Chapter-Communication-Presentation.pptx

Content
PART 1 – COMMUNICATION SKILLS
 Definition
 Importance
 Types
 Two-way nature
 Active listening
 Barriers
PART 2 – PRESENTATION SKILLS
 Definition
 Importance
 Types
 Barriers
 Structure
2

1.
COMMUNICATION SKILLS
How to be a good communicator
3

Definition of communication skills
◆ Communication skills are defined as the skills that:
◆ help us speak, listen, observe and empathize with
others
◆ by using verbal and non-verbal communication
◆ in an effective manner.
5

Importance of communication skills
6
Communication
skills
Personal
life
Social
life
Professional
life

Importance of communication
◆ Communication skills in Marketing
7

Importance of communication
◆ Communication skills in Accounting
8

Types of communication
◆ Verbal communication skills include the way you use
written or spoken words.
◆ Non-verbal communication skills refers to your body
language, facial expressions sorts of nonverbal signals.
9

Types of Non-verbal Communication
10
Body language
Space or
Proxemics
Paralanguage
Time or
Chronemics
Physical
Characteristics
Touch Artifacts Environment

◆ Body language
◆ Body language is the way people situate their body naturally
depending on the situation, the environment and how they are
feeling.
◆ Different forms of body language include gestures, eye
contact, posture and facial expressions.
◆ Numerous gestures are possible, and each gesture conveys
something different.
11

◆ Body language
12

◆ Space or Proxemics
◆ The amount of space that exists between yourself and others
communicates your comfort level, the importance of the
conversation, your desire to support or connect with others,
and the relative degree of power you hold.
◆ Space can be categorized into intimate, personal, social, and
public.
13

14
◆ Space or Proxemics

◆ Paralanguage
◆ Paralanguage includes the non-language elements of
speech, such as your talking speed, pitch, intonation, volume
and more.
◆ “the meaning is in the person not in the words”
◆ Becoming an effective speaker involves understanding how to
maximize and manage the specific qualities of your voice to
clearly articulate your words and ideas.
15

◆ Time or Chronemics
◆ How long it takes to complete an action, how punctual a
person is, how long someone will listen or wait for a reply
communicates their relative importance.
16

◆ Physical Characteristics
◆ The way we look affects the way we feel and how others
perceive us.
◆ Research shows that we tend to think more positively of
people deemed attractive.
◆ Take care that you are communicating the message you
desire by cultivating your professional attire and look.
17

◆ Touch
◆ Touch is the most powerful form of nonverbal communication.
◆ Research shows that intimate contact is critical to the
understanding of our own humanity.
◆ Over the last few years, the understanding of what is
considered appropriate touching in the work environment is
changing.
◆ Thus, although touch is of paramount importance, if
inappropriate, it also carries the potential for the most
problems.
18

◆ Artifacts
◆ Artifacts are forms of decorative ornamentation that are
chosen to represent self-concept.
◆ They can include rings and tattoos, but may also include
clothes, cars, watches, briefcases, purses, and even
eyeglasses.
◆ Artifacts may project gender, role or position, class or status,
personality, and group membership or affiliation.
◆ Paying attention to a customer’s artifacts may allow you to
more accurately adapt your message to meet their needs.
19

◆ Environment
◆ Environment involves the physical and psychological aspects
of the communication context.
◆ More than the tables and chairs in an office, the environment
is an important part of the dynamic communication process.
◆ The perception of one’s environment influences one’s
reaction to it.
20

Two-way nature of communication
◆ Communication is a two-way process.
◆ It involves both the sending and receiving of
information.
◆ It requires both speaking and listening.
◆ It aims to develop a shared understanding of the
information being transmitted and received.
21

◆ Communication is an ACTIVE process.
◆ Sender of information
◇ Start the communication process
◇ Ask questions to check your listeners’ understanding
◇ Listen to the listeners’ replies
◇ Clarify further
◆ Recipient of information
◇ Listen carefully to the information
◇ Check that you have understood by reflecting back
◇ Ask questions to ensure that you both have the same
understanding of the situation.
22

◆ Johari window model
◆ A method of conveying and accepting feedback.
◆ Used to improve self-awareness and enhance communication
between the members in a group.
23

◆ Johari window model
24

Active listening
◆ Active listening is when you are fully aware and
concentrate on what is being said rather than passively
hearing what the speaker is trying to convey.
◆ The goal of active listening is to acquire information, listen
to understand people and situations before responding to
it.
◆ It is the conscious decision to listen carefully and
understand what people are trying to convey without being
judgmental.
25

Active listening
◆ People spend between 70%-80% of their day engaged in
some form of communication, and about 55% of their time
is devoted to listening.
26

Barriers to Effective Communication
28
Language Physical Psychological
Physiological Attitudinal Cultural

