oral presentation vs written presentation

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4.1 Oral versus Written Communication

Learning objective.

• Explain how written communication is similar to oral communication, and how it is different.

The written word often stands in place of the spoken word. People often say “it was good to hear from you” when they receive an e-mail or a letter, when in fact they didn’t hear the message, they read it. Still, if they know you well, they may mentally “hear” your voice in your written words. Writing a message to friends or colleagues can be as natural as talking to them. Yet when we are asked to write something, we often feel anxious and view writing as a more effortful, exacting process than talking would be.

Oral and written forms of communication are similar in many ways. They both rely on the basic communication process, which consists of eight essential elements: source, receiver, message, channel, receiver, feedback, environment, context, and interference. Table 4.1 “Eight Essential Elements of Communication” summarizes these elements and provides examples of how each element might be applied in oral and written communication.

Table 4.1 Eight Essential Elements of Communication

As you can see from the applications in this example, at least two different kinds of interference have the potential to ruin a conference call, and the interference can exist regardless of whether the communication to plan the call is oral or written. Try switching the “Context” and “Interference” examples from Oral to Written, and you will see that mismatched expectations and time zone confusion can happen by phone or by e-mail. While this example has an unfavorable outcome, it points out a way in which oral and written communication processes are similar.

Another way in which oral and written forms of communication are similar is that they can be divided into verbal and nonverbal categories. Verbal communication involves the words you say, and nonverbal communication involves how you say them—your tone of voice, your facial expression, body language, and so forth. Written communication also involves verbal and nonverbal dimensions. The words you choose are the verbal dimension. How you portray or display them is the nonverbal dimension, which can include the medium (e-mail or a printed document), the typeface or font, or the appearance of your signature on a letter. In this sense, oral and written communication are similar in their approach even as they are quite different in their application.

The written word allows for a dynamic communication process between source and receiver, but is often asynchronous , meaning that it occurs at different times. When we communicate face-to-face, we get immediate feedback, but our written words stand in place of that interpersonal interaction and we lack that immediate response. Since we are often not physically present when someone reads what we have written, it is important that we anticipate the reader’s needs, interpretation, and likely response to our written messages.

Suppose you are asked to write a message telling clients about a new product or service your company is about to offer. If you were speaking to one of them in a relaxed setting over coffee, what would you say? What words would you choose to describe the product or service, and how it may fulfill the client’s needs? As the business communicator, you must focus on the words you use and how you use them. Short, simple sentences, in themselves composed of words, also communicate a business style. In your previous English classes you may have learned to write eloquently, but in a business context, your goal is clear, direct communication. One strategy to achieve this goal is to write with the same words and phrases you use when you talk. However, since written communication lacks the immediate feedback that is present in an oral conversation, you need to choose words and phrases even more carefully to promote accuracy, clarity, and understanding.

Key Takeaway

Written communication involves the same eight basic elements as oral communication, but it is often asynchronous.

• Review the oral and written applications in Table 4.1 “Eight Essential Elements of Communication” and construct a different scenario for each. What could Jay and Heather do differently to make the conference call a success?
• Visit a business Web site that has an “About Us” page. Read the “About Us” message and write a summary in your own words of what it tells you about the company. Compare your results with those of your classmates.
• You are your own company. What words describe you? Design a logo, create a name, and present your descriptive words in a way that gets attention. Share and compare with classmates.

Business Communication for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Module 7: Refining your Speech

Oral versus written style, learning objectives.

Explain the difference between oral and written style.

In a public speaking class, you will likely be asked to turn in an outline rather than a manuscript because speeches should not be considered oral presentations of a written text.

It takes a lot of practice to make reading from a teleprompter (or a manuscript) sound natural. It takes even more practice to write in a style that sounds like speech.

Although we’ve seen many speeches delivered from a teleprompter, it is important to remember that those speeches are usually written by professional speechwriters, who are familiar with the differences between written and spoken communication. For newer speakers who are writing their own speeches, identifying the differences between oral and written style is an important key to a successful speech.

Oral communication is characterized by a higher level of immediacy and a lower level of retention than written communication; therefore, it’s important to consider the following adaptations between oral and written style.

