n5 communication tvet colleges module 4 presentation communication
TRANSCRIPT
1Presentation Communicationp.70 (N5 students up to 4.10)
Did you know the greatest fears include …? • Fear of developing cancer• Fear of getting a heart disease• Fear of having to make public
speeches
2 Why do you have master the art of presentation?
Sooner or later you would have to: Speak in public Addressing large
groups Welcome a new
employee Propose a toast Thank colleagues Present minutes
3 A Good presentation depends on: A person’s self-esteem
The image and reputation of the organisation of whom the speaker is a representative.
Remember: the “self-fulfilling prophesy”? What you think will
happen, will happen.One gains faith EVERY
time you finish a speech successfully.
Practise, practise, practise
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4.1 The role of presentation communication in the
communication process
See p.71
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PRESENTATION COMM
Define it in terms of formal communication process Sender (Speaker) Message (specific purpose) Receivers (target audience) Feedback can be
Individually (questions) Collectively (applause) Direct (answering question) Indirect
(bored listener talking to his friend) Verbal, conscious and positive
Asking information Non-verbal, unconscious, neg
Bored yawn
Sender: communication barriers
SENDER Verbal comm
Development of target audience Non-verbal comm
Personal appearance Posture (stance) Facial expressions Gestures Quality of his voice
COMM BARRIERS Can be any of they above
Presentation comm example of direct comm with
smaller or larger groups.
Speeches are the example of
communication with smaller groups
or more larger groups
That is Presentation Communication
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4.2 The purpose of speech-making
See p.71
• To interest or amuse• To inform or to teach• To stimulate or impress• To motivate• To coerce or persuade
84.3 Factors to consider when preparing a speech (p73) The aim of the
speech Response from audience?
The audience Size, age, gender, culture
The occasion Dictate formality
The physical surroundings Geographical situation Quiet/Busy? Size of Hall
Preparing content matter
1. The Introduction2. The body3. A logical presentation4. The conclusion
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10 Content matter of a speech
1. Introduction Advertisement for rest of
speech Grab audience’s attention,
gain goodwill Indicate purpose & scope Ask questions, humour,
interesting quotation, descriptive anecdote
Joke should be relevant!
2. The body Researched thoroughly
Direct information Oral info Written info
Presented logically Chronological Ascending order of
importance Ascending order of
complexity Congeneric order
11 Content matter of a speech
3. Conclusion
Summary of main points Return to purpose
indicated in introduction
Appropriate anecdote or quotation
Indication how facts can affect listeners
Suggestion regarding possible plan of action
Listen to Steve Jobs, the founder of Apple Inc. and analyse his speech.
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4.3 Coping with nervous tension
See p.74 - 77
1. General guidelines• Be yourself• Prepare adequately• Rehearse the speech• Dress appropriatelyAppearance must match the occasion
ComfortableAvoid excessive jewellery or brand new clothesDress one level smarter
2. Breathing exercises (p76)
3. Relaxation exercises (76)
Some causes of nervous tension include:• Lack of self-confidence• Speaker’s fear: lacking verbal skill
or knowledge to maintain the audience’s attention
• Speaker fearing he might not remember everything he wants to say
• Fear of recurrence of some past failure
4.6 Non-verbal aspects which determine the success of a speech
See p.77 - 81
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1.APPEARANCE2.DEPORTMENT AND
POSITION AT DESK3.EYE CONTACT4.FACIAL EXPRESSION5.GESTURES6.RAPPORT WITH THE
AUDIENCE7.VOICE AND VOICE
CONTROL OR PROJECTION
14 4.6.1 APPEARANCE (p.77) APPROPRIATE DRESS OUTFIT MUST MATCH OCCASION, AUDIENCE, TOPIC FORMAL: MORE CONSERVATIVE INFORMAL: ALWAYS BE NEAT NEAT APPEARANCE: SELF-RESPECT AND RESPECT FOR
AUDIENCE DRESS ONE LEVEL SMARTER THAN AUDIENCE
154.6.2 Deportment –
position at desk Deportment: Way in which someone
carries themselves, indicative to self-confidence and shows attitude towards audience and topic to be discussed
Introduce: He should rise, pause, walk calmly to desk
Take a comfortable stance Distribute weight evenly on both feet Move weight between front and back
feet Avoid leaning on the desk, standing
abnormally stiff as poker or clinging to desk for dear life.
Have an upright but relax posture
16 4.6 Non-verbal aspects4.6.3 EYE CONTACT Pause, run eyes
over audience and establish eye contact
Maintain throughout speech
Avoid looking over heads of audience
Avoid staring Get some
feedback
4.6.4 FACIAL EXPRESSION Facial expression reflect
attitude to message conveyed
Smile, grin, raised eyebrows, etc. (use it!)
