how to make oral presentation.docx
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how to make oral presentation.docx
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howtomakeoralpresentation
EffectiveFormalandInformalOralPresentations
Anoralpresentationcanbeshortandto-the-point(e.g.,anupdateforateamordepartmentmeeting),butitcanalsobecomplex(e.g.,orchestratinganelaboratepitchthatincludesvariousmedia,reports,andseveralspeakers).Normally,publicspeakingclassesforprofessionals,andeventextsfororalpresentations,prepareyoutogiveformaltalksthat
(1)presentthefindingsofresearchtoagroupofexpertsinfairlyacademicstyle;
(2)speaktothepublicaboutcorporateissuesandhazards;and(3)sellproductsorservicestoclients.Buttheyrarelyhandlecomplexgrouppresentationsorpresentationstoin-housemeetings.
Whileitisimportanttolearnthespeech-makingskillstaughtintheseclasses,talksgivenatin-housemeetingsareprobablymoreimportanttoyourcareer.Therefore,thissectionfocusesonformalaswellasinformalandin-housepresentations.Asisthecasewithreports,aninformaltalkisrelatedtocomplexandhighlyformalspeaking,withapersuasivecorethatexpandsandcontractsaccordingtothescopeofthetask.Hereweaddressmakingeffectiveandstraightforwardpresentationsbydiscussingseveralkeystogoodoralcommunication:
audienceanalysis,talkstructure,supportingmaterials,anddelivery.
AudienceAnalysis
Trytounderstandandmanagethedistancebetweenspeakerandlisteners.Speakingsuccessisrelatedtoacarefulmanagingofthedistancebetweenspeakerandlisteners.Therhetoricalskillyouemployinconstructingthatdistance(audienceanalysis)iskeytosuccess.Ignoreitatyourperil.Listenerstakecuesaboutthedistanceyouaremaintainingfromtheimageyouproject.Ifyouarriveinabluesuit,standatattention,addressthegroupformally,andshowdetailedcolorslides,listenersseeyouasnoticingandreinforcingthedistancebetweenspeakerandlisteners.Ifyoucomeinbluejeansandsweater,sitamongthem,addressthemfamiliarly,andhavesomepaperhandouts,listenersseeyouasminimizingthedistancebetweenspeakerandlisteners.But,nooneapproachisalwayscorrect.Insomesituations,listenersaremorecomfortablewithformaldistance,whileinotherstheypreferfamiliarity.Youneedtodecidewhatkindofdistanceisappropriatetoyourspeakingtaskandthenworktocreateit.Akeyrhetoricalskill,then,isimaginingthesettingandcraftingthepartsofthatsettingyoucanaffect(yourimage,yourwords,andyourmaterials)tocreateandmaintainthedistanceyouthinkappropriate.Thefigurebelowmakesthispointmoregraphically.Ifyou,asaspeaker,projectasenseofdistancethatmatcheswellwithwhatthelistenersexpect,thenyourtalkwillseemcomfortabletoyourlisteners.QuadrantsAandDshowgoodmatchesbetweenspeakerandlisteners:
inQuadrantAbothspeakerandlistenersagreeonaninformaldistance,whileinQuadrantDbothspeakerandlistenersagreeonaformaldistance.Butifyouprojectaninformaldistancewhenthelistenersexpectaformalone(QuadrantB),orifyouprojectaformaldistancewhenlistenersexpectaninformalone(QuadrantC),thenyourtalkmaybepoorlyreceived.InQuadrantsAandDyouareinsyncwithyouraudiencewhileinQuadrantsBandCyouareoutofsyncwithyouraudience.
Morespecifically,whatmightitmeantobeinsyncwithlisteners?
Theproperamountofformalityisrelatedtotheinterpersonaldistancebetweenyouandyourlisteners:
Areyoucloselyrelated(e.g.,areyoupitchinganideatoyourparentcompany)?
Areyouatthesamelevelinthecompany(e.g.,areyoutalkingtootherengineers)?
Areyoustrangers?
Forinformalpresentations,inwhichyouusuallyknowyouraudiencewell,youknowwhatjokestotell,howquicklytogettothepoint,whethertouseexamples,whattypesofargumentsaremostpersuasive,andsoon.Whenyoudonotknowtheaudiencewell,yetmustgiveaninformaltalk,youhavetoaskquestionsaboutthem(e.g.,Willtheybereceptiveorhostiletothistalk?
Willtheyexpectmetospeakasanequal?
Whatwillbeimportanttothem?
etc.).
Howspecificallyareinformalityandformalityprojectedfromspeakertolisteners?
ComponentsofInformalandFormalDistanceBetweenSpeakerandListeners
Informal:
Distanceisoneforfriends/colleagues
Formal:
Distanceisoneforunacquaintedornon-peers
Image
Businesscasual:
rangesfromjeanstoslacksandskirtsdependingontheorganization;mayincludeatieformen
Conservativebusinesssuit
Speech
Insidejokessharedbygroup;firstnames;slang;sharedstories;invitegroupinteractionandspontaneity
Formaljokesatbeginningonly;nofirstnameorfamiliarformsofaddresses;elevatedlanguage;generalizedanecdotes
Materials
Simplematerials;papercopies(sometimesatopicfordiscussion)
Elaboratecolorslideshow(pluspapercopies);video;computerpresentation
Delivery
Sitwiththegroupatroundtable;minimizehandgestures
Standinfrontofthegroupatalectern;usegesturesasanactoronastage
Thisexampleshowsthetracesofamismatchbetweenanemployee'sfamiliarlanguageine-mail(thatreflectedaninformaldistance)andtheboss'sdesireforamoreformaldistancewiththisnewemployee.
