ELC3531 Unit 2

ELC3531 Professional Communication in English for Engineering Students Unit 2
Unit 2
Delivering oral presentations of projects
Learning outcomes
At the end of this unit, you will be able to:
• select content for audience-focused presentations

• choose language and style appropriate to the intended audience
• use appropriate transitions and maintain coherence in team presentations
• use effective verbal and non-verbal interactive strategies
Introduction
Many professionals are required to give oral presentations to colleagues, clients or other professionals.
During the course of your career, you may be asked to give presentations on a range of topics, such as
introduction of products, project proposals or feasibility studies. The purpose of these presentations is
to persuade the audience to do something you want them to do, such as to
• buy your products or subscribe to your services,

• accept your project proposals, or
• provide funding support for developing and marketing an innovative product.
This unit will provide you with the key verbal and non-verbal techniques for enhancing your
performance in giving presentations. In particular, you will learn how to plan and organize content, use
the appropriate language, and deliver an effective presentation. You will practice techniques for
engaging the audience and delivering your message successfully. You will also learn how to change a
technical written proposal into a coherent, articulate oral presentation.
The unit is divided into five main sections – Introduction (i.e. this section), Content, Language, Delivery,
and Final Preparation.
First, this Introduction section focuses on the context of the group project presentation and some key
distinctions for adapting several written engineering proposals into one cohesive and engaging group
presentation.
1.1 Purpose of the Presentation
To be successful in any project, it is important to identify your goal. This goal can be called a purpose or
objective. So before you begin creating your group project presentation, it is important to consider your
purpose.
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© English Language Centre, The Hong Kong Polytechnic University
Activity 1: Purpose of your presentation
https://youtu.be/Yz-xbMrSF1U
Watch this video in which the speaker talks about three possible objectives of a presentation. Write these
three objectives below. Be ready to discuss this question: What is the objective of your group project
presentation?
Three possible objectives of a presentation:
I_______________ I________________ I_________________
The objective of your presentation: ________________________________________________________
_____________________________________________________________________________________
1.2 Effective Communication
Rhetoric is the art and study of using language effectively and persuasively. Purpose Audience
The Rhetorical Square is a tool for analyzing, evaluating and creating effective
communication. For a successful presentation, each of these four elements –
purpose, audience, content and voice – must be carefully considered. Content Voice
Purpose: The aim or objective of the communication. Often there are multiple purposes. Be clear about
your purpose and ensure that all elements of your presentation contribute to it.
Audience: In any communication, we vary our message to suit the audience. For example, we notice
how we talk differently to parents, friends, teachers, and children. Therefore, it is essential to
understand your audience before planning the presentation.
Content: Content that will achieve your purpose should be carefully selected. If content is not organized
well, or if there is too much, the communication may be unsuccessful. In a presentation, there are
multiple ways to convey content through words, visuals, and body language.
Voice: In the study of rhetoric, the voice of a speaker (also called persona) is the personality or style that
is projected to the audience. This voice helps the speaker connect to the audience and achieve his or her
goal. In presentations, effective voice includes language choice and aspects of delivery, such as body
language, eye contact, and interaction with others.
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The Rhetorical Square for effective presentations
Purpose Audience
What do I want the audience to know? Who am I presenting to?
What do I want the audience to feel? What are their interests, background, and
What do I want the audience to do? knowledge of my topic?
How many people are there?
Where are they sitting?
Content Voice
What content will achieve my purpose? How can I make my audience comfortable and
How can I deliver the content? (words, examples, interested in my message?
stories, pictures, graphs, etc.) What kind of language is appropriate to use?
How should I organize the content? What is the appropriate level of formality?
How can I coordinate my spoken words and visual How should I interact with the audience?
images? What body language is most effective?
How can the message be cohesive and flowing?
This Rhetorical Square tool can be used for planning your group project presentation.
Activity 2: Adapting your communication style
https://www.youtube.com/watch?v=lxA1bqrrE7M
This video shows a post-graduate student at a Canadian university presenting a “Three Minute Thesis”.
She has written an extensive PhD thesis regarding research on heart medicine. Her task is to explain her
research in 3 minutes to a general audience with minimal visual aids. Watch the video and then discuss
the following:
1. The purpose of the speaker’s task was “to present a concise argument justifying the cost and
demonstrating the impact that the research will have”. Did she persuade you that her research
is worthwhile?
2. How did she adapt the content of her PhD thesis to suit her audience and purpose?
3. What kind of language did she use?
4. How would you describe her delivery style or “voice”? Why did she choose that kind of style?
5. How is the “3 Minute Thesis” speech similar to your group presentation assignment? How is it
different?
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1.3 Putting the audience first
One major difference between an oral presentation and a written proposal is that you have advantage
of meeting your audience face-to-face. Gaining rapport with your audience for a presentation may be
easier than trying to connect with readers of a proposal. In order to take full advantage of directly
speaking to your audience, the first step is to learn about your audience. You should adapt your
presentation as closely as possible to your audience’s characteristics, expectations and needs.
How to
engage the
What is she audience?
That’s talking
boring… about?
Activity 3: Practice adapting your communication style
Your teacher will give you a task (1, 2 or 3 below) on the topic “the benefits of smart phones”.
1. Presentation to customers at a phone store (e.g. SmarTone)
2. Presentation to engineers at Apple, Inc.
3. Presentation for Primary school students
Plan and deliver a short presentation on “the benefits of smart phones” for your audience. Use the
Rhetorical Square below to brainstorm ideas and plan your presentation.
Suggested format: Short introduction, 3 main points with explanation and details, conclusion.
Purpose: (to inform / influence / inspire?) Audience: (their interests/knowledge?)
Content: (which three benefits? Why chosen?) Voice/style: (appropriate language? Body
language?)
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1.4 Understanding your audience
Before you can deliver an audience-focused presentation, you need to know your target audience.
Luckily, your audience (your classmates and teacher) is quite familiar to you. The teacher will be
listening attentively, but the majority of people are your classmates. Will this audience listen with
interest, or tune out and check WhatsApp? How can you engage and interest this audience? For a
successful persuasive presentation, it is your responsibility to capture and maintain the audience’s
attention.
Activity 4: Audience profile
Part 1: Think about your audience (your classmates). Brainstorm and discuss these ideas with a partner
and fill in the table with your ideas.
Characteristics
Needs and desires
Expectations and
interests
Part 2: Plan strategies to effectively engage this audience:
Strategies to engage this audience: ________________________________________________________
_____________________________________________________________________________________
1.5 Engaging your audience Bang: a sudden loud noise or burst of action;
an attention-getter – something to do, say or show to the
audience in order to get their attention
After analyzing your audience, it may be apparent that you need some strategies to generate and keep
the audience’s interest and attention. One way to do this is by incorporating “bangs” into your
presentation (adapted from John Townsend’s Business Presenter’s Pocket Book). A bang is something
you say, do, or show to get the audience’s attention during the presentation.
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What is an “Opening Bang”?
It’s essential to get the audience’s attention at the beginning of your presentation. One way to do this is
to start with a bang. An opening bang may be:
• A provocative or dramatic statement

