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PUBLIC SPEAKING
1. Imagine that you are starting a presentation. What phrases might you use? Write down five of them.
Some ideas are given below for you. Read and translate them.
- Ladies and gentlemen, thank you very much for coming along here today.
- The purpose of today’s presentation is to discuss how we can …
- I’ve invited you here today to have a look at my findings.
- Now let me begin by …
- Secondly …
- … and finally …
- I’d be very happy to invite you to ask questions at the end of the session.
- At the end I’d be very happy to answer any of your questions.
2. Listen to two people and hear two ways of opening presentations. While listening, see if you can hear some of the phrases above.
3. Check your understanding by reading the scripts below:
Clip 1
“Ladies and gentlemen, thank you very much for coming along here today. I hope my presentation isn’t going to take too long and that you will find it interesting. The purpose of today’s presentation is to discuss how we can improve internal communications within our company.
Now let me begin by explaining that I’d like to talk about the business case for better communication; secondly, I want to cover different styles and methods; and finally I would like to finish off by talking about some of the basics we need to have in place to deliver good quality, consistent communications across the company. I’d be very happy to invite you to ask questions at the end of the session and I’m sure there’ll be plenty of time for us to discuss some of the points that have been raised.”
Clip 2
“Good afternoon, ladies and gentlemen. Thank you for finding the time to come and join me for this presentation this afternoon. My name is Tim Mason, I‘m a retail consultant, and many of you will have seen me shadowing you in your jobs and looking through the accounts and so on in the company over the last week. I’ve invited you here today to have a look at my findings. First, I’d like to have a look at the performance of the company, the sales of the company over the last three years; then I’d like to have a look at our market share in the womenswear market and look at our competitors; and thirdly, I’d like to suggest some improvements in our range of womenswear. At the end I’d be happy to answer any of your questions.”
4. Finish the following sentences with the correct phrase.
1. Which sentence might you hear at the beginning of a presentation?
A Ladies and gentlemen, thank you for arriving today
B Ladies and gentlemen, thank you for appearing today
C Ladies and gentlemen, thank you for coming today
D Ladies and gentlemen, thank you for showing your faces today
2. The _________ of today’s presentation is to discuss my findings.
A purpose
B reason
C cause
D points
3. Now, __________ begin by introducing myself.
A allow me
B let me
C I
D presentation
4. I’d be very happy to __________ you to ask questions at the end of the session.
A tell
B invite
C order
D request
Answers
1. Which sentence might you hear at the beginning of a presentation?
A Ladies and gentlemen, thank you for arriving today. Feedback: Wrong – the audience’s arrival is just the moment they appear at the presentation
B Ladies and gentlemen, thank you for appearing today. Feedback: Wrong – this sounds like the speaker wasn’t expecting the audience to come to the presentation
C Ladies and gentlemen, thank you for coming today. Feedback: Correct – this is a straightforward way to greet an audience
D Ladies and gentlemen, thank you for showing your faces today. Feedback: Wrong – if you ‘show your face’ you go somewhere for a short time because you feel you have to, not because you want to. So this is quite a rude thing to say!
2. The _________ of today’s presentation is to discuss my findings.
A purpose. Feedback: Correct – the speaker is stating the reason for giving the presentation
B reason. Feedback: Wrong – you can say ‘The reason why…’ but not ‘The reason of…’
C cause. Feedback: Wrong – a cause is a reason that belongs to the past, but the speaker is stating what he wants to do in the presentation, so he’s talking about the future
D points. Feedback: Wrong – The speaker is talking about the reason for giving the presentation, so he can say ‘The point of today’s presentation’ but not ‘The points of today’s presentation’
3. Now, __________ begin by introducing myself.
A allow me. Feedback: Wrong – you can say ‘allow me to begin’ but not just ‘allow me begin’
B let me. Feedback: Correct – this is one way to start a presentation
C I. Feedback: Wrong – if you are describing something you are about to do, use the future tense
D presentation. Feedback: Wrong – ‘presentation’ is not the subject of this sentence
4. I’d be very happy to __________ you to ask questions at the end of the session.
A tell. Feedback: Wrong – if you tell someone to do something, you don’t give them a choice!
