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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...