TECHNICAL COMMUNICATION

GLB
UNIT 3: OUTLINE

Technical Presentation: Strategies & Techniques

Presentation: Forms; interpersonal Communication; Class room

presentation; style; method; Individual conferencing: essentials:
Public Speaking: method; Techniques: Clarity of substance;
emotion; Humour; Modes of Presentation; Overcoming Stage Fear;
Audience Analysis & retention of audience interest; Methods of
Presentation: Interpersonal; Impersonal; Audience Participation:
Quizzes & Interjections
 PRESENTATION

•
Good speakers are always remembered as they possess the
capabilities of making a dull topican interesting one.
• If you recall a nice presentation we will realise how good
orators change our (audience's) life, thinking,attitude.
• This is true for any sort of presentation be it a professional
presentation,business / religious / political speeches, class
room lectures / presentation.
PRESENTATION
‘H a l f the world is composed of people who have something to say and can’t,
and the other half who have nothing to say and keep on saying it.’ –Robert
Frost

Following points need to be considered carefully while preparing for the

presentation:
• Planning : Ocassion, audience, purpose, thesis & material.
• Outline & structure : Introduction, Body & Conclusion.
• Mode of delivery
• Guidlines for effective delivery
• Body language & voice
•
Visual Aids
PRESENTATION : PLANNING
The first step towards effective presentation is planning.
– What to speak? What not to speak?
– How to face public (audience) ?
• Some are naturally gifted with the talent of presentation while others do it with
proper guidance.
• So take a pen & paper and ponder over certain points as :
● Occasion
● Audience
● Purpose
● Thesis
● Material
PRESENTATION : PLANNING [OCCASION]
By occasion we mean physical environment, time and context.
• Physical environment means location(venue) big like 'auditorium' or small like a
'conference room'.
• Physical environment means facilities like equipment like projector, multimedia,
ventilation, seating, temperature & humidity control, lighting, podium etc.
• Time refers to both :
– when you need to present the topic (morning or afternoon) and,
– duration you must confine your delivery.
• Context refers to the events surrounding our presentation. When we are presenting in
a team, for example, we need to consider the team members. They might have left a
positive or negative impression in the minds of the audience and, hence, we would
need to adapt accordingly.
PRESENTATION : PLANNING [AUDIENCE]
It is necessary to have some prior knowledge of the
audience.
• What are their interests, likes, and dislikes?
• Are they familiar with the topic?
• Is their attitude hostile or friendly?
• What is the size of the group?
• Age range? Gender distribution?
.
PRESENTATION : PLANNING [AUDIENCE]
● Audience may belong to a culture specific who are not
comfortable at asking / answering questions.
● Audience may belong to a culture specific who are not
revealing their facial expressions.
● We may seek the help from the host regarding audience
analysis.
● If we are going to speak on a controversial topic :
● Better to keep some time for facing & responding to the
opposition.
PRESENTATION : PLANNING [AUDIENCE]
Talk to the members in advance. This will help
you :
● To make a rapport.
● To know about the possible reactions.
● To anticipate the problems.
● To have a support.
● To make the strategies.
PRESENTATION : PLANNING [THESIS STATEMENT]
● The thesis statement is very important in a presentation
because it spells out the subject and establishes its impact
among the audience. It is also the central idea of a
presentation.
● Do not use questions in thesis statement. 'Do we have
advantages in getting treated at a good hospital?' gives the
negative impact.
● Use simple language free of clutter & jargon.