B invite. Feedback: Correct – the speaker will give the audience a chance to ask questions later if they wish
C order. Feedback: Wrong – if you order someone to do something you don’t give them a choice!
D request. Feedback: Wrong – if you request someone to do something, you ask them to do it for you. But the speaker says ‘I’d be very happy to’ which implies that he is willing to answer questions if the audience wants to ask them.
5. After you have greeted your guests, you will begin to go through the main body of your presentation. It's very useful to have some visual aids - some slides, pictures or graphs that help explain what you are saying. Sometimes they can also help to keep your audience interested in your presentation.
Imagine you are giving a presentation and using some visual aids. What phrases might you use to draw your audience’s attention to these slides? Write down five of them.
Some ideas are given below for you. Read and translate them.
- If you look at this first graph
- As you can see…
- Now let’s look at…
- …a good example of…
- a key factor
- If you look at this slide
- a good illustration of…
6. Now listen to two examples of people giving presentations. As you listen, see if you can hear some of the phrases above.
7. Check your understanding by reading the scripts below:
Clip 1
“If you have a look at this first graph, you can see that our sales topped 50 million the year before last. Then last year sales dropped to 40 million, with a slight recovery at the end of the financial year. However, this year sales have continued to drop to an all time low of 30 million. Now let’s look at our market share. As you can see, we have 25% of the market share, 10% down on last year.”
Clip 2
“A good example of how important internal communications are is shown by some findings from research that we have recently undertaken. Good communications is a very key factor in staff motivation. If you look at this slide, you will see how important it is to get the basics in place. You need to identify your communication requirement, agree your objectives and success criteria, identify your target audiences, define the content of your message and determine the style of delivery. A good illustration of the communication process is when all those basics fall into place naturally.”
8. Finish the following sentences by choosing the correct words and writing them into the blanks.
1. ______ _________ _________ ________ this first graph, you can see that our sales have increased by 25% in the last year.
take / see / look / watch / if / you / at
2. ________ _______ _____ ________ , we have a large percentage of the market share.
see / watch / you / as / know / they / can
3. We find that good communication is a ____ ___________ in improving staff morale.
key / point / thing / factor / reason
4. ___ _______ ______________ ____ the importance of good communication can be seen here.
example / in / a / of / soon / at / good
Answers
1. If you look at this first graph, you can see that our sales have increased by 25% in the last year.
2. As you can see, we have a large percentage of the market share.
3. We find that good communication is a key factor in improving staff morale.
4. A good example of the importance of good communication can be seen here.
8. At the end of your presentation, you may wish to open the floor to questions – to ask if anyone has any questions about your presentation. Imagine it is the end of your presentation and you are asking if there are any questions. What phrases might you use or hear? Write down five of them.
Some ideas are given below for you. Read and translate them.
- If you have any questions, I would be happy to answer them now
- Can I just ask…?
- Are there any questions about any of that?
- Yes, a very good question
- Can you explain to me…?
9. Listen to someone asking if there are any questions. As you listen, try to hear some of the phrases above.
10. Check your understanding by reading the script below:
Tim: Ladies and gentlemen, if you have any questions, I'd be happy to answer them now.
Carrie: Yeah, can I just ask, graph number 3, that last one you showed us, can you explain to me where you’re intending to find the extra income to increase the designer range in the maternity wear?
Tim: Yes, a very good question. I’ve looked at the office wear range and it’s quite heavy on material, holiday wear tends to be much lighter, much smaller amounts of material involved and I ...
11. Finish the following sentences with the correct phrase.
1. If you have any questions, _____________ to answer them now.
A I would like to be able
B I would be happy
C I would have been happy
D I was happy
2. Can I ______________...?
A just ask?...
B you ask?...
C only ask?...
D ask it?...
3. Can you ____________....?
A tell me it?
B tell to me?
C explain to me?
D explain me?
