MODULE 2:

Oral Communication: Meaning – Principles of successful oral communication,

Conversation control –Reflection and Empathy: two sides of effective oral
communication.

Oral Presentation: Role of business presentations, Planning and Organizing

Presentation, Planning Team and Online Presentations, Developing Visual Support for
Business presentation, Practicing and Delivering Presentation - Refining your delivery.

Business Pitch: 10 steps in Pitching, Elevator Pitching

Oral communication, also Known as verbal communication, is the exchange of verbal

messages between sender and receiver. It is more immediate than written
communication. It is more natural and informal. The study of human behavior shows that
70% of our life is spent communicating. Out of the total time spent in communicating,
normally, 45% relates to listening, 30% to speaking, 16% to reading and 9% to
writing. Thus, 75% of our time, we spend in listening and speaking. Therefore people
in business learn to use this time to their best advantage for creating and sustaining good
relationship through their ability to listen and speak effectively.

Oral communication refers to spoken words through face to face or through electrical
devices such as phone, teleconferencing, public address system etc.
Examples: Interview, public speech, meetings

Making Oral communication effective:

 The words should be pronounced correctly and clearly.
 The message to be effective must be presented in a logical sequence.
 The tone of the message should be according to the situation so that
the message appeals to the heart of the people.
 The person speaking must have self- confidence, only then it
overcomes inner inhibitions and comes out with sufficient
knowledge of the subject.
 In order to maintain the attention of the listener and create interest, the
sound of the voice should not be steady and flat.
 The message to be presented must be concise and complete. It should
neither be overloaded nor under loaded

PRINCIPLES OF SUCCESSFUL ORAL COMMUNICATION

Purpose
The purpose of talking effectively is to be heard and understood by the listener.

Simple words
It is important to use language that is free from long – winded sentences, clichés and
old fashioned words and phrases. It is best to employ commonly used words and short
and simple sentences.
Rhythm and tone
 Our language should have the commonly used words, and short and simple
sentences.
 The pitch of our voice should take into consideration the distance between
the listener and the speaker.
 The tone should be marked by the accent of Sincerity and confident tone
 An effective speaker learns to control and use his tone and body language to
support the message communicated by words.
 Verbal 7%, tone of voice 38% and visual 55%

Pace of speaking
 The spoken word is short lived. The listener cannot turn back to the spoken
words as the reader can.
 Listener has to listen closely and attentively. There should be a due
correlation between the pace of speaking and the rate of listening.
 Converse slowly with semantic pauses.

Fluency
Fluency usually means ease as a condition of speaking. But a fluent speaker is one
who is heard with ease. The listener does not have to strain his mind to receive,
register, and interpret the message heard. No long pauses and nonstop rushing through
words.

Therefore, a speaker has to be very careful about his words and the manner of
speaking them. In oral communication, the manner of speaking is at many times more
important than the words, which communicate only 7% of the total message. Albert
Mehrabiam’s research reveals astonishing facts about how exactly different factors
contribute to a speaker’s total message ---
 Verbal 7%
 Tone of Voice 38%
 Visual 55%
 An effective speaker therefore learns to control and use his tone and body
language to support the message communicated by words.
CHARACTERISTICS OF EFFECTIVE ORAL COMMUNICATION
Oral communication is characterized by seven Cs - Candidness, clarity, completeness,
conciseness, concreteness, correctness and courtesy. Oral communication should
provide a platform for fair and candid exchange of ideas. The effective communicator
should follow the following:
• Consider the objective
• Think about the interest level of the receiver
• Be sincere
• Use simple language
• Brief and precise
• Give full facts
• Use polite words and tone
• Cut out insulting message
• Allow time to respond
• Say something interesting and pleasing to the recipient.
 Conversation control:
It means that with practice, one can control his own conversation, and in time be able
to influence others and encourage them to respond in a positive way. Conversation
control involves skill of listening and talking in a positive and meaningful way at an
appropriate time.

