UNIT-4 Presentation and Interaction Skills

PRESENTATION

The most powerful medium of communication is 'Presentation'. Presentation means passing information face to face either informally or formally. But nowadays digital mode is also used for giving presentations. Being a powerful medium of communication, presentation involves a pre-planned and organized structure. Preparation of presentation includes the knowledge of not only content but also of different areas like audio-visual aids, methods of delivery, voice dynamics, kinesics, proxemics, chronemics, etc. 

All speakers who make presentations are familiar with the subject matter but only a few excel in the art of making presentations. The ability to make effective and memorable oral presentations is one of the most important qualities one needs to develop for a successful career. By doing regular practice one can easily be perfect at giving presentations. The speaker must overcome his fear as well as nervousness, and also inculcate in him the qualities of a good speaker.

Presentation is not difficult if a few factors are kept in mind. The first is the positive attitude towards the situation as well as the audience. The second is confidence. The next is knowledge, the authenticity of the topic, fluency, clarity, etc.

One research says that we remember the maximum things if a presentation includes more nonverbal aspects.

• Verbal content (written)-----------------------------------we remember only 07 %

• Voice inflection, modulation, articulation, etc. --------we remember   38 %

• Body support -----------------------------------------------we remember   55 %

To make an effective presentation we need to go through all the strategies of presentation. These strategies include knowledge of kinesis, paralinguistic features of voice, proxemics, chronemics, audience analysis, audio-visual aids, etc.

Purposes of Presentation

Different organizations have different aims in giving presentations. The presentation can be held either on a large scale or on a small scale. It completely depends on its purpose. Before planning a presentation; its purpose should be kept in mind because purpose determines the content, the style of the presentation, and the amount of audience interaction. There can be numberless purposes for presentation but the main purposes are:

1. To inform

When the purpose of a presentation is simply to provide information then it is based on facts and figures. A professional has to deliver a number of oral presentations throughout his career. He may have to speak to his colleagues to give some information on a project or make a sales presentation to customers. Some of the examples are: -

• Orientation briefings to new employees

• Explaining company rules, procedures, and benefits at assemblies.

• Conducting training programs.

• Explaining the procedure of  a process

• Speaking oral reports

• Demonstrating a layout

• Illustrating a topic

• taking a lecture, etc.

2. To persuade

'Persuade' means to make someone agree to your proposal. When the purpose of the presentation is to persuade, the presenter has to proceed with certain arguments and suggestions. He offers certain conclusions and recommendations. Some politeness tactics may be used in order to persuade the audience. Some of the examples are: -

• To call people for overtime for completing the target.
• To make someone agree for watching a movie or art gallery, etc.
• To make others follow your action for their benefit.
• to make some take your duty charge when you are on leave.

3. To entertain

Sometimes the presentations are made in order to entertain. Humour, a narration of anecdotes, short quizzes, relevant jokes, etc are the basics of such presentations. But sometimes during a long presentation, a speaker can use such presentations to break the monotony of the presentation. It is necessary to elevate the mood of the audience but colloquial language and slang tone and words should be avoided. Some of the examples are: -

• The puppet show.
• The magic show.

4. To motivate

Life is full of tension. Everybody needs motivation when there is depression, odd situations, unwanted consequences, stress, etc. In such cases, the purpose of a presentation is to motivate people. Motivational presentations need some real-life examples, success stories, insight vision, etc. Some of the examples are: -

• a speech of the leader at the start of a project.
• A speech by the leader when the target seems difficult and the due date is approaching.

ORAL COMMUNICATION

In a presentation oral communication plays a very important role. it is almost impossible to present a professional presentation without oral communication. Oral communication is one of the modes of verbal communication that uses words for exchanging information. Here, we communicate through speech organs. Hence, oral communication is the exchange of information and ideas through spoken word. It can be done face to face or through any electronic device like a telephone. It can also be done either formally or informally.

Paralinguistic features like the quality of voice, pronunciation, articulation, tone, pitch, rate, etc play a very important role in effective oral communication. Examples of oral communication include- speech, telephonic conversation, seminars, interviews, etc.

Importance/Merits/Advantages of Oral Communication

• Time Saving

• Immediate feedback/answer

• Easy and fast

• No fear of spelling

• Can easily be corrected if said something not relevant

• body language helps to convey a message

• Effective due to the nonverbal communication

Demerits/Disadvantages of Oral Communication

• Not authenticated

• Cannot be used for legal record

• Requirement of good knowledge of Paralinguistic features of Voice-pronunciation, articulation, volume, etc.

• Cannot be stored or used without electrical or electronic devices.

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     NUANCES OF SPEECH DELIVERY 

Nuances of speech delivery refer to the small things that should be taken care of by a presenter. Before the final speech delivery on the stage, a prenter must take care of certain very important things like-

• What is the purpose of the speech presentation?

• Time-duration of the speech?

• Who is the audience?

• What is the condition of the locale?

• What will be the benefit to the audience?

• Paralinguistic features of Voice dynamics.

• Non-verbal/Physical aspects of speech delivery.

• Whether the content of the presentation is accurate or not.

• How to handle audience inquiries, etc.

 

Broadly nuances of speech delivery include the following-

1. Purpose: Know Your Purpose Clearly

The purpose behind the presentation should be very clear to the speaker. The speaker must know why he wants to deliver the presentation.  Whether it is for instructing, informing, demonstrating, persuading, or just entertaining the audience? It will help the speaker to prepare an effective presentation and meet his goal.

2.               Inquiry: about the duration 

If a speaker knows about the estimated time duration of a speech, he can adjust his presentation in that time frame beforehand. It will help him to condense or spread the content according to the duration of time. It saves the time and energy of the presenter.

3.               Audience analysis: Age, gender, status, background, liking, etc.

The audience always holds receiving end. It is very important to have complete knowledge of the audience. The knowledge of, ‘who is the audience and what do they need?’, is essential. The nature of the audience has a direct impact on the strategies which the presenter would choose.

