Communication Skills

BM002-4-0

Diploma - Foundation (Level 0)

 Topics & Structure of Lesson

• Presentation Skills
– Introduction
– Developing speeches and presentations
– The art of delivery
– Team presentations

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 Learning Outcomes

• At the end of this chapter, you should:

– Know how to prepare speeches and presentations,
and
– Be able to deliver speeches and presentations.

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 Introduction
• In business organizations, there are many occasions that call for a
speech or presentation e.g. instructions, training presentations,
oral reports, etc.

• Usually, they aim to inform, persuade or entertain the audience.

• To be able to communicate effectively to superiors or

subordinates, it is important to plan well & to present the
materials confidently (?)

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 Developing Speech or Presentation

• Speaking to a group enables the speaker to receive

information as well as send it simultaneously.

• Speaker can also capitalize on nonverbal signals to

convey information to and from the audience.

• Speaker can draw from audiences’ ideas and use them to

reach a mutually acceptable conclusion.

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 Developing Speech & Presentation
contd.

• To prevent the audience from losing interest or

getting lost, the presentation should have the
following components:

– Introduction
– Body
– Visual Aids
– Ending
– Question & Answer Session

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 The Introduction
The introduction should:

Arouse interest in the topic

 Appeal to human nature
 How they will be affected

Establish credibility
 Author
 Research done

Prepare the audience for what is to come

 Subtopics that going to be covered
 Handouts to refer

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 The Body

• The bulk of the speech or presentation should

be on the main points of your outline.

• Emphasizing structure
– Structure should be clear.

– Summarize at appropriate intervals.

– Emphasize transitions from one point to the next.

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 The Body contd.

• Holding audiences’ attention

– Relate subject matter to audiences’ needs, use
clear language and relate subject to familiar ideas.
– Pause for questions and comments.

– Use visual aids to clarify and stimulate your ideas.

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 The Visual Aids
• Visuals can be used as a tool for remembering details
of the message.

• It increases the audiences’ ability to absorb and

remember information.

• Designing visual aids

– Text visuals can be used to preview and summarize
the message.

– Graphic visuals illustrate main points and help

audiences grasp numerical data, etc.
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 The Visual Aids cont.
• Presenting visual aids
– Be sure everyone can see the visuals.

– Allow audience time to read it.

– Illustrate only the main points.

– Remove it when you have finished discussing the point.

• Selecting the medium

– Visuals can be presented via handouts, flipcharts,
slides, etc.

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 The Ending
• Restate main points

– Summarise main idea and restate main points.

– Emphasize what audience should do or think and state

key motivation.

• Outline next steps

– Be sure that everyone agrees on the outcome and

understands what should happen next.

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 The Ending cont.

• End on a positive note

– The end should leave a strong and lasting

impression and close on a positive note.

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 The Question-and-Answer Session

• Answering questions and comments during

presentations interrupts the flow of the
presentation and reduces speaker’s control of
the situation.
• Encourage questions if you are addressing a

small group but ask a large group to defer

questions until later.
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 The Art of Delivery

A. Delivery Methods
1. Memorizing (×)
• Avoid memorizing a whole speech

2. Reading (×) (√)

• Read if it is a technical or complex
presentation.

• Practice enough so that you can still have

some eye contact with your audience.

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 The Art of Delivery cont.

3. Speaking from notes (√)

• Use an outline, note cards or visual aids.

• Gives speaker something to refer to and still allow

for eye contact and interaction with audience.

4. Impromptu speaking (√)

• Speaking without advance warning.

• Think for a moment about what to say.

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 The Art of Delivery cont.

B. Preparing for Successful Speaking

– Build self-confidence through practice.

– Check location for the presentation in advance.

– Check room for outlets needed for projector, etc.

– Check for other items needed for presentation.

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 The Art of Delivery cont.

C. Delivering the Speech

– Speaker may overcome nervousness by:
• Preparing more materials than needed
• Think positively about the audience and what is
to be said
• Be realistic about stage fright
• Use visual aids to maintain and revive interest

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 The Art of Delivery cont.

– If audience is losing interest, pull them back by

involving them in the action and do not panic!

– Maintain eye contact with the audience so as to

appear sincere, confident and trustworthy

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 The Art of Delivery cont.

D. Handling Questions

– The key to handling questions effectively is

preparation.!!!

– Before a presentation, think of the questions that

may be asked and be ready with answers.

– Focus attention on person asking the question.

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 The Art of Delivery cont.

– Repeat the question to confirm understanding and to

be sure the audience heard it too.

– If question is vague or confusing, clarify it and then

give a simple, direct answer.

– If audience is hostile, respond unemotionally.

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 Team Presentation

– A series of people deliver the entire presentation.

– Group must meet to structure presentation, discuss visual

aids, divide speaking responsibilities and rehearse
together.

(Presentation can appear disjointed)

– Visual aids should appear consistent.

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 Team Presentations cont.

• If there is a Q & A session, assign a person to

handle each question or each person
automatically answers questions in their own
defined areas.

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 The End

Questions? 

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