622. B. Ph TEXT V – 3 Corporate Training Public Speaking Skills

V – 3   Corporate Training Public Speaking Skills

Presentations

There are three basic purposes for giving oral presentations:

1. To inform
2. To persuade
3. To build good will

 

Definitions

• The process of offering for consideration or display
• A social introduction, as of a person at court
• A demonstration, lecture, or welcoming speech
• A manner or style of speaking, instructing or putting oneself forward
• The manner of presenting, esp the organization of visual details to create an overall impression
• The formal introduction of a person, as into society or at court; debut

There are six types of presentations:^]

1. Informative
2. Analyzing
3. Persuasive
4. Instructional
5. Arousing
6. Decision Making

 

Presentations and reports are ways of communicating ideas and information to a group.

But unlike a report, a presentation carries the speaker's personality better and allows immediate interaction between all the participants.

A report is the orderly presentation of the results of the research which seeks truth and interprets facts into constructive ideas and suggestions.

A report is normally built on research that finds, develops, or substantiates knowledge. Once all the facts are collected, they are then organized and presented in a report designed to meet a need for specific information.

Audience

Audiences can be classified into four basic categories:

1] Captives        2] Pragmatists            3] Socially motivated   4] Committed

1.       Evaluative: Makes a judgment about the worth, goodness, or appropriateness of the other person's statement.

2.      Interpretive: Paraphrasing to explain what another person's statement mean.

3.      Supportive: Attempt to assist or bolster the other communicator

4.      Probing: Attempt to gain additional information, continue the discussion, or clarify a point.

5.      Understanding: Attempt to discover completely what the other communicator means by her statements.

Visuals

Types of Presentations

1.      Informative

o    Time

o    Place

o    Cause and Effect

o    Logical Order

2.     Instructional

3.     Arousing

4.     Persuasive

5.     Decision-making

A presentation is created in the same manner as a report; however, it adds one additional element — The Human Element.

A good presentation contains at least four elements:

• Content — It contains information that people need. But unlike reports, which are read at the reader's own pace, presentations must account for how much information the audience can absorb in one sitting.
• Structure — It has a logical beginning, middle, and end. It must be sequenced and paced so that the audience can understand it. Where as reports have appendices and footnotes to guide the reader, the speaker must be careful not to loose the audience when wandering from the main point of the presentation.
• Packaging — It must be well prepared. A report can be reread and portions skipped over, but with a presentation, the audience is at the mercy of a presenter.
• Human Element — A good presentation will be remembered much more than a good report because it has a person attached to it. However, you must still analyze the audience's needs to determine if they would be better met if a report was sent instead.

 

The Voice

The voice is probably the most valuable tool of the presenter. It carries most of the content that the audience takes away. One of the oddities of speech is that we can easily tell others what is wrong with their voice, e.g. too fast, too high, too soft, etc., but we have trouble listening to and changing our own voices.

There are five main terms used for defining vocal qualities.

• Volume: How loud the sound is. The goal is to be heard without shouting. Good speakers lower their voice to draw the audience in, and raise it to make a point.
• Tone: The characteristics of a sound. An airplane has a different sound than leaves being rustled by the wind. A voice that carries fear can frighten the audience, while a voice that carries laughter can get the audience to smile.
• Pitch: How high or low a note is. Pee Wee Herman has a high voice, Barbara Walters has a moderate voice, while James Earl Jones has a low voice.
• Pace: This is how long a sound lasts. Talking too fast causes the words and syllables to be short, while talking slowly lengthens them. Varying the pace helps to maintain the audience's interest.
• Color: Both projection and tone variance can be practiced by taking the line “This new policy is going to be exciting” and saying it first with surprise, then with irony, then with grief, and finally with anger. The key is to over-act. Remember Shakespeare's words “All the world's a stage” — presentations are the opening night on Broadway!

The Body

Your body communicates different impressions to the audience. People not only listen to you, they also watch you. Slouching tells them you are indifferent or you do not care... even though you might care a great deal! On the other hand, displaying good posture tells your audience that you know what you are doing and you care deeply about it. Also, a good posture helps you to speak more clearly and effective.