4. Yes, a very ____________.
A good question
B question
C obvious question
D lovely question
Answers
1. If you have any questions, _____________ to answer them now.
A I would like to be able. Wrong – this suggests that you want to answer the questions but can’t
B I would be happy. Correct – this is a polite way of asking if there are any questions. You can also say ‘… I am happy to answer them now’.
C I would have been happy. Wrong – this expresses a past regret… you need to talk about now
D I was happy. Wrong – you need to talk about now, not the past
2. Can I ______________...?
A just ask?... Correct – you are indicating that you have a quick question
B you ask?... Wrong – ‘Can I ask you’ would be correct
C only ask?... Wrong – another word is more natural than ‘only’ here
D ask it?... Wrong – although people always ask questions, the meaning of ‘it’ isn’t clear here
3. Can you ____________....?
A tell me it? Wrong – You can say ‘Can you tell me?’ but not ‘Can you tell me it?’
B tell to me? Wrong – You can say ‘Can you tell me?’ but not ‘Can you tell to me?’
C explain to me? Correct – This is an informal way to preface a question
D explain me? Wrong – You can say ‘Can you tell me?’ but not ‘Can you explain me?’
4. Yes, a very ____________.
A good question. Correct – This is a polite way to receive a question
B question. Wrong – you need an adjective here
C obvious question. Wrong – It’s a little rude to say that someone’s question is obvious
D lovely question. Wrong – This sounds a little strange and it might be considered condescending
12. Think about the presentations that you have been to. What were the characteristics of the good ones? Write down five of them.
Some ideas are given below for you. Read and translate them.
- The aims and the structure need to be clear
- Wait until the end of the presentation before people feed back on what you’ve said
- Make sure you are entertaining, engaging and interesting
- Don’t make it too long
- Be short, precise and to the point
- Make sure you’re relevant – make sure you’re talking to the right audience
- Transcript
- Male: With a presentation, I think the aims and the structure need to be clear.
- Male 2: I like to wait until the end of the presentation before people feed back on
- what I’ve
13. As you listen, see if you can hear some of the tips above.
14. Check your understanding by reading the script below:
Male: With a presentation, I think the aims and the structure need to be clear.
Male 2: I like to wait until the end of the presentation before people feed back on what I’ve just said, rather than interruptions throughout the presentation.
Male 3: I think of a presentation … If you’re standing up in front of a group of people, you need to make sure you’re entertaining, make sure you’re engaging, make sure you’re interesting, make sure you’re relevant, make sure you’re talking to the right audience.
Female: Don’t make it too long, otherwise people fall asleep! Be short, precise and to the point, definitely.
15. Finish the following sentences with the correct phrase.
1. The aims and the structure should be ___________.
A concise
B clear
C entertaining
D long
2. It’s a good idea to wait until the end for people to ________________ .
A feedback
B feed back
C feed
D fed up
3. What word describes a presentation that is about a topic the audience is interested in?
A relevant
B concise
C precise
D entertaining
4. What word or phrase means to be ‘relevant’ and ‘concise’?
A to be up to a point
B to be after a point
C to be to the point
D to be off the point
Answers
1. The aims and the structure should be ___________.
A concise. Wrong –‘concise’ means ‘as short as possible’. The presentation should be concise – but how about the aims?
B clear. Correct – this helps your audience to follow the presentation
C entertaining. Wrong – a presentation can be entertaining, but its aims and structure shouldn’t be
D long. Wrong – presentations should not have lots of aims or a complicated structure
2. It’s a good idea to wait until the end for people to ________________ .
A feedback. Wrong – this spelling is correct for the noun usage, but it is a phrasal verb
B feed back. Correct – this tactic prevents lots of interruptions
C feed. Wrong – they can eat before the presentation too!
