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PresentationsandPublicSpeakinginEnglish
Apresentationisaformaltalktooneormorepeoplethat"presents"ideasorinformationinaclear,structuredway.Peoplearesometimesafraidofspeakinginpublic,butifyoufollowafewsimplerules,givingapresentationisactuallyveryeasy.ThistutorialguidesyouthrougheachstageofgivingapresentationinEnglish,fromtheinitialpreparationtotheconclusionandquestionsandanswers.Thistutorialisitselfsetoutlikeamini-presentation.
Preparation
Canyounamethe3mostimportantthingswhengivinganypresentation?
Number1is...Preparation
Number2is...Preparation!
Number3is...Preparation!!
Preparationiseverything!
Withgoodpreparationandplanningyouwillbetotallyconfidentandlessnervous.Andyouraudiencewillfeelyourconfidence.Youraudience,too,willbeconfident.theywillbeconfidentinyou.Andthiswillgiveyoucontrol.Controlofyouraudienceandofyourpresentation.Withcontrol,youwillbe''''incharge''''andyouraudiencewilllistenpositivelytoyourmessage.
Objective
Beforeyoustarttoprepareapresentation,youshouldaskyourself:"WhyamImakingthispresentation?"Doyouneedtoinform,topersuade,totrainortosell?Yourobjectiveshouldbeclearinyourmind.Ifitisnotclearinyourmind,itcannotpossiblybecleartoyouraudience.
Audience
"WhoamImakingthispresentationto?"Sometimesthiswillbeobvious,butnotalways.Youshouldtrytoinformyourself.Howmanypeople?Whoarethey?Businesspeople?Professionalpeople?Politicalpeople?Expertsornon-experts?Willitbeasmall,intimategroupof4colleaguesoralargegatheringof400competitors?Howmuchdotheyknowalreadyandwhatwilltheyexpectfromyou?
Venue
"WhereamImakingthispresentation?"Inasmallhotelmeeting-roomoralargeconferencehall?Whatfacilitiesandequipmentareavailable?Whataretheseatingarrangements?
Timeandlength
"WhenamImakingthispresentationandhowlongwillitbe?"Willitbe5minutesor1hour?Justbeforelunch,whenyouraudiencewillbehungry,orjustafterlunch,whenyouraudiencewillbesleepy?
Method
HowshouldImakethispresentation?"Whatapproachshouldyouuse?Formalorinformal?Lotsofvisualaidsoronlyafew?Willyouincludesomeanecdotesandhumourforvariety?
Content
"WhatshouldIsay?"Nowyoumustdecideexactlywhatyouwanttosay.First,youshouldbrainstormyourideas.Youwillnodoubtdiscovermanyideasthatyouwanttoincludeinyourpresentation.Butyoumustbeselective.Youshouldincludeonlyinformationthatisrelevanttoyouraudienceandyourobjective.Youshouldexcludeallotherideas.Youalsoneedtocreateatitleforyourpresentation(ifyouhavenotalreadybeengivenatitle).Thetitlewillhelpyoutofocusonthesubject.Andyouwillprepareyourvisualaids,ifyouhavedecidedtousethem.Butremember,ingeneral,lessisbetterthanmore(alittleisbetterthanalot).Youcanalwaysgiveadditionalinformationduringthequestionsafterthepresentation.
Structure
Awellorganisedpresentationwithaclearstructureiseasierfortheaudiencetofollow.Itisthereforemoreeffective.Youshouldorganisethepointsyouwishtomakeinalogicalorder.Mostpresentationsareorganisedinthreeparts,followedbyquestions:
BeginningShortintroductionwelcomeyouraudience
introduceyoursubject
explainthestructureofyourpresentation
explainrulesforquestions
MiddleBodyofpresentationpresentthesubjectitself
EndShortconclusionsummariseyourpresentation
thankyouraudience
invitequestions
QuestionsandAnswers
Notes
Whenyougiveyourpresentation,youshouldbe-orappeartobe-asspontaneousaspossible.Youshouldnotreadyourpresentation!Youshouldbesofamiliarwithyoursubjectandwiththeinformationthatyouwanttodeliverthatyoudonotneedtoreadatext.Readingatextisboring!Readingatextwillmakeyouraudiencegotosleep!Soifyoudon''''thaveatexttoread,howcanyouremembertosayeverythingyouneedtosay?Withnotes.Youcancreateyourownsystemofnotes.Somepeoplemakenotesonsmall,A6cards.Somepeoplewritedownjustthetitleofeachsectionoftheirtalk.Somepeoplewritedownkeywordstoremindthem.Thenoteswillgiveyouconfidence,butbecauseyouwillhavepreparedyourpresentationfully,youmaynotevenneedthem!