Sequential Conversation:
When we converse in a skillfully controlled way, we make statements that are in
sequence to what is said by the other person. There is a logical link between the
statements made by the speaker and the listener. The listener receives carefully
what is being said and waits for his proper chance to join in to say clearly and
forcefully what he has to say. But he carries forward the conversation in a connected
and sequential form. In this way, within a short time, ideas and thoughts are developed
in a structured pattern.
Empathy
Empathy is the intellectual identification with or vicarious experiencing of the
feelings, thoughts, or attitudes of another.

Reflecting:
Reflecting on someone’s statement means that you must first understand the
underlying feeling exactly and accurately and then speak in such a manner that the
other person feels that you have indeed seen the issue from his point of view. The
purpose of reflecting on something is to help the other person see his feelings and
ideas with greater clarity and precision.
CONVERSATION CONTROL
It involves skills of listening and talking in a positive and meaningful way at an
appropriate time. It includes Techniques of changing the direction of conversation
smoothly. The ability to allow a discussion without interruption. Conversation control
helps to carry on and conclude our conversation effectively on a note of satisfaction as
a mutual understanding and agreement.

Application of conversation control skills

• How to sell or buy
• How to negotiate
• How to interview
• How to participate in a meeting
• How to disagree without being rude
• How to compliment/praise
• How to respond to personal criticism Skills needed for effective oral
communication.

Conversation control does not mean that you can control someone's conversation.
What it does mean is that with practice you can control someone's conversation.
What it does mean is that with practice you can control your own conversation, and
should b able to influence others, and encourage them to respond in a positive and
relevant way.

• Interacting with people in meetings in a convincing way

 • Being able to react to criticism in a confident manner
• Developing skills in interviewing
• Learning how to get correct information quickly

Controlling the direction of conversation

All conversations contain facts and opinions. The real purpose of conversation to
exchange feelings and facts. In positive situations, where the facts and opinions being
discussed converge, the conversation is smooth and both the parties are in relative
accord with each other. But in the negative situation, the skill of the conversationalist
lies in realizing the reasons for divergence, tensions and complications.
Direction of conversation

Rejection: if your point is completely turned down, it means there is no possibility of

further discussion on the issue. Hence the conversation comes to an end. For example
candidate asks an invigilator for more time to finish an examination; the request
would be rejected summarily.

Disagreement: there is a willingness to continue with the discussion, but disagreed

with suitable reasons.

Consideration: The point of consideration is when the other person does not reject
your proposal and wants further discussion or examines it in order to be convinced of
its validity. At this point, you should offer more information to enable the other person
accept your proposal. Agreement: This is positive expression of acceptance of the idea
or proposal by both parties. It all can lead to further action.

Commitment: This is the conclusion of a successful conversation. The opinions or

proposals discussed are accepted and achieved the goal of conversation.
Managing negative responses

• Avoid completely rejecting the other person's arguments

• Do not use negative expressions
• Assure the other person that you keep their concerns in mind
• Summarize whatever been discussed never get desperate, frustrated when
confronted with rejection

Ability to notice Cues and clues

• Cues and clues together with signs and signals point out what is important and
what is not.
• A cue is a key word or phrase a person uses when he/she wants to indicate that
something is important to him/her.
• A clue is a word or a set of words that someone else gives to us.
• In written messages the writer can draw the reader's attention by highlighting
important words, but in oral communication, the listener's attention to the
importance or unimportance is drawn by not only the choice of words, but also
the tone of speaker's voice or some other signals such as facial expression, eye
contact, body movements and gestures.
• These cues and clues flow out from speaker to listener consciously and
unconsciously. They show the direction of emphasis that the speaker or the
 listener pays to the content of the message.
• In our conversation there are always some key words. These key words act as
cue to other persons to draw their attention to what we consider important.
• Cues are what we give to others about our view of things and clues are what
others give us about their views of things. Generally, people give most important
clues unconsciously; through what is called 'leakage' the body talk that involves
a whole lot of non-verbal signals.

Recognizing cues and clues

• Cue is what we give out to quivers to point out what we hold as important
part of our conversation
• Clues are what we receive from others on matters they regard as important.

