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Effective IT Oral Communication
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Objectives
Students will be able to understand and describe about oral communication presentation
Why Oral Communication for Information System
Oral Communication by Meeting Context
Oral Communication and Development Process
General Guidance for Oral Communication
The Oral Presentation Process
The Effective Oral Presentation
Understanding the Audiences
Putting it All Together
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Communicating as IT Professionals
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Why oral communication for IT
Frequent in IT
Present proposals, deliver project status, etc
Speak up when ethical issues arise
Alert customers to consequences in using IT
Mentors to juniors
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Why oral communication for IT
Some perceive IT professionals not effective at oral communication
Nature of job, work alone, programmer
Now IT professionals are system analysts, project coordinators, IT policy and standard specialists, information systems architects, etc
Interaction with customers, collaborations, partnerships
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Why oral communication for IT
IT professionals must deal with business and technology
Possess technical skills and knowledge about products – which calls for more oral presentation
Do technical presentations or persuasive presentations and able to fulfil both commercial and scientific requirements in their communications
IT fulfil a strategic role in organization, so, the representatives should be able to persuade others to provide resources
Can communicate with variety of audiences
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Oral communications by IT role
Understanding the role can help identify special skills needed for the oral communications required.
Examples:
IT ROLE – Individual contributor, such as a system analyst
audience supervisors or fellow team members
understand what need to be accomplished, nature of problems, etc.
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Oral communications by IT role
IT ROLE – Subject matter expert, such as lead architect, CTO, senior engineer
audience people from your project who need expert help, customers who require explanations about technical subjects, etc.
understand that they might be expert in some other areas so not look down on them, consider visualizations, graphics, metaphors, etc. use persuasive skills, be truthful
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Oral communication by meeting context
Oral communications in IT can come in many shapes and sizes because of the great diversity of activities and dimensions of IT itself
The process to acquire IT products, systems and services calls for several interactions between customers and prospective providers
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Oral communication by meeting context
Context for oral communications
Presentations
technical presentations, scientific research, proposals/ funding, sales/ capabilities, project/ program review
Informal interactions
team or group work, brainstorming, focus group users, impromptu speeches
Think about the contents and tactics to communicate
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Oral Presentation
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The Oral Presentation Process (TOPP)
FIVE (5) phases of TOPP
PHASE 1 Analysing the audience
PHASE 2 Applying ABC
PHASE 3 Drafting the speech
PHASE 4 Pepping it up
PHASE 5 Delivering the goods
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The Oral Presentation Process (TOPP)
PHASE 1 Analysing the audience
Who is the audience
What do you want to tell them
Are they there by choice
How much do they know about the subject
What is their motivation or psychological state
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The Oral Presentation Process (TOPP)
PHASE 2 Applying ABC
Analyse the topic
Brainstorm
Choose the best and MOST relevant information from Brainstorming
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The Oral Presentation Process (TOPP)
PHASE 3 Drafting the speech
Outline – organizational strategies
Combine organizational strategies
Organize content – Good introduction, body, conclusion
Write first draft
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The Oral Presentation Process (TOPP)
PHASE 4 Pepping it up
Make text of speech audience-friendly
Technical terms
Data/ Findings (graphs/charts)
Rhetoric or word painting
Visual aids
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The Oral Presentation Process (TOPP)
PHASE 5 Delivering the goods
Non verbal communication
Body language, eye contact, facial expression, hand gestures, posture, environmental features, fashion features, etc.
