UNIT 1 - Checked (Updated 4 Feb 22)

Effective Communication and Presentation Skills
UNIT 1: INTRODUCTION TO COMMUNICATION, ORAL

PRESENTATION AND SPEECH WRITING
By the end of this unit, you should be able to:
 Understand elements that dictate an interview

 Understand the process of communication
 Plan and prepare for a formal presentation
 Understand Mode of Delivery
 Capture audience attention
 Comprehend the procedures of writing speeches
1.2 INTRODUCTION TO COMMUNICATION
Communications is one of the most important aspects of business and

management.
The process of communication is successful only when the RECEIVER Effective
understands an idea as the SENDER intended it. communication
For our purposes, communication is the transmission of information and meaning

from one individual or group to another.
Idea / Message / Method – Channel – the role

Receiver /
Sender / Communicative of new media is critical in the
Decoder
Encoder intent context of new media
environment
Orality / Scribe / Media

Noise – miscommunication
Language barrier
Accent
Attitude – cultural attitude –
stereotyping
1.2 PRINCIPLES OF COMMUNICATIONS
Notes:
1-1 Effective Communication and Presentation Skills

 One needs to analyze the purpose of communications.

 The purpose of a persuasive message is to convert the receiver to your ideas or to
motivate action.
 A message without a clear purpose is doomed. – if message is unclear, it can lead to
barrier in communication – misunderstanding or miscommunication
 Adapting to the audience.
Encoders Purpose Audience

Persuade / Convert – what is it that these
people want to convert? Why?
Teacher Students
Bloggers/ Social Educate followers about healthy lifestyle
influencers / Followers
Health blogger
Convey emotions/ feelings in a song / in a
Lyricist / Song Writer creative way Everyone – music
lovers/ listeners
In ways that readers can relate to
To convince people about the benefits of Targeted audience i.e
Advertisers
the products consumers / end users
Religious leaders/ Believers and
Motivation speakers prospective believers
Sender – politician
addressing to a group
of audience
A journalist – writes
an article that he or
she wishes to
communicate
A song writer / an
artist
Religious leader
Politicians Public/ citizens/

constituents
Notes:

1.3 DEFINITION OF COMMUNICATION
The process of communication begins when

 the SENDER (person who wants to send an idea) encodes the idea in a Channel –
message – Encoding newspaper,
 the medium over which the message is physically transmitted is the channel radio, social
media or can be
 message can be delivered by speech, writing, gestures (body-language) or
the individual or
even pictures the organisation
 the individual for whom the message is intended is the receiver
 translating the message from its symbol form into meaning involves decoding In the era of
 only when the receiver understands the meaning intended by the sender does social media,
communication take place communication is
 the verbal or non-verbal response from the receiver is feedback, an important now two-way.
Immediate
part of communication
feedback
 feedback helps the sender to know the message was received and understood.
Information overload / Media clutter Feedback also helps the sender to fine
tune the message or adapt the message
to the needs of the audience
Frame of reference
Notes:

SOURCE ENCODING
 The source, or sender, may be an individual (for example, a supervisor) or a non-
personal entity (such as an organisation itself).
 The communication process begins when the source selects words, symbols, pictures,
etc., to represent the message that is to be delivered to the receiver(s). This process,
known as encoding, refers to putting thoughts, ideas, or information into a symbolic
form.
 You can use many different codes, as can be seen in the following examples.
o Language. (However, if using English make sure the receiver understands the
language and/or the jargon).
o International symbols and signs.
o International use of colours, such as red, amber and green of traffic lights.
The sender's goal is to encode their message in such a way that the receiver gets the sender’s
exact message, and they are able to understand it.
Examples of miscommunication
There are a couple of classic blunders, where the message sent was not the message
received.
1. The advertising slogan used by Pepsi-Cola—'Come Alive with Pepsi'—translated
too literally in some countries. The German translation means 'come out of the
grave', while the Chinese translation is 'Pepsi brings your ancestors back from
the dead'.
2. General Motors introduced their Chevrolet Nova car into Mexico. The Mexican
translation of the word ‘Nova’ is 'it won't go'.
THE MESSAGE
 The encoding process leads to the development of a message that contains the
information or meaning the source hopes to convey. The message may be verbal or
nonverbal; an oral, written or E-mail statement; or a symbolic form or sign.
 Messages must be put in a transmittable form appropriate for the communication
channel being used.
Notes:

CHANNEL
 The channel is the method, or medium, by which the message travels from the sender
to the receiver. Personal channels of communication are a direct means of
interpersonal (face-to-face) contact with target individuals or groups. Non-personal
channels are those that carry a message without involving interpersonal contact
between sender and receiver, for example, magazines and TV.
Receiver/decoding
 The receiver is the person(s) who obtains the message from the sender.
 Decoding is the process of transforming and interpreting the sender's message back
into thought. The receiver's frame of reference or field of experience heavily
influences this process. In other words, the receiver’s experiences, perceptions,
attitudes, and values are carried into the communication situation and will influence
the message received.
 The receiver's predisposition to the message is a combination of many factors,
including the following:
o Heritage;
o Outlook on life (accumulated throughout their lifetime);
o Fears;
o Training; and/or
o Group membership.
What is the message of the news article?
What codes are used to communicate the message?
Who is the encoder?
Who are the intended recipient of the message?
Notes:

Activity 1
Watch the video clipping and answer the following questions:
 What is the message? Purpose of the video clip?

