Types of Oral Communication

1. 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

2. Styles of Oral Communication • Informative • Persuasive • Entertaining • Educative

3. Planning a Presentation • Define the purpose of your presentation • Audience reception • Context and setting • Determine your main points • Research • Structure your material

4. 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!)

5. Presenting your oral communication • Using notes • Audio/visual aids • Non-verbal communication • Use of voice • Anxiety/stage fright

6. 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

7. 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

8. 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

9. 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

10. 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

11. Graphical models in IS • a variety of models are readily available to IS professionals entity relationship models data structure diagrams functional decomposition diagrams process models decision tables, decision trees state transition diagrams, flow charts location/ network models

12. 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

13. 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.

14. Types of Presentation • prepared speech • impromtu speeches • manuscript speeches – parliament, tesimonial • memorised speeches – wedding • oral briefings

15. Purpose of the Presentation • to inform • to persuade • to entertain May have: • general purpose • specific purpose Checking that purpose was achieved • audience response - questions • survey

16. 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?

17. 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

18. Support for presentation • Speech Notes - palm or cue cards - slide copies (match overhead projections) • Visual aids • Technology • Environment • Handouts • Rehearsal

19. Structuring presentation • proper introduction to the audience • tell them what you are going to say • say it • tell them what you have said

20. 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

21. body of presentation • no more than three or four ideas • use clear structure (headings and sub-headings) • expand on main points with: personal experiences examples illustrations facts statistics

22. 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)

23. 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

24. 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

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

26. 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

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

28. 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

29. 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