1. 1 Technical Communication A Reader-Centred Approach First Canadian Edition Paul V. Anderson Kerry Surman www.techcomm.nelson.com

2. 2 Creating and Delivering Oral Presentations Chapter 17

3. 3 (c) 2007 Nelson, a division of Thomson Canada Limited Learning Objectives Create listener-centred presentations Create listener-centred presentations Deliver effective oral presentations Deliver effective oral presentations Create and deliver team presentations Create and deliver team presentations

4. 4 (c) 2007 Nelson, a division of Thomson Canada Limited Use a Listener-Centred Approach Oral presentations are more personal and interactive Oral presentations are more personal and interactive You can see your audience’s reactions as you are speaking You can see your audience’s reactions as you are speaking Your listeners can make comments and ask questions Your listeners can make comments and ask questions

5. 5 (c) 2007 Nelson, a division of Thomson Canada Limited Guidelines for Creating and Delivering Oral Presentations Define your presentation’s objectives Define your presentation’s objectives Select the form of oral delivery best suited to your purpose and audience Select the form of oral delivery best suited to your purpose and audience Focus on a few main points Focus on a few main points Use a simple structure – and help your listeners follow it Use a simple structure – and help your listeners follow it Use a conversational style Use a conversational style

6. 6 (c) 2007 Nelson, a division of Thomson Canada Limited Guidelines for Creating and Delivering Oral Presentations (continued) Look at your audience Look at your audience Prepare for interruptions and questions – and respond courteously Prepare for interruptions and questions – and respond courteously Fully integrate graphics into your presentation Fully integrate graphics into your presentation Rehearse Rehearse Accept your nervousness – and work with it Accept your nervousness – and work with it

7. 7 (c) 2007 Nelson, a division of Thomson Canada Limited Define Your Presentation’s Objectives Think about your listeners and goals Think about your listeners and goals Think about what your listeners expect Think about what your listeners expect Assess the scene of your talk Assess the scene of your talk – Size of audience – Location of talk – Equipment available

8. 8 (c) 2007 Nelson, a division of Thomson Canada Limited Select The Form of Delivery for Your Purpose and Audience Scripted talks Scripted talks – Offer security, but are inflexible Outlined talks Outlined talks – Offer flexibility, but can be overly flexible Impromptu talk Impromptu talk – Ideal for topics you know well, but can be risky

9. 9 (c) 2007 Nelson, a division of Thomson Canada Limited Focus on a Few Main Points Difficulties listeners face Difficulties listeners face – Hard to concentrate for extended periods – No chance to pause – No chance to review Pick points relevant to your listeners’ interests and needs Pick points relevant to your listeners’ interests and needs

10. 10 (c) 2007 Nelson, a division of Thomson Canada Limited Use a Simple Structure – and Help Your Listeners Follow It Increase the understandability and memorability Increase the understandability and memorability – Introduction – Body – Conclusion Oral traditions may differ from culture to culture Oral traditions may differ from culture to culture

11. 11 (c) 2007 Nelson, a division of Thomson Canada Limited Signalling the Structure of Oral Presentations Introduction Introduction – Forecast the structure Body Body – Signal transitions Review Review – Summarize the structure and the main points – See Figure 17.1, page 416

12. 12 (c) 2007 Nelson, a division of Thomson Canada Limited Use a Conversational Style Speak directly to your listeners Speak directly to your listeners Express yourself in the same simple, natural, direct way that you do in conversation Express yourself in the same simple, natural, direct way that you do in conversation Use your voice as you would in conversation Use your voice as you would in conversation

13. 13 (c) 2007 Nelson, a division of Thomson Canada Limited Strategies for Developing a Conversational Style Create your talk with your audience “present” Create your talk with your audience “present” Use the word you or your in the first sentence Use the word you or your in the first sentence Continue using personal pronouns throughout Continue using personal pronouns throughout Use shorter, simpler sentences than in text Use shorter, simpler sentences than in text Choose words your listeners will understand immediately Choose words your listeners will understand immediately

14. 14 (c) 2007 Nelson, a division of Thomson Canada Limited Look At Your Audience Eye contact is beneficial Eye contact is beneficial – Allows you to create a personal connection – Helps you make a favourable impression – Enables you to judge how things are going

15. 15 (c) 2007 Nelson, a division of Thomson Canada Limited Strategies for Looking at Your Listeners Look around at your audience before you begin Look around at your audience before you begin Follow a plan for looking Follow a plan for looking Target a particular facial feature Target a particular facial feature Practise looking at your audience when rehearsing Practise looking at your audience when rehearsing Avoid skimming over the faces Avoid skimming over the faces

