Technical

Communication
Unit- III
Presentations

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• A presentation is a formal talk to one or more persons
that “presents” ideas or information in a clear,
structured way. All presentations have a common
objective: they are given in order to inform, train,
persuade or sell.

• Presentation can be defined as a formal event

characterized by teamwork and use of audio-visual aids.
The main purpose of presentation is to give information,
to persuade the audience to act and to create goodwill.
A good presentation should have a good subject matter,
should match with the objective, should best fit the
audience, and should be well organized.
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Elements of Presentations
1. Presenter – The person who give
the presentation
Presenter 2. Audience – The people for whom
the presentation is meant. The
audience usually shares some
common characteristics, like they
Audience belong to particular age group or
profession or any such attribute.
3. Specific Content – This is the
Specific content of the presentation, which
Content
is formulated with a major
objective to be achieved.
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Designing a Presentation

Introduction

Main Body

Conclusion

Question and Answer Session

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Introduction
• Main purpose of introduction in a presentation
a) Is to break the ice
b) Arouse the audience interest
c) Establish rapport
d) Make them listen

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• The introductory part of the presentation accomplishes
the following:
a) Capture the listeners attention
b) Give your audience a reason to listen
c) Establish your competence
d) Introduce your topic and preview of your presentation

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Main Body of the Presentation

• It consists of the key ideas, facts, figures and and

supporting material that is considered necessary.

• It should be in right sequence.

• The point should be organized in order of importance,

the main points followed by subsidiary points.

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Conclusion
• Conclusion provides the last chance to sell the idea.
• Unless the conclusion is well planned and well delivered,
what has been built up in the body of the presentation may
be lost.
• The benefits of the ideas to the audience may be
highlighted in the final stage.
• A call for action may also be a good conclusion.

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Question and Answer Session
• After concluding the presentation, the speaker should
thank the audience for their patience and cooperation
and motivate them to raise their queries, if any.
• Always be humble and polite in answering the
questions.
• Encourage the audience to ask questions by saying. “ I
would love to answer if anybody has any questions to
ask.”
• Somebody who has asked the good question must be
complemented.
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 A presentation is an opportunity to
address an important issue with an
individual or group of persons. A
technical or business presentation
is a forum to influence people
towards a desired action or
thought. Technical or Business
presentations are persuasive in
nature.

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Forms/Types of Presentations
• According to the purpose presentations are classified as:
1. Informative Presentations: Informative presentations teach,
demonstrate or instruct an audience on some topic or
process such as policies and rules. These are also called
„tell‟ presentations.
2. Persuasive Presentations: Persuasive presentations are
designed to induce an audience to accept a belief or
action. These are also called „sell‟ presentations.
3. Motivational Presentations: Motivational presentations are
designed to reassure the audience. These are also called
„join‟ presentations.
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• On the basis of audience profile presentations can be
classified as:

1. Internal Presentations: These presentations are made to

internal audience. The audience consists of the
employees or students and can be known or unknown to
the presenter.
2. External Presentations: These presentations are made to
external audience. It consists of prospective clients,
vendors or partners and are generally unknown to the
presenter

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• Based on the time available to prepare, presentations
can be categorized as:

1. Impromptu Presentations: These presentations are

made without any planning or preparation.

2. Planned Presentations: The presentations are made

with careful planning and preparation.

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Interpersonal Communication

Interpersonal
communication is the
process of exchange of
information, ideas and
feelings between two or
more people through
verbal or non-verbal
methods.

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Features of Interpersonal Communication
• Interpersonal Communication is continuous, we constantly
share or send verbal and non verbal messages.

• Interpersonal Communication is irreversible, once the

exchange takes place, it can never be ignored or taken
back.

• Interpersonal communication is situated, it occurs between

a special communication setting that affects how the
messages are produced, interpreted, and coordinated.

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Elements of Interpersonal Communication

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Classroom Presentation

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• The Classroom Presentation is comprised of short
discussions, demonstrations, and activities related to a
particular topic.

• The goal of a classroom presentation is to help in

effectively conveying information in a way that allows
the listeners to remember what is said.

