PRESENTATION

Communication Skill And Technical Writing Presented to: Miss Almas Fatima

GROUP INTRODUCTION
Omer Adnan Ahmad
Atiq Ur Rehman Mehdi Ali

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ORAL REPORTS
Planning the Oral Report

Organizing the Oral Report

Presenting the Oral Report

Planning the Oral Report

Planning includes decisions about our audience and our visual aids. Consider the Audience Oral report must engage the audience who will have various level of knowledge and emotional involvement with the topic. Our speeches will reach listener more effectively if we understand the difference b/w listening and reading audience. Listeners are Present for the Entire Oral Report The listener that are present for the entire report may seem advantages. But it also may make communication more difficult e.g. Many listener want to hear only selected part of the report(the parts that apply directly to them).

Speakers use Personal Contact A speech allows to use personal contact with listeners. You can use voice, gestures as well as first personal pronouns and feedback from the listeners. If a person speaking to people his audience will react positively.
Listeners do not have the Benefit of Formatted Pages The oral report does not provide headings to identify section of particular interest to the listeners and to indicate parallel and subordinates ideas. Instead of this we have to provide visual aids to help an audience understand when one section ends and another begins.

Select the Visual Aids Visual aids can reinforce major points and clarify the complex ideas in an oral reports. Good visual aids are the difference b/w an effective and an ineffective presentation. Visuals make speakers appearance better and more professional. Visual aids of speak includes outlines, drawings, tables, graphs, charts and handout. Outlines shows listeners the sections and subsections of the report Drawing can introduce listeners to important images. Drawings are good for procedures Tables, graphs and charts can present data in a way that enables the listeners to grasp relationships right way.

Use a Storyboard to Choose Visual Aids A storyboard is simply a list of topics arranged opposite a list of visual aids. To make a storyboard we follow these guide lines: Determine the major points of the presentation and list them down the left side of a sheet paper. List down the right side the visual aids you plan to use to illustrate each point

Point
Introduction Source of assignment Recommendation Preview Section-1 Method of researching
Section-2 Three types of laminates Advantages of each

Visual Aids
List of Recommendations Outline of main methods

List of main Methods

For each type: Cross-sectional view List of advantages (both on same pages)

Section-3 Cost

Table of Cost

Creating Visual Aids Visual aids can be created manually or with a computer. After designing the visuals make overhead transparencies from them, duplicate them to handout as a notes or make slides from them. Now many computer design are available to design visuals

Parts of Visual Aids are title, text or graphics and border. The title appear at the top usually in the largest size A text makes the point you want to highlight. Use phrases that convey specific content. Graphic consists on table charts or drawing The border is a line that provides a frame around the visuals.
Title (centered)

Planning a Web Site

Define your goal Identify your target audience Create a list of user action

Rule Text Border

Organizing the Oral Report

Effective oral reports contain an introduction, body, and conclusion. The audience should recognize each sentence of these sections. Develop the Introduction The introduction establishes both the tone and topic of the speech. Tone is the attitude toward the listeners. Avoid being so intense that no one can laugh. Introduce your topic. Be explicit about your purpose.

 Report does not need to begin with jokes, a quotation

by an authority. Explain the importance of your report Present your conclusion or recommendation so that the audience will have a viewpoint to interpret the data you want to present. Indicate your special knowledge with the subject. Identify the situation that required you to prepare the report. Preview the main point so your listener can understand the order in which you will present your ideas.

Develop the Body Many studies show that listeners simply do not hear everything the speakers says. Therefore you should give several minutes to each main idea long enough to get each main point but not long enough to labor it. Choose an Effective Principle Organization The order in which you present your ideas should be appropriate to the subject. Most of the subjects can be structured into chronological order, problem to solution order, least to important order. If your preview is clear the listener will be able to follow and understand me major points in reports.

Select Important Details By providing extensive details to support main ideas is not possible in the time permitted for an oral report. Selecting enough significant details to show that your point is valid. Choose such details that are meaningful to the audience. Impose a Time Limit Find out how long the audience expects the speech to last and fit your speech to that time frame. If they expect 15min and you talk 15 they will feel very god. It is much better to present one or more main ideas than to communicate more information. If you represent more information then your listeners can grasp.

Presenting the Oral Report

Presenting an oral report effectively The best long oral report is extemporaneous rather than read or memorized. An extemporaneous report is however is not a spontaneous off-the-top-of-your-head report. Rather, the speaker follows a prepared outline and supplies appropriate detail and explanation as needed. In fact an extemporaneous report is carefully rehearsed and delivered

Rehearsing a Presentation
Rehearse your presentation Practice developing a conversational quality

Practice handling your visual aids

Rehearse

Rehearse Your Presentation During rehearsals go straight through speech using note cards. At least once wear the same clothes you will wear in an actual presentation. Practice Developing a Conversational Quality Make sure your speech sound like a person speaking to people and use both voice and gestures to emphasize important points. Even the best information will fall on deaf ears if it is delivered like a robotic time-andweather-announcement. Rehearse until you feel secure with your report.

Practice Handling Your Visual Aids Arrange your visual aids in the correct order and decide where you will place them as you finish with them. If the listeners asking you to return to a visual you want to be able to find it easily. If you are using handouts decide whether to distribute them before or during the presentation. Distribute them before the presentation eliminates the need to interrupt your flow of thought later but because the listeners will flip through handouts the y maybe distracted as you start. Distributing them during the presentation causes an interruption but listeners will focus immediately on the visual.

Rehearse Present your speech at least once in a situation that simulates the conditions under which you will make the speech particularly for reports to large groups. Use a room of approximately the same size with same type of equipment for projecting your voice and your visuals. Practice with micro phone if you have never used one.

Delivering A Presentation You will increase your effectiveness if you use a notes and adopt a comfortable extemporaneous style Use Notes Experienced speakers have found that outlines prepared on few large note cards (5by 8 inches one side only) are easier to handle than outlines on so many note cards. Some speakers even prefer outlines on one or two sheets of standard paper, mounted on light card board for easier handling . The outline should contain clear main headings and subheadings. Make sure your outline has plenty of white space so you can keep you place.

Adopt a Comfortable Style The extemporaneous method result in natural conversational delivery and helps you concentrate on the audience. Using this method you can direct your attention to the listeners, referring the outline will jog your memory and to ensure that the ideas are presented in the proper order. Take your time to collect thoughts instead of rushing to main next point. Check whether the audience has understood your last point.

Suggestion for delivering a good speech to the listeners look directly at each listener at least once during the report. With experience you will able to tell from you listeners whether you are communicating well. If the are puzzled repeat the main idea and give additional examples for clarity Make sure you can be heard but try to speak conversationally. You should feel that your voice fills the space of the room with sound of your voice bouncing back slightly to your ears. The listeners should get the impression that you are talking to them.

Try to become aware of-and to eliminate your

distracting mannerisms. No one want the speaker to brush their hair, scratch their arm, rock back and forth. If the mannerism is pronounced enough it may be all the audience to remember. Stand firmly on both feet without swaying. To point out the some aspect of visual projected by an overhead projector, lay a pencil or arrow made of paper on the appropriate spot of the transparency. When answering a question make sure everyone hears and understand each question before you begin to answer it. If you cannot answer the question during the session assure the questioner that you will find the answer.