Written and Oral Presentation Techniques for Government Employees

1. COMMUNICATION CRASH COURSE
Written and Oral Presentation Techniques for
Government Employees
EARL P. TONGOL
City Information Office
SEPTEMBER 14, 2012 | 8-12nn
Write. Speak. Present.

2. Workshop
Preliminaries
Prayer
Getting to Know
Activity
Grouping

3. OBJECTIVES
1. To enhance the writing and
presentation skills of selected
City Hall employees;
2. To be able to confidently speak
in public;
3. To learn techniques on how to
create high-impact
presentations.
4Ws and
1H Question
Why, to Whom, What, Where, When, and
How, do we communicate?

4. THE
DIFFERENCE
Communication in the gov’t service:
• Randomly assigned
• Needs to be acted upon
quickly
• Requires background
(abbreviations, rules, etc.)
• Should be easy to understand
• Should be extra ‘sensitive’
and ‘responsive’
Private
Government

5. OVERVIEW
Write
•Developing Writing Skills
•Common Mistakes
•Sample letter, memo, minutes of the
meeting, and short report
Speak
•Fundamentals of Public Speaking
•Gaining Confidence
•Body Language
•Delivery of Speech
Present
•Parts of Microsoft PowerPoint
•PowerPoint Presentation Rules
•Sample PowerPoint Presentations
FOCUS ON:
TECHNIQUES

6. INTERACTIVE
ACTIVITY 1
COMM
QUIZ
Statement
Not
at all
Rarely
Some
times
Often
Very
Often
I try to anticipate and predict possible causes of
confusion, and I deal with them up front. 1 2 3 4 5
When I write a memo, email, or other document, I give all
of the background information and detail I can to make
sure that my message is understood.
1 2 3 4 5
If I don't understand something, I tend to keep this to
myself and figure it out later. 1 2 3 4 5
I'm sometimes surprised to find that people haven't
understood what I've said. 1 2 3 4 5
I can tend to say what I think, without worrying about how
the other person perceives it. I assume that we'll be able
to work it out later.
1 2 3 4 5
When people talk to me, I try to see their perspectives. 1 2 3 4 5
I use email to communicate complex issues with people.
It's quick and efficient. 1 2 3 4 5
When I finish writing a report, memo, or email, I scan it
quickly for typos and so forth, and then send it off right
away.
1 2 3 4 5
When talking to people, I pay attention to their body
language. 1 2 3 4 5
I use diagrams and charts to help express my ideas. 1 2 3 4 5
Before I communicate, I think about what the person
needs to know, and how best to convey it. 1 2 3 4 5
When someone's talking to me, I think about what I'm
going to say next to make sure I get my point across
correctly.
1 2 3 4 5
Before I send a message, I think about the best way to
communicate it (in person, over the phone, in a
newsletter, via memo, and so on).
1 2 3 4 5
I try to help people understand the underlying concepts
behind the point I am discussing. This reduces
misconceptions and increases understanding.
1 2 3 4 5
I consider cultural barriers when planning my
communications. 1 2 3 4 5
TOTAL
THE COMMUNICATION QUIZ
Instructions:
For each statement, encircle
the number that best describes
you. Please answer questions
as you actually are (rather than
how you think you should be),
and don't worry if some
questions seem to score in the
'wrong direction'. When you
are finished, total the number
of points you get.

7. COMM
QUIZ
INTERPRETATION
Score Comment
56-75
Excellent! You understand your role as a
communicator, both when you send
messages, and when you receive them.
You anticipate problems, and you choose
the right ways of communicating. People
respect you for your ability to communicate
clearly, and they appreciate your listening
skills
36-55
You're a capable communicator, but you
sometimes experience communication
problems. Take the time to think about your
approach to communication, and focus on
receiving messages effectively, as much as
sending them. This will help you improve.
15-35
You need to keep working on your
communication skills. You are not
expressing yourself clearly, and you may
not be receiving messages correctly either.
The good news is that, by paying attention
to communication, you can be much more
effective at work, and enjoy much better
working relationships! The rest of this
article will direct you to some great tools for
improving your communication skills.

9. The Process in Action:
The “Habagat” Experience

10. INTERACTIVE
ACTIVITY 2
Words
Alone
Purpose: To demonstrate how important words
are when the person talking and the listener cannot
see each other.
Materials Needed: Small pieces of paper
Process Questions:
1. How efficient were words alone in expressing
ideas?
2. How did you feel doing this activity? (talker and
listener)
3. What does this remind us to do in our own
communication?

11. COMMUNICATION CRASH COURSE
Written and Oral Presentation Techniques for
Government Employees
WRITE.
SEPTEMBER 7, 2012 | 8-12nn
Write. Speak. Present.