Georgewasonlydoingwhathesawothersdo,andhewasadmonishedforit.Why?
Wedon'tknowenoughofthecontexttosayforsure.But,eventhoughtheexamplecomesfrome-mail,andnotfromapresentation,thecasedemonstratesamismatchbetweentheuseofinformalspeechandanexpectationofmoreformalspeech.
Mismatchesintheothercomponentscanalsopresentproblemsforaspeaker.Sayasalesrepresentativevisitsacompanytoproposeaconsultingservicetoaninformalgroup,andgivesaformaltalkthatfeaturesmanyelaborateslides.Thegroupmightrespondtothemismatchbetweentheirinformalityandthespeaker'sformalitybydismissingthesalesrepasbeingtoo"slick"orcondescending.Whydoesthismatter?
Ontheonehand,itcoststhatconsultantsomevaluablebusiness,andontheotherhand,itmaykeepthegroupfromreceivingsomevaluableadvice.
George,anewemployeeatacomputercompanywith500employees,noticedthatsomeofthemembersofhisgroupusedthepresident'sfirstnameintheire-mailtothegroup,sohefollowedsuit,eventhoughhehadnotmetthepresident.Then,atacompany-widemeetingforoneofhisgroup'sprojects,thepresidentsaidtothepresenter,"Whydon'tyouletmygoodfriendGeorgemakethispresentation?
"Massconfusionensued,andGeorgehadsomeapologizingtodo.
Thebottomlineforspeakersisthis:
Youhavetoanticipatetheamountofdistancecalledforinaspeakingsituationandcreateitthroughyourimage,speech,materials,anddelivery.Aformalapproachtospeakingdoesnotalwaysputlistenersoff;nordoesaninformalapproachalwaysputlistenersatease.Whatwinsanaudienceisthespeaker'sabilitytoprojectanappropriateimage,speakinanappropriatestyle,useappropriatematerials,anddeliverthetalkaslistenersexpect.
Structure
Makethetalkunderstandableandmemorable.Atalk'sstructureneedstobeunderstandableandmemorable.Thisistrueforinformaltalksaswellasmorecomplexones.Ataminimum,listenersmustunderstandyourmainpoints,andasuccessfulpresentationmakesmemorablepoints,aswellasclearandunderstandableones.
UnderstandableTalks
Understandabletalkshave:
∙Asimple-to-followpatternofpoints
∙Aclearlymarkedstructure
∙Supportingdataandexamplesasneeded
Listenersexpectalogicalpatternofpoint-makingtogroundanddirecttalks.Popularpatternsincludespatial,topical,problem-solution,competingsolutions,general-to-specific,chronological,andfamiliar-to-unfamiliarorganization.
SpatialStrategy
Talksthatarespatiallyorganizedareliterallyorganized“inspace”(example:
atouranassemblylinetodemonstratechangestobemade).Spatialtalkscanbedisorienting.Makesurethatyoucanmaintainthefocus,andthatthispatternwon’tmaskthekeytopic.Consider:
Canthistopicbepresentedspatially?
Aremylistenersfamiliarwiththiswayofpresentation,orwilltheybeeasilydistracted?
ListofTopics
Organizingyourtalkaroundalistisatraditional—anduncontroversial—pattern(example:
adiscussionoftheplantparasitesthatarriveinimportedvegetables).Speakerswhodonothaveextensivesyntheticknowledgemayfindthisapproacheasiertouse,althoughitmayfailtohelplistenersexpandtheircomprehension.Yourresponsibilityistofindanappropriateorderforthetopics(mostimportanttoleast?
newesttooldest?
largesttosmallest?
)
Problem-solutionorQuestion-answer
Inthispattern,thespeakernamesanddescribesthekeyproblemandthenspresentanddefendsthesolution(example:
improvingonlineinformationaboutnewproductsbydevelopingaWebsite).Theproblem-solutionapproachiseasierforaseasonedemployeethananewemployee.Thisapproachisharderforconsultantstodevelop,unlesstheyusetheirclient'sviewoftheproblem'sidentity.Consider:
Isyourviewoftheproblemsharedbyyourlisteners?
CompetingSolutions
Herethespeakerpresentsseveralpossibleanswersandtheiradvantages/disadvantages(example:
thevarioustechnologiesavailabletoimproveanti-terrorismsecurityatairports).Consider:
Areyouadvocatingaparticularsolution?
Shouldyoufullydescribeeachsolutionbeforegoingontothenext,ordiscusshowallsolutionsspeaktothevariousconsiderations?
GeneraltoSpecific
Inthispattern,thespeakermovesfromrelevantgeneralprinciplestospecificcharacteristicsoractionsassociatedwiththem(example:
thematinghabitsofvariouskindsofinsects).Ageneral-to-specificorganizationisdifficulttouseinproc
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