Developing Oral and Online Presentations

Pengajar: Fera Damayati, SE, M.AK

Disusun Oleh:
Sri Wahyuni Agustin (B1034231008)
Retno Wandari (B10342310

INTERNATIONAL ACCOUNTING STUDY PROGRAM

FACULTY OF ECONOMY AND BUSINESS
TANJUNGPURA UNIVERSITY
PONTIANAK
 2024

Developing Oral and Online presentations

A.Planning your presentation.

 Analyze the situation by defining your purpose and developing an audience

profile.
 Organthe right presentation by defining the main idea, limiting the scope,
choosing your approach, and preparing your outline. Select the right medium.

B. Developing your presentation.

 Adapt to your audience by tailoring your style and language.

 Compose your presentation by preparing an introduction, a body, and a close.
 Use your introduction to arouse audience interest, build • your credibility, and
preview your message. Use the body to connect your ideas and hold your ,
restating your mainaudience's attention.
 Close with confidence and clarity points and describing the next steps. method,
which should be in nearly all situations.

C. Delivering your presentation.

 Choose a presentation speaking from an outline or notes

 Practice until you can deliver your material naturally. without reading your
slides.
 Prepare to speak by verifying the operation of all the equipment you'll need to
use.
 Determine whether you should use an interpreter.
 Overcome anxiety by preparing thoroughly.
 Handle questions responsively.

D. Embracing the backchannel.

 Integrate social media into the presentation process.
 Monitor and ask for feedback.
 Review comments to improve your presentation.
 Automatically tweet key points from your presentation while you speak.
 Establish expectations with the audience.

E. Giving presentations online.

 Consider sending preview study materials ahead of time.
 Rehearse using the system live, if at all possible.
 Keep your presentation as simple as possible.
 Ask for feedback frequently.
 Consider the viewing experience from the audience members' point of view.
 Allow plenty of time for everyone to get connected and familiar with the screen
they're viewing.
 Introduction to Developing Oral and Online Presentations

Presentations are crucial activities across various fields, including education, business,
and others. In the digital era, presentations are no longer limited to oral presentations
but can also be conducted online. Therefore, in this material, we will discuss how to
develop effective oral and online presentations.
The objectives of a presentation can vary, such as informing, influencing, or
communicating ideas to others. In the development of a presentation, we must consider
the objectives, audience, and medium to be used. We must also understand how to
organize the content of the presentation, create an outline, and use effective visual aids.
In this material, we will discuss how to develop effective oral and online presentations.
We will discuss how to determine the objectives of a presentation, choose the
appropriate medium, and organize the content of the presentation. We will also discuss
how to use effective visual aids and how to handle different audiences.
By doing so, we can enhance our oral and online communication skills and improve our
ability to develop effective presentations.
 Developing Oral and Online Presentations

Planning a presentation
Planning oral presentations is much like planning any other business messsage.
Analyze the situation, gather information, select the right medium, and organize the
information. Gathering information for oral presentations is essenially the same as it is for
written communication projects. The other three planning tasks have some special pplications
when it comes to oral presentations; they are covered in the following sections.
On the subject of planning, be aware that preparing a professional-quality business
presentation can take a con- siderable amount of time. Nancy Duarte, whose design firm has
years of experience creating presentations for corpora- tions, offers this rule of thumb:
depending on how much research you need to do and how much production work your slides
need, for a one-hour presentation that uses 30 slides, allow 36 to 90 hours to research,
conceive, create, and practice. Not every one-hour presentation justifies a week or two of
preparation, of course, but the important presentations that can make your career or your
company certainly can.

1. Plan
Analyze the Situation
Define your purpose and develop a profile of your audience, including their
likely emotional states and language preferences.

Gather Information
Determine audience needs and obtain the information necessary to satisfy
those needs.

Select the Right Medium

Choose the best medium or combination of media for delivering your
presentation, including handouts and other support materials.