 How does it seek to persuade the audience? tone of the programme, how persuasive is
it? The way the message is communicated
 How is the message conveyed to the audience? – study the images used in the video?
Describe the images that you see in the video
 Who is the intended audience?
 What techniques are used in telling the story/ narrative?
 What emotions are displayed?
 What are the visual metaphors used? Any symbolic representation?
Mood / Setting / Character / Message
Notes:

1.1 ORAL PRESENTATION – MODES OF DELIVERY
In today’s attention deficit culture, it is imperative for communicators to be instantly

memorable, empowering & authentic.
Information overload/ media clutter
Why is public speaking so important?
 Effective communication is the key to success
Persuasive
communication
 It is an essential tool for academic excellence.
 It is vital for career prospects.
 Enhances your image and respect among peers.
Determining what you want to accomplish in a presentation is the most important part of your
preparation. why are you standing in front of the audience? Knowing the purpose of
presentation
- to share, inform, educate and entertain
Do you want to persuade management to install networked computers?

Do you want to inform customer service reps of the three important ways to prevent
miscommunication?
7 Cs in Communication: Clarity
Whether you goal is to persuade or to inform, you must have a clear idea of where you are
going. Clarity, concise, correct, coherent, complete, courteous (tone)
Every time you speak, you convey something of who you are and what you think. Your
vocabulary, pronunciation, grammatical usage, phrasing, and expressed ideas are aspects of
speech that make an impression on your listeners and by which they then form opinions about
you.
Speaking and writing have much in common because they are both forms of communication
based on language. Speaking differs, however, in several important ways:
 Level of diction. In speaking, a simpler vocabulary and shorter sentences of less

involved structure are typically used.
 Amount of repetition. More repetition is needed in speaking to emphasize and to
summarize important points. a way of reinforcing the idea
Notes:

 Kind of transitions. Transitions from one point to another must be more obvious in
speaking. Such transitions as first, second, and next signal movement often conveyed
on the printed page through paragraphing and headings. Moving forward,
 Kind and size of visuals. Speaking lends itself to the use of exhibits and projected
materials; some kinds of flat materials such as charts, drawings, and maps must be
constructed on a large scale.
Moving images Linguistic marker
Opening
It is essential to have never-fail openers for any communication because we want our speech to
be like ‘love at first sight’
 The Grabber – dramatic / quotes/ using rhetorical question / statistical evidence/ little
story/ anecdotes
First words spoken grabs the audience.
 The Curiosity Arousal

Starting presentation with an idea or image that piques the curiosity of the listeners. Desire
to know what comes next.
 The ‘Whoa’ Introduction

The causes the listener to be taken off guard and stunned at the outset.
 Evoke Emotions
If you want to get real action out of your audience during a public speaking engagement,
then tugging on their heart strings can help make it happen. This is where your storytelling
ability can really make you shine. Tell stories while speaking in public and ask the right
questions to move the emotional state of your audience.
setting – wedding banquet
Characters
Groom / Narrator
background – climax within the story telling /
Notes:

background music to create warm / ambience

nostalgia
Using dialect to create rapport with audience
speak the language recognizable by the audience
Hilarious Humour – lighten the mood / rapport with the audience
Some Tips:
Don’t start your speech with a joke.

Don’t tell your audience it is a joke when you want to tell them it is a joke.
Try and make humour relevant to your topic or main point – don’t overdo it or force it.
Avoid common jokes already known to audience
Avoid
 Offensive jokes
 Sexual jokes PC – politically correct
 Sexist jokes
 Racial or ethnic jokes CANCEL CULTURE
 Political jokes
 Jokes about disabilities
 Jokes with personal references
 Sadist humour
 Scatological jokes – about human body waste
Wit and Wisdom
Pun
A pun is a little word game, playing with language. Most puns use a word that has two
meanings or use two words that sound almost the same. For example, the title of this exercise
contains a pun. "PUNS Upon a Time" sounds like "ONCE upon a time."
Here are some puns. Use your knowledge of English, and your dictionary if necessary, to
explain the pun. In each case, the pun is underlined.
Example:
Notes:

1. Why is an empty purse always the same? Because there is never any change in it. In
this pun, the word "change" has two meanings: 1. coins and small bills, 2. alteration.
2. Do you know why it’s easy for a hunter to find a leopard? Because a leopard is always
spotted.
3. What do you call a shoe store with only one owner? A sole proprietorship.
4. Everybody knows that "two wrongs don’t make a right." That’s an old English saying.
But the question is, what do two rights make? Answer: the first airplane.
5. Then there was the scientist who disconnected his doorbell. He wanted to win the
Nobel Prize.
6. The clumsy student tripped over his feet in the dark room. I don't think that he was very
bright.
Euphemism
A euphemism is a word or phrase that substitutes for language the speaker or writer feels
is too blunt or somehow offensive. When people die, we say, instead, that ‘they have passed
away’ or ‘met their maker’
 Euphemism describes a polite, agreeable, or inoffensive word or expression that is
used in place of one that is harsh, rude, or offensive.
 Also, pleasant or inoffensive language used to soften or mask upsetting truths
The use of euphemism in news articles
Notes:

PSA, DBS, SIA – quasi government

companies – to suppress the negative
impact of the retrenchment exercise
Notes:

Doctors, nurses
Housewife
Poor
Disabled/
handicapped
Clerk
Insurance agent
Notes:

Malapropisms
A malapropism is the use of an incorrect word in place of a similarly sounding correct word.
The name comes from the character Mrs. Malaprop, from The Rivals, a comedic play by
Richard Brinsley Sheridan. The character has numerous lines that illustrate the blunder that
would become her namesake. Here is an example:
 "He is the very pineapple of politeness."
Alliteration
Alliteration is the repetition of the same first sound or the same first letter in a group of words
or line of poetry. You find alliteration used in advertisements and titles all the time because it
tends to catch your eye and ear.
Cold, cunning
Dark and depressing mood
Notes:

Exaggeration
Expanding or diminishing proportions can be a fun way to create humor in a public speaking
engagement.
The key to using exaggeration is to inflate or deflate whatever you are talking about so much
that it is obviously an exaggeration.
Politically Correct Substitutions
Examples:
Bald: follicularly challenged
Brainwashing: cognitive accommodation
Car washer: vehicle-appearance specialist
Cheating: cooperative assignment
Notes:

Computer: machine bearing immense power and fallibility

Criticism: unjust self-esteem reducer
Dead: metabolically challenged
Evil: niceness deprived
Fat: horizontally challenged: person of substance
Garbage collector: sanitation engineer
Lazy: motivationally dispossessed
Nerd: under-attractive, cerebrally gifted individual
Old: chronologically gifted
Rich: economically maximized
Tall: vertically gifted: altitudinally endowed
Body Babel
The non-verbal delivery skills are those that people can see but not hear, such as eye contact,
posture and stance, gestures and movement, facial expression, and dress.
Eye Contact
Make sure you look at individuals in different sections of the room. Rotate your eye contact in
a natural manner, and make sure you circulate around the room.
Posture
Stand erect with your feet shoulder width apart with an equal distribution of weight on both
feet.
Gestures and Movement

Gestures are motions of the limbs or body that express or help to express thought. When a
speaker is relaxed and thoroughly absorbed in his/her material, gestures will naturally reinforce
and emphasise an important point.
Movement can be particularly effective when you can break down the artificial barrier that the
lectern creates between you and your audience.
Facial Expression
Appear natural with expression that suits the topic of speech
Notes:

Dress
Most research indicates that what you wear makes a difference to the audience. You should
appear clean, neat, comfortable and appropriate for the situation.
Elocution and Enunciation

A dictionary is something that a speaker can never be without. It not only provides one with
definitions, but also the accepted pronunciation of the word. The pronunciation is written in
parentheses and written phonetically. A phonetic guide is often available in the front section of
the dictionary.
Mnemonic Devices
Mnemonic – means anything designed to aid memory.
Definitions
The meaning of the word – if it is a new technical jargon, new term/ vocabulary
Defining topic/ title gives clarity to listeners
Contrast
Use contrast words to aid memory / retention.
It creates an impact
Eg. “For richer, for poorer….” – Marriage Vows
“ Now is winter of our discontent
Turned glorious summer by this son of York”

-William Shakespeare
Rhymes
Makes ideas easy to remember
Eg. Let us have faith that right make might.”
Life is like an ocean
With constant waves of passion
Notes:

Metaphor and Simile
Metaphor– states that one thing is something else
He is a lion
“ Dictators ride to and fro upon tigers which they do not dismount.” Winston
Churchill
Simile – is a comparison using as or like

“ As graceful as swan”
Tone
Refers to the emotional meaning in the sounds you are making.

Warm and reassuring
Complaining and whining
Nervous and pleading
Angry and aggressive
Enthusiastic an aggressive
Neutral and unemotional
Authoritative and commanding
Tone Expresses Mood

 Happy
 Peaceful
 Thrilled
 Surprised
 Angry
 Sad
 Resigned
 Bored
Once you have analysed the speaking situation and gathered and organized the material, you
are in position to determine the appropriate mode of delivery.
Notes:

Formal presentations may be categorized according to the speaker’s mode of delivery as:
 Extemporaneous Referencing a tragedy disaster –

 Memorized empathy / good ethic in presentation
 Read from a manuscript
Referencing childhood days in
Indonesia – warming the hearts of the
audience / personal anecdotes
In the extemporaneous mode

 the speaker refers to brief notes or an outline
 simply recalls from memory the points to be made.
In this way, the speaker can interact with the audience and convey sincerity and self-assurance.
In the memorized mode

 the speaker has written out the speech and committed it to memory, word for word.
 memorized speech is typically lacking in spontaneity and an at-ease tone; too
 the speaker has the very real possibility of forgetting what comes next.
In the third mode of delivery, the speaker reads from a manuscript.

