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Communication – Presentation - Public speaking <ul><li>Compiled by - </li></ul><ul><li>Brabim Kumar </li></ul>Adapted from materials provided by Allyn and Bacon

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What if communication were not possible?

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Frustration and Chaos!

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Public Speaking Produces Anxiety in Most People <ul><li>3. Death </li></ul><ul><li>2. Snakes </li></ul><ul><li>Public Speaking </li></ul><ul><li>80% of Speakers Feel Nervous </li></ul>People’s Biggest Fears

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Most common ways to communicate Speaking Visual Images Writing Body Language

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Communication SENDER RECEIVER Feedback receiver sender Communication is the process of sending and receiving information among people… Source: CGAP Direct

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Speaking Opportunities <ul><li>At work </li></ul><ul><ul><li>Selling your ideas </li></ul></ul><ul><ul><li>Technical presentations </li></ul></ul><ul><ul><li>Customer Presentations and Reviews </li></ul></ul><ul><li>Daily Life </li></ul><ul><ul><li>School Board Meetings </li></ul></ul><ul><ul><li>Town Zoning Board Meetings </li></ul></ul><ul><ul><li>PTA Meetings </li></ul></ul><ul><ul><li>Boy and Girl Scout Meetings </li></ul></ul>

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Messages not delivered due to “distortion” Sender Receiver Feedback Distortion

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<ul><li>30% of you aren’t paying attention right now! </li></ul><ul><li>But </li></ul><ul><li>I am not surprised </li></ul>

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Clues that you are not listening <ul><li>Are you simply waiting for your turn to talk? </li></ul><ul><li>Are you thinking about your reply before the other person has finished talking? </li></ul><ul><li>During presentation/public speaking??? </li></ul>

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Listening and speaking require energy <ul><li>Listening takes. . . </li></ul><ul><ul><li>concentration and energy </li></ul></ul><ul><ul><li>curiosity and open-mindedness </li></ul></ul><ul><ul><li>analysis and understanding </li></ul></ul><ul><li>Speaking requires. . . </li></ul><ul><ul><li>sharp focus </li></ul></ul><ul><ul><li>logical thinking </li></ul></ul><ul><ul><li>clear phrasing </li></ul></ul><ul><ul><li>crisp delivery </li></ul></ul>

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Communication Goals To change behavior To get action To ensure understanding To persuade To get and give Information Source: CGAP Direct

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Critical success factor for life <ul><li>The majority of your perceived ability comes from how you communicate </li></ul>70% How you communicate it 30% What you know Source: CGAP Direct

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Listening and Speaking are used a lot…

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… But not taught enough Amount taught

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Public Speaking & Conversation <ul><li>Similarities : </li></ul><ul><ul><li>Organizing thoughts logically </li></ul></ul><ul><ul><li>Tailoring message to audience </li></ul></ul><ul><ul><li>Telling story for maximum impact </li></ul></ul><ul><ul><li>Adapting to feedback </li></ul></ul>

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Public Speaking & Conversation <ul><li>Differences : </li></ul><ul><ul><li>Public speaking more highly structured </li></ul></ul><ul><ul><li>Public speaking requires more formal language </li></ul></ul><ul><ul><li>Public speaking requires different method of delivery </li></ul></ul>

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Speech Communication Process

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Speech Communication Process <ul><li>Speaker </li></ul><ul><li>Message </li></ul><ul><li>Channel </li></ul><ul><li>Listener </li></ul><ul><li>Feedback </li></ul><ul><li>Interference </li></ul><ul><li>Situation </li></ul>

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The Speech Communication Process <ul><li>Speaker - speech communication starts here </li></ul><ul><li>Message - whatever is communicated </li></ul><ul><li>Channel – means by which a message is communicated </li></ul><ul><li>Listener – the receiver of the communicated message </li></ul><ul><li>Feedback – comes in many forms and must be understood </li></ul><ul><li>Interference - anything impeding the communication of the message </li></ul><ul><li>Situation – the time and place of occurrance </li></ul>

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Vocal Expression <ul><li>There are five dimensions of voice that can be </li></ul><ul><li>manipulated for greater effect. </li></ul><ul><li>Volume - Speak louder or softer for emphasis. </li></ul><ul><li>Pitch - Stay at an appropriate mid-range level. </li></ul><ul><li>Rate - Accelerate for a few sentences to excite, </li></ul><ul><li>Slow down and pause to emphasize some words. </li></ul><ul><li>Articulation - Speak clearly with full voice. </li></ul><ul><li>Quality - The personality of your voice, resonant, </li></ul><ul><li>throaty, nasal, etc. </li></ul>

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What makes a good presentation?

