Lesson 4: Preparing for Oral Presentations, Schemes and Mind Maps of Communication

Download Lesson 4: Preparing for Oral Presentations and more Schemes and Mind Maps Communication in PDF only on Docsity! LESSON 4. PREPARING FOR ORAL PRESENTATIONS This page intentionally left blank. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.3 LESSON OVERVIEW AND OBJECTIVES Visual 4.3 Key Points At the completion of this lesson, you should be able to: • Identify strategies for conducting effective oral presentations. • Identify your own anxiety about public speaking and take steps to reduce your anxiety. • Prepare and deliver an oral presentation in a manner that effectively delivers the message and meets the needs of the target audience. • Identify personal action steps to improve your oral presentation skills. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.4 Student Manual February 2014 INTRODUCTION Visual 4.4 Key Points At the beginning of this course you considered great speeches you have heard and what made them strong and effective. Typically, great speeches: • Match the message to the audience. • Match the content and delivery to the purpose. • Are delivered in a clear and engaging manner. Matching the message to the audience begins with analyzing the needs of the audience. The more you know about your audience, the better you can connect with them. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.5 PRESENTATION PURPOSE Visual 4.5 Key Points What you say and how you say it also need to be consistent with the purpose of the presentation. It is likely that you will make two types of presentations: • Informational • Motivational Often, presentations will have elements of both types but will be primarily aimed at one purpose or the other. The quickest way to determine which type is appropriate is to ask yourself this question: Am I relaying facts or shaping opinions? Informational presentations: • Transmit specific knowledge. • Present information directly or through explanation. • Feature statistics or supporting research. • Present ideas in logical sequence. For example, if asked to provide fire evacuation guidance to the occupants of a residential complex, you would make an informational presentation. Motivational presentations: • Create awareness, change attitudes, or garner support. • Use concrete language to communicate abstract points. • Use vivid and interesting language. For example, if you want to gain community support for a preparedness initiative, you would make a motivational presentation, or one with both informational and motivational elements. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.8 Student Manual February 2014 ACTIVITY: INFORMATIONAL OR MOTIVATIONAL? Visual 4.8 Key Points Purpose: The purpose of this activity is to identify whether each presentation is more informational or motivational. Time: 5 minutes Instructions: Entire group: • Your instructor will read each statement in the Student Manual and ask if it is more informational or motivational. • Be prepared to explain your answers. Statements: • Tell the community about new traffic patterns during reconstruction of a ruptured main water line. • Persuade community officials that mitigation is cost effective. • Urge residents to prepare for emergencies by assembling an emergency kit and developing a family reunification plan. • Congratulate emergency responders for their dedicated work during a disaster. • Review flood mitigation techniques with county officials. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.9 PREPARING AN ORAL PRESENTATION Visual 4.9 Key Points Preparing an oral presentation involves planning, development, and writing, as described below. Planning the Presentation • Determine the occasion and the goal of the presentation. • Learn about the audience so that you can tailor your message accordingly. Consider group size, age range, gender ratio, common interests, and hot issues. • Determine any specific needs of the audience, such as sensory disabilities, language proficiency, and cultural factors that may affect how they receive your message. • Investigate the logistics: o Room size o Available equipment o Number of other speakers o Time constraints Developing the Presentation • Decide the type of speech that is appropriate—informational, motivational, or a combination. • Outline the presentation: o Introduce the topic. o Clarify your opinion. o Identify key messages. o Establish a logical sequence. • Be succinct. Plan to speak briefly and clearly. • Identify any information or research required to support key points. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.10 Student Manual February 2014 PREPARING AN ORAL PRESENTATION Visual 4.9 (Continued) Writing the Presentation • Introduction: Establish your relationship with the audience and let them know what to expect. For example, one approach is to: o Introduce yourself and establish credibility. o Capture the essence of your message in a single topic sentence. Make your personal stance clear. o Get your audience’s attention through relevant humor, provocative statements, startling facts, or rhetorical questions. • Discussion: This section illustrates or proves your viewpoint. o Present your main points using statistics, details, and analogies. o To stir emotion in the audience, let your enthusiasm and sincerity show. o Use vivid language. o Personalize your message through anecdotes or examples. • Conclusion: The end of a presentation should be as carefully orchestrated as the other sections. For example: o Tell the audience you are about to bring your remarks to a close. o Briefly summarize your main points. o Make a memorable parting statement. It is a good idea to prepare notes with key points in advance so you can avoid reading text in front of the audience. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.13 Job Aid: Tips for Using Presentation Media Preparing and Using Charts or Whiteboards • Use dark colors for text. Black, blue, green, brown, and purple stand out and are easier to read than pastels. Alternate colors from line to line to separate ideas or topics. Water- based markers will not bleed through to the next page. • Highlight key points. Use color, shapes, graphics, boxing, underlining, and pictures to focus attention on key points. • Use bold printing, at least 1 inch tall. Smaller letters are hard to read. • Leave space between lines. Lines of text that are too close together are hard to read. • Use the top 2/3 of the pad. It can be hard to read text near the bottom of the page, especially for those in the back of the room. • Use as few words as possible. Too much text can be distracting. • Check readability. Walk to various parts of the room to see if people will be able to see and read the chart. • Don’t block the audience’s view. Stand to one side so that you don’t block people’s view of what is being written. • When capturing audience ideas, record key words quickly and write exactly what they say. This technique keeps the audience interested. Do not edit the content of what was said. Using PowerPoint Visuals • Test the equipment. Arrive early and test the equipment. Check the readability of your visuals for different locations within the room. • Have backups. If you are using a projector, have an extra bulb on hand. Have a second set of PowerPoint files. Recognize that equipment can fail so also prepare to give your presentation without the hardware! • Dim lights as little as possible. Dim the lights in the room (but don’t make it too dark). If you can, darken the lights in the front of the room where the screen is located. Bring the lights back up to complete exercises or during discussions. • Position yourself. Stand to either side (rather than in front) of the equipment and screen. Talk to the audience, not to the projected image or your computer. • Use motion. Motion attracts people’s eyes. Gesture to the screen when appropriate. Stand still when you want people to read the screen. • Pace yourself. During the presentation, hold the image on the screen only until the audience has had time to grasp the meaning. • Control attention. Turn the projector off or make the screen black when it is not being used. • Be confident of the technology. Learn the keyboard “shortcuts” for the program you are using. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.14 Student Manual February 2014 PREPARING AN ORAL PRESENTATION Visual 4.12 Key Points Interactive presentations, such as media interviews and news conferences, differ from static presentations in that you are less in control of the content and flow, and it is difficult to pre-script them. On the other hand, these very qualities can add interest and energize both you and the audience. You need to stay on your toes and be ready to respond in a calm, confident, and clear manner. It is important to plan ahead by anticipating the types of questions that will be asked and practicing how you will respond. The job aids on the next pages provide tips for media interviews and news conferences. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.15 Job Aid: Tips for Media Interviews General Tips for Radio, Podcasting, and TV Interviews Radio/Podcasting  Use your voice to create variety and interest—no monotones.  Feel free to have notes of key points, facts, etc.  Paint a word picture. Remember that old adage, “see it on the radio.” Use examples and stories to “illustrate” your point.  Call-Ins: Don’t let angry or hostile callers fluster you. Always take the high road.  Avoid ums, ahs, and “verbal nodding”—it sounds silly on radio. Television  Dress appropriately. Mostly that means dress conservatively, but there are exceptions. Avoid short skirts, white shirts, loud ties, and complicated patterns if you are trying to come across as credible. Solid, dark colors work well.  For Digital and HD television, watch for imperfections in clothing and avoid bright colors. For Web broadcasts, brighter colors may make the image more appealing.  Men—button coats if standing, unbutton if sitting.  Studios are cold with the lights off, ovens when the lights are on. Dress in mid-weight clothing.  Avoid shiny or dangly jewelry. Watch for jewelry banging against lavaliere microphones.  If you have the choice, choose contacts over glasses.  If offered makeup, accept it. Men—5 o'clock shadows show on camera. Women—makeup should be only slightly heavier than normally worn. Preparation  Develop two or three key messages that you want to include in some way in your overall responses.  Be sure your messages:  Are simple and easy to remember and say.  Emphasize the important point.  Tell people something new, something they had not thought about.  Articulate the need to take action, and provide a solution.  Anticipate questions and prepare answers ahead of time. It’s important to stay on message during the entire interview. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.18 Student Manual February 2014 PREPARING AN ORAL PRESENTATION Visual 4.13 Key Points Effective presentation is much more than just presenting your ideas or delivering a speech. It is about skillful communication and relating to the audience (whether a few people or a large gathering). • Face the audience and maintain an attentive stance. • Avoid reading to the group. Simple notes can help you avoid reading from a prepared script. • Come out from behind the podium, minimizing barriers between you and the audience. • Don’t stand in a fixed position. Move around to keep the audience engaged and energized. Draw people in by moving toward them. Remember: If you fidget, then everyone will sense your discomfort. • Make eye contact and avoid talking with your back toward the group. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.19 CONTROLLING YOUR NERVES Visual 4.14 Key Points Mark Twain said, “There are two types of speakers. Those who get nervous and those who are liars.” Speech anxiety is the single most common social anxiety in the United States. The effect can range from simple nervousness to a degree that makes the speaker physically ill. How do you feel when you learn that you must present a speech? To analyze your level of speech anxiety, complete the self-assessment activity on the next page. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.20 Student Manual February 2014 ACTIVITY: SPEECH ANXIETY SELF-ASSESSMENT Visual 4.15 Key Points Purpose: The purpose of this activity is to analyze how you typically feel when you learn you must present a speech. Time: 10 minutes Instructions: • Review the Speech Anxiety Self-Assessment. • Identify your own concerns in each area. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.23 Job Aid: Tips for Controlling Your Nerves Preparation • Know your audience. • Preview the venue, if possible. • Do your research and know your facts. • Consider the emotional issues of your message. • Anticipate the questions you may be asked and prepare answers. Practice • Present the speech aloud, to yourself, until it is completely familiar. • Read the speech in front of a mirror and ensure that your body language aids your message. • Seize all opportunities to speak aloud so that you become more comfortable (e.g., ask questions in meetings, join Toastmasters or another public-speaking group, speak to small friendly groups, present slides to your family, or teach a course). Acceptance and Relaxation • Accept your nervousness as normal. • Accept that you may misspeak during your presentation and plan to correct yourself immediately and smoothly. • Use relaxation techniques, such as: o Stretching. o Muscle tensing and relaxing. o Deep breathing. o Body alignment. o Consciously choosing to let go of tension. o Visualizing an effective presentation. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.24 Student Manual February 2014 ACTIVITY: ORAL PRESENTATIONS REVIEW Visual 4.17 Key Points Purpose: The purpose of this activity is to review the information you have learned about preparing for oral presentations. Time: 5 minutes Instructions: Entire group: • Your instructor will read each statement in the Student Manual and ask if it is true or false. • Be prepared to explain your answers. Statements: • For most presentations, the makeup of your audience should not affect the content or manner of delivery. • Most presentations are strictly informational or motivational, seldom both. • Practicing is an essential part of preparing to deliver an effective oral presentation and controlling your nerves. • To engage the audience, it is better to move around in the available space rather than remain behind a podium. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.25 POST-COURSE ACTIVITY: PREPARE AND DELIVER A BRIEFING Visual 4.18 Key Points Purpose: The purpose of this activity is to practice preparing and delivering a briefing or other oral presentation. Instructions: • Prepare a briefing or other oral presentation using the worksheet on the next page. You may choose to use a regular work-related responsibility or event as the basis of your presentation, or you may wish to use this activity as a practice opportunity. • Deliver the presentation. Ask a friend or colleague to observe the presentation and give you feedback using the provided checklist. • Review the observer’s feedback. Identify strengths and needed improvements, and develop strategies for improvement. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.28 Student Manual February 2014 Job Aid: Observer Checklist Excellent Satisfactory Needs Improvement Nonverbal Communication Eye contact with audience Body language—posture Facial expression Natural, spontaneous gestures Body control (no fidgeting, unconscious mannerisms) Body language reinforces the message (no mixed messages) Suggestions: Use of Voice Vocal intonation (pitch, tone, inflection) Volume, projection Rhythm, timing (e.g., effective use of pace, silence, pauses) Avoids fillers (er, um, like) Suggestions: Engaging the Audience Response to audience’s nonverbal cues Appropriate use of: • Paraphrasing • Open-ended questions • Response to questions (not defensive) • Positioning, movement (e.g., doesn’t stay behind podium) Suggestions: Delivery Clear and concise language and enunciation Enthusiasm Use of techniques to engage the audience Suggestions: Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) February 2014 Student Manual Page 4.29 SUMMARY AND TRANSITION Visual 4.19 Key Points This lesson has presented strategies for improving your oral presentation skills. You should now be able to: • Identify strategies for conducting effective oral presentations. • Identify your own anxiety about public speaking and take steps to reduce your anxiety. • Prepare and deliver an oral presentation in a manner that effectively delivers the message and meets the needs of the target audience. • Identify personal action steps to improve your oral presentation skills. It is now time to complete the final exam. Lesson 4. Preparing for Oral Presentations Effective Communication (IS-242.b) Page 4.30 Student Manual February 2014 FINAL EXAM Visual 4.20 Key Points Instructions: 1. Take a few moments to review your Student Manual and identify any questions. 2. Make sure that you get all of your questions answered prior to taking the final exam. 3. You must submit your test online, and upon successful completion will receive an email message with a link to your electronic course completion certificate. 4. Go to: http://training.fema.gov/IS/crslist.aspx and click on the link for IS-242.b 5. Click on “Take Final Exam” 6. When taking the exam . . . • Read each item carefully. • Select your answer on the test. • Check your work, then complete the course registration form on the last page of the online examination. You may refer to your Student Manual when completing this test.