 While this type of delivery may be needed when exact wording is required in a
structured situation, the manuscript speech as serious limitations.
 It is difficult for the speaker to show enthusiasm and to interact with the audience,
delivery is usually stilted, and the audience may soon become inattentive.
Notes:

The effective speaker considers the occasion, the audience, and the purpose of the speech in
determining the mode of delivery to be used.
Impromptu Speech
1. Introduction
Consist of 3 distinct parts
A. Opening Onyx/ The opener
- The Grabber
- The curiosity Arousal
- The ‘Whoa Introduction
- The Dramatic verbal intro
- The non- verbal gestures/ mimicker
- The quotations
B. Topic
 Just tell your audience your topic
-Nothing complicating
E.g. I’ve been asked to speak about
My topic for the day is
Display confidence and be engaging, inviting and friendly
C. Agenda
What your speech/ presentation comprises of.

Brief outline / overview
List out headings/ subheadings
Notes:

2. The Body – 2 parts

A. Your main Points
eg.3min at least 3 – 5 points
E.g. How do you measure success in life?

 Love
 Health
 Wealth
 Power
 Respect
Notes:

B. Illustrations of main points

 Choose appropriate illustrations / examples to explain your points
 Stories and anecdotes
 Personal references / experiences
 Analogies
 Statistics
 Case studies
3. The Conclusion – 3 parts
A. Review of Main Points
B. Highlights – sell main idea/ product again
C. The concluding grabber- Final words – just like the opening grabber.
Start and end with an impression
Some Tips for Impromptu Speech

Be engaging
 Spontaneous
 Humour and Wit is important
 Illustrate points with examples
 Stories and anecdotes
 Personal references / experiences
 Analogies
 Statistics
 Case studies
 Exhibit - Enthusiasm, Confidence, knowledge
In the opening, the listener’s attention is aroused. Thus, the opening should immediately
strike the listener’s interest and should present the bestselling points. This may be done
directly or indirectly.
DIRECT: Our new Top-Quality razor blades give a closer, cleaner shave than any others
on the market.
INDIRECT: Do your customers ask for razor blades that give a closer, cleaner shave?
Notes:

Selling your Message
Key factors / qualities
1. Enthusiasm – show it in the way you deliver your speech

 Voice tone
 Manner
 Attitude
Enthusiastic people are more fun to be with and listen to.
We remember enthusiastic people better
One magic ingredient that you can add to your speech to engage audience
2. Confidence
 Appear / Be Confident and convincing.
 Body language
 Dress Code/ Image
 Preparation
 Mental mind set
 Most importantly Knowledge builds confidence
3. Knowledge
 Solid foundation of knowledge builds confidence
 Good content knowledge/ planning /clear direction – enhances knowledge
 Confidence naturally builds and powerful enthusiasm powerful genuine
When the audience’s attention is aroused, each main selling point is then developed with
explanatory details.
Both emotional and logical appeals are used to show how the proposal will help satisfy one or
more of these basic desires: economic security, recognition, protection of self and loved ones,
and aesthetic satisfaction.
At this stage and throughout the proposal presentation, the listener may raise objections. The
best way to handle these is to be a step ahead of the listener; that is, to be aware of all possible
objections, prepare effective responses, and incorporate them into your main presentation.
Notes:

Supporting Proof
Description and explanation must be supported by evidence or proof. Visual exhibits,

demonstrations, testimony of users, examples of experience with and uses of the product, and
statistics showing specifications and increased productivity are methods to prove the worth of
your proposal.
CLOSE
In closing a presentation, you usually are wise to assume the positive attitude that the audience
that the audience will accept the idea or plan or will buy the product. The following
suggestions reflect such an attitude: When may we begin using this procedure? Which model
do you prefer? Reaffirmation of how the proposal will enhance the listener’s business often
helps to conclude the deal and to reinforce his or her satisfaction. If you detect a negative
attitude, avoid a definite “no” by suggesting further consideration of the proposal or a trial use
of the product and another meeting of a later date.
1.2 PREPARATION OF AN ORAL PRESENTATION
 Determine the specific purpose

 Analyse the type of audience
 Gather the material
 Organize the material
 Determine the mode of delivery
 Outline the speech, writing it out if necessary
 Prepare visual materials
 Rehearse
ANALYZE THE TYPE OF AUDIENCE
 How will this topic appeal to this audience?

 How can I relate this information to their needs?
 Which of the following would be most effective in making my point? Statistics? Graphic
illustrations? Demonstrations? Case histories? Analogies? Cost figures?
 What measures must I take to ensure that this audience remembers my main points?
Notes:

A speech, if it is to be effective, must be designed especially for the knowledge and interest
level of the intended audience or listeners. Vocabulary and style must be adapted to the
audience. For instance, if you were to report on recent applications of th4 laser, your report to
a group of nurses, to a group of engineers, to a college freshman class of physics students, or to
a junior high science club would differ considerably. Each group represents a different level of
knowledge and a different partisan interest.
Who is your audience?

