Chapter 14

Strategies for improving the oral presentation

1) KINDS OF ORAL PRESENTATION

2) STEPS FOR PREPARING AN EFFECTIVE ORAL PRESENTATION

3) WAYS OF DELIVERING THE ORAL MESSAGE

4) STRATEGIES FOR AN EFFECTIVE ORAL DELIVERY

5) STRATEGIES FOR AN EFFECTIVE NON VERBAL DELIVERY

Kinds of oral presentation

Although there are many kinds of presentation but in general there

are three main kinds of oral presentation

1) Informative

2) Persuasive

3) Entertaining

1. Informative presentation

Informative presentation is the one in which the main purpose is to

convey some information or give some instructions. The main aim of

the presenter is to explain all the important facts and clarify all the

questions and confusions in the minds of the listeners.

 Keep an informative presentation brief and to the point. Stick to the

facts and avoid complicated information.

2. Persuasive

Your purpose in a persuasive presentation is to convince your listeners

to accept your proposal. A convincing persuasive presentation offers a

solution to a controversy, dispute, or problem. To succeed with a

persuasive presentation, you must present sufficient logic, evidence,

and emotion to win the audience to your viewpoint.

Create a great introduction because the introduction of a persuasive

presentation must accomplish the following:

1. Get the audience's attention

2. Disclose the problem or needs that your product or service will

satisfy.

3. Create a desire for the audience to agree with you by describing

exactly how your product or service will fill their real needs.

4. Close your persuasive presentation with a call to action.

3. Entertaining presentation

In an entertaining presentation, the main aim of the speaker is to

entertain the audience as much as possible. This kind of oral

presentation is not common rather it is used on occasions like welcome

party, promotion party, success party, new product launch party.

 Steps for preparing effective oral presentation

 DETErMINE THE PURPOSE

Every presentation has a purpose for which the it is being delivered.

Therefore it is very important to identify the purpose before starting

the presentation that whether the purpose is to inform, or instruct or

entertain.

 ANALYZE THE AUDIENCE AND OCCASION

The second step is to analyze the audience. The presentation should

be made for the audience by keeping their jobs, ages, gender,

education, mental filters, cultures, languages etc. in mind. The

presentation should be made in such a way that the audience easily

gets the main idea. We must also analyze the location where the

presentation is going to be held for example whether the presentation

will be in a large hall, stadium, or a small dark room.

 SELECT THE MAIN IDEA

After selecting the purpose and analyzing the location it is time to

select the main idea. We must write down all the ideas that come to

our mind and then we should select only those ideas which can convey

our message in the most effective manner.

 RESEARCH THE TOPIC

After we have selected the main idea then the next step is to

research for the information on that idea. The presenter should try to

use all the available data about the topic. But the presenter must take

care that he selects only the relevant and important data which can

convey his/her message in the most effective way.

 ORGANIZE THE DATA

After searching all the important and relevant data the next

step is to organize all the collected data. It is important to note that

the data must be organized in a way which can deliver the message in

the most effective manner. It should not be confusing and incomplete.

 WRITE THE DRAFT

After organizing the data, the next step is to write a draft. An

effective presentation always contains a proper opening, body (the

main idea),and a complete close. Writing a draft is very important

aspect of presentation and has huge impact on effectiveness of the

presentation therefore, great care must be taken while writing the

draft.

 CREATE VISUAL AID (if needed)

The presenter can also add some visual aid like images, graphics,or

other media to enhance the understanding of the audience

 REHEARSE BEFORE SPEAKING

It is good to rehearse the presentation before finally presenting it in

front of the audience.

WAYS OF DELIVERING THE ORAL MESSAGE

1. Extemporanious:

This method is mostly preferred by speakers and the audience. In this

method, the speaker uses the outline or notes for delivering the

message .The oral message delivered by this method is more effective

and the audience also likes this way of delivering the oral message.