Personal Pronouns

• Example: In her acceptance speech for the 2015 Goldman Environmental Prize, activist Berta Cáceres says “¡Despertemos¡ ¡Despertemos Humanidad¡ Ya no hay tiempo. . . . El Río Gualcarque nos ha llamado, así como los demás que están seriamente amenazados. Debemos acudir.” (Let us wake up! Let us wake up, humanity! There is no time. . . . The Gualcarque River has called upon us, as have other gravely threatened rivers. We must answer their call.)
• Written Style: Infrequent use of personal pronouns, most commonly uses third person such as one , they , and he/she/they .

Grammar and Sentence Structure

• Example: Ashton Applewhite begins her TED talk “Let’s End Ageism” with a series of questions and short sentences, many starting with and : “What’s one thing that every person in this room is going to become? Older. And most of us are scared stiff at the prospect. How does that word make you feel? I used to feel the same way. What was I most worried about? Ending up drooling in some grim institutional hallway. And then I learned that only four percent of older Americans are living in nursing homes, and the percentage is dropping. What else was I worried about? Dementia. Turns out that most of us can think just fine to the end. Dementia rates are dropping, too. The real epidemic is anxiety over memory loss.” [1]
• Example: “In many modern nations, however, industrialization contributed to the diminished social standing of the elderly. Today wealth, power, and prestige are also held by those in younger age brackets. The average age of corporate executives was fifty-nine years old in 1980. In 2008, the average age had lowered to fifty-four years old (Stuart 2008). Some older members of the workforce felt threatened by this trend and grew concerned that younger employees in higher level positions would push them out of the job market. Rapid advancements in technology and media have required new skill sets that older members of the workforce are less likely to have.” [2]

Repetition is a great strategy in speaking . . .

• Example: Winston Churchill, speech to the House of Commons, June 4, 1940: “We shall go on to the end, we shall fight in France, we shall fight on the seas and oceans, we shall fight with growing confidence and growing strength in the air, we shall defend our Island, whatever the cost may be, we shall fight on the beaches, we shall fight on the landing grounds, we shall fight in the fields and in the streets, we shall fight in the hills; we shall never surrender.” [3]

. . . but boring in writing.

• Where Churchill’s speech uses the verb fight  seven times, this excerpt about the Battle of Britain from a biography of Churchill uses a variety of words and formulations to describing the fighting. “The Luftwaffe’s [German Air Force’s] first object was to destroy the RAF’s [the British Royal Air Force’s] southern airfields. Had this been accomplished there is no doubt that a seaborne invasion would have been launched with a good prospect of establishing a bridgehead in Kent or Sussex. After that the outlook for Britain’s survival would have been bleak. But the RAF successfully defended its airfields and inflicted very heavy casualties on the German formations, in a ratio of three to one. Moreover, the German aircrews were mostly killed or captured whereas British crews parachuted to safety. Throughout July and August the advantage moved steadily to Britain, and more aircraft and crews were added each week to lengthen the odds against Germany. By mid-September, the Battle of Britain was won.” [4]

Colloquialisms and Tone

• Example: Simon Sinek, “How Great Leaders Inspire Action,” said, “As we said before, the recipe for success is money and the right people and the right market conditions. You should have success then. Look at TiVo. From the time TiVo came out about eight or nine years ago to this current day, they are the single highest-quality product on the market, hands down, there is no dispute. They were extremely well-funded. Market conditions were fantastic. I mean, we use TiVo as verb. I TiVo stuff on my piece-of-junk Time Warner DVR all the time.” [5]
• From an academic article about TiVo: “Our analysis of the longitudinal data on TiVo and the TV industry ecosystem generated three themes that we develop in this paper. First, a disruptor confronts three coopetitive tensions—intertemporal, dyadic, and multilateral. Second, the disruptor continually adjusts its strategy to address these coopetitive tensions as they arise. Third, as the disruptor’s innovation and relational positioning within the changing ecosystem coevolve, the disruptor has greater latitude to frame its innovation as sustaining the operations of ecosystem members. Overall, these themes contribute to an understanding of strategy as process.” [6]
• Note how Sinek, in the example above, uses everyday words in simple sentences. The thesis of his speech is stated equally simply: “People don’t buy what you do; they buy why you do it.”
• The academic article cited above uses a number of words most non-expert readers would have to look up to understand. Coopetitive  is a made-up word combining cooperative and competition. Intertemporal describes a relationship between past, present, and future events. Dyadic  describes the interaction between two things. And multilateral  means three or more parties are involved. In a speech—unless it’s a speech to experts—a sentence containing all four of these words will cruise over the heads of most audience members.
• https://www.ted.com/talks/ashton_applewhite_let_s_end_ageism ↵
• https://courses.lumenlearning.com/wm-introductiontosociology/chapter/ageism-and-abuse/ ↵
• https://winstonchurchill.org/resources/speeches/1940-the-finest-hour/we-shall-fight-on-the-beaches/ ↵
• Johnson, Paul.  Churchill . United Kingdom, Penguin, 2010, 118. ↵
• https://www.ted.com/talks/simon_sinek_how_great_leaders_inspire_action ↵
• Ansari, Shahzad, Raghu Garud, and Arun Kumaraswamy. "The disruptor's dilemma: TiVo and the US television ecosystem." Strategic Management Journal 37.9 (2016): 1829–53, 1830. ↵
• Teleprompter. Authored by : Paolo Margari. Located at : https://commons.wikimedia.org/wiki/File:Teleprompter_in_use.jpg . License : CC BY-SA: Attribution-ShareAlike
• Pillars. Authored by : StockSnap. Located at : https://pixabay.com/photos/pillars-shadows-architecture-924982/ . License : Other . License Terms : Pixabay License
• Oral vs. Written Style. Authored by : Anne Fleischer with Lumen Learning. License : CC BY: Attribution

