Making Effective Oral Presentations


Outline of this Note

Introduction
Podium Panic

Four Basic Steps
1. strategy
2. structure
3. style

  • Are You Distracting the Audience and Drawing Attention away from your Message?
  • Regional accents or colloquialisms: (or I'd rather jump in the Boston Hahbah than give a speech)
  • Physical mannerisms
  • Voice Tone
  • Keeping your Audience's interest
4. supplement: questions and challenges

Conclusion: A Checklist for your Presentatioin

Appendices:
 An Outline for Your Presentation
An evaluation form that will be used for your presentation
Using Visual Aids Effectively

Introduction

While hard work and good ideas are essential to success, your ability to express those ideas and get others to join you is just as important. Much of this verbal expression will be one on one or in small groups but periodically (and for some of us often) you will be involved in more formal and public speaking in front of larger numbers.

If this thought makes you nervous you are not alone. Many speakers lack the skills and confidence to make effective presentations. We have all been victims of speakers (eg. teachers) who put us to sleep. Despite knowing how ineffective many speakers are, many of us have found that, despite the best intentions, we haven't fared much better. We knew the topic and the ideas were written down, but the presentation still didn't go well. Was it the way you delivered the speech? Was it because the audience didn't seem interested?

Podium Panic Everyone experiences stage fright, speech anxiety, or talking terror. Surveys show that fear of speaking in front of groups is one of the greatest fears people have. Some surveys find people actually claiming that the thought of giving a speech is more frightening than falling off a cliff, financial difficulties, snakes, and even death.
The following lists some techniques people use for coping with this fright:

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 and questions 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 are particular strategic decisions.

FOUR BASIC STEPS

 1. STRATEGY

In the classroom situation you may have to make a presentation about a topic about which you are not an expert In the working world, you will likely know a lot about the topic. Nevertheless, you will likely have to research the topic through internal trade documents, trade journals, or special interest publications. You will also likely find computerized data bases useful as sources of information. Subscription data bases such as CompuServe, Dow Jones News/Retrieval, The Source, and BRS/After Dark are some examples. Obviously the World Wide Web is a growing source of information. Librarians will assist you in your search. For those services that base charges on time on-line, it is important to be very well prepared for your search.


2. STRUCTURE
 Once you know what you want to say, you need to consolidate the materials into a meaningful message. You can't assume that the information will speak for itself. Your audience is capable of hearing your information in very different ways based on your organization and presentation.

The audience needs to have these basic questions answered.

  1. Why should I pay attention to you when I can think about more interesting things?
  2. Now that I am listening, why should I care about this issue?
  3. I agree with the significance of the topic, but how are you justifying your ideas?
  4. So, now that I am convinced, what do you want from me?

The following lists some points to think about when organizing your ideas

3. STYLE

Effective presenters recognize that communication is both intellectual and emotional. Organizing your ideas is part of the task. The other is to gain and maintain attention. The following lists some basic techniques to maintain attention: -

Are You Distracting the Audience and Drawing Attention away from your Message?

When we want the audience to focus on what we have to say rather than on us, it is important to think about anything that might detract from our message. This can be a sensitive issue since some of these factors are personal or "part of who we are."

Regional accents or colloquialisms: If we are in an audience of people who share our "accent" no one will notice. However, if we are in a more general audience, our accent may make the audience focus on this rather than our message. This is not to say that you should abandon your ethnic or regional identity and individuality; however, you need to be aware of the impact of accents on audience. This can be done positively as the Kennedys have done; but more often these mannerisms tend to detract negatively. We don't have to all talk alike but we need to know how we are perceived.

physical mannerisms: speakers who pace, pound the podium, jingle change in their pockets, or do other things can focus attention on themselves rather than the subject; sometimes this can be done for affect, but more often it is inadvertent and distracting.
voice tone: Professional speakers generally emphasize the lower registers of their voices (both men and women) and avoid dramatic variations in the pitches of their voices. Occasionally this "rule" can be broken for affect. clothing and jewelry: same as under regional accents