Interpreting signs and signals

• Conversation is composed of verbal and visual indicators.
• Verbal indicators involve cues given and clues received
• Visual indicators consist of signs given and signals received. While
speaking, we all unconsciously keep moving our hands, eyes, head and other
parts of the body. All this non- verbal acts reflect the state of our mind.
• Signs consist of visual indicators such as frown, smile, and eye movements
and so on we give to others. Signals are behavioral indicators others give us.
For example drinking of water every 15 minutes during a speech is a sign of
thirst given by speaker to the audience. But to the audience it may act as a
signal of the speaker's nervousness.

TYPES OF CONVERSATION
• Parallel conversation
• Sequential conversation

Parallel conversation
We engage in conversation to find out facts, or know the issues and this aim can
be fulfilled when we take interest in what is initially sated by him. And the other
person seek further information on what is originally stated by asking questions and
exploring the meaning of the messages indicated by clues and non-verbal signals. But
if we do not do so,

The two parallel statements cannot meet and therefore, cannot be linked together.
For example:
X : It is necessary that we increase our export
Y : I think it is most important for us to reduce our manpower immediately.

Sequential conversation
• Converse in a skillfully controlled way, we make statements that are in
sequence to what is said by the other person.
• There is a logical link between the statements made by the speaker and listener.
• This conversation between two persons always fruitful. This is possible only
when the other person attaches some value to what is said by the speaker.

Reflection and empathy

 • Body language should show real interest in listener
• Make eye contact
• Speak as person with genuine feeling of concern for the other person.
• Time taken to communicate
• Purpose of communicating with the listener
• For example: Suppose we arrange the conference or seminar when the chief
guest of the seminar says" Can I take a leave I have an important appointment"
you can say "we need your valuable presence" this reply reflects the
importance of the chief guest presence. Reflecting someone's statement needs
to be done most carefully.
• You must first understand the underlying feeling exactly and accurately. Then
speak in such a manner that the other person feels that you have indeed seen the
issue from his/her point of view.
• Your body language should show your real interest in him/her.
• Sense of time as skill: In oral communication, the speaker should always keep in
mind the time taken to communicate. The time limits announced in formal oral
activities should be strictly observed. The audience should not feel rushed
through any part of your conversation or presentation.

Summarizing
• Able to recognize, analyze, and evaluate what the other person said.
• It is to pick out the central thought, the main theme or the essential idea.
• Summarizing is of great value and is the skill most needed for negotiating or
solving a problem.
• In written communication, we have full text before us and we summarize
carefully going through the text at least twice or thrice. In case of oral
communication, summarizing is the act of recognizing the leading cues and
clues during the course of communication and making them to understand the
underlying feelings and emotions.
• For example before concluding the meeting the superior can highlight the
important thoughts discussed during the meeting.

APPLICATIONS OF CONVERSATION CONTROL

Meetings
• Meetings are yet another medium of oral communication.
• Message can be easily and understandably communicated through the medium
of meetings.
• It is concerned with ensuring that people communicate clearly to resolve
problems and make the best of opportunities.

Agenda as a control
• For formal meetings, the first requirement is to prepare a complete agenda of
the issues to be discussed in order of their sequence of discussion.
• It will indicate issues which will be taken up and how and in what time
they will be covered
• A carefully prepared agenda is the first means of controlling the proceedings
of a meeting.
• An agenda helps in fixing, at the outset, the duration of the meeting by
allotting appropriate time for discussing each item.
 • An advance circulation of agenda papers to enable members of the meeting
understands the issues and prepares them to present their viewpoint.

The chairperson
• A person whose role is to direct and conduct the proceedings in an orderly
manner.
• Should be able to use his skills of controlling conversation by focusing on
important issues and meaningful solutions.

The procedure
• Agenda should be signed and approved by chairperson
• The chairperson begins the meeting by reading the agenda
• And in case no objections to any of the issues are received, the minutes
are taken as approved and signed by the chairperson.
• Discussion has to be meaningful and controlled
• The speaker can summarize what is being said at the end of the meeting
• During the discussion the disagreements should be expressed carefully
• Above all, the skills of avoiding parallel conversation and ensuring linked
sequential conversation and disagreeing without offending is basic for the
smooth conduct of business in a meeting.