24 Oral Presentations

Many academic courses require students to present information to their peers and teachers in a classroom setting. This is usually in the form of a short talk, often, but not always, accompanied by visual aids such as a power point. Students often become nervous at the idea of speaking in front of a group.

This chapter is divided under five headings to establish a quick reference guide for oral presentations.

A beginner, who may have little or no experience, should read each section in full.

For the intermediate learner, who has some experience with oral presentations, review the sections you feel you need work on.

The Purpose of an Oral Presentation

Generally, oral presentation is public speaking, either individually or as a group, the aim of which is to provide information, entertain, persuade the audience, or educate. In an academic setting, oral presentations are often assessable tasks with a marking criteria. Therefore, students are being evaluated on their capacity to speak and deliver relevant information within a set timeframe. An oral presentation differs from a speech in that it usually has visual aids and may involve audience interaction; ideas are both shown and explained . A speech, on the other hand, is a formal verbal discourse addressing an audience, without visual aids and audience participation.

Types of Oral Presentations

Individual presentation.

• Breathe and remember that everyone gets nervous when speaking in public. You are in control. You’ve got this!
• Know your content. The number one way to have a smooth presentation is to know what you want to say and how you want to say it. Write it down and rehearse it until you feel relaxed and confident and do not have to rely heavily on notes while speaking.
• Eliminate ‘umms’ and ‘ahhs’ from your oral presentation vocabulary. Speak slowly and clearly and pause when you need to. It is not a contest to see who can race through their presentation the fastest or fit the most content within the time limit. The average person speaks at a rate of 125 words per minute. Therefore, if you are required to speak for 10 minutes, you will need to write and practice 1250 words for speaking. Ensure you time yourself and get it right.
• Ensure you meet the requirements of the marking criteria, including non-verbal communication skills. Make good eye contact with the audience; watch your posture; don’t fidget.
• Know the language requirements. Check if you are permitted to use a more casual, conversational tone and first-person pronouns, or do you need to keep a more formal, academic tone?

Group Presentation

• All of the above applies, however you are working as part of a group. So how should you approach group work?
• Firstly, if you are not assigned to a group by your lecturer/tutor, choose people based on their availability and accessibility. If you cannot meet face-to-face you may schedule online meetings.
• Get to know each other. It’s easier to work with friends than strangers.
• Also consider everyone’s strengths and weaknesses. This will involve a discussion that will often lead to task or role allocations within the group, however, everyone should be carrying an equal level of the workload.
• Some group members may be more focused on getting the script written, with a different section for each team member to say. Others may be more experienced with the presentation software and skilled in editing and refining power point slides so they are appropriate for the presentation. Use one visual aid (one set of power point slides) for the whole group. Take turns presenting information and ideas.
• Be patient and tolerant with each other’s learning style and personality. Do not judge people in your group based on their personal appearance, sexual orientation, gender, age, or cultural background.
• Rehearse as a group, more than once. Keep rehearsing until you have seamless transitions between speakers. Ensure you thank the previous speaker and introduce the one following you. If you are rehearsing online, but have to present in-person, try to schedule some face-to-face time that will allow you to physically practice using the technology and classroom space of the campus.
• For further information on working as a group see:

Working as a group – my.UQ – University of Queensland

Writing Your Presentation

Approach the oral presentation task just as you would any other assignment. Review the available topics, do some background reading and research to ensure you can talk about the topic for the appropriate length of time and in an informed manner. Break the question down as demonstrated in Chapter 17 Breaking Down an Assignment. Where it differs from writing an essay is that the information in the written speech must align with the visual aid. Therefore, with each idea, concept or new information you write, think about how this might be visually displayed through minimal text and the occasional use of images. Proceed to write your ideas in full, but consider that not all information will end up on a power point slide. After all, it is you who are doing the presenting , not the power point. Your presentation skills are being evaluated; this may include a small percentage for the actual visual aid. This is also why it is important that EVERYONE has a turn at speaking during the presentation, as each person receives their own individual grade.

Using Visual Aids

A whole chapter could be written about the visual aids alone, therefore I will simply refer to the key points as noted by my.UQ

To keep your audience engaged and help them to remember what you have to say, you may want to use visual aids, such as slides.

When designing slides for your presentation, make sure:

• any text is brief, grammatically correct and easy to read. Use dot points and space between lines, plus large font size (18-20 point).
• Resist the temptation to use dark slides with a light-coloured font; it is hard on the eyes
• if images and graphs are used to support your main points, they should be non-intrusive on the written work

Images and Graphs

• Your audience will respond better to slides that deliver information quickly – images and graphs are a good way to do this. However, they are not always appropriate or necessary.

When choosing images, it’s important to find images that:

• support your presentation and aren’t just decorative
• are high quality, however, using large HD picture files can make the power point file too large overall for submission via Turnitin
• you have permission to use (Creative Commons license, royalty-free, own images, or purchased)
• suggested sites for free-to-use images: Openclipart – Clipping Culture ; Beautiful Free Images & Pictures | Unsplash ; Pxfuel – Royalty free stock photos free download ; When we share, everyone wins – Creative Commons

This is a general guide. The specific requirements for your course may be different. Make sure you read through any assignment requirements carefully and ask your lecturer or tutor if you’re unsure how to meet them.

Using Visual Aids Effectively

Too often, students make an impressive power point though do not understand how to use it effectively to enhance their presentation.

• Rehearse with the power point.
• Keep the slides synchronized with your presentation; change them at the appropriate time.
• Refer to the information on the slides. Point out details; comment on images; note facts such as data.
• Don’t let the power point just be something happening in the background while you speak.
• Write notes in your script to indicate when to change slides or which slide number the information applies to.
• Pace yourself so you are not spending a disproportionate amount of time on slides at the beginning of the presentation and racing through them at the end.
• Practice, practice, practice.

Nonverbal Communication

It is clear by the name that nonverbal communication are the ways that we communicate without speaking. Many people are already aware of this, however here are a few tips that relate specifically to oral presentations.

Being confident and looking confident are two different things. Fake it until you make it.

• Avoid slouching or leaning – standing up straight instantly gives you an air of confidence.
• Move! When you’re glued to one spot as a presenter, you’re not perceived as either confident or dynamic. Use the available space effectively, though do not exaggerate your natural movements so you look ridiculous.
• If you’re someone who “speaks with their hands”, resist the urge to constantly wave them around. They detract from your message. Occasional gestures are fine.
• Be animated, but don’t fidget. Ask someone to watch you rehearse and identify if you have any nervous, repetitive habits you may be unaware of, for example, constantly touching or ‘finger-combing’ your hair, rubbing your face.
• Avoid ‘voice fidgets’ also. If you needs to cough or clear your throat, do so once then take a drink of water.
• Avoid distractions. No phone turned on. Water available but off to one side.
• Keep your distance. Don’t hover over front-row audience members; this can be intimidating.
• Have a cheerful demeaner. You do not need to grin like a Cheshire cat throughout the presentation, yet your facial expression should be relaxed and welcoming.
• Maintain an engaging TONE in your voice. Sometimes it’s not what you’re saying that is putting your audience to sleep, it’s your monotonous tone. Vary your tone and pace.
• Don’t read your presentation – PRESENT it! Internalize your script so you can speak with confidence and only occasionally refer to your notes if needed.
• Lastly, make good eye contact with your audience members so they know you are talking with them, not at them. You’re having a conversation. Watch the link below for some great speaking tips, including eye contact.