Rehearse
Visualize yourself on stage
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Presentation Zen How to Design & Deliver Presentations Like a Pro Garr Reynold
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Introduction
"Technical knowledge is not enough. One must transcend techniques so that the art becomes an artless art, growing out of the unconscious” — Daisetsu Suzuki
“Making the simple complicated is commonplace; making the complicated simple, awesomely simple, that's creativity” — Charles Mingus
“Respect those who come to you with open ears and foster a sense of community” — P.T. Sudo
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Tips on using visual aids
Bullet point filled slides with reams of text become a barrier to good communication. The “PowerPoint culture” disconnects the audience and the presenter
Design visuals and use PowerPoint in ways that take advantage of how people process information
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Tips on using visual aids
Three important features of the human information processing system that are relevant for PowerPoint users:
Dual-channels
People have separate information processing channels for visual material and verbal material;
Limited capacity
People can pay attention to only a few pieces of information in each channel at a time);
Active processing
People understand the presented material when they pay attention to the relevant material, organize it into a coherent mental structure, and integrate it with their prior knowledge
— Rich Mayer, in an interview with Sociable Media, Inc. 21
Tips on using visual aids
(1) Review of Key Findings Multimedia Effect
Narration with pictures (visuals) is better than narration alone
Modality Principle
People learn better when words are presented as narration rather than text
Redundancy Principle
People learn better from narration & graphics rather than narration, graphics, & text
Coherence Principle
People learn better when extraneous visual material is excluded
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Tips on using visual aids
(2) Practical Implications for better PowerPoint Presentations
Presentations must be both verbal & visual
Too much slide information overloads people’s cognitive systems
Can your visuals be understood in 3 seconds? If not, redesign them to support your talk
Slide design & delivery must help people organize, integrate information
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Organization & Preparation Tips
(1) Start with the end in mind
Sit down and really think about the day of the presentation. What is the real purpose of your talk? What does the audience expect?
In your opinion, what are the most important parts of your topic for the audience to take away from your presentation?
Even if the purpose of the presentation is to share information, a mere transfer of information is rarely a satisfactory objective from the point of view of the audience (the audience could always just read your book or article, handout, etc.)
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Organization & Preparation Tips
(2) Plan in “analog mode”
The best presenters often scratch out ideas and objectives with a pen and paper easier to step back from what have been sketched out and imagine how it might flow logically when PowerPoint is added later
Write down key points and assemble an outline and structure, draw quick ideas for visuals such as charts or photos that will later appear in the PowerPoint.
Although digital technology is being used when deliver the speech, but the act of speaking and connecting to an audience to persuade, sell, or inform — is very much analog
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Organization & Preparation Tips
(3) Good presentations include stories
The best presenters illustrate their points with the use of stories, most often personal ones. The easiest way to explain complicated ideas is through examples or by sharing a story that underscores the point.
Stories are easy to remember for your audience. Find a way to make it relevant and memorable to them and come up with good, short, interesting stories or examples to support your major points
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Organization & Preparation Tips
(4) It’s all about our audience
There are three components involved in a presentation:
the audience,
the presenter,
and the medium (example: PowerPoint)
The goal is to create a kind of harmony among the three. Boring an audience with bullet point after bullet point is of little benefit to them.
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Organization & Preparation Tips
(5) Reduce the text on your slides to an absolute minimum
The best slides may have no text at all.
Slides are supposed to support/supplement the narration of the speaker, not make the speaker superfluous
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Organization & Preparation Tips
(6) Do not read the text word for word off the slide
Audiences can read, so why do presenters insist on reading long lines of text from slides? Also, it is very difficult — if not impossible — to read a slide and listen to someone talk at the same time. So again, why all the text on slides these days?
Speakers also may be thinking that their wordy slides will make for better handouts
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Organization & Preparation Tips
(7) Written documents (research papers, handouts, executive summaries, etc.) are for the
Expanded details
Audiences will be much better served receiving a detailed, written handout as a takeaway from the presentation, rather than a mere copy of your PowerPoint slides.
Remember:
Your slides should contain only a minimum of information;
Our slide notes, which only you see, will contain far more data; and
Your handout will have still far more data and detail. 30
Delivery Tips
Move away from the podium — connect with your audience
Remember the “B” key. If you press the “B” key while PowerPoint slide is showing, the screen will go blank. This is useful if need to digress or move off the topic presented on the slide. When ready to move on, just press the “B” key again and the image reappears. (The “.” key does the same thing)
Use a remote-control device to advance your slides Make good eye contact Take it slowly Keep the lights on
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