592. B. Ph LAB V 56. Oral Presentations

56.  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 just as important as the audience will be subconsciously taking them in:

• Your voice - how you say it is as important as what you 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 your attitudes 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 skills generally 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 point  
Write out the presentation in rough, just like a first draft of a written report. Review the draft. You will find things that are irrelevant or superfluous - 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 in detail 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! So prepare cue cards which have key words and phrases (and possibly sketches) on them. Postcards are ideal for this. Don't forget to number the 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 some colleagues. 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?

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 audience will 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 company logo.
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 is sufficient 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 being terse 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 paying attention). 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 emphasising 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 too obviously, eg:

• speed
• pitch of voice

Use your hands to emphasise 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 be disadvantaged and try to accommodate them.
• Muttering over a transparency on the OHP projector plate an not realising 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 the audience, 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 as Excel, etc)
• Video, and film,
• Real objects - either handled from the speaker's bench or passed around
• Flip~chart or blackboard - possibly used as a 'scratch-pad' to expand on a point

Keep it simple though - a complex set of hardware can result in confusion for speaker and audience. Make sure you know in advance how to operate the 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. And always check your slides - for typographical errors, consistency of fonts and layout.
Slides and OHPs should contain the minimum information necessary. To do otherwise risks making the slide unreadable or will divert your audience's attention so that they spend time reading the slide rather than listening to you.
Try to limit words per slide to a maximum of 10. Use a reasonable size font and a typeface which will enlarge well. Typically use a minimum 18pt Times Roman on OHPs, and preferably larger. A guideline is: if you can read the OHP from a distance of 2 metres (without projection) then it's probably OK
Avoid using a diagram prepared for a technical report in your talk. It will be too detailed and difficult to read.
Use colour on your slides but avoid orange and yellow which do not show up very well when projected. For text only, white or yellow on blue is pleasant to look at and easy to read. Books on presentation techniques often have quite detailed advice on the design of slides. If possible consult an expert such as the Audio Visual Centre
Avoid adding to OHPs with a pen during the talk - it's messy and the audience will be fascinated by your shaking hand! On this point, this is another good reason for pointing to the screen when explaining a slide rather than pointing to the OHP transparency.
Room lighting should be considered. Too much light near the screen will make it difficult to see the detail. On the other hand, a completely darkened room can send the audience to sleep. Try to avoid having to keep switching lights on and off, but if you do have to do this, know where the light switches are and how to use them.

Finally ...,Enjoy yourself. The audience will be on your side and want to hear what you have to say!

Presentation Skills

Our Presentation Skills Training Program and Public Speaking Courses are a key part of our soft skills training programs. These public speaking coursesenable you to deliver persuasive presentations. In virtual business world excellent presentation skills is the key to career growth. Hence our Executive Coach pays a lot of emphasis on enhancing the Presentation Skills of a coachee.

Presentation Skills training helps you in positioning yourself and your ideas in a consistently positive and professional manner. This, in turn, enables you to make an indelible professional impression the first time and every time. Raw information is logical, but being logical does not capture the attention of the audience for too long. A good business presentation starts with raw information, after which opinions are added, colored with imagery, and given personality. The more of the mind you tickle, the more of audience interaction, retention and motivation you reap.

Our Presentation Skills Training Program and Public Speaking Courses are a key part of our Leadership programs programs. These public speaking coursesenable you to deliver persuasive presentations. In virtual business world excellent presentation skills is the key to career growth.

It gives professionals the tools and confidence to design and deliver a clear and concise business presentation. It stands far above ordinary public speaking courses available today. Our Presentation Skills Training focuses on numerous aspects that provide a good foundation for excellent presentation skills, namely Verbal, Non-Verbal and Listening Skills.

By availing our services, you do not have to attend any further public speaking training. Our Presentation Skills Training is one of our most sought after courses, since it encompasses all areas that are covered in a public speaking course.

Our Presentation Training helps to make the content come alive and capture the attention of the attendees. This is far more impactful than Presentation Training programs that focus on the delivery of the raw information.

Presentation Skills Training

Our Presentation Skills Training is one of our most sought after courses, since it encompasses all areas that are covered in a public speaking course.

The focus of the training will be in the following areas:

Audience Perception

• Appearance and posture
• Use of eye contact, hands and gestures
• Voice volume, pitch and emphasis

 

Audience Comprehension

• Understand the needs of your audience
• Understand your own communication style
• Creating impressive openings
• Getting the audience's attention
• Flow for persuasive presentations

Audience Interaction

• Effective use of visuals and handouts
• Overcoming objections
• Persuading with benefits

·         What is a presentation? When you want to say something important to an audience or a group effectively we may call it a presentation.