2. Reading :

This way of delivering the oral message is to read the message in

order to deliver it to the audience. In this way the reader reads the

message and delivers that to audience and after that he waits for

their response. If that is positive, he moves on further.

Reading is usually done by the news casters. While delivering the

news, they read from the teleprompter which is a device allowing them

to read their words directly from the script passing in front of the

camera lens.

3. Memorization :

Memorizing is that way of delivering the oral message in which the

speaker memorizes all the data that he is going to present before the
audience, and he delivers the message without using any handout or

outline.

This way is not preferred by most of the audiences because if the

speaker forgets one word while delivering, he cannot move forward to

the next point, and this leaves a negative image of the speaker. It is

running the chain when the man is delivering the message to the

audience and certain breaks come in the message so that deviates the

attention of the audience.

5. Impromptu :

If any person speaks without the forewarning or without preparation

so he speaks the impromptu. In this situation the speaker is to be

very careful while speaking because he has to think and speak at the

same time and single mistake at that time will not be neglected. As

the speaker is not prepared for the oral message delivery, so it is

hard for him speak.

The example is that if any debate is going on in the college and you

are invited as the chief guest , in the last moment they invite you to

share some thoughts with the audience so at that time what you speak

is an impromptu.[But, mostly the chief guests know that they would be

invited to speak.]
 STRATEGIES FOR AN EFFECTIVE DELIVERY

The voice is the trademark. It is that part of anyone that adds the

human element to the words. Writing does not have that immediacy

because the words are static on a page.

You can give extra life to your delivery in five different traditional

ways :

1. Pitch :

Pitch is the highness or lowness of your voice. In speaking, this pitch

should be varied. Pitch can also be called as the depth and the peak of

your voice.

One thing that is very important is that your voice should not be

monotone, rather it should be diatonic. Monotone voice is not

preferred by the listeners and the audience. When the tone is

diatonic, then it will be more effective and will give a sense of

immediacy to the audience.

2. Rate :

Rate of speaking words per minute is very important to make the oral

delivery effective. 80 to 160 words per minute if spoken is said to be

the normal speed. If your rate increases or decreases from this, it

will make problems for the listeners and the audience to listen and to

understand it well at that time .

Variation in rate is better than speaking a t the same speed. When

the speaker will bring variation in the speed of the message, so it will

make that more attractive for the real audience.

3. Volume :

Volume of the voice means the softness and the loudness of the voice.

The volume should be that much loud that the person sitting in the

end row of the room should listen to you as clearly as the person

sitting in the first row.

It will be better for the speaker if he asks the person sitting at the

end about his/her the volume after speaking some words. And, also

judge from the response of the audience that you are rather not too

loud that the listeners are irritated from the loudness of the volume.

4. Vocal quality :

The vocal quality of the voice means the clearness and softness of

the voice. This is some thing important for the speaker to analyze

that is his voice is clear and soft to ears.

Good quality voice will make oral message more effective, and the

listeners will not get exhausted from the message. They will try to

keep listening to what the speaker is saying. And, that is most

important for the speaker that his audience should show positive

response towards his message.

 5. Pronunciation :

The correct pronunciation of the words is helpful to make it an

effective oral message. If the speaker mispronounces the words, the

listeners will show negative response towards him and they will not

listen to him with keen interest.

Using the dictionary to correct your pronunciation is very

efficient way to improve your pronunciation. And listening to the

speeches delivered by the professionals is the second best way to

improve your pronunciation.

STRATEGIES FOR SUCESSFUL

LISTENING

FAULTS IN LISTENING:

Listening is as important as the other three components of

communication are, namely speaking, reading and writing. Much

information that you send orally is lost because of poor listening

habits. In fact, studies agree that listening efficiency is no better

than 25 to 30 percent. Why? Some causes follow.

Prejudice against the speaker:

Perhaps you have heard the quotation who is saying it shouts so loudly

that what is said is easily forgotten. We are distracted because the

speaker conflicts with our attitudes. For example can you maintain attention
when the speaker’s position, attitude , or belief is entirely contrary to your

own?