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What makes a good presentation? <ul><li>Content - ? 7% </li></ul><ul><li>Body language - ? 55% </li></ul><ul><li>Vocal Variety - ? 38 % </li></ul>

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Vocal Expression <ul><li>* Be appropriate in tone . Sometimes when we get nervous we laugh inappropriately during serious moments. We may even become self-satirizing when nervous, playing as if it weren’t important. </li></ul><ul><li>* While you don’t want to take yourself so seriously that you pressure yourself into errors, you should treat the process with respect. </li></ul>

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Vocalization 4P <ul><li>Power – Pitch – Pace – Pause </li></ul><ul><li>Volume – loudness or softness </li></ul><ul><ul><li>adjust to the situation (electronically if necessary, don’t yell) </li></ul></ul><ul><li>Pitch – highness or lowness of the voice </li></ul><ul><ul><li>use inflections in your voice to avoid “monotone” </li></ul></ul><ul><li>Rate speed at which you speak </li></ul><ul><ul><li>120-150 wpm is normal, too slow leaves people hanging on your words, too fast and they get confused and miss information </li></ul></ul>

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Vocalization… contd <ul><li>Pauses – momentary breaks in your speaking </li></ul><ul><ul><li>takes experience to know when to pause, pause at the end of thought units </li></ul></ul><ul><ul><li>avoid vocalized pauses (“uh”, “er”, “um”...) </li></ul></ul><ul><li>Variety </li></ul><ul><ul><li>vary the loudness, pitch and rate to make the speech sound more natural and interesting </li></ul></ul><ul><li>Pronunciation – use correct pronunciation of common words </li></ul><ul><ul><li>genuine, arctic, theater, err, nuclear, February, library </li></ul></ul><ul><li>Articulation – physical production of speech sounds </li></ul><ul><ul><li>we habitually chop, slur and mumble, rather than vocalizing </li></ul></ul><ul><ul><li>“ ought to”, “didn’t”, “for”, “don’t know”, “ask” </li></ul></ul><ul><li>Dialect – variety of language distinguished by variations of accent, grammar or vocabulary </li></ul>

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Nonverbal Expression <ul><li>The nonverbal frames the verbal in this sense: Whichever behavior interrupts the other is the one that takes audience focus. </li></ul><ul><li>If I move to draw their attention - gesture or take a step - then speak, they’ll hear me. </li></ul><ul><li>If I start to speak, then move aimlessly, they’ll watch but not hear. </li></ul>

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Body Language <ul><li>Eye Contact </li></ul><ul><li>gesture </li></ul><ul><li>posture </li></ul><ul><li>Hand positioning </li></ul>

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Things You Shouldn’t Do <ul><li>Read directly from notes </li></ul><ul><li>Read directly from screen </li></ul><ul><li>Turn back on audience </li></ul><ul><li>Slouch, hands in pockets </li></ul><ul><li>No um, ah, you know’s </li></ul><ul><li>No nervous gestures </li></ul><ul><li>Talk too fast, </li></ul><ul><li>Talk too quietly </li></ul>

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Organizing a Speech – Main Points <ul><li>Main Points </li></ul><ul><ul><li>Number of main points </li></ul></ul><ul><ul><ul><li>It is better to be remembered for covering 3 or 4 points well than to leave the audience confused and sorting out 7 or 8 points you made. </li></ul></ul></ul><ul><ul><li>Strategic Order of Main Points </li></ul></ul><ul><ul><ul><li>Chronological Order </li></ul></ul></ul><ul><ul><ul><li>Spatial Order </li></ul></ul></ul><ul><ul><ul><li>Casual Order </li></ul></ul></ul><ul><ul><ul><li>Problem Solution Order </li></ul></ul></ul><ul><ul><ul><li>Topical Order </li></ul></ul></ul>

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Understand the Speech Making Process <ul><li>Choosing/Narrowing a Topic </li></ul><ul><li>Researching Topic </li></ul><ul><li>Organizing Your Speech </li></ul><ul><li>Developing an Outline </li></ul><ul><li>Rehearsing Speech </li></ul><ul><li>Delivering Speech </li></ul>

