Unit Overview

Welcome to Unit 4 of WUC 107/03

Workplace Communication Skills. In this
unit, we will be discussing how oral
presentations are created and delivered.
Unit Objectives
By the end of Unit 4, you should be able to:

1. Explain why it is important to learn about effective

oral presentations.

2. Discuss the main ideas and supporting ideas of

selected topics logically and clearly.

3. Use audio-visual aids to efficiently enhance

presentations.

4. Facilitate questions and responses during feedback

sessions.
4.1 Planning Oral Presentations
Objectives

By the end of this section, you should be able to:

1. Explain how purpose is determined in an oral

presentation.
2. Describe how to profile an occasion, the
audience and the location.
3. Identify resources for the gathering of
information.
4. State how the mode of delivery is determined.
Introduction
Before we deliver an oral presentation to any
audience, it is advisable that we do some
homework.

First of all, we need to design our presentation

around a specific purpose.
There are three factors that you will need to
take into consideration when you are
completing the profile for your presentation:

1. The occasion for the presentation

2. The audience that will attend the

presentation.

3. The location where the speech will be given.

Profiling the occasion
When you profile an occasion, you need to ask
yourself about the type of occasion the
presentation is meant for.

First of all, you need to find out who the organiser

of the event where you will be
speaking is.

You also need to find out whether there are any

rituals that you have to follow. For instance, it is a
very normal practice at governmental functions in
Malaysia to recite a prayer (baca doa).
Profiling the audience

Profiling an audience is not an easy thing to do

but it is worth your effort as the audience
determines the success of your presentation.

know aspects such as gender, age, socio-

economic background, place of residence,
prior knowledge, religious and cultural
backgrounds of the audience
Questions I should ask to analyse my audience
1. How much does the audience know about the topic I am going to
speak on?
2. How much do they know about me?
3. What do they expect me to speak on?
4. How interested will they be in my topic of presentation?
5. What level of language will be appropriate for my listeners so that
they can consider what I say seriously?
6. What will their attitude be towards me?
7. How will they react towards what I am going to share?
8. What is their age group and gender?
9. What positions do they hold in their organisation(s)?
10. What is their educational background?
11. What is their ethnic/cultural, political, occupational, geographic and
religious backgrounds?
12. What is their socio-economic background?
13. What are their political views?
14. What are their emotional states?
15. Are there any kinds of cultural biases that they might have towards
me and my topic?
Activity 4.1
You are a management guru and have been invited to give a talk
at an upper secondary school to the school prefects on the topic
Managing your time. Subsequently, you have carried out a profile
of the audience. What might be 6 characteristics of your audience
that you have identified? You can use the given checklist for profiling
the audience.

1. _________________________________________________
2. _________________________________________________
3. _________________________________________________
4. _________________________________________________
5. _________________________________________________
6. _________________________________________________
1. The audience would be school prefects in Form 4 and Form 5.

2. They would be interested in my topic because prefects are

usually academically good students and they would like to know
how to manage their study time and their activities well.

3. I should speak at a level that upper secondary students will

understand. I should not use too much jargon.

4. There will be a mixture of boys and girls in the group and the
crowd will be multiracial as well.

5. Their attitude to me will be positive because they have been

informed that I am a management guru and well-known in my
field.

6. They will be interested in what I will share because they

would like to be successful.
Profiling the location
You must ensure that you know where the setting
of the presentation is before the day of your
presentation.

In this way, you can avoid unexpected problems.

Always remember to back-up your presentation

in another mode and bring it to the location.
Activity 4.2
Explain three problems that you might encounter if
you do not profile a location.
1.
_______________________________________________

2.
_______________________________________________

3.
_______________________________________________
Activity 4.2
1. You may not reach the place on time
because you may not know the way.

2. Your software may not be compatible with

the hosts equipment.

3. The public address system could be faulty.

[Accept other legitimate answers.]
Gathering information

One of the most important initial steps in

preparing for an oral presentation is
gathering information especially if you have
been given a topic that is unfamiliar to
you.
Resources for information

The most familiar ones to us are the Internet and the library.

Given here are five characteristics that will help to

ensure that the information you intend to present is
credible.
1. Reliability
Does the information come from
authors/publications that provide accurate
and valid information?
2. Accuracy
Are the sources accurate?