If a presenter has a piece of complete knowledge about his audience then he can write the content according to his audience. If the audience is from a rural background then he will choose simple methods and audio-visual aids to make them understand but if the audience is professionals from the urban areas then the content of the presentation and selection of aids would require a different taste. That is why beforehand knowledge of the audience is a foremost requirement for a presenter. One must know the following things about the audience:

• Audience’s age

• Gender

• Interest

• background

• nature

• The range (size)

 

Audience profiles should be prepared beforehand because the knowledge of the audience will help a speaker in the adjustment of style to accommodate cultural differences. Ideas about the audience can be taken from the organizer or host.  Make points crystal clear and easy to understand than speak with confidence. Maintain an attitude of alertness and confidence. Encourage questions from the audience. Audience participation gives the opportunity to clear up any misunderstanding. There are many ways to develop an audience profile: -

• Identify the primary audience (decision makers).

• Determine audience size (needs, interests, attitudes, cultural barriers, etc.).

• Determine audience composition.

• Gauge the audience’s level of understanding.

• Project audience’s expectations and preferences.

• Estimate the audience’s probable reaction.

4.               Locale Analysis

It is very important to understand the locale. It may help understand the message properly. Locale is related to the physical environment and location where a presentation would be conducted. Every location has its unique physical environment. The speaker should know about:

 

• Place of presentation

• A podium or a table provided

• Public address system available

• Seating arrangement, room temperature, and lighting (physical environment)

• Visual aids available, aids to set the things of the speaker, etc.

• All these things help the presenter to give his presentation effectively. The presenter must know what facilities are been giving by the organizer at the place of the presentation.

Suppose a presenter knows that there is no proper system of hanging charts on the wall, then he will choose another medium to display his ideas or he will demand nails arrangement before starting the presentation.

5.               Content:

Content is the soul of a presentation. If there is no content means there is no presentation. Before doing anything first of all we should start preparing the written material for it. “The art of speaking is the result of persistent effort”. 

As mentioned, content is the base of any presentation hence it should be written carefully. The content must have easy diction and simple sentence structures so that the audience can easily understand the material. Content preparation takes the following steps

• Research

• Collection of data

• Rough draft

• Organization of data

• Revise and editing

• Final draft

The final content should match the purpose, audience, and time duration.

6.               Technical part: audio-visual aids, electric and electronic systems

Spoken words are ephemeral. Because of this limitation, speeches often need strong visual support.  It is estimated that 11 % of what we learn is through hearing, 83 % through sight and the rest through the other senses. It means visual aids can make presentations more effective. Audio-visual aids include any kind of device like charts, mike, pictures, projectors, modals, tables, bar graphs, pi-charts, etc, which helps the audience understand the speech in a better way. The use of audio-visual aids breaks the monotony in any presentation, and listeners feel stimulated and take more interest. Visual aids not only make the presentation interesting but also make it understandable. But before using aids the presenter must remember the following points: -

•  He must integrate the aid with the oral presentation and use it when required.

•  If possible, keep the chart, picture, or map hidden until these are referred to.

•  Visual aids should be displayed where everyone in the audience can see them.

•  He must interpret the visual to the listeners & draw their attention carefully to the visuals.

• He must use a pointer to explain, if necessary.

• He must emphasize significant things.

• He must not clutter it with too much information.

• He must write legibly in large letters.

• 
  

How to select suitable Audio-Visual Aids

It is very much important to select the right aids for the subject. If the presenter selects very costly aids it would not suit the presentation for a specific purpose then these will be useless. audio-visual aids must suit to locale, audience, and purpose of the presentation.

• It should be selected according to the message as one type of visual can never be the best for all occasions.

• The presenter should have a flexible attitude towards the type of visuals.

• It should be according to the size of the audience.

• Before selecting any aid budget should be kept in mind.

• The time required for preparing visuals should be one of the considerations.

Some of the aids and their purposes are mentioned below-

                  Types of Aids                                            Purposes

·       Tables --------------------------------------------to show the detailed or exact values

·       Line or bar chart--------------------------------to illustrate trends over time

·       Pie/ segmented bar/ area chart----------------to show frequency or distribution

·       Bar chart-----------------------------------------to compare one item with another

·       pie chart------------------------------------------to compare one part with  the whole

·       line or bar or scatter (dot) chart---------------to show correlations

·       map-----------------------------------------------to show geographic relation

·       flow chart or diagram--------------------------to illustrate a process or a procedure

 

7.               Non-verbal: body language, voice dynamics, apparel, etc

The non-verbal makes a presentation more attractive and effective too. Nonverbal includes-

• Body language-facial, expressions, gestures, postures, etc

• Nuances of Voice dynamics- pitch, volume, pronunciation, articulation, etc,

• Proximics- use of space on the stage, distance from the audience, etc.

• Chronemics- proper use of time and preparation of outline accordingly.

Without the use of proper facial expressions, eye contact, smiling face, bright eyes, gestures, and posture, no one can attract the attention of the audience. sometimes the audience is fascinated with the dressing sense and body movements of a speaker.

8.               Handling Inquiries: doubts and objections

Inquiries, Objections, arguments, and contrary ideas are parts of any presentation. Speakers should try to analyze the possible queries and try to prepare proper solutions for them. Figuring out such expected issues help a speaker win the confidence of the audience,

9.               Context: What prompted you to deliver this speech?

Context is the environment, background, or situation within which something occurs. The context enables the audience to interpret the content the way a speaker intended. Hence, they can fairly and easily understand the message given by the speaker. Context can also relate to morale, economy, any occasion, season, special situation, etc. Keeping Context in mind keeps the speaker aligned with the topic and saves him from distracting from the main point.

 

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METHODS OF SPEECH DELIVERY

 

Good planning is the backbone of a good presentation. If it is necessary ‘what to say’ then it is equally important ‘how to say’. Sometimes people prepare their presentation very well but they wouldn’t make it effective just because of lacking appropriate speech delivery methods. It is seen that words cast their impression when they are said in the right way at right time. So when the speaker has planned and developed the content of his presentation, he should begin practicing his presentation (speech delivery). There is not only one, but many other factors also which are responsible for making the presentation effective. these factors are the manner of presentation, vocal inflections, perfectly timed pauses, facial expressions, and gestures, etc. Most audiences prefer – directness, spontaneity, animation, vocal and facial expressiveness, and a lively sense of communication.

