WEEK 7: ROLE OF TECHNOLOGY IN COMMUNICATION AND PRESENTATION

SKILLS

OBJECTIVES

By the end of this unit, learners should be able to:

1. Identify various aspects of technology in use in business communication

2. Use various aspects of technology in business correspondence.

3. Assess the effectiveness of these aspects of technology in business communication.

4. Develop presentation skills

5. Prepare presentation materials for different purposes

Ways technology, affects communication

Technological advances are causing constant changes in the way we work; for example:

1. Software that allows us to be more productive: e- commerce, e-ticketing, e-

medicine etc.

2. Handheld computers that allow us to stay organized, mobile and connected

3. Cellular phones that connect us to the internet

Many companies/organizations have adopted Remote Technology, which is technology that

allows people to work away from the office using such channels as notebook computers,

digital pagers, personal digital assistants (PDAs- calendar, calculator, and diary-) and

cellular phones among others.

 Productivity enhancements with technology

Companies, organizations and businesses have relied on technology to enhance

productivity and quality standards of both products and services, in order to compete

globally. There are:

FOUR main areas where technology enhances productivity:

1. Time

Technology reduces time to complete tasks and projects. It increases efficiency, thus yields

results in lower costs and higher profits.

Technology can also reduce time required to complete a task by enabling you to reuse or

recycle information, which eliminates the need.to re-create and rekey data.

2. Convenience

Technology makes the way we work more convenient. With technology, correspondence can

be distributed via methods such as email, fax machines, pagers, voice messaging, documents

and telephones among others.

Technology offers workers convenience. For example, correcting errors in electronic

documents can be done instantly by deleting a character, word, phrase or entire document,

then typing the new information.

3. Quality
Technology enhances quality of communications. For example, telephone voice mail enables

a caller to leave detailed and accurate messages about projects, meetings, contact informat ion

etc. Another example is in the case of correcting electronic documents, where such electronic

tools as spelling checkers, grammar checkers and electronic thesauruses can help produce

high quality documents.

4. Environment

Technology makes our work environment more pleasant. Technology has improved our

environment by streamlining tasks. For example, voice mail has eliminated the need to take

written telephone messages.

Technology has also helped reduce a lot of the waste found in offices. For example, sending an

electronic version of a letter reduces the need for large numbers of paper

WORD PROCESSOR

A word processor combines in it the characteristics of a computer and a type writer and can greatly

simplify the work of written communication.

As we type on a word processor, the text appears on a screen. We can revise and edit this text as

we like.

The use of word processor in form letters

Form-letters always appeared to be very mechanical and impersonal. Cyclostyled letters with

blanks filled in manually or inelegantly typed on a typewriter looked very shabby. The word

processor can give them excellent facelift. Various messages, carefully drafted for accuracy and
precision are already stored in the memory. We can type the address of the person to whom the

letter is to be sent and then command the computer to reproduce a particular paragraph. If desirable,

we can add a couple of lines to personalize the message. Thus we can get as many beautifully

printed and fully personalized letters as we want in a matter of a few seconds.

Telex:

The telex is the name given by the post office to a tele-printer whereby written messages can be

communicated from one place to another with the help of a machine. The tele-printer consists of

two parts,

(i) keyboard transmitter

(ii) receiver of transmitting the coded signals and printing the message

When a message is to be sent, the typist presses a button, waits for the dial tone, dials the number

desired and if the number is contacted, types of message. The message as typed in the originating

office is typed on a small strip of a paper at the receiver’s end. This is one of the quickest and

accurate methods of transmitting written communication.

Facsimile (fax)

Many organizations are using the facsimile (fax) transmission facilities.

The fax machine is very useful for transmitting visual material such as diagrams, illustrations,

photographs or copies of artwork visuals. All that we need for it is the fax machine with a

connected telephone. As the document to be transmitted is fed through the machine, it is

electronically scanned and signals are transmitted to the receiving end, where an identical copy of

the document is reproduced on a blank sheet of paper by the receiving machine.

The fax machine has made it possible to send copies of important documents including certificates,

degrees, testimonials, agreements and contracts from one place to another at the speed of a

telephone call.

