FUNCTIONAL ENGLISH

Week 11 Recorded Lecture

Hira Khadim
Visiting Lecturer
Department of Humanities
NED University of Engineering & Technology

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What’s happening here?

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Why all these people are
clapping???

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What is a Presentation?

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Planning a presentation ????

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 1. Make It Audience – 9. Tell It With A Story
Centered
10.
2. THINK ABOUT YOUR Counterarguments/Objec
GOALS (Audience- tions
centered)
11. Presentation “Design”
3. Look For A “Hook”
Points to 4. BLUF (Bottom Line Up
12. Rehearsal

remember Front)
5. WIIFM (What’s In It For
Me?)
6. Credibility
7. Roadmap
8. Logos/Ethos/Pathos

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 What do they care
Who is your audience?
about?

1. Make It
Audience
– Centered
What can you find out
about them that will help What do they know about
you tailor your your subject?
presentation?

Remember – your
presentation should serve
What level of detail or
THEM. Do your homework
sophistication is
in these areas and it will
appropriate?
make for a much stronger
presentation.

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 As a result of your presentation,
what do you most want your
audience:

2. THINK
ABOUT To Think: what would you like them
to know, and remember when they

YOUR leave?

GOALS To Feel: what emotions would you

(Audience-
like to create in your audience
(that could inspire them to act)?

centered)
To Do: what action(s) do you
ideally want them to take?

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 a. What kind of opening will grab
3. Look For the audience immediately?

A “Hook” b. Is it an arresting story, a prop, a

provocative statement, a shocking
statistic, or simply an activity?

c. How does this “hook” relate to

your main points?

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  This should happen somewhere near the beginning i.e. if
I had to leave your presentation after the first 2 minutes,
would I get your main message?

4. BLUF (Bottom  A few forms this might take: “Today I aim to inform you
about…”
Line Up Front)  b. “My goal here is to persuade you to…”
 c. “I hope you will change your mind about…”

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5. WIIFM (What’s In It For Me?)

As clearly as you can, appeal to what is in this for your audience.

a. Why should they do what you are asking or change their thinking about
your topic?
b. Why should they even spend 5 minutes fully attending to your
presentation?
c. Paint an inspiring picture of what the future could look like if they do
what you ask, change their attitude, learn something important, etc.

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6. Credibility

 Why should the audience listen to YOU?

 What are your credentials/experiences that make you trustworthy on this topic?
a. Establishing credibility is key to gaining the audience’s trust.
b. Perhaps someone will introduce you, which can help, but also think about including experiences and
references in your speech that will bolster your credibility in the audience’s eyes.

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7. Roadmap

 Give us a little agenda or preview for your speech.

 While this isn’t mandatory in every circumstance, it can often help
“ground” the audience in the presentation.
 It is especially helpful if the speech has a lot of complexity.

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 8. Logos/Ethos/Pathos

Aristotle wrote about 3 types of rhetorical appeals:

 1. Logos – appeal to reason/logic
 2. Ethos - appeal based on the wisdom, virtue and credibility of the speaker
 3. Pathos - appeal to the emotions
 Some people/audiences respond to one type of appeal more than another. (Your
audience research should help you make good choices here)
 All three appeals are important and none should be neglected.

 Are you appealing to all three in your presentation?

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9. Tell It With A Story

Stories are great for conveying ethos (values, experience)

and pathos (emotions).
They also put lasting images in the audience’s mind.
Can you make your point better with a personal
experience or a vivid workplace example?

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 10. COUNTERARGUMENTS/OBJECTIONS
 Which are likely to come up?
 How can you address them? (especially good for a “hostile”
audience or a controversial topic, but ALWAYS good to prepare for
these)
 Letting your audience know that you understand their potential
objections (and, in a gracious way, can offer suggestions to
overcome them) can build alliance.

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12. REHEARSAL, REHEARSAL, REHEARSAL

There is no substitute for rehearsing “on your feet” in

conditions as close as possible to the ones in which you
will be presenting.