Do the arguments make logical sense? Are they

based on evidence?
3. Currency
Has the source been published recently enough
to be relevant?
4. Bias
When a source is biased, it is written by authors
who manipulate the data for
their own positions.
5. Context
The next thing you will need to check is whether
the source you have has appropriate context
related to the issues that you are addressing in
your argument.
Finally, make sure that you cite others when you
are presenting their ideas. This will help prevent
plagiarism by clearly separating your own ideas
from the ones you have quoted from.

Given as follows are some guidelines to properly

cite your sources during oral presentations.

1. Quote your sources

Make sure the audience understands who you
are quoting as well as where the quote begins
and ends.
2. Paraphrase correctly
Paraphrasing means restating or
summarising someone elses ideas or
words in your own words.
3. Present statistics effectively
Most statistics require some explanation.
4. Use multiple sources
Using multiple sources and types of
evidence will create much variety of
support for your viewpoint or your
argument.
Activity 4.3
Why is it important to quote our sources when we
speak? Discuss.
______________________________________________
___________________________________
______________________________________________
___________________________________
______________________________________________
___________________________________
______________________________________________
___________________________________
______________________________________________
_________________
Activity 4.3
When we quote our sources, we can do the following:
Provide support for claims and add credibility to our oral
presentations.
Refer to work that leads up to the topic you are discussing.
Give examples of several points of view on a subject.
Call attention to a position that you wish to agree or disagree
with.
Highlight a particularly striking phrase, sentence or passage
by quoting the original.
Distance ourselves from the original by quoting it in order
to cue readers that the words are not our own.
Expand the breadth and/or the depth of our presentations.
Life experiences
One way to enrich your presentation is by
including your own life experiences. This is one of
the most valuable ways to enhance the
effectiveness of your presentation paper.
Material adjustment and limitation
The materials that you collect must be
adjusted to suit the characteristics of the
audience. They should also help you work
within the constraints of the content and
time allocation.
Determining mode of delivery
The selection of the right mode of delivery is very
obvious. After all, you are speaking. So, it is an oral
medium.

However, technology today offers an array of

choices these days from live in-person
presentations to webcasts that people view on
your website whenever it fits their individual
schedules.
Activity 4.4
Given here are excerpts of speeches. Identify
the purpose of each speech that is given.
1. I am delighted to welcome you to meet Jeremys
fiancee Mary and her family. They hope to marry
next June or sooner if they can find an apartment. It
is lovely to see you all and so many friends from
their old school, university and office. Thank you
so much for your good wishes. I hope everybodys
got a glass of sparkling juice. Have you? Good! I
would like you to join me in wishing every
happiness to Mary and Jeremy.
_________________________________________________
Activity 4.4
1. To welcome guests at a
party.
2. What is it that we remember when we think of Paul? I think
everyone who knows him very well would agree with me on
this. It was his sense of humour. He was the kind of person
that would make everyone laugh so hard that theyd end up
crying. Who could forget about his mama jokes? That is what
I will truly miss about Paul. He could make me laugh when
I am really sad. He always cheered me up when he knew I just
had a bad day. Thats the trademark of Paul. He always wanted
to make people happy. Pauls death was sudden. I remember
I simply could not believe it when I heard the news. He was too
young but as it slowly occurred to me I have realised that
Paul lived his life wonderfully. He was well-loved, he had done so many
things in his life with us and Im sure hell do much more in heaven. I
will forever be grateful for spending 20 years of my life with a friend
like him. All the memories I have shared with him will forever be
cherished and remembered. Paul will forever live in my heart. In our
hearts. This is not the moment for us to shed our tears but we should all
be thankful that we were given the chance to have known a man named
Paul. He will forever be missed.
_________________________________________________
2. A eulogy for a friend.
3. Hello, everyone. My name is Yusoff. On behalf of
Gaya Tours, Id like to welcome you all to Langkawi.
The bus-ride to your hotel will take about fifteen
minutes. Right now, Id like to take a minute to
familiarise you with the area and discuss some brief
safety precautions. Firstly, I ask that you remain
seated until we reach our destination and that you
do not eat or drink while you are on the bus.
_______________________________________________

