TECHNICAL COMMUNICATION (KAS 301)

Unit - III Technical Presentation: Strategies & Techniques

[Presentation: Forms; Interpersonal Communication; Class room presentation; style; method;

Individual conferencing: essentials: Public Speaking: method; Techniques: Clarity of substance;
emotion; Humour; Modes of Presentation; Overcoming Stage Fear: Confident speaking; Audience
Analysis & retention of audience interest; Methods of Presentation: Interpersonal; Impersonal;
Audience Participation: Quizzes & Interjections.]

PRESENTATION: FORMS

A) On the basis of communication:

I Oral Presentation

II Written Presentation

Oral Presentation

An oral presentation is the delivery of a speech to an audience. It is a form of oral communication.

Written Presentation

A written presentation is in black and white, e.g. Power Point slides, handouts and the notes. This
type of presentation assists oral presentation.

B) On the basis of objectives:

I. Informative Presentations

The purpose of informative presentations is to promote understanding of an idea or to convey

information. They are often used to provide people with information about a concept or idea that is
new. A presentation on "Endangered Species in the South American Rain Forest" is an example of an
informative presentation.

II. Persuasive Presentations

A persuasive presentation is a specific type of presentation in which the speaker has a goal of
convincing the audience to accept his or her point of view. The goal of a persuasive presentation is to
influence a change in the belief, attitude, or behaviour of another person when that person has some
degree of free choice.

III. Entertaining Presentations

The third type of presentation is to entertain. This kind of presentation makes others laugh. It is a
means of entertainment.

IV. Technical Presentations

The last type of presentation is on some technical matter. Hence, it is for specific audience. It is to
the point presentation. This type of presentation is given by technical persons.

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Classification of Presentation/ Methods of Presentation

1. INTERPERSONAL COMMUNICATION

Interpersonal communication is an exchange of information between two or more people. All

communication taking place between persons or among people is interpersonal communication. It
involves two parties - a sender and a receiver who uses common language to transmit message either
through oral communication or written communication the sender, sends message through a channel
and a receiver, on receiving it, decodes it and arrives at a response. It can be formal or informal,
depending upon the situation, and the nature of relationship between the parties involved. When you
go to a post-office and talk with the official at the counter, it is formal interpersonal communication.
If that official is, also your friend your interpersonal communication is likely to become less formal
or even informal.

2. CLASS ROOM PRESENTATION: STYLE AND METHOD

6 Ways to Make Presentation Tasks Work in Your Classroom

 1. Allow students to work in groups

Allowing students to work in groups creates a more relaxed and dynamic environment. It enables the
incidental use of English during the planning process; students must communicate within their group
to decide who is going to say what. Importantly, a change of speakers energises a presentation and
keeps the audience engaged.

 2. Make it competitive

Competition keeps students alert. By adding a competitive edge to the exercise, you inspire the
speakers and the listeners to really engage with the task and with each other.

 3. The teacher asks questions about presentation

Before each presentation, tell students that you will ask them questions afterwards about what was
said. As you listen, make notes and write some comprehension questions to ask the class.

 4. Students ask questions

This will make the presentation more interactive and give students sometime to think about as they
listen. Tell students to prepare one question each for the speaker. They can prepare their question
during the presentation. Afterwards, choose 2 or 3 students to ask the speaker their questions.

 5. Students give feedback

This has 2 benefits; listeners focus on the presentation and provides valuable feedback to the speaker.
Feedback can be as structured or unstructured as you like. It could be done with forms, by writing
comments on slips of paper.

3. INDIVIDUAL CONFERENCING

Meaning: A conference is a meeting of people who "confer" about a topic.

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An individual conferencing is opposite to group conferencing. It is one to one meeting. During the
individual conferences, you and the student will meet individually for 15-20 minutes per week. The
individual conferences are designed to help the student explore his/her goals and aspirations as well
as reasons that he/she may choose to achieve or underachieve in school.

