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Oral Communication in the Field of Applied Sciences Some Basic Principles Inspired by a more general work supported by "IFRES-Ulg" Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 1 Making an oral presentation involves Communicating with an audience In order to share a message Generally based on slides In other words, it’s everything but improvisation! Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 2 References (1/2) Trees, maps and theorems Effective communication for rational minds Jean-Luc DOUMONT Principae. Structuring thoughts. Kraaienem. Belgium. 2009 Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 3 References (2/2) Comment saloper une présentation PPT ? 20 recettes qui ont fait leurs preuves et comment les améliorer ! Dieudonné LECLERCQ Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 4 Outline Part 1 Communicating efficiently Part 2 Preparing and making an oral presentation Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 5 All forms of "efficient communication" lie on the same basic questions: Objective(s) What are we looking for when making contact with someone? Substance What should we write, say or draw to make our point? Form How should we write, say or draw it? Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 6 Communication also relies on Identifying messages: In general, information in itself is not enough. It requires a "meaningful personal interpretation". Respecting a certain number of pages or a presentation timing. Taking into account the expertise level or the mother tongue of the people we are talking to. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 8 Communication is therefore a constrained optimization problem ! We do not have to optimize what we say but what our interlocutor (or audience) will remember from it. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 9 Three fundamental rules to communicate in an effective way: 1. Adapt yourself to the audience 2. Maximize the signal/noise ratio 3. Use the "efficient redundancy" In this precise order Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 10 Communication involves somebody else: an interlocutor (or an audience) We want to make our interlocutor understand something By calling his/her attention In order for him/her to Remember what was said, Be convinced by our ideas, And be able to use and exploit it afterwards, etc. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 7 For an effective communication: 1. Adapt yourself to the audience Situation Needs Expectations Ways of reasoning Impositions, constraints Knowledge of the subject Knowledge of the language you are using etc. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 11 For an effective communication: 2. Maximize the signal/noise ratio (Lost, distorsion, …) Noise E R Signal ME Oral communication – Integrated Projects – FSA - ULg THE AUDIENCE P. TOSSINGS 2015-2016 12 For an effective communication: 3. Use the "efficient redundancy" Only well-calculated repetitions Complementarity between the oral presentation and the slides Complementarity between the verbal and non-verbal languages Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 13 Complementarity between the verbal and non-verbal languages Verbal Communication The words themselves and their layout Vocal Non-verbal Communication Oral communication – Integrated Projects – FSA - ULg Visual P. TOSSINGS 2015-2016 14 Non-verbal Communication The tone and its variations Vocal Communication The speed of delivery and the diction The volume of the voice Visual Communication The look and the facial expression The posture The movements and the gestures Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 15 Vocal Communication The tone and its variations The speed of delivery and the diction The volume of the voice Find the right balance and Adapt to the situation Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 16 Visual Communication The look Expresses our feelings and Makes contact with the audience Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 17 Visual Communication The facial expression Echoes our feelings to the audience. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 18 Visual Communication The posture Echoes our feelings. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 19 Visual Communication The movements and the gestures Have to serve the speech, And reinforce the weight of the words. Attention "Parasitic" movements or repetitive gestures often distract the audience. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 20 Making an oral presentation involves Communicating with an audience In order to share a message Generally based on slides In other words, it’s everything but improvisation! Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 21 Outline Part 1 Communicating efficiently Part 2 Preparing and making an oral presentation Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 22 Five steps to prepare an oral presentation: 1. Planning the presentation Message 2. Creating the presentation 3. Creating the slides Performance 4. Repeating - and making – the presentation 5. Answering eventual questions Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 23 1. Planning the presentation means: Collecting ideas with a critical mind Considering the situation calmy but throughoutly and answering the 5 "W-questions": Why ? Who ? What ? Where ? When ? Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 24 2. Creating the presentation means: Choosing and organizing the contents Limiting the message to a main idea. Selecting the essential, what HAS TO BE SAID. Structuring the speech. Providing bearings for the audience. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 25 Structuring the speech is necessary, Even for a presentation without slides. Introduction : « attention-catcher » needs of the audience (motivation) response (if needed: personal presentation) main message Preview Body : 1st point, devel. Transition Transition 2nd point, devel. … Closing : Review conclusion « final word » Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 26 3. Creating slides: The absolute priority is the speech BUT If slides are made, they have to be made the right way. Efficient redundancy with regard to the speech. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 27 When the speech is decomposed into main points and subpoints, Prepare ONE slide for each subpoint: Summarize the idea of the subpoint in a short sentence placed in the title area (at the left-hand top corner of the slide). Use a maximum of visual illustrations. Make the text as short as possible. Do not write anything "irrelevant". Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 28 Do not create your slides for yourself (just to help your memory) BUT To help the audience understand you. The slides have to be "self-consistant" to the idea they are presenting BUT They don’t have to contain everything that is said orally. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 29 A few other pieces of advice Use the slides to share information, not in order to cause a sensation. Keep the same scheme of presentation during all the document. Use a unique bill of founts (well known, legible), in different sizes. Use colours and animations parcimoniously. Pay attention to the balance of the slides, in terms of proportions and aesthetics. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 30 For the comfort of the audience, pay attention to the legibility of the document: Choose an « easy to read » bill of founts Times New Roman Choose an « easy to read » bill of founts Arial Founts, Founts, Founts, Founts, Founts, Founts, Founts, Founts, Founts, Founts, Founts, Founts, Founts. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 31 For the legibility of the document: Choose a size of founts adapted to the room in which the presentation is given. 12 pts Size, Size, Size, Size, Size, Size, Size, Size, Size, Size, Size, Size. 60 pts Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 32 For the legibility of the document: Pay attention to the contrasts. Contrast Contrast Contrast Contrast Contrast Contrast Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 33 For the legibility of the document: Choose "neutral" backgrounds. Background Background Background Background Background Background Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 34 For the comfort of the audience, pay attention to the intelligibility of the unity slides / speech: Avoid to replace "oral" with "written" A screen is not a book (quantity of text). A screen is not meant to be read. Do not overuse neither (visual or acoustic) animations nor (laser) pointer. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 35 For the intelligibility of the unity slides / speech: Let the information appear progressively. Polish up diagrams and graphics if there are any. Size, colour(s), etc. Meaning of the axis, units, etc. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 36 For the comfort of the audience: Never forget that a PPT is just a tool that is there to help communication … And that, anyway, The content of the presentation is much more important than its form. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 37 4. An oral presentation is a "real-time" performance First of all: preparing yourself ("rehearsing"). Preparing the room (if possible). Communicating with the audience. Exploiting slides suitably. Managing your own stress. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 38 5. Answering questions Try to anticipate during the preparation. Do not interrupt the person asking a question. Eventually, re-formulate the question. Take time to think about a clear, short and structured answer. Address this answer to the whole audience. Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 39 It’s your turn… Good luck! Any questions? Oral communication – Integrated Projects – FSA - ULg P. TOSSINGS 2015-2016 40