DA010 - Professional Diploma in Public Relations - COMM6005EP Public Relations Presentation and Communication Skills (2011/10) Lecture 4What makes face-to-face presentations effectiveDeveloped and Presented byRoy Ying, Msc., B.Comm.Note: Pictures used in this power point fileis for academic Purpose only
Table of Content• Advantages and limitations of written, oral and online communications• Reasons for a face-to-face presentation to be more persuasive• Dos and don’ts in presentation delivering• 12 critical elements in effective powerpoint presentation• Handing out assignment one topic
The Advantages of Verbal Communication Over Written Communication• The Message is Personal – Although todays technology drives much of the worlds communication, at times it leaves out a very important human element --- the art of real conversation. – Verbal communication offers a stronger sense of belonging to the subject and to the person to whom you are communicating.
The Advantages of Verbal Communication Over Written Communication• The Message is Heard – The advantage of verbal communication opposed to written communication is that you are better able to distinguish the message by the tone of the persons voice. – Like body language, a persons tone of voice can offer much more information than the message itself.
The Advantages of Verbal Communication Over Written Communication• The Message is Open for Dialogue – Although you might be better able to organize your thoughts on paper, the impact might not be as powerful as it could have been if you were to have opened up a verbal dialogue.• The Message Demonstrates Respect – Verbal communication demonstrates a certain sign of fairness and respect, especially when the message you are communicating is a sensitive one.
Why presentations like this must be face to face?
Written Communications - Pros• Written communication helps in laying down apparent principles, policies and rules for running of an organization.• It is a permanent means of communication. Thus, it is useful where record maintenance is required.• It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge.
Written Communications - Pros• Written communication is more precise and explicit.• Effective written communication develops and enhances an organization’s image.• It provides ready records and references.• Legal defenses can depend upon written communication as it provides valid records. Class discussion: Class discussion: What kind of PR What kind of PR presentations presentations should be written? should be written?
Written Communications - Cons• Written communication does not save upon the costs. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters.• Also, if the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous.• Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time.
Written Communications - Cons• Effective written communication requires great skills and competencies in language and vocabulary use.• Poor writing skills and quality have a negative impact on organization’s reputation.• Too much paper work and e-mails burden is involved.
Can a piece of written news make it on the news?
Online Communications• Let’s do this together Class discussion: Class discussion: Class discussion: Class discussion: What can be What can be What advantages What advantages classified as online classified as online there are in using there are in using communications? communications? these tools? these tools? Class discussion: Class discussion: Class discussion: Class discussion: What are the draw What can be done What can be done What are the draw to create effective backs? backs? to create effective communications? communications?
Why study online Communications? Why should we care? THAT WAS 2010……..
1. Reciprocation - we feel some obligation to return favors.• If a person has made the effort to prepare and deliver a face-to-face presentation, we are likely to reciprocate by carefully considering what they say. We owe them that.• When I watch a presentation online and the presenter fails to engage me I have no hesitation in clicking away. Class discussion: Class discussion: How would you feel ifif How would you feel you differently you differently between walking out between walking out of a class and turning of a class and turning off youtube? off youtube?
2. Commitment & consistency –if people make a commitment,they are likely to follow through• Attending a live presentation and devoting time to it, is a form of commitment. So in order to act consistently with that commitment, audience members may be more likely to take action based on the presentation. Class discussion: Class discussion: How do you think the How do you think the no-show rate would no-show rate would differ between a paid differ between a paid and a free seminar? and a free seminar?
3. Social proof – we look to other people as peers behavior• Being part of an audience is a very different experience to watching a video of the same presentation online by yourself.• Some reporters go to press conferences just to find out what others are writing. Class discussion: Class discussion: What differences do What differences do you get between you get between watching a concert watching a concert live vis-à-vis its DVD? live vis-à-vis its DVD?
4. Authority – we tend to obey authority figures• Are we more likely to judge someone as authoritative when we see them face to face? Class Class •• How would you How would you judge him ififyou judge him you only listen to only listen to him on radio? him on radio?
5. Liking – we’re more easily persuaded by people we like.• Deciding whether we like someone we’ve seen or met online, takes time.• Meeting people face-to-face, we can make millisecond judgments about whether we like them.
6. Scarcity – believing something is scarce makes us want it.• A live presentation is by definition scarce – being part of it is to feel part of something exclusive and special.• When we see something on the internet, in most cases, we know that it’s also available to millions of other people – nothing special or exclusive about that.
General Rules in PPTpresentation preparing(slides)
General Rules• Remember KISS: Keep It Short and Simple. Your slides should include the key points only, with one idea per slide.• A good rule of thumb is to have about one slide per minute. A 15- to 20-minute presentation would have about 20 slides maximum.
6 x 6 rule• 6 words per line x 6 lines per page
Large font for title• Usually 32 to 44 for headlines• No less than 28 for text
Consistency• Don’t use different fonts, colour and size (unless it’s for a reason)
Action words• Use verb to start off your bullet points• It gives the audience a sense of action
Can people read?• Do you really need to fill your page with so much statistics?
Use data label• Numbers mean a lot to reporters
Citation• It is important to list down the source because the reporter will quote you otherwise
6 x 6 Rule Applies to Tables• Think of why you put in this table. What’s the point if people can’t read it?
Why not 3 dimensional graph?• Numbers may get distorted
• Anything else you think are missing from these 10 tips?
8 Elements in effective powerpoint presentation
1.Select or create your own theme.• Clarity is what you should be looking for
2. Use Audio and Visual• A recorded clip• A youtube video• A sound bite from a famous public figure• An illustration of complex concept• A track of music• These are all tools you can use to make your presentation more lively
3. Use pictures and graphs to illustrate key points• A picture is worth a thousand words• Why write when you can draw?
4. Use animation wisely• It’s a nice touch, but don’t over kill because you don’t want audience to focus on your images over your content.
5. Outline your ppt• Do you really need so many slides?
6. Use masters and layouts to save time and better results
7. Consider difference between on screen and printed presentations• Know whether the audience will be given a printed copy of the presentation• Things to avoid include: – Dark background colour – Animation and special effects – Hyperlink (if necessary, include URL) – Fonts that may become unreadable when printed on paper
8. Stay in control of your ppt• Tell people, including yourself where you are in a presentation…including the end.
Assignment One – Q1• Outline the implication of the minimum wage legislation on the property management industry
Assignment One – Q2• Discuss the reasons the judge used in his judgment in his decision to acquit Stephen Chan from all the charges.
Requirements• 15-20 minute oral presentation with 5 minutes of Q&A• Submission of powerpoint presentation in electronic format as well as a printed copy• You are required to at least ask 2 questions on your classmate’s presentation• Deadline: 12 October, 2011 (7pm)• 20% penalty on late submission
Assessment criteria• Points will be deducted if presentation is less than 15 minutes or over 20 minutes• Presentation should be constructed following principles discussed under today’s lecture: – “8 elements in effective presentation” – “Dos and don’ts in powerpoint”• Bonus points will given if you can show evidence that you have adhered to the “10 tips for effective public speaking”