D fed up. Wrong – if someone is ‘fed up’ they are tired and annoyed about something
3. What word describes a presentation that is about a topic the audience is interested in?
A relevant. Correct – this word describes something that is about something else
B concise. Wrong – ‘concise’ means ‘as short as possible’
C precise. Wrong – ‘precise’ means ‘exact and correct’
D entertaining. Wrong – a presentation can be funny and entertaining but about a topic that isn’t interesting or useful
4. What word or phrase means to be ‘relevant’ and ‘concise’?
A to be up to a point. Wrong – ‘up to a point’ means ‘to a degree’
B to be after a point. Wrong – ‘after a point’ means ‘after a while’
C to be to the point. Correct – if a presentation is ‘to the point’ it doesn’t waste time
D to be off the point. Wrong – this means ‘irrelevant’ – so the presentation is off-topic!
16. Read the following article and say what new you’ve learnt.
A good way to make your presentations effective, interesting and easy to follow is to use signpost language. 'Signpost language' is the words and phrases that people use to tell the listener what has just happened, and what is going to happen next.
In other words, signpost language guides the listener through the presentation. A good presenter will usually use a lot of signpost language, so it is a good idea to learn a few of the common phrases, even if you spend more time listening to presentations than giving them! Signpost language is usually fairly informal, so it is relatively easy to understand.
Signposting
|
Section of presentation |
Signpost language |
|
Introducing the topic |
The subject/topic of my talk is ... |
|
Overview (outline of presentation) |
I’m going to divide this talk into four parts. |
|
Finishing a section |
That's all I have to say about... |
|
Starting a new section |
Moving on now to … |
|
Analysing a point and giving recommendations |
Where does that lead us? |
|
Giving examples |
For example,... |
|
Summarising and concluding |
To sum up ... |
|
Paraphrasing and clarifying |
Simply put... |
|
Invitation to discuss / ask questions |
I’m happy to answer any queries/ questions. |
17. Imagine that you are making a presentation to a large group of people working in your industry.
Q: How do you start your presentation?
1. Are we all here? Good, well if we look at the first slide you'll see our total carbon usage for 2005...
2. Hello everyone. Thanks very much for coming along today. My name is Kirk Renolds and today I'll be talking about some of the work we've been doing on our environmental strategy...
3. Hello ladies and gentlemen. My name is Kirk Renolds and today I'll be talking about some of the work we've been doing on our environmental strategy...
Answers
- This is a bad start to your presentation. You should greet your guests, thank them for coming, introduce yourself and outline what your presentation will be about.
- This is a good start to your presentation - you have greeted your guests, thanked them for coming and introduced yourself.
- This is one way to start your presentation - but it would be better if you thanked your guests for coming.
Q: What do you say next?
1. 'I'll begin by giving you some background into why we started the trials, then we'll look at some organisational challenges and finally I'll present the results and take any questions you might have'
2. 'Okay well, as I said, this presentation is all about our environmental strategy and when we first started looking at this none of us were really sure where to start, but I'll talk about that in more detail in a minute or two. Er... and then I'll tell you about some of the problems we had setting this up - actually, I remember one particular incident very clearly, which I'll quickly relate... '
Answers
- Well done! You have outlined your presentation very clearly and concisely....
- Stop! You are rambling - keep the outline of your presentation clear and concise.
Q: Later in the presentation, you begin to go through your slides...
1. 'Well, as you can see in this slide, energy savings increased significantly as we implemented our strategy...'
2. 'In January 2005, there was a saving of £293, in February, there was a saving of £300, in March...'
3. 'Here's the next slide. OK? And on the next slide...'
4. 'Oh dear! I'm awfully sorry but we seem to be having some technical problems with the projector. At this point I wanted to show you a slide with the energy savings we made between 2005 and 2006. Savings increased from just under £300 to...'
Answers
- Well done! You have used the slide to help in your explanation, without ignoring it or reading from it...
- Don't make the mistake of reading your slides to your audience! It's really boring!
- Remember to present your slides - explain what it is that your audience is looking at!
- How unlucky! Maybe you should have checked that all the equipment was working before you began... However, you have apologised and you are now relaying the information on the slides - you have 'made the best of a bad job'!
Q: Suddenly, someone asks a question. How do you respond?
1. 'Look, I said at the start that I'd be happy to take questions at the end...'
2. 'That's a very interesting question...'