Below is a video of some great tips about public speaking from Amy Wolff at TEDx Portland [1]

• Wolff. A. [The Oregonion]. (2016, April 9). 5 public speaking tips from TEDxPortland speaker coach [Video]. YouTube. https://www.youtube.com/watch?v=JNOXZumCXNM&ab_channel=TheOregonian ↵

communication of thought by word

Academic Writing Skills Copyright © 2021 by Patricia Williamson is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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Chapter 3: Oral Presentations

Patricia Williamson

Many academic courses require students to present information to their peers and teachers in a classroom setting. Such presentations are usually in the form of a short talk, often, but not always, accompanied by visual aids such as a PowerPoint. Yet, students often become nervous at the idea of speaking in front of a group. This chapter aims to help calms those nerves.

This chapter is divided under five headings to establish a quick reference guide for oral presentations.

• A beginner, who may have little or no experience, should read each section in full.
• For the intermediate learner, who has some experience with oral presentations, review the sections you feel you need work on.
• If you are an experienced presenter then you may wish to jog your memory about the basics or gain some fresh insights about technique.

The Purpose of an Oral Presentation

Generally, oral presentation is public speaking, either individually or as a group, the aim of which is to provide information, to entertain, to persuade the audience, or to educate. In an academic setting, oral presentations are often assessable tasks with a marking criteria. Therefore, students are being evaluated on two separate-but-related competencies within a set timeframe: the ability to speak and the quality of the spoken content. An oral presentation differs from a speech in that it usually has visual aids and may involve audience interaction; ideas are both shown and explained . A speech, on the other hand, is a formal verbal discourse addressing an audience, without visual aids and audience participation.

Tips for Types of Oral Presentations

Individual presentation.

• Know your content. The number one way to have a smooth presentation is to know what you want to say and how you want to say it. Write it down and rehearse it until you feel relaxed and confident and do not have to rely heavily on notes while speaking.
• Eliminate ‘umms’ and ‘ahhs’ from your oral presentation vocabulary. Speak slowly and clearly and pause when you need to. It is not a contest to see who can race through their presentation the fastest or fit the most content within the time limit. The average person speaks at a rate of 125 words per minute. Therefore, if you are required to speak for 10 minutes, you will need to write and practice 1250 words for speaking. Ensure you time yourself and get it right.
• Ensure you meet the requirements of the marking criteria, including non-verbal communication skills. Make good eye contact with the audience; watch your posture; don’t fidget.
• Know the language requirements. Check if you are permitted to use a more casual, conversational tone and first-person pronouns, or do you need to keep a more formal, academic tone?
• Breathe. You are in control. You’ve got this!

Group Presentation

• All of the above applies; however, you are working as part of a group. So how should you approach group work?
• Firstly, if you are not assigned to a group by your lecturer/tutor, choose people based on their availability and accessibility. If you cannot meet face-to-face you may schedule online meetings.
• Get to know each other. It’s easier to work with friends than strangers.
• Consider everyone’s strengths and weaknesses. Determining strengths and weaknesses will involve a discussion that will often lead to task or role allocations within the group; however, everyone should be carrying an equal level of the workload.
• Some group members may be more focused on getting the script written, with a different section for each team member to say. Others may be more experienced with the presentation software and skilled in editing and refining PowerPoint slides so they are appropriate for the presentation. Use one visual aid (one set of PowerPoint slides) for the whole group; you may consider using a shared cloud drive so that there is no need to integrate slides later on.
• Be patient and tolerant with each other’s learning style and personality. Do not judge people in your group based on their personal appearance, sexual orientation, gender, age, or cultural background.
• Rehearse as a group–more than once. Keep rehearsing until you have seamless transitions between speakers. Ensure you thank the previous speaker and introduce the one following you. If you are rehearsing online, but have to present in-person, try to schedule some face-to-face time that will allow you to physically practice using the technology and classroom space of the campus.
• Thinking of the points above, complete the following chart and then consult with members of your group:

Writing Your Presentation

Approach the oral presentation task just as you would any other assignment. Review the available topics and then do some background reading and research to ensure you can talk about the topic for the appropriate length of time and in an informed manner. Break the question down into manageable parts .

Creating a presentation differs from writing an essay in that the information in the speech must align with the visual aid. Therefore, with each idea, concept, or new information that you write, you need to think about how this might be visually displayed through minimal text and the occasional use of images. Proceed to write your ideas in full, but consider that not all information will end up on a PowerPoint slide. Many guides, such as Marsen (2020), will suggest no more than five points per slide, with each bullet point have no more than six words (for a maximum of 30 words per slide). After all, it is you who are doing the presenting , not the PowerPoint. Your presentation skills are being evaluated, but this evaluation may include only a small percentage for the actual visual aid: check your assessment guidelines.

