DEVELOPING ORAL AND ONLINE PRESENTATIONS

DEVELOPING ORAL AND ONLINE PRESENTATIONS THREE STEP PROCESS FOR DEVELOPING ORAL AND ONLINE PRESENTATIONS: - STEP 1: PLAN Analyse the situation Selecting the right medium Organise your presentation STEP 2: WRITE Adapting your speech to your audience Composing your presentation STEP 3: COMPLETE Five types of audience' mindset and how to deal with them effectively: - • Supportive- prepare your speech beforehand and show confidence, be relaxed and be knowledgeable on the subject area. These are the audience that welcomes you. • Interested but neutral- cover both side of the topic and do not be defensive when challenged by the audience. • Uninterested- try to relate your presentation to the audience career or personal activities • Apprehensive- if your audience are not comfortable with your topic/ speech try to adapt your speech to their concerns by outlining the fears they may have and make them feel at ease. • Hostile- these are angry audience. Respecting their emotions and being as confident and prepared would help. However, the presenter should be calm and not engage in any debate that may aggravate the emotions of these audiences In oral / face to face presentation the advantage and disadvantage of the following seating arrangement should be taken into consideration: - • Classroom or theatre seating- chars and desks face to the front. This allows the speaker to gain all the attention to himself and a large number of audiences can be accommodated, although interaction would not be effective. • Conference table seating- the audience sit on the side of a long table and the speaker stand on one end of the table. It allows interaction and easy control of the conversation. • Horseshoe or "U" shaped seating- it allows the interaction between the speaker and the audience. It also enables the speaker to walk between the tables. • Café seating- seating in small group individual tables. It is good for short presentations and difficult for establishing the interaction of everyone in the room due to others seating back to back from each other Know the profile of your audience, for example: - • Size and composition- how many people are coming and what is their profession, are they mixed genders or races? • Audience's probable reaction- what could interest them or irritate them and what is their motives for attending the presentation? • Audience's prior knowledge on the topic- determine beforehand what type of knowledge they already have and which one they might want to know more about Organise your presentation It involves the following aspects - • Defining your main idea- identify the important message the audience should remember the most on your speech. • Limiting your scope- ensure that your message is passed through properly and within the given time. • Choosing your approach- it is advisable to use direct speech if your speech carries good information/less sensitive information. Then use indirect speech on serious issues. • Preparing your outline (speech)- when you prepare your presentation outline you should ensure that: your content relates to the purpose of your presentation/speech; your main points are well organised; the structure of your speech is well organised meaning the introduction, body and conclusion are in order; your ideas are logical, your references are acknowledged properly and the title of your topic is short and clear- as this will set the mood for your audience to know beforehand what your speech will be about When you arouse your audience interest you should: - • Unite them around one goal for them to engage in your presentation • Tell them a story that is relevant but important- to win their attention • Support your ideas with practical examples • Ask them questions - to engage them in the presentation • Use statistics to grab their attention • Show humour- this will show that you are observant of the surrounding (the audience or venue) When you build your credibility you should: - • Introduce yourself or let those introducing you not sound boastful about your credentials and ensure that the audience know who you are, what your qualifications and current position is. There are six tips of how to hold your audience's attention, namely: - • Ensure that your topic is relevant to your audience's needs • Anticipate the possible questions of your audience and prepare the answers • Use simple language and support your discussion with examples • Relate your topic to the external familiar stories/ cases • Open a platform for questions • Use visual images to support your presentation There are various ways to choose from when delivering your presentation, such as: - • Memorising the speech • Speaking from the notes • Reading your speech word for word • Speaking both from the notes and memorising other parts of the speech You can adapt to the following tips to become a confident speaker: - • Research or know more on your topic • Practising your speech will calm your nerves • Avoid negative thinking or self-doubt • Relax when you speak • Open on a confident note • Ensure that you look professional • Avoid panicking and calm yourself down • Focus on the message you are presenting • Keep eye contacts with your audience • Avoid being distracted by minor things and keep going with the speech Handling questions responsibility requires that you: - • Focus on the person asking the question • Give a relevant answer • Avoid panicking when asked challenging question- keep calm • Always give constructive answers and attend difficult questions later or pass them to tea time discussion • Promote an environment of asking questions voluntarily • Prepare the audience to the end of your speech. Then conclude by summarising the main ideas of the presentation VARIOUS VISUALS TO USE IN PRESENTATIONS - • Electronic slides • Overhead transparencies • Chalkboards and whiteboards • Flip charts • Other visuals When writing the content for your slides make sure that you; - • Focus on one