Try to find supportive observers who will give you

feedback on what you are doing that is working and
what you might change.

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 Planning to use
PowerPoint

 For using PowerPoint effectively, you need a

clear idea of exactly why, how, and when
to use it in your speech. (This requires careful
planning).

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 Formatting PowerPoint Slides:

▪ PowerPoint offers a wide selection of colors, but to produce effective slides, you
need to stick to limited number of colors and use them consistently.
▪ Most PowerPoint slides contain some kind of text. Whatever kind of text you include,
it should be brief.
▪ When choosing fonts, keep the following guidelines in mind:
i. Choose fonts that are clear and easy to read.
ii. Avoid using ALL CAPS because they are difficult to read.
iii. Don’t use more than two fonts on a single slide-one for the title or major heading
and another for subtitles or other text.

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▪ Use the same font size on all your slides.
i. Put titles and major headings in 44 to 36 point type, make subheads and other text
32 to 24 point.
▪ PowerPoint allows you to include photographs, charts, graphs, and other images,
including video. To keep your slides free of extraneous images, keep these guidelines
in mind:
i. Make sure your images are large enough to be seen clearly.
ii. Choose high resolution images that will project without blurring.
iii. Keep graph and charts clear and simple.
iv. Include a title above charts and graphs so the audience knows what they are
viewing.

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Designing Presentation Aids

 Strive for Simplicity

 Visuals that try to communicate too many messages will quickly
overwhelm the audience. On average, audience members have
thirty seconds or less to view an aid, so present one major idea
per aid. To convey your points effectively on a slide:
 • Follow the eight by eight rule; don’t use more than eight words
in a line or more than eight lines on one slide.
 • State your points in short phrases.
 • Construct your text in active verb form and parallel
grammatical structure.

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 • Create concise titles that tell viewers what to look for and that reinforce your message.
 • Avoid cluttering with unnecessary graphics and text.
Once you have created your slides, its time to work on the delivery of your speech.
▪ Recheck your slides
▪ Know slide show commands
▪ Practice your speech with PowerPoint
▪ Check the room and equipment

▪ Develop a BACKUP plan

▪ When using materials from internet, its important to be aware of and to observe copyright laws. Therefore, you must credit
your sources. When using copyrighted material, make sure to mention the author/creator, title and date of publication.

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Delivery

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Choosing a method of delivery

 Effective delivery is the skillful application of vocal and

nonverbal conversational behavior in a way that is natural,
enthusiastic, confident, and direct. Speakers who deliver well-
received speeches or presentations share these
characteristics at the podium.
• Strive for naturalness.
• Show enthusiasm.
• Project a sense of confidence.
• Be direct.

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  For virtually any type of speech or presentation, you can
choose from four basic methods of delivery:
 1. Speaking From Manuscript
 When speaking from manuscript, you read a speech

Select a
verbatim—that is, from prepared written text that
contains the entire speech, word for word.

Method of  If you must read from a prepared text, do what you can
to deliver the speech naturally:
Delivery • Vary the rhythm of your words.
• Become familiar enough with the speech so that you
can establish some eye contact.
• Use a large font and double- or triple-space the
manuscript so that you can read without straining

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 2. Speaking from Memory
 The formal name for speaking from memory is oratory. In oratorical style, you put the
entire speech, word for word, into writing and then commit it to memory.
 3. Speaking Impromptu
 A type of delivery that is unpracticed, spontaneous, or improvised, involves speaking
on relatively short notice with little time to prepare. Many occasions require that you
make some remarks on the spur of the moment.
 An instructor may ask you to summarize key points from an assignment, for example,
or a fellow employee who was scheduled to speak on a new project may be sick
and your boss has invited you to take his place.

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 , Speaking Extemporaneously
 It falls somewhere between impromptu and written or memorized deliveries. In an
extemporaneous speech, you prepare well and practice in advance, giving full
attention to all facets of the speech—content, arrangement, and delivery alike.
Instead of memorizing or writing the speech word for word, you speak from an
outline of key words and phrases, having concentrated throughout your preparation
and practice on the ideas that you want to communicate.
 More speeches are delivered by extemporaneous delivery than by any other
method. Because this technique is most conducive to achieving a natural,
conversational quality of delivery, man speakers prefer it to the four types of delivery.