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Choosing an Appropriate Topic <ul><li>Is It Important to You? </li></ul><ul><li>Is It Important to Your Audience? </li></ul><ul><li>Will It Hold Audience’s Attention? </li></ul><ul><li>Is It Manageable in the Time Available? </li></ul><ul><li>Is It Appropriate for Oral Presentation? </li></ul><ul><li>Is It Clear? </li></ul>

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Develop Central Idea <ul><li>Write a one sentence summary of speech. </li></ul>I want to be a good leader

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Generate Main Idea <ul><li>Does It Have Logical Divisions? </li></ul><ul><li>Are There Reasons Why It Is True? </li></ul><ul><li>Can You Support It? </li></ul>A... B... C... Because...

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Narrowing a Topic - Example <ul><li>Protecting the Environment </li></ul><ul><li>Water Quality in My State </li></ul><ul><li>Well Water Problems </li></ul><ul><li>Utilizing Home Well Assessments to Reduce Contamination Risk </li></ul>

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Getting Topic Feedback <ul><li>From Members of Potential Audience </li></ul><ul><li>From Friends </li></ul><ul><li>From Family </li></ul>

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Researching Topic and Finding Supporting Material <ul><li>Sources of Supporting Material </li></ul><ul><li>Types of Supporting Material </li></ul><ul><li>Tests of Supporting Material </li></ul>

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Sources of Supporting Material <ul><li>Libraries </li></ul><ul><ul><li>Books </li></ul></ul><ul><ul><li>Periodicals </li></ul></ul><ul><ul><li>Newspapers </li></ul></ul><ul><ul><li>Reference Materials </li></ul></ul><ul><ul><li>CD-ROM Data Bases </li></ul></ul><ul><ul><li>Government Documents </li></ul></ul>

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Sources of Supporting Material (con’t) <ul><li>The Internet/World Wide Web </li></ul><ul><ul><li>Search Engines </li></ul></ul><ul><ul><ul><li>Infoseek </li></ul></ul></ul><ul><ul><ul><li>Yahoo </li></ul></ul></ul><ul><ul><ul><li>Lycos </li></ul></ul></ul><ul><ul><ul><li>HotBot </li></ul></ul></ul><ul><ul><ul><li>Google, etc. </li></ul></ul></ul><ul><ul><li>Online Libraries </li></ul></ul>

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Tests of Supporting Material <ul><li>Is Information Specific? </li></ul><ul><li>Is Source an Expert? </li></ul><ul><li>Is Source Unbiased? </li></ul><ul><li>Is Information Timely? </li></ul>

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Tests of Supporting Material (con’t) <ul><li>Is Information Relevant to Point Made? </li></ul><ul><li>Does Information Support the Point? </li></ul><ul><li>Is Information Timely? </li></ul>

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Types of Outlines <ul><li>Preliminary Outline (Rough-Draft) </li></ul><ul><ul><li>Main points to research </li></ul></ul><ul><li>Preparation Outline </li></ul><ul><ul><li>Title & Topic </li></ul></ul><ul><ul><li>Purpose </li></ul></ul><ul><ul><li>Introduction </li></ul></ul><ul><ul><li>Main and Sub-Points </li></ul></ul><ul><ul><li>Transitions </li></ul></ul><ul><ul><li>Conclusion </li></ul></ul><ul><ul><li>Support/Evidence </li></ul></ul>

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Types of Outlines <ul><li>Speaker’s Outline </li></ul><ul><ul><li>Introduction </li></ul></ul><ul><ul><li>Main Point </li></ul></ul><ul><ul><li>Support </li></ul></ul><ul><ul><li>Transitions </li></ul></ul><ul><ul><li>Conclusion </li></ul></ul>

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Overcoming Speech Anxiety <ul><li>Acknowledge Your Fear </li></ul><ul><li>Act Confident </li></ul><ul><li>Channel Nervous Energy </li></ul>

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Improving Your Confidence as a Speaker <ul><li>Why Nervous? </li></ul><ul><li>Fear of Humiliation </li></ul><ul><li>Personal Insecurity </li></ul><ul><li>Inexperience </li></ul><ul><li>Fear of Failure </li></ul><ul><li>Being the Center of Attention </li></ul>