To be assertive without being aggressive

• To be assertive is to be confident. To be assertive, you should not say yes when
you want to say no. Instead say no in a positive and firm manner.
• To use skill of assertive conversation communicate, with firmness, convey to
the other person what you want and why. Indicate your response or opinion
without hesitating in simple clear words.
• To communicate with firmness, convey to the other person what you want why.
Conversational attack and controlled response
• In business, rudeness and discourtesy should never be allowed to creep into
communication
• Never use strong abusive language that will complicate the situation.
• Negotiating through conversation control teaches us self discipline. It trains us
to convey to others that we really realize, understand and fully appreciate their
feelings, views and grievances.
• It requires the skills of managing and controlling the interaction between two
sides.
• In negotiation both the sides try to present a case tactfully and win.
The strategy involves the skill of showing that you understand the other persons
point/position without necessarily agreeing with it.

TWO SIDES OF EFFECTIVE ORAL COMMUNICATION:

 Listening and presenting are the two sides of effective oral communication.
Listening is an important component of conversation control. To be able to
understand and appreciate the other person, one should allow him to express
freely, without being interrupted and listen carefully. Hence to improve one’s
skills of conversation control one should know whether one is a good or poor
 listener.

 Poor listeners tend to annoy and disturb the speaker. Therefore, cut out habits
such as interrupting, or showing little interest in what is being discussed. If you
find that you tend to disturb the other person constantly by putting in “yes”
“but” and “ifs”; it is advisable to practice avoiding this behavior. Try to
encourage the other person by your body language and expression. Indicate
that you feel interested and understand what is being discussed.

 Be an effective presenter: The other side of oral communication is the ability

to present one’s viewpoint. In order to be an effective presenter try to
present facts, not opinions; keep to the point; keep the listener’s interest in
mind; support arguments with suitable examples; and ask for feedback and
answer questions honestly.

 Make eye contact and avoid being vague, unfocussed, with little eye
contact, discouraging questions, showing lack of confidence and not
getting to the point. By practicing these basic skills of good listening and
effective presentation one can gain conversation control and be successful
in one’s role as manager, negotiator, or in any other situation involving
conversation or discussion.

Oral communication takes place through the following Modes:

Face-to-face:
A face-to-face communication may be between two or more people. It takes the form
of speech, small meetings or an interview. Immediate feedback is possible under this
type of communication. In case of discussions or persuasion, face-to-face
communication is most suitable

Tele conferencing:
Teleconferencing is popularly used when two or more people are thousands of Kms
away from one another. It eliminates unnecessary travel by executives and ensures
long distance communication. Through teleconferencing they can hear and see each
other talk with one another as if they are sitting in one room together.

Telephone:
In the present world, telephone is one of the most widely used communication media.
The urgent matters are dealt with a phone. A telephone helps people to come into
contact even at a great distance.
It saves time and immediate feedback is also possible. However, it lacks visual
feedback and is very difficult to hold the receiver’s attention for a long time.

Voice Mail:
In cases where the receiver is not available over phone for a period of time,
telephone tag the electronic message system of voice mail is used. It allows to
leave the message by the sender with the receiver who picks it up later on. This
type of media is useful when one way information is to be conveyed. Moreover it
saves time and money.
 Modes of Oral Communication
Research studies have shown that 80% of communication by executives of a company is in
the oral form. The modes of Oral Communication include:
• Telephone/Cellular phone
• Messages
• Intercom
• Face-to-face discussion
• Meetings/Conferences
• Presentation
• Dictaphone/Dictation
• Conversation
• Radio
• Teleconferencing
• Speeches
• Brainstorming sessions
• Grapevine
• Interview

Advantages of Oral Communication

Advantages of oral communication are mentioned below:

1. Immediate Feedback
2. Time Saving
3. Economical
4. Personal Touch
5. Flexibility
6. Secrecy
7. Group Communication
8. Effectiveness
9. Persuasive power

Immediate Feedback
The biggest advantage of oral communication is that it provides immediate feedback to both
the sender and the receiver. Each can therefore ask for clarification and elaboration on the
spot.
The speaker can immediately understand the reaction of the audience or group, s/he is
addressing while the hearers get a number of clues about how their behaviour is being
perceived by the speaker.