• An anecdote or story
• A quote
• A quiz
• Audience participation (a question, a survey of views, a reference to participants, etc.)
• An audio-visual ‘gimmick’ (slide, video, recording, etc.)
• An object (a model, a product etc.)
• An action (a demonstration, a mime, a quotation, etc.)
• Other ideas ____________________________________________________________
What is a “Final Bang”?
Imagine you are giving the presentation to your audience as a gift. If the structure is the wrapping, the
ending bang is the ribbon. At the end of a presentation you can:
• make a visual or verbal link back to your opening bang

• sum up your key message
• thank the audience for attending
• point to the future to highlight the ongoing relevance of your topic
Whether you are the first speaker, the second, or the last, be sure to incorporate appropriate bangs into
your section of the presentation.
Activity 5: Bangs for your presentation
Work in your group. Brainstorm and discuss how to use ‘bangs’ in your presentation.
1. A bang for the start of the presentation

__________________________________________________________________________________
2. Bangs that relate to the content
__________________________________________________________________________________
3. Bangs for your part of the presentation
__________________________________________________________________________________
4. A bang for the end of the presentation
__________________________________________________________________________________
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Content
The content of a presentation includes both the words you speak and the words and images on the PPT.
This section discusses how to choose, adapt, and organize appropriate content for a successful group
presentation.
2.1 Adapting content
Your group has written a proposal which contains a great deal of content. So, why can’t you just read
the content from your written proposal? You’ll notice that there are several problems with that
approach:
1. Different audience – Your project proposal was written for engineering experts, but your
presentation is to a general audience.
2. Different purpose – The objective of this assessment is a persuasive presentation. While you
must inform the audience of your project plan, you also must influence the audience by
engaging and interesting them.
3. Different medium – The written proposal is on paper, while a presentation is a dynamic event
involving speakers, visual aids, and an audience.
Activity 6: Steps for adapting written proposal to presentation
How can the group work together to create a successful presentation? Put these steps in order (1-8).
Order Step of the process
a. Develop your content (spoken)
b. Integrate the PPT into one cohesive whole
c. Negotiate to choose the section you will present
d. Practice practice practice!
e. Think about your own strengths and interests
f. Decide which parts of the proposal should be used in the presentation
g. Read through the proposal noting strengths and weaknesses
h. Develop the PPT for your part
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Activity 7: Adapting content for a persuasive presentation
Steve Jobs has been called a master presenter who inspired and influenced millions of people to buy the
Apple products. This video analyses some of Steve Jobs’ techniques for influential and inspiring
presentations. These techniques can be helpful when planning how to adapt content for a persuasive
presentation.
http://youtu.be/2-ntLGOyHw4
Part 1: After watching the video, match the strategy to the example from the video in the table below.
Strategy for a persuasive presentation Example from the video
1. Set the theme with a clear and consistent a. “20,000 iPhones sold every day”
message
2. Provide the outline b. “And one more thing …”
3. Open and close each section with a clear c. Opening up the envelope to show the Macbook
transition Air
4.Use video clips, demonstrations, guests, props d. “So I’ve got four things I’d like to talk about with
you today.”
5. Make numbers and statistics meaningful e. “There’s something in the Air.”
6. Give your audience an added bonus (a strong f. “So that’s time capsule … and that’s the first
and memorable finish) thing I wanted to share with you this morning.”
Part 2: Discuss ideas in your group on how to incorporate these strategies in your presentation.
2.2 Benefits
The content that you present should be carefully considered and planned. Whereas engineering experts
want data, precise details and technological information in a written proposal, a general audience’s
attitude is different. They are likely interested in how your project can benefit themselves, their
community, or the world in general. They may be thinking “why should I be interested in this project”?
Focusing on benefits can make your project seem more appealing and interesting. You should consider
including highlighting benefits in your group presentation. In fact, the sooner the better in your
presentation; the sooner the audience is interested in your project, the more they will be interested in
how you will create it.
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Activity 8: Benefits of your project
Brainstorm with your group: What benefits does your project bring to various stakeholders?
Benefit For whom?

example: improved air quality Hong Kong Central district
• •
• •
• •
• •
• •
• •
• •
Next, discuss with your group: What are the three best benefits? How can you classify or organize them?
Write them below:
Benefit For whom?
• •
• •
• •
2.3 Introduction
It is very important to prepare a good introduction to your presentation. Why? Take a look at the graph
below. The vertical axis represents the attention of the audience and the horizontal axis shows time
during an average presentation.
Almost everyone listens in the beginning. However, halfway the attention may well have dropped to
around 10-20% of what it was at the start. At the end, many people start to listen again, particularly if
you signal the end, because they hope to take something away from the presentation.
That means most listeners tend to remember most information given at the ‘start’ and ‘finish’ and these
are two important sections of a presentation. In this part, we are going to look at how to develop an
effective introduction.
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An effective introduction should enable you to:
1. gain and hold your audience’s attention and interest