• The classroom presentation is a two way

communication as a lecture involving Q/A method. But
the presentation is presented by a presenter.
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• The presenter addresses the specific audience with the
help of audio visual aids.

• The students get the opportunity to make presentations

in the classroom after completing their project.

• Classroom Presentation helps in building confidence

among the students.

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Tips to Power up Classroom Presentation:

• Use as Many Slides as You Need

• Minimize Verbosity
• Maximize Visuals
• Reduce Noise
• Highlight What You Are Talking About
• Repeat Yourself Redundantly
• Dress Appropriately
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 Methods of Classroom Presentation
• Use both Verbal and Non-
Verbal mode of
communication.
• Consider classroom as the
podium for presentation.
• Voice should be clear and
loud.
• Maintain right tone, pitch
and speed.
• Make use of appropriate
facial expressions and
gestures.

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Style of Classroom Presentation
• It should be systematic.

• It should have a beginning, middle and end.

• Level of content should match the level of audience.

• It should be comprehensible and interesting to the

listeners.
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Paralinguistic Features During Presentations
• Keep Moderate Pitch:
neither too low nor too high.
• Neither be too fast in pace
nor too slow.
• Clarity in speech.
• Include variation on
delivery.
• Stress on important points.
• Tone should not be
monotonous. Don‟t shout.
• Pause should be there at
right time and at right place.

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Individual Conferencing
• Individual Conference is a critical tool of supervision
arranged to facilitate interaction, sharing and feedback
between supervisor and subordinate in a systematic,
planned and confidential setting.

• It is supposed to be held every week during the assigned

time.
• It provides a platform to discuss the issues and concerns
arising out of the field work.

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Advantages
• Individual conferences meets the needs of the
individual workers.

• It provides a forum for the students to discuss regarding

the problem they face.

• It gives the students the privacy required to express

their thoughts and feelings to the faculty supervisor.

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Public Speaking

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• Public speaking skills refer to the talent of effectively
addressing an audience. Whether it is in front of a
group of people you already know or a crowd of
complete strangers, your ability to communicate to
them with clarity and confidence is known as your
public speaking skills.

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• Public Speaking is the process of speaking to a group of
people in a structured, deliberate manner intended to
inform, influence, or entertain the listeners.

• Traditionally, Public speaking was considered to be a

part of the art of persuasion.

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 Significance of Public Speaking
• Improves Confidence
• Better research skills
• Strong deductive skills
• Demonstrates
Knowledge
• Differentiate you in your
workplace.
• Opportunity to promote
yourself
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Qualities of a Good Speaker
A good speaker is:
• Lively, interested, enthusiastic and vital
• Responsible towards his listeners
• Able to manage his time appropriately
• Able to select an appropriate subject and does not stretch it
too much
• Able to show leadership qualities

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Method of Public Speaking
A presenter should undertake following steps to go on with
the presentation:
• Identify the goal and purpose of the presentation.
• Analyze the audience and their needs.
• Design and organize the information.
• Decide on the medium of presentation and visual aids.
• Body Language.
• Voice Dynamics
• Handling Questions
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Techniques of Public Speaking
• Clarity of Substance
• Emotion
• Humor

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Clarity of Substance in Public Speaking
• Content of the message
• Audience expect something concrete and shares the
same.
• The speaker strength lies in arresting the attention
of the listeners by the depth of knowledge and the
versatility of the experience.
• Change the mindset of his listeners
• Remembers the speaking goals.
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Humor in Public Speaking
Humor can be used as a powerful tool by the speaker for:
• Injecting energy into a room
• Grabbing the audience attention
• Making people attentive
• Developing interpersonal relations
• Making speech interesting
• Enabling the speaker to persuade as well as give delights
• Strengthening personal and organizational objectives.

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Emotions in Public Speaking
• Helps to connect with the audience
• Make people more receptive
• Audience feel the heart of the speaker
• Enthusiasm and high earnestness penetrates the heart of
the audience by overwhelming and transforming them.
• Energizes the audience
• Keep the audience engaged.