Using Visual Aids

To keep your audience engaged and help them to remember what you have to say, you may want to use visual aids, such as slides.

When designing slides for your presentation, make sure:

• any text is brief, grammatically correct and easy to read. Use dot points and space between lines, plus large font size (18-20 point)
• Resist the temptation to use dark slides with a light-coloured font; it is hard on the eyes
• if images and graphs are used to support your main points, they should be non-intrusive on the written work

Images and Graphs

• Your audience will respond better to slides that deliver information quickly – images and graphs are a good way to do this. However, they are not always appropriate or necessary.

When choosing images, it’s important to find images that:

• support your presentation and aren’t just decorative
• are high quality, however, using large HD picture files can make the PowerPoint file too large overall for submission via Turnitin
• you have permission to use (Creative Commons license, royalty-free, own images, or purchased)
• suggested sites for free-to-use images: Openclipart – Clipping Culture ; Beautiful Free Images & Pictures | Unsplash ; Pxfuel – Royalty free stock photos free download ; When we share, everyone wins – Creative Commons

The specific requirements for your papers may differ. Again, ensure that you read through any assignment requirements carefully and ask your lecturer or tutor if you’re unsure how to meet them.

Using Visual Aids Effectively

Too often, students make an impressive PowerPoint though do not understand how to use it effectively to enhance their presentation.

• Rehearse with the PowerPoint.
• Keep the slides synchronized with your presentation; change them at the appropriate time.
• Refer to the information on the slides. Point out details; comment on images; note facts such as data.
• Don’t let the PowerPoint just be something happening in the background while you speak.
• Write notes in your script to indicate when to change slides or which slide number the information applies to.
• Pace yourself so you are not spending a disproportionate amount of time on slides at the beginning of the presentation and racing through them at the end.
• Practice, practice, practice.

Nonverbal Communication

It is clear by the name that nonverbal communication includes the ways that we communicate without speaking. You use nonverbal communication everyday–often without thinking about it. Consider meeting a friend on the street: you may say “hello”, but you may also smile, wave, offer your hand to shake, and the like. Here are a few tips that relate specifically to oral presentations.

Being confident and looking confident are two different things. Even if you may be nervous (which is natural), the following will help you look confident and professional:

• Avoid slouching or leaning – standing up straight instantly gives you an air of confidence, but more importantly it allows you to breathe freely. Remember that breathing well allows you to project your voice, but it also prevents your body from experiencing extra stress.
• If you have the space, move when appropriate. You can, for example, move to gesture to a more distant visual aid or to get closer to different part of the audience who might be answering a question.
• If you’re someone who “speaks with their hands”, resist the urge to gesticulate constantly. Use gestures purposefully to highlight, illustrate, motion, or the like.
• Be animated, but don’t fidget. Ask someone to watch you rehearse and identify if you have any nervous, repetitive habits you may be unaware of, such as ‘finger-combing’ your hair or touching your face.
• Avoid ‘verbal fidgets’ such as “umm” or “ahh”; silence is ok. If you needs to cough or clear your throat, do so once then take a drink of water.
• Avoid distractions that you can control. Put your phone on “do not disturb” or turn it off completely.
• Keep your distance. Don’t hover over front-row audience members.
• Have a cheerful demeaner. Remember that your audience will mirror your demeanor.
• Maintain an engaging tone in your voice, by varying tone, pace, and emphasis. Match emotion to concept; slow when concepts might be difficult; stress important words.
• Don’t read your presentation–present it! Internalize your script so you can speak with confidence and only occasionally refer to your notes if needed.
• Make eye contact with your audience members so they know you are talking with them, not at them. You’re having a conversation. Watch the link below for some great speaking tips, including eye contact.