2. prepare your audience intellectually and psychologically for the body of the presentation
Points to note - for planning an introduction
If you cannot catch the audience interest at the beginning, they

may not listen to the rest of your presentation!
There are usually four moves or steps in an introduction of a presentation:
Step 1: Introduction of the speaker(s)

Step 2: Providing the background
Step 3: Stating the topic and purpose
Step 4: Giving an overview
Step 1 Introduction of the speaker(s)

This move includes greeting the audience and introducing yourself as well as your team members.
Step 2 Providing the background

The purpose of this part of the introduction is to prepare your audience for the presentation. A good
background will create interest in your presentation and the audience will want to know more about
your topic. You may use an “opening bang” here.
Common problems with this step include:

• going into too much detail
• covering ground that should go in the overview
• waiting for an answer after a rhetorical question
Step 3 Stating the topic and purpose

It is important to remember to state your topic. Doing so not only makes it clear to the audience what
they are going to hear, it also makes it clear to you what you should be talking about. A clearly worded
topic enables you to focus on your presentation and avoid drifting into other areas.
Step 4 Giving an overview

Give a plan to enable the audience to know what is going to happen during the presentation. This will let
them know how much has gone, and how much is still to come. In a group presentation, you can
sometimes combine the plan with introducing your team members.
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Activity 9: Planning the Introduction
Use this form to plan the introduction of your presentation. Note that the order of steps can be flexible.
Greeting
Introduction of speaker(s)
“Opening bang” / attention grabber to stimulate interest
Background
Topic and purpose
Overview of Presentation Structure
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2.4 Conclusion
Though the conclusion of a presentation is a crucial part, it is often neglected. It’s the final impression
left on the audience. A good conclusion includes four moves:
1. Signal that the presentation is about to end

2. Summary of the key points
3. Recommendations or pointing to the future
4. Invitation for questions
Remember, you can also FINISH WITH A BANG!
 A statement which dramatically sums up your key message

 A visual or verbal link back to your opening bang
 An unexpected action
 Simply a determined ‘Thank you for your attention’
(adapted from John Townsend’s Business Presenter’s Pocket Book)
Activity 10: Common expressions for conclusions
Below are some common expressions used in the conclusion of a presentation. Match them with the
appropriate functions.
______ I now want to put forward some recommendations …

______ That concludes my presentation …
______ Do you have any questions?
______ To sum up, then …
______ Let me go over the key points …
______ I’d now like to open it up for discussion. Are there any questions?
______ I’d now like to summarise my main points …
______ The way forward is to …
______ That brings me to the end of my presentation …
______ If you have any questions, I’d be delighted to answer them.
______ Well, I think that covers the main points …
______ I’d now like to conclude by making one or two suggestions about …
a. Signal that the presentation is about to end

b. Summary of the key points
c. Recommendations or pointing to the future
d. Invitation for questions
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Activity 11: Planning the conclusion
Use this form to plan the Conclusion section of your presentation.
Signal that presentation is ending
Summary of key points
Finish with a Bang! – your final message
Show references slide
Invite Q & A
2.5 The main body of the presentation
Activity 12
Use the form on the next page to plan the main body sections of the presentation. Adapt as needed.
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Planning form for body sections of the presentation

Steps / Speaking PPT image and content
Transition
Bang
Overview of your section
Point 1 main idea:
Key points:
•
•
•
Point 2 main idea:
Key points:
•
•
•
Point 3 main idea:
Key points:
•
•
•
Point 4 main idea:
Key points:
•
•
•
Brief summary
Transition to next section
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2.6 Transitions
The audience needs your help being guided through the content of your presentation. Transitions help
to lead the audience from one idea to the other. Transitions are an important part of a smooth flowing
presentation; therefore, they should be planned and practiced.
Where should transitions be used in your group presentation? Think of transitions as “glue” to hold the
presentation together. Whenever you have something new (a new speaker, a new section, a new idea),
consider adding in a transition.
Examples of Transitions
1. Visual aids:
Consider having a special PPT slide for the transition between speakers. This can generate interest in the
audience and be a visual cue for a new speaker and new topic.
2. Transition Phrases:
Introduce the next speaker or topic briefly. Be careful not to repeat exactly what the next speaker will
say (“Next, Jim will present the benefits” -> “Hello, I’m Jim and I’ll present the benefits”.) This can be
avoided with proper planning and rehearsal.
3. Opening and closing:

You may have heard these words before, which are taken from the ancient Greek philosopher Aristotle:
Tell your audience what you’re going to tell them.

Tell them.
Then tell them what you told them.
Apply Aristotle’s advice to both your whole presentation (the Introduction and Conclusion), and also
within your own part of the presentation. Near the beginning of your talk, give an overview or outline of
what you will present. Then, when you finish, give a recap or summary of what you have presented.
4. Point-by-point:
Organise your content so that it’s easier to follow. “There are three points … The first one is …”
5. Asking a question:
You can introduce a new idea by asking a question about it. The question engages the audience and can
signal something new. “How many of you …?”
6. Use a personal story or example:

A vivid story or familiar example can capture the audience’s attention and introduce a new idea.
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7. Flashback:
Remind the audience of something previous. “Do you remember when I said …?”
8. Delivery:
Elements of your delivery can also help with transition (discussed further in section 4). For example,
pausing allows the audience to think about what you’ve said before you start something new. Physical
movement can also signal a new idea.
Common Mistakes with Transitions
• Not using transitions. Without transitions, the presentation can be disjointed and difficult to
follow. The audience may get confused and distracted.
• Transitions that are too short. The content is familiar to you, but it’s something new for the
audience. Give them sufficient time to understand your content and consolidate their learning
before you move on to the next thing.
• Same transitions throughout. The same style of transition throughout the presentation can be
boring and predictable. Try to be creative with your transitions.
2.7 Handling questions
The question-and-answer session gives your audience a chance to find out more about the topic and to
ask for clarification about certain aspects of your presentation. How well you deal with the questions
and the attitude that you show towards your questioners will influence the way people feel about you
and your presentation. It’s the final impression you give for the group presentation.
Activity 13
The Q & A session is usually placed at the end of a presentation. The speaker in this video suggests an
alternative arrangement. How far do you agree with him?
https://www.youtube.com/watch?v=L6y4u3HZMsk
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
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Steps of the Q & A session
The Q & A part of the presentation gives you the chance to interact directly with the audience, and is
your final impression. If the group interaction is smooth and cohesive, it conveys a positive impression.
The steps of the Q & A session can include:
• Inviting questions
• Prompting audience for questions
• Clarifying questions if needed
• Checking the audience member’s understanding
• Inviting another question
• Closing the Q & A session
Your group should have a plan and strategy for managing this part of the presentation. How will the
group coordinate the Q & A session? Will one ‘leader’ initiate questions and close the session? Or will
you share that responsibility? How will you ensure that all students answer questions? Have a plan with
your team, and be ready for practice.
Activity 14: Q & A Practice
Practice a Q & A session with your group in front of the class. Your teacher will give further instructions.
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Language
In presentations, language helps to convey your message and must be adapted to the purpose and
audience. A persuasive presentation will require different language from a written proposal.
Communicating to a general audience demands different language as well. This section helps you to use
appropriate language for making your presentation both persuasive and easy to follow.
Activity 15: Spoken language vs. written language
This activity highlights some of the differences between written and spoken text. Fill in the blanks using
the words in the box below.
unplanned informal bodies question and feelings voices intonation
comment repetitive but reactions attitudes pauses spontaneous simpler
1. Writers rely on the words on the page to express their meaning and ideas. However, speakers
also use their __________________ (pitch, rhythm, stress) and their __________________ to
communicate their message.
2. Writers use punctuation for emphasis and meaning (! ?) and organisation of ideas (, .). Speakers
use ____________________ and _______________ for these purposes.
3. Whereas writing is planned, edited and revised, speaking is often ___________________ and
_______________________.
4. Writers have only one opportunity to convey their message accurately, but speakers have
immediate and interactive audiences who may nod, _________________ and _______________.
5. Compared to speaking, writing is more formal and compact, with fewer explanations. Speech is
usually ________________ and _____________________.
6. Writers use more complex sentences with connecting words like “however” and “in addition”.
Speakers often use _____________________ sentences connected with “______” and “______”.
7. Whereas writers often work alone, speakers draw on their listeners’ __________________ to
know how or when to continue.
8. Finally, speakers can observe the listeners’ verbal and non-verbal reactions to assess their
_________________ and _________________.
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3.1 Using powerfully persuasive language
Dynamic, exciting words and phrases can help make your point in a persuasive presentation.
Compare these two sentences:

A. ‘Our service is really fast and it is very nice too.’
B. ‘We design, develop and deliver a fabulously fast service that is superb in every sense’.
“A” is boring, dead language which makes little impression at all on listeners.
“B”, on the other hand, is vibrant, exciting, stimulating language which captures the interest and
attention of listeners.
Activity 16: Persuasive language for your presentation
In your group, make a list of words and phrases that you would consider using to capture your audience’s
attention and make your presentation lively and exciting. Be ready to share your ideas.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Other impressive words and phrases include:
a new definition of beautifully designed brilliant classic
convenient crucial custom-made efficient elegant
environmentally friendly exquisite craftsmanship fabulous

I–P fantastic flawless flexible functional
impeccable incredibly effective indispensable laboratory tested
magnificent marvelous meticulously processed
of the highest quality outstanding peerless precise productive
radiant refined reliable remarkable
revolutionary rewarding sleek
splendid striking superb superior supreme terrific
tremendous unrivalled versatile wonderful
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Of course there are many other words and phrases you could use to make your presentations ‘come
alive’. However, it is not just a matter of using appropriate words. If you say them in a dull, ‘lifeless’
manner, they will have no effect on the audience. You must sound sincere and enthusiastic about your
product, so that the audience is convinced that what you are offering is special. If you really believe that
your product is the best, your audience will be impressed and influenced. If you seem unenthusiastic,
your audience will not pay attention to what you are saying or quickly forget what you have said.
3.2 Techniques for persuasive language
Have you ever heard any presentations that made no impact on you at all? Even though the content was
good and the presentation was well organized, the speaker was dull and boring, so you were mentally
‘switched off’.
Activity 17: Persuasive techniques
Here are some ways to keep your audience involved and interested in what you say. Match them with
the correct headings.
Threes / Twos Intonation Alliteration Repetition Contrast
1._______________________
Emphasize your ‘persuasive’ words. For example, if you say, ‘Our service is fabulously fast!’ with more
stress on ‘’fabulously’, you will make a favourable impression. A changing tone reflects the speaker’s
mood and attitude and conveys meaning beyond the dictionary definition of the word.
2._______________________
Connect two or three parallel structures to make a positive effect on the listeners. Marketing slogans for
popular products often do this, such as Kodak cameras – “Share moments. Share life.” – or the slogan
for the famous U.S. gambling city Las Vegas – “What happens in Vegas, stays in Vegas.”
3._______________________
“To be or not to be, that is the question”. Shakespeare used this device to make Hamlet’s speech more
dramatic and memorable. Two different or opposing ideas can be put together to get the audience’s
attention and highlight your message. You can use the phrase “not … but” for this purpose as well, e.g.
“not only the best quality, but also the best price”.
4.________________________
Look at this sentence: ‘We design, develop and deliver a fabulously fast service.’ Notice that many words
that are close together begin with the same sound. This technique helps capture the listeners’ attention.
5.________________________
This technique has two benefits: it helps the audience understand and remember your speech, and it
also can emphasize your key points. Saying the same words over and over may sound strange at first;
but if used effectively, this can be quite powerful. Telling and retelling establishes your ideas firmly in
the audience’s mind.
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Slogans
A slogan is a word or phrase that is easy to remember and is used by a group or business to attract
attention. An example is the popular Nike slogan, “Just do it”. Apple used the slogan “There’s something
in the air” to get interest before revealing the MacBook Air in 2008. This slogan was on their website and
marketing materials, and was the theme for Steve Jobs’ product launch presentation. A slogan is catchy
and interesting, and communicates something important about the product or message.
A slogan or theme can be used to capture the audience’s interest throughout the presentation. Perhaps
the audience will even join in and repeat it along with you.
Activity 18: Create a slogan or theme
Using one or more of the rhetorical techniques from Activity 17, and words from Activity 16, create a
powerful slogan, phrase or theme for your presentation. Be ready to share your ideas with the class.
3.3 Signposting
It is often more difficult to understand a spoken communication than written communication. One
reason is that when readers forget what they have read, they can always refer to the text. However, in
an oral presentation, if the listeners are lost, they do not usually ask the presenter to stop and repeat.
Therefore, it is important for the speaker to make use of signposts to direct the listeners throughout the
presentation. Signposts are language that is used to help signal transitions. There are different forms of
verbal signposts (e.g. words, phrases or sentences) and they help the listener to know:
1. where they are going and where they have been