12. Developing
Writing
Skills
PLAN
• Understand your objective.
Why are you communicating?
• Understand your audience.
With whom are you
communicating? What do they
need to know?
• Plan what you want to say,
and how you'll send the
message.
• Seek feedback on how well
your message was received.

13. KISS
Keep
It
Simple and
Straightforward
Developing
Writing
Skills
ENCODE

14. Developing
Writing
Skills
TECHNIQUES
• Read
• Write everyday
• Brush up on grammar
• Cultivate creativity
• Collect tools and resources
• Conduct thoughtful research
http://www.writingforward.com/better-writing/writing-habits

15. •Develop a process
• Proofread, edit, revise
• Share your work and invite
feedback
• Making writing a priority
• Experiment with different
forms
• Set goals and pursue them
http://www.writingforward.com/better-writing/writing-habits
Developing
Writing
Skills
TECHNIQUES

16. WHICH OF THESE
WORDS SHOULD
BE AVOIDED?
SET A
Words and
Expressions
Commonly
Misused in
Formal
Writing
ALRIGHT
AS TO WHETHER
DIFFERENT THAN
EACH AND EVERYONE
FINALIZE
IMPORTANTLY
IN TERMS OF
IRREGARDLESS
ONGOINGFrom Strunk & White’s
The Elements of Style

17. WHICH OF THESE
WORDS SHOULD
BE AVOIDED?
SET B
Words and
Expressions
Commonly
Misused in
Formal
Writing
PRESENTLY
ONE OF THE MOST
PERSONALIZED
RESPECTIVELY
STUDENT BODY
THANKING YOU IN ADVANCE
FORSEEABLE FUTURE
THRUST
WORTH WHILEFrom Strunk & White’s
The Elements of Style

18. VERSUS
The Proper
Usage of
Common Terms
Used in
Professional
Writing
ADVICE, ADVISE
AGREE TO, WITH
AMONG, BETWEEN
ANTICIPATE, EXPECT
AS IF, AS THOUGH
BLACKOUT, BROWNOUT
BUILD UP, BUILDUP
CATHOLIC, catholic
COMPLEMENT, COMPLIMENTFrom the UST Varsitarian
Campus Press Stylebook

19. VERSUS
The Proper
Usage of
Common Terms
Used in
Professional
Writing
CRITIC, CRITIQUE
DESPITE, IN SPITE OF
FARTHER, FURTHER
MAYBE, MAY BE
RESULT IN, RESULT TO
SHOULD, WOULD
SPECIAL, ESPECIAL
WHOSE, WHO’S
YOUR, YOU’REFrom the UST Varsitarian
Campus Press Stylebook

20. PUNCTATION
Rules you may
NOT know.
• Omit period in abbreviations
and acronyms (except
religious orders)
• Popular names do not need
period
• Put period inside the
quotation.
• Capitalize after semi-colon
to separate independent
passage only
• Adverb ending in –ly is not
joined with a hyphen to the
adjective that qualifies it.From the UST Varsitarian
Campus Press Stylebook

21. WORKSHOP
PROPER
INTERACTIVE ACTIVITY 3
Writing a
Simple Letter,
Memo,
Minutes, and
Short Report
GROUP 1 – SIMPLE LETTER
GROUP 2 – MEMO
GROUP 3 – MINUTES OF THE MEETING
GROUP 4 – SHORT REPORT

22. COMMUNICATION CRASH COURSE
Written and Oral Presentation Techniques for
Government Employees
SPEAK.
SEPTEMBER 14, 2012 | 8-12nn
Write. Speak. Present.

23. TALK IS
CHEAP.
NOT ANYMORE!
People who make
‘speaking’ a living.

24. SPEAKING
OPPORTUNITIES
AT WORK
1. Flag ceremonies
2. Meetings
3. Presentations
4. Conferences
5. Daily transactions

25. FUNDAMENTALS
OF PUBLIC
SPEAKING
PUBLIC SPEAKING
IS LIKE
CONVERSING
In both, you do the following:
1. Organize your thoughts
2. Tailor your message to
the audience
3. Telling a story for
maximum impact
4. Adapting to listener
feedback

26. In public speaking, you need:
1. Structure
2. More formal language
3. A different method or
delivery
FUNDAMENTALS
OF PUBLIC
SPEAKING
REQUIREMENTS

27. FUNDAMENTALS
OF PUBLIC
SPEAKING
ANALYZING THE
AUDIENCE
PSYCHOLOGY OF
AUDIENCES
“People hear what they
want to hear and
disregard the rest.” –
Paul Simons (The Boxer)
1. Good speakers are audience-
centered
2. Keep the audience foremost
in mind at every step of
preparation
___________________________
1. It’s up to the speaker to
make the audience choose to
pay attention.
2. Each speech contains two
messages: one from the
speaker, one from the
listener.
3. People are egocentric