 

 

There are four methods to deliver the presentation: -

 

1.     Reading Manuscript

It means reading out the written material aloud. This method is often used whenever a complex or technical presentation is made such as the description of some machine or the policy matters of an organization. Reading intelligibly is an art that can also be learned after much practice. It requires rehearsal again and again. Usually, it is considered monotonous and boring but can be made effective by using the following tips: -

• Practice enough so that eye contact with the audience can be maintained.
• Be familiar with the text by reading it again and again.
• Learn the right pronunciation of the technical terms used.
• Maintain the proper flow of language for which proper pause and voice inflection can be used.

Advantages: -

·        It’s a permanent and accurate record of whatever is to say.

·        There is no chance of tampering with the facts and figures.

·        The material is organized.

·        Language gets polished as you write and improve it till the best.

Disadvantages: -

·        While reading, the presenter will get less time for eye contact.

·        There is no scope for non-verbal and interactive communication.

·        Difficulty in bringing flexibility at a time.

·        It will become dull in the absence of perfect reading skills.

 

2.     Memorization

It can be one of the most effective methods. But the main lacking is that if at the time of delivery, something skips from the mind of the speaker, he feels lack of confidence. So this method requires an extraordinary power to memorize because if the presenter forgets his lines, his speech will sound stilled/unnatural/too formal. Besides, he will become a butt of ridicule. Memorizing a quotation, an opening paragraph, or a few concluding remarks will strengthen the delivery and impress the audience.

Advantages

• It is very easy to make eye contact.
• The speaker can easily move and make use of appropriate non-verbal communication.
• It is possible to finish the speech in the allotted time.

Disadvantages

• It requires too much time.
• It may be dull and monotonous as you say what you memorize.
• No flexibility or adaptation during the presentation.
• The speaker gets flustered if he forgets a word, sentence, or whole paragraph.

 3. Extempore/ Speaking from Notes

It is a common method of presentation. It is prepared with the outline. The speaker prepares notes on a sheet or cards and then with the help of appropriate audio-visual aids, he makes his presentation. It is an easy and impressive method. While making a presentation, if the speaker maintains eye contact with the audience and the presentation never becomes mechanical, dull, or monotonous.

Advantages: -

• As the presenter has enough time, he can present it in the best way.
• The supporting material helps to present points clearly.
• The presenter can be flexible in the use of language.
• It allows the presenter to establish a rapport with the audience.
• It enables the presenter to move freely.

Disadvantages: -

• If the presentation is inadequate, the presenter can get lost and feel uncomfortable.
• If the presenter uses too many notes, he will lose spontaneity. 
• It is time taking while preparing notes.

4. Impromptu

It is advisable to use it in informal gatherings/speeches. The word ‘impromptu’  means done without preparation or planning. The term ‘impromptu speech’ means a speech delivered without any preparation i.e. unrehearsed delivery in speech. It is advisable to avoid such impromptu speeches in formal mode. “Avoid speaking unprepared unless you’ve spoken countless times on the same topic or are an extremely good public speaker”. In an unavoidable situation, take a moment to think through what you’ll say and also avoid the temptation to ramble.

Advantages

• The presenter feels confident because he speaks naturally.
• The presenter is free to put his original thoughts.
• The presenter is spontaneous as he is natural.

Disadvantages

• The presentation lacks organized development.
• There is no supplementary material to substantiate the speech.
• The chances of rambling are very high.
• It may turn out to fail in an inadequate supply of material or language command.

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PUBLIC SPEAKING

Public speaking is also known as oratory or oration which means an act of speaking. Traditionally it was done face-to-face with a live audience but nowadays it includes any form of speaking to an audience. The method of speech may be formal or informal. Even a pre-recorded speech delivered over a great distance by means of technology is also included in public speaking. 

It is used for many different purposes like motivation, teaching, persuasion, entertainment, etc. Public speaking is a skill or art which requires utmost care while speaking live as we cannot ‘undo’ things if ones delivered to the audience. A speaker must be knowledgeable and confident to face the audience and handle the queries. 

Public speaking demands clarity in thoughts, vision, and purpose of the presentation. The speaker must have an excellent knowledge of the language in which he is going to deliver the speech. language knowledge is required to win the confidence of the audience and build rapport with them. Hence we can say confidence, clarity, and fluency are the three pillars of public speaking.

1. Confidence 

Confidence and attitude play an essential role in public speaking. Nervousness indicates either the speaker is lying or not sure about the content. Some people are good communicators but they cannot address an audience, they lose confidence. The speaker will be low in confidence 

• If he would prepare well

• If he would rehearse many times

• If he fears stage

• If he lacks knowledge of the topic, etc

A public speaker can easily enhance his confidence if he follows the following tips-

• Prepared well

• Be natural

• Don’t try to be perfect

• Avoid haste

Confidence helps a speaker in many ways like-

• to create an everlasting impression. 

• To be taken seriously by the audience.

• To kill nervousness and stage fear

• To build a good rapport with the audience

• To win the presentation

• To be a very good speaker

Remember, convincing people is definitely not an easy task. But the situation becomes easier when you are confident enough to not only convince others but also make them listen to you with rapt attention and also act accordingly.

2. Clarity 

Clarity means the audience understands not only words but also the intention of the speaker. The clarity in communication is the quality of being unambiguous and easily understood. If a speaker is not clear, specific, precise, and sensory with the language then there is a greater chance of disengaging the audience.

Clarity can be achieved by -

• Doing deep research for content preparation

• Breaking monotony

• Being simple in language and avoiding jargon

• Making a point clear with ‘special’ repetition 

• Classifying the content into small concepts and guiding the audience

• Making connections with the audience

• Using the art of storytelling to connect with the audience

• Using audio-visual aids so that people understand and remember

• Influence people by focusing on benefits and consequences.

3. Fluency 

Fluency in any language means speaking easily, reasonably, quickly, and without taking pauses between words or sentences. Speaking fluency is also an important component of communication competence, because 

• it produces continuous speech 

• it helps in delivering comprehensive content to the listener

• it maintains the communicative ideas more effectively

• it helps maintain continuity, and smoothness effortlessly in speech production.

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NONVERBAL COMMUNICATION 

“The communication which can be done without a single word is called nonverbal communication.”