2. how ideas are related to each other
Types of signposts
Signposts can function to:
 check understanding
 signal the start of the talk
 refer to visual aids
 state the purpose of the talk
 summarise
 state the organization
 conclude
 sequence / list ideas
 invite questions
 include specific information (to
explain, give examples or state  handle questions
consequence)
 signal the end of a point
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Activity 19: Signposting language
In pairs, match the language with the signals a to g. Please note there are at least two examples of
language for each of the signals.
a. sequencing the problems

b. summarising key points
c. inviting questions
d. introducing the body
e. signalling that the presentation is about to end
f. signalling a transition to solutions
g. recommending pointers to the future
Language Signal
To sum up, then …
Now, I’d like to focus on two major problems …
If you have any questions, I’d be delighted to answer them.
… and this is the second problem I want to analyse …
Now I’d like to look at some of the measures …

Having analysed the problems, I now want to discuss …
That brings me to the end of my presentation …
Now let’s turn to some of the measures …

Well, I think that covers the main points …
The first problem I’d like to focus on is …

I’d now like to conclude by making one or two suggestions about …
The second effect of these developments is …

I’m going to analyse two problems …
Let me go over the key points …
To begin with, I’d like to examine …
I’d now to like to open it up for discussion. Are there any questions?
I now want to put forward some recommendations …
Do you have any questions?

That concludes my presentation …
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The way forward is to ….

As I see it, there are two major problems …
3.4 Linking ideas
The table below contains language for describing various relationships between various parts of the
presentation.
Sequencing / Ordering Comparing Concluding Digressing
Firstly … secondly… thirdly similarly in conclusion by the way

Then … next … ; in the same way to conclude in passing
finally / lastly
Let’s start with … Contradicting
Let’s move on to … in fact
Now we’ve come to … actually
That brings us to …
Let’s leave that …
That covers …
Let’s get back to …
Giving reasons / causes Summarising Highlighting Giving examples
therefore to sum up in particular for example

so in brief especially for instance
as a result in short such as
that's why
Contrasting Generalising
but usually
however generally
as a rule
23
3.5 Useful phrases
Introducing your presentation Concluding your presentation
The subject / topic / theme of my presentation That brings me to the end of my presentation
is …. today ….
This morning I’m going to talk about …. That covers all I wanted to say today ….
The aim / purpose / objective of my That concludes my presentation ….
presentation is to ….
What I want to talk about today is …. Let me go over the key points ….
I’m going to explain / describe / examine …. So, to sum up ….
To conclude then ….
I’d now like to summarise my main points ….
Organising your presentation I hope that you’ve found my presentation
interesting / informative / useful.
I’m going to divide my presentation into three
parts …. If you have any questions, I’d be delighted to
I’ve divided my presentation into …. answer them ….
I’d like to focus on three main areas …. I’d now like to open it up for discussion ….
Are there any questions?
First of all …. Do you have any questions?
The first point is ….
In the first place ….
Let’s start with …. Referring to visuals
I’d like to start by focusing on ….
I’d like you to look at ….
Another factor / benefit / point / reason is …. Could you look at this graph / table / slide ….
Now let’s move on to …. As you can see ….
The next area / point / issue I’d like to talk You’ll notice / see that ….
about is …. The slide shows / reveals / tells us / indicates ….
The second advantage / point / aspect / If you look at the figure / table you’ll see ….
example is ….
Next, I'd like to ….
I’d now like to turn to …. Referring to earlier remarks
Now let’s look at ….
The next point I want to focus on is …. As I said earlier ….
Coming back to my earlier point ….
One final point …. I’d just like to remind you ….
Lastly …. I’d like to come back to something I said
My final point concerns …. earlier ….
The final benefit / effect / point is …. Now, as you will have gathered from my earlier
The other point to mention is …. comments ….
Earlier on I said ….
As I said a moment ago ….
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3.6 Referring to sources
In the earlier units you have learned about the importance of referencing when writing project
proposals. The same is true for giving presentations. You should give credit to the creator of the
information when you are mentioning it in your speech. Below are some examples:
“After the first week of the 2011 basketball season, attendance was down 8.5% from 2010. This statistic
appeared in the September 2, 2011 edition of the Slam Dunk Post.”
“In recent years, a number of studies … notably one conducted by Simon Liu in 2010 … have shown
that … elderly who play Wii Bowling tend to have less physical and co-ordination problems”
“Rudford found that when Japanese beetles emerge from their winter location ...”
“The study by Amy Henderson which is on the reference list I’ve given you is particularly interesting and
I do suggest you reading it.”
“One of the most significant studies of the impact of rubbish on our environment was carried out by
George Lunan in 2009.”
Points to note – referring to sources
At university you should:
1. have references for all information and ideas from other