Time Saving
Oral communication is very fast. It saves the time involved in writing the message and
delivering it through a channel like the postal or courier services.
Economical
Oral communication saves the money spent on stationery and the channel of communication.
Personal Touch
Oral communication builds up a healthy climate in the organization by bringing superiors and
subordinates closer. It is also an effective tool for persuasion.
Flexibility
Oral communication provides an opportunity to the speaker to correct himself and make
himself clear by changing his voice, pitch, tone, etc. A number of other factors like context,
body language, etc. can be used to reinforce and modify what is spoken through the words.
Secrecy
Oral messages can be more easily kept confidential than written messages. All one has to do
is to ensure that there is no one within the hearing or recording distance.

Group Communication
Oral communication is extremely useful for communicating with groups in meetings,
conferences, etc. No classroom teaching would be possible without oral communication.
Effectiveness
Because oral communication involves the real or virtual presence of both the parties,
therefore, the message transfer is more effective and that helps in achieving the goal of the
communication more efficiently.
Persuasive power
Persuasion is the process of guiding people toward the adoption of an idea, attitude or action
by rational means. It relies on “appeals” and convincing arguments. We live in a world where
persuasive oral messages are around us.

Disadvantages of Oral Communication

Disadvantages of oral communication are explained below:
1. Poor Retention
2. No Record
3. Time Consuming
4. Misunderstanding
5. Lengthy Messages
6. Lack of Responsibility
7. Imprecise

Poor Retention
The listener cannot retain oral messages in his memory for a long time. The speaker himself
may not recall what he actually said.

No Record
Oral communication does not provide any record for future reference. In the absence of
a record, oral messages have no legal validity.

Time Consuming
Oral communication may not always be time saving. Precisely because there is no binding
medium like a page or a book, this form of communication is virtually endless. Sometimes
meetings continue for a long time without arriving at any satisfactory conclusion.

Misunderstanding
Oral communications are likely to be misunderstood due to poor expression and noise. The
speaker may not be able to make himself quite clear or the listener may be inattentive. This is
likely to be truer when the two individuals are not on good terms with each other.
Lengthy Messages
Oral communication is not suitable for transmitting lengthy messages. Some parts of vital
importance may not receive adequate attention.

Lack of Responsibility
Oral messages are not recorded. Therefore, it becomes difficult to hold persons responsible
for mistakes, inaccuracy or falsity in oral communication.

Imprecise
People usually take less care when speaking than when writing. Therefore, spoken words
tend to be less precise than written words. Often the exact point the speaker is trying to make
is lost in a mass of words.

How to Make Oral Communication Effective?

The following steps should be taken to make oral communication effective:
1. Clarity
2. Brevity
3. Precision
4. Right words
5. Avoid Hackneyed Phrases
6. Understand the Listener
7. Natural Voice
8. Logical Sequence
9. Conviction

Clarity
The speaker should pronounce his words “clearly” and “correctly”. He must talk distinctly
and slowly. When a person speaks fast or munches words the oral message is likely to be
misunderstood.

The way a person speaks his dialogue exercises much influence on the audience. Clarity of
expression is the aim at all times.

Brevity
Oral communications often suffer from too much of talking. When a speaker keeps on talking
for long, his message is lost in a sea of words and his listeners tend to become inattentive.
Therefore, the message must be kept as short as possible. However, the speaker should not
appear unclear, abrupt or discourteous.

Precision
An oral message becomes more effective when it is precise and concise.

Example: It is better to say ‘cut down costs by 100 instead of saying ‘reduce costs’. The
message should not be vague or incomplete. Words ought to mean clearly what they are
intended to say.
Right words
The first caution is to ensure that you know the meaning of the words that you use. Some
words have more than one meaning while some others carry different meanings for different
persons. Be sure about what your words will convey to a trained reader.

Example: City, town and metropolis are three different words and care should be exercised
before using them. You will find that the word ‘metro’ has at least three different meanings in
day-to-day usage. Find them out for yourself.

Therefore, words should be chosen carefully and their meaning clarified in the context of
usage. The speaker should not presume that the listener would mean the same thing from a
word, which s/he means.

Avoid Hackneyed Phrases

Speakers often use hackneyed phrases and clichés like ‘you know’, ‘I see’, ‘you see’, ‘what I
mean’, ‘isn’t,’ etc.