idea per slide • Have 4-5 lines per slides • Use visuals in between the slides with text • Use mainly bulletins than long sentences when necessary • Use subheadings • Write in an active voice When selecting design elements, take the following principles into account: - • Consistency • Contrast • Balance • Emphasise • Convention • Simplicity Aspects to pay attention to when decorating your slides - i. Colour- has the power to stimulate emotions. ii. Background designs and artwork iii. Fonts and type styles, When it comes to font or typing style to use, one should: - • Avoid decorative fonts • Use fonts consistently on the context except on headings • Italised text is not reader friendly on slides • Avoid thin fonts • Do not use capital letters throughout- they distract readability and have a harsh impression • Use fonts, typing style, colour and sizes consistently. Consistency keeps the audience focused on the message and not how the next slide will look like ADDING ANIMATION AND SPECIAL EFFECTS There are various options to choose from including: - • Functional animation- having bullet points flying in from left to right add no value to your communication instead highlight the headings or certain points to emphasise their importance • Transitions and blinds- transitions that controls how one slide replaces the other should not be distractive to the viewers and should be consistent. • Hyperlinks and action buttons- automatic slide show is used fully in advertising e.g. as you speak then items on sale will be displayed on the screen. • Multimedia elements- audio and video clips are useful for demonstration of processes that could be difficult to express verbally or to explain in a short period of time When completing slides make sure they are: - Readable, consistent, simple, focused on the message, audience centered, clear, concise and grammatically correct and fully operational PRACTISING YOUR PRESENTATION DELIVERY - • Practice speaking without reading the slides word for word • Confirm beforehand that your slides function properly • Ensure that you can cover all your slides in the given time or otherwise cut down less important points before presentation time • Practice pronouncing the words in your slides • Prepare your introduction message • Anticipate audience questions and prepare responses • Ensure that your message is clear and well understood GUIDELINES ON GIVING PRESENTATION ONLINE OR VIA VIDEO CONFERENCING - • Send your presentation outline to your audience before the presentation- this will clarify confusions on the content • Determine if there are any methods you can use to enhance your presentation outline • Ensure that the content is simple and the message is clear • Engage the audience by asking questions and ascertaining if they are following you • Check if all audience can connect to your presentation • Give your audience a chance to settle down and understand the process of your presentation and how to make use of the electronic devices on their side (Bovee and Thill, 2010: 551). • Make your presentation more interactive • Request help from the moderators to keep the venue and the audience in various venues comfortable Complete - - revise message: Evaluate content and notes - master delivery: Choose delivery mode and practice presentation - prepare to speak: Verify facilities and equipment including online connections hire interpreter if necessary - overcome anxiety Write - - adapts to audience: Adapt content presentation style and room setup to the audience and specific situation be sensitive to the needs and expectations with a you attitude politeness, positive emphasis, bias-free language, establish your credibility as required - compose presentation: Outline attention-getting prepare supporting visuals and speaking notes Plan - - analyse situation: Define purpose and developer profile of audience including emotional states and language preferences - gather information: Determine audience needs and obtain information to satisfy those need - select medium: Find the best medium or combination of Media to deliver presentation including handouts and other support materials - organise information: Define main idea limit scope and verify timing select Direct or indirect approach and outline content Prepare outline of your presentation in several stages - = state your purpose and main idea: As the outline develops currently to show that the points organisation connection and title relate to your purpose and main idea = organise your major points and subpoints; express each major point as a single sentence; then look at the order of the points to make sure the arrangement is logical and effective = identify your introduction body and close: Started the body number each major point and sub point according it's for your introduction and close = show your connections; write out and sentence form the decisions you plan to use to move from part to the next = show sources prepare bibliography and mention key sources during the presentation = choose a title; titles are useful if they need to be publicized ahead of time set audience members expectations Guidelines for preparing an effective speaking outline - = follow the planning outline; strip away everything you don't wanna actually say to the audience = condense points and transition to keywords; choose prompt words that will help you remember what each point is about; but write out quotation statistics and other specifics; also write complete sentences for transitions that connect main point over critical point in your introduction or close = add delivery cues; during rehearsal note the places where you planned pause speak more slowly user visual etc = arrange your notes Three functions of an effective introduction - = arousing audience interest = building credibility = previewing your message 6 Ways to arouse audience interest - = unite audience around a common goal = tel a story = pass around and example- appeal to the audience's senses = ask a