 Age – interest and experiences differ accordingly
 Male/Female ratio - Do not display unnecessary sexist attitude
 Educational level – understand audience ability level – usually mixed audience – pitch
at appropriate level.
 Profession
 Audience Size
 Ethnic background/ – Religion- Cultivate sensitivity and good speaking ethics
1.3 GATHERING MATERIALS
The material is gathered primarily from three sources: interviews and reading, field
investigation, and laboratory research.
The extent to which one or more of these sources will be used depends on the nature of the
speech. A student reading report in history, for instance, may simply call for the reading of
certain material in a book. An investigation of parking facilities in a particular location may
call for personal interview plus on-site visits. Or an analysis of the hardiness of certain shrubs
when exposed to sudden temperature changes may involve both field investigation and
experimental observation.
Organise the Material
To organize the material, select the main ideas; do not exceed three or four. (Remember that
your audience is listening, not reading) Arrange supporting data under each main idea. Use
only the supporting data necessary to develop each main idea clearly and completely.
After the main body of material is organised, plan the introduction. Let the audience know the
reason for the speech, the purpose, the sources of data, and the method of procedure for
gathering the data. Then state the main ideas to be presented. The function of the introduction
is to set an objective framework in which the audience will accept the information as accurate
and as significant.
Notes:

Plan the conclusion. It should contain a summary of the data, a summary of the significance or
of the interpretation of the data, and conclusions and recommendation for action or further
study.
Visual Materials - Planning visual aids and handouts
Because your goals as a speaker are to make listeners understand, remember, and act on your
ideas, include visual aids to get them interested and involved. Good visual aids have many
purposes. They emphasize and clarify main points, thus improving comprehension and
retention. They increase audience interest, and they make the presenter appear more
professional, better prepared, and more persuasive. Visual aids are particularly helpful for
inexperienced speakers because the audience concentrates on the aid rather than on the
speaker. Good visuals also serve to jog the memory of a speaker, thus improving self-
confidence, poise and delivery.
Two of the most popular visuals are slides and handouts.
Slides
Slides deliver excellent resolution, create an impression of professionalism, and can be seen by
large groups. Yet, their cost, inflexibility, and fairly difficult preparation offset their
advantages. Moreover, because they must be projected in a darkened room, a speaker loses
eye contact with the audience and runs the risk of putting viewers to sleep. Used carefully,
though, slides are very effective. And because today’s computer-generated slides are cheaper
and easier to produce, they may become increasingly accessible and popular for future business
presentations.
Handouts
You can enhance and complement your presentations by distributing pictures, outlines,
brochures, articles, charts, summaries, or other supplements. Timing their distribution, though,
is tricky. If given out during a presentation, your handouts tend to distract the audience,
causing you to lose control. Thus, it’s probably best to discuss most handouts during the
presentation but delay distributing them until after you finish.
Whenever possible, then, you’ll want to incorporate visual aids in a presentation; but keep a
few points in mind:
Notes:

 Avoid overkill. Use visual aids only for major points or for information that requires
clarification. Excessive or unnecessary visuals dull their effectiveness.
 Keep all visuals simple. Spotlight main points. Don’t for example, put the outline for
your entire presentation on a transparency.
 Ensure visibility. Be sure everyone in your audience can see the visual aids.
 Enhance comprehension. Give the audience a moment to study a visual before explaining
it. Then, paraphrase it instead of reading it word for word.
 Practice using them. Rehearse your talk, perfecting your handling of the visuals. Be
sure you talk to the audience and not to the visual.
Visual materials can significantly enhance your oral presentation. Impressions are likely to be
more vivid when visuals are used. In general, they are more accurate then the spoken word.
Showing rather than telling and audience something is often clearer and more efficient. And
showing and telling may be more successful than either method by itself. For instance, a
graph, a diagram, or a demonstration may present ideas and information more quickly and
simply than can words alone.
In brief, visual materials are helpful in several ways. They can convey information,
supplement verbal information, minimize verbal explanation, and add interest.
1.4 PREPARING AND SHOWING VISUALS
Visuals for use with oral presentations can be grouped into three types: flat materials, exhibits,
and projected materials. A brief survey of these can help you determine which visuals are
most appropriate for your needs.
Flat Materials
Included in flat materials are two-dimensional materials such as the chalkboard, bulletin board,
flannel board, magnetic boards, handout sheets, pictures, posters, cartoons, charts, maps, and
scale drawings.
Although these are usually prepared in advance and revealed at the appropriate time,
sometimes they are created spontaneously during the presentation. A chalkboard or easel and
paper ( a pad of newsprint is excellent) served beautifully. Actually, the visuals should be
created in advance and reproduced from memory or notes during the presentation.
Notes:

In using printed handout material, careful attention should be given to its time and manner of
distribution. The main thing that the speaker should guard against is competing with his or her
own handout material – the audience reading when it should be listening.
An easel is almost essential in displaying pictures, posters, cartoons, charts, maps, scale
drawings, and other flat materials. Various lettering sets, tracing and template outfits, and
graphic supplies can be purchased in hobby or art supply stores and facilitate a neat visual.
Exhibits
Visual materials such as demonstrations, displays, dramatizations, models, mock-ups,