3. A tour guide giving instructions.

Summary
In section 1 of Unit 4, we discussed how to determine the purpose
of an oral presentation. We went through the various steps of
profiling the occasion, the audience and the location. We also looked
at various methods that can be employed to gather information
and touched on how the mode of delivery can be chosen.
All of us will have to give a presentation at some time of our lives.
Some of us do so more regularly than others. It is very important
that we identify the purpose of our presentation and learn how
to profile the occasion, the audience and the location effectively.
Choosing relevant materials to enhance our presentation is also very
important. The audience needs to know that we are credible in our
delivery. Finally, the mode we choose to deliver our presentation is
vital as well because it needs to be appropriate to the occasion and
be the most effective channel to reach our audience.
Self-test 4.1
1. What are the three factors that you should take into consideration
when you are completing a profile for your presentation?
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
2. Explain how the sharing of ones life experiences can enhance
a presentation.
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
3. What are the questions that you need to ask yourself if you wish
to identify bias in your sources?
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
1. a. The occasion for the presentation.
b. The audience that will attend the
presentation.
c. The location where the speech will be
delivered.
2. The attentiveness of the crowd is
aroused. Rapport can be
established because the crowd will feel
more connected to the
speaker.
3. a. What is the stand/perspectives of the
author on the topic?
b. Is there any indication of bias in the
language?
c. What reasons the author give for
presenting the
argument?
4. Why is it important to adjust the material that you have collected
to the topic of your presentation?
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
5. If you wish to speak at the same time to the marketing
representatives of your company who are located throughout
Malaysia, which mode of delivery would you choose?
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
4. It must be relevant to the topic and it
should also be enough to
present the topic in a concise and effective
manner.
5. Webcasting and/or videoconferencing.
4.2 Structuring Oral Presentations
Objectives
By the end of this section, you
should be able to:
1. Define the main idea and the
sequence of ideas.
2. Select a relevant approach and
style.
3. Construct an outline for your
presentations.
 Introduction
The structure of an oral presentation is extremely important especially for
one main reason.

Once you have spoken, your audience will not have an opportunity to
rewind and hear what you have said.
During a typical presentation, almost everyone listens in the beginning. The
attention drops to around 10% 20% halfway through the presentation.

So, do keep in mind your audience, their listening limitations and possible
distractions when you prepare your speech.

Why does an audience

get distracted?
Common points of distraction

1. The speaker can simplistically believe that the audience has all the
background knowledge they need to appreciate what he/she is speaking
on. This is seldom the case.

2. The structure of the presentation is unclear and the line of reasoning is

hard to follow.

3. Visual aids are confusing, inadequate, unreadable and too small to follow.
Sometimes, the PowerPoint slides are shown too quickly.
4. The speaker uses very long and difficult sentences, unnecessary jargon
and/or abbreviations.

5. The speaker reads verbatim from the prepared script.

6. The speaker uses monotonous sentences that are spoken too fast or
too slowly, have unclear pronunciation and lack emphasis.

These are reasons why organising your presentations is very important.

Defining the main idea and sequence of ideas

First of all, you need to define your main idea.

The sequence of the main idea and supporting ideas should be in such a
way that it would help the audience follow the presentation effectively.

Choosing the approach and style

Use the direct approach if the subject concerns

some routine information or good news. If it involves bad news or persuasion,
use the indirect approach.

For the body of the presentation, elaborate on your supporting ideas.

As you develop your approach, keep in mind that one advantage of using the
oral presentation.
Try to limit the number of supporting ideas to three or four.medium is that
you can adjust your outline if you need to.
 Preparing the outline
1. State your purpose and the main idea.

2. Organise your supporting ideas and related points.

a. Identify your introduction, body and conclusion.

b. Show how the points are connected.

c. Exhibit your sources.

d. Use a standard outline form

3. Give your presentation a title.

A title is useful if the fact that you are going to give a presentation will
be publicised in advance or for the benefit of the person who is going to
introduce you. Ensure that the title is one that is captivating, compelling
and audience-centred.
The following tips give you an idea on how to prepare an effective speaking
outline

1. Follow the planning outline

2. Reduce the points and trnsitions to keywords

3. Insert delivery cues

4. Arrange your notes logically

Now look at another format of an outline that has many of the pointer
above.
The title of the outline is Commuter- mediated communication is just as
useful or even more effective than face-to-face communication.
1. In Japan, attitudes towards marriage
are changing.
Adults today are not getting enough
sleep
Schools in Australia and Japan are
different.
Introduction
a. Attention Material/Credibility Material
How would you feel if you want something that you cannot
live without? My brother was only 15 years old when he found
out that he needed a new kidney. He was unable to get a donor
for two years. Just last December, the family of an accident
victim decided to donate his organs and his kidney was a good
match. Not all stories end this way, though.

b. Tie to the Audience

One of the people on the waiting list for an organ transplant
might be someone you know.

c. Thesis and Preview

Today, I would like to talk to you first about the need for organ
donors in Penang; secondly, how you can become an organ
donor after you die; and finally, how your family and the organ
recipients can benefit from your donation. Organ and tissue
donation is the ultimate humanitarian act of charity.
Body
1. People around the world and also right here in Penang
need organ transplants and our help.
1.1 1st point
There is a lack of organs and organ donors. The organs
that can be donated are tissues such as the heart, lungs,
kidneys, pancreas, corneas, bone, skin, heart valves and
blood vessels. Thus, a single donor can save the lives of a
number of people.

