Communication - Public Speaking

UNNATI BIST - CHD TRAINING HANDOUT

Communication Methods & & Public Speaking

Prof. Dr. Madhavan Madhavan Ph.D., Chairman & Managing Trustee 0 98860 67232 Email: [email protected] [email protected]

Bangalore Bangalore Indiranaga Indiranagarr SKY Trust Centre for Holistic Development

BIST BIST – CHD CHD Training Handout

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Communication Methods

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Experts say that communication communication is composed of different methods: words, voice, voice, tone and non-verbal clues. Of these, some are more effective in delivering a message than others. others. According to research, in a conversation conversation or verbal exchange. Words are 7% effective Tone of voice is 38% effective Non-verbal clues are 55% effective. Non-verbal clues include: Body language (e.g., arms crossed, standing, sitting, relaxed, tense), Emotion of the sender and receiver (e.g., yelling, speaking provocatively, enthusiastic) Other connections between the people (e.g., friends, enemies, professional similarities or differences, personal similarities or differences, age similarities or differences, philosophical similarities or differences, attitudes, expectations). In other words, WHAT you say is not nearly as important as HOW you say it! A dull message delivered by a charismatic person, filled with energy and enthusiasm will be accepted as brilliant. An excellent message delivered by someone who is not interested in the topic, will not engage the enthusiasm of its intended audience. One of the classic examples of great verbal communications is Dr. Martin Luther King's Dream.

I Have a

Why was it such a great speech? It was filled with powerful visual images

that provoke strong emotions, delivered with passion by someone who captured the dreams of an entire race. Over time, the speech has transcended its original message to be a message of hope for all people, regardless of race.

Prof. Dr. Madhavan Madhavan Ph.D., Bangalore 0 98860 67232 Email: profmadhavan@yaho [email protected] o.com


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COMMUNICATION ELEMENTS Elements of speaking 

Body language

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Voice quality

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Intention

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Manner: directness, sincerity

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Dress and clothing (style, color, appropriateness for situation)

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Visual aids, animation

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Eye contact

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Emotional content, energy, strength

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Self-concept

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Concept of others

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Listening, hearing the underlying message

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Speaking from the heart

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Energy

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Setting, time, place, timing

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How the messenger holds the message

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Sensitivity

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Rhythm and pacing

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Attitude and confidence

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Rapport

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Agenda

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Purpose of communication communication - knowing what what you want to communicate communicate

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Clarity

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Silence, centering, looking



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Elements of Listening 

Attentiveness to speaker

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Eye contact

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Intention be fully awake and aware

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Openness: to other person and your own

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Paying attention

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Listening to yourself

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Feedback

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Body language

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Change in pattern

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Expectations about person speaking, about their

Distortions in sending and receiving messages



Public Speaking Be a Better Speaker

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At one point or another, many of us are called upon to do some public speaking. The way we present ourselves is important because it is representative of who we are, our competencies, and how people will view our work / businesses. The truth is, majority of people can improve their their speaking skills dramatically simply by focusing on eliminating the negatives from their speaking before even thinking about adding anything else. Here are some simple rules to help you improve your speaking skills and give you better presentations, and thus, better results in your work / business / life.

1.

Keep it simple: Speak naturally, Make eye contact, Don’t fiddle with your hands

2.

Be passionate: No matter what you speak about, people want to know that you are excited about it. Now, don’t fake it, but let you passion come through!

3.

Balan Balance ce the the form format at of your our info informa rmatio tion: n: Don’t try to cram too much into the presentation. Instead, when speaking, cover the basics and leave the details to a handouts that can be read later. Use a PowerPoint slide or a few but don’t overdo it.

4.

Manag Manage e the relat relatio ions nshi hips ps befor beforeha ehand nd:: If at all possible, get to know the people who will be listening to you prior to your presentation. This will give them a built-in trust of you and what you have to say.

5.

Show, don’t tell: Show them with stories, examples and personal experience. Don’t just list facts.

6.

Get rid of dist distrac racti ting ng idios idiosy yncras ncrasies ies:: Ummms Ummms and and Ahhhs Ahhhs have have got got to go. So does jingling coins in your pockets.

7.

Know yo your ma material: Nothing beats having the material down pat. If you do, it will cover a multitude of other problems that may arise.

8.

Get the the aud audien ience ce to to parti partici cipa pate te at at varyi varying ng leve levels ls for for effectiveness. You can use different methods, such as taking time to work alone or with a partner, feedback on certain points or questions questions and answers. answers.




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9. Don’t misinterpret people’s response and get discouraged: You never know why a person may not be listening or get up and walk out. There are lots of reasons that have nothing to do with you or your speaking. Assume it is something else and keep on going!

10. The most most important important aspect is – NEVER go longer longer than your your allotted time! This is the quickest way to get everyone in the room to forget all the great things you just said. Quit on time!

