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The Art of Communicationby

Zainal Abidin Sayadi Faculty of Science, Technology & Human

Development

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Presentation Outline

1. What is Communication2. Principles of Effective Presentation3. Presenting the Information4. Effective Non-Verbal Messages5. Using Visual Aids 6. Handling Questions7. Question & Answer Session

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1. What is Communication

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…the process of creating meaning between two or more people (Tubbs & Moss, 2000, p8)

CHANNEL

CHANNEL

INTERFERENCE

INTERFERENCE MESSAGES

MESSAGES

INPUT INPUTSENDER SENDER

RECEIVER RECEIVER

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THE ELEMENTSWHO

(sender)TO WHOM

(receiver)WHAT IS SAID

(message)WHAT CHANNEL

(mode)THE EFFECT

(feedback)

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How Do People Communicate?SpeechWritten Letters Memos

Symbols (Symbolic behaviours) Smiling Laughing Crying

Gestures Hand movements Body language Facial expression

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verbal

Non-verbal

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Reason to Communicate

To entertain To persuade To inform

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THE TYPES

Intrapersonal Communication

Interpersonal Communication

Communication to Group

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2. Principles of Effective Presentation

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Language use

Simple and not too complexComprehensibleShort sentencesRepetition of ideas

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Principles of Effective Presentation

Credible Show your credibility Knowledgeable, confidence

Clear Clarity in terms of language use and word

choice Sentences are correct grammatically – not

too much jargonVerbal – clear and audibleAccurate Precise and exact

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Principles of Effective Presentation

Appropriate Content is appropriate to the aim, occasion

and audience Appearance and attire Gestures must reflect appropriacy and

suitable for certain occasionEnthusiastic Show your interest in the topics Lively, active and dynamic presentation

Prevent Distractions Sustain the audience’s attention

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3. Presenting the Information via Ideational Frameworks

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Ideational Frameworks

Burgess (1994)

IFs are models of how the mind organizes bodies of information or ideas in information sets.

Putting an abstract body of information, which may be in the form of a text into a concrete visual format

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Ideational Frameworks

Purpose

To provide insights into how meaning of the text is constructed

IFs act as a link between the receptive skills of reading and listening and the production skills of speaking and writing.

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Models of IFs

1. Flow Charts

a. Simple Linear Flow Chart

b. Bifurcating Flow Chart

c. Lateral Branch Flow Chart

d. Cyclic Flow Chart

2. Grids or Tables

3. Tree Diagrams

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Flow Charts

Used in managing a series of information that interrelate in terms of sequences as in description of sequences of events

They order graphically how something occurs with respect to temporal or causal sequences

It is well defined in instructions, descriptions of processes and narrations where the audience are able to view the flow of the content in a more concrete form

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Flow Charts

a. A Simple Linear Flow Chart

Roll some paper into a cylinder

Push a band on to the pillar

ETC.

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Flow Charts

b. A Bifurcating Flow Chart

The milk is transported to the dairy.

It may be pasteurized It may be sterilized

It is bottled

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Flow Charts

c. A Lateral Branch Flow Chart

He saw an advert for a job

He applied for it

He got it

He had not seen the job

He would not be the director

if

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d. A Cyclic Flow Chart

Moisture falls on the land

It flows into rivers It evaporates from the surface

It goes to the sea

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Grids or Tables

Represent the attribution of characteristics to phenomena

They are used to organize clusters of ideas that interrelate across axes; (i) the axis of phenomena such as certain things or people, and (ii) the axis of criteria like the shape, size, etc.

The interrelation of the two axes occurs when and at the point where a phenomena meets a criteria thus a characteristic is obtained.

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Grid or Tables

Loaves Number of Dough Pieces

Basic Shapes

Ends Decorations

Lemon 1 Long Pointed A straight cut from end to end

Plain Cottage

2 Round - None

Bloomer 1 Long Rounded Many cuts across the top

Notched Cottage

2 round - Many cuts around the edges

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Tree Diagram

Represent the highly abstract classification of information into hierarchies.

They are used to relate information to each other in order of generality.

It also produces a hierarchy of information that moves downwards narrowing in subdivisions from general to specific or from specific to general

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Tree Diagram

TRUNKS

straight curved

upright leaning upward downward

Pronounced curve

One curve

Several curves

Gentle curve

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4. Effective Non-Verbal Messages

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Non-Verbal MessagesPhysical appearance Dress appropriately Do not overdress / over make-up / too colourful

 Body posture Upright position – do not slouch

Gestures Hands / fingers movement Head nodding Move around

Eye Contact Can improve rapport with members of the audience Do not focus only on certain group of people or person

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5. Using Visual Aids

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The need for visual aidsEnhance the audience’s comprehension of the subject matterHelp the audience to digest the ideas presentedHelp the audience to grasp the content at a faster paceMinimize miscommunication, misunderstanding / misinterpretationsSome elements or ideas are difficult to explain if only words are usedHelp the audience to be more focused and attentiveVisual aids contribute to authenticity, beauty, credibility and variety to the presentationHelp to retain the memory

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Guides for using visual aids

Do not use visual aids for the sake of using the aids.Do not use too many visual aids – they could be the source of distractionPractice using the aidsFamiliar yourself with the equipmentCheck the availability of the equipmentEnsure the aids shown related to the specific points discussed

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6. Handling Questions

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Rules in Handling Questions

Anticipate QuestionsListen carefully and attentivelyAsk the person to repeat the question if it is not clearIf the question is not relevant to the scope of the content, or not related to your expertise, be honest and inform the audienceIf you cannot answer the question, admit itAppreciate members who offer their views or suggestionsAlways be courteous and do not lose your temper