Throughout you presentation, display.:

• Eye contact: This helps to regulate the flow of communication. It signals interest in others and increases the speaker's credibility. Speakers who make eye contact open the flow of communication and convey interest, concern, warmth, and credibility.
• Facial Expressions: Smiling is a powerful cue that transmits happiness, friendliness, warmth, and liking. So, if you smile frequently you will be perceived as more likable, friendly, warm, and approachable. Smiling is often contagious and others will react favorably. They will be more comfortable around you and will want to listen to you more.
• Gestures: If you fail to gesture while speaking, you may be perceived as boring and stiff. A lively speaking style captures attention, makes the material more interesting, and facilitates understanding.
• Posture and body orientation: You communicate numerous messages by the way you talk and move. Standing erect and leaning forward communicates that you are approachable, receptive, and friendly. Interpersonal closeness results when you and your audience face each other. Speaking with your back turned or looking at the floor or ceiling should be avoided as it communicates disinterest.
• Proximity: Cultural norms dictate a comfortable distance for interaction with others. You should look for signals of discomfort caused by invading other's space. Some of these are: rocking, leg swinging, tapping, and gaze aversion. Typically, in large rooms, space invasion is not a problem. In most instances there is too much distance. To counteract this, move around the room to increase interaction with your audience. Increasing the proximity enables you to make better eye contact and increases the opportunities for others to speak.
• Voice. One of the major criticisms of speakers is that they speak in a monotone voice. Listeners perceive this type of speaker as boring and dull. People report that they learn less and lose interest more quickly when listening to those who have not learned to modulate their voices.

Active Listening

Good speakers not only inform their audience, they also listen to them. By listening, you know if they are understanding the information and if the information is important to them. Active listening is NOT the same as hearing! Hearing is the first part and consists of the perception of sound.

Listening, the second part, involves an attachment of meaning to the aural symbols that are perceived. Passive listening occurs when the receiver has little motivation to listen carefully. Active listening with a purpose is used to gain information, to determine how another person feels, and to understand others. Some good traits of effective listeners are:

• Spend more time listening than talking (but of course, as a presenter, you will be doing most of the talking).
• Do not finish the sentence of others.
• Do not answer questions with questions.
• Aware of biases. We all have them. We need to control them.
• Never daydream or become preoccupied with their own thoughts when others talk.
• Let the other speaker talk. Do not dominate the conversation.
• Plan responses after others have finished speaking...NOT while they are speaking. Their full concentration is on what others are saying, not on what they are going to respond with.
• Provide feedback but do not interrupt incessantly.
• Analyze by looking at all the relevant factors and asking open-ended questions. Walk the person through analysis (summarize).
• Keep the conversation on what the speaker says...NOT on what interest them.

 

Preparing the Presentation

To fail to prepare is to prepare to fail

• What is the purpose of the presentation?
• Who will be attending?
• What does the audience already know about the subject?
• What is the audience's attitude towards me (e.g. hostile, friendly)?

• Timeline: Arranged in sequential order.
• Climax: The main points are delivered in order of increasing importance.
• Problem/Solution: A problem is presented, a solution is suggested, and benefits are then given.
• Classification: The important items are the major points.
• Simple to complex: Ideas are listed from the simplest to the most complex. Can also be done in reverse order.

Habits

 

Slides

 

Tips and Techniques For Great Presentations

 

1] “No one can make you feel inferior, unless you agree with it.”

2] Do not put both hands in your pockets for long periods of time.

3] Do not wave a pointer around in the air

4] Do not lean on the podium for long periods.

5] Speak clearly and loudly enough for all to hear.

6] Do not speak in a monotone voice. Use inflection to emphasize your main points.

7] Tell them what name and title you prefer to be called.

8] Listen intently to comments and opinions.

9] Circulate around the room as you speak.

10] List and discuss your objectives at the beginning of the presentation.

11] Vary your techniques (lecture, discussion, debate, films, slides, reading, etc.)

12] Get to the presentation before your audience arrives; be the last one to leave.

12] Consider the time of day and how long you have got for your talk.

13] Remember — it is better to finish slightly early than to overrun.

14] Create Better Presentations