E. Mail

E mail (popular name for Electronic Mail) involves sending messages via telecommunication

links. If two computer terminals, however distant from each other, are connected on network, it is

possible to send messages from one to the other. The message is typed on a computer screen at

one end, and is conveyed to the other end through electronic impulses. The person operating the

computer terminal at the receiving end is alerted by a signal that a message, or mail, meant for him

is in electronic mailbox. Then he can occasionally see his mailbox to check for any incoming mail.

Then he can get it flashed on to a screen immediately or keep it stored and attend to it at leisure.

If the computers have fax, telephone or telex facilities attached to them, E-mail can be used even

to transmit telephonic messages or to fax important documents.

Advantages of E-mail

1. It is the quickest means of transmitting messages.

2. If both the persons are simultaneously sitting at the terminals, clarifications can be sought

and offered and additional information conveyed immediately.

3. The information received via e-mail can be sorted or amended and sent elsewhere or simply

disposed off.

4. Email messages are supposed to be highly confidential and secure. The chances of

tampering with the messages are much fewer than in the case of messages conveyed
 through conventional modes. The use of codes/passwords/encryptions can make a message

so secure that nobody except the person concerned can decipher it.

5. E-mail messages can be easily stored for future reference.

6. Can be multi-media: written, visual

7. E-mail is by far the cheapest and fastest means of sending printed information. At one click

of the button, hundreds of pages of information can be sent to hundreds of email addresses

worldwide (to be noted by the receiver upon checking the incoming mail or inbox).

8. No paper is required. Messages can be created directly on the computer, and added on from

different files- attachments.

9. It is informal and allows the sender to remain anonymous.

10. Recognized as business communication. Organizations and publishing houses take

cognisance of messages coming via email. Newspapers and management print letters that

come via email.

11. As long as you carry your password with you, you can open your email account on any

computer in the world which has this facility. Email is extraordinarily portable.

12. You can have an address book in email account, record the incoming mails, and edit them

and so one.

13. When you reply to an email message, the sender’s message is automatically sent back to

him for ready reference.

14. Email can enable an ongoing electronic conference. People across the world can “meet” on

internet and confer on topic of common interest.

15. The receiver need not respond at once as on the telephone but can take his time. E-mailing

helps to avoid a direct interface.

 16. In an organization, a subordinate may quickly and directly reach a superior on email. Email

makes an organization more democratic (as individuals have more chance of being heard

by the proper person even if he is several levels higher).

Disadvantages:

(a) Email, because of the potential anonymity, remains an informal channel of communication.

(b) Excess use and flooding of unwanted messages (SPAM) is a major drawback of this system.

Unless one takes care to block unwanted ads, one finds one’s inbox full of offers which maybe

doubtful and insincere. Wading through chunks of email is one of the biggest problems for those

who depend on email for their communication needs.

(c) One may not be private while using the computer for emailing. To the extent the secrecy is

lost.

(d) In case the receiver is unable to open his email account as soon as a message is received, the

message cannot work for him – not the best for urgent messages.

Teleconferencing: Telephone technology has so advanced that it is now possible to link one

telephone number with several other numbers simultaneously, which means that people can hold

conference over the phone without meeting each other in person.

Video conferencing: facilities also being available, people can not only confer with but even see

each other as on television screens. Teleconferencing can lead to substantial saving both in terms

of money and executive time.

PRESENTATION SKILLS
HOW TO DEVELOP A PRESENTATION

Definition

A presentation is a written business document prepared and presented orally to provide

information to current and prospective clients with the aim of persuading them to decide on your

proposition. Your purpose in a presentation is to convince your listeners to accept your proposal.

They may be characterized as:

a. Informative

b. Persuasive

c. Image building

d. Multipurpose

e. Decision-making

Guidelines to planning a successful presentation

1. Be prepared

Being prepared includes:

i) Selecting an appropriate topic

ii) Researching the topic thoroughly; it also includes researching your audience

iii) Organizing your ideas logically.

When selecting the topic, consider the following:

- Who is the audience?

- What is the occasion?

- What are your interests and experience?

- What are the needs, interests of the audience?

 - What is the purpose of the presentation?

2. Focus on your audience

As you prepare for your presentation, consider the needs, goals and interest of your audience

members. The more you understand the audience, the more comfortable you will feel about

delivering the message.

