Before you start your presentation it would be a smart idea to go and inspect the area you will be presenting in, when you get there you could listen for background noises that could interrupt or distract the audiences. If the traffic from outside is loud you could try closing doors and windows to help drown out the noises. If there is an air-conditioning unit that is humming loudly then you could switch it off for the duration of the presentation.
There are many forms of distractions that could occur during a presentation which may interrupt the flow of thoughts of the audience. IE: People leaving/arriving late, Mobile phone beeping. [Refer to Background Noises]
A lot of the time distractions are out of control of the person doing the presentation, mobile phones can be reduced by reminding the audience to switch them off at the start of the presentation.You could maybe wait about 5 minutes at the beginning of the presentation if some one is running a little late else you could just start it and when you could remind those that have to leave early to do it quickly and quietly and try their best not to distract others around them.
Having a presentation that is really long would mean that eventually the audiences would start to lose concentration and you would just be speaking in vain, having the presentation short with key points and one example would be enough to get your point across.Using lots of technical terms for that the general public might not understand will cause loss of concentration very quickly, keeping your presentation suitable for all audiences and targets as if they understand what you are talking about then they will hold concentration longer.Just reading from the PowerPoint presentation is boring and dull and the audiences will lose concentration quickly, try to only keep key points on the subject you are presenting and elaborate on the key points, the audiences will then be more inclined to look and listen to you. You can also try using open and probing questions with the audiences to get them more involved in your presentations.
Not using the correct terminology can, not only cause confusion, but it can also cause complete loss of interest in the presentation that you are performing. If you use really vague terminology to relate to the presentation, such as stuff, thingy and example it can lead to others not being able to relate the work that you would be connecting correctly. Also if you are doing a professional presentation you should be trying to use technical terminology relevant to the topic of the presentation, failure to do so could cause a lack of interest and look bad on your behalf.
To prevent your audiences not understanding your terminology a good way would be to hand out leaflets at the beginning of a presentation that has basic terminology on it then just stick at that level of communication, another way would be to just use a basic level of terminology, but to keep it at a professional level.
A few ways to lower the language barriers would be to; have some knowledge of that persons languages already, hire an interpreter to translate for you or you could get a translating dictionary as well.Learn a little about other cultures, such as what and gestures are considered polite and what ones are considered offensive.
When doing a presentation it would be wise to remember that there will most likely be people there from other cultures. Hand gestures mean different things in other cultures, so what you thought was a polite gesture, it could offend people from other cultures. Communication could be hard if neither of the people speak the same language.
Spelling and grammar are vital to communicating effectively, if a vital message in your presentation is misspelled then the audiences might misinterpret it into something else and that key point of your presentation might not get across.
Effective ways to prevent spelling and grammar mistake would be to spellcheck all your work and to make sure that you proof read everything before presenting it, also getting a second opinion from a friend of co worker could reduce the chances of mistakes.
Deadlines often have to be met when at work and meeting these deadlines can be stressful, meaning that the work can sometimes be rushed. If work is rushed then that means it would be more likely for there to be mistakes in the work. When rushed messages could be shortened and key information in the messages could be interpreted wrong or not given atall.
Allowing yourself enough time to start and finish work efficiently is key to eliminating time pressures, if you allow yourself more time then key points wont be missed and information wont be re laid incorrectly.
Keeping the audiences interested in your presentation is difficult but can be achieved. Using a monotone voice when presenting, a boring subject and not including the audiences when presenting are all ways of losing interest in work that you are doing.
When presenting to an audience you should try and keep your slides interesting, this can be done by adding interesting videos pictures and clip arts, you can also use your voice to hold the attention of the audience. This is achieved by using different pitches and tones on the relevant subjects. You can also keep interest by asking questions at regular intervolves, by asking open and probing questions to the audiences they will get a sense of involvement meaning they will be interested in the subject.
When presenting work it would be good to not let emotions get involved, if the presenter is in a bad mood then the audience can interpret the message he is trying to relay as a bad one when its actually a good one, also if he doesn’t emphasise that a bad point is being made when in a good mood the audience might not get the severity of the point.
Try not to let your emotions interfere with work as this generally cause issues and can mean key messages and points getting misinterpreted. But if you effectively can relate an emotion to a message then it can have a good impact on the presentation, by being in a happy and clear minded mood when presenting a good point it invokes interest in the audiences.
Barriers to communication final
Barriers tocommunication By Tom Wright
The term noise is defined as unwanted sounds. Ranging from air conditioners humming to cars.Background noise!
Prepare the room or meeting hall that you will bepresenting in beforehand!Remove/ switch off sources of the backgroundnoises, Close doors and windows, which could helpdrown out the sounds of traffic.An IT related way to avoiding background noise wouldbe to wear noise cancelling headphones and have thepresenter communicate through the headsets.Sennheiser HD 202 Closed Back On-ear StereoHeadphone, price is £29.http://www.amazon.co.uk/Sennheiser-HD-202-Closed-Headphone/dp/B003LPTAYI/ref=sr_1_1?s=electronics&ie=UTF8&qid=1323855960&sr=1-1How to avoid background noises?
