Types of Oral Communication

Types of Oral Communication
 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
 Informative
 Persuasive
 Entertaining
 Educative
Planning a Presentation
 Define the purpose of your presentation
 Audience reception
 Context and setting
 Determine your main points
 Research
 Structure your material
Preparing the Presentation
 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
 Using notes
 Audio/visual aids
 Non-verbal communication
 Use of voice
 Anxiety/stage fright
Graphical communication
 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
 Graphics should:
- generally move from complex to
simple information
- of an appropriate scale for the graphic
type
- be consistent in size, headings,
borders, labels
selection
 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
choices
 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
choices (ctd)
 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
 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
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.
Types of Presentation
 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
Audience
 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
 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
 Speech Notes
- palm or cue cards
- slide copies (match overhead projections)
 Visual aids
 Technology
 Environment
 Handouts
 Rehearsal
Structuring presentation
 proper introduction to the audience
 tell them what you are going to say
 say it
 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
 no more than three or four ideas
 use clear structure (headings and sub-
headings)
 expand on main points with:
personal experiences
examples
illustrations
facts
statistics
summary or conclusion
 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
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-body-
conclusion – repetition (in moderation)
ORAL REHEARSAL -
NOT JUST MENTAL REHEARSAL
Practice and revise
 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
value of visual aids
 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
stage fright (anxiety)
 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
 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

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Types of Oral Communication

 Prepared speeches - planned prior to the event, tends to

 IS Professionals often present the

 tell them what you are going to say

 tell them what you have said

SPOKEN WORDS ARE DIFFERENT FROM

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