presentation & communication skills

PRESENTATION & COMMUNICATION SKILLS

How to Speak to Anyone, Anytime, Anywhere!!!

Session Speaker:

Razia Pukhraj

AGENDA

• Communication Skills• Presentation Skills• Voice• Listening• Visual Aids• Feedback• Stage Fright & Nervousness• Interviews• Commandments

www.health-nurses-doctors.blogspot.com11/04/23

COMMUNICATION SKILLS

Communication

• The exchange of thoughts, messages, or information, as by speech, signals, writing, or behavior.

• The art and technique of using words effectively to impart information or ideas.

Communication

• In simple terms, communication can be defined as actions whereby 'actors' impart information to one another.

• Communication does not have to involve language and does not have to be vocalized. Deaf people often communicate through gestures. Babies communicate basic wants through crying.

Communication Model

Verbal & Non-Verbal Communication

SIMILARITIES:

• Both are rule guided.

• Both can be intentional or unintentional.

• Both are culture-bound.

Verbal & Non-Verbal Communication

DIFFERENCES:

• Nonverbal communication is usually perceived as more believable.

• Nonverbal can be multi-channeled.

• Nonverbal is continuous.

Non-Verbal Communication

Accounts for 65% - 93% of thetotal meaning of communication

Non-Verbal Communication• Kinesics

• Physical appearance

• Paralanguage

• Silence

• Proxemics and personal space

• Chronemics (time)

Everythingexcept the

words!

Everythingexcept the

words!

Kinesics

Body position and motion including those of the face

• Posture can signal self-assurance.

• Posture can tell others if you are open to interaction.

• Nonverbal behaviors such as positioning, smiling, close seating and gazes signal how we feel about others.

“The mirrors of the soul”

• We tend to look at eyes to judge– Emotions– Honesty– Interest– Self-confidence

Physical Appearance

What message do you wish to send with your choice of clothing and personal grooming?

Color Influences Communication

Yellow cheers and

elevates moods.

Red excitesand

stimulates.

Blue comfortsand

soothes.

In some cultures

black suggests mourning.

In some cultures

white suggestspurity.

Proxemics and Personal Space

• Every culture has norms for using space.– In Pakistan we interact with acquaintances

from 4’ to 12’ and within 18” or less for close friends or intimates.

• People who want to even out power seek out neutral territory.– Greater space may be assumed by those with

higher status.– Those with greater power often invade others’

territory.

Chronemics (time)

• How do we manage and react to others’ management of time– Duration– Activity– Punctuality

ParalanguageCommunication that is vocal but that does not use words themselves

• Sounds (gasps and murmurs)• Vocal qualities• How we pronounce words• The accents we use• Complexity of our sentences

Silence

• Silence can be comforting– When partners are so close they do not need

to talk– When there is an absence of disturbing noise

• Silence can be discomforting– When you talk to someone and they do not

reply– When children are disciplined by being

ignored

Non-Verbal Signals

Vary from culture to culture

What does this symbol mean to you?

• In the United States it is a symbol for good job

• In Germany the number one

• In Japan the number five

• In Ghana an insult

• In Malaysia the thumb is used to point rather than a finger

PRESENTATION SKILLS

How to Ace your Presentation?

1. Give them what they want.

2. Map out your presentation.

3. Be Prepared

4. Look and sound sharp.

5. Platform presence.

6. Don’t be nervous.www.health-nurses-doctors.blogspot.com11/04/23

1. Give them what they want.

• Know you audience’s needs and concerns.

• Find out what motivates them.

• State your idea(s) and support them

2. Map out your presentation.

• Divide your presentation in 3 Blocks.

– 20% - Lively Introduction.

– 70% - Body of Presentation.

– 10% - Conclusion.

3. Be prepared.

• Prepare before you present.

• Keep visual aids simple.

• Make sure you know how to operate the equipment

• Make sure the equipment works.www.health-nurses-doctors.blogspot.com11/04/23

4. Look and sound sharp.

• Appearance is extremely important.