A new name is being added to the national waiting list

every 16 minutes. The problem is that 10 people will die
each day waiting for an organ transplant [Name source].
The reason is that there is only an average of 1,000 donors
per year [Name source].

1.2 2nd point

Organ donation is important.
2. This is how you can go about being sure that your organs
are donated.
2.1 Speak with your family about your decision. If they dont
know about your wanting to become a donor, your wishes
may never be carried out.

2.2 Fill in a form and you will receive a donor card. This card
will indicate what organs you wish to donate.
3. Organ donation benefits both the donors family
and the recipients.

3.1 You will help people get a second chance at life.

Your organs will live long after you have gone.

3.2 The donors family will feel a sense of satisfaction

and comfort that other lives have been touched by
their loved one even in death.
d. Concluding Remarks
I am going to leave you by entreating you to make the decision
to become an organ and tissue donor. Your one decision will
give so many others a chance to live a normal life. As the
saying goes, Remember to leave your organs on earth. You
will not need them in heaven.

Works Cited
[Cite the sources that you used here.]
1.T

2. F

3. T

4. T
5. F

6. F

7. F

8. F
 Intro is important

It sets the scene and moves the audience towards your speech

It motivates them to listen

A well-crafted intro provides the following info to your audience:

1. Who you are and how your name is pronounced.
2. Your qualifications
3. The type of presentation you are going to make.
4. Required background info.
5. Your topic
6. A preview of the main area you will be covering.
7. The procedures that you intend to follow during the presentation.
 your intro must help you to build your
credibility.

A credible speaker is one whom the

audience judges to be a believable
authority.

Do ensure that the person who

introduces you to not over-exaggerate
your qualifications.
 can
help audience to understand the content of your
message.

and how your presentation is structured.

summarize the main idea of your presentation.

identify your supporting ideas.

and the order in which you develop them.

 a major part of presentation

must be clear to hold audience

attention
 In Oral Presentation you need to rely on
words to link various parts and ideas.

When the links are small, between

paragraph and sentences, transitional
words can be used.

Next slide examples of transitional

words.
1. Always relate your subject to the audiences needs.

2. Anticipate questions from the audience.

3. Ensure that you use clear and vivid language.

Below is an excerpt from Azim Premji , Chairman of Wipro

Corporation.

It shows how an example can be used to drive home your point.

The other thing that you can use is word
pictures.
Your speech will be given
graphic quality if you paint word pictures
that allow the audiences imagination to
take over.
Always remember that words are
powerful.
They conjure images, evoke emotions
and trigger responses deep within us.
We and you are the most important of them all.
You will not be able to stir the audience if you do not
address them directly and relate them
to you and your topic.

1. Explain how familiar ideas are related to your

subject.

2. Take short pauses for questions and pauses or

even ask for opinions.

3. Carefully illustrate your ideas with visual aids.

 Activity 4.11
Complete the statements below using the
phrases supplied.

for a show of hands a rhetorical question for clarification

visual support along with words to see statistics We instead of I

move about a little to spend more time

1. To continue a topic without going to the next topic, ask

________________________.

2. To count the number of people who agree, ask _________

_____________________.

3. To deliver an interesting message, use __________________

___________________.

1. TO SPEND MORE TIME

2. FOR A SHOW OF HANDS
3. VISUAL SUPPORT ALONG WITH WORDS
 4. To get more information for better understanding, ask
_________________________.