laboratory equipment, and real objects comprise exhibits. These are usually shown on a table
or stand.
Undoubtedly the demonstration is one of the best aids in an oral presentation. In fact, at times
the entire presentation can be in the form of a demonstration. When performing a
demonstration, be sure that all equipment is flawlessly operable and that everyone in the
audience can see; if practical, allow the audience to participate actively.
Projected Materials
Projected materials are those shown on a screen by use of a projector: pictures, slides, films,
filmstrips, and transparencies. When using projected materials, a long pointer is essential, and
an assistant often is needed to operate the machine.
Preparation of Visuals
Once you have chosen specific kinds of visuals from the general types of flat materials,
exhibits, and projected materials, careful attention should be given to their presentation. The
following should assist you.
1. Determine the purpose of the visual. Select visuals that will help the audience
understand the subject. Adapt them to your overall objective and to your audience.
2. Organise the visual Information and its arrangement should be geared to quick visual
comprehension.
3. Consider the visibility of the aid: its size, colors used, and typography. The size of the
visual aid is determined largely by the size of the presentation room and the size of the
audience. Visuals should be large enough to be seen by the entire audience.
4. Keep the visual simple. Do not include too much information.
5. In general, portray only one concept or idea in each visual.
Notes:

6. Make the visual neat and pleasing to the eye. Clean, bold lines and an uncrowded
appearance contribute to the visual’s attractiveness.
7. Select and test needed equipment. If you need equipment to show your visuals – an
overhead projector, a movie projector – select the equipment and test it to be sure it is
operable. Check the room for locations and types of electrical outlets; these may affect
the placement of the visual equipment. Perhaps a long extension cord will be needed.
Determining needs and setting up equipment ahead of time allow you to make your
presentation in a calm, controlled manner.
Showing of Visuals
Visual materials should be shown with natural ease, avoiding awkwardness. This is the basic
principle in showing visuals in any kind of oral communication. The following suggestions are
simply aspects of that basic principle.
1. Place the visual so that everyone in the audience can see it.
2. Present the visual at precisely the correct time. If an assistant is needed, rehearse with
the assistance. The showing of a visual near the beginning of a presentation often helps
the speaker to relax and to establish contact with the audience.
3. Face the audience, not the visual, when talking. In using a chalkboard, for instance, be
sure to talk to the audience, not the chalkboard.
4. Keep the visual covered or out of sight until needed. After use, cover or remove the
visual, if possible. Exposed drawings, charts, and the like are distracting to the
audience.
5. Correlate the visual with the verbal explanation. Make the relationship of visual and
spoken words explicit.
6. When pointing, use the arm and hand next to the visual, rather than reaching across the
body. Point with the index finger, with the other fingers loosely curled under the
thumb; keep the palm of the hand toward the audience.
7. Use a pointer as needed, but don’t make it a plaything.
Visuals should not be substitute for the speaker, or a prop, or a camouflage for the speaker’s
inadequacies. Further, the use of visuals should not constitute a show, obviating the talk.
Appropriately used, visuals can decidedly enhance an oral presentation.
Rehearse
For an extemporaneous speech: From your outline, make a note card (3- by 5 inch, narrow
sides up and down) of the main points that you want to make. Indicate on the care where you
Notes:

plan to use visuals. Rehearse the entire speech several times, using only the note card (not the
full outline). Get fixed in your mind the ideas and supporting data and the order in which you
want to present them. For a memorized speech: Commit to memory the exact wording of the
script. As you practice the speech put some feeling into the words; avoid a canned, artificial
sound. For a speech read from a manuscript: Just because you are to read a speech doesn’t
mean you can look at your audience almost as much as you look at the script. Number the
pages so that they can be kept in order easily. Leave the pages loose (do no clip or staple them
together); you can then unobtrusively slide a finished page to the back of the stack.
Some speakers find it helpful to tape record their speech once or twice while rehearsing; then
they play back the recording for an objective analysis of their strengths and weakness.
Rehearsing your presentation several times is very important; it gives you self-confidence and
it prepare you to stay within the time allotted for the speech.
1.5 DELIVERY
Before Your Presentation
 Prepare thoroughly. One of the most effective strategies for reducing stage fright is
knowing your subject thoroughly. Research your topic diligently and prepare a careful
sentence outline. Those who try to “wing it” usually suffer the worst butterflies – and
make the worst presentations.
 Rehearse repeatedly. When you rehearse, practice your entire presentation, not just the first
half. Place your outline sentences on separate cards. You may also wish to include
transitional sentences to help you move to the next topic. Use these cards as you practise
and include your visual aids in your rehearsal. Record your rehearsal on audio- or
videotape so that you can evaluate your effectiveness.
 Time yourself. Most audiences tend to get restless during longer talks. Thus, try to
complete your presentation in no more than 20 minutes. Set a timer during your rehearsal
to measure your speaking time.
 Request a lectern. Every beginning speaker needs the security of a high desk or lectern
from which to deliver a presentation. It serves as a note holder and a convenient place to
rest wandering hands and arms.
 Check the room. Before you talk, make sure that a lectern has been provided. If you are
using sound equipment or a projector, be certain they are operational. Check electrical
Notes:

outlets and the position of the viewing screen. Ensure that the seating arrangement is
appropriate to your needs.
 Practice stress reduction. If you feel tension and fear which you are waiting your turn to
speak, use stress reduction techniques, such as deep breathing.
During Your Presentation
 Begin with a pause. When you first approach the audience, take a moment to adjust your
notes and make yourself comfortable. Establish your control of the situation.
 Present your first sentence from memory. By memorizing your opening, you can
immediately establish rapport with the audience through eye contact. You’ll also sound
confident and knowledgeable.
 Maintain eye contact. If the size of the audience overwhelms you, pick out two individuals
on the right and two on the left. Talk directly to these people.
 Control your voice and vocabulary. This means speaking in moderated tones but loudly
enough to be heard. Eliminate verbal static, such as ha, er, you know and um. Silence is
preferable to meaningless fillers when you are thinking of your next idea.
 Put the brakes on. Many novice speakers talk too rapidly, displaying their nervousness and
making it very difficult for audience members to understand their ideas. Slow down and
listen to what you are saying.
 Move naturally. You can use the lectern to hold your notes so that you are free to move
about casually and naturally. Avoid fidgeting with your notes, your clothing, or items in
your pocket. Learn to use your body to express a point.
 Use visual aids effectively. You should discuss and interpret each visual aid for the
audience. Move aside as you describe it so that it can be seen fully. Use a pointer if
necessary.
 Avoid digressions. Stick to your outline and notes. Don’t suddenly include clever little
anecdotes or digressions that occur to you on the spot. If it’s not part of your rehearsed
material, leave it out so that you can finish on time. Remember, too, that your audience
may not be as enthralled with your topic as you are.
Notes:

 Summarize your main points. Conclude your presentation by reiterating your main points
or by emphasizing what you want the audience to think or do. Once you have announced
your conclusion, proceed to it directly. Don’t irritate the audience by talking for five or ten
more minutes.
After Your Presentation
 Distribute handouts. If you prepared handouts with data the audience will need, pass them
out when you finish.
 Encourage questions. If the situation permits a question-and-answer period, announce it at

the beginning of your presentation. Then, when you finish, ask for questions. Set a time
limit for questions and answers.
 Repeat questions. Although the speaker may hear the question, audience members often do
not. Begin each answer with a repetition of the question. This also gives you thinking
time. Then, direct your answer to the entire audience.
 Reinforce your main points. You can use your answer to restate your primary ideas (“I’m
glad you brought that up because it gives me a chance to elaborate on…….”). In
answering questions, avoid becoming defensive or debating the questioner.
 Keep control. Don’t allow one individual to take over. Keep the entire audience involved.
 End with a summary and appreciation. To signal the end of the session before you take the
last question, say something like “We have time for just one more question.” As you
answer the last question, try to work it into a summary of your main points. Then, express
appreciation to the audience for the opportunity to talk with them.
1.6 WRITING A SPEECH
It usually starts with writing down ideas. But first planning is important. The purpose of
planning a speech phase is to discover what you want to write, what you ought to write, and
what you should omit from your completed speech. Don't be the best man who forgets to
thank the bridesmaids, the eulogist who omits their fondest memory of the deceased, or the
speechmaker who is babbling on or worse, lost for words.
Planning your speech well will also give you confidence every step on the way to your
speech.
Notes:

The nature of the occasion will obviously have a great bearing on your speech. The occasion
will dictate not only the content of your speech, but also the duration, the tone, and the
expectations of your audience.
For example, humor may be inappropriate during a business presentation or a eulogy, while it
may be welcome during a wedding speech, or a sports event. You should also be aware of
your role and any observances that you should make during your speech (For example, a Best
Man ought to close his speech with a toast to the Bride and Groom).
The very first thing we must get to know before speaking in public is the occasion itself.
Knowing this distinction and taking the time and care to do your research, set you on the road
to a very special, memorable speech.
At the heart of every speech is a message. Your job as a public speaker is to pass that
message to your audience and in so doing, convey a theme, evoke an emotion or elicit a
response - be it emotional or otherwise.
The first step is to identify the single most important idea, theme or message you want to
convey in your speech. For example, if you identified the occasion as the retirement of much
loved lifelong company man whose grandson has just joined the firm, some potential themes
you identify may include:
 Family (grandson & grandfather, also the company family)

 Continuity
 Gratitude
 Respect
 The future
Once you have identified 3-7 potential themes, it's time to decide which of theme will be the
dominant one. Again, there is no right and wrong answer. It's your speech, pick the theme
that resonates most with you. It's important to note that the themes not selected as your
primary theme should still play a part in your speech. DO not discard them just yet.
1.7 THE SUBJECT OF A SPEECH

Most speeches are about a single person, a couple, or a group of people. At the outset of the
speechwriting process, you are likely to have a familiarity with the subject of your speech be
they a friend, relation, work colleague or even a celebrity. As such, you should try to organize
what you know about your subject(s) on paper.
Notes:

My favorite way to collect my thoughts about the subject(s) is to use a piece of paper with
helpful headings over blank paragraphs as an aid to your brainstorming. Samples of headings
could be:
 First impressions
 Fond memories
 Favourite Quotes
 Funny moments
 Features & Characteristics
Think about everything you can remember about the subject(s), in keyword form, under each
heading. Time will pass quickly and before you know it, you will have a page that should
summarize the subject perfectly and act as a terrific tool when writing your speech.
The audience
The audience, of course, are a critical part of delivering a speech.
At this stage of planning, it is important to realize that your audience are not there to be
lectured at. Your public speaking goal is to do one or more of the following:
 Engage your audience