• Use familiar words and phrases.

• Avoid saying err, umm, eh, you know, like etc.

5. Platform presence.

• Take control of the settings.

• Dress so you stand out.

• Make your voice an asset.

• Rehearse in front of a friend or colleague.

• Engage your audience.

• Always make eye contact.www.health-nurses-doctors.blogspot.com11/04/23

6. Don’t be nervous

• You are not facing an opponent.

• Your audience wants you to succeed not faint.

Do’s of Presentation

• Analyze the audience.• Always begin with attention getter.• Body language.• Establish eye contact.

• Use large readables readables• Use gestures.• Encourage questions.

Do’s of Presentation

• Respond to questions• Control of feelings.• Vary your pitch.• Appreciate your audience.• Don’t go too fast.• Limit the discussion.

Introductions

• Identification with Audience

• Reference to Situation

• Statement of Purpose

• Statement of Importance of Topic

• Surprise Audience with Claim or Statistic

• Quotation

• Humorwww.health-nurses-doctors.blogspot.com11/04/23

Conclusions

• Summary

• Quotation

• Personal Reference

• Challenge to Audience

• Offer Vision of the Future

• Quotation

• Humorwww.health-nurses-doctors.blogspot.com11/04/23

The Voice in Delivery

• Volume• Pitch • Rate• Pauses• Vocal Variety• Pronunciation and Articulation

Volume

• The relative loudness of a speaker’s voice while giving a speech.

• Loudness depends on:– size of room/number of persons– availability of a microphone– background noise

• The range of sounds from high to low.

• It powerfully affects the meaning associated with spoken words.– conveys mood– reveals level of enthusiasm– expresses concern for the audience– signals your overall commitment to the

occasion

• The most effective way to hold an audience’s attention and convey the meaning of your speech.

• Speaking rate- the speed with which a speaker talks

Pauses

• Pauses are important strategic elements of a speech that enhance meaning by providing:– a type of punctuation– emphasis of a point– attention to a key point– a moment for listeners to contemplate what

is being said

• Avoid vocalized pauses (“uh”, “er”, “um”...)

Vocal Variety

• The varied use of multiple vocal

cues to achieve effective delivery.

Pronunciation & Articulation

• Pronunciation- the correct formation of word sounds.

• Articulation- saying words with clarity and forcefulness so they are individually audible.

LISTENING

Listening

• The process of receiving, constructing meaning from, and responding to spoken and / or nonverbal messages

• To hear something with thoughtful attention.

Listening• There are four types of listening:

Appreciativeo Listening for pleasure or enjoyment

• Music, movies, comedy, plays…

Empathetico Listening to provide emotional support for speaker

• A shrink listens to a patient; you listen to a friend’s rant

Comprehensiveo Listening to understand the speakers message

• Direction to a friend’s house; in a class or seminar

Criticalo Listening to evaluate a message

• A campaign speech; a peer’s research paper

Causes of Poor Listening• Not Concentrating

Daydreaming, mind wandering, dozing

• Listening too Hard Trying to remember every fact, no matter how minute

• Jumping to Conclusions Putting words into the speakers mouth; interrupting

speaker, anticipating what speaker will say/do next

• Focusing on Delivery Instead of Message Speaker’s accent, clothes, stuttering, presentation

Better Listening• Take Listening Seriously

Like any skill it takes practice and self-discipline

• Resist Distractions When you catch your mind wandering make a

conscious effort to pull it back on track; try to anticipate what the speaker will say/do next

• Don’t be Diverted by Appearance or Delivery Lincoln and Gandhi were strange in appearance but

were excellent speakers

Better Listening

• Suspend Judgment– “a closed mind is an empty mind”

• Focus Your Listening– Listen for main points– Listen for evidence– Listen for technique

VISUAL AIDS

Memory & Visual Aids

Verbal Only Visual Only Verbal & Visual

Percent of Speech Remembered After...