Below is a video of some great tips about public speaking from Amy Wolff at TEDx Portland [1]

• Wolff. A. [The Oregonion]. (2016, April 9). 5 public speaking tips from TEDxPortland speaker coach [Video]. YouTube. https://www.youtube.com/watch?v=JNOXZumCXNM&ab_channel=TheOregonian ↵

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Chapter 3: Oral Presentations Copyright © 2023 by Patricia Williamson is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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How to prepare and deliver an effective oral presentation

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• Peer review
• Lucia Hartigan , registrar 1 ,
• Fionnuala Mone , fellow in maternal fetal medicine 1 ,
• Mary Higgins , consultant obstetrician 2
• 1 National Maternity Hospital, Dublin, Ireland
• 2 National Maternity Hospital, Dublin; Obstetrics and Gynaecology, Medicine and Medical Sciences, University College Dublin
• luciahartigan{at}hotmail.com

The success of an oral presentation lies in the speaker’s ability to transmit information to the audience. Lucia Hartigan and colleagues describe what they have learnt about delivering an effective scientific oral presentation from their own experiences, and their mistakes

The objective of an oral presentation is to portray large amounts of often complex information in a clear, bite sized fashion. Although some of the success lies in the content, the rest lies in the speaker’s skills in transmitting the information to the audience. 1

Preparation

It is important to be as well prepared as possible. Look at the venue in person, and find out the time allowed for your presentation and for questions, and the size of the audience and their backgrounds, which will allow the presentation to be pitched at the appropriate level.

See what the ambience and temperature are like and check that the format of your presentation is compatible with the available computer. This is particularly important when embedding videos. Before you begin, look at the video on stand-by and make sure the lights are dimmed and the speakers are functioning.

For visual aids, Microsoft PowerPoint or Apple Mac Keynote programmes are usual, although Prezi is increasing in popularity. Save the presentation on a USB stick, with email or cloud storage backup to avoid last minute disasters.

When preparing the presentation, start with an opening slide containing the title of the study, your name, and the date. Begin by addressing and thanking the audience and the organisation that has invited you to speak. Typically, the format includes background, study aims, methodology, results, strengths and weaknesses of the study, and conclusions.

If the study takes a lecturing format, consider including “any questions?” on a slide before you conclude, which will allow the audience to remember the take home messages. Ideally, the audience should remember three of the main points from the presentation. 2

Have a maximum of four short points per slide. If you can display something as a diagram, video, or a graph, use this instead of text and talk around it.

Animation is available in both Microsoft PowerPoint and the Apple Mac Keynote programme, and its use in presentations has been demonstrated to assist in the retention and recall of facts. 3 Do not overuse it, though, as it could make you appear unprofessional. If you show a video or diagram don’t just sit back—use a laser pointer to explain what is happening.

Rehearse your presentation in front of at least one person. Request feedback and amend accordingly. If possible, practise in the venue itself so things will not be unfamiliar on the day. If you appear comfortable, the audience will feel comfortable. Ask colleagues and seniors what questions they would ask and prepare responses to these questions.

It is important to dress appropriately, stand up straight, and project your voice towards the back of the room. Practise using a microphone, or any other presentation aids, in advance. If you don’t have your own presenting style, think of the style of inspirational scientific speakers you have seen and imitate it.

Try to present slides at the rate of around one slide a minute. If you talk too much, you will lose your audience’s attention. The slides or videos should be an adjunct to your presentation, so do not hide behind them, and be proud of the work you are presenting. You should avoid reading the wording on the slides, but instead talk around the content on them.

Maintain eye contact with the audience and remember to smile and pause after each comment, giving your nerves time to settle. Speak slowly and concisely, highlighting key points.

Do not assume that the audience is completely familiar with the topic you are passionate about, but don’t patronise them either. Use every presentation as an opportunity to teach, even your seniors. The information you are presenting may be new to them, but it is always important to know your audience’s background. You can then ensure you do not patronise world experts.

To maintain the audience’s attention, vary the tone and inflection of your voice. If appropriate, use humour, though you should run any comments or jokes past others beforehand and make sure they are culturally appropriate. Check every now and again that the audience is following and offer them the opportunity to ask questions.

Finishing up is the most important part, as this is when you send your take home message with the audience. Slow down, even though time is important at this stage. Conclude with the three key points from the study and leave the slide up for a further few seconds. Do not ramble on. Give the audience a chance to digest the presentation. Conclude by acknowledging those who assisted you in the study, and thank the audience and organisation. If you are presenting in North America, it is usual practice to conclude with an image of the team. If you wish to show references, insert a text box on the appropriate slide with the primary author, year, and paper, although this is not always required.