28. FUNDAMENTALS
OF PUBLIC
SPEAKING
DEMOGRAPHIC
AUDIENCE
ANALYSIS
1. Look for observable
audience traits.
- general features
- importance to the
situation
2. Traits
- age, gender, cultural
background, religion,
group membership

29. FUNDAMENTALS
OF PUBLIC
SPEAKING
ADAPTING TO
THE AUDIENCE
BEFORE THE SPEECH
a. Assess how the audience
is likely to respond
b. Adjust what you say
DURING THE SPEECH
a. Things may/will not go
exactly as you plan
b. Don’t panic, remain calm
and adapt
PRACTICE!

30. FUNDAMENTALS
OF PUBLIC
SPEAKING
MAIN POINTS
Number of main points:
3 to 4 major points
Strategic Order of Main Points
1. Chronological
2. Topical
3. Problem – Solution
4. Spatial
5. Casual

31. FUNDAMENTALS
OF PUBLIC
SPEAKING
SUPPORTING
MATERIALS and
CONNECTIVES
Three major types of
supporting materials:
1. Examples
2. Statistics
3. Testimony
Examples of connectives:
1. Signposts
2. Internal Previews
3. Internal Summaries
4. Transitions

32. From Ms. Tina Bejar
Motivational Speaker
PUBLIC SPEAKING
TIPS FROM A
PRO
1. To speak is a privilege.
2. When you are invited to speak,
the floor is yours.
3. Are you comfortable in your
own house?
4. If you are in your own house
and you are the host, who is
more comfortable, you or your
guests?
5. You make your guests
comfortable kasi bahay mo
‘yon e!

33. From Ms. Tina Bejar
Motivational Speaker
PUBLIC SPEAKING
TIPS FROM A
PRO
6. So when you speak, (even if it
is just for 3 minutes) it is like
owning the floor in your house
and everyone who is listening
are mere guests.
7. After three minutes, someone
else owns the house.
8. But for those three precious
minutes, it is completely,
unequivocally yours.
9. Get your confidence from
there
10. End of tip.

34. SAMPLE
SPEECH PLAY VIDEO CLIP

35. GAINING
CONFIDENCE
Public speaking
produces anxiety in
most people
People’s biggest fears:
3. Death
2. Snakes
1. Public Speaking

36. GAINING
CONFIDENCE
Overcoming
Speech
Anxiety
1. Acknowledge your fear
2. Act confident
3. Channel nervous energy

37. SAMPLE
VIDEO PLAY VIDEO CLIP

38. GAINING
CONFIDENCE
Overcoming
Speech
Anxiety
4. Practice, practice, practice
5. Stimulate setting at home
6. Ask friends to be practice
audience
7. Visualize your success
8. Use deep-breathing techniques
9. Focus on message, not fear
10. Give yourself a mental pep talk

39. GAINING
CONFIDENCE
Understand the
audience and
‘listening’
• People think faster than hear
• Have short attention span
• Jump to conclusions
• Easily get distratcted

40. GAINING
CONFIDENCE
TIPS FROM
PERSONALITIES
“I try to look my best all the time.
Let’s face it, the first thing that
people notice is your physical
appearance. So everybody should
look their best or at least
presentable.
Always believe in your abilities.
Everybody has something good in
them, be it skills, etc. You just
have to know what you can do and
make the most out of it.”
Renee Magtoto
2004 Mutya ning Kapampangan

41. “Self-confidence is achieved
through having better self-concept.
Indeed, it is important to look
appealing and desirable in front of
other people, but your thoughts
(more than anything else) reflect
who you are as a person.
Just have an air of positivity and
always smile. That’s the best way to
feel good about yourself.”
Mark Cyrille Paulo
Host, Maski Nanu on CLTV 36
Finalist, Lakan ning San Fernando 2010
GAINING
CONFIDENCE
TIPS FROM
PERSONALITIES

42. “Everything should be well-prepared.
May mga tao kasi na wala talagang self-
confidence, maybe because wala silang
tiwala sa sarili. But you have to
embrace your imperfections and use
them to your advantage. Always give
yourself a chance to explore new things.
Make sure you are well-groomed, one
factor kasi yung physical appearance.
Plus the support coming from friends
really boosts confidence.
Practice reading in front of the mirror or
a small group.
Inah Yap
2011 Mutya ning San Fernando
GAINING
CONFIDENCE
TIPS FROM
PERSONALITIES