.
PRESENTATION : PLANNING [THESIS STATEMENT]
For example :
● Topic : Selecting a good hospital for the treatment.
● Topic area : Advantages of a good hospital.
● General purpose : Information.
● Specific purpose : Tell the audience about the benefits
they get by selecting a good hospital.[ expertise, hygiene,
pre & post treatment care etc.]
● Thesis statement : [make it yourself]
PRESENTATION : PLANNING [MATERIAL]
●
Next we need to do the research.
● Collect the materials from the magazines, internet,books,library,
official records etc.
PRESENTATION : OUTLINE & STRUCTURE
● An outline is a framework in which bits and pieces of the
presentation material are fitted. It serves as a guide to show us
the right path for our presentation.
– Introduction should grab attention, introduce topic, contain a strategy
for establishing credibility, preview the speech, establish rules for
questions, and have a smooth transition to the main text.
– Main body should contain all the main points and supporting material;
the entire matter should be organized into a logical sequence.
– Conclusion should contain signal, highlight/summary, closing
statement/re-emphasis, a vote of thanks, and invitation to questions.
–
PRESENTATION : OUTLINE & STRUCTURE [INTRODUCTION]
● Good morning and wish you all a happy World Good Health
Day! Have a safe family stay. (Greeting and reference to the day)
– Before starting my presentation, let me ask you a few
questions: How often are you down with some or other
sort of infection?
– Do you know the differences in virus & bacteria?
– How do you go about treating or controling them?
– Are you aware of the harmful effects and how to
neutralise them? (Attention grabber)
–
PRESENTATION : OUTLINE & STRUCTURE [INTRODUCTION]

● There are many ways to regulate & control the infection. Yes
you are right we are going to discuss this today. (Reveal
the thesis statement)
● Well, first I introduce myself as Dr. Ganesh Rao, consultant
physician Boris Hospital. (credibility).
● To start with let me define microorganism. Then we will explore
their types; differences & simmilarities.(preview)
● If you have any query please note it down & wait till the
presentation gets over. We will have a query session in the end.
(Rules f o r Q & A)
–
PRESENTATION : OUTLINE & STRUCTURE [MAIN BODY]

● Depending on the topic, and the introduction part, we can

choose from any of the following patterns to organize the
main body of a presentation.
– Chronological This pattern can be used for organizing points
that can be arranged sequentially (in the order in which the
events occurred or appeared before us).
– Categorical This is one of the easiest and most commonly
adopted patterns for many topics. The entire presentation can
be divided into various topics and subtopics arranged on the
basis of subordination and coordination.
–
PRESENTATION : OUTLINE & STRUCTURE [MAIN BODY]

– Cause and effect This method can be adopted

whenever a ‘cause and effect’ relationship exists.
– Problem–solution Here, we divide the presentation into
two parts. In the first part, we describe and analyse the
problem. After the analysis we move on to the main
objective of the presentation to suggest or propose a
solution to the problem.
● Support your opinions with data, statistics definitions,
anologies,testimonies etc.
–
PRESENTATION : OUTLINE & STRUCTURE [CONCLUSION]
● The conclusion should be prepared and presented with the
same interest as we take for the introduction.
● We can conclude our presentation by reviewing the main
points.
● A signal such as to sum up, to conclude, to review, in the end,
etc. to indicate the end of the presentation must be used.
● As we conclude, we should remind the audience briefly about
the purpose of our presentation.
●
This is followed by the query session.
–
PRESENTATION : DELIVERY MODE

'having something to say is not enough; you must also

know how to say i t ' .
● There are four modes of delivery that can be used for
making presentations:
– Extemporaneous
– Manuscript
– Impromptu
– Memorization
–
PRESENTATION : DELIVERY MODE [Extemporaneous]

Extemporaneous presentation is by far the most popular and

effective method when carefully prepared.
– When speaking extempore we must prepare the notes
beforehand and rehearse our presentation.
– There is no need to learn every word and line by note.
– Our presentation will sound quite spontaneous to the
audience, as after thorough preparation, we are speaking
while thinking.
– Careful planning and rigorous practice enable one to
collect the material and organize it meticulously.
PRESENTATION : DELIVERY MODE [Extemporaneous]

Advantages
● : Enough
● Time
● Security
● Confidence
● Adaption
–

Natural & spontaneous

PRESENTATION : DELIVERY MODE [Extemporaneous]

Disadvantages:
● Fear of getting derailed(out of track).
● Too much dependancy on supporting
materials / aids.

–
PRESENTATION : DELIVERY MODE [Manuscript]

In manuscript presentation, material is written out

and we are supposed to read it out aloud verbatim.
– But, we should be wise enough not to attempt to
read a speech until we have become a proficient
reader.
– Unfortunately most speakers are not good
readers. They make it uninteresting by reading in a
dull and monotonous way.
PRESENTATION : DELIVERY MODE [Manuscript]

Advantages:
● Permanent & accurate record.
● Tamper free.
● Systematically organized.
● Modified language.
–
PRESENTATION : DELIVERY MODE [Manuscript]

Disadvantages:
● Lesser eye contact with audience
● Lesser / no interaction.
● Adaption is difficult.
● Lacks conversational flair
–
PRESENTATION : DELIVERY MODE [ Impromptu]

The impromptu mode, as the word suggests, is what we use

when we have to deliver an informal speech without preparation.
For example, at a formal dinner party you may be invited to
deliver a vote of thanks.