3 Hours

3 Days

Types of Visual Aids

• Blackboard / Whiteboard• Flip charts• Overhead projectors• Slides• Film and Video• Handouts• Physical objects• PowerPoint

Methods of Delivery

• Manuscript Reading

• Memorized

• Impromptu

• Extemporaneous

Using Visual Aids During the Speech

• Reveal Only When Needed

• Talk to Audience - Not Visual Aid

• Refer to Visual Aid

• Keep Visual Aid Visible as Needed

• Use Handouts with Caution

Size Matters• This is a 20 point font

• This is a 32 point font• This is a 44 point font• This is a 54 point font•This is a 66 point f

Color can distinguisha presentation

Color affects how fastthe audience can read

What is important is that the combination has contrast—the one on this slide does not.

Combinations of red, green, and brown are difficult for many people to read

The color combination that is read most quickly is black on yellow.

Color affects the emotionsof the audience

Avoid having a hot color such as red or orange as your background color.

What not to do

• No bright text on bright background• No lot of pictures on one page • No animations unless it is relevant• No too much information on one

page• No CAPITAL letters

FEEDBACK

Positive Non-Verbal Feedback

• Smiling• Nodding• Eye contact• Relaxed posture• Unbuttoned jackets• Leaning forward• Sitting on edge of chair• Hands in open position• Legs and arms uncrossed

Negative Non-Verbal Feedback

• Dead expression• Tight lips• Frowning• Avoiding eye contact• Hands clenched or wringing• Turning away• Stiff or slumping posture• Sitting or leaning back• Crossed legs or arms

STAGE FRIGHT&

NERVOUSNESS

Stage Fright

Anxiety over the prospect of

giving a speech in front of an

audience.

What causes stage fright?• Inadequate preparation.

• Fear of being judged.

• Unfamiliarity with the audience or the environment

• Lack of knowledge about public speaking

• Negative past experiences

Important understanding about stage fright.

• It is normal. Almost everyone experiences some nervousness about speaking in some situations.

• It is mostly internal. You will usually feel more nervous than you look.

Important understanding about stage fright.

• Anxiety can be useful. Your nervousness can create a heightened state of readiness, allowing you to perform better than you might otherwise.

• It can be managed. While you may never eliminate the nervousness you feel, you can deal with it and deliver a successful speech in spite of it.

Reducing Speech Anxiety• Know your audience

• Select an appropriate topic

• Re-create the speech environment when you rehearse

• Know your introduction and conclusion

• Be organized

• Use visual aids

Reducing Speech Anxiety• Think positively

• Use the power of visualization

• Know that most nervousness is not visible

• Don’t expect perfection

• Prepare, prepare, prepare …

Dealing with Nervousness

• Speechmaking is a common “greatest fear”

• Preparation and rehearsal reduce fear by 75%

• Proper breathing reduces fear by 15%

INTERVIEWS

Interviews

• Interview is a conversation with a purpose.

• Interviewing uses all the forms of communication: – Speaking– Listening– Writing

Interviewers look for?• Intelligence & analytical ability• Creative & flexibility• Communication skills• Work experience & required technical

skills• Leadership qualities / team playing ability• Initiative & entrepreneurship• Energy & stamina• Maturity• Interest in the position• Personal qualities & personality

Types of Interviews

SCREENING INTERVIEW

IN-DEPTH INTERVIEW

MULTIPLEINTERVIEWS

STRESS INTERVIEW

Largest number

of candidates

Smallest number

of candidates

The Ten Commandments

• Stop Talking.• Put The Talker At Ease.• Show Him That You Want To Listen.• Remove Distractions.• Empathize With Him.• Be Patient.• Hold Your Temper.• Go Easy On Arguments And Criticism.• Ask Questions.• Stop Talking!

PLAN, PREPARE, POLISH, PRACTICE, PRESENT

The better you know your material the less anxious you’ll be about presenting it.

Smile and act natural. Don’t apologize for being nervous. No one will know you’re nervous unless you call attention to it.

Thank You

Kindly send your feedback to:

razia.pukhraj@hotmail.com

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