5. To build a rapport with the audience, use

___________________________________.

6. To help release nervous energy during a presentation,

________________________.

7. To get more people to think but not speak, ask

______________________________.

8. To see proof according to numbers or research, ask

__________________________.

4. for clarification
5. We instead of I
6. move about a little
7. a rhetorical question
8. to see statistics
Conclusion
Your introduction creates an important first impression.
Your conclusion leaves an equally important final
impression. Unfortunately, many speakers pay less
attention to their conclusions than to any other part of
their speeches. This can result in awkward final seconds
of stumbling for words that may be followed by hesitant
applause from an audience that is not even sure that the
speech is over and that is not the best way to leave
people who have come to listen to you.
Hence, do remember that there are four things that you
have to do to conclude effectively:

1. Summarise the speech.

2. Re-emphasise the main idea in a memorable way.

3. Motivate the audience to respond.

4. Provide closure.
Another effective way is to close with a dramatic and
appropriate statement based on emotional appeal.
Examples of this kind of a speech conclusion could be:

1. End off with a heart-felt human interest story or a personal

experience anecdote

2. Connect the topic with everyday feelings and lives of your

audience.

3. Recite a couple of lines from a nostalgic song, poem or quotation

from a historical speech and refer to similarities between them.

4. State a slogan " transform your central motto, idea or principle into
an easy-to-remember one-liner.
At the completion of your presentation, your audience should feel
satisfied. Do compose your closing remarks naturally and close
on a positive note. An emphatic closing will help your listeners to
remember you and your talk favourably.

In addition to creating a favourable impression, a strong closing

statement will give your remarks a sense of completion.
1. I
2. F
3. F
4. I
5. F
6. I
7. F
8. F
1. An introduction to a speech should contain the
following points:
a. Who you are and how your name is pronounced.
b. Your qualifications and why you are eligible to
speak on the topic.
c. The type of presentation you are going to make.
d. Required background information.
e. Your topic.
f. A preview of the main ideas that you will be
covering.
g. The procedures that you intend to follow during
the presentation.
2. An example would be as follows:

I have developed a deep interest in this field since I

spoke to Professor Blanchard who is an expert in the
field. The information I am going to share with you
comes essentially from the book by Goleman and an
article I came across in a recent issue of Harvard
Business Review.
4.4 Delivery of Oral Presentations
Objectives
By the end of this section, you should be able to:
1. Select the most appropriate mode of delivery for an
occasion.
2. Decide on appropriate ways to maintain voice control
during presentations.
3. Use appropriate nonverbal symbols while you are
speaking.
4. Use appropriate visual aids to enhance your
presentations.
5. Generate feedback
Successful and inspiring speakers are
remembered for a long time not only
because they have a good style or are
eloquent and humorous but mainly
because their message and ideas have
stirred the hearts of their listeners and
brought about a change in the actions,
attitudes and lives of the audience.
The art of delivery

Once you have prepared your presentation and

begin to create the necessary visuals, you will
also need to choose your delivery method as
this will correlate to the kind of visuals you will
need. There are a variety of delivery methods
you can choose from; some of which are easier
to handle than others.
Speaking from notes
This is by far the most effective and easiest delivery mode. You can prepare
your notes on a note card, use an outline or your visuals such as PowerPoint
printouts with space for notes.

The advantages of this approach are:

1. Conversational quality.
2. Adaptability as it can be used for a wide range of situations.
3. Control as the speakers have precise control over ideas and language.
4. Effective nonverbal cues as speakers will be able to use appropriate
nonverbal
cues for they are not restricted by the language in a ready script.
Speaking impromptu
From time to time, you may have to give an impromptu speech. This is
usually an off-the-cuff talk that you may be suddenly asked to do at a weekly
meeting, a gathering or a function.

In such situations, the following guidelines may help you:

1. Decide immediately on the points that you need to speak on. Take a
minute or so to come up with two to three points as you are walking to the
podium.

2. Let the audience know your viewpoint at the beginning of your talk and
provide some supporting evidence.

3. Be as brief as possible to avoid any exposure of ignorance if your speech

goes in depth. Brevity is a very important characteristic of all impromptu
speeches.
Reading from prepared notes
Some business presentations and speeches by
heads of countries are read word for word because
the omission of some words may be interpreted
differently by their audience. This is usually done if
one is delivering a very technical or complex
presentation.
Speaking from memory
This is by far the most difficult of all the modes of
delivery. Unless you are a trained artiste, you should
avoid memorising your speech because you are
likely to forget your lines a nd you might sound
stilted. Some novice speakers will focus on the
ceiling or some part of the hall while they are trying
to recall their sentences when they forget their lines.
Voice control
Volume, rate, pitch and tone
If you want to deliver an effective oral
presentation, you need to consider your vocal
pitch, rate, volume and tone. It is important to
incorporate changes in vocal pitch to add
emphasis and avoid monotony.
The pace of your delivery should make sense of the
ideas you are sharing with your listeners. It was Mark
Twain who said, The right word may be effective, but no
word was ever as effective as a rightly timed pause. An
appropriate pause can often do more to accent your
message than any other vocal characteristic.

