1. Types of Oral Communication
Prepared speeches - planned prior to the event, tends to
be highly structured (or should be!)
Impromptu speeches - generally unexpected and
unprepared, tends to be unstructured
Briefings - short summary of the details for an
operation/plan
2. Styles of Oral Communication
Informative
Persuasive
Entertaining
Educative
3. Planning a Presentation
Define the purpose of your presentation
Audience reception
Context and setting
Determine your main points
Research
Structure your material
4. Preparing the Presentation
Write - introduction, body and conclusion
Rewrite for aural reception - i.e., words that are easy to
say and to hear
Determine appropriate audio/visual aids
Practice (and practice and practice … and again!)
5. Presenting your oral communication
Using notes
Audio/visual aids
Non-verbal communication
Use of voice
Anxiety/stage fright
6. Graphical communication
Graphics may be designed for a number of
purposes within a report or presentation
Graphics organise information, show
relationships, highlight trends, help to classify
and group data
The information used in graphics should be
accurate, descriptive and up to date – the
credibility of your entire message depends on
it
7. Graphical communication –
the design
Graphics should:
- generally move from complex to
simple information
- of an appropriate scale for the graphic
type
- be consistent in size, headings,
borders, labels
8. Graphical communication –
selection
Selecting the appropriate graphic:
- consider the purpose and objective
- select a graphic because it adds
meaning to the report or presentation
- don’t exaggerate similarities or
differences
9. Graphical communication –
choices
tables – precise, distinguish, figures
line graphs – trends, change
column/vertical graphs – comparison, time,
magnitude, similarity, difference
horizontal bar graphs – see column graph
dot graphs – 6+ variables, plotting for clarity
pie charts – proportion, simple, immediate
11. Graphical models in IS
a variety of models are readily available to IS
professionals
entity relationship models
data structure diagrams
functional decomposition diagrams
process models
decision tables, decision trees
state transition diagrams, flow charts
location/ network models
12. Graphical models –
why use them?
simplify, clarify complex information
summarise information
models can be constructed so that they
highlight, emphasise critical features
support more complex communication
13. Professional Communication Tasks:
Presentation
IS Professionals often present the
results of their work to other IS
Professionals, clients and system users.
Moreover, the effective use of
presentations as communication media
is often critical to project success.
SIMS recognises the value of experience
in presentation in developing better
presentation skills.
15. Purpose of the Presentation
to inform
to persuade
to entertain
May have:
general purpose
specific purpose
Checking that purpose was achieved
audience response - questions
survey
16. Audience
Having a clear idea about who they are is
critical
- experience
- age
- interest
- reason for attending
- range of variation
- range of response
Is this knowledge predictable or
unpredictable?
17. Plan the speech
consider the purpose
consider the audience
consider the context
consider the physical setting
identify main ideas
research and find supporting material for the
message
plan and organise the material
plan and organise the supporting material
18. Support for presentation
Speech Notes
- palm or cue cards
- slide copies (match overhead projections)
Visual aids
Technology
Environment
Handouts
Rehearsal
19. Structuring presentation
proper introduction to the audience
tell them what you are going to say
say it
tell them what you have said
20. introduction
Possible strategies:
leave it to an MC (Master of Ceremonies) -
how well do they know you?
pose a question
use humour (appropriate to audience and
relevant to topic)
give a short anecdote
present an interesting fact
21. body of presentation
no more than three or four ideas
use clear structure (headings and sub-
headings)
expand on main points with:
personal experiences
examples
illustrations
facts
statistics
22. summary or conclusion
reinforce main points
long (complex) presentations should have
reviews between each section
do not introduce new material here
should be the most memorable part, use:
a relevant anecdote (simple, clear)
an appropriate quotation (simple, clear)
an example (simple, clear)
a recommendation (simple, clear)
23. Rewrite for the ear
SPOKEN WORDS ARE DIFFERENT FROM
WRITTEN WORDS
words easy to hear and understand
concise words with clear meaning
use pauses – breathing spaces add impact,
reinforce structure
words that help link introduction-body-
conclusion – repetition (in moderation)
ORAL REHEARSAL -
NOT JUST MENTAL REHEARSAL
24. Practice and revise
reread to become familiar with material
rewrite awkward parts
oral rehearsal
check timing
allow for audience participation / interruption
prepare some potential audience questions
be willing to answer questions – thoughout,
at break between main ideas, at end
26. value of visual aids
gain attention
increase interest
support your point
emphasise relationships
clarify content
help listener’s memory
help structure the material
remove focus from the presenter
27. non-verbal communication
posture
facial expression
appearance and dress
gesture, movement
voice quality, articulation
volume
variation in rate of speech
28. stage fright (anxiety)
anxiety is normal
a degree of nervousness can help
debilitating nervousness needs management
- stress management techniques
thorough preparation builds confidence
form a relationship (empathy) with your
audience
use aids to reduce focus on you
practice/ look for opportunities to gain
experience - less critical situations are best
other people won’t remember your mistakes
29. Assignment -Oral briefing
a short, accurate summary
aims to inform or persuade listeners
- prepare for specific purpose
- present background information
- discuss different available options
- analyse disadvantages and advantages
- outline positive impact of changes
- encourage participation, questions,
suggestions
- show interest in responses