Designing Oral Reports: Components of effective presentations.
Effective Presentations Making Oral & Written Presentations Effective Presentations 1. tell’em 2....
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Transcript of Effective Presentations Making Oral & Written Presentations Effective Presentations 1. tell’em 2....
Effective Effective PresentationsPresentations
Effective Effective PresentationsPresentations
Making Oral &Making Oral & Written Presentations Written Presentations
Effective Presentations
1. tell’em
2. tell’em
3. tell’em
The Five The Five SS Approach Approach to an Effective Presentationto an Effective Presentation
SSupplement with Responsesupplement with Responses
FormulateFormulate S Strategytrategy
Develop Develop SStructuretructure
SSupport With Evidenceupport With Evidence
Presentation Presentation SStyle tyle
The 5 The 5 SS Approach Approach
1. Formulate A Strategy
a. Identify purpose
b. Tailor message
c. Match the situation
a. Identify Your General Purposea. Identify Your General Purpose
Inform - providing general information, demonstrating a technique, or delivering a report (transmission & retention of facts)
Persuade - use of motivational language, convincing argument, and audience adaptation
a. Identify Your General a. Identify Your General PurposePurpose
Inform
Persuade
Demonstrate
Teach
Goodwill
b. Tailor Your Messageb. Tailor Your Message
Understand:
their knowledge of the topic
attitude toward your message
expectations of your presentation
Start with what they know and build on it
c. Match the Situationc. Match the Situation
Formal presentation vs “off-the-cuff”
Match the language -
slang
colloquialisms
contractions
less-rigid grammar
The 5 The 5 SS Approach Approach
2. Develop A Clear Structure
a. Forecast main ideas
b. Choose organizational pattern
c. Use transitions
d. Conclude on a high note
a. Forecast Main Ideasa. Forecast Main Ideas
1.Catch the listeners’ attention and sets the tone for the message
1. Catch Attention by:1. Catch Attention by:Personal greeting Importance of subject or occasionStunning fact or opinionHumor QuoteTestimonySuspenseful questionAudience dialogVisual aid or propEmotional story, anecdote, or case study
a. Forecast Main Ideasa. Forecast Main Ideas
1.Catch the listeners’ attention and sets the tone for the message
2. Provides your listeners (readers) with reason for listening (reading)
3. Gives a road map or quick sketch of the message
b. Choose An Organizational b. Choose An Organizational PatternPattern
1. Chronological
2. Spatial - physical distance N,S
3. Causal
4. Topical
5. Familiarity-acceptance Order
6. Inquiry Order
UCF’s PresidentsUCF’s Presidents1992 - Dr. John Hitt became
UCF’s 5th president1963 - Dr. Charles Millican was appointed
FTU’s first president1991 - Dr. Bob Bryan was appointed
interim president1978 - Dr. Trevor Colbourn became
the 2nd president1989 - Dr. Steve Altman became
UCF’s third president
c. Use Transitionsc. Use Transitions
Signal when you are moving from one idea to another by summarizing the first idea, then forecasting the next one
d. Conclude on A High Noted. Conclude on A High Note
1. Primacy and recency
2. Reach closure by summarizing one last time
3. Plan the order of your speakers
Presentation Effectiveness Form(Speaker Effectiveness Index)
Understanding
Say
IntroductionMajor points
ClosingQuestions and
answers
Attention
Look Sound
Eye contactGestures
DressPosture
FluencyVocal energy
Timing
Speaker Effectiveness IndexSpeaker Effectiveness Index
Understanding
–Say Introduction Major Points Closing Questions and Answers
What You SayWhat You Say
Effective Introduction
–attention getter
–how information relates
–strong sense of purpose
–credibility
–overview of major points
What You SayWhat You Say
Major points
– logical organization
–support with variety of evidence
– familiar terms/definitions
–nonoffensive words
– transitions and summaries