External distraction:

External distraction is the diversion of attention of an individual or group

from the chosen object of attention onto the source of distraction.

Distraction is caused by one of the following: lack of ability to pay attention;

lack of interest in the object of attention; greater interest in something

other than the object of attention; or the great intensity, novelty or

attractiveness of something other than the object of attention. Distractions

come from both external sources (physical stimuli through the five senses),

or internal sources through emotions, fantasies, physical urges). Divided

attention, as in multitasking, could also be considered as distraction in

situations requiring full attention on a single object (e.g. sports, academic

tests, performance).

Distraction is a major cause of procrastination, though it is possible to

be diligent and still diverted from what is valuable. According to

philosopher Damon young, distraction is chiefly an inability to identify,

attend to or attain what is valuable, even when we are hard-working or

content. In works of fiction, distraction is often used as a source of

comedy, whether the amusement comes from the gullibility of those

distracted or the strangeness of whatever is utilized to create the

distraction.
THINKING SPEED :

Most of us speak between 80 to 160 words per minute, yet people

have the capacity to think at the phenomenal rate of 800 words per

minute. That leaves the time on the listeners’ hands. What do you do

during all the time when you are not actually processing the speakers’

words? Do you go off on tangents, focus your attention else

somewhere, begin to day dream, shift your attention? Soon you can be

off, far away from the words of the speaker missing some important

point.

Premature evaluation:

We have time in our hands while listening to a speech our thinking

speed outpaces the speaker’s rate of speech.

For example; some times teachers have not even completed the

sentence, finished their thoughts, and we reach their conclusion.

Semantic stereo types :

Some words cause negative reaction or the tone of the speaker

shouts in our mind so loudly that effective listening is impaired.

Delivery:

The monotone can readily put listeners to sleep or cause them to loose

interest. Sadly some teachers speak in the monotone. So do

significant people in government or business. How a speaker delivers

his or her message, does annoy.

Purpose of listening :

It should be no surprise that the poor listening is not entirely the

fault of speaker. It is wrong to say that a speaker alone gets an

audience to listen. All of us have an experience of reading to the end

of the page and not knowing what we have read. Similarly, it is possible

to hear some one without being able to summarize what the person

has said. The fault is not entirely that of the sender.

Why listen? There are four good reasons.

1: To gain information and ideas:

Through our life time are kernels of information that become a part

of us through the spoken word .Lectures in class, for example, can

supplement and clarify a textbook; informative indoctrination gives

new employees background to the company ; persuasive statement to

clients give both information and reason.

For buying. New ideas are created daily, via the oral medium. If one

listens to others’ words, speaker must select reliable evidence. A goal

is to arrive at a conclusion that is true, workable and acceptable to

many people.

2: To Question The Test, Evidence And Assumptions :

When a speaker presents a message, much of what is said consists of

facts or options. Good listeners test those options and facts against

the assumptions and then question the speaker. Additional information

and the selection of evidence and data are discussed in the following

three chapters. [?]

3: To be inspired :

Martin Luther King’s “I have a dream” speech

inspired many. In the film of the same name, keynoters are selected

to set the tone, the mood, the outline where the group should go.

Sales meetings are known for their rousing kickoffs , their

enthusiastic openings.

With bands vocalists, even stage shows, all seek to motivate, to

inspire the audience favorably.

4: To improve your own communication:

The purpose of listening is to improve your own communication by

listening to speeches ,radios or famous politicians or officials speaking

on television.

Results of good listening

In summary, the following six benefits will occur if u listen

purposefully and positively because such attentive listening

1: leads to helpful and positive attitude by understanding the

hindrances that lie in the way of good listening;

2: permits the speaker and the listeners to improve communication

because each side is more aware of and receptive to the other’s

viewpoint;
3: indicates by feedback to speaker that listeners are interested; in

turn, the speaker tries harder to give his or her best presentation;

4: Helps listeners to obtain useful information on which they can make

accurate decisions;

5: creates better understanding of others and thus helps listeners

work with others.