Rehearsal
Rehearsalisavitalpartofpreparation.Youshouldleavetimetopractiseyourpresentationtwoorthreetimes.Thiswillhavethefollowingbenefits:
youwillbecomemorefamiliarwithwhatyouwanttosay
youwillidentifyweaknessesinyourpresentation
youwillbeabletopractisedifficultpronunciations
youwillbeabletocheckthetimethatyourpresentationtakesandmakeanynecessarymodifications
Soprepare,prepare,prepare!Prepareeverything:words,visualaids,timing,equipment.Rehearseyourpresentationseveraltimesandtimeit.Isittherightlength?Areyoucompletelyfamiliarwithallyourillustrations?Aretheyintherightorder?Doyouknowwhotheaudienceis?Howmanypeople?Howwillyouanswerdifficultquestions?Doyouknowtheroom?Areyouconfidentabouttheequipment?Whenyouhaveansweredallthesequestions,youwillbeaconfident,enthusiasticpresenterreadytocommunicatethesubjectofyourpresentationtoaneageraudience.
Equipment
Easilyyourmostimportantpieceofequipmentis...YOU
!Makesureyou''''reinfullworkingorder,andcheckyourpersonalpresentationcarefully-ifyoudon''''t,youraudiencewill!theoverheadprojector(OHP)displaysoverheadtransparencies(OHTsorOHPTs).Ithasseveraladvantagesoverthe35mmslideprojector:
itcanbeusedindaylight
theusercanfacetheaudience
theusercanwriteordrawdirectlyonthetransparencywhileinuse
thewhiteboard(morerarelyblackboardorGREenboard)isausefuldeviceforspontaneouswriting-asinbrainstorming,forexample.Forpreparedmaterial,theOHPmightbemoresuitable.Thedusterisusedforcleaningthewhiteboard.Itisessentialthatthedusterbecleantostartwith.Youmayconsidercarryingyourowndusterjustincase.Markersareusedforwritingonthewhiteboard(delible-youcanremovetheink)orflipchart(indelible-youcannotremovetheink).Theyareusuallyavailableinblue,red,blackandgreen.Again,it''''sagoodideatocarryasparesetofmarkersincaseyouaregivensomeusedoneswhichdonotwritewell."Agoodworkmanneverblameshistools."Theflipchartconsistsofseveralleavesofpaperthatyou''''flip''''orturnover.Somepeopleprefertheflipcharttothewhiteboard,butitsuseislimitedtosmallerpresentations.TheSlideprojector-whichmustbeusedinadarkenedroom-addsacertaindrama.Someslideprojectorscanbesynchronisedwithaudioforaudio-visual(AV)presentations.Theseprojectorsaretypicallyusedforlargerpresentations.Themajoritytake35mmslidesortransparencies(asseenhere),butprojectorsfor6x6cmslidesarealsoavailable.
Transparenciesareprojectedbyanoverheadprojectororaslideprojectorontoascreen-inthiscaseafoldingscreenwhichcanbepackedupandtransported.Thenotebookcomputerisincreasinglybeingusedtodisplaygraphicsduringpresentations.Itisoftenusedinconjunctionwithanoverheadprojector,whichactuallyprojectstheimagefromthecomputerscreenontothewallscreen.Handoutsareanydocumentsorsamplesthatyou''''handout''''ordistributetoyouraudience.Notethatitisnotusuallyagoodideatodistributehandoutsbeforeyourpresentation.Theaudiencewillreadthehandoutsinsteadoflisteningtoyou.
Delivery
''''Delivery''''referstothewayinwhichyouactuallydeliverorperformorgiveyourpresentation.Deliveryisavitalaspectofallpresentations.Deliveryisatleastasimportantascontent,especiallyinamulti-culturalcontext.
Nerves
Mostspeakersarealittlenervousatthebeginningofapresentation.Soitisnormalifyouarenervous.Theansweristopayspecialattentiontothebeginningofyourpresentation.Firstimpressionscount.Thisisthetimewhenyouestablisharapportwithyouraudience.Duringthistime,trytospeakslowlyandcalmly.Youshouldperhapslearnyourintroductionbyheart.Afterafewmoments,youwillrelaxandgainconfidence.
AudienceRapport
Youneedtobuildawarmandfriendlyrelationshipwithyouraudience.Enthusiasmiscontagious.Ifyouareenthusiasticyouraudiencewillbeenthusiastictoo.Andbecarefultoestablisheyecontactwitheachmemberofyouraudience.Eachpersonshouldfeelthatyouarespeakingdirectlytohimorher.Thismeansthatyoumustlookateachpersoninturn-inasnaturalawayaspossible.Thiswillalsogiveyoutheopportunitytodetectsignsofboredom,disinterestorevendisaGREement,allowingyoutomodifyyourpresentationasappropriate.