3. Focus on your message

Focusing on your message can also be a constructive anxiety reducing strategy. Like focusing on

your audience, focus on the message referring to the main ideas rather than other ideas.

Organizing your presentation

Logical organization is one way you can communicate your verbal message effectively. A

logically organized presentation has:

- An introduction

- A body

- A conclusion

The introduction catches the attention of the audience and previews the body. The body presents

the main content of the presentation. The conclusion summarizes the main ideas and provides

memorable closure to your presentation.

The following are the ways of organizing ideas:

 i. Chronologically: this is sequential order, according to when each step or event occurred

or should occur. For example, if you are explaining a process, you will want to organize

the steps from the first to the last.

ii. Organizing ideas topically: if your main ideas are natural divisions of your central idea,

you will probably arrange them according to topical organizations. This may include

an arbitrary arrangement of main ideas that are fairly equal in importance.

iii. Organizing ideas spatially: this means arranging items according to their location and

direction.

iv. Cause and effect organization: this refers to two related patterns: identifying a situation

and discussing the resulting effects (cause- effect) and presenting a situation and then

exploring its causes (effect- cause).

v. Organizing ideas by problem and solution: this involves a presentation on how best to

solve a problem

PRESENTATION AIDS

They include:

Objects

They add interests to a talk because they are real. Consider the following guidelines as you use

presentation aids.

- Make certain the object can be handled easily

- Do not use dangerous or illegal objects as presentation aids. They may make your audience

members uneasy or actually put them at risk.

Drawings

You can use drawings to help illustrate or explain ideas that you are talking about.

- Keep your drawings large and simple. Line drawings are often more effective than are

detailed ones.

- Consider drawing or photocopying your drawing onto an overhead transparency and use

an overhead projector to show the drawing to your audience.

Others include graphs, charts, maps that are discussed under visual communication.

Guidelines to using Presentation Aids

1. Select the right presentation aids.

2. Make your presentation easy to see.

3. Keep your presentation aids simple

4. Polish your presentation aids.

5. Rehearse with your presentation aids.

6. Time your presentation aids to coincide with your discussion of them.

7. Maintain eye contact with your audience, not with your presentation aids.

Media for the Presentation of visual aids

Obviously, many types and variations of visual aids can be used in any speech. And a variety of

materials can be used to present these aids:

i. Chalkboards, whiteboards, and polymer marking surfaces.

The major advantage of these write-as- you-go media is their spontaneity. With them you can create your

visual as you speak, including items generated from audience responses. Along with the odour of

whiteboard markers and the squeaking of chalk, a major disadvantage of these media is the difficulty of

preparing them in advance, especially if several speeches are scheduled in the same room at the same

hour.

ii. Handouts

The major advantage of handouts is that audience members can take away the information they contain

after the speech. For this reason, handouts are excellent memory and reference aids. The major

disadvantage is that they are distracting when handed out during speech. First, there is the distraction of

passing them out and second, there is the distraction of having them in front of the audience members

while you have gone on to something else. It is best, therefore, to pass them out at the end of the speech.

iii. Projectors/slides

When your audience is too large to view hand-held images, projectors are an ideal tool. Projectors

come in several varieties, while each works well for a specific purpose. Overhead projectors use

transparencies to cast images. A slide projector can be used to for effective presentation. Slides

can be projected large enough to be seen and their brilliance and clarity can be superior to those of

any printed image. Computer projectors allow you to use a screen image directly from a computer

screen, making them the most direct way to use computer software presentations.

iv. Flip charts/pads and poster board

Flip pads are like oversized writing tablets attached to a portable easel. As the name suggests, you

reveal visuals on a flip pad one at a time. Flip pads allow you to combine the spontaneity of the

chalkboard with a portability that enables you to prepare them in advance.

Despite their advantages, flip pads and poster boards are bulky, and preparing professional looking

exhibits on them require a fair amount of artistic ability.

Guidelines to making your presentation to your audiences

From the moment a presentation is proposed, these are the steps to make it effective:

1. Know your audience and the place and occasion of your talk.

2. Get ready your text and visual aids, models etc.

3. Keep your dress and appearance appropriate.

4. Practise your talk.

1. Know your audience and the occasion:

I. A good speaker’s first question after being asked to speak on a topic is: who am I going

to talk to? And what is the occasion.