Such phrases interrupt the flow of speech and obstruct the quick grasp of meaning besides
causing boredom. Speakers should ensure that they do not use these phrases unconsciously or
consciously.

Most of us use them as connectives, filling up a gap when we do not have the correct
word/phrase. Keeping them consciously out of your usage would mean that you will have to
remain silent for those gaps. But don’t worry. Once you stop using fillers like those,
appropriate words will come to you with a little effort at articulation.

Understand the Listener

A good speaker must understand the listener before talking. People vary in terms of their
education, culture, intelligence level, maturity, etc.

Natural Voice
The speaker should use his natural way of speaking. In order to look sophisticated, some
speakers use a foreign accent. This reduces the effectiveness of communication.

Logical Sequence
Before speaking, different ideas to be conveyed should be arranged in a logical order. It helps
to make the speech forceful.

Conviction
A speaker must have conviction in what he says. Careful understanding, the sincerity of
speech, and intelligent planning are required to develop conviction in speech.

Importance of Oral Communication

The importance of oral communication can be discussed in the following points:
1. Importance for a scholar
2. Importance for a professional
3. Importance for business
4. As a marketing tool
Importance for a scholar
The art of oral presentation is of immense significance for an academician or a student who is
needed to defend his/her thesis in a seminar or a conference.

Importance for a professional

At times, managers or executives in a company are required to prepare a report and then give
an oral presentation on that report. Their performance can make or mar their career.

Importance for business

Oral communication are of huge significance in today’s business environment. It’s simply
because nothing has more impact, or is quite as impressive, as a well-delivered oral
presentation.
Properly executed and in the right context, they can inform, motivate and convince more
effectively than any other single form of communication. As a result, employers place great
value on presentation skills.

As a marketing tool
Ability to deliver oral presentation is one of the most effective tools of marketing. For
instance, consider these two typical situations where oral presentation skill will be needed as
a marketing strategy:

Principles of Oral Communication

The following are the main principles of oral communication:
1. Clarity
2. Simplicity
3. Source of information
4. Adequacy
5. Consistency
6. Principle of time
7. Balance between uniformly and adaptability
8. Emotional Appeal
9. Consultation
10. Feedback
11. Purpose
12. Empathy
13. Rehearsal
14. Selection of main idea
15. Introduction
16. Easiness
17. Researching the topic
18. Summary

Clarity
In oral communication the meaning of the words and the language should be clear so that the
audience does not misunderstand it. One should avoid the use of technical, very difficult or
literary words.
Simplicity
The communication should be simple so that every type of audience finds it easy to
understand.

Source of information
The sources of information used in the communication should be reliable and the audience
should be informed about the source to increase their confidence.

Adequacy
The quantity, weightage, expansion and the subject matter should be decided in a wise
manner, communication that are lengthy, too detailed and difficult are boring. Over
abundance of information puts strain on the mental ability. Thinking and working of the
audience.

Consistency
The figures and information used in the communication should not be in conflict with the
policies, objectives and programmes of the institutions.

Principle of time
The communication should not take more time that intended. Principle of time leaves a good
impression on the audience.

Balance between uniformly and adaptability

On the one hand uniformity of message in the communication should be attempted and on the
other due importance should be given to the changer in today’s fast business. In other words
one should try to strike a balance between uniformity and changeability or adaptability of
words. h. Principle of Audience Analysis

To develop a mutual understanding with the audience and to remove the unnecessary
difficulty of meanings the presenter should keep in mind the age, education, ability,
knowledge and organizational position of the audience.

Emotional Appeal
In some communication there is a lack of logic and intellect therefore there should be an
emotional appeal in the communication so that a positive response can be taken from the
audience.

Consultation
To make a communication effective the communicator should consult all the related people.
This way one can get some new advice and ideas.

Feedback
After communication the communicator should try to find the views, Ideas, opinions,
objections and feelings of the audience. This develops an understanding between the two and
the objective of communication is also fulfilled.
Purpose
In the communicator mind the purpose of the communication should be absolutely clear and
defined. Objectives could be one or more. The purpose of the communication could be to
inform, encourage, sympathies and entertain.