Forms of distraction: - Arriving late - Leaving early - Mobile Phones - Other sources of unwanted noise.Distractions.
Remind the audiences to switch off their mobile phonesWait a little bit at the beginning for late comersRemind those that have to leave early to leave silently and don’tdistract those that are staying.An IT way to avoid distraction would be to use some tablettechnology, the person would be able to interact with thepresentation and would be less likely to be distracted.Prices range from £70 and above and the make isA1CS X220 TABLEThttp://www.amazon.co.uk/gp/product/B004F33FJ6/ref=s9_bbs_bw_d0_g147_ir01?pf_rd_m=A3P5ROKL5A1OLE&pf_rd_s=center-2&pf_rd_r=11G51H41CJPN5AXCDJX4&pf_rd_t=101&pf_rd_p=268138327&pf_rd_i=429892031How to avoid distractions.
Presentations being to long.Having a lot of difficult information to take in all at onceHaving a presentation that is boring which doesn’tinvolve the audience.Loss of concentration
Keep your presentations short and only reveal key information and one source to back it up. Keep the audiences involved by asking open and probing questions to them, and avoid reading from PowerPoint slides word for wordIT ways to avoid distraction would be to use an improvedform of presenting software, by upgrading the software it willgive the user more possibilities to hold concentration. Pricesare around £90 and this is for Microsoft PowerPoint.http://www.amazon.co.uk/Microsoft-PowerPoint-2010-PC-DVD/dp/B0039L2XSOHow to avoid loss of concentration
Not using correct terminology can cause confusion and loss of interest. Correct technical terminology should be relevant to the presentationTerminology
Hand out leaflets to reduce barriers involving terminology. Use a simple but professional level of terminology. One way to increase the terminology of a presentation would be to do it via an Ipad 2 and have the ability to check over the oresentation.Prices start from £416 http://www.amazon.co.uk/Apple-iPad-2-16gb- WiFi/dp/B004TW8XHC/ref=sr_1_2?ie=UTF8&qid=132 3859576&sr=8-2Terminology
Hiring an interpreter or using a translating dictionary can lower the language barriers Learn what certain hand gestures mean in other cultures.Cultural differences
Language barriers can be hard to overcome.Certain hand gestures could mean different things indifferent cultures.Another way to over come cultural differences would beto use a translating dictionary. Prices start from £20and the make is Franklin TWE-118 Pocket 5 languageEuro translator.http://www.amazon.co.uk/Franklin-TWE-118-Pocket-language-translator/dp/B00005MMOS/ref=sr_1_6?ie=UTF8&qid=1323856897&sr=8-6Cultural differences
Key points might not get across if there are spelling and grammar mistakes.Spelling and grammar
Proof read and spell check all your work before presenting. Getting a second opinion on your works grammar and spelling. Electronic dictionaries are useful ways of helping you to check your work for spelling mistakes and the thesaurus can be used to improve your grammer The Seiko Concise Oxford Dictionary: Thesaurus and Spellchecker is £40 to buy. http://www.amazon.co.uk/Seiko-Concise-Oxford- Dictionary- Spellchecker/dp/B000IUP6ZG/ref=sr_1_1?s=officeproduct &ie=UTF8&qid=1323857941&sr=1-1Spelling and grammar
Pressure to meet deadlines can reduce communication. Messages can be partially given and key information not re-laid.Time pressures
Organise time so that key information wont be missed Allow time for correcting work and meeting deadlines One way to improve your time management and low the pressures of dead lines would be to use Apps for a smart phone, to periodically remind you of deadline hand ins, evernote app is good for this and is Free http://www.evernote.com/Time pressures
Not including the audiences cause loss of interest. Boring issues and incorrect terminology can cause loss of interest.Loss of interest
Keep the audiences involved by asking regular open and probing questions. Use interesting slides, videos and pictures to hold interest. One way to increase the interest of a presentation would be to do it via an kindle and have the audience interact with the presentation after uploading it to the device.Prices start from £89http://www.amazon.co.uk/dp/B0051QVF7A/?tag=googhydr-21&hvadid=10014279886&ref=pd_sl_8zhzag4q85_eLoss of interest
Emotions can mean the audience misinterpret the information.emotions
Try to relate emotion to key points I.E if it is a negative point relate with anger.Ways of overcoming emotional issues that would be a barrier to your communications would be to use a type of stress relieving CD, the CD invokes calming and stress relieving emotions in the user, and would be useful to listen to before a presentation.Natural Stress Relief prices start at £23 http://www.amazon.co.uk/Natural-Stress-Relief-Dan- Gibson/dp/B00004U4UT/ref=sr_1_2?ie=UTF8&qid=1 323858539&sr=8-2emotions
Being inconsistent can cause confusion during presentations. It could lead to repetition of key points or confusionInconsistency
By reading over your work and proof reading it you can avoid being inconsistent. To avoid inconsistency you could use project planning types of software that allow you to plan ahead. Microsoft project is a type of project planning software and is priced at £500 http://www.amazon.co.uk/Microsoft-Z9V-00008- Project-2010- PC/dp/B003FO0QJ8/ref=sr_1_3?ie=UTF8&qid=1 323858874&sr=8-3Inconsistency