Organize the Information

Define your main idea, limit your scope and verify timing, select the direct or
indirect approach, and outline your content.

2. Write
Adapt to Your Audience
Adapt your content, presentation style, and room setup to the audience and the
specific situation. Be sensitive to audience needs and expec- tations with a "you"
 attitude, politeness, positive emphasis, and bias-free language. Plan to establish your
credibility as required.

Compose Your Presentation

Outline an attention-getting introduction, body, and close. Prepare supporting
visuals and speaking notes.

3. Complete
Revise the Message
Evaluate your content and speaking notes.

Master Your Delivery

Choose your delivery mode and practice your presentation.

Prepare to Speak
Verify facilities and equipment, including online connections and software
setups. Hire an interpreter if necessary.

Overcome Anxiety
Take steps to feel more confident and appear more confident on stage.

ANALYZING THE SITUATION

As with written communications, analyzing the situation for an oral presentation

involves defining your purpose and developing an audience profile. The purpose of
most of your presentations will be to inform or to persuade, although you may
occasionally need to make a collaborative presentation, such as when you're leading a
problem-solving or brainstorm- ing session. Given the time limitations of most
presentations and the live nature of the your purpose is crystal clear so that you make
the most of the opportunity event, make sure and show respect for your listeners' time
and attention. When you develop your audience profile, try to anticipate the likely
emotional state of your audience members.

Supportive: Reward their goodwill with a presentation that is clear, concise, and
upbeat; speak in a relaxed, confident manner.

Interested but neutral: Build your credibility as you present compelling reasons
to accept your message; address potential objections as you move forward; show
confidence but a willingness to answer questions and concerns.
 Uninterested: Use the techniques described in this chapter to get their attention
and work hard to hold it throughout; find ways to connect your message with their
personal or professional interests; be well organized and concise.

Worried: Don't dismiss their fears or tell them they are mistaken for feeling that
way; if your message will calm their fears, use the direct approach; if your message
will confirm their fears, consider the indirect approach to build acceptance.

Hostile: Recognize that angry audiences care deeply but might not be open to
listening; consider the indirect approach to find common ground and to diffuse anger
before sharing your message; work to keep your own emotions under control.

You also need to determine whether your audience is comfortable listening to the
lan- guage you speak. Listening to an unfamiliar language is much more difficult than
reading that language, so an audience that might be able to read a written report might
not be able to understand an oral presentation covering the same material (see
"Communicating Across Cultures: Making Sure Your Message Doesn't Get Lost in
Translation").

Also consider the specific circumstances in which you'll be making your

presentation. Will you speak to five people in a conference room, where you can
control everything from light to sound to temperature? Or will you be demonstrating a
product on the floor of a trade show, where you might have from 1 to 100 listeners
and little control over the environment? Will everyone be in the same room, or will
some or all of your audience.

For in-person presentations, pay close attention to seating arrangements The four
basic formats have distinct advantages and disadvantages

Classroom or theater seating, in which all chairs or desks face forward, helps keep
attention focused on the speaker and is usually the best method for accommodat ing
large audiences. However, this arrangement inhibits interaction among audience
members, so it is not desirable for brainstorming or other collaborative activities.

Conference table seating, in which people sit along both sides of a long table and
the speaker stands at one end, is a common arrangement for smaller meetings. It
promotes interaction among attendees, but it tends to isolate the speaker at one end of
the room.
 Horseshoe, or "U" shaped, seating, in which tables are arranged in the shape of a
"U." improves on conference table seating by allowing the speaker to walk between
the tables to interact with individual audience members

Café seating, in which people sit in groups at individual tables, is best for
breakout sessions and other small-group activities. However, this arrangement is less
than ideal for anything more than short presentations because it places some in the
audience with their backs to the speaker, making it awkward for both them and the
presenter. If you can't control the seating arrangement, at least be aware of what it is
so you can adjust your plans if needed.

