designing oral reports: components of effective presentations

Designing Oral Reports:

Components of effective presentations

Presented by:

Julia M. Williams

Coordinator of Technical Communication and Associate Professor of English

Designing Oral Reports:

Oral Reports and Professional ContextsPreparing for your Audience Structuring Technical Information: Text

and VisualsUsing and Misusing PowerpointPresentation Skills You Need: Space,

Voice, and Body

Oral Reports and Professional Contexts

Presentations in the Classroom and the Workplace

Oral Reports and Professional ContextsConveying information quickly and

efficientlyVariety of situations: team meetings,

reports to superiors, presentations to clients

Demanded more often than written reports

Preparing for your Audience

Presentations for listeners

Know Your AudienceDetermine their technical level: expert,

professional non-expert, student, technician, general

Evaluate their previous experience with the topic

Gauge their attitudes toward the topic Identify the information they need

Structuring Technical Information

Text and Visuals

Structuring Technical InformationEmphasize the primary topic structure

of your researchPreview and reviewUse transition words and phrasesSupply a context for clear visuals

Emphasize primary topic structureWritten report components: Introduction,

Technical Description, Process Explanation, Case Study, Conclusions

Oral report components: same topics, different emphasis, reduced form

Overall strategy rather than specific points

Structuring Technical InformationEmphasize the primary topic structure

of your researchPreview and review

Designing Oral Reports

Oral Reports and Professional ContextsPreparing for your Audience Structuring Technical Information: Text

and VisualsPresentation Skills You Need: Space,

Voice, and Body

Structuring Technical InformationEmphasize primary topic structure of

your researchPreview and reviewUse transition words and phrases

Transition words and phrases

First Second Third

Therefore However Consequently

In conclusion To summarize To review

Structuring Technical InformationEmphasize primary topic structure of

your researchPreview and reviewUse transition words and phrases to link

ideasSupply a context for clear visuals

Context for Clear Visuals Labeling charts and

graphs

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Context for Clear Visuals Labeled, interpreted,

contextualized Timing

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1stQtr

2ndQtr

3rdQtr

4thQtr

EastWestNorth

Using and Misusing Powerpoint

Sound Effects Won’t Save You!

Misusing PowerpointUsing PowerPointOverloading slides

Misusing Powerpoint Overloading slides The problem with overloading slides is that

you may be tempted to cut and paste portions of your report word for word. Those large blocks of texts can’t be easily read and absorbed by your audience, and they also look overwhelming. It’s better to reduce your report text to key words and phrases. But always be sure to spellcheck!

The Presentation Skills You Need:

Space, Voice, and Body

Presentation Skills: Space

Arrange the room to suit your presentation needs

Check equipment and ensure it is operational; backup plan

Practice with the equipment in presentation conditions

Allow adequate room so you can remain in contact with the audience

Presentation Skills: Voice

Speak loud enough to be heard, but don’t shout

Try to be conversational, rather than trying to deliver a “canned” speech

Vary voice tone and pitch; avoid a monotone

Let your voice reflect your enthusiasm for the topic

Presentation Skills: Body

Use hand gestures effectivelyAvoid using gestures just because you

are nervousApproach the audience to emphasize a

point or ideaAvoid shifting or shuffling

Designing Oral Reports

Components of effective presentations

Preview and

Review

Designing Oral Reports:

Oral Reports and Professional ContextsPreparing for your Audience Structuring Technical Information: Text

and VisualsPresentation Skills You Need: Space,

Voice, and Body