Week 5

Presentation Skills
 Planning Presentation
Planning presentation is to analyze the situation, gather information, select
the right medium, and organize the [Link] information for
oral presentations is essentially the same as it is for writtencommunication
projects.
The other three planning tasks have some special applications when it
comes to oral presentations
 Preparation of Presentation Outline(key steps)

1. Define Your Purpose and Audience: Clarify the objective of your presentation.
Are you informing, persuading, educating, or motivating? Tailor your content to
the knowledge level, interests, and expectations of your audience. This helps in
choosing the right tone, style, and depth of information.
2. Research and Gather Content
3. Outline the Structure
4. Design Visual Aids: Use slides, charts, and images to enhance your message,
not overcrowd it. Keep visuals clear and consistent, with minimal text. Aim for
readability: Use large fonts, contrasting colors, and simple designs.
 Preparation of Presentation Outline(key steps)

[Link] and Time the Presentation: Practice out loud, paying attention
to pacing and timing. Check for natural transitions between sections to keep
your flow smooth. Aim for a confident, conversational tone, and adjust based
on feedback from practice sessions
6. Prepare for Q&A and Interaction: Anticipate possible questions and
prepare responses. Consider engaging the audience with questions or
interactive elements during the presentation.
7. Evaluate and Refine: After practicing, refine any areas that seem unclear
or ineffective. Seek feedback from colleagues or mentors if possible, and
adjust your approach accordingly.
Presentation Delivery Methods

Memorizing: avoid memorizing an

entire speech
Reading: only for quotation, an
opening paragraph, or a few
concluding remarks can bolster your
confidence and strengthen your
delivery
Speaking from notes: not much
Before Presentation

Prepare Thoroughly
Rehearse Repeatedly
Time Yourself
Lectern
Room Checking
Light Meal
Stress Reduction
During Presentation
Do not Rush the Put the Brakes On: Do not
Opening talk rapidly
Being with a Pause Use Gestures and Facial
Expressions Effectively
Begin from Memory Use Visual Aids
Maintain Eye Contact Use your Posture
Control Voice Appropriately
Watch Your Audience
Avoid Annoying
Dress Comfortably
Speech Habits
Use Jokes or Humour
Appropriately
Summarize Main Point
After Presentation
Distribute Handouts
Encourage Questions
Repeat Questions
Ask for Clarification
Answer the Question
Admit Your Unknowing
Handle Politely
Keep Control
Prepare the audience for End
Close the Session
Visual Aids Format

Visual aids are tools that help the

listeners hear and understand the
spoken words. The speakers hit the
audience with double impact through
the eyes and ears. There are various
types of visual devices that can be
used to enhance oral reporting.
 [Link] the Right Visual Aids
•Slides: PowerPoint, Google Slides, or Keynote are common options. Slides
should complement your speech with key points, images, and minimal text. Aim
for a clean design and avoid clutter.
•Graphs and Charts: Use graphs and charts to present data visually, making it
easier to understand patterns or comparisons. Choose the type of chart (bar,
line, pie, etc.) that best fits your data.
•Images and Illustrations: Visuals such as photos, diagrams, and infographics
can break up text and help explain complex ideas.
•Videos and Animations: Short video clips or animations can add energy and
illustrate points that are hard to convey through text. Ensure they’re relevant
and concise.
•Props and Demonstrations: Physical objects or demonstrations can be very
impactful in showing how something works. Use props when they add value
and are easy for the audience to see and understand.
 [Link] Presentation Technology

•Projectors and Screens: Confirm that your presentation space is equipped

with the right projection equipment and check compatibility with your devices.
•Clickers and Remotes: A wireless clicker allows you to move around the room
while controlling slides, creating a more dynamic presentation.
•Smartboards and Interactive Displays: In settings where interaction is
encouraged, smartboards allow you to draw, highlight, or annotate directly on
slides, which can increase engagement.
•Audio Equipment: For large rooms or virtual audiences, use a microphone for
clear audio. Videos within the presentation should have good sound quality.
[Link] Design Principles for Effective
Visuals
•Consistency: Use a consistent color scheme, font style, and
layout throughout. This avoids distractions and creates a
polished look.
•Simplicity: Less is more. Limit text to key points, using bullet
points or keywords rather than paragraphs.
•Contrast: Use contrasting colors to make text readable. For
instance, dark text on a light background or vice versa.
•Whitespace: Avoid filling every inch of the slide. Whitespace
helps focus attention on key elements.
4. Engage the Audience with
Interactive Tools
•Polls and Surveys: Tools like Mentimeter, Slido, or Poll
Everywhere allow you to conduct live polls or surveys,
encouraging audience participation and gathering
real-time feedback.
•Q&A Tools: For larger groups, Q&A platforms can help
organize audience questions. Tools like Slido or Microsoft
Teams allow audiences to submit and vote on questions.
•Digital Whiteboards: For virtual or hybrid presentations,
tools like Miro or Zoom’s whiteboard feature let you draw
or take notes collaboratively with remote audiences.
5. Test and Troubleshoot Ahead of Time

