Module regarding presentation communication for N5 Communication students at TVET Colleges in South Africa.

1. Presentation
Communication
p.70 (N5 students up to 4.10)
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Did you know the greatest fears include …?
• Fear of developing cancer
• Fear of getting a heart disease
• Fear of having to make public speeches

2. Why do you have master the
art of presentation?
Sooner or later you
would have to:
Speak in public
Addressing large
groups
Welcome a new
employee
Propose a toast
Thank colleagues
Present minutes
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3. A Good presentation depends on:
A person’s self-esteem
The image and reputation
of the organisation of
whom the speaker is a
representative.
Remember: the “self-
fulfilling prophesy”? What
you think will happen, will
happen.
One gains faith EVERY
time you finish a speech
successfully.
Practise, practise, practise
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4. 4.1 The role of presentation
communication in the
communication process
See p.71
4

5. PRESENTATION COMM
Define it in terms of formal communication
process
 Sender (Speaker)
 Message (specific purpose)
 Receivers (target audience)
 Feedback can be
 Individually (questions)
 Collectively (applause)
 Direct (answering question)
 Indirect
(bored listener talking to his friend)
 Verbal, conscious and positive
 Asking information
 Non-verbal, unconscious, neg
 Bored yawn
5

6. Sender:
communication
barriers
SENDER

Verbal comm
Development of target audience
Non-verbal comm
Personal appearance
Posture (stance)
Facial expressions
Gestures
Quality of his voice
COMM BARRIERS
Can be any of they above
Presentation comm
example of direct comm with
smaller or larger groups.
Speeches are the
example of
communication with
smaller groups or
more larger groups
That is Presentation
Communication
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7. 4.2 The purpose of speech-
making
See p.71
7
• To interest or amuse
• To inform or to teach
• To stimulate or impress
• To motivate
• To coerce or persuade

8. 4.3 Factors to consider when
preparing a speech (p73)
 The aim of the speech
 Response from audience?
 The audience
 Size, age, gender, culture
 The occasion
 Dictate formality
 The physical
surroundings
 Geographical situation
 Quiet/Busy?
 Size of Hall
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9. Preparing content matter
1. The Introduction
2. The body
3. A logical presentation
4. The conclusion
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10. Content matter of a speech
1. Introduction
 Advertisement for rest of speech
 Grab audience’s attention, gain
goodwill
 Indicate purpose & scope
 Ask questions, humour,
interesting quotation,
descriptive anecdote
 Joke should be relevant!
2. The body
 Researched thoroughly
 Direct information
 Oral info
 Written info
 Presented logically
 Chronological
 Ascending order of importance
 Ascending order of complexity
 Congeneric order
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11. Content matter of a speech
3. Conclusion
 Summary of main points
 Return to purpose indicated
in introduction
 Appropriate anecdote or
quotation
 Indication how facts can
affect listeners
 Suggestion regarding
possible plan of action
Listen to Steve Jobs, the
founder of Apple Inc. and
analyse his speech.
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12. 4.3 Coping with
nervous tension
See p.74 - 77
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1. General guidelines
• Be yourself
• Prepare adequately
• Rehearse the speech
• Dress appropriately
Appearance must match
the occasion
Comfortable
Avoid excessive jewellery
or brand new clothes
Dress one level smarter
2. Breathing exercises (p76)
3. Relaxation exercises (76)
Some causes of nervous tension include:
• Lack of self-confidence
• Speaker’s fear: lacking verbal skill or
knowledge to maintain the audience’s
attention
• Speaker fearing he might not
remember everything he wants to say
• Fear of recurrence of some past
failure

13. 4.6 Non-verbal aspects which
determine the success of a speech
See p.77 - 81
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1.APPEARANCE
2.DEPORTMENT AND
POSITION AT DESK
3.EYE CONTACT
4.FACIAL EXPRESSION
5.GESTURES
6.RAPPORT WITH THE
AUDIENCE
7.VOICE AND VOICE
CONTROL OR
PROJECTION

14. 4.6.1 APPEARANCE (p.77)
 APPROPRIATE DRESS
 OUTFIT MUST MATCH OCCASION, AUDIENCE, TOPIC
 FORMAL: MORE CONSERVATIVE
 INFORMAL: ALWAYS BE NEAT
 NEAT APPEARANCE: SELF-RESPECT AND RESPECT FOR
AUDIENCE
 DRESS ONE LEVEL SMARTER THAN AUDIENCE
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15. 4.6.2 Deportment –
position at desk
 Deportment: Way in which someone
carries themselves, indicative to self-
confidence and shows attitude towards
audience and topic to be discussed
 Introduce: He should rise, pause, walk
calmly to desk
 Take a comfortable stance
 Distribute weight evenly on both feet
 Move weight between front and back feet
 Avoid leaning on the desk, standing
abnormally stiff as poker or clinging to
desk for dear life.
 Have an upright but relax posture
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16. 4.6 Non-verbal aspects
4.6.3 EYE CONTACT
 Pause, run eyes over
audience and
establish eye contact
 Maintain throughout
speech
 Avoid looking over
heads of audience
 Avoid staring
 Get some feedback
4.6.4 FACIAL EXPRESSION
 Facial expression reflect
attitude to message conveyed
 Smile, grin, raised eyebrows,
etc. (use it!)
 Your expressions are
sometimes imitated by
audience
 Words AND expressions =
people remembering speech
better …
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18. 4.6 Non-verbal aspects
4.6.5 Gestures
 Movements of part of
the body, especially the
head, arms and hands
 Used incorrectly they
are irritating
mannerisms
 Used correctly they
emphasise what you say.
“Go away!”
4.6.6 Rapport with audience
 Continuous eye-contact
 Speak to audience as if
speaking during a
conversation between two
people
 Choose one or two
individuals in audience to
focus your attention on.
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19. 4.6.7 Voice & voice control or
projection (p.79)
QUALITIES OF A GOOD
VOICE
 Pitch (shrillness)
 Tempo (rate or speed)
 Pauses (effective punctuation
mark)
 Emphasis
 Intonation
 Accent determine this
 Volume (audible)
 Use for emphasis
 Adjust for size of hall
 Tone (or quality)
 Intensity of emotion reflected
in your voice
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• Voice is part of your
personality
• It will reflect emotion,
enthusiasm, attitude
• Impact determined by
words