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Overcoming Speech Anxiety (con’t) <ul><li>Practice, Practice, Practice </li></ul><ul><li>Simulate Setting at Home </li></ul><ul><li>Ask Friends to Be Practice Audience </li></ul>

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Overcoming Speech Anxiety (con’t) <ul><li>Visualize Your Success </li></ul><ul><li>Use Deep-breathing Techniques </li></ul><ul><li>Focus on Message, not Fear </li></ul><ul><li>Give Yourself a Mental Pep Talk </li></ul>

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Understand Audience and Listening <ul><li>People Think Faster Than Hear </li></ul><ul><li>Have Short Attention Span </li></ul><ul><li>Jump to Conclusions </li></ul><ul><li>Easily Distracted </li></ul>

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Understand Audience Memory Time Amount of Speech Remembered + + -

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Understand The Speech Context <ul><li>Audience </li></ul><ul><li>Setting </li></ul>

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Context –

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The Audience <ul><li>Size </li></ul><ul><li>Demographics </li></ul><ul><li>Beliefs and Values </li></ul><ul><li>Receptive/ Antagonistic </li></ul>

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Context - The Setting <ul><li>Indoor/Outdoor </li></ul><ul><li>Size and Shape of Room </li></ul><ul><li>Arrangement of Seating </li></ul><ul><li>Equipment Available </li></ul><ul><li>Lighting </li></ul><ul><li>Acoustics </li></ul>

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Understand & Define Your Purpose <ul><li>Inform </li></ul><ul><li>Inspire / Persuade </li></ul><ul><li>Entertain </li></ul><ul><li>Introduce </li></ul><ul><li>Accept </li></ul><ul><li>Pay Tribute </li></ul>

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The Psychology of Audiences <ul><li>It’s up to the speaker to make the audience choose to pay attention. </li></ul><ul><li>Every speech contains two messages: </li></ul><ul><ul><li>One from the speaker </li></ul></ul><ul><ul><li>One received by the listener </li></ul></ul><ul><ul><li>“ People hear what they want to hear and disregard the rest.” – Paul Simon’s The Boxer </li></ul></ul><ul><li>People are egocentric </li></ul><ul><ul><li>Egocentrism – the tendency for people to be most interested in themselves, their own problems and the way to solve them. </li></ul></ul><ul><ul><li>They pay closest attention to what affects their own values, beliefs and well being. </li></ul></ul>

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Demographic Audience Analysis <ul><li>Look for observable audience traits </li></ul><ul><ul><li>Identify the general features </li></ul></ul><ul><ul><li>Gauge their importance to the situation </li></ul></ul><ul><li>Traits </li></ul><ul><ul><li>Age </li></ul></ul><ul><ul><ul><li>Whatever your age, you’re a product of your world </li></ul></ul></ul><ul><ul><li>Gender </li></ul></ul><ul><ul><ul><li>Old stereotypes no longer apply </li></ul></ul></ul><ul><ul><ul><li>Avoid sexist language and references </li></ul></ul></ul><ul><ul><li>Racial, Ethnic or Cultural Background </li></ul></ul><ul><ul><ul><li>Be aware of differences and be able to adapt </li></ul></ul></ul><ul><ul><li>Religion </li></ul></ul><ul><ul><ul><li>Highly charged emotional issue, be sure to consider the religious orientation or you might end up being embarassed. </li></ul></ul></ul><ul><ul><li>Group Membership </li></ul></ul><ul><ul><ul><li>Guilt by association – people judge you by the company you keep </li></ul></ul></ul>

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Situational Audience Analysis <ul><li>Builds on demographic analysis ; identifies traits unique to the speaking situation </li></ul><ul><ul><li>Size </li></ul></ul><ul><ul><li>Physical Setting </li></ul></ul><ul><ul><li>Disposition toward the Topic </li></ul></ul><ul><ul><ul><li>Interest </li></ul></ul></ul><ul><ul><ul><li>Knowledge </li></ul></ul></ul><ul><ul><ul><li>Attitude </li></ul></ul></ul><ul><ul><li>Disposition toward the Speaker </li></ul></ul><ul><ul><li>Disposition towards the Occasion </li></ul></ul>