Answering questions can often feel like the most daunting part, but don’t look upon this as negative. Assume that the audience has listened and is interested in your research. Listen carefully, and if you are unsure about what someone is saying, ask for the question to be rephrased. Thank the audience member for asking the question and keep responses brief and concise. If you are unsure of the answer you can say that the questioner has raised an interesting point that you will have to investigate further. Have someone in the audience who will write down the questions for you, and remember that this is effectively free peer review.

Be proud of your achievements and try to do justice to the work that you and the rest of your group have done. You deserve to be up on that stage, so show off what you have achieved.

Competing interests: We have read and understood the BMJ Group policy on declaration of interests and declare the following interests: None.

• ↵ Rovira A, Auger C, Naidich TP. How to prepare an oral presentation and a conference. Radiologica 2013 ; 55 (suppl 1): 2 -7S. OpenUrl
• ↵ Bourne PE. Ten simple rules for making good oral presentations. PLos Comput Biol 2007 ; 3 : e77 . OpenUrl PubMed
• ↵ Naqvi SH, Mobasher F, Afzal MA, Umair M, Kohli AN, Bukhari MH. Effectiveness of teaching methods in a medical institute: perceptions of medical students to teaching aids. J Pak Med Assoc 2013 ; 63 : 859 -64. OpenUrl

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Effective Oral Presentations

Verbally (and as a general rule), do not write down and memorize or read your full text, because then your presentation will sound like what it is: a recited written text. Instead, memorize the outline of your presentation — that is, a tree structure of main points and subpoints — and speak ex tempore, reinventing the words as you go along. As you do, you will occasionally need to think about what to say next and find the most appropriate words to say it. Instead of using filler words ( um , er , you know , I mean , etc.), simply pause. If you say um , you get about half a second of thinking time and the audience is likely to notice the um and be irritated by it. If you keep silent, you can get up to two or three seconds of thinking time without the audience noticing anything. Even if attendees do notice the silence, they will simply think that you are choosing your words carefully — and there is nothing wrong with that.

Despite pointing often at the screen, Marie nicely faces the audience with her body at all times, keeps her hands down between gestures, and maintains eye contact with the attendees. Transcript Vocally, vary the tone, rate, and volume of your voice as a function of the meaning, complexity, and importance of what you are saying. You need not invent a new intonation pattern: You simply need to amplify your normal pattern.

Visually, control your body. Adopt a stable, confident position; move only when you have a positive reason to do so (for example, move closer to the audience for taking questions), not when your body seems to ask for it. When you make a gesture, make it large and deliberate; between gestures, bring your hands down and do not fidget. Establish eye contact: Engage the audience by looking them straight in the eyes.

At all times, make sure you address the audience. Even if you have slides, tell the audience your story in a stand-alone way; do not just explain your slides. In particular, anticipate your slides. You should know at all times what your next slide is about so you can insert an appropriate transition.

Delivering as a non-native speaker

To keep the audience engaged , Jean-luc emphasizes his points with facial expressions, purposeful gestures, and — especially — a high dynamic range in his vocal delivery. Transcript If you are a non-native speaker of English, you may find it more challenging to speak ex tempore in English than in your native language. Still, even imperfect extemporaneous English is more likely to engage the audience than reciting a more polished, less spontaneous written text. To improve your delivery and overall presentation as a non-native speaker, practice more, pace yourself, and support your spoken discourse with appropriate slides.

While all speakers benefit from practicing their presentations multiple times, consider investing more time in such practice if you are less familiar with the language. Practicing helps you identify missing vocabulary, including key technical terms (which are difficult to circumvent), and express your ideas more fluently. As you practice, you may want to prepare a list of difficult words (to review on the day of your presentation) or write down an occasional complex yet crucial sentence. Still, do not feel bound to what you write down. These notes should be a help, not a constraint.

Practicing in front of an audience (a few colleagues, for example) can help you correct or refine your pronunciation. If you are unsure how to pronounce some words or phrases, you can ask native speakers in advance or check online dictionaries that offer phonetic spelling or audio rendering. Still, you may be unaware of certain words you mispronounce; a practice audience can point these words out to you if you invite it to do so.

During your presentation, pace yourself. As a non-native speaker, you may feel you need to search for your words more often or for a longer time than in your native language, but the mechanism is the same. Do not let this challenge pressure you. Give yourself the time you need to express your ideas clearly. Silence is not your enemy; it is your friend.

Pacing yourself also means speaking more slowly than you otherwise might, especially if you have an accent in English. Accents are common among non-native speakers — and among specific groups of native speakers, too — and they are not a problem as long as they are mild. