Types of Oral Communication
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Prepared speeches - planned prior to the event, tends to
be highly structured (or should be!)
Impromptu speeches - generally unexpected and
unprepared, tends to be unstructured
Briefings - short summary of the details for an
operation/plan
Styles of Oral Communication
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Informative
Persuasive
Entertaining
Educative
Planning a Presentation
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Define the purpose of your presentation
Audience reception
Context and setting
Determine your main points
Research
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Structure your material
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Preparing the Presentation
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Write - introduction, body and conclusion
Rewrite for aural reception - i.e., words that are easy to
say and to hear
Determine appropriate audio/visual aids
Practice (and practice and practice … and again!)
Presenting your oral communication
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Using notes
Audio/visual aids
Non-verbal communication
Use of voice
Anxiety/stage fright
Graphical communication
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Graphics may be designed for a number of
purposes within a report or presentation
Graphics organise information, show
relationships, highlight trends, help to classify
and group data
The information used in graphics should be
accurate, descriptive and up to date – the
credibility of your entire message depends on
it
Graphical communication –
the design
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Graphics should:
- generally move from complex to
simple information
- of an appropriate scale for the graphic
type
- be consistent in size, headings,
borders, labels
Graphical communication –
selection
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Selecting the appropriate graphic:
- consider the purpose and objective
- select a graphic because it adds
meaning to the report or presentation
- don’t exaggerate similarities or
differences
Graphical communication –
choices
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tables – precise, distinguish, figures
line graphs – trends, change
column/vertical graphs – comparison, time,
magnitude, similarity, difference
horizontal bar graphs – see column graph
dot graphs – 6+ variables, plotting for clarity
pie charts – proportion, simple, immediate
Graphical communication –
choices (ctd)
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diagrams – flexible, relationships, structure
photographs – immediate, rich
illustrations – flexible, comprehensive
drawings – technical detail, simplify
maps – location, direction, distance
architect drawings – structure, multi-view
anatomical models – cut away
musical scores – symbol, richness
Graphical models in IS
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a variety of models are readily available to IS
professionals
entity relationship models
data structure diagrams
functional decomposition diagrams
process models
decision tables, decision trees
state transition diagrams, flow charts
location/ network models
Graphical models –
why use them?
simplify, clarify complex information
 summarise information
 models can be constructed so that they
highlight, emphasise critical features
 support more complex communication
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Professional Communication Tasks:
Presentation
IS Professionals often present the
results of their work to other IS
Professionals, clients and system users.
 Moreover, the effective use of
presentations as communication media
is often critical to project success.
 SIMS recognises the value of experience
in presentation in developing better
presentation skills.
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Types of Presentation
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prepared speech
impromtu speeches
manuscript speeches – parliament,
tesimonial
memorised speeches – wedding
oral briefings
Purpose of the Presentation
to inform
 to persuade
 to entertain
May have:
 general purpose
 specific purpose
Checking that purpose was achieved
 audience response - questions
 survey
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Audience
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Having a clear idea about who they are is
critical
- experience
- age
- interest
- reason for attending
- range of variation
- range of response
Is this knowledge predictable or
unpredictable?
Plan the speech
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consider the purpose
consider the audience
consider the context
consider the physical setting
identify main ideas
research and find supporting material for the
message
plan and organise the material
plan and organise the supporting material
Support for presentation
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Speech Notes
- palm or cue cards
- slide copies (match overhead projections)
Visual aids
Technology
Environment
Handouts
Rehearsal
Structuring presentation
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proper introduction to the audience
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tell them what you are going to say
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say it
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tell them what you have said
introduction
Possible strategies:
 leave it to an MC (Master of Ceremonies) how well do they know you?
 pose a question
 use humour (appropriate to audience and
relevant to topic)
 give a short anecdote
 present an interesting fact
body of presentation
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no more than three or four ideas
use clear structure (headings and subheadings)
expand on main points with:
personal experiences
examples
illustrations
facts
statistics
summary or conclusion
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reinforce main points
long (complex) presentations should have
reviews between each section
do not introduce new material here
should be the most memorable part, use:
a relevant anecdote (simple, clear)
an appropriate quotation (simple, clear)
an example (simple, clear)
a recommendation (simple, clear)
Rewrite for the ear
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SPOKEN WORDS ARE DIFFERENT FROM
WRITTEN WORDS
words easy to hear and understand
concise words with clear meaning
use pauses – breathing spaces add impact,
reinforce structure
words that help link introduction-bodyconclusion – repetition (in moderation)
ORAL REHEARSAL NOT JUST MENTAL REHEARSAL
Practice and revise
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reread to become familiar with material
rewrite awkward parts
oral rehearsal
check timing
allow for audience participation / interruption
prepare some potential audience questions
be willing to answer questions – thoughout,
at break between main ideas, at end
Visual aids
Chalkboards & whiteboards
 overhead projectors
 flip charts, slides
 computer software
 television, video
 objects, physical examples
 handouts
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value of visual aids
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gain attention
increase interest
support your point
emphasise relationships
clarify content
help listener’s memory
help structure the material
remove focus from the presenter
non-verbal communication
posture
 facial expression
 appearance and dress
 gesture, movement
 voice quality, articulation
 volume
 variation in rate of speech
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stage fright (anxiety)
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anxiety is normal
a degree of nervousness can help
debilitating nervousness needs management
- stress management techniques
thorough preparation builds confidence
form a relationship (empathy) with your
audience
use aids to reduce focus on you
practice/ look for opportunities to gain
experience - less critical situations are best
other people won’t remember your mistakes
Assignment -Oral briefing
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a short, accurate summary
aims to inform or persuade listeners
- prepare for specific purpose
- present background information
- discuss different available options
- analyse disadvantages and advantages
- outline positive impact of changes
- encourage participation, questions,
suggestions
- show interest in responses