Making Presentations in English
- skills and some suggestions for appropriate language
1. Before we start
2. Knowing your audience
3. A clear objective
4. Brainstorming and choosing material
5. Rhetorical questions
6. A strong introduction
7. A clear structure
8. Spoken language
9. Body language
10. Visual aids
11. Rehearsal
12. Making Notes
13. Summarizing, concluding and closing
14. Asking for questions and answering them
1. Before you start
Whether you are making presentations in English or in your own language, the
same basic techniques apply. Of course, the additional challenge you are faced
with when doing it in English is the language. How do you improve your
presentation skills in English? Well, the first step is to make sure that you
have the basic skills and techniques required in your own language, and then
learn the language needed to put these techniques into practice in English.
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2. Knowing your audience
Knowing your audience is perhaps the single most important factor in any
presentation. Before you begin to plan what to include in your presentation,
find out as much as you can about the people you will be speaking to. Here are
some of the questions you should ask yourself
- What do they know?
- What do they want to know?
- What are they interested in?
- Why are they attending my presentation?
- What type of language and jargon do they use?
Once you have answered these questions you will be better equipped to begin
planning what to include in your presentation. Should you begin planning your
presentation before you have satisfactory answers to the above questions, you
run the risk of including a lot of material that is not relevant to your
audience.
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3. A clear
objective
A clear objective is vital. The clearer you can be about your objective the
easier it will be for you to include relevant material.
- I'm here today to
- My purpose today is to
- What I want to do today is to give you some facts and figures.
- My objective today is to introduce British Petroleum's new services.
- My aim this morning is to
- My primary target is to
- My main priority is to
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4. Brainstorming and choosing material
Once you have worked out your objective and have a good idea about who your
audience are, then you can begin collecting material and ideas to use in your
presentation. Sometimes you can even ask your audience directly the points they
wish you to cover!
Only include information that helps you reach your objective and which is
directly relevant to the audience. Use anecdotes where possible to involve your
audience, and analogies to simplify complicated ideas. A good presentation is
90% preparation!
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5. Rhetorical questions
In what other ways can you increase your audience's involvement? Well, why not
use rhetorical questions? Rhetorical questions are questions that are asked not
for information but to produce an effect. They are useful because they help your
audience to get involved.
Rhetorical Questions
- Can we achieve these targets by 2005?
- Can they increase sales?
- Can the TU solve these problems?
- So, who was responsible?
- So, what would you have done?
- So, what should we do?
- So, how much would it cost?
- Where did we go wrong?
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6. A strong introduction
It is very important to have a strong introduction to your presentation and to
give your audience a reason for listening. You should rehearse your introduction
thoroughly; get it right and it will give you confidence and your audience will
want to listen.
Here are some of the points you should cover in your introduction
- A greeting
- Your name and position
- The title of your presentation/your objective
- The purpose of your presentation
- The length of time it will take
- The main parts or points to be covered
- When your audience may ask questions
- A reference to the present situation...the human touch
A sample introduction: (see if you can identify the various points mentioned
above)
Good morning, ladies and gentlemen. I'd like to welcome you on behalf of the
Technical University of Berlin. My name is Fritz Fratz, and I'm the Manager of
Student Affairs here. My
objective this afternoon is to let you know about the recent changes in our
organization and how they will affect you. By the end of my presentation I hope
you will all have a better idea of how these changes can be used to your
company's benefit.
My presentation will last twenty-five minutes. It is split
into three key areas. First, a general outline of recent changes. Secondly, a
more detailed study of those changes relevant to you. And thirdly, how you will
be able to make use of these changes. There will be time at the end of each key
area for questions. But please feel free to interrupt me as we go along. At the
end of my presentation I am sure you will all be hungry, so we have prepared a
buffet-lunch.
Right then, if there aren't any questions, perhaps I could begin?
Signaling a start
- Right, ladies and gentlemen. Shall we begin?
- OK, I'd like to begin by...
- Right then, everybody ...
- Are we ready to begin?
- Right. Is everybody ready?
- OK. Can we make a start?
- Is everybody here?
Introducing yourself/others
- I'd like to introduce ...
- May I introduce ... John Peters from BT.
- Let me introduce ...
- I'd like to introduce myself ... My name is Knut Evensen.
- Let me introduce myself ...
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7. A clear structure
Any presentation must be clearly structured. There should be a strong
introduction and clear, logical links between the parts. The presentation should
be full of information that is both relevant to the audience and meets your
objective.
Structuring
- First ... Second ... Third ...
- To start with ... Next ...
- At the outset ... Then ...
- To begin with ... After this ... Finally ...
Introducing topics
- I'd like to review ...
- I want to discuss ...
- I'm going to analyze ...
- I shall go over ...
- consider ...
- cover ...
- talk about ...
Moving on
- Let's now move on to ...
- I'd like to go on to ...´
- I now want to...
- This brings me to ...
Looking back
- Let's look back for a moment ...
- To go back to ...
- As I said before ..
Adding
- In addition ...
- I might add that ...
- Furthermore ...
- Moreover ...
- Not only ... but also ...
- As well as ... there is also ...
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8. Spoken language
You should use natural spoken language as opposed to written language and should
avoid reading from a text or from overheads. Another thing to avoid is jargon.
Use familiar language, jargon should only be used if you are absolutely sure
your audience understands it. Finally, vary the speed and the tone of your
speech and do not forget to use pauses for emphasis.