16. 16 (c) 2007 Nelson, a division of Thomson Canada Limited Prepare for Interruptions and Questions Presentations permit speaker and audience to engage in a discussion of matters of common interest Presentations permit speaker and audience to engage in a discussion of matters of common interest Prepare for questions by planning your responses Prepare for questions by planning your responses Respond in ways that maintain good relations Respond in ways that maintain good relations

17. 17 (c) 2007 Nelson, a division of Thomson Canada Limited Fully Integrate Graphics Into Your Presentation Speakers who use graphics are judged by their listeners more favourably Speakers who use graphics are judged by their listeners more favourably Increase your presentation’s effectiveness by presenting the message two ways Increase your presentation’s effectiveness by presenting the message two ways Begin planning your graphics very early Begin planning your graphics very early

18. 18 (c) 2007 Nelson, a division of Thomson Canada Limited Look For Places Where Graphics Can Contribute Look early for places where graphics contribute Look early for places where graphics contribute – Explain your subject matter – Highlight your main points – Describe the structure of your talk – Hold your listeners’ attention – Help you remember what you want to say

19. 19 (c) 2007 Nelson, a division of Thomson Canada Limited Avoid Using Too Many or Too Fancy Graphics Listeners can become dulled by too many graphics Listeners can become dulled by too many graphics Listeners may become distracted or irritated Listeners may become distracted or irritated Graphics’ sole purpose is to help you achieve your communication’s objectives Graphics’ sole purpose is to help you achieve your communication’s objectives

20. 20 (c) 2007 Nelson, a division of Thomson Canada Limited Use a Storyboard Plan the verbal and the visual parts of your presentation simultaneously Plan the verbal and the visual parts of your presentation simultaneously Create slides and then make note pages Create slides and then make note pages Coordinate your words and graphics Coordinate your words and graphics – See Figure 17.2, page 422

21. 21 (c) 2007 Nelson, a division of Thomson Canada Limited Select the Most Suitable Medium Your choice of medium depends on Your choice of medium depends on – Your purpose and audience – Your listeners’ expectations – Your resources You may wish to use more than one medium in a presentation You may wish to use more than one medium in a presentation – See Figure 17.3, page 423

22. 22 (c) 2007 Nelson, a division of Thomson Canada Limited Make Your Graphics Easy to Read and Understand Design your slides Design your slides – Make type large enough – Use contrast between text and background – Avoid overcrowding – See Figure 17.4, page 425 Test your graphics Test your graphics Prepare your stage Prepare your stage

23. 23 (c) 2007 Nelson, a division of Thomson Canada Limited Present Your Graphics Effectively Display a graphic only when you are talking about it Display a graphic only when you are talking about it Leave each graphic up long enough for your listeners to digest its contents Leave each graphic up long enough for your listeners to digest its contents Explain the key points Explain the key points Do not read from your graphics Do not read from your graphics

24. 24 (c) 2007 Nelson, a division of Thomson Canada Limited Rehearse Rehearse in front of other people Rehearse in front of other people Pay special attention to your delivery of the key points Pay special attention to your delivery of the key points Rehearse with your graphics Rehearse with your graphics Time your rehearsal Time your rehearsal

25. 25 (c) 2007 Nelson, a division of Thomson Canada Limited Accept Your Nervousness – and Work With It Arrive early Arrive early Devote a few minutes to relaxing Devote a few minutes to relaxing Speak with audience members before the presentation begins Speak with audience members before the presentation begins Remind yourself that your listeners are here to learn from you Remind yourself that your listeners are here to learn from you When it’s time to begin, pause before you start your talk When it’s time to begin, pause before you start your talk

26. 26 (c) 2007 Nelson, a division of Thomson Canada Limited Making Team Presentations Plan thoroughly Plan thoroughly Decide on graphics use Decide on graphics use Allow for individual differences Allow for individual differences Make a cohesive presentation Make a cohesive presentation

27. 27 (c) 2007 Nelson, a division of Thomson Canada Limited Making Team Presentations (continued) Make effective transitions between speakers Make effective transitions between speakers Show respect for one another Show respect for one another Rehearse together Rehearse together

28. 28 (c) 2007 Nelson, a division of Thomson Canada Limited In Summary Use a simple structure, a few main points, and integrated graphics when you design your presentation Use a simple structure, a few main points, and integrated graphics when you design your presentation Rehearse your presentation to ensure that you use a conversational style while looking at your audience Rehearse your presentation to ensure that you use a conversational style while looking at your audience Create and deliver cohesive, smooth team presentations Create and deliver cohesive, smooth team presentations