Keeping your audience's interest

Once you obtain attention, you must retain it. Audiences members drift in and out, without giving complete attention all the time. You need to help the audience refocus periodically. The following are some examples:

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4. SUPPLEMENT: QUESTIONS AND CHALLENGES

  • avoid rhetorical questions - ask interesting questions that are thought provoking but not too difficult to answer
  • ask some open ended question with no right or wrong answers - encourage sharing experiences, feelings, opinions
  • put "you" elements into questions - make them relevant to the audience's personal experience
  • prepare key questions prior to the presentation; it is difficult to think of good questions on your feet

    Guideline for Answering Questions

    • Anticipate Questions: think of the ten most likely questions and plan out your answer
    • Understand the Question: paraphrase it if necessary; repeat it if needed
    • Plan the Answer: particularly if you anticipated the question
    • Do Not Digress
    • Be Honest: if you can't answer the question, say so
    • Reinterpret Loaded Questions: if attcked try to show the similarity to other situations
    • Control Interchanges: if a questionner becomes a heckler try to enlist the audience; if a questioner digresses, try to remind the audience of the goal of the presentation
    • Use the Last Question to Summarize

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    Conclusion: A Checklist for your Presentation

    You owe your audience and yourself a good presentation, but creating an effective presentation takes planning and practice, so some final pointers

    Start preparing early; don't wait until the last few days to prepare

  • prepare it early, let it rest a little bit and come back to it
  • practice your entire presentation-including your slides
  • if you can practice it before a group of colleagues or friends

    Think about Your Audience:

  • who are they and why are they here;
  • what are their interests;
  • what do they know; what do they want to know; what is a worthwhile investment in their time

    Be clear about your purpose:

  • are you informing or persuading;
  • tell them what you are going to do, tell them, tell them what you told them;
  • what do you want the audience to know, feel, or believe afterwards

    Use an Effective Introduction:

  • orient the audience; explain why it is important; set the tone,
  • establish a relationship between the speaker and the audience; establish credibility;
  • avoid weak introductions such as apologies, jokes, rhetorical questions

    Organize your presentation clearly and simply:

    Use supporting materials to flesh out main points

  • Use examples, statistics, expert opinions, anecdotes

    Compose for the Ear, not for the Eye:

  • use simple words, simple sentences, markers, repetition, images, personal language ("You" and "I")

    Create an Effective Conclusion:

  • summarize, set final image, provide closure; don't trail off, don't use trite phrases
  • don't just present data or summarized results and leave the audience to draw its own conclusions
  • you have had much more time to work with your information than your audience; share your insight and understanding and tell them what you've concluded from your work

    Sound spontaneous, conversational, enthusiastic-

  • use key phrases in your notes so you don't have to read, use the overhead instead of notes;
  • vary volume, don't be afraid of silence, don't use fillers like "um"...
  • Practice, Practice, Practice

    Use Body Language Effectively: relaxed gestures, eye contact; don't play with a pen or pointer,

  • don't block visual aids

    Use Visual Aids to Enhance the Message:

  • you will probably need to use overhead transparancies in your presentation but to be effective, they must be designed and used properly
  • use visuals to reinforce and clarify, not overwhelm;
  • keep visual aids uncluttered; use titles to guide the audience
  • if you use tapes or disks, make sure the equipment is compatible

    Analyze the Environment:

  • check out size of room, placement of chairs, time of day, temperature, distractions
  • check out AV equipment ahead of time; have a spare bulb

    Cope with Stage Fright by Remembering: it's normal; it can be helpful, everyone feels it

    Engleberg (1994) proposes a 7 P approach to the principles of public speaking. You might find these helpful.
    Purpose:- Why are you speaking? What do you want audience members to know, think, believe, or do as a result of your presentation
    People : Who is your audience? How do the characteristics, skills, opinions, and behaviors of your audience affect your purpose
    Place: Why are you speaking to this group now and in this place? How can you plan and adapt to the logistics of this place. How can you use visual aids to help you achieve your purpose
    Preparation Where and how can you find good ideas and information for your speech? How much and what kind of supporting materials do you need.
    Planning: Is there a natural order to the ideas and information you will use? What are the most effective ways to organize your speech in order to adapt it to the purpose, people, place, etc.
    Personality: How do you become associated with your message in a positive way? What can you do to demonstrate your competence, charisma, and character to the audience?
    Performance: What form of delivery is best suited to the purpose of your speech. What delivery techniques will make your presentation more effective. How should you practice?