This is a primitive way of sharing feelings and ideas etc. When there was no language, people used nonverbal clues to say something to others or understand others. The communication in which we don't use words or language (combination of set symbols) to communicate ideas, thoughts, etc. is called nonverbal communication. In non-verbal communication, we communicate through a medium that is far away from language boundaries. 

It includes the following parts- 

A.     Kinesics- body language 

                      i.          Facial Expressions

                     ii.          Eye movements

                    iii.         Gestures (hints by different body parts)

                     iv.         Postures (position of girdles)

                    v.           Haptics (touch)

B. Apparel (dressing sense)

C.    Paralanguage of voice -voice but no word

D.    Proxemics-distance language

E.    Chronemics- (time language

F.    Visual communication (pictorial communication) -models, projects, etc

G.    Symbolic communication (signs, symbols, and pictures)

H.    Behaviour

Non-verbal communication is the base of every kind of communication which impress others. Hence, we should take care of our non-verbal communication.

A.              Kinesics

There is no doubt that our body is also a good communicator. It has its own language that comes under nonverbal communication in which the physical behavior of the body is used to express information. The study of body language (movements of body parts) is termed Kinesics which was first used in 1952 by an anthropologist named Ray Birtwistle. Hence, Kinesics is the study of how people use body movements when they communicate with other people.  Although body language is an important part of communication, most of it happens without conscious awareness. Kinesics will help to improve body language in personal as well as professional life.

Importance of Kinesics

• It helps in effective communication. 

• It helps to improve body language and interaction quality. 

• It helps to know personal appearance

• It helps in presenting speeches effectively. 

• It helps in learning facial expressions while speaking.

• It helps in maintaining eye contact, proper posture, and effective gesture.

Thus these little things make our presentation or interaction effective and efficient; hence kinesics is helpful for advancing our communication skills and providing meaningful information to the audience.

Body Language

Body language means language that is delivered through our body. Our bodies communicate or send a message even by nodding our heads, blinking our eyes, shrugging our shoulders, or waving our hands. In fact, the body is the unspoken element of communication that we use to reveal our true feelings and emotions. 

When we study body language, we look at the meaning of symbols that the physical movements of the body are communicating. Through outward body movements, true inner emotions are reflected. For the expression of these inner body states, the face and eyes, gestures and physical appearance are to be studied.

Importance of body language

Deborah Bull highlighted the importance of body language by commenting that Body language is a very powerful tool. We had body language before we had speech, and apparently, 80% of what you understand in a conversation is read through the body, not the words. Positive body language is important as it

• helps a person to be more assertive

• assists in putting one's opinion  more easily

• helps in creating a corporative environment

• helps foster team spirit in the workplace

• helps in conveying respect for colleagues 

• helps in resolving conflicts in the organization.

• gives confidence in public speaking

• inspires confidence, 

• instills trust, 

• improves the bonding  

• enhances the clarity of communication

Difference between body language and sign language.

Body "language" must not be confused with sign language, as ‘sign language’ is a language and have its own complex grammar systems. Body language, on the other hand, does not have a grammar system and must be interpreted broadly. Every movement has an absolute meaning.

Parts of Body Language

• Facial expressions

• Eye Contact and Movement

• Gestures- Movements of  Body Parts

• Postures- Standing and Sitting Position

• Haptics- Touch

       i.      Facial expressions

“Face is the mirror of your inner conscious and the index of the mind.”  It plays a very important role in body language. Various expressions like the movement of the eyes, eyebrows, lips, nose, and cheeks are called Facial Expressions. Facial expression is a part of body language and the expression of emotion. It makes an impression on a person's mood and state of mind. A true professional is one who can control his facial expression and present himself as cool in every situation. Face should be kept pleasant with a natural tendency to smile. Facial expressions are associated with happiness, surprise, fear, anger, and sadness. Some of the expressions and their meanings are given below-

•   Happiness: ‘u’ curve of lips and cheeks up shows happiness. Expression of happiness conveys a greater sense of energy in general.

•   Sadness: The lack of a smile, and dullness in eyes are the signs of sadness. A person who is sad is also more likely to have their eyes downcast. The expression of sadness creates a dull environment all around.

•   Focused: When eyebrows are lowered and more centered then it is an expression of focus. This expression shows that the person is mentally determined and willing to find the solution.

•   Unfocused: The eyebrows being raised with an uncertain look to the eyes shows an unfocused expression. It shows unenthusiastic, depressed, bored, and anxious moods.

•   Confident: Smile, focused eyes, and cool face express a confident expression. It bears focused, centered, and energized moods. A confident person is also much more likely to be looking up and willing to make eye contact.

•   Afraid: Uncertainty and stress on the face, open mouth, and taut eyebrows give an expression of afraid. This expression creates an environment of distress and distrust.

   ii.      Oculesics (Eye Movement)

“Eyes are the strongest communicators”.

Oculesics is also a part of non-verbal communication. It is the study of eye movement, eye behavior, gaze, and eye-related nonverbal communication. As a social or behavioral science, oculesics is a form of nonverbal communication focusing on deriving meaning from eye behavior.

• Eye contact as well as eye movement helps a lot in oral communication

• It is effective to maintain rapport with the audience.

• It shows the presenter’s intensity of interest.

• Eye contact and its movements help significantly in getting success in interviews, seminars, or other face-to-face oral communications.

• Regulate interaction and provide turn-taking signals

• Monitor communication by receiving nonverbal communication from others

• Signal cognitive activity (we look away when processing information)

• Express engagement (we show people we are listening with our eyes)

• Convey intimidation

• Express flirtation

• Establish rapport or connection

iii.      Gestures

A gesture is a movement of the hand, arms, or other body parts that is intended to indicate or emphasize something, often when speaking. In other words, gestures are body movements that express something. It includes-

A.     Movements of hands- mostly hands are used to throw gestures. There are numberless gestures to express information like-

•      A wave of the hand is a common gesture used to say 'hello' to someone.

•     Taking thumb towards the open mouth with tilting neck upward is a gesture of ‘thirst’.

B.     Movement of legs- legs also take part in nonverbal communication. For examples-

•   shaking legs is a gesture of nervousness.

•   Keeping one leg over the other shows authority and confidence.

C.     Movement of the neck- the movement of the neck is one of the very common gestures like

•   saying ‘yes’ or ‘no’.