TIPS/ ESSENTIALS OF EFFECTIVE INDIVIDUAL CONFERENCING: (4)

I. Do not meet in front of other students. The conferences should be private and confidential.
You may want to meet with the student before or after school, during a study hall, or during
lunch. Try to find a quiet place where you will not be disturbed or distracted.
II. Do not talk to the other students in your class about his or her study. It is important that the
student you are working with feels safe. He or she should not feel humiliated.
III. The person who conducts the conferences should have a positive relationship with the
student. The classroom teacher can conduct the conferences, or another member of the faculty
can assume responsibility for the conferences. A counsellor, school psychologist, social
worker, teacher of the gifted, another teacher with whom the child feel especially close, or
another specialist can take responsibility for the weekly meetings if the classroom teacher is
unable to conduct the conferences or if another faculty member has a more open, positive
relationship with the student.
IV. It is important that the person who takes responsibility for conducting the conferences meets
with the student once a week for 15 minutes for the entire duration of the intervention.

4. PUBLIC SPEAKING

Public speaking is the process of communicating information to an audience. It is usually done

before a large audience, like in school, the workplace and even in our personal lives.

Difference Between Public Speaking and Presentation

Both public speaking and presentation involve one person talking to a group of people. The people
listening are sitting down, facing the speaker, and passively listening. But there are many differences
between the two.

Public Speaking Presentation

1 No use of visuals in public speaking. Visuals are used in presentation.
2 Speeches are more formal than presentations. Presentations are less formal.
3 Speeches are delivered to larger crowd or Presentations are for comparatively smaller
group. crowd or group.
4 Speeches appeal to the emotions. More related to intellect.
5 Discussion with listeners is difficult. Discussion with listeners is easier.
6 Speeches are made in formal dress. Presentations in informal dress.
7 Speeches can be made to persuade or Presentations can do all three — inform,
entertain, but not to inform. persuade, and entertain.
8 There is less interaction in public speaking. There is more interaction
9 CEOs, statesmen and thought leaders Managers and technical experts give

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generally give speeches. presentations.

10 Speeches are longer. Presentations are shorter than speeches
11 Audiences are less known. Audience is more known.
12 Speeches use lots of oratory devices. Grand Presentations are rather precise.
gestures.
13 Public speaking is to deliver a speech. Presentations are to deliver a chat.

Methods of Delivery of Speech (Nuances of Delivery)

There are four modes/ methods/techniques of delivery of speeches and presentations, which are listed
below:

A) Memorising the Manuscript

The word ‘Memorising’ is the clue to the style. When the presenter writes the contents of the
presentation and recites it after memorising, it is called memorising the script or memorised
script. Those who are good in memorizing should opt for this method. Moreover, this method
is also good for those who do not have good command of the language in which they are
making presentation. But those who cannot memorise should opt for other methods because
forgetting can spoil the game at a blink.
Advantages
 No hesitation in delivery if memorised well
 Spontaneous and fluent speech if memorized well
 Presentation under control
Disadvantages

 No possibility of flexibility in presentation

 No supplementary material (data and figures etc.)
 Less possibility of powerful expression
 Possibility of rambling3
 Much time consumption in memorizing the text
B) Reading the Manuscript
Reading the manuscript or manuscript delivery is reading out the contents of presentation.
This method is suitable to be used when some technical or complicated presentation is made.
Moreover, this method is good for formal situations with time restriction. Almost all high
dignitaries use this method. One should have an eye contact and regard punctuation while
reading out.
Advantages
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 No chance of committing mistakes

 No hesitation in delivery
 Spontaneous and fluent speech
 Presentation under control
 The contents can be enriched by going through it again and again
 Full confidence
 Permanent and complete record
 The contents may be used even in future
Disadvantages

