on it. Your audience simply needs to check that 'how?

has been answered. Quite how they achieve tour desires will be up to them after yourpresentation - you are just providing some guidance.

In our example, the 'how?' section might consider:

Obtaining a copy from the sales team

Downloading a copy form the Internet

the next step is showing that you can PROVE IT.

Prove It!

So, you've told your audience what you expect them to do, why they should do it and how they can get on

with things. But even though you may have got your message across, you haven't really underlined it as

yet. You need to provide evidence for your assertions - prove what you have said is beyond dispute. The

'prove it' section of your talk is the most important part you need to write, after the key message. So spend

lots of time in planning this.You can prove your key message in several ways, but the main evidence will come from:

Personal examples

Case studies

Statistics

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Individual, personal examples are immensely powerful - especially if you tell them as stories. Case

studies are in depth examples and can be useful, but they are more difficult to tell as stories. Statistics are

useful to help prove a point, but they do not carry as much weight as examples and case histories. That's

because people know that you can massage the statistics in your favour, so they put less trust in them.

In our example the 'prove it' section may go on to consider:

The story about the marketing manager you met at a conference who said theprogram had enabled much greater control of marketing programmes

The case study of the company which used the software and achieved a much

happier marketing team as a result

The figures from several companies that showed marketing efforts were 30% more

successful when the software was used

So now you know the three steps to a successful presentation, all you have to do is put them together inUSING WHPI.

Using WHPI

There are several advantages to the Why? How? Prove It! method:

1. Your talk starts and ends with a key message, leaving your audience in no doubt as to what yousaid - you've grabbed their attention

2. Writing your talk is easy as you only have to provide a few details and then add some examples

to prove your point3. Remembering your talk is easy as it is constructed logically -plus if you forget where you arejust reflect on what you have said and work out which is the next phase in the sequence.

4. Your talk follows the apparent logic of the audience making it much more influential andpersuasive

Annoying habits include:

Standing in a position where you obscure the screen. In fact, positively check

for anyone in the audience who may be at a disadvantage and try to

accommodate them.

Muttering over a transparency on the OHP projector plate and not realizingthat you are blocking the projection of the image. It is preferable to point to

the screen than the foil on the OHP (apart from the fact that you will probably

dazzle yourself with the brightness of the projector)

Avoid moving about too much. Pacing up and down can unnerve the

audience, although some animation is desirable.

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Presentation notes

Date Venue

Size of audience Size of room

Type of audience Room layout

Time allocated Facilities

required

Title of Presentation

Key Message

Why is the key message important to the audience?

How can the audience use the key message?

What benefits can the audience receive from the key message?

What factual evidence supports the key message?

What examples prove the key message?

Likely questions that the audience may ask

Steps in Planning and Preparing an Effective Oral Presentation

1. Select and limit the subject

It may seem an obvious thing to do, but before you

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start writing your presentation you must determine

what precisely your topic will be or what aspect of a

topic you plan to address. Once this is clear youcan commence writing.

Occasionally you will find that your topic, asdetermined, is actually too large or complex for the

time available and you may have to go back and

review the specific topic you wish to address.

2. Determine the overall purpose

There are many reasons for giving a presentation

including:o To inform

o To educate

o To entertain

o

To inspireo To convince

An entertaining speech is constructed and deliveredquite differently from an informative speech. Once

you know the purpose of your presentation you can

determine the structure, topics and method ofdelivery that will best achieve your purpose.

3. Analyze the audience and the situation.

Every audience is different and in order to ensuresuccess you should always consider what your

potential audience will be like and what their

expectations will be. Failure to address the needsand level of interest and understanding of an

audience can be deadly to a speaker.

If you do not have personal knowledge of thepotential audience try to contact someone who can

give you some idea as to the nature, attitudes and

expectations of your potential audience.

4. Organize the three parts of the presentation

(opening, body, and conclusion)

5. Practice it before you deliver it (several

times if possible).

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Presentations With Punch -

When Words Don't Say it All

Public speaking is more than the mere utterance of words. A speech can includevisuals or a demonstration. You can emphasize your words by using drama or

humor. In fact, there are probably as many ways to enhance your talks or tounderscore your message, as there are speech topics.

When you give a speech, do you sometimes experiment with new presentationstyles or do you tend to stay within your comfort zone and use the same tried and

true methods? Have you ever considered using an overhead projector instead of

posters to illustrate your talks? Have you been thinking about incorporating slides

into your presentation? Have you seen clever techniques you'd like to try, but youaren't sure how to get started? Read on. Here, we've listed ten highly effective

presentation tools and styles with tips for how to use them:

Flip Chart

Marker Boards

Overhead Projectors

Slides

Videos

Demonstrations

Audience Participation

Props and Displays

Storytelling

Drama, Humor or Music

Flip Chart

Advantages: A flip chart is useful for displaying graphs and emphasizingdetails when speaking to a small group. Using a flip chart is like having a

giant cheat sheet outlining the sequence and the vital points of yourspeech. Lana Antione, CTM in the Ocean View Toastmasters Club in

Ventura, CA, particularly likes using a flip chart because, "Unlike when

using a poster or white board, you can flip back if you need to."How to use: Prepare your written material and graphs in advance of your

talk. The Toastmaster Communication and Leadership Program manual

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suggests adding half inch of height to your letters for every ten feet of

distance to the farthest audience member. As an example, if you'll be

standing forty feet distance from the back row, the wording on your flipchart should be two inches high. Guard against marker bleed-through by

using every second or third page on the flip chart.