43. BODY
LANGUAGE
Interactive
Activity 4
BODY LANGUAGE GAME

44. BODY
LANGUAGE
TERRITORY
INTIMATE
- Touching
- 6” to 8”
PERSONAL
- close: 1 ½ to 2 feet
- far: 2 ½ to 4 feet
SOCIAL
- close: 4 ½ to 7 feet
- far: 7 to 12 feet
PUBLIC
- close: 12 to 15 feet
- far: 25 feet or greater

45. http://bodylanguagesignals.com/mouth.html
BODY
LANGUAGE
THE SMILE
FORCED POLITE SMILE:
GENUINE SMILE:

46. GESTURE:
Brisk, erect walk
Standing with hands on
hips
Sitting with legs crossed,
foot kicking slightly
Sitting, legs apart
Arms crossed on chest
BODY
LANGUAGE
EXAMPLE Set 1
Match the gesture
with the meaning
Boredom
Confidence
Open, relaxed
Defensiveness
Readiness, aggression

47. GESTURE:
Walking with hands in
pockets, shoulders
hunched
Hand to cheek
Touching, slightly rubbing
nose
Rubbing the eye
Hands clasped behind
back
BODY
LANGUAGE
EXAMPLE Set 2
Match the gesture
with the meaning
Dejection
Evaluation, thinking
Anger, frustration,
apprehension
Doubt, disbelief
Rejection, doubt, lying

48. GESTURE:
Pinching bridge of nose,
eyes closed
Tapping or drumming
fingers
Steepling fingers
Patting/fondling hair
Quickly tilted head
BODY
LANGUAGE
EXAMPLE Set 3
Match the gesture
with the meaning
Negative evaluation
Lack of self-confidence;
insecurity
Impatience
Interest
Authoritative

49. GESTURE:
Stroking chin
Looking down, face turned
away
Biting nails
Pulling or tugging at ear
Prolonged tilted head
BODY
LANGUAGE
EXAMPLE Set 4
Match the gesture
with the meaning
Trying to make a decision
Disbelief
Insecurity, nervousness
Indecision
Boredom
Source: SPARC

50. DELIVERY
OF SPEECH
BEGINNING:
1.Walk calmly with confidence
2.Establish eye contact
3.Smile naturally
4.Deliver introduction
DURING:
1.Use effective eye contact
2.Use effective language
3.Use effective gestures
4.Be enthusiastic
5.Use conversational style
6.Use notes as needed
AFTER:
1.Frame the speech
2.Pause before returning to seat
3.Accept applause graciously

51. DELIVERY
OF SPEECH
DON’Ts
DON’T:
1.Comment on your own
performance
2.Apologize for your speaking,
especially not before you speak.
3.Don’t hide behind the lectern,
wear hat or chew gum
4.Don’t look over the audience
heads
5.Watch your own feet when you
dance”
6. Stay focused on yourself

52. DELIVERY
OF SPEECH
DOs
DO:
1.Be conversational
2.Move like you do in normal life but
less
3.Stay focused on your material

53. DELIVERY
OF SPEECH
VOCAL
EXPRESSION
FIVE DIMENSIONS:
1.Volume – loud/soft
2.Pitch - midrange
3.Rate – speed/acceleration
4.Articulation – clear pronunciation
5.Quality - personality

54. DELIVERY
OF SPEECH
NON-VERBAL
EXPRESSIONS
1. Stand still for a moment with your
audience before you start.
2. Stay in pace for a while. Don’t
pace around through the speech.
Choose 2 or 3 spaces where
you’ll take a step or two.
3. Literally move “into” the next
argument.
4. Free your hands
5. Use lectern for your notes
6. Keep your hands out of your
pocket
7. Dress appropriately

55. SPEAK
Interactive
Activity 5
ACTIVITY

56. COMMUNICATION CRASH COURSE
Written and Oral Presentation Techniques for
Government Employees
PRESENT.
SEPTEMBER 14, 2012 | 8-12nn
Write. Speak. Present.

58. POWERPOINT
PRESENTATION
RULES
The Basics
1. Contrast is important.
2. Stick with a single background.
3. Don’t try to dazzle the audience with
graphics or style…but with the
information.
4. Balance.
5. Avoid all-caps.
6. Stick to familiar fonts.
7. Avoid text overload
8. Keep it simple
9. Six words per line, six lines per page
10. Use few but excellent graphics

59. POWERPOINT
PRESENTATIONS
SAMPLES
PRESENT EXAMPLES

60. COMMUNICATION CRASH COURSE
Written and Oral Presentation Techniques for
Government Employees
THANK
YOU.
SEPTEMBER 14, 2012 | 8-12nn
Write. Speak. Present.