All these variables can influence not only the style of your presentation but the
content For instance, in a public environment full of distractions and uncertainties,
you're probably better off keeping your content simple and short because chances are
you won't be able to keep everyone's attention for the duration of your presentation.
For even more insight into audience evaluation (including emotional and cultural
issues), consult a good public speaking textbook.

SELECTING THE RIGHT MEDIUM

Theh task of selecting the right medium might seem obvious. After all, you are speaking, so
it’s an oral medium. However, youhave an array of choice these days, ranging from live, in
person presentations to webasts or webinars (online presentations or semianrs taht people
either view live or download later from your website), screencasts (recording of activitiy on
computer displays with audio voiceover).

When speaking to an international audience, keep in mind that audience members' language
fluency might vary widely. So take special care to ensure clear communication:

• Speak slowly and distinctly. The most common com- plaint of international audiences is
that English speakers talk too fast. Articulate each word carefully, emphasize consonants for
clarity, and pause frequently.
• Repeat key words and phrases. When audiences are not very familiar with your language,
they need to hear important information more than once. Also, they may not be familiar with
synonyms, so word key points in the same way throughout your presentation.

• Aim for clarity. Keep your message simple. Eliminate complex sentence structure,
abbreviations, and acronyms. Replace two-word verbs with one-word alternatives (such as
review instead of look over). Such verbs are confusing because the definition of each separate
word differs from the meaning of the two words combined. Similarly, avoid slang and
cultural idioms, such as once in a blue moon, which may be unfamiliar to an international
audience. If you use words or phrases from the audience's native lan- guage, make sure you
understand them fully.

• Communicate with body language. Emphasize and clarify verbal information with gestures
and facial expres. sions. For instance, smile to emphasize positive points and use gestures to
illustrate the meaning of words such as up, down, or under.

• Support your spoken message with visuals. Simple, clear visuals, from flip charts to
electronic slides, can help you describe your key points. If possible, prepare captions in both
English and your audience's native language.

CAREER APPLICATIONS

1. One of the most important changes speakers need to make when addressing audiences in
other cultures is to avoid colloquial figures of speech. Replace such phrases (for ex ample,
"hit one out of the park," "go for broke," "get your ducks in a row") with wording that is more
likely to be understood by nonnative English speakers or audiences in other countries.
2. Make a list of 10 two-word verbs. How does the meaning of each separate word differ
from the definition of the com- bined words? Replace each two-word verb with a single,
specific word that will be clearer to an international audience.

Explore these options early in your planningefforts so that you can take full advantage
of the ones at your disposal. For example, to reach an international audience, you might want
to conduct a live presentation with a question-and-answer session for the on-site audience and
post a video archieve of this meeting on your website for audience members in other time
zones.
Developing a Presentation
the writing process-developing your ideas, structuring support points, phrasing your
transitions, and so on. Depending on the situation and your personal style, the eventual
presentation might follow your initial words closely, or you might express your thoughts in
fresh, spontaneous language.

ADAPTING TO YOUR AUDIENCE

Your audience’s size, the venue (in person or online), your subject, your purpose, your
budget, the time available for preparation, and the time allotted for your talk all influence the
style of your presentation. If you’re speaking to a small group, particu- larly people you
already know, you can use a casual style that encourages audience participation. A small
conference room, with your audience seated around a table, may be appropriate. Use simple
visuals and invite your audience to interject com- ments. Deliver your remarks in a
conversational tone, using notes to jog your memory if necessary.
If you're addressing a large audience or if the event is important, establish a more for- mal
atmosphere. During formal presentations, speakers are often on a stage or platform, standing
behind a lectern and using a microphone so that their remarks can be heard throughout the
room or captured for broadcasting or webcasting.
When you deliver an oral presentation to people from other cultures, you may need to adapt
the content of your presentation. It is also important to take into account any cultural
preferences for appearance, manneris fond other customs. An interpreter or event host can
suggest appropriate changes for a specific audience or particular occasion.