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Adapting to the Audience <ul><li>Before the Speech </li></ul><ul><ul><li>Assess how the audience is likely to respond </li></ul></ul><ul><ul><li>Adjust what you say to make it </li></ul></ul><ul><ul><ul><li>Clear </li></ul></ul></ul><ul><ul><ul><li>Appropriate </li></ul></ul></ul><ul><ul><ul><li>Convincing </li></ul></ul></ul><ul><li>During the Speech </li></ul><ul><ul><li>Things may/will not go exactly as you plan </li></ul></ul><ul><ul><li>Don’t panic, remain calm and adapt </li></ul></ul><ul><ul><li>Remember: </li></ul></ul><ul><ul><ul><li>Who am I speaking to? </li></ul></ul></ul><ul><ul><ul><li>What do I want them to know, believe or do? </li></ul></ul></ul><ul><ul><ul><li>What is the best way to accomplish this? </li></ul></ul></ul><ul><li>Practice, practice, practice </li></ul>

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Ethics in Speech Preparation - Researching <ul><li>Take Accurate Notes When Researching </li></ul><ul><li>Record Complete Source Citations </li></ul><ul><li>Credit Source of Ideas </li></ul><ul><li>When in Doubt, Cite Source </li></ul>

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Don’t Use Someone Else’s Speech!

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Rehearsing Speech <ul><li>Recreate Setting </li></ul><ul><li>Practice Without Memorizing </li></ul><ul><li>Time Speech </li></ul>

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Rehearsing Speech <ul><li>Practice Out Loud </li></ul><ul><li>Practice Standing Up </li></ul><ul><li>Watch Yourself </li></ul>

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Rehearsing Speech <ul><li>Practice Gestures </li></ul><ul><li>Practice Eye Contact </li></ul><ul><li>Practice Volume </li></ul>

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Plan, Prepare, Polish, Practice, Present <ul><li>The better you know your material the less anxious you’ll be about presenting it. </li></ul><ul><li>Smile and act natural. Don’t apologize for being nervous. No one will know you’re nervous unless you call attention to it. </li></ul>

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Exercise <ul><li>Write the general purpose, specific purpose and central idea of your chosen topic/s. </li></ul>

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Organize Your Speech

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Things You Should Do <ul><li>Eye contact </li></ul><ul><li>Can glance at notes </li></ul><ul><li>Appropriate gestures </li></ul><ul><li>Rhetorical questions to involve audience </li></ul>

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Ten Successful Tips Control the “Butterflies” <ul><li>Know the room- become familiar with the place of presentation </li></ul><ul><li>Know the audience- greet or chat with the audience before hand. It’s easier to speak to friends than to strangers </li></ul><ul><li>Know your material-increased nervousness is due to un-preparedness </li></ul>

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Control the “Butterflies” <ul><li>Relaxation- relax entire body by stretching and breathing so as to ease the tension </li></ul><ul><li>Visualize giving your speech-Visualize yourself giving your speech from start to finish. By visualizing yourself successful, you will be successful </li></ul>

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Control the “Butterflies” <ul><li>People want you to succeed-the audience is there to see you succeed not to fail </li></ul><ul><li>Don’t apologize-by mentioning your nervousness or apologizing, you’ll only be calling the audience’s attention to mistakes </li></ul>

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Control the “Butterflies” <ul><li>Concentrate on your message-not the medium. Focus on the message you are trying to convey and not on your anxieties </li></ul><ul><li>Turn nervousness into positive energy-nervousness increases adrenaline, transform it into vitality and enthusiasm </li></ul>

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Control the “Butterflies” <ul><li>Gain experience-experience builds confidence, which is key to effective public speaking </li></ul>

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Practice takes you from this..

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To this….

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Thank you <ul><li>[email_address] </li></ul>

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Analyzing the Audience <ul><li>Good speakers are audience-centered </li></ul><ul><ul><li>Primary purpose of a speech is to get a desired response </li></ul></ul><ul><li>Keep the audience foremost in mind at every step of preparation and presentation </li></ul><ul><ul><li>To whom are you speaking? </li></ul></ul><ul><ul><li>What is it you want them to know, believe or do as a result? </li></ul></ul><ul><ul><li>What is the most effective way to compose and present your speech to accomplish those ends? </li></ul></ul>