•   to speak about the direction

•   to reject something

D.     Movement of head- the movement of the head in the association with neck speaks much about the expressions like-

•   Nodding of the head is a sign of saying 'yes'.

•   Nodding is a sign of approval also and encourages the speaker to go on.

•   A single nod of the head is a sign of acknowledgment.

•   Bowing head to a person is a sign of respect.

•   Shaking the head is a sign of 'no' or disagreement. In terms of meaning, it is the opposite of nodding.

•   When a lowering of the head is a sign of submission.

•   A raising of the head from a lowered posture may indicate an increase in interest in what someone is saying. Etc.

E.      Movement of shoulders- shoulders are also used in nonverbal communication.

•   When the shoulders are back with the chest forward this generally indicates confidence.

•   If the shoulders are positioned forwards with the body hunched then this can be a sign of low confidence or self-esteem.

•   The forward position of the shoulders is a sign of dejection or sadness.

•   If shoulders are positioned lower, it is a sign of relaxation

•   if shoulders are at the raised position, it is a sign of anxiety.

•  One-time raising of both shoulders is a sign of ‘I don’t know’. Etc.

iv.      Postures

The way a person holds and positions their body is called posture. Hence, Posture is the position of a body while standing, walking, or sitting. An example of posture is standing straight. Sitting or standing postures also indicate one's emotions.

•   A person leans forward when he is interested and active

•   A person leans backward when he is not energetic.

•   Standing with arms akimbo is considered rude.

•   Walking with a straight back is a sign of confidence.

•   Moving with a puffing chest is a sign of showing off.

   v.      Haptics

Nonverbal communication also can be done by touch. Haptics, a subcategory of Body Language, is the study of touching and how it is used in communication. As such, handshakes, holding hands, back slapping, high fives, brushing up against someone, or patting someone all have meaning.

Touching can be used to soothe, for amusement during play, flirt, express power, and maintain bonds between people, anger, fear, disgust, love, gratitude, sympathy, etc.

2. Apparel (Dress)

‘Every dress has its place and occasion’. Remember “You Are What You Wear: What Your Clothes Reveal About You.” Clothing also has its language. It is a nonverbal communication because clothing and appearance send a message. People often use clothing to signify their age, gender, political views, and socio-economic status. Clothing can demonstrate your culture, mood, level of confidence, interests, authority, values, etc.

Importance of suitable dressing Sense

• It acts as a significant nonverbal clue to impress others

• The audience judges us initially from our physical appearance.

• Well-pressed and clean clothes create an impression on the audience prior to our speech.

• The actual physical presence indicates self-confidence and awareness.

• Speakers are also admired for the selection of suitable dresses as well as colours.

• Nowadays dressing for success' is used to send a desired non-verbal message.

 

3. Paralinguistic features of voice dynamics: 

  

“Voice adds a human touch to words.”

The word 'para' originated from the Greek language meaning 'beside or beyond', and linguistics is related to language. Hence, we can say that paralinguistic features are the vocal effects (beyond the language) we can employ when we speak. Paralinguistic features are commonly referred to as "tone of voice". They add a human touch to words and help the speaker to make his oral presentation impressive. Voice gives extra life to speech delivery. Therefore, it is useful to understand the nuances of voice dynamics.

Para-language, also known as vocalic, is a component of nonverbal communication that may modify meaning by using techniques such as pitch, volume, intonation, speed of speech, stress, pronunciation, articulation, etc. Voice gives extra life to delivery.

Advantages of Para-language

1.No oral communication is complete without para-language as it is closely connected to the language itself.

2. To a large extent, para-language indicates the position and situation of the speaker, whether in an organization or in society.

3. It also reflects the speaker’s personality and background to a great extent.

4. Para-language is indicative of the mental state of the speaker.

 Limitations of para-language

1. Para-language is ‘semi’ or ‘like’ a language. It is not a language by itself. Therefore, it can not be used to express all feelings and emotions.  

2. Conclusions based on Para-language may or may not be right because paralanguage features can mislead the listener.

3. Also, as speakers may come from different backgrounds, cultures, and situations, making conclusions from para-language may be difficult.

The main categories of linguistic features

1.      Vocal characteristics are

a.       the pitch (the highness or lowness),

b.      volume (loudness or softness),

c.       rate (the speed at which you speak), and

d.      Voice quality (how pleasant or unpleasant your voice sound).

2.      Vocal interferences are the sounds and words we use when we hesitate or are not sure of the right word. We all use the occasional “uh”, “er”, “well”, and “you know” to indicate that we are searching for the right word. But such interference may become a problem when they pop up too frequently as they can interrupt your listener’s concentration and comprehension.

Main paralinguistic features-

1.      Quality:

It is fact that the quality of one’s voice cannot be changed; a person can be trained for optimum impact. A voice may be rich and resonant, soft and alluring, thin and nasal, hoarse and husky, or harsh and irritating. The quality of voice can be improved by practice only. A Good quality sound attracts the audience toward the presenter.

2.       Volume:

The loudness or softness of the voice is called volume. If the speaking venue is large and open the volume should be high. If the venue is small and enclosed, the volume should be low. The speaker should set his volume accordingly. it is advised to read aloud or recite tongue twisters to develop variety in vocals.

a.       Too much high volume is felt boorish and insensitive.

b.      a loud voice is usually associated with aggressiveness

c.     The too-low volume shows timidity and gives an impression that you are not well prepared and lack confidence.

3.      Pace/Rate:

Rate is the number of words spoken per minute. It varies from 80 to 200 words per minute. The normal rate is 120 to 150 words.

a.      Too slow speech makes the presentation monotonous and dull.

b.      People who speak quickly are said to be nervous.

c.      Too fast can make the audience uncomfortable and puzzled.

d.      It is best to vary your speaking pace. Use pauses to create emphasis.

4.      Pitch:

Pitch means the number of vibrations of voice per second. The rise and fall of the voice convey various emotions. Inflections give warmth, luster, vitality, and exuberance to speech.

a.       Lowness of pitch shows sadness, shock, dullness, guilt, etc.

b.      High pitch indicates joyous, ecstatic, triumphant, and even angry.

c.   A well-balanced pitch results in a clear effective tone which helps in breaking the monotony.