COMPOSING YOUR PRESENTATION

Like written documents, oral presentations are composed of distinct elements: the intro
duction, the body, and the close.

Presentation Introduction
A good introduction arouses the audience’s interest in your topic, establishes your cred ibility,
and prepares the audience for what will follow. That’s a lot to pack into the first few minutes
of your presentation, so give yourself plenty of time to prepare the words and visuals you’ll
use to get your presentation off to a great start.

Arousing Audience Interest Some subjects are naturally more interesting to some audi ences
than others. If you will be discussing a matter of profound significance that will. Personally
affect the members of your audience, chances are they’ll listen, regardless of how you begin.
All you really have to do is announce your topic, and you’ll have their attention. Other
subjects call for more imagination. Here are six ways to arouse audience interest.

 Unite the audience around a common goal. Invite listeners to help solve a problem.
Capitalize on an opportunity, or otherwise engage in the topic of your presentation.

 Tell a story. Well-told stories are naturally interesting and can be compelling. Of
course, make sure your story illustrates an important and relevant point.

 Pass around an example. Psychologists say that you can get people to remember your
points by appealing to their senses. A great way to do so is to pass around an example
If your company is in the textile business, let the audience handle some of your
fabrics If you sell chocolates, give everybody a taste. • Ask a question. Asking
questions will get the audience actively involved in your pre sentation and, at the
same time, will give you information about them and their needs

 Share a startling statistic. An intriguing, unexpected, or shocking detail can often

grab the attention of your listeners.

 Opening with an amusing observation about yourself, the subject matter of the
presentation, or the circumstances surrounding the presentation can be an effective
way to lighten the “pre-presentation jit- ters” for you and the audience or to make an
emotional connection with your listeners. However, humor must be used with great
care. Make sure any comments are relevant, appropriate, and not offensive to any- one
in the audience. In general, avoid humor when you and the audience don’t share the
same native language or culture; it’s too easy for humor to fall flat or backfire.
 Regardless of which technique you choose, make sure you can give audience
members a reason to care and to believe that the time they’re about to spend listening to you
will be worth their while.

Building Your Credibility In addition to grabbing the audience’s attention, your introduction
needs to estab lish your credibility. If you’re a well-known expert in the subject matter or
have earned your audience’s trust in other situations, you’re already ahead of the game
However, if you have no working relationship with your audience or if you’re speaking in an
area outside your known expertise, you need to establish credibility and do so quickly; people
tend to decide within a few minutes whether you’re worth listening to.
Techniques for building credibility vary, depending on whether you will be in-
troducing yourself or having someone else introduce you. If a master of ceremonies, a
conference chair, or another person will introduce you, he or she can present your credentials
so that you won’t appear boastful. However, make sure that the person in- troducing you
doesn’t exaggerate your qualifications; your credibility will probably go down rather than up
if this happens.
If you will be introducing yourself, keep your comments simple. At the same time,
don’t be afraid to mention your accomplishments. Your listeners will be curious about your
qualifications, so tell them briefly who you are and why you’re the right person to be giving
this presentation.

Previewing Your Message In addition to arousing audience interest and establishing your
credibility, a good introduction gives your audience members a preview of what’s ahead,
helping them understand the structure and content of your message. A report reader can learn
these things by looking at the table of contents and scanning the headings, but in a
presentation, you need to provide that framework with a preview.
Your preview should summarize the main idea of your presentation, identify major
supporting points, and indicate the order in which you’ll develop those points Tell your
listeners in so many words, “This is the subject, and these are the points I will cover.” Once
you’ve established the framework, you can be confident that the audience will understand
how the individual facts and figures are related to your main idea as you move into the body
of your presentation. If you are using an indirect approach, your preview can discuss the
nature of your main idea without disclosing it.

