Mastering Presentation Skills for Technical Communication

This presentation is designed to equip you with essential skills for delivering effective and engaging presentations, crucial for both academic and professional success in the field of technical communication. We will cover key aspects such as audience analysis, structuring your content, visual aids optimization, and handling Q&A sessions. By the end of this session, you will have practical strategies to enhance your presentation abilities, boost your confidence, and excel in exams and professional scenarios. Whether you are a student or a professional, these skills will help you communicate your technical knowledge with clarity and impact.

1. PRESENTATION
Apresentationis the process of presenting a topic to an
audience. It is typically a demonstration,lecture, or
speech meant to inform, persuade, or build good will

3. Contd…
Be Prepared-Being prepared is by far the most important element. How many times do
you practice your speech? As a general rule, you should spend about 30 hours of
preparation and rehearsal time for every hour you will be speaking. Use a tape recorder or
videotape yourself. This will help you to get an accurate picture of how you speak.
Give of Yourself-Use personal examples and stories in your speech whenever possible.
Make sure your stories help to emphasize or support your point. The stories must match
your message. Use examples from your personal and professional life to make your point.
In either case be willing to give of yourself by sharing some of yourself with the audience.
Stay Relaxed-To stay relaxed you should be prepared. Also, focus on your message and
not the audience. Use gestures, including walking patterns. Practice the opening of your
speech and plan exactly how you will say it. The audience will judge you in the first 30
seconds they see you.
Use Natural Humor-Don't try to be a stand up comedian. Use natural humor by poking
fun at yourself and something you said or did. Be sure NOT to make fun of anyone in the
audience. People will laugh with you when you poke fun at yourself but don't over do it.
Plan Your Body & Hand Positions-During the practice of your speech look for
occasions where you can use a gesture. Establish three positions where you will stand and
practice not only how to move to them but where in your speech do you move. Pick three
positions, one on center stage, one to your right, and one to your left. Do not hide behind
the lectern. When you do move maintain eye contact with the audience.
Pay attention to all details-Make sure you have the right location (school, hotel, room
& time). Make sure you know how to get to where you are speaking. Ask how large an
audience you will be speaking to. Make sure you bring all your visual aids and plenty of
handouts. Arrive early so you can check out where you will be speaking and make any last
minute adjustments.

4. Preparation
Understand the purpose of your presentation.
Background of the seminar/training.
Importance of your topic.
Believe and be interested.
Don’t accept a speaking assignment you don’t have adequate time
to prepare
Know your subject.
 Seek information effectively.
 Have an outline.
 Use supporting materials.
 Research your topic well.

5. Reducingfearofpublicspeaking:-
1.Focusoncommunicatingyourmessage.
2.Lookattheaudience.
3.Don’tbedefensive.Speakup!
4.Becomfortablewithyourself.
5.Gesturenaturally.
6.Arriveearly!
7.Haveyourpresentationready.

6. Delivering your presentation
1.Eye contact binds you and your audience -don’t hide behind a
podium.
2.Stay calm, confidence, speak up -not too fast and not too slow.
3.Do not read to your audience -save details for handouts.
4.Use current and credible sources.
5.Be enthusiastic.
6.Use Visual aids to generate interest / enhance message.
7.Do not loose track of the time.
8.Let yourself be heard.
9.Pay attention to your audience

7. The use of Visual in a Presentation
1.Dress for the occasion.
2.Be Aware of your non-verbal communication.
3.Audience loose interest if they cannot see you or
your presentation.
4.Acknowledge your audience.
5.Establish and maintain eye contact throughout the
presentation.

8. The use of Verbal in a Presentation
1. Uniqueness in using language.
-Try to be simplistic.
-Do not use too much jargons.
-Do not use slang/street language.
2. Be energetic.
-use words in a conversational manner.
-use strong, high impact words.

9. The use of Vocal in a Presentation
1.Speak in a calm, slow pace rate.
2.Watch the tone of your voice.
3.Be comfortable.
4.Do not over do it.
5.Let your audience hear you.
6.Deliver with confidence and credibility.

10. Conclusion in a Presentation
As important as your opening
An indication of the end of your talk
Summarize all your points
Use key words, brief and simple sentence.
Reinforce your central ideas, make an impact!

11. Question and Answer
1.Pay attention to the question.
2.Answer briefly.
3.Answer as much question.
4.Be fair.
5.Be honest.
6.Maintain credibility.

12. Qualities of a Skillful Presenter
1.Selfcontrol.
2.Knowthesubject.
3.Awarenessofpeople,timeandplace.
4.Decisiveness.
5.Enthusiasm.
6.Flexibility.
7.Directness.

13. Types of Visual Aid
1.Posters
2.Videos / Audios
3.People (shown in pictures)
4.Photographs
5.White board/ Black Board
6.Paper Hand outs
7.Flip Chart
8.Models/ Dummies
9.Drawings
10.Graphs/ Table
11.OHP (Over Head Projector)
12.Electronic Slides
13.Use of Internet for Hyperlinking
14.Web Camera

14. Practicing Your Delivery
Can you present your material naturally, without reading
your slides word for word.
Is the equipment working –and do you know how to work
it.
Is your timing on track
Can you easily pronounce all the words you plan to use.
Have you decided how you are going to introduce your
slides
Have you anticipated likely questions and objections?
Does your message come through clearly?

15. Essential Features of a Good
Presentation
1.There is a clear structure with an introduction, discussion and
conclusion.
2.The presenter recognizes and matches the audience’s needs ,
interests & level of understanding while discussing his or her
needs.
3.Facts & figures are visually represented in Tables, graphs &
charts and different colours are used to make the presentation
vivid & interesting
4.Presence of humour to create a good relationship with the
audience
5.The presenter speaks clearly & logically and uses body
language effectively.
6.Questions are given attention and are regarded as an essential
part of the presentation

16. Posture & Appearance
Dress
Your clothing makes a statement. A business suit is not
necessary, but think of what statement you want to make.
Consider the venue, the content of your presentation, and the
impact your attire will have on the audience.
Eye Contact
to keep audiences' attention (Asian audience might feel
aggressed.)
facial expressions should be natural and friendly:
raise eyebrows to show surprise -
open eyes wide -
squint your eyes -
curl your eyebrows

17. Contd..
The Hands
Be conscious of what you do with your hands
If you are unhappy, hold notes or cards to occupy them
arm -movements back and forth to suggest flow.
Open arms to include or welcome ideas

18. Contd..
Body movement
to indicate a change of focus
keep audience's attention
move forward to emphasize
move to side to indicate a transition gesture
up and down head motions are movements to indicate
importance or acknowledgement
pen or pointer to indicate part, place (on a transparency)
shrug shoulder to indicate I don't know or care
Posture
stand straight but relaxed
(do not slouch or lean sideways)
Lean forward to emphasize however
No hands in pockets