 Very little time for eye contact

 Very difficult to incorporate a new idea while reading
 Not much scope for non-verbal communication
 General impression is that this method is for those who cannot speak without reading.
C) Speaking from Notes/ Extemporaneous Speaking
Speaking from notes is to speak with the help of outlines. It is a common method. The
speaker takes the help of audio-visual aids. Contents may easily be added, deleted, expanded
or reduced effectively. This method is conversational and considered to be better than any
other method.
Advantages

 Much time for eye contact

 Voice is expressive and emphatic
 Greater command of the contents of the presentation
 Provides flexibility because it is easy to adapt and modify
 Easy to adjust to the unexpected situation, e.g. time limit

Disadvantages

 Possibility to miss something from the presentation

 Stress due to non-availability of full text
 Possibility to commit mistakes

D) Impromptu
‘Impromptu’ means done without being planned or organised or rehearsed. Thus speaking
impromptu is to speak without preparation or planning. Though we informally speak

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impromptu many times a day, we are stressed and nervous when we formally have to speak in
impromptu manner. We should try to avoid speaking impromptu in case it is formal.

Advantages

 Spontaneous speech because of speaking straight forward

 Improves oral expression of opinion
 Mistakes are excusable because speaker is speaking without preparation
 Develop confidence for public speaking
Disadvantages

 Presentation of disorganised ideas due to lack of time

 No use of audio-visual aids to help presentation
 Many important points may be left
 Frequent use of vocalized pauses
 Strong probability of failure of presentation in case of inadequate command of language

CLARITY OF SUBSTANCE

The substance i.e. matter of our speech should be clear to our audiences. The clarity depends on the
following factors-

1. Contents
2. Pronunciation and Accent

Contents of the speech should be well organised. The substance should be easy to be understood.
The points should be well structured. They should not be confusing. Oxymoron should be avoided in
the speeches. Follow the following tips:

Organizing or Structuring Contents

To ascertain the systematic and enough contents of the presentation is most significant. First
of all the topic should be chosen. Then the material should be prepared accordingly. The
contents or materials of the presentation are organised generally in the following parts:

a)Introduction
b)Main body
c)Conclusion
a)Introduction
The introduction prepares the audience for the main body of the presentation. It has the
following parts:
I. Introductory remark
II. Mention the reason of making the presentation.
III. Draw the outlines of the presentation.
b) Main body

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Main body is the discussion on the topic of the presentation. It should cover the following
points:
I. Illustrate the main points with examples.
II. Put a time limit on the points to be covered.
III. Prioritize the time limit. Remember that some points may take more time.
c) Conclusion
Here you restate and review your main points giving the gist of your presentation. You may
remind the audience of purpose of your presentation to persuade them. It covers the
following points:

I. Give the gist of the whole.

II. Make the final remarks.
III. End on the positive note.

Clarity is one of the essentials of successful speech. We should learn the Received pronunciation
with the practice of all 44 sounds. A great technique is to repeat those important words and phrases,
adding emphasis with rate, pitch, voice and body language. 

EMOTION

“Facts tell… emotions sell”

Meaning: A strong feeling deriving from one's circumstances, mood, or relationships with others.

Significance of Emotions in Speeches and Presentations

It can be scary to stand in front of an audience and show your emotions, you’re letting them see the
real you. Much easier to deliver your speech from behind a protective cloak of formality and facts.
Here are a few reasons you should throw that cloak away, take a few risks and lift your Public
Speaking to the next level.

1. Emotions let the audience know that you are human – the audience don’t want to listen to
a fact spitting machine, they want to connect with a living breathing human being.
2. Emotions help us to remember – we remember things that have emotional connections, for
instance… “Mere khoon ka ek ek katra is desh ke liye kaam aayega,” (Every drop of my
blood will serve the nation) is a popular statement Mrs Indira Gandhi made in a political rally
days before she died. We still remember it.
3. Emotions make us take action – Emotions have more influence on us. Hence, they easily
make us take action.
4. Emotions create sympathy- We have sympathy for the person emotions are attached. We
sometimes forget even the facts.

How to show emotions

As a Public Speaker you have a great advantage when it comes to using emotion. You can use
emotive words but more importantly, you can use your voice and your body.