II. The speaker finds out about the organization which is organizing the talk and the

background of the audience. This decides the tone and register (level of language) to

be used. The speaker finds out what arrangements are there for speaking and using

demos. Some speakers carry a battery and microphone on their person if they anticipate

a large gathering and absence of a mike. She has some say in the seating arrangement,

lighting and ventilation of the place. The speaker may have to instruct that no food and

drinks should be served during the talk.

III. The speaker should know the occasion and the background of the organization – what

happenings have taken place lately, and what is the organization’s motto.
 IV. She checks out the time allotted and plans his message for the given number of minutes.

Overshooting the time limit is in bad taste and he loses the audience support.

V. She finds out whom the other speakers are and what aspects of the topic are they likely

to cover.

VI. She visualizes his relationship to the audience. She takes care to be properly introduced

to the audience. He may ask that some background material be circulated among the

listeners or he may ask them to do some background reading.

VII. She finds out whether he will be presented as an expert to the audience or as colleague.

The term teacher and the term resource person have different suggestions of meaning.

A resource person may be a colleague who has specialized knowledge of one field even

while he is equal to his audience in other respects.

2. Getting ready the text/message and the visual aids, models etc.

❖ While organizing the material for his presentation, the speaker makes his notes, arranges

them and if possible writes out the entire talk. Writing out the speech is advisable for

beginners and when the occasion is so important that every word counts.

❖ The style of presentation is formal, with occasional use of short forms like couldn’t, isn’t

etc. But usages like for free, guy, fellow, etc. are inopportune. The speech should sound

easy on the ears- you need to avoid tongue-twisters.

❖ A speech can be spiced up with humour. But one has to take care that the jokes are not

worn out. They should be decent, too. Difficult moments are made bearable by humour.

E.g. “Individually we think that one cannot do anything about this problem. But in a

conference we can collectively decide that nothing can be done about it.”
 ❖ As for addressing the dignitaries and the audience, one may simply address the chairperson

(or the host if one is oneself the chairperson), the audience and begin. Or one may take care

to address all the dignitaries on the dais,

▪ Mr. Chairman Sir, ladies and gentlemen,

▪ Honourable Principal, members of the teaching staff, and my dear student friends,

▪ Chairman of today’s function Mr. Ramesh Gandhi, guests of honour Mr. Khama

and Mr. Pardesi, representative of the sponsors Mr. Duale, Ladies and gentlemen,

❖ The text of your speech, as discussed before, has to have three parts: introduction, body,

and conclusion.

During the introductory part, the speaker may make a topical remark about the day’s news

or what has happened in the hall or during the previous speaker’s talk. If the speaker has

to repeat something said by the earlier speakers, for supporting it or showing difference of

opinion, he may quote that part carefully.

❖ The speaker gains audience support by saying how happy or privileged he feels to be there.

He may express his gratitude or react to the introduction given to him. This ought to sound

straight from the heart.

❖ The main body of the talk has to use facts and figures to suit your purpose. If it is to inform,

the information must be well classified and made memorable by converting figures into

visuals. “The factory, small as it is, produce one matchbox for every citizen of Mumbai.”

If the number of asthma cases is directly proportional to the number of automobiles in the

city. In short, the vehicles need to stop spoiling our breathing system.

❖ Devices like visuals; cinema clips etc. give relief to the speaker and whet the curiosity of

the audience. Moreover the variation in the mode of presentation makes it interesting and
 then visuals leave a deeper impress on the viewer’s mind. There has to be, though, a

judicious mix of script and visuals. One big picture is worth a thousand words, but it takes

eight words to state this truth.

3. Suit your dress and appearances to the occasion:

(a) Once during a famous speaker’s talk, video filming was going on, and close-ups of his face

were shown on the screens in different parts of the hall. And people remarked that some

parts of the speaker’s chin were not properly shaved. A formal speech is an occasion for

looking smart and well-tailored. Sometimes there is no speaker’s desk or table where half

of the speaker’s body may be hidden. Hence the speaker needs to take care of himself from

the top to toes.