Your expressions are sometimes imitated by audience
Words AND expressions = people remembering speech better …
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18 4.6 Non-verbal aspects
4.6.5 Gestures Movements of part
of the body, especially the head, arms and hands
Used incorrectly they are irritating mannerisms
Used correctly they emphasise what you say. “Go away!”
4.6.6 Rapport with audience
Continuous eye-contact
Speak to audience as if speaking during a conversation between two people
Choose one or two individuals in audience to focus your attention on.
194.6.7 Voice & voice control or
projection (p.79)
QUALITIES OF A GOOD VOICE Pitch (shrillness) Tempo (rate or speed) Pauses (effective
punctuation mark) Emphasis
Intonation Accent determine this
Volume (audible) Use for emphasis Adjust for size of hall
Tone (or quality) Intensity of emotion
reflected in your voice
• Voice is part of your personality
• It will reflect emotion, enthusiasm, attitude
• Impact determined by words
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4.7 Applicable language usageSee page 81 - 82
• Choice of words• Use relevant
terminology• Use of ambiguity,
repetition, tautology etc.• Clear and coherent ideas• Enthusiasm and liveliness• Audience-oriented
language
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4.8 Visual and other aids
See page 82 - 88
4.8.1 Designing the audio-visual programme
1. Size2. Simplicity3. Unity4. Emphasis5. Balance6. Visual elements• Line• Shape• Space• Colour• Texture
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4.8 Visual and other aidsSee page 85
4.8.2 Most commonly used media
1. Black (or chalk) and white boards
2. Flip charts3. Slides4. The overhead projector5. Using the microphone
23 4.9 Occasional speeches (p.89)1. Introducing a colleague or a
guest speaker2. A welcoming speech3. A farewell speech4. A presentation speech5. The speech of acceptance6. The speech of thanks7. Making an announcement8. Proposing a toast9. The after-dinner speech
24How to introduce a guest
speaker p.90 T-I-S FORMULA T: Title/Topic of the speaker/ What he will be talking about I: Importance of the speech that is going to be rendered S: Speaker applications for presentations
Rise, look at speaker, turn to chairperson and address him
Turn to audience and address them Inform the audience of speaker’s
qualifications/experience (you might read synopsis out of his CV)
Say something about the audience (helps with bridge-building)
State topic clearly and correctly Last words: “I would like to welcome – Mr Jones” Lead the applause Introduction not longer than 2 minutes Do not repeat the name of speaker over and over, he
might not recognise his cue to rise and start his speech.
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4.10 Actions to promote goodwill
See page 95 -103
1. Meetings2. Conversation3. The telephone• Guidelines for making tel.
calls• Guidelines for coping with
incoming calls4. Interviews• Before the interview• During the interview• After the interview
5. Dealing with clients and guests
26 4.10.1 MEETINGS P.96CORRECT PROCEDURE
Beginning: “call meeting to order”.
Minutes: “stand approved as read”.
Direct the chair. “Mr. Chairman, Madam Chair”.
Motions: “I propose that” Vote: “those in favour of” Objections: “I rise to a
point of order”.
RULES OF CONDUCT
Cannot prevent someone from hearing/seeing speaker at a meeting
Do not chat, move around
No passing between speaker and person speaking
Notes should not be passed around
No knitting/sewing or playing games on phones
27 4.10.2 CONVERSATIONS p.97
Think before you speak Be interested in others – do not only talk about yourself Listen attentively and give feedback; DO NOT remain passive Be tactful and sensitive to others; handle differences of
opinions diplomatically – do not argue! Keep your identity, but remain courteous, do not be dogmatic Change the topic subtly Do not discuss matters which may embarrass or hurt your
conversation partner Avoid insulting comments Avoid gossip Discuss items of current interest, such as news items – be well
informed on this Avoid changing the topic continually because you are not
listening
28 4.10.3.1 The telephone p.98GUIDELINES FOR MAKING TELEPHONE CALLS Plan your call. Purpose? Feedback you
require? Information must be presented logically.
Relevant documentation must be close to hand.
Dial correct number and ask for correct extension.
Make sure you are talking to the right person.
Have pen and paper handy. Greet politely, identify yourself and your
firm. Indicate whom you want to talk to and
why. Leave is short message if you find an
answering machine on the other side of the line.
29 4.10.3.2 the telephoneGUIDELINES FOR COPING WITH INCOMING CALLS
Answer telephone immediately. Must not ring more than 4x.
Greet politely; identify yourself and your company. Determine whom you are talking to; from which
organisation; whom the caller wants to talk to and why. If the line is engaged: Inquire whether the caller would
prefer to hold, to call later or to have his call returned. If the caller prefers the last option mentioned above: Take
a message and a telephone number. Repeat numbers, figures and amounts. Make sure that his call does get returned.
If the caller prefers to hold: Keep him informed in intervals of 15-20 seconds regarding availability of person. Inquire regularly whether he would still prefer to hold.
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