Yourobjectiveistocommunicate!
BodyLanguage
Whatyoudonotsayisatleastasimportantaswhatyoudosay.Yourbodyisspeakingtoyouraudienceevenbeforeyouopenyourmouth.Yourclothes,yourwalk,yourglasses,yourhaircut,yourexpression-itisfromthesethatyouraudienceformsitsfirstimpressionasyouentertheroom.Generallyspeaking,itisbettertostandratherthansitwhenmakingapresentation.Beawareofandavoidanyrepetitiveandirritatinggestures.Beaware,too,thatthemovementofyourbodyisoneofyourmethodsofcontrol.Whenyoumovetoorfromthewhiteboard,forexample,youcanmovefastorslowly,raisingorreducingthedynamismwithintheaudience.Youcanstandverystillwhiletalkingoryoucanstrollfromsidetoside.Whateffectdoyouthinkthesetwodifferentapproacheswouldhaveonanaudience?
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CulturalConsiderations
BecauseEnglishissowidelyusedaroundtheworld,itisquitepossiblethatmanymembersofyouraudiencewillnotbenativeEnglish-speakers.Inotherwords,theywillnothaveanAnglo-Saxonculture.EvenwithintheAnglo-Saxonworld,therearemanydifferencesinculture.IfwehypotheticallyimagineaGermanworkingforanIsraelicompanymakingapresentationinEnglishtoaJapaneseaudienceinKorea,wecanseethatthereareevenmorepossibilitiesforculturalmisunderstanding.Youshouldtrytolearnaboutanyparticularculturalmattersthatmayaffectyouraudience.Thisisonereasonwhypreparationforyourpresentationissoimportant.Culturaldifferencescanalsobeseeninbodylanguage,whichwehavejustdiscussed.ToaLatinfromSouthernFranceorItaly,apresenterwhouseshishandsandarmswhenspeakingmayseemdynamicandfriendly.ToanEnglishman,thesamepresentermayseemunsureofhiswordsandlackinginself-confidence.
Voicequality
Itis,ofcourse,importantthatyouraudiencebeabletohearyouclearlythroughoutyourpresentation.Rememberthatifyouturnawayfromyouraudience,forexampletowardsthewhiteboard,youneedtospeakalittlemoreloudly.Ingeneral,youshouldtrytovaryyourvoice.Yourvoicewillthenbemoreinterestingforyouraudience.Youcanvaryyourvoiceinatleastthreeways:
speed:youcanspeakatnormalspeed,youcanspeakfaster,youcanspeakmoreslowly-andyoucanstopcompletely!Youcanpause.Thisisaverygoodtechniqueforgainingyouraudience''''sattention.intonation:youcanchangethepitchofyourvoice.Youcanspeakinahightone.Youcanspeakinalowtone.volume:youcanspeakatnormalvolume,youcanspeakloudlyandyoucanspeakquietly.Loweringyourvoiceandspeakingquietlycanagainattractyouraudience''''sinterest.
theimportantpointisnottospeakinthesame,flat,monotonousvoicethroughoutyourpresentation-thisisthevoicethathypnotistsusetoputtheirpatients''''intotrance!
Visualaids
Ofalltheinformationthatentersourbrains,thevastmajorityofitentersthroughtheeyes.80%ofwhatyouraudiencelearnduringyourpresentationislearnedvisually(whattheysee)andonly20%islearnedaurally(whattheyhear).Thesignificanceofthisisobvious:
visualaidsareanextremelyeffectivemeansofcommunicationnon-nativeEnglishspeakersneednotworrysomuchaboutspokenEnglish-theycanrelymoreheavilyonvisualaidsItiswellworthspendingtimeinthecreationofgoodvisualaids.Butitisequallyimportantnottooverloadyouraudience''''sbrains.Keeptheinformationoneachvisualaidtoaminimum-andgiveyouraudiencetimetolookatandabsorbthisinformation.
Remember,youraudiencehaveneverseenthesevisualaidsbefore.Theyneedtimetostudyandtounderstandthem.Withoutunderstandingthereisnocommunication.
AudienceReaction
Remaincalmandpoliteifyoureceivedifficultorevenhostilequestionsduringyourpresentation.Ifyoureceiveparticularlyawkwardquestions,youmightsuggestthatthequestionersasktheirquestionsafteryourpresentation.
Language
Saywhatyouaregoingtosay,
SimplicityandClarity
Ifyouwantyouraudiencetounderstandyourmessage,yourlanguagemustbesimpleandclear.