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9. Body language
Use your body to emphasize your words. Avoid distracting gestures, staring at
the ceiling or tapping your feet. Make sure that you have good eye contact with
the audience.
Your body language will reflect any nervousness or tension. The key to reducing
tension is to be thoroughly prepared, to rehearse and to have clear notes to
help you get back on track. Should you get into difficulties: stop, take a deep
breath, check your notes, and start again.
One way of reducing your tension is to get to know your audience before you
start your presentation. Wait at the door to greet them. Introduce yourself and
introduce them to each other. Then suddenly you are no longer a distant figure
but someone they can relate to.
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10. Visual aids
Visual aids such as overheads or slides should be used to clarify your message
and to help your audience remember your main points. They should be clear,
bright and bold and shouldn't include too much information. Do not use visual
aids to hide behind, although they can be of help should you forget any key
words.
Learn how to use any technical equipment beforehand and don't forget to have
spare bulbs and fuses handy if you are using a projector. Remember that if it
can go wrong, it will go wrong!
Introducing visuals
- I'd like you to look at this graph...
- Let me show you this pie chart...
- Let's have a look at this model...
- Let's turn to this map...
- To illustrate my point lets look at some diagrams...
- As you can see from these figures...
- If you look at these photographs you'll see...
- If you look at this bar chart you'll notice...
- If you look at this histogram you'll appreciate...
- If you look at this flow chart you'll understand ...
- If you look at this matrix...
Naming the parts of diagrams
-
The vertical axis represents total annual sales.
-
The horizontal axis shows our market share.
- The curve
- The solid line
- The dotted line
- The broken line
- The shaded area
- The unshaded section
- The bulleted column
- The colored segment
- The red bar
Explaining diagrams
- Sales rose slightly in the final quarter
- Profits fell a little last year
- Demand increased gently
- Turnover decreased steadily
- Turnover dropped suddenly
- Turnover decreased quickly
- Demand increased rapidly
- Profits fell dramatically
- At the beginning of this year sales stagnated
- In the middle of August profits slumped
- At the end of last year demand peaked
- In the first quarter of 1992 sales plummeted
- In the second quarter of 1992 sales flattened
out
- In the third quarter of 1992 sales leveled off
- In the last quarter of 1992 sales remained steady.
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11. Rehearsal
Rehearsal is a vital but often neglected part of a presentation. There are many
ways you can rehearse, but the best is in front of friends or family, and
preferably in the room in which you will be holding your presentation.
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12. Making Notes
When making a presentation in English you will want notes not just to remind you
of the key areas but also of key words. Your notes should be an aide-memoire;
they should not include the whole presentation. Do not hesitate, stop, and look
at them should you forget what to say next. Your overheads can also be used as
an aide-memoire.
Notes should be preferably written on small stiff pieces of card. A4 sheets
of paper tend to look unprofessional, and you will be tempted to write down too
much material.
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13.
Summarising, concluding and closing
Throughout a presentation it is vital that you have an easily recognizable
structure and that at the end of each key area you summarize your main points.
This will reinforce your message and help your audience remember your argument.
As we have mentioned, a strong introduction is very important to give the
audience a reason for listening. Similarly a strong conclusion is vital - in
your conclusion you should tell your audience what you want them to do next.
Your final message needs to be clear and to the point, for example: "I'm
sure you will agree that there is everything to gain by using our services, and
we look forward to working with you". In other words, end on a high point.
Finally, you should close your presentation by asking for questions. Do not be
afraid to wait for questions. One trick is to hold up your hand - this will cue
the audience to do the same and encourage them to ask questions.
Summarising
- To sum up then, ...
- To summarize my main points ...
- To recapitulate, ...
- Let me now sum up ...
- Let me now just recap ...
- Concluding
- I'd like to conclude by reminding you that ...
- Let me end by ...
- I'd like to finish ...
- In conclusion, may I remind ...
- Finally, ...
- In closing ...
- Thank you. No doubt you have many questions ...
- If there are any questions I shall do my best to answer them ...
- I'm sure you have many questions ...
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14. Asking for questions and answering them
If the content and structure of your presentation allows for questions to be
asked at the end of each key area, then encourage your audience to do so.
Questions allow your audience to become involved in your presentation.
When answering questions, take the question from the questioner but then
answer the audience as a whole. If you receive a difficult or aggressive
question, then don't forget that you are not the only one who can answer it.
There may be others in the audience who can answer the question for you and
sometimes the best person to answer it is the questioner himself!
Starting the questions
- You no doubt have many questions ...
- If there are any questions ...
- I'm sure you have many questions ...
- Asking for more questions
- Any more questions, ladies and gentlemen?
- Are there any further questions?
Playing for time
- That's an interesting question.
- I'm glad you asked that question.
- You've raised an important point there.
- I'm afraid I don't quite follow.
- That's a difficult question.
- Would you mind repeating that please?
Dealing with interruptions
- With your permission, I'll deal with that point later on.
- If I could just finish please ...
- Perhaps I could return to that point later on?
- If I might just finish please ...
- If you'd be so kind as to let me finish?
- If you'd allow me to continue?
- Perhaps I could get back to that later on?
Ending the questions
- Unless there are any more questions, I'd like
to end with ...
- Closing question time
- Perhaps on that note we could end?
- I'm afraid that's all we have time for. If anybody has any further questions
please come up and ask me.
Thanking
- I'd like to thank you all on behalf of
...
- It just remains for me to thank you all for your
participation.
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