For instance, President John F. Kennedys famous line

Ask not what your country can do for you; ask what you
can do for your country was effective not only because
of its language but also because it was delivered with a
pause dividing the two thoughts.
Do keep in mind that microphones amplify sloppy habits
of pronunciation and enunciation. So, you need to speak clearly and
crisply when you are using a microphone.
Finally, speakers should be careful not to add
extraneous words or sounds such as um, you
know or okay between words or sentences in
a presentation. Many speakers are ncomfortable
with silence. So, they will vocalise sounds rather
than pausing where it seems natural. Vocalised
pauses will annoy your audience and detract
from your credibility. So, you need to eliminate
them.
Nonverbal symbols
Nonverbal elements such as posture, gestures, appearance, attire and facial
expressions are also important factors in developing good oral communication
skills

. According to Murphy and Hildebrandt, your outward appearance mirrors your

inner mood.

They further emphasise that good posture suggests poise and confidence as well
as stand neither at rigid attention nor with sloppy casualness draped over the
podium, but erect with your weight about equally distributed on each foot when
you speak.
Here are some tips to help you use vocal elements to enhance the impact
of your presentation.

1. Speak with enthusiasm and sincerity.

2. Adjust the volume of your voice.
3. Be fluent. Always watch out for vocalised pauses.
4. Use your optimal pitch.
5. Do not speak too fast " about 150 words per minute is fine.
6. Use silence and pauses effectively.
7. Articulate each word carefully.
Activity 4.13
Underline the most suitable word in the brackets to complete the
sentences.
1. Aziza tried to (take / persuade / maintain) a positive attitude
although nothing seemed to be working well.
2. Saying those terrible things to your boss would be (advantageous
/ suicidal / funny) for your career.
3. The company had to lay off thousands of staff because of its
(superior / enormous / definite) financial problems.
4. The changes brought about many (disadvantages / chaos /
stance) despite very few benefits.
5. The new model is by far more (risky / superior / enormous)
compared to the old model.
6. This new product is definitely faster, (costlier / cheaper) and
more efficient.

1. maintain
2. suicidal
3. enormous
4. disadvantages
5. superior
6. cheaper
Overcoming nervousness and anxiety
If you are nervous about facing an audience or get butterflies in your
stomach before a presentation, you are not alone. Nearly everyone
experiences speech anxiety or stage fright. For some individuals, their
entire body shakes; for others, their hands will experience tremors.

Keep the following in mind when you have to cope

with speaking anxiety.
1. Your audience will understand your nervousness. They are likely to
forgive honest mistakes unless you are in a crowd that is waiting for
opportunities to put you down.

2. Nervousness is not always visible. While there may be evidence of

small changes in your voice or occasional mistakes, most speakers who
describe themselves as nervous do appear confident and calm
.
3. Be yourself. Learn to relax and practise some deep breathing
techniques.
4. Rehearse in your comfort zone. Practise with friends and family.
5. Make thorough and adequate preparation.
6. Check out the room first. Check the space, the equipment and the lights.
7. Wear comfortable and appropriate attire.
8. Concentrate on the message.
9. Begin with a slow, well-prepared introduction. Have a confident and clear
conclusion.
10. Look for familiar faces in the audience and maintain eye contact with
them.
In this way, you can receive some support.
11. Most importantly, be prepared and practise.
Visual aids
We live in an era when communication is both
visual and verbal. Visual aids help
to reinforce ideas and enhance any oral
presentation. They also help to illustrate
a sequence of events or procedures and enhance
memory as well as help listeners
to organise ideas, gain and maintain attention.
As a speaker, you will find that visual aids can
help you to remember details of the message
and improve your professional image. This is
because speakers who use visuals appear better
prepared and more knowledgeable than those
who do not.
Types of visual aids
There are a variety of visual aids. Each of them has its own advantages and
disadvantages.
1. Overhead transparencies
These have been used in business presentations for decades and there are
some professionals who still prefer to use them. Overheads can be created
by using software such as Microsoft PowerPoint, other graphics programs, a
word processor, a typewriter or a pen. Simple transparencies do not require
the latest computer or projection equipment.
Today, this is the visual of choice in most business situations. This is also
called a slide show and consists of a series of electronic slides which are
composed using popular computer software such as Microsoft PowerPoint.
3. Chalkboards and whiteboards
Chalkboards and whiteboards have been fixtures in classrooms for centuries.
They are good and effective tools for recording points made during
discussions. They are low-cost, simple to use and low-tech.
Flip charts are large sheets of paper attached at
the top like a tablet. They can be easily propped
onto an easel so that you can easily flip the
pages as you speak.
5. Other visual aids
Sometimes, designers and architects use mock-ups
and models to help people envision what the final
creation will be like.
Many speakers also distribute handouts especially when
the points to be conveyed seem too complex. Handouts
should be given at appropriate times. Do not distribute
your handout(s) during your presentation unless
your listeners need to refer to the material while you are
talking about it.
We have just discussed various types of visual
aids that can be used during presentations.
Often, the best strategy is to use a combination
of visuals " e.g., electronic slides to present your
ideas and a flip chart or a whiteboard to record
audience feedback.
When it comes to design choices, always let
accuracy and simplicity guide you.
Advantages of doing so are as follows:
1. It takes less time to create simple materials.
Time is the most precious commodity in todays
world.
2. Simple visuals reduce the chances of
distraction and misinterpretation.