1. Use the right words – No need to use big words, but at moments of high emotion you can
use a little rhetoric to add impact. In the opening line of his tribute to his sister, Lord Spencer
uses the following emotional words:

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“I stand before you today the representative of a family in grief, in a country in mourning
before a world in shock.”
2. Use the right voice – Your voice is the most important element in conveying emotion. You
can change volume, pace, pitch, intonation and you can….. pause, to convey emotion.
3. Body gestures – make sure your body is in sync with your voice. If you are talking quickly to
show enthusiasm, make sure you are animated. If you pause to show sadness, make sure you
stand still.
4. Facial gestures –Even if the audience can’t see your face, making the gesture will have an
effect on your voice, which the audience will hear.
5. Use emotions in short bursts – if you use an emotion for too long, it loses its impact. The
solution is to use emotions in short bursts with normal bits in between.
6. Go easy on the negative emotions – Emotions such as anger and sadness can have the
greatest effect on an audience but too much can make them feel uneasy.
7. Finish on a positive Note – If you’ve taken the audience to a dark place, don’t leave them
there. Bring them back by offering them a solution, giving them hope, showing them that they
can change things for the better.
8. Don’t try and fake it – Only use emotions that you genuinely feel. Exaggerate those
emotions but don’t try and fake it.

HUMOUR

Humour should not be at the cost of humiliation. There are many benefits you can derive from using
humor when speaking. Keep in mind that these benefits only help you reach your ultimate purpose
for making the presentation. They are not purposes themselves unless, of course, you are only
interested in entertaining.

Significance of Humour

Using Humor in Public Speaking helps you do the following:

1) Helps you connect with the audience.

2) Makes you more likeable.
3) Arouses interest.
4) Keeps attention.
5) Helps emphasize points and ideas.
6) Neutralizes hostility.
7) Gets your point across without creating hostility.
8) Helps relate facts and figures.
9) Makes a positive impression.
10) Shows that you don't take yourself too seriously.
11) Helps paint pictures in the audience's mind.
12) Makes information more memorable.
13) Lightens up heavy material.
14) You will make more money.
15) You will make people happy.
16) It gives satisfaction to the speaker.
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17) It removes the stage fear.

PRESENTATION

Introduction

A presentation is a way of communicating ideas and information to a group. In industry and

commerce, the term ‘presentation’ has come to be used in preference to ‘public speaking’. A
presentation stands out as a speech made with the help of at least one teammate and delivered with
the help of audio-visual aid in order to make a positive impact on the audience.

Definition

“A presentation is an opportunity to communicate your point of view or ideas to an audience. This

can be informal or formal, impromptu or prepared, individual or group”. (Ricky)

Purpose

One has to decide the purpose of the presentation in order to make it successful. The following may
be the purposes (objectives) of the presentation:

a) To inform – to share information as regards various issues or products

b) To enlighten – to make aware
c) To persuade – to change behaviour, attitude, belief and so on as regards some idea or
product etc. with the help of politeness tactics.
d) To demonstrate – to help listeners know something practical
e) To motivate – to motivate the audience to achieve some goals
f) To entertain – to make people amused using humor and other devices
g) To instruct – to instruct the audience using easy words and visual images
h) To sustain reputation – to maintain the reputation of the company
i) To widen the sales base – to increase the customers

OVERCOMING STAGE FEAR:

CONFIDENT SPEAKING

Understand that you are not the only person who has stage fear. Everybody has it less or more.
Follow the following points to speak with confidence:

1) Meet and greet the audience before you speak.

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2) Be expressive with your emotions.