Useshortwordsandshortsentences.
Donotusejargon,unlessyouarecertainthatyouraudienceunderstandsit.
Ingeneral,talkaboutconcretefactsratherthanabstractideas.
Useactiveverbsinsteadofpassiveverbs.Activeverbsaremucheasiertounderstand.theyaremuchmorepowerful.Considerthesetwosentences,whichsaythesamething:
Toyotasoldtwomillioncarslastyear.
TwomillioncarsweresoldbyToyotalastyear.
Whichiseasiertounderstand?Whichismoreimmediate?Whichismorepowerful?N°1isactiveandN°2ispassive.
Signposting
Whenyoudriveontheroads,youknowwhereyouareonthoseroads.Eachroadhasanameornumber.Eachtownhasaname.Andeachhousehasanumber.IfyouareathouseN°100,youcangobacktoN°50orforwardtoN°150.Youcanlookatthesignpostsfordirections.Andyoucanlookatyouratlasforthestructureoftheroadsindetail.Inotherwords,itiseasytonavigatetheroads.Youcannotgetlost.Butwhenyougiveapresentation,howcanyouraudienceknowwheretheyare?Howcantheyknowthestructureofyourpresentation?Howcantheyknowwhatiscomingnext?Theyknowbecauseyoutellthem.Becauseyouputupsignpostsforthem,atthebeginningandallalongtheroute.Thistechniqueiscalled''''signposting''''(or''''signalling'''').
Duringyourintroduction,youshouldtellyouraudiencewhatthestructureofyourpresentationwillbe.Youmightsaysomethinglikethis:
"I''''llstartbydescribingthecurrentpositioninEurope.ThenI''''llmoveontosomeoftheachievementswe''''vemadeinAsia.AfterthatI''''llconsidertheopportunitiesweseeforfurtherexpansioninAfrica.Lastly,I''''llquicklyrecapbeforeconcludingwithsomerecommendations."
Amemberoftheaudiencecannowvisualizeyourpresentationlikethis:
Introduction
Welcome
Explanationofstructure(now)
Body
Europe
Asia
Africa
Conclusion
Summingup
Recommendations
Hewillkeepthisimageinhisheadduringthepresentation.Hemayevenwriteitdown.Andthroughoutyourpresentation,youwillputupsignpoststellinghimwhichpointyouhavereachedandwhereyouaregoingnow.WhenyoufinishEuropeandwanttostartAsia,youmightsay:
"That''''sallIhavetosayaboutEurope.Let''''sturnnowtoAsia."
WhenyouhavefinishedAfricaandwanttosumup,youmightsay:
"Well,we''''velookedatthethreecontinentsEurope,AsiaandAfrica.I''''dliketosumupnow."
Andwhenyoufinishsummingupandwanttogiveyourrecommendations,youmightsay:
"Whatdoesallthismeanforus?Well,firstlyIrecommend..."
thetablebelowlistsusefulexpressionsthatyoucanusetosignpostthevariouspartsofyourpresentation.
Signposting
FunctionLanguageIntroducingthesubject
I''''dliketostartby...
Let''''sbeginby...
Firstofall,I''''ll...
Startingwith...
I''''llbeginby...
Finishingonesubject...
Well,I''''vetoldyouabout...
That''''sallIhavetosayabout...
We''''velookedat...
Somuchfor...
...andstartinganother
Nowwe''''llmoveonto...
Letmeturnnowto...
Next...
Turningto...
I''''dlikenowtodiscuss...
Let''''slooknowat...
Analysingapointandgivingrecommendations
Wheredoesthatleadus?
Let''''sconsiderthisinmoredetail...
WhatdoesthismeanforABC?
Translatedintorealterms...
Givinganexample
Forexample,...
Agoodexampleofthisis...
Asanillustration,...
Togiveyouanexample,...
Toillustratethispoint...
Dealingwithquestions
We''''llbeexaminingthispointinmoredetaillateron...
I''''dliketodealwiththisquestionlater,ifImay...
I''''llcomebacktothisquestionlaterinmytalk...
Perhapsyou''''dliketoraisethispointattheend...
Iwon''''tcommentonthisnow...
Summarisingandconcluding
Inconclusion,...
Right,let''''ssumup,shallwe?
I''''dlikenowtorecap...
Let''''ssummarisebrieflywhatwe''''velookedat...
Finally,letmeremindyouofsomeoftheissueswe''''vecovered...
IfIcanjustsumupthemainpoints...
Ordering
Firstly...secondly...thirdly...lastly...
Firstofall...then...next...afterthat...finally...
Tostartwith...later...tofinishup...