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 The Voice in Delivery

 Regardless of the quality and importance of your message, if you have inadequate
mastery of your voice you may lose the attention of your audience and fail to deliver
a successful speech. Fortunately, as you practice your speech, you can learn to
control each of the elements of vocal delivery. These include
• Volume
a. Project your voice enough to be heard easily without overpowering your
audience.
b. Adjust your volume to account for variables such as room size, audience size, &
background noise.

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• Vocal Variety
a. Avoid a monotonous pitch or tone.
b. Vary your pitch to show enthusiasm for your subject and to promote audience attentiveness.
• Rate
a. Speak at a comfortable, easy-to-follow pace.
b. Look for non-verbal cues from the audience that your rate may be too fast.
• Pauses
a. Make use of strategic pauses (i.e. to allow the listener adequate time to take notes, for dramatic effect, etc.)
b. Avoid distracting “vocalized” pauses such as “um,” “ah,” “okay,” etc.
• Articulation
a. Speak with clarity, emphasizing every syllable.
b. Avoid mumbling and slurring words.

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 The Body in Delivery

 Pay Attention to Body Language

 As audience members listen to you, they are simultaneously evaluating the
messages sent by your facial expressions, eye behavior, gestures, and general body
movements. Audience do not so much listen to a speaker’s words as “read” the
body language of the speaker who delivers them.

 Eye Contact
a. Make regular eye contact, as appropriate.
b. Avoid reading or relying too heavily on your lecture notes.
c. Record and use “key words” as prompts.

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 Facial Expressions
 a. Use natural facial expressions to convey emotions.
 b. Facial expressions should correspond with or match the tenor of the message.
 Gestures & Movements
 a. Make use of natural gestures and movements to reinforce your verbal message.
 b. Avoid distracting movements such as swaying and rocking, playing with your pen, or rattling your
notes.
 Dress Appropriately
 The critical criteria in determining appropriate dress for a speech are audience expectations and the
nature of the speech occasion.
 If you are speaking as a representative of your business, for example, you will want to complement
your company’s image.

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  1. Do I introduce myself and state my
purpose and plan of presentation?
 (“Tell them what you’re going to tell
them.”)
 2. Did I memorize my first sentence, so I
can look at the audience?
Content  3. Does the report achieve my stated
purpose and follow my plan of
presentation?
 4. Did I include enough facts and details
in my subtopics?

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 Arrangement -- “Now tell them.”

 1. Are the Introduction-Body-Conclusion sections of my presentation clearly differentiated and fully developed (to
the extent that they can be in the time allotted)?
 2. Do I transition from one subtopic to another clearly, obviously, and smoothly (with words like first, second, third,
next, my next topic, etc.)?
 3. Can I follow my note cards and (if desired) outline with only brief glances, so I can look at audience
members/camera? (DON’T try to memorize your entire report!)
 4. Does my presentation flow smoothly from subtopic to subtopic?
 5. Do I stick to my purpose and plan without getting off track?
 6. Do I remember to breathe when needed? - This will help eliminate the “ums.”

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Closing

01 02 03 04
1. Do I transition 2. Do I memorize 3. Do I summarize 4. Do I thank the
smoothly and the first and last effectively before audience
obviously to sentences of the finishing? (“Tell members for their
closing/summary closing so I can them what you attention?
("…in look at audience told them.”)
conclusion…"?) then?

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  1. Is my delivery relaxed and personable,
yet professional?
 3. Do I speak with confidence and
authority, but without acting “superior”?
 4. Do I pronounce all my words distinctly
and correctly?
Style and  5. Effective volume, tone, and speed of my
delivery effective?
Delivery  6. Do I maintain good eye contact with my
“audience,” (the camera)?
 7. Is my delivery clear and
understandable?
 8. Is my presentation within the time
limits?

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