chapter 23 presentations

Dobrin / Weisser / Keller: Technical Communication in the Twenty-First Century. © 2010 Pearson Education. Upper Saddle River, NJ, 07458. All Rights Reserved.

Chapter 23Chapter 23

PresentationsPresentations


PresentationsPresentations

Are an essential part of the workplace

Help solve problems by communicating with your audience face-to-face, in-person

Use many of the same techniques of effective written communication

Often involve interaction between the speaker and audience


Informal PresentationsInformal Presentations

Make up the majority of workplace presentations

Occur in any situation when people discuss or explain their ideas and thoughts

Can be spontaneous or improvised

Can be supported by short documents or rudimentary visual aids


Formal PresentationsFormal Presentations Could be the principal factor in determining

whether your ideas, products, or services are used and accepted

Are generally longer and more complex than informal presentations

Are usually supported with various tools, ancillaries, and equipment, especially computer-supported slideshows

Are usually delivered in a set-aside place


Complexities Complexities in Presentationsin Presentations

Varied Presentations Workplace writers often use combinations of

informal and formal presentations to solve a single problem.

Varied Audiences Clients or customers Colleagues Supervisors and employees The Public


Preparing Preparing for Presentationsfor Presentations

Good presentations require: careful planning diligent preparation meticulous assessment of

the situation


Focusing on Focusing on AudienceAudience

Understand exactly what your audience wants or needs to know

Provide solutions for audience's problems

Know the number and sorts of people attending

Account for varying levels of expertise and interest in your audience


Assessing the Assessing the Physical LocationPhysical Location

Visit the location ahead of time

Consider rehearsing under simulated conditions

Know where you'll be, relative to your audience

Familiarize yourself with the equipment


Determining the Determining the Time AvailableTime Available

Budget one to two minutes for each slide

Use leftover time to expand on main points

Limit your presentation to the time allotted

Save time for setup, interruptions, and questions


Gathering and EvaluatingGathering and Evaluatingthe Informationthe Information

Determine what information is available and what you'll have to gather

Understand the materials at your disposal

Find or create appropriate visual aids

If working collaboratively, establish what members are best suited for certain tasks


Choosing and CreatingChoosing and CreatingVisual AidsVisual Aids

Account for audience, location, and time

Incorporate sophisticated visuals for more complex or formal presentations

Use visuals to reinforce information without overwhelming it

Plan a specific purpose for each visual to explain information, to emphasize, to generate

interest, and/or to guide audience attention


Types of VisualsTypes of Visuals

Handouts Can duplicate or summarize slides or written

material Can be easy and inexpensive to prepare Provide audiences with something to take away

Posters and Flipcharts Are effective in small groups Can visualize a procedure Can be written on by the speaker, which keeps

audience members interested and involved



Boards Display and create information Range from whiteboards to wireless, digital

smartboards Allow presenters to create graphics on the fly

Slides and Overheads Are readily available, easy to use, and

inexpensive Can project texts or images onto a wall or screen Are seen as outdated and plain when compared

to computer projections



Computer Projections Are the primary visual aid used in

presentations today Can import content from other programs Can be exported in a variety of formats

Internet Presentations Allow presenters to reach remote audiences Can incorporate slides, video, and animations


Creating Effective VisualsCreating Effective Visuals

Signal the material with clear headings

Segment each visual so that it is “bite-sized”

Narrate the visual as you present it

Combine text and images for dynamic effect

Streamline visuals for conciseness and simplicity


Visuals and TransnationalVisuals and TransnationalAudiencesAudiences

Be aware how audiences can differently interpret colors, images, and gestures

Know that not all audiences read left-to-right

Use multiple examples to reach multiple audiences


Additional SuggestionsAdditional Suggestionsfor Creating Slidesfor Creating Slides

Use text and visuals that can be read and seen at the back of the room

Use bulleted or numbered lists that contain phrases and keywords

Be consistent with design elements

Don’t read text word for word from a slide

Avoid the excessive use of “enhancements”


Planning Your Planning Your SpeechSpeech

Write a formal speech for highly stressful presentations But, reading word-for-word decreases spontaneity

and interaction

Create an outline that is highly organized or loosely structured Consider converting it to a slide show

Use note cards to guide you through the presentation Insert page numbers & avoid reading word-for-word


Organizing Your ContentOrganizing Your Content

Include an introduction, body, and conclusion

Realize that listeners have less attention for detail than readers

Repeat information for better retention

Incorporate explicit signal language, like transitions and summaries


Delivering theDelivering thePresentationPresentation

Vocalization Use adequate volume Vary pitch Pace yourself Articulate words carefully Avoid filler phrases (“um,” “uh,” “like)


Delivering theDelivering thePresentationPresentation

Body Language Face the audience Make eye contact Use movement and gestures

Fielding Questions Address format ahead of time Answer questions by referring back to the

presentation Be prepared to deal with unclear or biased

questions

chapter 23 presentations

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