3. Adding too many extras may cause something

to go wrong. A video clip for
example might not load when you click on it or
you may forget how to talk
the audience through your impressive sequence.
Finally, remember Murphys Law. If something can go wrong, it
will. When you use presentation aids, you increase the chances
that problems or snags can develop when you present your
speech.

That is why you need back-up supplies and a back-up plan in case
your best-laid plans go awry. If things fall apart as they sometimes
will, do your best to keep talking and do not offer lengthy
apologies.
1. compatible
2. technical
3. layout
4. distracted
5. proofread
Creating effective slides
As told to you earlier, visuals should focus the viewers on the essential
elements of your presentation. To do so effectively, you should use short
phrases and sentences.

If the reader does not get the point within 5 seconds of seeing the visuals,
then they are not effective.
The next important thing is to keep the visuals relevant
and simple. If your visuals are cluttered and/or difficult
to read, your audience can be distracted. So, do not
overload your slides.
How many slides should you
include for a presentation? The
general rule of thumb is an average
of about 1 minute per slide. A slide
deserves at least 10 seconds and
no more than 100.
As a rule, it is better to enlarge figures and simplify them for projection.
Any lines that are used should be thick. Outlining figures in black to
enhance their shape is a wise thing to do. Judicious use of colour adds
impact to meaning of speech. It should be used to emphasise and not to
confuse listeners. Bold contrasts can be used to enhance legibility and
make it easier for the audience to quickly see and read them.

Strong light colours on a dark background (e.g., yellow on dark blue) or a

strong dark colour on a light background (e.g., black on white) are
easiest to read.
Checklist for completing slides and support materials:
1. Readable. Are the fonts that you are using large enough
to be read from the back of the room? Does the font colour
stand out well?

2. Consistent. Are font sizes, colours and elements used for

design used consistently?

3. Simple. Is there any information that should be eliminated

or transferred to the handouts that you will be providing? Is there
any information that will be better illustrated by a chart, diagram
or picture? Are there some slides that should be eliminated
altogether?
4. Audience-centred. Are some of the elements included
appropriate for your audience?

5. Clear. Is the main point clear? Can the audience grasp it

within 5 8 seconds?

6. Concise and grammatical. Is the text written in a concise

manner? Are the phrases parallel?

7. Focused. Does each slide cover only one thought, concept

or idea? Does it grab the viewers attention and support the key
points of the message?

8. Fully operational. Have you made sure that every slide in

your presentation is in order and in the correct sequence? Have
you ensured that all the animations and other side effects work as
you intended?
Practising your delivery

You are only one step away from your presentation

and it is important that you practise using your
visual aids. Many speakers undermine their own
presentations through clumsy handling of visual
materials.
Feedback
Your presentation does not end once you have
finished what you want to say to the
audience. The Q&A session is often the part of
the talk that influences the audience
the most. It is one of the most important parts
of an oral presentation.
Handling questions responsively

When you have been asked a question,

always repeat it so that the entire audience
knows what the question is. Focus your
attention on the individual. Also, consider
the persons body language and facial
expression to help you determine what the
person really means.
Here is a section on responses you can give to awkward questions:

Sorry, I havent had time to look into that.