3. 'Would you mind if I came back to your question at the end? It's just that I'm rather conscious of the time...'
Answers
- Using 'look' like this makes you sound very annoyed. Start again and next time, be more polite and friendly!
- You have decided to answer the question. This is okay, but it would be better to politely remind your audience that you'd prefer to take questions at the end.
- Very good - you have wisely decided to try to postpone the question to the end of the presentation
Q: You have reached the end of your presentation. What do you say?
1. 'I'm terribly sorry but I seem to taken too long, so we don't actually have time for any questions! However, if you grab me after the session I'll be happy to answer any questions you might have.'
2. 'If you have any questions, I would be happy to answer them now...'
3. 'Any other business?'
Answers
- Oh dear, it looks like your timekeeping needs to improve a little. However, you have apologised and told your audience they can ask you questions after the session. Well done!
- Well done - this a very polite way to ask if there are any questions. Congratulations on a great presentation!
- Oops! A mistake right at the end! We say 'Any other business?' at the end of a meeting, not a presentation.
18. Look through the following articles and speak on the topic “Public speaking”
Public Speaking in English: Presentations
People speak in public for many reasons. One of the most common forms of public speaking is the 'Presentation'. In a presentation, we 'present' or introduce something (a product, an idea, financial results, a project etc.) to the audience. We give a presentation because we want to 'communicate' something. Generally, we want to do one of four things:
- to inform
- to train
- to persuade
- to sell
A presentation is one of the best ways of communicating our message. And because English is so widely used in international business, knowledge of the vocabulary and techniques used in an English language presentation is very useful.
1) Preparation
Good preparation is essential for any presentation. With good preparation and planning we will be fully confident. Our audience will feel our confidence. And so our audience will be confident in us. This will give us control. With control, we will be 'in charge' and our audience will listen positively to our message.
2) Structure
A good presentation has a clear structure, like a good book or film. A good presentation has:
- a beginning (introduction & preview)
- a middle (main message)
- an end (review & conclusion)
3) Equipment
We may have any of the following pieces of equipment at our disposal:
- whiteboard
- flip chart
- overhead projector
- slide projector
- computer graphics
Each of these has advantages and disadvantages. The important thing is to be the master of our equipment, not the slave. We should know and understand our equipment perfectly.
4) Visual Aids
"A picture is worth 1,000 words."
There are many types of visual aids - photographs, graphs, pie charts, maps, tables, real samples etc. But we should use visual aids with care. We shouldn’t overload our audience with too much information in a short time. A good rule is: use one image to give one message.
5) Signposting
When we read a book, we know where we are. We know the title of the book, the subject, the chapter, the end of one chapter and beginning of another, the section and even the page number. But when we give a presentation, our audience does not know where they are - unless we TELL them! We can use special language called 'signalling' or 'signposting' that helps our audience know where they are. Here are a few examples:
- Let's begin by...
- That's all I have to say about...
- Now we'll move on to...
- Let's consider this in more detail...
- I'd like to deal with this question later, if I may...
- I'd like now to recap...
- To start with...later...to finish up...
6) Audience Rapport
We need a warm and friendly relationship with our audience. Enthusiasm is contagious. If we are enthusiastic, our audience will be enthusiastic too. We should try to make eye contact with each member of our audience. Each person should feel that we are speaking to him or her personally.
7) Body Language
Our body is speaking to our audience even before we start speaking. Our clothes, our walk, our glasses, our haircut, our expression: it is from these that our listeners form their first impression as we enter the room.
Mastering The Art Of Public Speaking
Public speaking is an integral part of professional life, one without which your survival in the job market is almost impossible. At the initial levels it is possible that you might not be required to speak publically or give presentations, but as you progress in your career you are required to do both. Most of us feel panicked when faced with the prospect of speaking in public and addressing a crowd. Whether one is addressing a small group of people or a large gathering, he is bound to feel some level of anxiety. However, with a few clever tips and a lot of practice, one can master the art of public speaking.