Empathy
The communicator should put himself in the place of audience while doing the
communication. This brings about a similar opinion and creator mutual understanding.

Rehearsal
Before communication one should rehearsal at least thrice. This increases self -confidence
and makes the communication easier.

Selection of main idea

The main idea or should be decided before hand. This makes the communication easier and
interesting.

Introduction
It is said that first impression is the best impression. Thus, the communicator should
introduce the communication with expertise, patience, cleverness and effectively that the
audience can connect to it right till the end.

Easiness
A friendly behaviour should be used with the audience. As a result he can say opinion with
ease and the audience too will accept it.

Researching the topic

Information, figures and other facts related to the communication should be collected so that
some new ideas can be joined with the basic thought that is change should be acceptable.

Summary
At the end of the communication the main points should be revised which make the audience
will remember the basic thought of the communication

Designing and Delivering Presentations

Presentations are one of the most visible forms of professional or technical communication you will
have to do in your career. Because of that and the nature of being put “on the spot,” presentations are
often high pressure situations that make many people anxious. As with the other forms of
communication described in this guide, the ability to present well is a skill that can be practiced and
honed.

When we think of presentations, we typically imagine standing in front of a room (or auditorium) full
of people, delivering information verbally with slides projected on a screen. Variations of that scene
are common. Keep in mind, though, that the skills that make you a strong presenter in that setting are
incredibly valuable in many other situations, and they are worth studying and practicing.
Effective presentation skills are the ability to use your voice confidently to communicate in “live”
situations—delivering information verbally and “physically,” being able to engage your audience, and
thinking on your feet. It also translates to things like videos, which are a more and more common
form of communication in professional spheres. You will have a number of opportunities during your
academic career to practice your presentation skills, and it is worth it to put effort into developing
these skills. They will serve you well in myriad situations beyond traditional presentations, such as
interviews, meetings, networking, and public relations.

Process for Planning, Organizing, and Writing

Presentations
Similar to any other piece of writing or communication, to design a successful presentation, you must
follow a thoughtful writing process (see Engineering Your Writing Process) that includes planning,
drafting, and getting feedback on the presentation content, visuals, and delivery (more on that in the
following section).Following is a simple and comprehensive way to approach “writing” a
presentation:

Step 1: Identify and state the purpose of the presentation. Find focus by being able to clearly and
simply articulate the goal of the presentation—what are you trying to achieve? This is helpful for you
and your audience—you will use it in your introduction and conclusion, and it will help you draft the
rest of the presentation content.

Step 2: Outline major sections. Next, break the presentation content into sections. Visualizing
sections will also help you assess organization and consider transitions from one idea to the next. Plan
for an introduction, main content sections that help you achieve the purpose of the presentation, and a
conclusion.

Step 3: Draft content. Once you have an outline, it’s time to fill in the details and plan what you are
actually going to say. Include an introduction that gives you a chance to greet the audience, state the
purpose of the presentation, and provide a brief overview of the rest of the presentation (e.g. “First,
we will describe the results of our study, then we’ll outline our recommendations and take your
questions”). Help your audience follow the main content of the presentation by telling them as you
move from one section of your outline to the next—use the structure you created to keep yourself and
your audience on track.

End with a summary, restating the main ideas (purpose) from the presentation and concluding the
presentation smoothly (typically thanking your audience and offering to answering any questions
from your audience). Ending a presentation can be tricky, but it’s important because it will make a
lasting impression with your audience—don’t neglect to plan out the conclusion carefully.

Step 4: Write presentation notes. For a more effective presentation style, write key ideas, data, and
information as lists and notes (not a complete, word-for-word script). This allows you to ensure you
are including all the vital information without getting stuck reading a script. Your presentation notes
should allow you to look down, quickly reference important information or reminders, and then look
back up at your audience.

Step 5: Design supporting visuals. Now it’s time to consider what types of visuals will best help
your audience understand the information in your presentation. Typically, presentations include a title
slide, an overview or advance organizer, visual support for each major content section, and a
conclusion slide. Use the visuals to reinforce the organization of your presentation and help your
audience see the information in new ways.