How to improve your Listening skills

Listening is one of the most important skills you can have. How well

you listen has a major impact on your job effectiveness, and on the

quality of your relationships with others.

We listen to obtain information.

We listen to understand.

We listen for enjoyment.

We listen to learn.

Given all this listening we do, you would think we’d be good at it! In

fact we’re not. Depending on the study being quoted, we remember a

dismal 25-50% of what we hear. That means that when you talk to

your boss, colleagues, customers or spouse for 10 minutes, they only

really hear 2½-5 minutes of the conversation.

Turn it around and it reveals that when you are receiving directions or

being presented with information, you aren’t hearing the whole

message either. You hope the important parts are captured in your

25- 50%, but what if they’re not?

Clearly, listening is a skill that we can all benefit from by improving

upon. By becoming a better listener, you will improve your

productivity, as well as your ability to influence, persuade, and

negotiate. What’s more, you’ll avoid conflict and misunderstandings –

all necessary for workplace success.

The way to become a better listener is to practise “active listening”.

This is where you make a conscious effort to hear not only the words

that another person is saying but, more importantly, to try and

understand the total message being sent.

In order to do this you must pay attention to the other person very

carefully.

You cannot allow yourself to become distracted by what else may be

going on around you, or by forming counter arguments that you’ll make

when the other person stops speaking. Nor can you allow yourself to

lose focus on what the other person is saying. All of these barriers

contribute to a lack of listening and understanding.

There are five key elements of active listening. They all help you

ensure that you hear the other person, and that the other person

knows you are hearing what they are saying.

1. Pay attention.

Give the speaker your undivided attention and acknowledge the

message. Recognize that what is not said also speaks loudly.

o Look at the speaker directly.

o Put aside distracting thoughts. Don’t mentally prepare a

rebuttal!

o Avoid being distracted by environmental factors.

o “Listen” to the speaker’s body language.

o Refrain from side conversations when listening in a group

setting.

2. Show that you are listening.

Use your own body language and gestures to convey your attention.

o Nod occasionally.

o Smile and use other facial expressions.

o Note your posture and make sure it is open and inviting.

o Encourage the speaker to continue with small verbal comments

like yes and uh huh.

3. Provide feedback.

Our personal filters, assumptions, judgments, and beliefs can distort

what we hear. As a listener, your role is to understand what is being

said. This may require you to reflect what is being said and ask

questions.

o Reflect what has been said by paraphrasing. “What I’m hearing

is…” and “Sounds like you are saying…” are great ways to reflect back.
o Ask questions to clarify certain points. “What do you mean when

you say…?” “Is this what you mean?”

4. Sudafed [?]judgment.

Interrupting is a waste of time. It frustrates the speaker and limits

full understanding of the message.

o Allow the speaker to finish.

o Don’t interrupt with counter-arguments.

5. Respond Appropriately.

Active listening is a model for respect and understanding. You are

gaining information and perspective. You add nothing by attacking the

speaker or otherwise putting him or her down.

o Be candid, open, and honest in your response.

o Assert your opinions respectfully.

o Treat the other person as you would want yourself to be

treated.

Key Points:

o Summarize the speaker’s comments periodically.

It takes a lot of concentration and determination to be an active

listener. Old habits are hard to break, and if your listening habits are

as bad as many people’s are, then there’s a lot of habit-breaking to do!

Be deliberate with your listening and remind yourself constantly that

your goal is to truly hear what the other person is saying. Set aside all

other thoughts and behaviors and concentrate on the message. Ask

question, reflect, and paraphrase to ensure you understand the

message. If you don’t, then you’ll find that what someone says to you

and what you hear can be amazingly different!

Start using active listening today to become a better communicator

and improve your workplace productivity and relationships.