sources
2. refer to these references when giving your presentation
3. have a slide called “References” at the end of your PPT
25
Delivery
As you recall, delivery relates to the voice or style that you bring to the presentation. This voice is
conveyed in many ways, including body language and movement, interaction with the audience, and
speaking voice. When these elements are done effectively it attracts and engages the audience. In this
section, we will learn about effective delivery for a persuasive group presentation.
Activity 20: The impact of delivery
http://youtu.be/bt8YFCveNpY
Watch this video and be prepared to discuss this question: In what ways does this woman change her
presentation?
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
4.1 Effective delivery
Why is delivery important?
Delivery is the manner or style of speaking, and includes your voice, body, and interactions. Good
delivery enhances your message; in fact, your message may not be heard at all without effective delivery.
Speaking in public can be a nervous and anxious experience. While some people are naturally great
speakers and presenters, most of us are not. Therefore, techniques for effective delivery should be
learned and practiced.
There is no set “formula” for effective delivery; instead, you should develop a delivery style that is
natural for you.
How can I deliver well?
The key to effective delivery is a lot of feedback and practice. You should become aware of what you are
doing with your voice and body. Video yourself and see what you’re doing well and how you can
improve. Get and respond to feedback; likewise, give your classmates helpful feedback.
Incorporate and practice new strategies, such as vocal emphasis, pauses, and different body movements.
This preparation will ultimately lead to confidence in your material and in your presentation.
These three qualities are important for projecting the kind of voice that the audience will want to
engage with:
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1. Energy: Your audience is sitting somewhat passively, so you need to bring energy to the
presentation. Be awake, alert and in the moment.
2. Enthusiasm: Your positive energy should be expressed through enthusiasm for your topic.
Whatever you are presenting, be enthusiastic, and make it interesting for the audience.
3. Sincerity: This relates to your credibility and the “voice” of the presentation. If you are
genuinely interested and enthusiastic, your audience will be too.
Activity 21: Focus on Delivery
Plan a 1-2 minute talk on one of these topics: “A healthy breakfast”, “My three favorite apps”, or “My
dream job”.
Then, with a partner, role play the characters in the video from Activity 20 (the woman and presentation
coach). Then, switch roles so that both partners give presentations and give feedback.
Student A: Deliver your presentation less effectively

Student B: Coach Partner A to improve their delivery
Student A: Deliver the presentation more effectively
Student B: Give feedback to Partner A When presenting,
be yourself,
just more enthusiastic!
4.2 Body language
Effective delivery begins with your body language. Standing up tall and strong gives a good foundation
for delivering your message. If your posture is solid, you look confident, and the audience will want to
hear what you say. Hands help communicate your message and should look natural and effortless.
When you look the audience in the eye, they are more likely to look at you, listen to you, and be
influenced by your message.
Conversely, poor body language can communicate that you are nervous or not well prepared. Too much
movement is distracting, while too little movement is boring to the audience. If you’re not looking at
your audience directly, they are more likely to get distracted by other thoughts and stop listening to you.
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Activity 22: Body language issues
Some common body language problems which occur during presentations are described below. Discuss
them with a partner and write some solutions to these problems.
Common problem while presenting Solution(s)
Blocking the screen or turning away from the

audience
Looking up at the ceiling (usually because

you are trying to remember a memorized
speech)
Leaning on one foot
Standing stiffly like a soldier with arms

pressed against your sides
Moving hands constantly while talking
Rocking back and forth on the feet (usually

caused by nervous energy)
Moving the body around while standing
Activity 23: Hands
http://youtu.be/ooOQQOQdhH8
Watch this video about “What to do with your hands while presenting”. Be ready to discuss with the
class.
Three “resting positions” for the hands while presenting:

1. __________________________
2. __________________________
3. __________________________ *not mentioned in the video, but can you think of another option?
Which style is most comfortable for you? ____________________________
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Effective Body Language
Three areas of the body – feet, hands and eyes – are the foundation of effective body language. Use this
checklist to prepare for your speaking:
Feet Shoulder-width apart. Standing up straight and balanced.
Hands In a comfortable resting position.
Eyes Effective eye contact with the audience.
4.3 Eye contact
Good eye contact is necessary to engage with the audience and get their feedback. Remember that
speaking is naturally interactive. Your audience’s feedback – both body language and spoken – tells you
if they are understanding your message, or not, and if they are inspired, or not.
Benefits of eye contact during presentations:
Benefits for the speaker: Benefits for the audience:
Better concentration and focus Easier to listen and engage with the speaker
Look more confident Easier to focus on the presentation
Feel more confident Feel a connection with the speaker
Naturally slow down your speech Feels like a dialogue or conversation
Active engagement with the audience Can interact with speaker through body language
(Adapted from 10 Reasons Eye Contact Is Everything in Public Speaking by Sims Wyeth)
How can you hold eye contact with a large audience? Assess the room where your audience will be
seated. Divide the room into various zones. Choose a zone, then hold eye contact with someone for
about 3-5 seconds, then look at someone in another zone. Continuously maintain eye contact with
audience members for 3-5 seconds throughout your talk.
29
Activity 24: Eye contact and posture practice
Practice effective eye contact while speaking in a small group. Set your feet and hands for correct
posture. Talk for about 30 seconds on an “easy” topic given by your teacher. Practice appropriate eye
contact by looking at someone for 3-5 seconds, then move your eyes to someone else (3-5 seconds). Give
feedback to your group mates. How was their eye contact?
*Remember the effective body language checklist: Feet – hands – eyes
4.4 Gestures
Gestures are movements of the body, usually hand or head, to express an idea or meaning. People
naturally move their bodies, particularly their hands, while communicating. Research shows that
gestures, along with movement and facial expression, contribute significantly to helping your audience
understand and remember your message.
Individuals’ use of gestures can vary depending on influences such as culture, situation, and personal
differences. Do you naturally gesture a lot, or only a little? To communicate effectively during a
presentation, you may need to adjust your gesturing style. Get feedback from others to ensure that you
have the right amount of movement. The expression of gestures should adapt to the size of the
audience and room. Therefore, you will need bigger gestures for a presentation to 20 people than in a
conversation with a friend.
Strategies for Effective Gestures
1. Be natural. Observe the gestures you and your friends make while chatting. You’ll see that you
naturally gesture while speaking. Your aim is to carry on this natural behavior during your
presentation. If the audience feels like they are in a conversation with you, they will feel
comfortable and relaxed.
2. Bring the hands up. When gesturing, bring your arms and hands up. This brings the focus closer
to your face and PPT. Avoid gesturing low, which is distracting and can make you look like a
penguin.
3. Bigger gestures for bigger audiences. Since you will be communicating with a large group, you
should enhance your movements to fit the size of the crowd.
4. Don’t gesture all the time. Remember to use a comfortable resting position and to gesture
occasionally from there. Avoid repetitive and continuous movements which are unnecessary
and distracting.
5. Be spontaneous. An effective presentation is well-planned and practiced, but also has an
element of spontaneity. You should express yourself in the moment and in response to your
engagement with the audience.
30
Types of Gestures
Symbolic gestures communicate words, numbers and position. Examples include “thumbs up” for
agreement, and three fingers while mentioning “three benefits”.
Descriptive gestures communicate an idea, size or movement. Hands can be used to show a shape or
length, and arm movement can illustrate a flow of movement.
Emotional gestures suggest feelings, such as hands raised for happiness.
These kinds of gestures may also be useful for a presentation:
Emphasis/focus gestures signal a key word or idea for the audience to focus on.
Comparison/contrast gestures help the audience understand similarities, differences and changes.
Activity 25: Gestures practice
Practice using effective gestures. Find a partner, and the teacher will distribute handouts. Your partner
will read a sentence. Listen to what your partner says, and repeat it with gestures. Then, read a sentence
from your handout and your partner repeats it with gestures (*Hint: your handout is different from your
partner’s).
4.5 Voice
Your spoken voice is an important aspect of delivery for engaging the audience. Your message should be
loud and clear, and your voice should project enthusiasm and energy. Practice with attention to the
points below – volume, rate, pauses and intonation, and be sure to get feedback from classmates.
Volume: As a presenter, you are responsible for ensuring that the entire audience can hear you without
strain. This usually entails speaking at 150% the normal volume for conversations. If you are naturally a
soft speaker, then you should practice “speaking up” before your presentation so that your audience
hears your message.
Rate: How quickly or slowly you speak is important in a technical presentation. Watch the timing of your
presentation as you practice. If you find that you are rushed or talking quickly, then cut out some
information so that you can speak at a reasonable pace. If you talk too quickly, your audience won’t
understand and will tune out.
31
Using pauses: Pauses are an important delivery tool, and they serve several functions. They allow your
audience time to digest what you’ve been saying. They can be used to emphasize key points. Also, they
allow time for you to organize your thoughts about what you’ll say next. Just be sure that your pauses
aren’t filled with verbal fillers such as “umm” or “uhh”. Plan and practice using pauses for effective
communication.
Intonation: Speaking without variation in tone and melody will bore an audience in minutes. So, when
practicing for a presentation, choose the words which should be highlighted and increase the tone to
emphasize these points. This is an important strategy for non-native speakers of English to focus on and
practice.
4.6 The visual message
“A picture is worth a thousand words” is a familiar saying in many cultures. Visuals communicate a
message powerfully, so you should consider and plan your slides (from PPT or other presentation
software) carefully. This section discusses the visual medium for presenting your content.
Activity 26: Effective PPTs
https://youtu.be/FkPPvylP1Bw
Watch this video and analyse its effectiveness. Does it capture your interest? Is the message conveyed
well? Be ready to share your ideas. What makes this PPT effective?
Activity 27: Ineffective PPTs
http://youtu.be/MjcO2ExtHso
The presenter in this video, comedian Don McMillan, is a former engineer. After getting his Master’s
Degree in Electrical Engineering at Stanford University, he worked on the team that designed the world’s
first 32-bit Microprocessor. He later designed computer chips, and eventually left the engineering world
to become a stand-up comedian and corporate speaker.
Watch the video “Life After Death by PowerPoint”. What makes an “ineffective” PPT? Be ready to discuss.
Activity 28 Powerpoint Do’s and Don’ts
Write some PPT tips based on your own experience and knowledge. Be ready to share your ideas with the
class.
32
Do’s Don’ts
• •
• •
• •
• •
• •
Tips for creating PowerPoint slides
You have all had some experience using PowerPoint or other forms of visual, but it is worth reviewing
some key points.
• Think carefully about the purpose of each slide. How does it contribute to the effectiveness
of your presentation?
• Make sure the design and fonts are all consistent, so that your team presentation visuals
have a unified, high quality appearance.
• Double check for spelling or grammar mistakes. Errors on a slide make the whole team look
lazy and unprofessional.
• Never put paragraphs of text on a slide. Your audience has come to listen to you, not to read
a text.
Tips for not using PowerPoint
Are there any alternatives to PowerPoint? Yes, of course! Your audience may have already listened to a
lot of presentations that used PowerPoint. By using other new tools for presentation, you may be able
to arouse your audience’s interest and capture their attention.
33
4.7 Referring to visuals
One mistake presenters often make is not adequately refer to or introduce the visual aid that they have
included in their presentation. Make sure, therefore, that you use the language given below to draw the
audience’s attention to the visuals. This will enhance your presentation as the visuals will help you
clarify complex issues. Some examples of such language are given below:
• Could you look at this graph / table / slide …

