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(3130004)
Effective Technical Communication

Exercise-4
Formal Presentations

Sameer B Patel
Assistant Professor
Department of Electrical Engineering
G H Patel College of Engineering & Technology
Email: sameerpatel@gcet.ac.in
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Introduction
➢Formal presentation is the ability to deliver an interesting,
informative, and organized presentation.
➢Successful and inspiring speakers are remembered not only
because they were well-expressed, humorous, or had a good
style, but primarily and principally because their messages
and ideas caused a change in their audience’s actions,
attitudes, lives, or made the purpose clear to them.
➢This is true for all types of presentations—professional
presentations, business speeches, classroom lectures.
➢Throughout our career, we are bound to encounter
numerous situations that require professional presentations
to be made.
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Formal Presentations
➢A presentation is considered formal when you have been
asked to share ideas with an individual or group and you
have been given time to prepare.
➢Following points to be there when preparing for a
professional presentation:

✓Planning
✓Outlining and structuring
✓Choosing the mode of delivery
✓Body language and voice
✓Visual aids
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Planning
➢Effective planning/preparation enables us to answer
all the questions and doubts about our
presentation/speech before they arise.
➢The contents of our speech, and how we deliver it, are
based on five important factors:

1. Occasion
2. Audience
3. Purpose
4. Thesis
5. Material
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1. Occasion
➢Occasion refers to the factors such as the facilities
available for our presentation, time, and context of our
presentation.
➢Facilities include the venue or place along with the
projection equipment, lighting, seating, ventilation, etc.
➢Time refers to both the time of the day of presentation
and the duration of the talk.
➢Context refers to the events surrounding our
presentation.
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2. Audience
➢The nature of our audience has a direct impact on the
strategy we devise for our presentation.
➢It is required to have some prior knowledge.

What are their interests, likes, and dislikes?

Are they familiar with the topic?
Is their attitude unfriendly or responsive?
What is the size of the group?
Age range? Gender distribution?
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Tips for creating an impact on the audience

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3. Purpose
➢There can be three different purposes of a presentation:
to inform, to analyze, or to encourage.
➢The purpose of a presentation not only decides the
content and style but also affects the amount of audience
interaction.
➢For instance, when our purpose is to provide information
or to analyze a situation, we generally interact with the
audience in a limited manner.
➢On the other hand, when our purpose is to persuade
people to take a particular action, collaborate with them
in solving a problem, or making a decision, the interaction
would be more.
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4. Thesis statement
➢The thesis (idea or opinion) statement is very
important in a presentation because it spells out the
subject and establishes its impact among the audience.
It is also the central idea of a presentation.
➢Using a question or a sentence fragment should be
avoided. i.e.,
▪ Why should we be careful in choosing a reputed university?
(question: does not reflect the content)
▪ Choosing a reputed university for higher education (fragment:
does not tell anything specific; repetition of the topic of
presentation)
▪ Choosing a reputed university for higher education has five
significant advantages (tells the audience that they will know
these benefits after listening to the presentation)
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5. Material
➢Once we complete formulating our thesis, we need
to develop the information that explains it.
➢Collecting material requires some research.

➢Once we finish collecting material and ideas for our

presentation, we should assemble them at one
place.
➢We may list all the ideas on a piece of paper and
then organize them.
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Outlining & Structuring

➢A presentation should have the following format:

▪ Introduction should grab attention, introduce topic,

contain a strategy for establishing credibility, preview
the speech, establish rules for questions, and have a
smooth transition to the main text.
▪ Main body should contain all the main points and
supporting material; the entire matter should be
organized into a logical sequence.
▪ Conclusion should contain signal, highlight/summary,
closing statement/re-emphasis, a vote of thanks, and
invitation to questions.
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Modes of delivery
➢There are four modes of delivery that can be used
for making presentations:
✓Extemporary mode: Extemporaneous presentation is by
far the most popular and effective method when
carefully prepared. When speaking extempore we must
prepare the notes in advance and practice our
presentation.
✓Manuscript mode: In manuscript presentation,
material is written out and we are supposed to read it
out clearly and precisely. We are not supposed to
memorize the speech and then recollect it.
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Modes of delivery
✓Impromptu (Unplanned) mode: The impromptu mode, as
the word suggests, is what we use when we have to deliver
an informal speech without preparation.

✓Memorization mode: This method of presentation is very

difficult for most of us. Probably only a a few of us can
actually memorize an entire speech.
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Body language and Voice

Vocal elements:
➢Our voice can serve as an important tool to support our
verbal message. How we sound is as important as how we
look or what we say.
➢ Our vocal elements, namely the tone(attitude),
pitch(manner), rate(speed), and volume reflect our boldness
about ourselves, our message, and our audience.
✓Speak with enthusiasm and sincerity
✓Avoid fast delivery
✓Adjust the volume of your voice
✓Use silence and pauses effectively
✓Avoid monotones or vocalized pauses.
✓Use your optimal pitch
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Body language and Voice

➢Ways to Improve Body Language:

✓Try and videotape (record) a part of your presentation.

Play it back and identify one aspect of your body
language you want to improve.
✓After making conscious efforts for improvement, record
this part again and see if there is any improvement.
✓When you have worked through your entire
presentation, and feel sufficiently confident, invite a
friend to watch your performance.
✓Ask your friend for comments on aspects of your body
language that are good or that need improvement.
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Visual aids In presentations

➢Spoken words are temporary; as soon as they come out of
our mouth they evaporate into the air.
➢Because of this limitation, speeches often need strong
visual support—handouts, chalk boards, flip
chart(diagram), overhead Transparencies, slides,
computers, charts, tables, film, etc.
➢If a picture is simple, clear, and appropriate to its purpose
and audience, it will deliver its message more accurately
and quickly than a verbal explanation.
➢We should choose only those visual aids that suit the style
and content of our presentations.
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Visual aids in presentations

➢Importance of Visual Aids:

✓Increase audience interest
✓Illustrate key points
✓Signal transition from one part of the presentation to
the next
✓Increase impact of message
✓Help listeners retain information
✓Help present ideas without depending on notes
✓For those not familiar with our language or accent,
turn the incomprehensible into something
understandable
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Visual aids in presentations

Types of visual aids used in presentations:
Type Tips
Overhead transparencies: ➢ Use larger fonts. Avoid decorative fonts.
➢ Separate the transparencies using sheets of paper.
➢ Show only the required information.
➢ Be ready with your notes in case of power failures.
PowerPoint presentations: ➢ Check the computer system/equipment before
loading.
➢ Familiarize yourself with the operation of the
slides.
➢ Rehearse your presentation.
➢ Keep a printed copy of the slides
Blackboard or whiteboard: ➢ Clean the board well before starting and check the
condition of markers.
➢ Write in large letters.
➢ Do not face the board while talking to the audience.

Flip charts: ➢ Use different coloured markers.

➢ Use only one side of the chart
➢ Wait for the audience to grasp the contents before
turning pages
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SUMMARY
✓An important aspect to take care of is self-confidence while
presenting publicly.
✓We should strive to overcome stage fright and nervousness
while presenting.
✓Oral presentation is an art that requires careful planning,
preparation, and a great deal of practice. This tool is both
valuable and relevant.
✓With care and practice, we can achieve wonders with our
oral presentations.