CSE1204 – Information Systems 1 Communication and documentation: Oral communication Presentations

Monash University, SIMS, Semester One, Types of Oral Communication Prepared speeches - planned prior to the event, tends to be highly structured (or should be!) Prepared speeches - planned prior to the event, tends to be highly structured (or should be!) Impromptu speeches - generally unexpected and unprepared, tends to be unstructured Impromptu speeches - generally unexpected and unprepared, tends to be unstructured Briefings - short summary of the details for an operation/plan Briefings - short summary of the details for an operation/plan

Monash University, SIMS, Semester One, Styles of Oral Communication Informative Informative Persuasive Persuasive Entertaining Entertaining Educative Educative

Monash University, SIMS, Semester One, Planning a Presentation Define the purpose of your presentation Define the purpose of your presentation Anticipate audience reception Anticipate audience reception Context and setting Context and setting Determine your main points Determine your main points Research Research Structure your material Structure your material

Monash University, SIMS, Semester One, Preparing the Presentation Write - introduction, body and conclusion Write - introduction, body and conclusion Rewrite for aural reception - i.e., words that are easy to say and to hear Rewrite for aural reception - i.e., words that are easy to say and to hear Practice (and practice … and again!) Practice (and practice … and again!) Determine appropriate audio/visual aids Determine appropriate audio/visual aids

Monash University, SIMS, Semester One, Presenting your oral communication Using notes Using notes Audio/visual aids Audio/visual aids Non-verbal communication Non-verbal communication Use of voice Use of voice Anxiety/stage fright Anxiety/stage fright

Monash University, SIMS, Semester One, Use a presentation for reporting an important event or milestone in the project reporting an important event or milestone in the project sharing knowledge about some aspect of the system with your peers sharing knowledge about some aspect of the system with your peers responding to a request for information (eg. CEO) responding to a request for information (eg. CEO) gaining immediate feedback on a proposal about the project gaining immediate feedback on a proposal about the project requesting approval for some aspect of the project requesting approval for some aspect of the project influencing an outcome about the project (eg. Users) influencing an outcome about the project (eg. Users) demonstrating an operational features demonstrating an operational features

Monash University, SIMS, Semester One, Presentation characteristics person to person communication person to person communication high credibility high credibility single purpose single purpose relatively short duration relatively short duration a once-only event a once-only event no permanent record no permanent record

Monash University, SIMS, Semester One, Presentation fundamentals understand what your audience needs understand what your audience needs address your presentation to those needs only address your presentation to those needs only know your material know your material be well organised be well organised speak up and keep eye contact speak up and keep eye contact use only appropriate visual aids use only appropriate visual aids

Monash University, SIMS, Semester One, Presentation fundamentals avoid appearing nervous avoid appearing nervous preparation and organisation are essential preparation and organisation are essential rehearse out loud and in the venue rehearse out loud and in the venue always test equipment at the venue always test equipment at the venue believe that the audience wants to hear you believe that the audience wants to hear you

Monash University, SIMS, Semester One, The venue is important neutral ground, comfortable setting neutral ground, comfortable setting no distractions no distractions divert the phone divert the phone know the layout know the layout where are the electricity points? where are the electricity points? can you and the screen be seen? can you and the screen be seen? can you move about without tripping over cords? can you move about without tripping over cords? enough seats and table space? enough seats and table space?

Monash University, SIMS, Semester One, Informative presentation the audience are your peers the audience are your peers internal to the project internal to the project entitled to the knowledge you have entitled to the knowledge you have most often technical in content most often technical in content fact based fact based presume enquiry / response presume enquiry / response address the audience needs address the audience needs clear understanding is the aim clear understanding is the aim

Monash University, SIMS, Semester One, Persuasive presentation audience is peers and stakeholders (customers if you work in sales) audience is peers and stakeholders (customers if you work in sales) creating a mood rather than detailing facts creating a mood rather than detailing facts advocates change advocates change you must identify the audience's "hot buttons" you must identify the audience's "hot buttons" i.e. identify their needs i.e. identify their needs you must be credible to succeed you must be credible to succeed know your topic know your topic

Monash University, SIMS, Semester One, Demonstration the highest credibility presentation the highest credibility presentation therefore potentially the most risky therefore potentially the most risky always intended to persuade, to prove a point always intended to persuade, to prove a point never deviate from your prepared show never deviate from your prepared show never let the audience get the keyboard never let the audience get the keyboard always have backups always have backups always test on site beforehand - Murphy's Law prevails here always test on site beforehand - Murphy's Law prevails here

Monash University, SIMS, Semester One, Questions expect them expect them during or after the presentation - your choice during or after the presentation - your choice equally as important to your credibility as the presentation content equally as important to your credibility as the presentation content don't patronise the questioner don't patronise the questioner don't evade the answer don't evade the answer if you don't know, undertake to find out if you don't know, undertake to find out

Monash University, SIMS, Semester One, Oral style presentations are NOT spoken reports presentations are NOT spoken reports personal pronouns personal pronouns simple, short sentences simple, short sentences repetition of words, sentences, ideas repetition of words, sentences, ideas familiar words that don't need a dictionary familiar words that don't need a dictionary

Monash University, SIMS, Semester One, Support for the words printed handouts printed handouts static display graphics static display graphics overhead slides overhead slides 35mm slides 35mm slides presentation display software (PowerPoint) presentation display software (PowerPoint) video, film, audio video, film, audio artefact demonstration artefact demonstration

Monash University, SIMS, Semester One, References DWYER, J. (1997) The Business Communication Handbook (4 th edition) Prentice-Hall, New York, N.Y. DWYER, J. (1997) The Business Communication Handbook (4 th edition) Prentice-Hall, New York, N.Y.