• As you can see …
• You’ll notice / see that …
• The figure / diagram / table on the screen shows / reveals / tells us / indicates …
• If you look at the figure/table/chart you’ll see …
• I’d like you to look at the bar chart, where I’ve summarised the key findings …
• OK, what I’d like to do now is look at the main results, which I’ve presented in a bar chart.
• Could you look at the chart …
• The chart shows that …
4.8 Mastering delivery
Delivery is a skill that can be improved through practice, feedback, and more practice. These videos
highlight some of the successful strategies used by master speakers.
Activity 29: Present like Steve Jobs
https://youtu.be/S4UEJMuo0dA
This video analyses Steve Jobs’ effective presentation and delivery style. Be ready to discuss your ideas
about “how to present like Steve Jobs”. Which of his strategies will you incorporate into your group
presentation?
Bonus: Steve Jobs isn’t the only famous effective presenter. This webpage has links to some other highly
effective presentations, and analyses what makes these speakers so effective.
https://www.powtoon.com/presentation/5-best-presentations/
Final Preparation
Activity 30: Reflection and discussion
Reflect on the four questions below. Then discuss them in your group.
1. Have you organized and outlined the content of your presentation?
34
2. Have you prepared your PPT?

3. Have you practiced, with focus on natural language and effective delivery?
4. How will you prepare and practice before the presentation? (Be specific with days/times/places)
Activity 31: Final tips
http://youtu.be/Q5WT2vweFRY
This video reviews many of the elements we learned for effective delivery. Watch the video and be ready
to discuss the questions below.
1. Do you agree with all of her tips?
2. Are they all applicable to your situation (a persuasive presentation to a general audience of
about 20 people)?
3. What are your final tips and suggestions for your classmates?
Activity 32: Checklist
Use the following checklist to assess your preparation for the final presentation.
Checklist for analysing oral presentations
1. Content
a) Recognizable Structure
b) Introduction
i. Strong opening
ii. Information on general background
iii. Introduces the project and generates interest
iv. Previews the structure of the presentation
c) Main Body
i. Logical structure
ii. Not too much information
iii. Content is suited and adapted to a general audience
iv. Mini-bangs to generate interest
v. Short conclusions/summaries per topic
d) Conclusion
i. Clearly announced
ii. Summarises important points
iii. Effective closing and final impression
iv. Invites Q & A
35
2. Presentation
a) Effective language
i. Informal, spoken language
ii. Technical terms are explained
iii. Varying pace, with pauses
iv. Varying pitch, with emphasis and intonation
v. Loud (150% of usual voice)
b) Contact with the audience
i. Stands facing the audience
ii. Sustained eye contact with various audience members
iii. Enthusiasm
iv. Natural gestures appropriate for audience size
c) Visual aids
i. Effective use of images to illustrate and raise interest
ii. Effective use of text (not too much)
iii. Readable, clear, easy to understand figures
iv. Complement the spoken content
d) Timing
i. Balanced timing among group members
ii. Finishes in time without hurrying or speaking too quickly
3. General Impression
a) Correct level for majority of the audience?
b) Not too much material?
c) Interesting to the audience?
d) Message made clear through sufficient repetition?
e) Informative, influential and inspiring?
Activity 33: Feedback
Use this feedback form to practice and give feedback to your group mates.
Content
Language
36
Delivery
Pronunciation and
Fluency
Review of learning
Read the learning outcomes stated on the first page of this unit again. Have you achieved those learning
outcomes? Recapture a few things you have learnt in this unit below.
In this unit, I have learnt
1. ________________________________________________________________________
2. ________________________________________________________________________
3. ________________________________________________________________________
4. ________________________________________________________________________
5. ________________________________________________________________________
37

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ELC3531 Professional Communication in English for Engineering Students Unit 2

At the end of this unit, you will be able to:

• select content for audience-focused presentations

• buy your products or subscribe to your services,

1.1 Purpose of the Presentation

Activity 1: Purpose of your presentation

Three possible objectives of a presentation:

I_______________ I________________ I_________________

The objective of your presentation: ________________________________________________________

1.2 Effective Communication

The Rhetorical Square for effective presentations

Activity 2: Adapting your communication style

3. What kind of language did she use?

1.3 Putting the audience first

Activity 3: Practice adapting your communication style

Purpose: (to inform / influence / inspire?) Audience: (their interests/knowledge?)

1.4 Understanding your audience

Activity 4: Audience profile

Needs and desires

Part 2: Plan strategies to effectively engage this audience:

Strategies to engage this audience: ________________________________________________________

What is an “Opening Bang”?

• A provocative or dramatic statement

What is a “Final Bang”?

• make a visual or verbal link back to your opening bang

Activity 5: Bangs for your presentation

1. A bang for the start of the presentation

2.1 Adapting content

Activity 6: Steps for adapting written proposal to presentation

Order Step of the process

a. Develop your content (spoken)

b. Integrate the PPT into one cohesive whole

c. Negotiate to choose the section you will present

d. Practice practice practice!

e. Think about your own strengths and interests

f. Decide which parts of the proposal should be used in the presentation

g. Read through the proposal noting strengths and weaknesses

h. Develop the PPT for your part

Activity 7: Adapting content for a persuasive presentation

Strategy for a persuasive presentation Example from the video

2. Provide the outline b. “And one more thing …”

5. Make numbers and statistics meaningful e. “There’s something in the Air.”

Activity 8: Benefits of your project

Benefit For whom?

An effective introduction should enable you to:

1. gain and hold your audience’s attention and interest

Points to note - for planning an introduction

If you cannot catch the audience interest at the beginning, they

There are usually four moves or steps in an introduction of a presentation:

Step 1: Introduction of the speaker(s)

Step 1 Introduction of the speaker(s)

Step 2 Providing the background

Common problems with this step include:

Step 3 Stating the topic and purpose

Step 4 Giving an overview

Activity 9: Planning the Introduction

“Opening bang” / attention grabber to stimulate interest

Topic and purpose

Overview of Presentation Structure

1. Signal that the presentation is about to end

Remember, you can also FINISH WITH A BANG!

 A statement which dramatically sums up your key message

(adapted from John Townsend’s Business Presenter’s Pocket Book)

Activity 10: Common expressions for conclusions

I_ I I___