    Further Reading

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    Supplemental Information

    An Outline for your Presentation

    INTRODUCTION

    expect audience to memorize these

    BODY

    The following list suggests alternative formats for presenting information: multiple formats can be used within a single presentation: -

    CONCLUSION

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    USING VISUAL AIDS EFFECTIVELY.

    PURPOSE

    - both quality and number of visual aids should enhance, not distract from message - display or distribute an outline to help audience follow long or group presentations - use variety to increase interest; remember the value of pictures, graphs, symbols and objects

    APPEARANCE - never use a transparency of a typewritten page - use a plain font (e.g. Swiss or Helvetica) of substantial size (18 point or more) - if you use color, don't use more than three colors - ask yourself - Can the audience quickly and easily grasp what they see? - Are they spending time reading and not listening?

    FORMAT-TEXT

    - make one and only one key point per visual unless the audience is very familiar with the subject - organize material into natural categories and contrasts¯ before vs. after, problem and solution, advantages vs. disadvantages, beginning to end; costs vs. benefits - include no more than three or four points under one heading - don't use whole sentences or paragraphs - use bulleted words or short phrases only, except for quotes

    FORMAT-GRAPHS

    - no more than three curves on a line chart or graph - don't use a page full of numbers - translate complex numbers into representative pie charts or bar graphs - use diagrams or models to present complex concepts; use multiple charts illustrating different stages or parts of the full model; start with simple framework and build components successively into the full model or process

    Properly Designed Transparencies

    Be Careful:

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    Group Presentation Evaluation Form (ver. 5)

    Rate the Group Presentation (5= Excellent; 1= Poor NA= not applicable)

    Comments would be very helpful.
    Group Number:____ Group Topic:________________________________
    ____1. Introduction: Did the introduction capture your interest; was necessary background given; was a clear purpose conveyed ___2. Organization: Was there a clear organization; were transitions between sections clear and effective; did the organization lead to a clear conclusion?
    ___3. Content: Did the group support their points; was the supporting material relevant, up to date?
    ___4. Visual Aids: Were visual aids used effectively and appropriately, carefully prepared?
    ___5. Conclusion: Were key points reinforced; was a sense of closure provided; if appropriate, was a course of action proposed?
    ___6. Delivery: Were the speakers natural, enthusiastic; did they speak clearly; were appropriate gestures, posture, expreesions used
    ___7. Discussion: Were questions answered accurately, clearly, effectively?
    ___8. Overall Rating General Comments (use back):
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    Presenting Overseas

    An American woman making a presentation to a group of German male colleagues began in a casual, lighthearted style. Several of the men snorted, stood up and headed for the door, declaring her presentation a waste of time. She spoke loudly and sharply, telling them to sit down and be quiet. They did, and she switched to an assertive, formal tone without qany of her "fun" techniques. The Germans paid attention. ......International Hearld Tribune, May 20, 1997

    This anecdote illustrates that doing business internally requires concise, to the point yet diplomatic communication due to the lack of time to build relationships and sell ideas. International execuitives have to discipline themselves to listen completely and ask questions; this is particularly important when not everyone in the room has the same native language. A particular problem for many is the "niceness" problem; these occur when nice people are shocked to see how aggressive top-level communications and team communi ations can be in some places, and when they can't cope with aggressive peers.

    Another problems is conciseness. Many of us are trained to give an introduction, body, and conclusion and the mroe you say the better. In some places there is no patience for this slow, gradual building. In this case, you need to make the point first, prove it concisely and make recommendations.