◆ Language barrier
◆ Language is considered as the most crucial barrier in cross-
cultural communication.
◆ Since verbal communication is important in every context, the
understandings of the meaning of words are also important.
◆ The language barrier occurs not only because of differences
in language but also in the forms of a variety of dialects.
◆ If one communicator is not aware of the exact meaning, it will
create misunderstanding and lead to a conflict of ideas.
29

◆ Physical barrier
◆ Communication is usually easier over shorter distances as
more communication channels are obtainable, and less
technology is obligatory.
◆ Example: social distancing, remote work, deskless nature of
work, closed office doors
◆ Although modern technology often serves to decrease the
crash of physical barriers, the advantages and disadvantages
of each communication channel should be unspoken so that a
suitable channel can be used to overcome the physical
barriers.
30

◆ Psychological barrier
◆ The psychological condition of the receiver will power how the
message is received.
◆ Stress management is a significant personal skill that affects our
interpersonal relationships.
◆ Example:
◇ Anger is a psychological barrier to communication. When we are
angry, it is simple to say things that we may afterwards regret
and also to misunderstand what others are saying.
◇ People with low self-esteem may be less self-assured and
therefore may not feel comfortable communicating.
31

◆ Physiological barrier
◆ Physiological barriers may affect the receiver’s physical
condition.
◆ Example: a receiver with condensed hearing may not grab
the sum of a spoken conversation, especially if there is
significant surroundings noise.
32

◆ Attitudinal barrier
◆ Attitudinal barriers are perceptions that stop people from
communicating well.
◆ Attitudinal barriers to communication may effect from poor
management, personality conflicts, and battle to change, or a
lack of motivation.
◆ Active receivers of messages should challenge to overcome
their attitudinal barriers to assist effective communication.
33

◆ Cultural barrier
◆ Culture is the characteristics and knowledge of a particular group of people,
encompassing language, religion, cuisine, social habits, music and arts.
◆ Culture: A set of shared beliefs, values, goals, practices, and traditions for a
given group.
◆ People who live in various cultures and historical epochs communicate
differently and have different patterns of thought.
◆ A Cultural barrier in communication occurs mainly when communication
happens between two different cultural backgrounds.
◆ In the age of globalization and digital media, the whole world is performing and
participating on one platform.
34

◆ Cultural barrier
◆ Western versus Eastern culture
◇ Punctuality
35

2.
PRESENTATION SKILLS
How to give an impressive presentation
47

Presentation skill
◆ Group activity
◆ Form 7 groups.
◆ Topic: Introduce a tourist destination in Vietnam.
◆ Requirement:
◇ Prepare in 15 minutes.
◇ Using STAR moment to introduce your topic.
◇ Deliver your presentation in 3 minutes.
49

Definition of presentation skills
◆ Presentation
◆ A formal talk that ‘present’ ideas or information to one or more
people in a clear and structured way.
◆ Presentation skills
◆ Presentation skills are the abilities one needs in order to
deliver compelling, engaging, informative, transformative,
educational, enlightening, and/or instructive presentations.
◆ Central to effective presentation skills are public speaking,
tone of voice, body language, creativity, and delivery.
52

Types of presentations
53
Persuasive Instructive
Informative Inspirational

◆ Persuasive presentations
◆ Many presentations hope to sell something or persuade the audience
to take certain actions.
◆ Persuasive presentations often present a problem and explain their
solution using data.
◆ Persuasive presentations are those given to arouse the audience to
make the decision which the presenter hopes for.
◆ Example:
◇ Business pitches: a startup founder delivering a presentation to
investors in the hopes of getting investment.
◇ Sales proposals: a salesperson pitching a product to customers.
54

◆ Informative presentations
◆ An informative presentation is educational, concise, and to
the point.
◆ While other presentations may entertain or inspire, the main
goal of an informative presentation is to share information.
◆ Informative presentations give information about a new
procedure, benefit, etc.
◆ Example:
◇ a company HR presentation where the manager gives
information about the new bonus requirements.
55

◆ Instructive presentations
◆ A presentation that teaches something is similar to an
informative presentation, but it goes beyond sharing facts.
◆ It also instructs the audience on a specific topic.
◆ People attend or view an instructive presentation with the
intention to learn, and they leave with a better understanding
of the topic of the presentation.
◆ Example:
◇ an HR manager holding an onboarding presentation to
instruct new employees on the rules of the company.
56

◆ Inspirational presentations
◆ Inspirational presentations are similar to persuasive
presentations, but here the speaker aims to boost morale or
increase brand pride.
◆ Example:
◇ TED Talks
57

Barriers to presentation
58
Fear and
anxiety
Lack of
relevance
Lack of
enthusiasm
Lack of
experience
Lack of
preparation
Lack of
eye contact
Information
overload
Overuse
gestures

Factors of a successful presentation
61
Successful
preparation
People
Idea
Passion
Preparation

Structure of a presentation
62
Greetings
and self-
introduction
Introduction Main body Conclusion
Thanks and
Q&A