SPEAKER’S CHECK LIST 1. PRIOR TO SPEECH 1.1 Preparing your speech Topic – If at all possible possible speak only on on what you know well. well. Time limit – This gives you you a guide for what you can can include. Structure Introduction Introduction – STRONG introductio introduction! n! Body – Simple, understanda understandable, ble, and memorable. memorable. Conclusion Conclusion – Bring them to where where you want them to be. Anecdotes/ Anecdotes/ stories – Appropriate, Appropriate, not too many, carefully carefully placed. Facts/ information information – Not too much, enough enough to convince. convince. Style Formal – College College graduation, graduation, staunch. staunch. Informal – Small classroom, classroom, interactive. interactive. Informational Informational – To inform inform only. only. Selling/ Persuading Persuading – To move the listener listener to action. Motivational/ Motivational/ Inspirational Inspirational – To move the listener to believe. believe. Presentation Transcript – Boring, few can pull pull it off. off. Notes – The best, especially especially if you know know your material well. well. Without notes notes – Too much room for TROUBLE. TROUBLE. Powerpoint Powerpoint etc. – Just know the the pro’s and cons. cons. Backup! Backup! Goals – What, exactly, do you you want to accomplish accomplish with this speech? speech? Prof. Dr. Madhavan Madhavan Ph.D., Bangalore 0 98860 67232 Email: profmadhavan@yaho [email protected] o.com



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1.2. Understand your audience Size – Will determine determine style. Age(s) – May determin determine e style. style. Background Background – Determines Determines understanding understanding,, bias, etc. Profession(s) Profession(s) – May determine determine understanding, understanding, bias, etc. Why they are there – May affect receptivity, receptivity, level level of response. response. What will have happened happened just before your speech? speech? - Atmosphere. Atmosphere. What will be happening happening right after your speech? speech? - Expectations. Expectations. Level of expertise expertise in the subject subject - Know how exact exact you must be. Formality of dress – Don’t be underdresse underdressed d or overdressed. overdressed. Decision-makers Decision-makers – Are they? Can this group of people people act on information? information?

1.3. Other notes Rest – Get enou enough. gh. Eat – Very light. light. Dress – Always be dressed in in the top 10% 10%

2.DURING THE SPEECH 2.1 Introduction Get their attention attention – Make them think they they should listen. listen.

2.2 Language “Insider-eese” “Insider-eese” – Make sure they understand. understand. Education Education – Don’t speak speak on a different different level. Slang – Only for effect, effect, the rest rest MUST go. Pronunciation Pronunciation – Work on clear pronunciatio pronunciation. n. Clarity – They need need to hear hear you. Speed – Delicate Delicate balance, balance, don’t slur words. words. Pace – Change Change it up, it keeps them them listening. listening. Volume Volume – See pace. pace. Ums and ahs – Ummm, it’s best to eliminat eliminate e them. Pet words – Brings diversity diversity if used selectively selectively.. Prof. Dr. Madhavan Madhavan Ph.D., Bangalore 0 98860 67232 Email: profmadhavan@yaho [email protected] o.com



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2.3 Body Keep it simple – best to move too little little than too much. Relax – People are looking looking at your face, face, relax. Drink water – Dry-mouth can can ruin a speech. speech. Eyes – Keep them moving, moving, like you’re checking checking your mirrors. Face – Smile! Except Except at a funeral. funeral. Hands: Where Where to put them – Podium, pockets, pockets, folded. folded. Don’t move move them too much – Distracting. Distracting. Gestures – Make sure sure they match your your words. words. Feet – Steady, purpose purposeful ful movement. movement. Shoulders Shoulders – Good posture helps helps confidence confidence and breathing.

2.4 Style Formal/ Informal Informal - Affects the way you go about about the speech. speech.

2.5 Audience Participation Questions Questions – Best to hold hold them until the the end. Feedback Feedback – Controlled, Controlled, call on hands. Activities – Always takes takes longer than than you count on. It’s all in the eyes – Where are they looking? looking? Not you? you? Bored. Changing Changing midstream midstream – If you’ve lost them, improvise improvise a bit. Conclusion: What do you want from it? End powerfully. Call for something.

3. AFTER THE SPEECH 3.1 Questions Written – Best. Controlled. Controlled. From the floor – Risky. Be sure sure you are good. good.




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3,2 Follow-up Individuals Individuals – If you can, talk to as many as possible. possible. Future Future clients. Exchange Exchange numbers – Always get the contact contact information! information! Follow-up – Call, write, email. email. Don’t just think about about them. Company/ group that hired or sponsored you Pleased? - Ask how you might improve. improve. Not-pleased? Not-pleased? – Make it up to them. Ask about about improvement. improvement. Sales Sales - Ask for the the sale. sale. Follow-up – Same as with with individuals. individuals. Letter of recommendati recommendation on – Get one for your records. records.

10 Golden Rules 1.

Take Take 3 – 5 dee deep p bre breat aths hs.. (ox (oxyg ygen enat ate e you yours rsel elf) f)

2.

Start Start with with a ban bang g ( get get eve every rybo body dy’s ’s atten attentio tion n)

3.

Get Get some some audi audien ence ce part partic icip ipat atio ion. n.

4.

Tell them them what what you you are are going going to tell tell them. them. Then Then Tell Tell them. them. Final Finally ly tell tell them them what you have told.

5.

Never Never read read anyt anythin hing g from from a pap paper, er, exc excep eptt some some quo quotat tatio ions ns..

6.

Be a Lig Light ht Hous House. e. ( Mov Move e eye eye cont contac actt )

7.

Use PAMPERS PAMPERS ( Projecti Projection, on, Articula Articulatio tion, n, Modula Modulation tion,, Pronu Pronunci nciatio ation, n, Enunciation, Repetition, Speed )

8.

Wat Watch your Mannerisms isms..

9.

Sti Stick to to th the titime pl plan.

10. 10. End with with a bang bang ( not not a Whimp Whimper er )


Communication - Public Speaking

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