The bulk of your speech or presentation is devoted to a discussion of the main supporting.
Points from your outline. Whether you’re using the direct or indirect approach, make sure the
organization of your presentation is clear and your presentation holds the audience’s
attention.
Connecting Your Ideas In written documents, you can show how ideas are related on the
page or screen by using a variety of design clues, such as headings, paragraph indentations,
and lists. However, with oral communication-particularly when you aren’t using visuals for
support you have to rely primarily on words to link various parts and ideas.
For links between sentences and paragraphs, use transitional words and phrases therefore,
because, in addition, in contrast, moreover, for example, consequently, nevertheless, or
finally. To link major sections of Presentation, use complete sentences or paragraphs, such as
“Now That we’ve reviewed the problem, let’s take a look at some solutions.” Every time you
shift topics, be sure to stress the connection between ideas. Summarize what’s been said and
then preview what’s to come. You might also want to call attention to the transitions by using
gestures, changing your tone of voice.

Holding Your Audience’s Attention After you’ve success- fully captured your audience’s
attention in your introduc- tion, you need to work to keep it throughout the body of your
presentation. In addition to the general challenge of keeping readers interested, you have to
compensate for an- other inescapable fact of oral presentations: Your audience can think and
read faster than you can speak. And with online presentations, where people in remote
locations are sitting alone at their computers, they may be tempted by numerous distractions.
Here are a few helpful tips for keeping the audience tuned into your message:

 Relate your subject to your audience’s needs. Fen pie are naturally most interested in
things that affect them personally.
 Anticipate your audience’s questions. Try to antici pate as many questions as you can
and address these questions in the body of your presentation You’ll also want to
prepare and reserve additional mate rial to use during the question-and-answer period
in case the audience asks for greater detail
 Use clear, vivid language. If your presentation will involve abstract ideas, show how
those abstractions connect with everyday life. Use familiar words, short sentences,
and concrete examples. Be sure to use some variety as well, repeating the same words
and Phrases puts people to sleep.
 Explain the relationship between your subject and familiar ideas. Show how your
subject is related to ideas that audience members already understand and give pouple
a way to categorize and remember your points. Be sure to make connections that your
listeners are sure to get, too. For example, when Peter Principato and his team werr
recently brainstorning how to present a young writer/director to studio executives
Principato rejected the suggestion of comparing him to Charlie Kaufman. Kaufman is
revered among comedy insiders, but Principato wasn’t sure a mainstream television
executive would understand the reference.”
  Ask for opinions or pause occasionally for questions or comments. Audience feedback
helps you determine whether your listeners understand a key point before you launch
into another section. Asking questions or providing comments also gives your
audience members a chance to switch for a time from listening to participat ing,
which helps them engage with your message and develop a sense of shared
ownership.
 Illustrate your ideas with visuals. As Chapter 17 discusses, you might want to develop
visuals for your presentation and coordinate them with your delivery. Visuals enliven
your message, help you connect with audience members, and help people remember
your message more effectively.

Presentation Close
The close of a speech or presentation has two critical jobs to accomplish: making your
listeners leave with the key points from your talk clear in their minds and in the appropriate
emotional state For example, if the purpose of your presentation wa to warn company
managers that their out-of-control spending threatens the company survival, you want them to
leave with that message ringing in their ears-and with enough concern for the problem to
stimulate changes in their behavior.

Restating Your Main Points Use the close to succinctly restate your main points, empha
uzing what you want your listeners to do or to think. For example, to close a presentation on
your company’s executive compensation program, you could repeat your specific rec-
ommendations and then conclude with a memorable statement to motivate your audience to
take action:

We can all be proud of the way our company has grown. However, if we want to continue that
growth, we need to adjust our executive compensation program to reflect competitive
practices. If we don’t, our best people will look for opportunities elsewhere. To review, our
research has shown that we need to do four things to improve executive compensation:

 Increase the overall level of compensation

 Install a cash bonus program
 Offer a variety of stock-based incentives
 Improve our health insurance and pension benefits

By making these improvements, we can attract and keep the level of talent we need to take on
our industry’s largest competitors.
 Such repetition of key ideas greatly improves the chance that your audience will hear
your message in the way you intended.