● Advantages:
– Natural
– Spontaneous
– freedom
–
PRESENTATION : DELIVERY MODE [ Impromptu]

● Disadvantages:
– Time shortage
– No supplement
– More vocalized pauses
– High rambling
– May fail
–
PRESENTATION : DELIVERY MODE [ Memorization]

● This method of presentation is very difficult for

most of us.
● Probably only a handful of us can actually
memorize an entire speech.
● Usually we memorize only the main parts and
are in the habit of writing key words on cards to
help us out through the actual presentation.
PRESENTATION : DELIVERY MODE [ Memorization]

● In some cases, if we wish to quote somebody

or narrate an anecdote or a joke, it is better to
memorize these for our presentations.
● This type of delivery stands somewhere
between extemporaneous and manuscript
presentation.

–
PRESENTATION : DELIVERY MODE [ Memorization]

● Advantages :
– Regular eye to eye contact.
– Free movement.
– Extensive use of nonverbal communication.
– Time limit can be honoured.

–
PRESENTATION : DELIVERY MODE [ Memorization]

● Disadvantages :
– Takes lot of time & efforts to memorize.
– May become dull & monotonous.
– May fail if not rehearsed properly.
– Lack of flexibility & adaption.
–
–
PRESENTATION : GUIDLINES FOR EFFECTIVE DELIVERY

● Success of any presentation depends on the various

elements :
– Verbal.
– Non-verbal (body language, gestures,facial
expressions).
– Vocal.
– Visual aids.
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Word pictures
● Warm words
● Similes & metaphors
● Impact words
● Smooth flow
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Word pictures
– Thewords are so beautifully described that
audience is mesmerised & take them to extreme of
imagination.
For example : 'Think if you win this contest, you fly to
Switzerland. A snowy white carpet is waiting to
welcome you......'
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Warm words :
– Words should be picked up very carefully.
– They paint pictures, evoke emotions,trigger deep
feelings,expedite responses. For example : quick, time saver,
aromatic, fantastic,tasty, delicious,farm fresh etc.
– They may deliver good / bad meaning too. For example f a t
cat, big mouse, red tapism may deliver bad meaning
whereas independent, broad minded, free mind,
passionate may deliver good meaning.
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Similes & metaphors :

– Time is money.
– Any delay could be fatal.
– Building business like building empire.
– This organisation is like a brain child to me.
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Impact words :