3) Pay attention to your body language.
4) Be aware that your nervousness is not reflected.
5) Be prepared if you make a mistake.
6) Know what you are going to say – and why you want to say it.
7) In the thirty seconds before you begin speaking, take three slow, deep breaths through your
nose, filling your belly. As you breathe out, say silently to yourself, “Relax.”
8) Rehearse. Moreover, don’t memorize your speech or practise it word for word.
9) Focus on your audience.
10) Simplify. Most speakers try to do too much in a speech. Keep it short and simple.
11) Visualise success. Practice relaxation techniques in the days before your presentation. Picture
yourself speaking with confidence.
12) Connect with your audience.
13) Make the audience your allies. Look them in the eye as you speak to them, one person at a
time.
14) Try speaking in small gathering then large gathering, then larger.
15) Sip water that is either warm or room temperature, with lemon if possible.
16) Smile. Maintain a positive, pleasant expression on your face in the moments before you
speak.
17) Realise that even experienced people are nervous.

AUDIENCE ANALYSIS

Before presentation the speaker should have a prior idea of the audience –

number, age, gender, educational qualification, knowledge of topic and nature etc. If you are, due to
any reason, unable to have a prior idea, size up the audience when you reach the venue of your
presentation and make a quick assessment by looking at the audience before you start your
presentation. An understanding about the needs of your audience will help you to focus your
presentation on those issues that would be of interest to your listeners.

RETENTION OF AUDIENCE INTEREST

A one-way presentation is one of the worst possible ways of transferring information from person to
person. There are always people who don’t seem to be listening. Follow these guidelines:

1. First of all, the speaker should have an idea of the audience going to be addressed. Then, he/she
should ponder over the following questions –
I. What is the purpose of the presentation?
II. Who will be attending?
III. What does the audience already know about the subject?
IV. What is the audience's attitude towards me (e.g. hostile or friendly)?
V. What does the audience want?
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2. Talk about something your audience is interested in. Many intelligent people talk about what
they’re interested in rather than what the audience is interested in. If you’re speaking at a
conference, people come to your session because of the synopsis – that’s what they’re interested
in. Don’t change it just because it suits you.
3. Tell them why they should listen. Tell the listners why they should listen. If you’re speaking on
health and safety, tell them stories of people injured in your workplace and the consequences it
had for them.
4. Tell stories. Stories simplify and increase the interest.
5. Make it short. The most effective way of keeping your audience’s attention is not to go on for too
long.
6. The delivery method of the presentation should be decided. It may be:
I. Memorizing the manuscript
II. Reading the manuscript
III. Speaking form the notes
IV. Impromptu speaking
7. Thereafter the appropriate devices should be chosen as per the suitability e.g. power point, LCD
Projector or OHP slide.

8. Appropriate aids, e.g. use of audio and video aids should be arranged according to the need of the
audience.

METHODS OF PRESENTATION:

A- INTERPERSONAL
B- IMPERSONAL

A- Interpersonal

Interpersonal method of presentation includes Interpersonal communication. In Interpersonal

communication the participants involved are in dependent relation with each other. It may include 2
or more individuals who share a selfless relationship; for example: asking friends for playing a
match.

New theories define it as communication between two people or more people who are close to each
other. It often involves communicating with someone you care about.

B- Impersonal

Impersonal method of presentation includes Impersonal communication. Impersonal

communication is situation demanding. The participants do not share any common relation. This
communication is defined as type of communication or interaction that is based specially on social
roles for example: when a social worker asks a common person to remove the stagnant water to
escape mosquitoes.

An impersonal relationship means the connection you have to someone may be somewhat cold,
uncaring and formal. It involves communication with people such as a sales clerk – some you have
no history, expectation and no future with them.

AUDIENCE PARTICIPATION: QUIZZES

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You may decide to run a quiz show competition in your classroom to get students engaged in the
material. Or you may want to run a quiz show style competition at home with friends as a
challenging, fun way to hang out. To run a quiz show competition, you should determine the format.
Ask yourself, Will the participants compete as a team or as individuals. You can also take steps to
make sure the quiz show goes smoothly and all the participants enjoy the competition. Decide the
area of the quiz. Make it interesting. Make everything clear to avoid confusion. You may ensure the
participation of audiences as well.

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