5.      Intonation:

It refers to the rising and falling of pitch of the voice when somebody says a word or syllable. Correct intonation can bring you praise but incorrect intonation can harm the presentation and bring it a bad name.

6.      Articulation:

Articulation refers to speaking out all the sounds distinctly. Speakers should be careful not to slop, slur, chop, truncate, or omit sounds between words or sentences. If the sounds are not uttered properly the understanding will get interrupted and deters the listeners. If the articulation is Lazy, the sound is slurred, or words are skipping over then there is no guarantee of the credibility of the speaker.

Example: - ‘I dunno’ (X)     

                    ‘I do not know’ (right)

7.      Pronunciation:

Pronunciation means speaking out sounds in a way that is generally accepted. For the English language, the best is British Pronunciation. One should be careful enough to pronounce individual sounds along with stress according to the set norms. Always consult the dictionary when confused.

8.      Modulation:

It means the adjustment of tone, pitch, and volume of the sound. It brings flexibility and vitality to voice and emotions, sentiments, suspicion, etc. can be expressed in the best possible way. Without modulation, the voice becomes languid, flat, without command, and unimpressive. Word stress and sentence stress play an important role in voice modulation.

9.      Pause:

 It is a short silence flanked by words. A pause in speaking helps both the speaker and the listener. A listener can understand & digest the message accordingly while it gives a break to the speaker which helps him speak continuously without exertion. Don’t become too self-conscious (about pause) otherwise, the process will become artificial. Don’t prolong the pauses unnecessarily as they will hinder the flow of your speech.

 

4. Proxemics

Proxemics is derived from the word 'proximity' which means ‘closeness’. It refers to the study of space around us or the physical surroundings. It is part of non-verbal communication and has a definite meaning in an oral presentation. Proxemics studies the physical space in interpersonal relations and the use of space by humans. It also explores the effects of population density on behavior, communication, and social interaction among people.

Our interaction with the people around us can be understood in the spatial dimension. It means the spatial dimensions or distance between speaker and listener tell about their relations with each other. It also describes the nature of communication between a speaker and a listener. The gestures are also controlled by the space available. we can also see the cultural variation in Proxemics also. Space language depends on the distance: -

i.       Intimate space language:

This zone starts with a personal touch and extends just to 18 inches. Members of the family, best friends, spouses, relatives, and parents fall under this zone. Sometimes no words are spoken or sometimes whispering sounds are made in the zone. It is used for a brief period when people want to congratulate you, sympathize with you, or console you. A handshake, a pat on the back, or a hug are examples of it. This space zone is important to make intimacy and bring a kind of personal touch to your professional life also. This zone is used for confidential purposes. Entry in this zone is very limited. It is normally reserved for those with whom one is intimate. unwanted people can disturb your peace of mind.

ii.      Personal space language:

It stretches from 18 inches to 4 feet. Friends, colleagues, peers, etc. fall in the tier. Usually, a normal conversation takes place in this zone. Though it is personal, it is quite a relaxed and casual place. It gives the impression of friendliness and warmth. The importance of this zone is that normal functioning and coordination have been done in it. It is also useful to maintain decorum as well as work in an organization. good body language is the priority of this zone.

iii.    Social apace language:

Social events take place in this radius of 4 feet to 12 feet. The relationships are more formal and social. People are more cautious in their movements. It requires fewer emotions and more planning. It may be done in a sitting-standing or sitting-sitting position. The knowledge of this zone is also important because professionals prefer this zone in highly formal business parties. It is better to learn the etiquette of this zone. formality is the foremost requisite of this zone.

iv.    Public space language

This zone starts from 12 feet to 30 feet or to the range of eyesight and hearing. Events are totally formal. Here, the audience is the observer. The degree of detachment is very high. Here, the speaker uses amplifiers to be audible. This zone is used for presentations, speeches, lectures, and theater. This zone is reserved for larger audiences. Presentations are held in this space zone.  The presenter is normally at the center of the attention of the audience so he must be very careful. The knowledge of this zone can make you a good team leader as you can command the team through your presentations in a more impressive way. In industry, more space means more power and status.

5. Chronemics 

Chronemics is the study of the use of time in nonverbal communication. Time perceptions include punctuality, willingness to wait, and interactions. The use of time can affect lifestyles, daily agendas, speed of speech, movements, and how long people are willing to listen. The way we perceive time, structure our time, and react to time is a powerful communication tool, and it helps us to be good professionals. 

It is the study of how human beings communicate through the proper use of time. Management of time is the foremost requirement of the workplace. Too much time-taken speeches and presentations make speeches and presentations boring and tedious. Time can be classified into several different categories, including biological, personal, physical, and cultural time.

1. ·       Biological time refers to the rhythms of living things.

2. ·       Personal time refers to the ways in which individuals experience time. 

3. ·       Physical time refers to the fixed cycles of days, years, and seasons.

4. ·       Cultural time refers to how a large group of people views time.

Importance of chronemics:

Time is the most valuable thing in this world. If a person doesn’t do work according to time then no one feels nice about that person. Timekeeping in performing our duties makes us punctual and punctuality as a professional is worth noting and praising too. People in the profession, love time management. So, a professional must be a good time manager.

1. Knowledge of different cultures’ use of time can lead to success.

2. Professionals can use time in a better way.

3. Chronemics help people to set their short-term and long-term goals.

4. Managers use it to set rules related to time very nicely for smooth functioning.

·       During a presentation, the speaker should try to sum up his presentation within the given time duration. A plan should be prepared and time should be allotted to a different section (introduction, body, and closing) of the presentation. Try to avoid superfluous material. Rehearsal is required to keep the presentation within the time limit. Good timing is crucial. Staying within time limits is a mark of courtesy and professionalism.

6. Visual communication

Visual communication is the practice of using visual elements to communicate information or ideas. Types of visual communication include animated GIFs, screenshots, videos, pie charts, infographics, and slide deck presentations. sending your message across in a clear, concise way can be difficult with words alone.

Advantages of Visual communication

• No need for literacy.

• Easy to understand.

• Taking less space.

• Attractive and appealing.

Disadvantages of Visual communication

• Symbols may not be common to all.

• Some specific knowledge is required to decode some messages.

• Cultural variation will bring confusion in visual communication.