– discovery, guarantee, love, proven, safely,

easy, health, vigour, money, results, save,
protect, interest, challenge, opportunity,
excitement, enthusiasm, flourish, progress,
favourable, adaptation, circumstances.
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Smooth flow
– Bridge:
● A bridge is a word that alerts the audience that we are
changing direction or moving to a new thought.
For example We completed the project in January.
Meanwhile other formalities were pending.
– Number item:
● A number item keeps the listeners informed about where
we are in a presentation, which covers several points such
as: The first advantage of the new plan is …
.
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Smooth flow
– Trigger:
● A trigger is a repetition of the same word or phrase to link one
topic with another, such as:
That was what the situation was like in March this year when
the pandemic started. Now I will tell you what it is like today.
– Interjection:
● An interjection is a word or phrase inserted in a commentary to
highlight the importance or placement of an idea, such as: there
is one more finding of the experiment, perhaps the most
important one.
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Smooth flow
– Internal
summary
● It helps our audience stay oriented by providing a one-sentence
summary. For example 'you see t h a t there are many causes
pointing to the same problem'.
– Internal preview
● An internal preview, like an internal summary, orients the
audience by alerting them to the upcoming points, such as:
'You all must have now started pondering how all these
will be taken care o f f ?
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Smooth flow
– Signpost:
● Signposts tell our audience where we are in our presentation.
When we say, ‘There are four advantages, as I had already
said. Having discussed the first t w o o f them, let me move
on to the third advantage’.
– Rhetorical question:
● A rhetorical question can subtly change the direction of the
discussion, like 'Let us move to entirely a different topic o f
customer loyalty. So how do we improve upon the
customer loyalty?'
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Smooth flow
– Flashback:
● A flashback is a sudden shift/reference to the past, and breaks what
seems to be a predictable narrative. For example: 'Today, we are
the market leader. However, three years ago, this was not the
case.'
– List:
● A list is a very simple way of combining apparently unrelated
elements, such as: We made four attempts to solve theproblem.
– Pause:
● A pause is a non-verbal method of showing our audience that we
have finished a section of our speech and we are about to move on to
another.
PRESENTATION : GUIDLINES FOR EFFECTIVE
DELIVERY[verbal elements]
● Smooth flow
– Physical movements:
● Physical movements towards a visual aid, such as a black/white
board, flip chart, or screen, suggest that we are moving on to
something new.
– Quotations, anecdotes, and jokes:
● A quotation, anecdote, or joke can serve as an excellent link. We may
see a joke like the one given below as a good link to the idea that one
may wish to take up next:
'Here I remember an old story of a thirsty crow, who kept on
putting pebbles …............'
PRESENTATION : GUIDLINES FOR EFFECTIVE DELIVERY
[non verbal elements]
● Our appearance, facial expressions, eye contact, postures, gestures, and the
space we share with our audience, all communicate our interest, enthusiasm,
dynamism, intention, and confidence to our audience.
– Wear a formal dress and use simple accessories; take care of your
personal hygiene.
– Use facial expressions to exhibit your enthusiasm and interest; do not
show your irritation or anger even when someone interrupts you or asks a
question that appears to be silly to you; be polite in answering them.
– Make eye contact with all sections of the audience (avoid staring at
somebody) to observe their reactions and also to show your sincerity and
interest.
PRESENTATION : GUIDLINES FOR EFFECTIVE DELIVERY [non
verbal elements]
– Use well-timed gestures; avoid monotonous gestures.
– Stand tall and straight with shoulders upright; walk/move
swiftly; avoid too many and monotonous movements.
– Do not come very close to the audience; maintain a distance
of at least 4–12 feet.
– While using blackboard, raise your voice and look at the
audience in between.
– Avoid fiddling with key ring or tie while presenting.
– Avoid looking outside even if there is some external noise. Try
to concentrate on your ideas and audience.
PRESENTATION : GUIDLINES FOR EFFECTIVE DELIVERY
[vocal elements]
Our voice can serve as an important tool to support our
verbal message.
● Speak with enthusiasm and sincerity.
● Avoid fast delivery.
● Adjust the volume of your voice.
● Use silence and pauses effectively.
● Avoid monotones or vocalized pauses.
● Articulate each word clearly.
●
Use your optimal pitch.
PRESENTATION : GUIDLINES FOR EFFECTIVE DELIVERY
[visual elements]
– Use of visuals stimulates our right brain.
– Vocal elements are less effective than visuals.
PRESENTATION : NERVOUSNESS & STAGE FRIGHT
The symptoms of stage fright are racing heart, sweating, dry
mouth, shaky hands and legs, knocking knees, blinking eyes,
paining back, queasy stomach, and loss of memory.
Nervousness leads to stage fright, which in turn may affect the
presentation, we need to know how to control them :
– 'The
best way to conquer stage f r i ght is know
what you are talking about.’ –Michael Mescon
● In advance
● Just before the presentation
● When the presentation begins
PRESENTATION : NERVOUSNESS & STAGE FRIGHT
Strategies in advance of presentation
●
:Develop an interest in the topic of your presentation.

● Reserve adequate time for preparation.

● Anticipate easy as well as hard questions and try to
work out your answers.
● Practise your opening statement several times.
● Rehearse your entire presentation at least twice.
PRESENTATION : NERVOUSNESS & STAGE FRIGHT
Strategies just before the presentation
– Arriveearly; check the arrangements, equipment, and your
PowerPoint slides.
– If you see some participants, look at them, greet them, and
talk to them so as to ensure that you are not nervous while
speaking and your voice is flowing freely.
– Take a few sips of tepid water.
– If you have time walk around or outside the venue.
– Concentrate on your ideas.
– Relax yourself by taking deep, even, and slow breaths.
PRESENTATION : NERVOUSNESS & STAGE FRIGHT

Strategies when the presentation begins

● Feel good about your presentation and walk up to
the dais taking a few deep breaths.
● Do not begin immediately or in a hurry. First look at
the friendly faces among your audience and smile.
● If your legs are shaky, lean on the lectern or table on
the dais and hold it.
PRESENTATION : NERVOUSNESS & STAGE FRIGHT

Strategies when the presentation begins :

● Remember that the audience may not realize your nervousness
as much as you feel it.
● Never comment on your nervousness during your presentation
(some speakers say ‘I feel nervous, let me have some water
please’).
● Do not show explicit signals, such as clearing throat, drinking full
glass of water, wiping forehead, etc., which display your
nervousness to the audience.
INTERPERSONAL COMMUNICATION

–
I – IT & I – THOU RELATIONSHIP : MARTIN BUBER
Philosopher Martin Buber defines I – it relationship as
impersonal and I – thou relationship as interpersonal.

When you treat other person as an object : I – it

When you treat other person as any other unique entity : I –

thou
HUMAN COMMUNICATION MODELS
PRINCIPLES OF INTERPERSONAL COMMUNICATION

1. INTERCONNECTEDNESS

2. IRREVERSIBLE

3. COMPLICATED

4. GOVERNED BY THE RULES : EXPLICIT & IMPLICIT

DIMENSIONS OF INTERPERSONAL COMMUNICATION

1. CONTENT DIMENSION : MESSAGE TO BE GIVEN

2. RELATIONSHIP DIMENSION : FEELINGS IN A RELATION

3. METACOMMUNICATION
INTERJECTIONS IN PRESENTATION

An interjection is a word to express emotions as oh ! , Hey ! ,

ouch !

Usually followed by exclamatory mark but sometimes set off by

a comma.

Has no grammatical relationship with rest of the sentence.

INTERJECTIONS IN PRESENTATION : examples

Oh! You surprised me.

Wow! You look damn smart.
Aha, you have discovered the secret.
Could you, well, be quiet, please?
INTERJECTIONS IN PRESENTATION : USE

Commonly used in informal

delivery.
Rarely used in a formal delivery
except in written dialogue.
Interjections

Words that express excitement or emotion

Examples
Uh, Harry, is that you?
Pssst! The crow flies at midnight.

Interjections are followed by a comma,

ellipsis, or an exclamation point.
Some Common Interjections

Ahh
Argh
Ew
Hey
Hmm
Huh
Ohh
Whew
Yikes
Interjections Are Nonstandard

You should only use interjections for dialogue in

formal writing.

An Example of Dialogue
Dad said, “Argh! How could you
eat my special chocolate bar?”

Dialogue is when characters in a

story speak to each other.
More Examples of Interjections

Shelly cried in terror, “Eek! Invaders from space are

invading!”

Which word in the above sentence is

an interjection?

Eek
More Examples of Interjections

Mr. Witherspoon read the day’s news, sipped his tea,

and said to himself in dismay “Tsk, tsk, what has
happened to this world?”

Which word in the above sentence is

an interjection?

Tsk
More Examples of Interjections

Bobby wondered to himself, “Why do ostriches have

feathers if they can’t fly? Hmm…”

Which word in the above is an

interjection?

Hmm
 Review

Interjections show excitement or emotion.

Interjections are one word utterances that are

inappropriate for formal writing.

Interjections are always followed by a comma, ellipsis, or

exclamation point.

Dialogue is an appropriate place to use interjections.

 ASSIGNMENT NO. 3

1. Define presentation. Discuss the planning phase of the

presentation.
2. Describe the outline & structure of a perfect presentation.
3. Explain in detail the four presentation modes.
4. Discuss, giving examples, guidelines for effective delivery.
5. What are the symptoms of presentation nervousness & stage
fright? How we can overcome it?
6. Compare interpersonal communication with impersonal
communication in the light of Martin Buber model.
7. Explain human communication models.
8. Discuss principles & dimensions of interpersonal communication.
9. How the use of interjections make a delivery more effective &
interesting? Give rich examples.
SOURCES
THANK YOU !!!