Presentations and Public Speaking in English.docx

Presentations and Public Speaking in English.docx

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PresentationsandPublicSpeakinginEnglish

PresentationsandPublicSpeakinginEnglish

Apresentationisaformaltalktooneormorepeoplethat"presents"ideasor

informationinaclear,structuredway.

Peoplearesometimesafraidofspeakinginpublic,butifyoufollowafewsimplerules,givingapresentationisactuallyveryeasy.ThistutorialguidesyouthrougheachstageofgivingapresentationinEnglish,fromtheinitialpreparationtotheconclusionandquestionsandanswers.Thistutorialisitselfsetoutlikeamini-presentation.

Preparation

Canyounamethe3mostimportantthingswhengivingany

presentation?

Number1is...Preparation

Number2is...Preparation!

Number3is...Preparation!

!

Preparationiseverything!

Withgoodpreparationandplanningyouwillbetotally

confidentandlessnervous.Andyouraudiencewillfeelyour

confidence.Youraudience,too,willbeconfident.Theywillbe

confidentinyou.Andthiswillgiveyoucontrol.Controlofyour

audienceandofyourpresentation.Withcontrol,youwillbe'in

charge'andyouraudiencewilllistenpositivelytoyour

message.

Objective

Beforeyoustarttoprepareapresentation,youshouldask

yourself:

"WhyamImakingthispresentation?

"Doyouneedto

inform,topersuade,totrainortosell?

Yourobjectiveshouldbe

clearinyourmind.Ifitisnotclearinyourmind,itcannot

possiblybecleartoyouraudience.

Audience

"WhoamImakingthispresentationto?

"Sometimesthiswillbe

obvious,butnotalways.Youshouldtrytoinformyourself.How

manypeople?

Whoarethey?

Businesspeople?

Professional

people?

Politicalpeople?

Expertsornon-experts?

Willitbea

small,intimategroupof4colleaguesoralargegatheringof400

competitors?

Howmuchdotheyknowalreadyandwhatwillthey

expectfromyou?

Venue

"WhereamImakingthispresentation?

"Inasmallhotel

meeting-roomoralargeconferencehall?

Whatfacilitiesand

equipmentareavailable?

Whataretheseatingarrangements?

Timeandlength

"WhenamImakingthispresentationandhowlongwillitbe?

"

Willitbe5minutesor1hour?

Justbeforelunch,whenyour

audiencewillbehungry,orjustafterlunch,whenyouraudience

willbesleepy?

Method

HowshouldImakethispresentation?

"Whatapproachshould

youuse?

Formalorinformal?

Lotsofvisualaidsoronlyafew?

Willyouincludesomeanecdotesandhumourforvariety?

Content

"WhatshouldIsay?

"Nowyoumustdecideexactlywhatyou

wanttosay.First,youshouldbrainstormyourideas.Youwillno

doubtdiscovermanyideasthatyouwanttoincludeinyour

presentation.Butyoumustbeselective.Youshouldincludeonly

informationthatisrelevanttoyouraudienceandyourobjective.

Youshouldexcludeallotherideas.Youalsoneedtocreateatitle

foryourpresentation（ifyouhavenotalreadybeengivenatitle）.

Thetitlewillhelpyoutofocusonthesubject.Andyouwill

prepareyourvisualaids,ifyouhavedecidedtousethem.But

remember,ingeneral,lessisbetterthanmore（alittleisbetter

thanalot）.Youcanalwaysgiveadditionalinformationduring

thequestionsafterthepresentation.

Structure

Awellorganisedpresentationwithaclearstructureiseasierfor

theaudiencetofollow.Itisthereforemoreeffective.Youshould

organisethepointsyouwishtomakeinalogicalorder.Most

presentationsareorganisedinthreeparts,followedby

questions:

BeginningShortintroduction·welcomeyouraudience

·introduceyoursubject

·explainthestructureofyour

presentation

·explainrulesforquestions

MiddleBodyof

presentation

·presentthesubjectitself

EndShortconclusion·summariseyourpresentation

·thankyouraudience

·invitequestions

QuestionsandAnswers

Notes

Whenyougiveyourpresentation,youshouldbe-orappearto

be-asspontaneousaspossible.Youshouldnotreadyour

presentation!

Youshouldbesofamiliarwithyoursubjectand

withtheinformationthatyouwanttodeliverthatyoudonot

needtoreadatext.Readingatextisboring!

Readingatextwill

makeyouraudiencegotosleep!

Soifyoudon'thaveatextto

read,howcanyouremembertosayeverythingyouneedtosay?

Withnotes.Youcancreateyourownsystemofnotes.Some

peoplemakenotesonsmall,A6cards.Somepeoplewritedown

justthetitleofeachsectionoftheirtalk.Somepeoplewrite

downkeywordstoremindthem.Thenoteswillgiveyou

confidence,butbecauseyouwillhavepreparedyour

presentationfully,youmaynotevenneedthem!

Rehearsal

Rehearsalisavitalpartofpreparation.Youshouldleave

timetopractiseyourpresentationtwoorthreetimes.Thiswill

havethefollowingbenefits:

·youwillbecomemorefamiliarwithwhatyouwanttosay

·youwillidentifyweaknessesinyourpresentation

·youwillbeabletopractisedifficultpronunciations

·youwillbeabletocheckthetimethatyourpresentation

takesandmakeanynecessarymodifications

Soprepare,prepare,prepare!