7.  Symbolic Communication

Symbols are graphical representations that have a specific meaning. Symbols are widely used to replace lengthy sentences. Examples of symbolic communication include speech, sign language, writing (print or braille), picture communication systems, and tactile communication systems. Standardized symbols are universal in nature and followed by the people. For example- a skull at the intersecting angle of two bones means ‘danger’. Traffic symbols can be seen at the roadside which is helpful for the passengers/drivers.

8.  Behaviour

 Behaviour is the collection of activities driven by our mind or heart. Our behaviour speaks a lot about us. It is not about words but it is all about our perception to see things and behave accordingly.

·       Empathetic behaviour is loved and respected by everyone.

·       Rude and unstable behaviour is not liked by anyone.

·       Sincere, punctual, and dedicated people are very much welcomed in corporate rather than lazy, irregular, and work shriek.

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PRESENTATION STRATEGIES

(Steps towards a successful presentation)

Everything that is used to make a presentation successful comes under presentation strategies. It starts from planning to delivery and feedback from the audience. Broadly we can divide Presentation Strategies into Five parts- 

Presentation Strategies-

1.       planning, 

a.      Define purpose

b.     Inquiry (Duration and Topic)

c.      Analyzing (Audience, Locale, Audio-Visual aids, etc)

2.      Preparation 

a.      Content writing (Research, Collection, Selection, Rough script, Editing, Final content)

b.     Audio-video preparation 

3.      Organization

a.      Outline

4.      Practice

a.      Kinesics

b.     Proxemics

c.      Para-linguistic features of voice dynamics

d.     Methods of speech delivery

5.      Delivery

1. Planning

Planning is the first step toward making a presentation. Planning requires utmost care as it serves as the backbone of any presentation. A presenter needs to take care of everything included or used in a presentation. During planning a presenter must have a plan for verbal as well as nonverbal parts.

1.a- Defining purpose-

A presentation can not be planned without defining its purpose. The whole presentation revolves around the purpose. A presenter must plan everything in view of the purpose of the presentation. The purpose may be to impart knowledge, education, entertain, inform, persuade, entertain, etc.

1. b-Inquiry

After defining the purpose, the presenter must inquire about the topic and duration.

Topic: topic is the ail of a presentation. Without a topic, content goes wide and strays. The topic keeps you on track, hence it saves energy and time. If you do get lost, you'll be able to recover quickly. Take some time to consider what questions the audience may ask and have your responses ready.

Duration- The presenter must ask about the duration of the presentation. It helps to limit the content and presentation within the time frame. If a presenter doesn’t ask for the time duration, the presentation may either be very short or long. It disturbs the schedule of the whole program.

1. c-Analysing-

Analyzing various factors is very important to find the best elements for a presentation. Before the preparation of the content, A presenter must analyze certain basic things like audience, locale, and audio-visual aids.

Audience analysis- The audience always holds receiving end. It is very important to have complete knowledge of the audience. The knowledge of, ‘who is the audience and what do they need?’, is essential. The nature of the audience has a direct impact on the strategies which the presenter would choose.

A presenter can ask the host about -

• ·        Primary audience (decision makers).

• ·        Audience’s age group

• ·        Gender

• ·        Background- (rural, urban, literate, illiterate, technically sound, etc.)

• ·        Audience size 

• ·        Preferences (needs, interests, attitudes, cultural barriers, etc.)

• ·        Determine audience composition

• ·        Level of understanding

• ·        Audience’s expectations

Locale Analysis-It is very important to understand the locale. It may help to understand the message properly. Locale is related to the physical environment and location where a presentation would be conducted. Every location has its unique physical environment. The speaker should know about:

• ·        Place of presentation

• ·        A podium or a table provided

• ·        Public address system available

• ·        Seating arrangement, room temperature, and lighting (physical environment)

• ·        Visual aids available, aids to set the things of the speaker, etc.

• ·        All these things help the presenter to give his presentation effectively.

Audiovisual Aids- visual aids can make presentations more effective. Audio-visual aids include any kind of device like charts, mike, pictures, projectors, modals, tables, bar graphs, pi-charts, etc, which helps the audience to understand the speech in a better way. The use of audio-visual aids breaks the monotony in any presentation, and listeners feel stimulated and take more interest. Visual aids not only make the presentation interesting but also make it understandable.

2. Preparation

This is the second step in the process of presentation. The preparation strategy requires the development of content which is the spirit of a presentation. The presenter must prepare content based on good research, carefully selected information, and a well-organized format.

2. a-Content preparation-

Content is the soul of a presentation. If there is no content means there is no presentation. Before doing anything first of all we should start preparing the written material for it. It is the base of any presentation hence it should be written carefully. The content must have easy diction and simple sentence structures so that the audience can easily understand the material easily. The final content should match the purpose, audience, and time duration. 

Content preparation takes the following steps-

1. Research- Content should be explored online and offline. For a good presentation, deep and thoughtful research is required.

2. Collection- Initially, more than sufficient material that seems important and relevant to the topic is collected. Remember, to collect images and videos along with the written material.

3. Selection- Later the collected material is studied and only the required material that matches the audience, time duration, and Locale, is carefully selected.

4. Rough script- the selected material is put together for drafting a rough draft. A rough draft is prepared on the basis of the material chosen/selected for the final presentation. The rough draft also includes a rough idea about audio-visual material.

5. First Fair Draft- Before writing content presenter should keep in mind: 

• ·        nature of message

• ·        audience analysis

• · audience-centered presentation-scope of the presentation

• ·        choice of approach  (long or short)

• ·        choice of visual aids

• ·        choice of an appropriate style

6. Revision and Editing- Revision and editing are a continuous process till the content is finalized. Check the written draft many times to avoid any mistakes. Any mistake till here can be easily rectified. Last-minute changes may bring adverse effects at the time of presentation. Hence be patient and find & correct the maximum. 

7. Final content- after a good revision and editing write your final draft.

2. b- Audio-Video Preparation

After writing content, now we take the audio-video section. If you want to include this section in your presentation then you must choose a style and design that suits the audience and profession. PowerPoint tips should be taken care of. Like- as font size, contrast colors of font and background, design, eye-catching points, less writing than speaking, etc. Once the presenter identifies the points, which he wants to present with more clarity with the help of visual support, he should choose the type of visual aid for his presentation an ideal blend of verbal and visual information, and the visual information should flow as naturally. 