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Special Considerations for Online Information <ul><li>In Physical Print, Quality Is Controlled by Experts </li></ul><ul><ul><li>Journals - Peer Review </li></ul></ul><ul><ul><li>Periodicals - Editors </li></ul></ul><ul><ul><li>Published Texts - Editors, Librarians </li></ul></ul><ul><li>Online, Must Do Own Quality Control </li></ul><ul><ul><li>Beware! Everything On the Web Is Not ALL True </li></ul></ul>

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Organizing Your Speech <ul><li>Chronological </li></ul><ul><li>Topical </li></ul><ul><li>Spatial </li></ul><ul><li>Cause-Effect </li></ul><ul><li>Problem-Solution </li></ul><ul><li>Comparison- Contrast </li></ul>

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Listening Remedies <ul><li>Keep Speech Focused </li></ul><ul><li>Divide Speech into Compact Segments </li></ul><ul><li>Analyze Audience Carefully </li></ul><ul><li>Adapt to Situation </li></ul>

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Types of Supporting Material <ul><li>Common Knowledge </li></ul><ul><li>Direct Observation </li></ul><ul><li>Examples & Illustrations </li></ul><ul><li>Explanations & Descriptions </li></ul><ul><li>Documents </li></ul>

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Methods of Delivery <ul><li>Manuscript Reading </li></ul><ul><li>Memorized </li></ul><ul><li>Impromptu </li></ul><ul><li>Extemporaneous </li></ul>

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Types of Introductions <ul><li>Identification with Audience </li></ul><ul><li>Reference to Situation </li></ul><ul><li>Statement of Purpose </li></ul><ul><li>Statement of Importance of Topic </li></ul><ul><li>Surprise Audience with Claim or Statistic </li></ul>

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Types of Introductions (con’t) <ul><li>Anecdotal Story </li></ul><ul><li>Rhetorical Question </li></ul><ul><li>Quotation </li></ul><ul><li>Humor </li></ul>“ So there I was at the summit of Mt. Killimanjaro, and I turned to the guide and said…”

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Functions of Introductions <ul><li>Get Attention </li></ul><ul><li>Introduce Topic </li></ul><ul><li>Provide Motivation </li></ul><ul><li>Establish Credibility </li></ul><ul><li>Preview Speech </li></ul>

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Conclusions <ul><li>Types </li></ul><ul><li>Functions </li></ul>

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Types of Conclusions <ul><li>Summary </li></ul><ul><li>Quotation </li></ul><ul><li>Personal Reference </li></ul><ul><li>Challenge to Audience </li></ul><ul><li>Offer Vision of the Future </li></ul>

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Types of Conclusions <ul><li>Anecdotal Story </li></ul><ul><li>Rhetorical Question </li></ul><ul><li>Quotation </li></ul><ul><li>Humor </li></ul>Remember what Dwight D. Eisenhower once said: “Things are more like they are now, than they have ever been before.”

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Functions of Conclusions <ul><li>Summarize Speech </li></ul><ul><li>Reemphasize Main Idea </li></ul><ul><li>Motivate Response </li></ul><ul><li>Provide Closure </li></ul>

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Delivering Speech - Beginning <ul><li>Walk Calmly with Confidence to Front </li></ul><ul><li>Establish Eye Contact </li></ul><ul><li>Smile Naturally </li></ul><ul><li>Deliver Introduction </li></ul>

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Delivering Speech - During <ul><li>Use Effective Eye Contact </li></ul><ul><li>Use Effective Language </li></ul><ul><li>Use Effective Gestures </li></ul><ul><li>Be Enthusiastic </li></ul><ul><li>Use Conversational Style </li></ul><ul><li>Use Notes As Needed </li></ul>

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Delivering Speech - Ending <ul><li>“ Frame” the Speech </li></ul><ul><li>Pause before Returning to Seat </li></ul><ul><ul><li>But Don’t Ask for Questions </li></ul></ul><ul><li>Accept Applause Graciously </li></ul>

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Elements of Vocal Delivery <ul><li>Speech Rate and Pauses </li></ul><ul><li>Volume </li></ul><ul><li>Inflection and Pitch </li></ul><ul><li>Quality of Voice </li></ul><ul><li>Pronunciation and Articulation </li></ul>

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Elements of Physical Delivery or Body Language <ul><li>Appearance </li></ul><ul><li>Posture </li></ul><ul><li>Facial Expression </li></ul><ul><li>Eye Contact </li></ul><ul><li>Movement </li></ul><ul><li>Gestures </li></ul>