Types of Oral Communication

Prepared speeches - planned prior to the event, tends to be highly structured (or should be!)

Impromptu speeches - generally unexpected and unprepared, tends to be unstructured

Briefings - short summary of the details for an operation/plan

Styles of Oral Communication

Informative Persuasive Entertaining Educative

Planning a Presentation

Define the purpose of your presentation Audience reception Context and setting Determine your main points Research

Structure your material

Preparing the Presentation

Write - introduction, body and conclusion Rewrite for aural reception - i.e., words that are easy to

say and to hear

Determine appropriate audio/visual aids Practice (and practice and practice … and again!)

Presenting your oral communication

Using notes Audio/visual aids Non-verbal communication Use of voice Anxiety/stage fright

Graphical communication Graphics may be designed for a number of

purposes within a report or presentation Graphics organise information, show

relationships, highlight trends, help to classify and group data

The information used in graphics should be accurate, descriptive and up to date – the credibility of your entire message depends on it

Graphical communication –the design Graphics should:

- generally move from complex to simple information- of an appropriate scale for the graphic type- be consistent in size, headings, borders, labels

Graphical communication –selection Selecting the appropriate graphic:

- consider the purpose and objective- select a graphic because it adds meaning to the report or presentation- don’t exaggerate similarities or differences

Graphical communication –choices tables – precise, distinguish, figures line graphs – trends, change column/vertical graphs – comparison, time,

magnitude, similarity, difference horizontal bar graphs – see column graph dot graphs – 6+ variables, plotting for clarity pie charts – proportion, simple, immediate

Graphical communication –choices (ctd)

diagrams – flexible, relationships, structure photographs – immediate, rich illustrations – flexible, comprehensive drawings – technical detail, simplify maps – location, direction, distance architect drawings – structure, multi-view anatomical models – cut away musical scores – symbol, richness

Graphical models in IS a variety of models are readily available to IS

professionalsentity relationship modelsdata structure diagramsfunctional decomposition diagramsprocess modelsdecision tables, decision treesstate transition diagrams, flow chartslocation/ network models

Graphical models –why use them? simplify, clarify complex information summarise information models can be constructed so that they

highlight, emphasise critical features support more complex communication

Professional Communication Tasks:Presentation

IS Professionals often present the results of their work to other IS Professionals, clients and system users.

Moreover, the effective use of presentations as communication media is often critical to project success.

SIMS recognises the value of experience in presentation in developing better presentation skills.

Types of Presentation

prepared speech impromtu speeches manuscript speeches – parliament,

tesimonial memorised speeches – wedding oral briefings

Purpose of the Presentation

to inform to persuade to entertainMay have: general purpose specific purposeChecking that purpose was achieved audience response - questions survey

Audience Having a clear idea about who they are is

critical- experience- age- interest- reason for attending- range of variation- range of response

Is this knowledge predictable or unpredictable?

Plan the speech consider the purpose consider the audience consider the context consider the physical setting identify main ideas research and find supporting material for the

message plan and organise the material plan and organise the supporting material

Support for presentation

Speech Notes- palm or cue cards- slide copies (match overhead projections)

Visual aids Technology Environment Handouts Rehearsal

Structuring presentation proper introduction to the audience

tell them what you are going to say

say it

tell them what you have said

introduction

Possible strategies: leave it to an MC (Master of Ceremonies) -

how well do they know you? pose a question use humour (appropriate to audience and

relevant to topic) give a short anecdote present an interesting fact

body of presentation no more than three or four ideas use clear structure (headings and sub-

headings) expand on main points with:

personal experiencesexamplesillustrationsfactsstatistics

summary or conclusion reinforce main points long (complex) presentations should have

reviews between each section do not introduce new material here should be the most memorable part, use:

a relevant anecdote (simple, clear)an appropriate quotation (simple, clear)an example (simple, clear)a recommendation (simple, clear)

Rewrite for the ear

SPOKEN WORDS ARE DIFFERENT FROM WRITTEN WORDS

words easy to hear and understand concise words with clear meaning use pauses – breathing spaces add impact,

reinforce structure words that help link introduction-body-

conclusion – repetition (in moderation)ORAL REHEARSAL -

NOT JUST MENTAL REHEARSAL

Practice and revise reread to become familiar with material rewrite awkward parts oral rehearsal check timing allow for audience participation / interruption prepare some potential audience questions be willing to answer questions – thoughout, at

break between main ideas, at end

Visual aids Chalkboards & whiteboards overhead projectors flip charts, slides computer software television, video objects, physical examples handouts

value of visual aids gain attention increase interest support your point emphasise relationships clarify content help listener’s memory help structure the material remove focus from the presenter

non-verbal communication posture facial expression appearance and dress gesture, movement voice quality, articulation volume variation in rate of speech

stage fright (anxiety)

anxiety is normal a degree of nervousness can help debilitating nervousness needs management

- stress management techniques thorough preparation builds confidence form a relationship (empathy) with your

audience use aids to reduce focus on you practice/ look for opportunities to gain

experience - less critical situations are best other people won’t remember your mistakes

Assignment -Oral briefing a short, accurate summary aims to inform or persuade listeners

- prepare for specific purpose- present background information- discuss different available options- analyse disadvantages and advantages- outline positive impact of changes- encourage participation, questions, suggestions- show interest in responses