◆ Greetings and self-introduction
◆ Before you start delivering your talk, introduce yourself to the
audience and clarify who you are and your relevant expertise.
◆ This does not need to be long or incredibly detailed, but will
help build an immediate relationship between you and the
audience.
◆ It gives you the chance to briefly clarify your expertise and
why you are worth listening to.
◆ This will help establish your ethos so the audience will trust
you more and think you're credible.
63

◆ Introduction
◆ Explain the subject and purpose of your presentation whilst
gaining the audience's interest and confidence.
◆ The main aim of the introduction is to grab the audience's
attention and connect with them.
◆ The way you structure your introduction can depend on the
amount of time you have been given to present.
64

◆ Introduction
1. Introduce your general topic.
2. Explain your topic area.
3. State the issues/challenges in this area you will be exploring.
4. State your presentation's purpose.
5. Provide a statement of what you're hoping the outcome of the
presentation will be.
6. Show a preview of the organisation of your presentation
65

◆ Main body
 The main body of your talk needs to meet the promises you made in
the introduction.
 It's important for everything to be organized logically for the audience
to fully understand.
 There are many different ways to organize your main points, such as,
by priority, theme, chronologically etc.
66

◆ Main body
 Notes
 Main points should be addressed one by one with supporting
evidence and examples.
 Before moving on to the next point you should provide a mini-
summary.
 Links should be clearly stated between ideas and you must
make it clear when you're moving onto the next point.
 Allow time for people to take relevant notes and stick to the
topics you have prepared beforehand rather than straying too far
off topic.
67

◆ Conclusion
 Regardless of what that goal is, be sure to summarize your main
points and their implications.
 This clarifies the overall purpose of your talk and reinforces your
reason for being there.
68

◆ Conclusion
 Follow these steps:
 Signal that it's nearly the end of your presentation.
 Restate the topic and purpose of your presentation.
 Summarize the main points, including their implications and
conclusions.
 Indicate what is next/a call to action/a thought-provoking
takeaway.
 Move on to the last section.
69

◆ Thanks and Q&A
 Conclude your talk by thanking the audience for their time.
 Invite them to ask any questions they may have.
70

Tips for effective presentations
71
Show your passion
and connect with
your audience
Focus on your
audience’s needs
Keep it simple:
concentrate on
your core message
Smile and make
eye contact with
your audience
Start strongly Tell stories

S.T.A.R moment
◆ Shocking statistics
◆ If statistics are shocking, don’t gloss over them; draw attention
to them.
◆ Steve Jobs, Macworld 2008:
◇ ‘I’m extraordinarily pleased that we have sold four
million iPhones to date’
◇ ‘If you divide four million by two hundred days, that’s
twenty thousand iPhones every day on average’
73

S.T.A.R moment
◆ Evocative visuals
◆ A picture really is worth a thousand words — and a thousand
emotions.
◆ A compelling image can become an unforgettable emotional
link to your information.
74

S.T.A.R moment
◆ Repeatable soundbites
◆ Small, repeatable sound bites help feed the press with
headlines, populate and energize social media channels with
insights, and give employees a rallying cry.
◆ Example:
◇ “It was the best of times, it was the worst of times, it was the age
of wisdom, it was the age of foolishness...” - Charles Dickens, A
Tale of Two Cities
◇ “We are troubled on every side, yet not distressed; we are
perplexed, but not in despair; persecuted, but not forsaken; cast
down, but not destroyed...” - Apostle Paul to the Corinthians
◇ “...and that government of the people, by the people, for the
people shall not perish from the earth.” - Abraham Lincoln,
Gettysburg Address
75

S.T.A.R moment
◆ Emotive storytelling
◆ Stories package information in a way that people remember.
◆ Attaching a great story to the big idea makes it easily
repeatable beyond the presentation.
76

Handling questions
1. Tell the audience in advance when you will be taking questions.
2. Anticipate questions in advance.
3. Realize that questions are a good thing.
4. Make eye contact with the questioner.
5. Always take a brief pause before launching into your answer.
6. Be sure that you understand the question they are asking or point that they’re
making.
7. Acknowledge how valuable the question they’re asking is.
8. Always keep your cool.
9. Be honest if you don’t know the answer.
10. Answer in sections if the question is a long one.
11. Check-in with the questioner after you have given your response
78

3.
SLIDESHOW
PRESENTATION SKILLS
79

Tips for effective slideshows
1. Keep it short and to the point
2. Choose the right font
3. Size matters
4. Contrast
5. Relevance and quality are key
6. Visualize data
7. Simplify tables
8. Minimize the variety of transitions
9. Solely use basic colouring
80

 Keep it short and to the point
81

 Choose the right font
82

 Contrast
83

 Relevance and quality are key
84

 Size matters
85

 Visualize data
86

 Simplify tables
87

 Minimize the variety of transitions
88

 Solely use basic colouring
89

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