20. 4.7 Applicable language usage
See page 81
- 82
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• Choice of words
• Use relevant terminology
• Use of ambiguity,
repetition, tautology etc.
• Clear and coherent ideas
• Enthusiasm and liveliness
• Audience-oriented language

21. 4.8 Visual
and other aids
See page 82
- 88
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4.8.1 Designing the audio-visual
programme
1. Size
2. Simplicity
3. Unity
4. Emphasis
5. Balance
6. Visual elements
• Line
• Shape
• Space
• Colour
• Texture

22. 4.8 Visual and other aids
See page 85
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4.8.2 Most commonly used
media
1. Black (or chalk) and
white boards
2. Flip charts
3. Slides
4. The overhead projector
5. Using the microphone

23. 4.9 Occasional speeches (p.89)
1. Introducing a colleague or a guest
speaker
2. A welcoming speech
3. A farewell speech
4. A presentation speech
5. The speech of acceptance
6. The speech of thanks
7. Making an announcement
8. Proposing a toast
9. The after-dinner speech
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24. How to introduce a guest speaker p.90
 T-I-S FORMULA
 T: Title/Topic of the speaker/ What he will be talking about
 I: Importance of the speech that is going to be rendered
 S: Speaker applications for presentations
 Rise, look at speaker, turn to chairperson and address him
 Turn to audience and address them
 Inform the audience of speaker’s qualifications/experience (you might
read synopsis out of his CV)
 Say something about the audience (helps with bridge-building)
 State topic clearly and correctly
 Last words: “I would like to welcome – Mr Jones”
 Lead the applause
 Introduction not longer than 2 minutes
 Do not repeat the name of speaker over and over, he might not
recognise his cue to rise and start his speech.
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25. 4.10 Actions to promote goodwill
See page 95
-103
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1. Meetings
2. Conversation
3. The telephone
• Guidelines for making tel. calls
• Guidelines for coping with
incoming calls
4. Interviews
• Before the interview
• During the interview
• After the interview
5. Dealing with clients and guests

26. 4.10.1 MEETINGS P.96
CORRECT
PROCEDURE
 Beginning: “call meeting to
order”.
 Minutes: “stand approved as
read”.
 Direct the chair. “Mr.
Chairman, Madam Chair”.
 Motions: “I propose that”
 Vote: “those in favour of”
 Objections: “I rise to a point of
order”.
RULES OF
CONDUCT
 Cannot prevent someone from
hearing/seeing speaker at a
meeting
 Do not chat, move around
 No passing between speaker
and person speaking
 Notes should not be passed
around
 No knitting/sewing or playing
games on phones
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27. 4.10.2 CONVERSATIONS
p.97 Think before you speak
 Be interested in others – do not only talk about yourself
 Listen attentively and give feedback; DO NOT remain passive
 Be tactful and sensitive to others; handle differences of opinions
diplomatically – do not argue!
 Keep your identity, but remain courteous, do not be dogmatic
 Change the topic subtly
 Do not discuss matters which may embarrass or hurt your
conversation partner
 Avoid insulting comments
 Avoid gossip
 Discuss items of current interest, such as news items – be well
informed on this
 Avoid changing the topic continually because you are not listening
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28. 4.10.3.1 The telephone p.98
GUIDELINES FOR MAKING TELEPHONE CALLS
 Plan your call. Purpose? Feedback you require?
Information must be presented logically.
 Relevant documentation must be close to hand.
 Dial correct number and ask for correct extension.
 Make sure you are talking to the right person.
 Have pen and paper handy.
 Greet politely, identify yourself and your firm.
 Indicate whom you want to talk to and why.
 Leave is short message if you find an answering
machine on the other side of the line.
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29. 4.10.3.2 the telephone
GUIDELINES FOR COPING WITH INCOMING CALLS
 Answer telephone immediately. Must not ring more than 4x.
 Greet politely; identify yourself and your company.
 Determine whom you are talking to; from which organisation;
whom the caller wants to talk to and why.
 If the line is engaged: Inquire whether the caller would prefer
to hold, to call later or to have his call returned.
 If the caller prefers the last option mentioned above: Take a
message and a telephone number. Repeat numbers, figures
and amounts. Make sure that his call does get returned.
 If the caller prefers to hold: Keep him informed in intervals of
15-20 seconds regarding availability of person. Inquire
regularly whether he would still prefer to hold.
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