Marker Board

Advantages: With a marker board (or white board), you can write andwipe as you go.How to use: Antione often uses marker boards in her presentations and

offers these tips, "Use different colored markers to create interest andfollow the rule of threes. Group ideas and items in threes because most

people can easily remember three things."

Avoid spending great amounts of time writing and wiping as, while doing

so, your back is to the audience. The most effective use of a marker boardis to quickly draw simple diagrams or to write just one or two words at atime.

Overhead Projector

Advantages: An overhead projects transparencies, which you have created

onto a screen large enough to be seen from a greater distance than most

marker boards or flip charts.

How to use: If you have a computer and a laser printer, you have the

capability to create your own transparencies. According to Antione, "Youcan scan your picture or chart into your computer and print it out on a

transparency." You can also trace diagrams, write or draw on the

transparency material with colored markers, for example, or have a full-

service print shop such as Kinkos, prepare your transparencies for you.One gentleman I spoke with regarding presentation styles said the

overhead projector was his least favorite presentation type. He offers this

explanation: "It's too impersonal because the lights are off and all you cansee is what's being produced mechanically."

Slide ShowsAdvantages: The slide show is a perfect way to take an audience on a trip

to a far away land, to share your collection of native artifacts or tointroduce people to local wild flowers, for example. Pat Clark Doerner, a

commissioner on the Ojai Historic Preservation Commission in Ojai, CA,

frequently presents slide shows depicting Irish history which she ties intothe arrival of Irish immigrants to the U.S. and her own family history.

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How to use: First, start a collection of slides. Clark Doerner suggests,

"Keep your eyes open all the time for illustrations, clip art, pictures and

materials that represent your topic or your era." Either photograph thesematerials yourself or hire a professional photographer to reproduces them

into slides. Purchase, build or borrow a slide sorter (a box with a light

inside and a glass top.) Number and label each slide on either the front orthe back so that you will load them into the slide tray facing in the right

direction. Organize the slides in the tray to coincide with the appropriate

statements in your talk.

Additional tips for using these mechanical means:

Visit or call the hall a week or so before your scheduled

presentation and have your checklist ready.

Find out what equipment is available and what you'll

need to supply.

Carry with you a 25 - 30 foot extension cord with an

outlet adapter, an extension cord for the controls on theprojector and an extra bulb for the projector.

Do a quick run-through at home before the event to

make sure everything works and arrive at the presentationhall so that you can set up about thirty minutes early. If a

problem arises, there's more likelihood that it can beremedied in twenty minutes than in five.

Video Presentations

Advantages: Because video cameras and recorders are commonplace and

watching television is a favorite pastime, this is often a good medium to

use in a presentation.

How to use: I once saw a Toastmaster member give a video presentation

involving his career as a television commercial producer. His presentationwas effective and entertaining because he was well prepared, the video

was properly cued and the television was working. His technique was

unique in that he'd run a commercial, stop and give a commentary aboutthe difficulties they encountered in producing that commercial or share a

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secret about how they achieved a particular effect and then he would run

the commercial again so we could view it with greater insight.

Demonstrations

Advantages: The demonstration offers more than just a visual connectionto the topic, by this method, you can also teach and inform.How to:

Go slow.

Be precise.

Clearly describe each step of the process as you

demonstrate it.

Demonstrate how to operate, repair, clean, polish, build orcreate something, for example. I once demonstrated how to

start an African violet plant from a leaf at a Toastmaster

club meeting.

Audience participation

Advantages: Most audiences enjoy becoming involved in presentations,particularly if they've been sitting for a long while. Involvement often

promotes a greater degree of learning and understanding.

How to: Involve the audience in helping to solve a puzzle, ask them toshare some of their experiences in an effort to make a point or teach them

a craft or a skill, for example. I once taught a line dance routine at a

Toastmaster meeting. Involve the audience by opening the meeting toquestions.

One former Toastmaster and CTM recently gave an entire presentation

using questions and answers. She knew the points she wanted to make but,

instead of presenting them lecture style, she invited questions and usedthem as launching pads to making her points. She found it effective

because she was presenting her material while also addressing the specific

concerns of the audience.

Props and Displays

Advantages: Using visuals of any kind is always more effective than

spewing words alone. You're addressing additional senses and the more

senses involved, the greater the impact of the message or lesson. Props anddisplays typically add to the entertainment value, as well.

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How to: I once attended a presentation designed to motivate people to take

action against neighborhood clutter. A major issue was yard sale signs and

other notices posted on trees and posts and left for months after the event.The speaker underlined his point by tacking several weather worn,

handmade signs around the room.