What You SayWhat You Say
Effective Closing
–acknowledged ending
– referred to objectives
–summarized benefits
–called for action
– final message
The 5 The 5 SS Approach Approach
3. Support Your Points
a. Choose a variety of support
b. Consider your audience
c. Use visual aids
a. Choose A Variety of a. Choose A Variety of SupportSupport
Examples
Statistics
Testimony
b. Consider Your Audienceb. Consider Your Audience
BackgroundInterestsLevel of knowledge about the
subject
c. Use Visual Aidsc. Use Visual Aids1. Makes your presentation up to
50% more memorable
2. Significantly clarifies complex or detailed information
3. Speeds up group decision making
4. Shortens meeting time up to 28%
5. Makes your message 43% more persuasive
The 5 The 5 SS Approach Approach
4. Presentation Style - Oral
a. Prepare your notes
b. Practice
c. Convey controlled enthusiasm
d. Engage your audience
e. Effective dress
f. Effective sound
a. Prepare Your Notesa. Prepare Your Notes
Outline key pointsUse of quotations or statisticsAvoid full manuscript
b. Practiceb. Practice
Similar settingTiming - distributed practiceVisual aidsOvercoming anxiety
c. Controlled Enthusiasmc. Controlled Enthusiasm
PostureTone of voiceFacial expressions
d. Engage Your Audienced. Engage Your Audience
Eye contactPhysical space and body movementsGestures
Speaker Effectiveness IndexSpeaker Effectiveness Index
Attention
–Look Eye contact Gestures Dress Posture
How You LookHow You Look
Effective Eye Contact
– looked at one person at a time
–completed thought with one person
–brief glance at visual/eye contact
–brief glance at notes/eye contact
How You LookHow You LookEffective Gestures
–animated gestures
–descriptive gestures
–natural and spontaneous gestures
–effectively timed
–neutral position when not gesturing
How You LookHow You Look
Effective Dress
– free from distracting objects
–wrinkle-free appearance
–appropriate clothing
–dress augmented credibility
–well groomed hair/no distractions
How You LookHow You Look
Effective Posture
– facial expression - interest and emotion
–head movements and erect
–squarely faced audience
The 5 The 5 SS Approach Approach
5. Supplement with Questions & Challenges
a. Anticipate questions and answers
b. Orderly responses
c. Maintain control
What You SayWhat You SayEffective Question and Answer–actively solicited/openness–created interest in your answers– rephrased questions for
understanding–bridged to reduce risk/common
bond– tiebacks to objectives
Speaker Effectiveness IndexSpeaker Effectiveness Index
Attention
–Sound Fluency Vocal Energy Timing
How You SoundHow You Sound
Effective Fluency
–no halting or hesitating
– free from filler-type words
– free from repetitions
–complete sentences
–clear pronunciation
How You SoundHow You Sound
Effective Vocal Energy
– loudly enough to convey meaning and enthusiasm
–emphasized important words by vocal inflections
– raised and lowered volume and pitch
–authoritative voice when appropriate
How You SoundHow You Sound
Effective Timing
– faster or slower rate to capture attention
–varied rate within phrases and sentences
–strategically placed pauses
–varied the length of phrases
The 5 The 5 SS Approach ApproachPresentation Style - Written
a. Develop mechanical precision
b. Practice factual precision
c. Construct with verbal precision
d. Set a tone
e. Consider the format
(see: Research Report Grading Guide)
a. Mechanical Precisiona. Mechanical Precision
Cross outs, erasures, jagged margins, general sloppiness
Grammatical precision
b. Factual Precisionb. Factual Precision
Get the facts rightAvoid ambiguityBe concise
c. Verbal Precisionc. Verbal Precision
Use the right wordsTake care over denotative vs.
connotative meaningsEmphasize clarity
d. Set A Toned. Set A Tone
Formality - appropriatenessSincerityAttitude
e. Formate. Format
Know the appropriate physical layout of:
– letters
–memos
– reports
– resumes