(b) Moreover, the body language is read by the spectators even before the speaker begins his

talk. So your way of getting up from your chair, making your way to the speaker’s post,

how you carry your hands about your body, etc. need to be rehearsed and managed.

Impressive body language requires:

• A comfortable posture: You should stand at ease, your weight equally balanced on your

feet. You should not tie your hands behind your body but rather keep them by the side

or at the belt level.

• Eye contact: You should look the audience in the eye. You should try to locate a

friendly face and use it to your advantage. You should run your eyes over all sections

of the audience.
 • Graceful movements: If you walk about during the course of the talk, you should do so

as unnoticeable as possible. You may have to move to get close to a chart and then

come back to the front part of the stage. Do this smartly.

• A pleasant expression: you need to smile, and even if you do not, the effect should be

pleasant and cheerful. Serious news can be delivered with a sober, calm expression.

• Mastery over the voice: A good voice for presentations is cultivated like a singing

voice. Indeed, the two have much in common: increased breathing capacity, breath

control, cheerful overtones, clear pronunciation, absence of harshness, and variation of

the pace of delivery.

• Pauses also speak: From time to time, the speaker has to pause even while keeping

control over the audience’s attention. How much to pause and when, is an art. But even

seasoned speakers are found to overdo it, which shows how much care one needs to

exercise here.

• Energetic appearance: The speaker should radiate energy. He had better on an empty

stomach or with only a light snack. Then the stomach muscles throws the air out

forcefully and the blood circulation is more in the brain and not in the digestive system.

• React to the audience mood: the audience may get dull or highly responsive during the

speaker’s talk. If it gets dull, the voice has to become vigorous or a joke or story has to

be used. If the audience gets very responsive, a remark may be added about its

enthusiasm.

4. Practicing your talk

There may be four stages in rehearsing a presentation:

 I. Reading your text either word for word or from the points written down. This

is in the mind.

II. Talking to a wall, a mirror or alone in your room in a slightly audible voice

III. Rehearsing your speech before a trial audience, friends and relatives.

IV. Speaking on the occasion.

A speaker who gets through these four stages finds himself at ease on an occasion which tends to

make the best of us a little bit nervous. Practice makes perfect. Indeed, practice also enables you

to adjust the length of your talk and find out if any tongue-twisters have crept into your speech.

Preparation and practice are the all-important tools for generating confidence and avoid stage

fright, which is the foundation of a presentation.

PUBLIC SPEAKING

Every business leader or manager has to learn the art of public speaking. In modern

business set-up, one generally spends more of one’s communicative time speaking than writing.

Skills in public speaking are distinct from skill in private conversation. Indeed, sometimes

one may be a good public speaker but not an expert conversationalist.

While public speaking is the conventional term for talking to a group of the people

formally, the modern usage has brought in the word presentation. This shows a shift in values. In

public speaking you talk to a group of people which is your public. In a presentation, the focus is

on the message which you are presenting. As such, in business, the term presentation is preferred.

The term public speaking also includes political speeches in election campaigns, mass education
 or mass awareness talks for public causes. The word presentation conveys the sense that something

has been made presentable just as a product is dressed up for sale or a candidate for job.

Another useful distinction between a presentation and a public speech is that a light talk on

an anniversary or an inauguration would rather be called a public speech a public speech than a

presentation. A speech is to encourage, applaud, felicitate or entertain. The audience for a speech

is generally large.

A presentation is a studied talk and relatively heavy. It is made before a relatively small

and well informed group of people. It is made at a conference, seminar or business meeting.

Distinction between a speech and presentation,

Speech Presentation

1. Audience is generally large Audience is compact, small

2. The occasion is light The occasion is serious and purposeful

3. Made at anniversary, inauguration, Made at a conference, seminar or business

meeting

4. The purpose is to congratulate, entertain etc. The purpose is to inform, explain, persuade,

present one’s side.

5. No question – answer Is followed by questions.

REVISION QUESTIONS

1. Although many people can handle the various organizational duties, they find it very

difficult to make presentations in their work place. Explain how one can handle stage fright.

2. Explain factors to consider before making presentation aids.

3. Discuss nonverbal aspects that are applicable in enhancing presentations