You might use props in a talk about operating a neighborhood garage sale.Display examples of effective and non-effective garage sale signs. Pass

around a couple of typical garage sale items and show some unique

display methods.

Storytelling

Advantages: Storytelling is fun whether you're the teller or the listener. It's

entertaining for the audience, it's an effective way to teach a principle and

it's a great way for the teller to practice vocal variety and dramatictechniques.

How to: Learn storytelling techniques by observing storytellers or join astorytelling group. Practice by reading children's books out loud and bytelling stories with which you are familiar - tales depicting events in your

own life, for example.

Although I'm not a traditional storyteller, when I speak on local history, I

often don a costume, adopt the persona of an early pioneer and tell thehistory from this person's reference point.

Add drama, humor or music

Advantages: There's entertainment value when incorporating drama,

humor or music in a presentation and people are more apt to rememberyou and your message.

How to: Make sure your use of drama or humor is appropriate to your

topic. Practice, practice, practice, particularly if you're not a thespian or a

comedian. Get the audiences attention by performing a simple magic trick.Ask others to participate in a skit. A woman I know has a rich native

American heritage which she has cultivated and shares throughout the

county. As the finale to her lecture and slide show, she often sings a songin her native tongue - a nice touch.

7 TIPS FOR CHECKING IF YOU ARE COMMUNICATING

CLEARLY

If your goal as a speaker is to educate, inform, motivate and/or entertainthe audience, there's no more effective way than through the use of

visuals. Not only will you be more likely to grab and hold their interest,

but also your message is being received through not one, but two or more

senses.

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1. Below are several "metrics" or ways of measuring whether or not your

conversations and presentations are clearer. If you are speaking clearly

and concisely, your listeners:

Respond

warmly andattentively throughout

the conversation orpresentation: their

eyebrows are raised,

their eyes arerounded, and they

lean forward while

you are talking

Give you more

eye contact

Follow yourdirections moreaccurately

Ask you fewer

questions forclarification

Appear more

relaxed: smiling,shoulders down,

hands relaxed

2. Read nonverbal signals that others are confused. Confused listenersoften:

o Avoid eye contact

o Tilt their heads

o Squint their eyes

o Close their mouths

o Lower their eyebrows

o Cross their arms and

legs

o Turn away from you

3. Avoid vague words

Another way to speak clearly is to avoid unclear words

including it, that, this, those, they, he, she, them, and we.

Unfortunately, you may use these words while feeling

assured that your listeners know what you are talking

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about. You talk as if you and your listeners are looking at

the same picture. The solution is easy. For at least a few

weeks, you should avoid the words above in your speech.For example:

NOT: It would be great for them. Using the process willmake a difference.

INSTEAD: The new distribution process will reduce yourcosts by at least 12%. If you eliminate excess forms, you

will reduce wasteful paper handling dramatically.

Expressions can also be vague: other areas of interest, some

things, none of the above.

4. Stop repeating yourself

When you note when others do not understand you, you

may repeat yourself time after time, hoping to "get

through" to your listeners. This technique seems logical,but the large volume of speaking caused by repeating

compromises success. This "recycling" of information and

comments has got to go. One way to reduce speechrecycling is to change your thinking about speaking. More

is not better. Instead, program yourself to realize that you

need to say only a few sentences in a conversation beforegiving your conversational partner a turn.

5. Say one thought in each sentence

The desire to "say it all" also may plague you. If you

recognize yourself as a "say-it-all" type, then you probably

speak in very long, overloaded sentences. Research showsthat the average adult listener can hold only sixteen words

in short term memory, so you should not be surprised whenyour listeners do not remember your 30 word sentences.Try this: say only one idea per sentence, then end the

sentence and start a new one. In fact, rather than just

starting a new sentence immediately, insert a pausebetween sentences so that you can think, edit, and observe

the reactions of your conversational partners.

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6. Start in the right place and stay on track.

You may start too far ahead of either what your listeners

remember about the subject or how much your listenersknow. You may waste time providing excessive

background information and off-topic comments. You need

to remember to provide brief introductions to your topics towarm up and orient your listeners. "Brief" means two to

five minutes for a presentation and a short phrase for an e-

mail or voice-mail message. You should always start each

conversation with a few sentences to review previousconversations and to remind your listeners of information

that they will need to understand the rest of the

conversation or presentation.

7. Tips and Techniques

Finally, here are a few quick ideas to eliminate rambling.

o Finish each idea before proceeding

o Tolerate silence.

o Shorten your sentences.

o Picture your idea in your mind, as if

on "video," before speaking.

o Picture your words on a screen in

your mind before you say them.o Put the most important information

in your sentences at the beginning or end.

o Slow down by as much as 70% to

allow more time to think.

Lecture 9, 10 and 11

Continuous Evaluation (20) will be according to Parameters (each is worth 5 marks)

written here in:

1. Formal Clothes

2. Well Prepared

3. Body Language

4. Matter

WORKSHOPS:

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Topics for Presentations should be chosen by the Students themselves and they can be of

any category.

This will keep their interest in it intact and will give the teacher a chance to know aboutdifferent areas and perceptions related to those areas.

Refer to notes on Stage Fright!!!!