Improving Public Speaking Skills:
Speaking in front of a live audience is a scary thought for most of us but it does not have to be that way. These tried and tested pointers will not only help in improving your public speaking skills but also assist you in giving presentations during staff meetings.
Learn From The Best:
The best way to improve your public speaking skills is to learn from those who are considered great public speakers. They can be your superiors, colleagues and even famous personalities such as leaders, politicians and other icons. By keenly observing their style, you can learn a lot about what to do and what not to do when addressing a large gathering of people. Try watching the videos of famous people delivering speeches and observe their method. You do not have to exactly copy the style of one single person since the purpose is to achieve a sense of different styles of delivering a speech or addressing the audience.
Look Your Best:
It is very important to look good when you appear for public speaking or a presentation. People do and will notice what you are wearing and how you are wearing it. If you are dressed improperly or lack neatness in your overall appearance, the audience will notice and the fact that they are criticizing your wardrobe or dress sense will serve as a blow to your self-confidence.
Know Your Material:
When you are supposed to address a public meeting or a gathering the worst mistake that you can make is not being fully appraised of the material. As a general rule, if you do not know the subject inside out you must not engage in speaking in front of an audience. The audience is bound to ask all sorts of questions at the end of the presentation or the speech and if you fail to answer even one of them you lose all your credibility.
Keep Practicing:
The best way to deliver a good speech or put up a great presentation is to keep on practicing. The more you practice the more easily you will be able to accomplish the task as you will iron out the kinks in your speech and polish it off nicely. You can practice alone, in front of the mirror or even better if you can get your family and friends to sit as the audience and ask questions. This will help you get better prepared for the question and answer session.
Stay Calm:
The most important thing is to remain calm when delivering a speech or giving a presentation. Even if you forget a sentence don’t panic. You don’t have to say the exact words and you can always substitute with something right there and them. It is important that you maintain a calm facade and do not let the crowd know that you are nervous. If you act calm and controlled, soon you will actually start feeling calm and composed.
Maintain Pace:
The pace at which you talk plays an important role in ensuring your success or failure. Try not to talk too slow or too fast as the audience will lose interest in both cases. If you are talking too fast the audience will face difficulty in understanding what you are saying and if you talk too slow they will get bored and stop paying attention to what you are saying. The key is to maintain a pace at which you can keep the listeners engaged and engrossed.
Make Eye Contact:
It is pertinent to make eye contact during the presentation or speech. Looking at the back wall of the auditorium or avoiding the eye by focusing on other things fails to do the trick. When you are speaking you need to look into the eyes of the audience to engage them. If you fail to do that the audience soon feels that you are nervous and are not well prepared for the task. Make sure that you do not keep looking at one or two individuals only but try to a large number of people in the audience. It is also important to keep the eye contact short, but not too short and certainly not too long.
Be Concise:
Keep it short and to the point. Long presentations and speeches not only bore the audience but they also fail to make the point. When you start talking you get the attention of the audience and you have the chance to engage them right then and there. If you start blabbering and talk about things that have little of value to add to your speech, the audience loses interest. Keeping it short and concise lets them retain the information you just provided and hence is more effective.
Know Your Audience:
The most important part of speaking in public is to know your audience and then cater to their needs accordingly. If you are speaking to a group of executives your tone, style and vocabulary would be different to that you use when addressing a group of interns. So, know your audience and then prepare accordingly.
What To Avoid When Speaking In Public:
There are a few things that you should avoid when speaking in public as they can be fatal mistakes. Some of these are:
Self Praise & Bragging:
Nothing offends the audience more than self praise and bragging. If you are good you will receive praise and the success of your speech or presentation will be a testament to your capabilities.
Stammering:
Nothing can be worse than stammering during the presentation or speech as it completely ruins the overall effect and ruins your confidence. So keep practicing the speech till you get it right.
Trying To Be Someone You Are Not:
This can be the worst mistake ever. If you are not good at cracking jokes do not try to do so during the presentation. Sometimes a light hearted comment helps the presentation by breaking the ice but if you make a bad tasting remark it can do irreparable damage. So just try to be yourself rather than trying to be someone that you clearly are not.
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