Prepareeverything:

words,

visualaids,timing,equipment.Rehearseyourpresentation

severaltimesandtimeit.Isittherightlength?

Areyou

completelyfamiliarwithallyourillustrations?

Aretheyinthe

rightorder?

Doyouknowwhotheaudienceis?

Howmany

people?

Howwillyouanswerdifficultquestions?

Doyouknow

theroom?

Areyouconfidentabouttheequipment?

Whenyou

haveansweredallthesequestions,youwillbeaconfident,

enthusiasticpresenterreadytocommunicatethesubjectofyour

presentationtoaneageraudience.

Equipment

Easilyyourmostimportantpieceof

equipmentis...YOU!

Makesureyou're

infullworkingorder,andcheckyour

personalpresentationcarefully-ifyou

don't,youraudiencewill!

Theoverheadprojector（OHP）displays

overheadtransparencies（OHTsorOHPTs）.It

hasseveraladvantagesoverthe35mmslide

projector:

·itcanbeusedindaylight

·theusercanfacetheaudience

·theusercanwriteordrawdirectlyonthe

transparencywhileinuse

Thewhiteboard（morerarelyblackboardor

greenboard）isausefuldeviceforspontaneouswriting-as

inbrainstorming,forexample.Forpreparedmaterial,the

OHPmightbemoresuitable.

Thedusterisusedforcleaningthewhiteboard.Itisessential

thatthedusterbecleantostartwith.Youmayconsidercarrying

yourowndusterjustincase.

Markersareusedforwritingonthewhiteboard（delible-

youcanremovetheink）orflipchart（indelible-youcannot

removetheink）.Theyareusuallyavailableinblue,red,

blackandgreen.Again,it'sagoodideatocarryasparesetofmarkersincase

youaregivensomeusedoneswhichdonotwritewell.

"Agoodworkmanneverblameshistools."

Theflipchartconsistsofseveralleavesofpaperthatyou'flip'or

turnover.Somepeopleprefertheflipcharttothewhiteboard,but

itsuseislimitedtosmallerpresentations.

TheSlideprojector-whichmustbe

usedinadarkenedroom-addsacertain

drama.Someslideprojectorscanbe

synchronisedwithaudioforaudio-visual

（AV）presentations.Theseprojectorsaretypicallyusedforlargerpresentations.

Themajoritytake35mmslidesortransparencies（asseenhere）,butprojectors

for6x6cmslidesarealsoavailable.

Transparenciesareprojectedbyanoverheadprojectororaslide

projectorontoascreen-inthiscaseafoldingscreenwhichcan

bepackedupandtransported.

Thenotebookcomputerisincreasinglybeingusedtodisplay

graphicsduringpresentations.Itisoftenusedinconjunction

withanoverheadprojector,whichactuallyprojectstheimage

fromthecomputerscreenontothewallscreen.

Handoutsareanydocumentsorsamplesthatyou'handout'or

distributetoyouraudience.Notethatitisnotusuallyagoodidea

todistributehandoutsbeforeyourpresentation.Theaudiencewill

readthehandoutsinsteadoflisteningtoyou.

Delivery

'Delivery'referstothewayinwhichyouactuallydeliveror

performorgiveyourpresentation.Deliveryisavitalaspectofall

presentations.Deliveryisatleastasimportantascontent,

especiallyinamulti-culturalcontext.

Nerves

Mostspeakersarealittlenervousatthebeginningofa

presentation.Soitisnormalifyouarenervous.Theansweristo

payspecialattentiontothebeginningofyourpresentation.

Firstimpressionscount.Thisisthetimewhenyouestablish

arapportwithyouraudience.Duringthistime,trytospeak

slowlyandcalmly.Youshouldperhapslearnyourintroduction

byheart.Afterafewmoments,youwillrelaxandgain

confidence.

AudienceRapport

Youneedtobuildawarmandfriendlyrelationshipwithyour

audience.Enthusiasmiscontagious.Ifyouareenthusiastic

youraudiencewillbeenthusiastictoo.Andbecarefulto

establisheyecontactwitheachmemberofyouraudience.Each

personshouldfeelthatyouarespeakingdirectlytohim

orher.Thismeansthatyoumustlookateachpersoninturn

-inasnaturalawayaspossible.Thiswillalsogiveyouthe

opportunitytodetectsignsofboredom,disinterestoreven

disagreement,allowingyoutomodifyyourpresentationas

appropriate.

Yourobjectiveistocommunicate!

BodyLanguage

Whatyoudonotsayisatleastasimportantaswhatyoudosay.

Yourbodyisspeakingtoyouraudienceevenbeforeyouopen

yourmouth.Yourclothes,yourwalk,yourglasses,yourhaircut,

yourexpression-itisfromthesethatyouraudienceformsits

firstimpressionasyouentertheroom.Generallyspeaking,itis

bettertostandratherthansitwhenmakingapresentation.Be

awareofandavoidanyrepetitiveandirritatinggestures.Be

aware,too,thatthemovementofyourbodyisoneofyour

methodsofcontrol.Whenyoumovetoorfromthewhiteboard,

forexample,youcanmovefastorslowly,raisingorre