Ending with Clarity and Confidence If you’ve been successful with the introduction and
body of your presentation, your listeners now have the information they need, and they’re in
the right frame of mind to put that information to good use. Now you’re ready to end on a
strong note that confirms expectations about any actions or decisions that will follow the
presentation- and to bolster the audience’s confidence in you and your message one final
time.
Some presentations require the audience to reach a decision or agree to take specific
action, in which case the close provides a clear wrap-up. If the audience agrees on an issue
covered in the presentation, briefly review the consensus. If they don’t agree, make the lack
of consensus clear by saying something like, “We seem to have some fundamental disagree-
ment on this question.” Then be ready to suggest a method of resolving the differences.
If you expect any action to occur as a result of your speech, be sure to explain who is
responsible for doing what. List the action items and, if possible within the time available,
establish due dates and assign responsibility for each task.
Make sure your final remarks are memorable and expressed in a tone that is appropri-
ate to the situation. If your presentation is a persuasive request for project funding, you might
emphasize the importance of this project and your team’s ability to complete it on schedule
and within budget. Expressing confident optimism will send the message that you believe in
your ability to perform.
Whatever final message is appropriate, think through your closing remarks carefully
before stepping in front of the audience. You don’t want to wind up on stage with nothing to
say but “Well, I guess that’s it.”
EMBRACING THE BACKCHANNEL

Many business presentations these days involve more than just the spoken conversation
between the speaker and his or her audience. Using Twitter and other electronic media,
audience members often carry on their own parallel communication during a presentation via
the backchannel, which presentation expert Cliff Atkinson defines as “a line of commu-
nication created by people in an audience to connect with others inside or outside the room,
with or without the knowledge of the speaker. “30 Chances are you’ve participated in a back-
channel already, such as when texting with your classmates or live-blogging during a lecture.
The backchannel presents both risks and rewards for business presenters. On the nega- tive
side, for example, listeners can research your claims the instant you make them and spread
the word quickly if they think your information is shaky. The backchannel also gives contrary
audience members more leverage, which can lead to presentations spinning out of control. On
the plus side, listeners who are excited about your message can build support for it, expand
on it, and spread it to a much larger audience in a matter of seconds. You can also get
valuable feedback during and after presentations.
By embracing the backchannel, rather than trying to fight it or ignore it, presenters can use
this powerful force to their advantage. Follow these tips to make the backchannel work for
you:

• Integrate social media into the presentation process. For example, you can set up a formal
backchannel yourself us ing tools such as BackNoise (http://backnoise.com); create a website
for the presentation so that people can access relevant resources during or after the
presentation; create a Twitter hashtag that everyone can use when sending tweets; or display
the Twitterstream during Q&A so that everyone can see the questions and comments on the
backchannel.
• Monitor and ask for feedback. Using a free service such as Tweetdeck, which organizes
tweets by hashtag and other variables, you can monitor in real time what the people in the
audience are writing about. To avoid trying to monitor the backchannel while speaking, you
can schedule “Twitter breaks,” during which you review comments and respond as needed.

• Review comments to improve your presentation. After a presentation is over, review

comments on audience members' Twitter accounts and blogs to see which parts con- fused
them, which parts excited them, and which parts seemed to have little effect (based on few or
no comments).

• Automatically tweet key points from your presentation while you speak. Add-ons for
presentation software can send out prewritten tweets as you show specific slides during a
presentation. By making your key points readily available, you make it easy for listeners to
retweet and comment on your presentation.
• Establish expectations with the audience. Explain that you welcome audience partici pation
but that to ensure a positive experience for everyone, comments should be civil, relevant, and
productive.