Effective Communication and Presentation
Upcoming SlideShare
Loading in...5

Effective Communication and Presentation






Total Views
Views on SlideShare
Embed Views



1 Embed 1

http://author.uthm.edu.my 1



Upload Details

Uploaded via as Microsoft PowerPoint

Usage Rights

© All Rights Reserved

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
Post Comment
Edit your comment

Effective Communication and Presentation Effective Communication and Presentation Presentation Transcript

  • The Art of Communication by Zainal Abidin Sayadi Faculty of Science, Technology & Human Development zainals@uthm.edu.my 2011
  • Presentation Outline
    • What is Communication
    • Principles of Effective Presentation
    • Presenting the Information
    • Effective Non-Verbal Messages
    • Using Visual Aids
    • Handling Questions
    • Question & Answer Session
    zainals@uthm.edu.my 2011
  • 1. What is Communication zainals@uthm.edu.my 2011 View slide
  • zainals@uthm.edu.my 2011
      • … the process of creating meaning between two or more people (Tubbs & Moss, 2000, p8)
    • WHO
    • (sender)
    • TO WHOM
    • (receiver)
    • (message)
    • (mode)
    • (feedback)
    zainals@uthm.edu.my 2011
    • How Do People Communicate?
    • Speech
    • Written
      • Letters
      • Memos
    • Symbols (Symbolic behaviours)
      • Smiling
      • Laughing
      • Crying
    • Gestures
      • Hand movements
      • Body language
      • Facial expression
    zainals@uthm.edu.my 2011 } } verbal Non-verbal
  • Reason to Communicate
    • To entertain
    • To persuade
    • To inform
    zainals@uthm.edu.my 2011
    • Intrapersonal Communication
    • Interpersonal Communication
    • Communication to Group
    zainals@uthm.edu.my 2011
  • 2. Principles of Effective Presentation zainals@uthm.edu.my 2011
  • Language use
    • Simple and not too complex
    • Comprehensible
    • Short sentences
    • Repetition of ideas
    zainals@uthm.edu.my 2011
  • Principles of Effective Presentation
    • Credible
      • Show your credibility
      • Knowledgeable, confidence
    • Clear
      • Clarity in terms of language use and word choice
      • Sentences are correct grammatically – not too much jargon
    • Verbal – clear and audible
    • Accurate
      • Precise and exact
    zainals@uthm.edu.my 2011
  • Principles of Effective Presentation
    • Appropriate
      • Content is appropriate to the aim, occasion and audience
      • Appearance and attire
      • Gestures must reflect appropriacy and suitable for certain occasion
    • Enthusiastic
      • Show your interest in the topics
      • Lively, active and dynamic presentation
    • Prevent Distractions
      • Sustain the audience’s attention
    zainals@uthm.edu.my 2011
  • 3. Presenting the Information via Ideational Frameworks zainals@uthm.edu.my 2011
  • zainals@uthm.edu.my 2011 Ideational Frameworks
    • Burgess (1994)
      • IFs are models of how the mind organizes bodies of information or ideas in information sets.
      • Putting an abstract body of information, which may be in the form of a text into a concrete visual format
  • zainals@uthm.edu.my 2011 Ideational Frameworks
    • Purpose
      • To provide insights into how meaning of the text is constructed
      • IFs act as a link between the receptive skills of reading and listening and the production skills of speaking and writing.
  • zainals@uthm.edu.my 2011 Models of IFs
    • Flow Charts
      • Simple Linear Flow Chart
      • Bifurcating Flow Chart
      • Lateral Branch Flow Chart
      • Cyclic Flow Chart
    • Grids or Tables
    • Tree Diagrams
  • zainals@uthm.edu.my 2011 Flow Charts
    • Used in managing a series of information that interrelate in terms of sequences as in description of sequences of events
    • They order graphically how something occurs with respect to temporal or causal sequences
    • It is well defined in instructions, descriptions of processes and narrations where the audience are able to view the flow of the content in a more concrete form
  • zainals@uthm.edu.my 2011 Flow Charts a. A Simple Linear Flow Chart Roll some paper into a cylinder Push a band on to the pillar ETC.
  • zainals@uthm.edu.my 2011 Flow Charts b. A Bifurcating Flow Chart The milk is transported to the dairy. It may be pasteurized It may be sterilized It is bottled
  • zainals@uthm.edu.my 2011 Flow Charts c. A Lateral Branch Flow Chart He saw an advert for a job He applied for it He got it He had not seen the job He would not be the director if
  • zainals@uthm.edu.my 2011 d. A Cyclic Flow Chart Moisture falls on the land It flows into rivers It evaporates from the surface It goes to the sea
  • zainals@uthm.edu.my 2011 Grids or Tables
    • Represent the attribution of characteristics to phenomena
    • They are used to organize clusters of ideas that interrelate across axes; (i) the axis of phenomena such as certain things or people, and (ii) the axis of criteria like the shape, size, etc.
    • The interrelation of the two axes occurs when and at the point where a phenomena meets a criteria thus a characteristic is obtained.
  • zainals@uthm.edu.my 2011 Grid or Tables Loaves Number of Dough Pieces Basic Shapes Ends Decorations Lemon 1 Long Pointed A straight cut from end to end Plain Cottage 2 Round - None Bloomer 1 Long Rounded Many cuts across the top Notched Cottage 2 round - Many cuts around the edges
  • zainals@uthm.edu.my 2011 Tree Diagram
    • Represent the highly abstract classification of information into hierarchies.
    • They are used to relate information to each other in order of generality.
    • It also produces a hierarchy of information that moves downwards narrowing in subdivisions from general to specific or from specific to general
  • zainals@uthm.edu.my 2011 Tree Diagram TRUNKS straight curved upright leaning upward downward Pronounced curve One curve Several curves Gentle curve
  • 4. Effective Non-Verbal Messages zainals@uthm.edu.my 2011
  • Non-Verbal Messages
    • Physical appearance
      • Dress appropriately
      • Do not overdress / over make-up / too colourful
    •   Body posture
      • Upright position – do not slouch
    • Gestures
      • Hands / fingers movement
      • Head nodding
      • Move around
    • Eye Contact
      • Can improve rapport with members of the audience
      • Do not focus only on certain group of people or person
    zainals@uthm.edu.my 2011
  • 5. Using Visual Aids zainals@uthm.edu.my 2011
  • The need for visual aids
    • Enhance the audience’s comprehension of the subject matter
    • Help the audience to digest the ideas presented
    • Help the audience to grasp the content at a faster pace
    • Minimize miscommunication, misunderstanding / misinterpretations
    • Some elements or ideas are difficult to explain if only words are used
    • Help the audience to be more focused and attentive
    • Visual aids contribute to authenticity, beauty, credibility and variety to the presentation
    • Help to retain the memory
    zainals@uthm.edu.my 2011
  • Guides for using visual aids
    • Do not use visual aids for the sake of using the aids.
    • Do not use too many visual aids – they could be the source of distraction
    • Practice using the aids
    • Familiar yourself with the equipment
    • Check the availability of the equipment
    • Ensure the aids shown related to the specific points discussed
    zainals@uthm.edu.my 2011
  • 6. Handling Questions zainals@uthm.edu.my 2011
  • Rules in Handling Questions
    • Anticipate Questions
    • Listen carefully and attentively
    • Ask the person to repeat the question if it is not clear
    • If the question is not relevant to the scope of the content, or not related to your expertise, be honest and inform the audience
    • If you cannot answer the question, admit it
    • Appreciate members who offer their views or suggestions
    • Always be courteous and do not lose your temper
    zainals@uthm.edu.my 2011