 Stimulate your audience
 Entertain your audience
 Pique your audience's interest
 Convey a message, theme or order
Non-human Speech Subjects

Speeches can be about things too, be it a product, a country, an argumentative thesis, and so
on. of course, in those instances you should consult authoritative sources such as
encyclopedias, college professors and local library resources, to name but a few.
Note that even when the topic is non-human, a compelling story can often be told by focusing
on the people involved - for example the inventors or engineers of a product, modern or
historical figures of a country, or proponents or opponents of an argumentative thesis.
4.8 WRITING STRUCTURE
Opening
The first thirty seconds of your speech are probably the most important. In that period of time
you must grab the attention of the audience and engage their interest in what you have to say
Notes:

in your speech. This can be achieved in several ways. For example, you could raise a
thought-provoking question, make an interesting or controversial statement, recite a relevant
quotation or even recount a joke. Once you have won the attention of the audience, your
speech should move seamlessly to the middle of your speech.
Body
The body of your speech will always be the largest part of your speech. At this point your
audience will have been introduced to you and the subject of your speech (as set out in your
opening) and will hopefully be ready to hear your arguments, your thoughts or even your
ramblings on the subject of your speech.
The best way to set out the body of your speech is by formulating a series of points that you
would like to raise. In the context of your speech, a "point" could be a statement about a
product, a joke about the bridegroom or a fond memory of the subject of a eulogy.
The points should be organized so that related points follow one another so that each point
builds upon the previous one. This will also give your speech a more logical progression and
make the job of the listener a far easier one.
Don't try to overwhelm your audience with countless points. It is better to make a small
number of points well than to have too many points, none of which are made satisfactorily.
Closing
Like your Opening, the Closing of your speech must contain some of your strongest material.
You should view the closing of your speech as an opportunity. It is an opportunity to:
 – Summarize the main points of your speech

 – Provide some further food for thought for your listeners
 – Leave your audience with positive memories of your speech
 – End with a final thought/emotion (e.g. With well wishes to the Bride and Groom,
With fond memories of a departed friend, With admiration for winners and losers at
an awards ceremony).
Partial texts are taken from http://www.speech.com.
Notes:

1.9 Tutorial Questions
1. Comment on the protocols for showing visuals.
2. How are tone, pitch and stress used for emphatic purposes?
3. Describe the steps in giving a good presentation.
4. Write a speech. Topics will be given in class.
Notes:

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Effective Communication and Presentation Skills

UNIT 1: INTRODUCTION TO COMMUNICATION, ORAL

By the end of this unit, you should be able to:

 Understand elements that dictate an interview

1.2 INTRODUCTION TO COMMUNICATION

Communications is one of the most important aspects of business and

For our purposes, communication is the transmission of information and meaning

Idea / Message / Method – Channel – the role

Orality / Scribe / Media

1.2 PRINCIPLES OF COMMUNICATIONS

1-1 Effective Communication and Presentation Skills

 One needs to analyze the purpose of communications.

Encoders Purpose Audience

Politicians Public/ citizens/

1-2 Effective Communication and Presentation Skills

1.3 DEFINITION OF COMMUNICATION

The process of communication begins when

1-3 Effective Communication and Presentation Skills

1-4 Effective Communication and Presentation Skills

What is the message of the news article?

What codes are used to communicate the message?

Who is the encoder?

Who are the intended recipient of the message?

1-5 Effective Communication and Presentation Skills

Watch the video clipping and answer the following questions:

 What is the message? Purpose of the video clip?

Mood / Setting / Character / Message

1-6 Effective Communication and Presentation Skills

1.1 ORAL PRESENTATION – MODES OF DELIVERY

In today’s attention deficit culture, it is imperative for communicators to be instantly

Do you want to persuade management to install networked computers?

 Level of diction. In speaking, a simpler vocabulary and shorter sentences of less

1-7 Effective Communication and Presentation Skills

 The Curiosity Arousal

 The ‘Whoa’ Introduction

1-8 Effective Communication and Presentation Skills

background music to create warm / ambience

Hilarious Humour – lighten the mood / rapport with the audience

Don’t start your speech with a joke.

Wit and Wisdom

1-9 Effective Communication and Presentation Skills

The use of euphemism in news articles

1-10 Effective Communication and Presentation Skills

PSA, DBS, SIA – quasi government

1-11 Effective Communication and Presentation Skills

1-12 Effective Communication and Presentation Skills

 "He is the very pineapple of politeness."

1-13 Effective Communication and Presentation Skills

Politically Correct Substitutions

1-14 Effective Communication and Presentation Skills

Computer: machine bearing immense power and fallibility

Gestures and Movement

1-15 Effective Communication and Presentation Skills

Elocution and Enunciation

Eg. “For richer, for poorer….” – Marriage Vows

“ Now is winter of our discontent

Turned glorious summer by this son of York”

1-16 Effective Communication and Presentation Skills

Metaphor and Simile

Metaphor– states that one thing is something else

Simile – is a comparison using as or like

Refers to the emotional meaning in the sounds you are making.