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Modes Of Presentation

• Extemporaneous Mode
• Manuscript Mode
• Impromptu Mode
• Memorization Mode

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I. Extemporaneous Mode
An extemporaneous speech is actually a well-prepared
speech that relies on research, clear organization, and
practiced delivery. It is neither read nor memorized, so it is
never delivered exactly the same way. Most extemporaneous
speakers rely on notes of some sort, using index cards or
technology, such as PowerPoint.
Advantages:
i) As enough time is available, theme can be presented in best
possible structured way.
ii) Due to thorough preparation speaker is confident and assured.

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iii) Adaptation is also possible if need arises.

iv) Delivery sounds natural and spontaneous.

Disadvantages:
i) If preparation is inadequate, presentation can derail.

ii) If relied too much on notes , spontaneity could be

lost.
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II. Manuscript Mode
• In this mode presentation is written out and the
speaker is supposed to read it aloud word by word.

Advantages:
i) It is permanent and accurate record of presentation.
ii) There is no chance of tampering with facts and
figures.
iii) The material is organized systematically.

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Disadvantages:

i) Due to reading, there is less time for the speaker to

make eye contact with the audience.
ii) There is no interaction with the audience.
iii) Adaptation is difficult, if need arises.

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III. Impromptu Mode
• In this mode presentation is
made informally without
preparation.
• An impromptu speech is when
you're asked to speak in public
without prior notice. It can be
one of the most
terrifying speeches you'll ever
do; standing up in front of a
crowd and having to speak for a
few minutes without preparation

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Advantages:

i) The speaker sounds natural, if he is confident.

ii) Speaker gets the chance to express his thoughts
irrespective of what others think.
iii) There is high level of spontaneity in presentation.

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Disadvantages:

i) The presentation is less organized.

ii) Chances of rambling are high id ideas are not
appropriate.
iii) There is frequent use of vocalized pauses

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IV. Memorization Mode

This mode of delivery

calls for memorizing
the material to be
presented. This mode
stands between
extemporaneous and
manuscript mode.

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Advantages:

i) Since the speaker delivers from memory, he has

enough time for eye contact with the audience.

ii) The speaker can easily move and make best use of
non-verbal communication.

iii) High level of interaction with the audience.

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Disadvantages:

i) It requires too much time for memorization.

ii) If not rehearsed properly, delivery might fail.

iii) No flexibility and adaptation is possible during the

speech

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Stage Fear
Stage fright or performance
anxiety is the anxiety, fear, or
persistent phobia which may be
aroused in an individual by the
requirement to perform in front
of an audience, whether actually
or potentially (for example, when
performing before a camera).

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Causes of Stage Fear

• Lack Of Confidence
• Being Unprepared
• Performance anxiety
• Feeling of speechlessness
• Forgetting the lines

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Strategy for overcoming Stage Fright
I. Strategy in prior to presentation:
i. Develop an interest in the topic.
ii. Reserve enough time for preparation.
iii. Anticipate possible questions and prepare the answers
accordingly.
iv. Practice the opening statement several times.
v. Rehearse the presentation to make yourself comfortable
and confident.

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II. Strategy just before the presentation:

i. Arrive early at the venue and check all the

preparations, equipment, facilities etc.
ii. Get to know the audience and interact with them to
make yourself comfortable.
iii. Take long breathe have some water.
iv. Walk around to control your anxiety.
v. Concentrate on your ideas.

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III, Strategy when the presentation begins:

i. Feel good about the presentation and walk on the stage

taking deep breath.
ii. Do not begin in hurry. Look at the audience in friendly way
and with a smile.
iii. Maintain eye contact.
iv. Take hold of the dais to support yourself.
v. Focus on your strengths to handle challenging situations.
vi. Avoid negative thoughts.
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Audience Analysis
Audience analysis the process
of learning.
 Who your audience is?
What they are thinking?
How can you best reach
them?

Thoughtful audience analysis

is the best habit you can
develop as a speaker.

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• A speaker should have some knowledge about the
audience beforehand like their age, gender, interest,
background, nature etc.

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Ways to develop Audience Profile

• Identify the primary audience.

• Determine the audience size.
• Determine audience competition (recognize their
needs, interests, attitudes, cultural background etc.)
• Gauge audience‟s level of understanding.
• Project audience‟s expectations and preferences.
• Estimate audience‟s probable reactions.