I really dont know.
I need to think about that.
I dont really have any experience of that, but would
X like to comment?
I dont think there is enough evidence to say for
sure.
I was just coming to that/Ill come back to that in a
minute if thats all right.
That isnt really my field. Perhaps, X could
contribute?
Thats really a whole different
argument/discussion/topic.
There isnt time to go into that now.
I think we are going off the point a little.
Well, I think youd be wrong to assume that.
Do I take it that you dont think/believe/accept ... ?
When the time allotted to you is up, you must
conclude the session even if people
still want to talk. You can prepare the
audience by indicating to them that there is
only time for one more question.
Activity 4.15
Choose the word with a similar meaning as the underlined word
in the sentences below. 1. a
1. The presenter was not able to answer the question. 2. b
a) respond to b) approve c) criticise 3. c
2. Ill be delighted to discuss the issue with you after the 4. b
meeting.
5. a
a) fair b) glad c) complacent
3. He made reference to an earlier point in his presentation. 6.a
a) pointed out b) depended on c) referred back 7. b
4. Im sorry. I didnt hear what you said. 8. b
a) repeat b) catch c) gather
5. I have to admit that we didnt know much about the current
criticisms in this area.
a) field b) response c) platform
6. The thing is youve asked a very complex question.
a) difficult b) silly c) good
7. Now, let me ask you the same question.
a) equal b) similar c) balanced
8. If I understand you perfectly, youre asking me about the
market response to this product, right?
a) honestly b) correctly c) sincerely
1. punctuality
2. dress code
3. spontaneity
4. hierarchy
5. lack
6. dynamic
1. BAD
2. BAD
3. GOOD
4. GOOD
5. BAD
6. GOOD
7. BAD
8. GOOD
Summary
In this section, we have looked at how to choose the
most appropriate mode of delivery for an occasion. We
have also touched on how to maintain voice control, use
appropriate nonverbal symbols and visual aids to
enhance our presentations. Another area we have
discussed is handling feedback effectively.
It is hoped that you have found the activities meaningful
and have learnt much related to the content of this
section on the delivery of oral presentations.
1. a. Use eye contact. It will make you feel less
isolated.
b. Look at the friendliest face in the audience.
c. Do not comment on your nervousness.
d. If your legs are trembling, lean on the lectern or
shift your
legs appropriately.
Summary
The entire process of designing an oral
presentation has been discussed in
great detail in this unit. You have learnt
how to plan, structure, develop and
deliver oral presentations.
Tutor-marked Assignment 2 Instructions: 1. TMA 2 covers
unit 3 on Business writing and Unit 4 on Oral
presentations You must answer both questions. 2. The first
question requires you to write an email of about 350 words.
The second question requires you to write a speech of about
500-600 words. 3. This is an individual assignment. No
duplication of work will be tolerated. 4. Any plagiarism or
collusion may result in disciplinary action, in addition to
ZERO mark being awarded to all involved. 5. You are to
submit your answers online using the OAS system and it is
your responsibility to submit your TMA correctly and in a
timely manner. 6. Your TMA 2 deadline is Friday, 24th April
2015 by 2400 hours. 7. TMA 2 will contribute 25% towards the
total grade. 8. You are strongly advised to submit your TMA 2
to Turnitin to generate an Originality Report to which you can
refer to. As a rule of thumb, a similarity index of 30% and
above may justify the need to review your TMA. 9. Before you
submit your assignment to the Online Assignment
Submission (OAS) system, zip your TMA which should be in
Microsoft Word format. Submit both answers in one
document. You do not have to attach your Turnitin similarity
index report.
Question 1 (40%) You recently went to another country
on a business trip. During check in at the airline
counter, you encountered some problems.

Write an email of about 350 words to the airline

manager: giving details of the flight, explaining the
two (2) problems you faced at the counter, making two
(2) suggestions for improvement.
Question 2 (60%) You have been invited to speak to a group of young adults
who are undergoing marital counselling.

One of the topics being discussed in these counselling sessions is budgets

for the marriage ceremonies and dinners. You have been asked to give your
opinion on the following topic:

Weddings today are bigger and more expensive than they were in the past.
Why is this the case? What are the pros and cons of an expensive wedding?
Write the speech that you will be making to the
prospective brides and grooms. Your speech
must be about 500-600 words. It is important
for you to cite and quote appropriately.

Remember to list your sources on the

References Page at the end of your article. You
should also use these references when you do
in-text citations in your answer. You must have
at least 4 citations and sources for this
question. Use the Chicago Style of
referencing.