3. Organization 

Ahead of time, carefully plan out the information you want to present, including any props, audio-visual aids, etc. The more organized you are, the less nervous you'll be. Use an outline on a small card to stay on track. Outline plays an important role in organizing the presentation.

Outline

Outline means the final sketch of the main document. It can be used as the final ‘script’. It is a mechanical framework in which the bits and pieces of presentation material are fitted. Time spent in preparing a presentation never goes waste as it can keep the presentation within the allotted time.

Importance of Outline

• If a presenter prepares outlines then he can finish his presentation according to the time slot given to him.

• If sometimes he deviates from his path, he can check the timing from the outline and return back to his main topic.

• In this way, outline helps the presenter not to move from his main topic.

• In addition, proper time is given to the introduction, body, and closing of the main presentation only when the presenter prepares the outline.

The following points should be noted to prepare an outline: -

• Give headings in place of complete sentences or lengthy phrases.

• Note down sub-headings also.

• Include notes that indicate where visual aids will be given.

• Transitional sentences (in conclusion, in addition, to sum up, on the contrary, therefore, etc) should be used.

• The outline should have flexibility.

Example of an Outline of a Presentation

4. Practice

Practice, and then practice some more. Practice your complete presentation several times. Most people spend hours preparing a presentation but very little time practicing it. Practice helps you to reduce fillers and phrases like, "um," "well," and "you know." These habits can easily diminish a speaker's credibility. You can also fine-tune your content to be sure you make your most important points in the time allotted. A speaker must be aware of speech delivery methods, their advantages, and their disadvantages. You can practice

• with some people you're comfortable with and ask for feedback. 

• with a few people with whom you're less familiar. 

• by making a video of your presentation so you can watch it and see opportunities for improvement.

Before practicing a speaker must give advanced thought to the speech delivery method. He may choose any of the four methods or a combination of two. The main modes of Delivery of speech are

• Manuscript: It involves reading your speech word-for-word from its written form. The advantage is that a speaker can perfectly plan and control the wording of her speech.

• Memorization: A memorized speech is also fully prepared in advance and does not need to use any notes. The advantage is that the speaker can face their audience and make lots of eye contact.

• Impromptu: An Impromptu speech is one that you are asked to deliver with little or no preparation.

• Extemporaneous: When speaking extemporaneously, speakers prepare some notes in advance that help triggers their memory of what they planned to say. Many speakers consider the extemporaneous method to be the ideal speaking method.

 

Challenge some specific worries. 

During practice, a speaker can easily challenge his worries and fears. If he is afraid of something, he may overestimate the chances of bad things happening. So he should list his specific worries. Then directly challenge them by identifying probable and alternative outcomes.

5.  Delivery

The final step in the presentation is speech delivery on the stage. the presenter should be confident and comfortable before the delivery of the speech. the presenter must remember the three pillars of public speaking-confidence, clarity, and fluency. 

Tips while you are on stage-

1. Confront nervousness. 

2. Hook your audience.

3. Speak clearly. 

4. Facilitate learning. 

5. Break the glass.

6. Dress for the occasion and tidy yourself up. 

7. Arrange the environment to suit your presentation and get rid of distractions

8. Remove needless objects from the stage

9. Ensure audience visibility, hearing, and comfort. 

10. Check audiovisual equipment and have a backup plan in case it fails. 

11. Keep notes and other materials in proper order before you begin. 

12. Don't chew while delivering the speech.

13. Balance your weight and take the correct posture. 

14. Make eye contact.

15. Don't start with “um” or “OK.”  

16. Talk to your listeners as if you are having a conversation with them. 

17. Make eye contact. 

18. Focus on ideas sharing rather than reading.

19. Minimize the fillers like- uhs, ums, likes and y’knows. 

20. Speak with appropriate tone, loudness, speed, etc.  

21. Avoid monotony. 

22. Use proper and controlled body language. 

23. Show enthusiasm, sincerity, and commitment toward sharing ideas.

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Extra shorts

Dos for successful Presentation- 

• Imagine that your presentation will go well. Positive thoughts can help decrease some of your negativity about your social performance and relieve some anxiety.

• Do some deep breathing. This can be very calming. Take two or more deep, slow breaths before you get up to the podium and during your speech.

• Focus on your material, not on your audience. People mainly pay attention to new information — not how it's presented. They may not notice your nervousness. If audience members do notice that you're nervous, they may root for you and want your presentation to be a success.

• Don't fear a moment of silence. If you lose track of what you're saying or start to feel nervous and your mind goes blank, it may seem like you've been silent for an eternity. In reality, it's probably only a few seconds. Even if it's longer, it's likely your audience won't mind a pause to consider what you've been saying. Just take a few slow, deep breaths.

• Recognize your success. After your speech or presentation, give yourself a pat on the back. It may not have been perfect, but chances are you're far more critical of yourself than your audience is. See if any of your specific worries actually occurred. Everyone makes mistakes. Look at any mistakes you made as an opportunity to improve your skills.

• Get support. Join a group that offers support for people who have difficulty with public speaking. One effective resource is Toastmasters, a nonprofit organization with local chapters that focuses on training people in speaking and leadership skills.

 

Tips for a good presentation

1. Arouse the interest of the audience

2. Introduce the topic or theme of the speech

3. Organize the speech into certain parts

4. Be clear and precise (avoid ambiguity)

5. Pay attention to the modulation of the voice

6. be careful about personal appearance.

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Practice questions (Long)

1. Define presentation and importance of oral communication in a presentation. 

2. Elaborate the Nuances of Speech Delivery.

3. Explain types/style/modes of Speech Delivery.

4. Define Public Speaking and importance of confidence, clarity, fluency in Public speaking.

5. Elaborate Non-verbal Communication and its various parts.

6. What do you understand by kinesics also mention its various parts.

7. Explain the Para-linguistic features of Voice-Dynamics.

8. Illustrate the Proxemics and its zones.

9. Define Chronemics and its importance in personal and professionallife. Also mention the importance of outline in an effective presentation.

10. Define Presentation Strategies OR How can you prepare an effective presentation.