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Locale
Another important factor which may conduce to proper
understanding of message is the locale i.e., the physical
environment.
• Place of presentation.
• A podium or a table provided.
• Seating arrangement, room temperature, lighting.
• Presence of Visual Aids

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Retention of Audience interest
• Verbal Elements:
i) Make use of word pictures i.e. give speech a graphic
quality by painting word pictures to facilitate audience‟s
imagination.
ii) Use warm and impact words to connect with the
audience.
iii) Use similes and metaphors to add impact to the
presentation.
iv) Ensure smooth flow of the ideas.

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• Non Verbal Elements:

i) Wear formal dress and use simple accessories.

ii) Maintain proper eye contact.
iii) Use well timed gestures.
iv) Stand tall and straight.
v) Do not come very close to the audience.

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• Vocal Elements:

i) Speak with enthusiasm and sincerity.

ii) Avoid fast delivery.
iii) Adjust the volume of your voice.
iv) Use silence and pause effectively.
v) Articulate each word clearly.

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 Methods of Presentation:
Impersonal & Interpersonal

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Impersonal Communication
• Impersonal communication is the opposite of
personal communication. In this type
of communication you do not personally know the
person you are speaking to. The conversation itself is
superficial and not at all detailed. It is often related to a
specific context such as the event on hand.
• It is based specifically on social roles, such as
communication between sales representative and a
potential customer.

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• Manner of communication is formal and superficial,
covering topics necessary to instigate a sale or similar
transaction.
• Role: People are not acquainted with each other and
the conversation in general.
• Context: Conversation is not detailed instead grazes
over a subject.
• Treatment: Person is treated as an acquaintance.
• Dialogue: Here, dialogue is less expressive.
• Feelings: They are not involved in the conversation.

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Example:

Occupation of being a financial advisor is often

accompanied with impersonal communication with
conversation usually being limited to business.

However, a doctor often involves more personal

communication or in depth relationship.

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Interpersonal Communication
• Interpersonal communication is the process by which
people exchange information through verbal and non
verbal messages.
• It includes:
1. Ability to listen & understand.
2. Problem Solving
3. Decision Making
4. Personal Stress Management
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 Interpersonal Communication Impersonal Communication

They are common in the business market, where

An exchange of information between two or
personal relationships and emotions are not
more people.
required to complete the interaction.

Interpersonal communication takes place This type of interaction allows people to make
between people interdependent who have some statements they may not make if the other one
knowledge about each other. is in person.

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 Interpersonal Examples Impersonal Examples

The interaction between a salesman and a

A father and his son talking.
customer.

A conversation between a teacher and a

Someone receives an email with publicity.
student.

A non verbal conversation between two friends

Ordering food at a restaurant.
in a meeting at work where they can not talk.

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Audience Participation

• An audience is a collection of people watching or

observing something such as a television program, live
speaker, or theater performance, or it can refer to
people who share a preference for the same type of
performance.
• A group of persons assembled to hear and see a
speaker, a play, a concert, etc.

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• A presentation becomes more interactive if the
audience participate in it.
Tips to be followed:
• Ask audience a series of questions.
• Use of varieties of sentences.
• Tell a joke
• Ask audience to repeat information
• Add videos
• Use proper modulation of voice

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Quiz
• A quiz is a game or competition in which someone tests
your knowledge by asking you questions.
• Audience tend to actually read the material.
• Audience are placed in the right attitude for learning.
• Audience feel more confident to discuss the material.
• Audience raise their knowledge by simply reading the
material.
• The quiz provides a good lead-in for either a lecture or
discussion of the material.

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Interjections
• An interjection is a word or
expression that occurs as an
utterance on its own and
expresses a spontaneous feeling
or reaction.
• It is a diverse category,
encompassing many different
parts of speech, such as
exclamations, curses, greetings,
response particles, hesitation
markers and other words.

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• an interjection is a word that you throw in between
sentences or thoughts to express a sudden feeling.

• There‟s no strict rule about where an interjection must

go in relation to other sentences.

• You can use an interjection before or after a sentence

that explains what‟s going on.

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 Thank you
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Kanpur