•Test all visual aids, sound, and tech

equipment in advance to ensure everything
works smoothly. Check internet
connections, video links, and compatibility
with any on-site equipment.
•Have a backup plan in case of tech failure,
such as printed handouts or alternative
access to materials
6. Avoid Over-Reliance on Technology

While technology and visuals can

greatly enhance a presentation,
avoid depending on them
entirely. A strong presentation
should still be clear and
compelling, even if technical
issues arise.
Presentation for persuasion or Motivation
Persuasion is an act or process of presenting arguments to
move, motivate, or change your audience. It is rhetoric, or the
art of public speaking, involves the faculty of observing in any
given case the available means of persuasion.
Motivation is distinct from persuasion in that it involves the force,
stimulus, or influence to bring about change. Persuasion is the
process, and motivation is the compelling stimulus that
encourages your audience to change their beliefs or behavior,
to adopt your position, or to consider your arguments.
 Principles of persuasion
Social psychologist Robert Cialdini offers us six principles of
persuasion that are powerful and effective:

1. Reciprocity is the mutual expectation for exchange of value or

service. In all cultures, when one person gives something, the
receiver is expected to reciprocate, even if only by saying “thank
you.”
2. Scarcity is the perception of inadequate supply or a limited
resource. For a sales representative, scarcity may be a key selling
point—the particular car, or theater tickets, or pair of shoes you
are considering may be sold to someone else if you delay
making a decision.
[Link] is the central of decision making. The principal of
authority involves referencing experts and expertise.
Principles of persuasion
[Link] and consistency. Oral communication can be slippery in
memory. the principle of commitment and consistency may bring the
social norm of honoring one’s word to bear at the moment of purchase.
[Link] The principle of consensus involves the tendency of the
individual to follow the lead of the group or peers. Testimonials, or first
person reports on experience with a product or service, can be highly
persuasive. People often look to each other when making a purchase
decision, and the herd mentality is a powerful force across humanity: if
“everybody else” thinks this product is great, it must be great
[Link] Safety is the twin of trust as a foundation element for effective
communication. If we feel safe, we are more likely to interact and
communicate. We tend to be attracted to people who communicate to
us that they like us, and who make us feel good about ourselves.
 Making an Argument
According to the famous satirist Jonathan Swift, “Argument is the worst sort of
conversation.” You may be inclined to agree. When people argue, they are
engaged in conflict and it’s usually not pretty. It sometimes appears that way
because people resort to fallacious arguments or false statements, or they
simply do not treat each other with respect. They get defensive, try to prove
their own points, and fail to listen to each other. this should not be what
happens in persuasive argument.
when you make an argument in a persuasive speech, you will want to
present your position with logical points, supporting each point with
appropriate sources. You will want to give your audience every reason to
perceive you as an ethical and trustworthy speaker. Your audience will
expect you to treat them with respect, and to present your argument in way
that does not make them defensive. Contribute to your credibility by building
sound arguments and using strategic arguments with skill and planning.
Classical Rhetorical Strategy for
argument
 Argumentation Strategies: GASCAP/T

The most useful of organizing and remembering seven key

argumentative strategies
Argument by Generalization : Whatever is true of a good
example or sample will be true of everything like it or the
population it came from.
Argument by Analogy: Two situations, things or ideas are alike in
observable ways and will tend to be alike in many other ways
Argument by Sign: Statistics, facts or cases indicate meaning,
much like a stop sign means “stop.”
Argumentation Strategies: GASCAP/T

Argument by Consequence: Cause and effect

relationship. If two conditions always appear together,
they are causally related.
Argument by Authority: What a credible source indicates
is probably true.
Argument by Principle: An accepted or proper truth
Argument by Testimony :Personal experience
Meeting the Listener’s Basic Needs
meeting the listener’s basic needs is central to effective communication. It’s
normal for the audience to consider why you are persuading them, and
there is significant support for the notion that by meeting the audience’s
basic needs, whether they are a customer, colleague, or supervisor, you will
more effectively persuade them to consider your position.
Not all oral presentations involve taking a position, or overt persuasion, but all
focus on the inherent relationships and basic needs within the business
context. Getting someone to listen to what you have to say involves a
measure of persuasion, and getting that person to act on it might require
considerable skill.
This skill is important in whether you are persuading a customer to try a new
product or service, or informing a supplier that you need additional
merchandise, the relationship is central to your communication.
Reasons for Engaging in Communication
Applicable theories in business communication

Maslow's
hierarchy of
needs theory:
People will
communicate
based on their
needs
Applicable theories in communication

.
Social penetration theory

people go from
superficial to
intimate
conversations as
trust develops
through repeated,
positive
interactions
 Example of Social penetration theory
College Roommates Adjusting to Campus Life
Orientation Phase: They introduce themselves during the first day
in their dorm room and discuss their majors.
Exploratory Phase: They talk about their hometowns and high
school experiences.
Affective Phase: They start hanging out together outside of the
dorm, sharing personal stories and future plans.
Stable Phase: They become close friends, regularly spending time
together and helping each other through tough times.
Depenetration Phase: After graduation, they slowly lose touch,
with communication dwindling to occasional messages on social
media.