 

·         The primary objective of any presentation is to influence the audience. We look at how we must prepare a presentation in order that we achieve our objective of influencing the said group. We will go into details as how should we prepare the presentation and how we should actually make the presentation.

 

·         It is most necessary to know our audience and then to define the needs of the audience. We must then make a detailed assessment of their likes and dislikes while assessing to what extent they have knowledge about the subject being talked about. A deeper contemplation on these matters alone will enable us to crystalise the following:

 

·         1. What kind of language you should use to express your views.
2. What are those few points (three-four) which will really impress the audience
3. It will also guide us on how the actual delivery should be made.

·         The subject matter should be thoroughly known to you. Even if it something that you deal on a daily basis; you must establish you main points, find out suitable examples which can illustrate your statement. The content of the presentation must be designed always keeping in view the needs of the audience.

·         The presentation techniques require thorough understanding of the importance of articulation in speech, modulation of voice, and the use of positive body language. Steeve Jobs who is considered one of the best presenters ever has emphasized the importance of rehearsing the presentation. The beginning the entire speech should be written and then needs to be rehearsed. Rehearsing a speech will ensure a confident and powerful presentation without any stage fright.

·         Any good presentation will not achieve its objective if it is only one way communication. A speaker should be prepared to handle questions. Try to visualize the different types of questions that may be asked by your defined audience. Prepare answers to these questions.

·         You must also ensure that the questions do not take away or distract from the core subject. Besides a presenter never argue with any member of the audience. If any point is being stretched by a member of the audience, the speaker must politely mention that in the interest of time this point could be discussed during the break. In any case do not allow any one person to monopolise asking questions.The presenter also needs to develop a capability to make any changes necessary looking at the body language of the audience.

·         On the whole, presentation skills is an art that takes an individual's personality to a higher level and is something that must get the level of time, effort and attention it deserves

591. B. Ph LAB V 55 Information Transfer Cycle

55     Information Transfer Cycle

Information Transfer Cycle: Cycle means a series of events that are regularly repeated in the same order. Transfer of information from its generation to its end user becomes possible through many processes. These processes are also regularly repeated in the same order. These processes complete a cycle, which is called Information Transfer Cycle (ITC). The ITC comprises generation, collection, storage, communication and retrieval. a) Information Creation / Generation: Information is created with the happening of incidents and activities of humans. If an activity or an incident does not happen, no information is created. Information is mostly created by research and development programmes, government activities, survey and census of population, business and industrial organizations etc. and presented in format by author, scientist, researcher, editor, writer, poets, novelists, dramatists, etc. Over the web, information is produced by the general people irrespective of their background and is not restricted only to academics such as scholars, scientists, etc. b) Information Production and Dissemination: It is the mass production of knowledge through publishing companies or others that will help the mass distribution of knowledge in some physical or electronic form. Previously the information had been disseminated in the form of book. Many conventional and non conventional, printed and non printed sources of information are nowadays available which are different in shape, size, type and format. Over the web, the production is accelerated by posting the information electronically over some kind of websites. It speeds up the transfer of information globally at a rapid rate instead of taking months or years to get published on paper. c) Information Storage, Organization, Retrieval and Communication: The storage is the process by which the information described and presented in the documents are stored. Information is collected and stored by libraries, documentation centers, information analysis centers, data banks, data centres, etc. Computer has been accepted as a boon for storing of information. It can store a huge amount of information in the form of database. Besides, the computer, disks and CDROMs are the newly developed and very significant tools of storing information. i) Organization is how that representation of knowledge is found among others of its kind. In the library environment, the classification and catalogue, shelf list, various kinds of guides, etc facilitate the retrieval function. All these tools are equipped with controlled vocabularly. In the computer environment, organization is facilitated by databases, search engines, etc.  Knowledge is individual and the users determine its usefulness; so keyword and natural language searching in computer environment is more attractive. ii) Retrieval is a process of getting information from the collection of a library, for providing answer to the queries of the users, etc. iii) Communication is the process of transmission of information from one place to another, from the creator of information to its users. It is necessary for the best use of the same. It is the process of social exchange. In the library environment, communication of information can be made through telephone, CAS services, SDI services, teleconferencing, e-mail, etc. Sometimes the publisher also brings different kinds of information sources to the notice of the user community. d) Information Diffusion and Utilization: Diffusion is viewed as a more targeted flow of information to a particular segment of society. The diffusion of information should find its way to people who actually need it instead of targeting the people who will use it for their own benefit. Utilization is the adoption and implementation of the knowledge by the user. Information is needed by each and every person of modern society for some purpose or the other. When information is consumed by one person it gives new dimension to his knowledge. This knowledge when he applied to some other purposes it gives birth to new information. Thus the information cycle is continuum in nature. e) Information Preservation and Destruction: The different kinds of libraries, archives are trying to preserve information in different format. Over web, the Internet archive and the cached page of search engines are serving some purpose in this regard. The information that is less frequently accessed or has met its assigned retention periods may be considered for relocation to an archive. Then from the archive, it needs to be weeded at some time or other by means of appropriate procedure for the content. The meaning of information cycle relates to that unit of knowledge from where the information is generated and then transmitted to the users with the state of various processes. The whole process of information from its creation to its use is called the information cycle. 55 – 2  Information Transfer Information transfer or presenting verbal accounts of facts and processes in pictorial form and conversely changing graphic representations to writing, involves learning how to0 restate a given body of material in different ways. Information transfer is used specifically in the contexts of narration, physical description, listing and classifying, comparison and contrast, showing cause and effect relationship and generalizing from   numerical data. Pictorial representation gives quick viewing of a large amount of data, easily un derstood than in written form and comparison becomes convenient. Information can be transferred in many ways.

1] Verbal :- 1] acts  2] ballads       3] seminars   4] conferences

2] Non-Verbal :- 5] signalling    6] semaphore           7] flags           8] lights         9] sound

3] Print Media :- 10] newspapers          11] magazines                       12] journals              13] pamphlets        14] wall posters             15] plux boards         16] books       17] booklets

4] e- Media :- 18] TV         b] FAX           19] radop       20] PTI          21] AP                        22] RATT               23] morse                      24] cell           25] Net

5] Visual Aids :- 26] graphs        27] pie-diagrams      28] bar graphs          29] histograms                             30] tree maps                31] circuits                32] block diagrams  33] writing diagrams                      34] pictorial form                       35] flow charts

6] Written Items :- 36] circulars           37] memos    38] reports    39] complaints                                 40] letters

7] Conventional Methods :- 41] postal           42] courier    43] messenger                      44] dove

8] Video :- 45] movie                    46] documentaries  47] VCDs       48] DVDs

9] Official :- 49] GO                      50] Ordinance                      51] Act

10] Science :- 52] satellites          53] internet  54] gadgets    55] pendrive  56] hard drive          

The selection of medium depends on the information to be transferred and the range or  people to

be informed.

A picture is a thousand words. So sometimes more information in an effective way can be transferred in a picture form than in words.

Actually each medium has its own advantage.

Another is that written form to be transferred into pictorial form or vice versa.

55 – 3   Information transfer

In telecommunications, information transfer is the process of moving messages containing user information from a source to a sink via a Communication channel. In this sense, information transfer is equivalent to data transmission which highlights more practical, technical aspects.
The information transfer rate may or may not be equal to the transmission modulation rate.
Bidirectional information transfer is called information exchange.

Non-technical meaning

In a non-technical context, information transfer is sometimes used to signify knowledge transfer or teaching.

1. Information Transfer

2. What is Information Transfer? Information Facts or Details They tell you more about a thing, a person, an event, etc. Transfer Ideas that can be used in new situation.

3. New Situations 5wolves 1Horse Who, What, When, Where, Why, How They are used on your Questions! Using the information you have read , you are supposed to transfer them into answering the questions correctly .

4.  

5. What is important? Numbers - Telephone numbers Date - Holidays Number of Days - Three Days to Phuket, Four days to Bangkok Places - London, Phuket, Bankok Price - Cost to travel Company - San-Geep Travel, Happy Holidays and Max Tours

6. Questions The name of the company to call if you want to book a tour to London is _____________. You will need to pay $ __________ to go to Phuket for 3 days. The telephone numbers to call if you go to Bangkok are ____________. The $ 1399 package to go to London will include _______, ________ and ________. There are _________ travel agencies in this advertisement.

7. Answers San-Geep Travel $ 359 8457777 and 5882268 Airfare, Hotel and Breakfast three

8.  

9. What is important? Number of people Anne and her mother Author and reader Anne’s Mother and Anne respectively Places Home, Supermarket Time Afternoon Activity Mum is buying groceries and Anne is about to have her lunch Details Her lunch is in the oven. Mum will see Anne at 2pm.

10. Questions The memo is written by ___________. The memo is for __________. Mum will be at the supermarket to _____________. Anne’s lunch is _____________. Mum will be back by ____________.

11. Answers Anne’s Mum Anne buy some groceries in the oven 2pm