question = share a startling statistic = use humour Previewing your message - Good introduction should preview the message to summarise the main idea of a presentation identify major supporting points and indicate the order in which you will develop these points Holding the audience's attention - = relate your subject to your audiences need anticipate questions try to address as many of these anticipated question in the body of your presentation = use clear vivid language if presentation involves abstract ideas show how these connect with everyday life used familiar words short sentences and concrete examples = explain the relationship between your subject and familiar ideas give people a way to categorise and remember your points = ask for opinions, for questions or comments = illustrate ideas with visuals Body of a presentation - = bulk of your presentation is devoted to a discussion of the three or four main points = connect your ideas = hold the audience's attention Closing of a presentation is important for two reasons - = the audience members attention peak at this point because they anticipate moving on to the next activity = audience members will leave with your final words ringing in the ears before finishing tell the listeners that you're about to finish so they will make one final effort to listen intently Closing of a presentation - = restate your main points: Emphasize what you want audience members to do or to think and stress the key motivating factor. Repetition of key ideas greatly improve the chance that your audience will hear your message and the way you intended = describing next steps: If you need to have the audience make a decision or agreed to take action make sure the responsibilities for doing so are clear = end on a strong note: Your final remarks need to make a memorable impression; little purpose and main idea Drive the content and the emotional tone of your final statement Describe the techniques you can use to feel more confident in front of an audience - = prepare more material than necessary = practice practice practice = think positively = visualise your success = Take a few deep breaths = be ready = be comfortable = don't panic = concentrate on your message = maintain eye contact with friendly audience members = keep going 6 steps to handle questions during a presentation - = focus on the questioner: Pay attention to Body Language and facial expressions nod your head to acknowledge the question and then repeat it out loud to confirm your understanding and insured the entire audience heard it if it's vague ask for clarification then give a simple Direct answer = respond appropriately; answer the question you're asked don't sidestep ignore laugh it off or take off on a tangent don't know the answer don't pretend you do = maintaining control; if possible establishing ground rules up front before you begin announce a time limit on a question or a question limit per person if you can't resolve a disagreement you can stay the tune the question is have differing opinions and before calling on someone offered to get back to the question after you've done more research = surviving the hot seat if you face hostile questions don't respond honestly and directly and keep your cool = encouraging questions if there's a chance your audience members will be too timid or angry to ask residents consider arranging a few questions ahead of time with a cooperative member if a friend or someone get the ball rolling others will probably join in if all else fails say something like I know from experience more more questions are asked after q&A. so I'll be around Explain the importance of oral and online presentations in your career success - Oral and online presentations give you the opportunity to use all your communication skills from research to writing to speaking. Presentations also demonstrate your ability to think quickly adapt to challenging situations and handle touchy questions and complex issues. The let your personality shine through in ways that aren't possible in written Media How to adapt the three step writing process to oral presentations - Steps to take in planning oral presentation as with any other business message analyse the situation gather the information select the right medium and organise the information. While you don't actually write your presentation in most cases plan your word and phrase choices so you can speak in a way that delivers plant messages in a spontaneous were also includes creating whatever visual support materials do plan to use and adapting to your audience is very important completing the third step in the three-step process you still want to revise carefully and proofread all handouts and visual materials we also need to practice and perfect delivery prepared to speak by verifying facilities and equipment take steps to manage anxiety and plan your approach to handling questions Identify two primary reasons that limiting the scope is especially important in oral presentations - = you generally have a fixed amount of time and which to speak is it you need to fit your material in = audience members have limited attention spans and you must respect their time Discuss the three functions of an effective introduction - = arouses audience interest in your topic = build your credibility = gives an audience a preview of your message = if topic doesn't naturally increase the audience you need to work hard to relate the material to the audience in a personal manner = speaker credibility is crucial aspect of any presentation because an audience is most likely to pay attention to messages coming from someone they perceive to be an expert = if you can't demonstrate credibility in your subject area you can borrow credibility form recognised expert by incorporating their insights and opinions = previewing your message and introduction helps the audience recognise the importance of the material and gives them a chance to pay for it by understanding how you present it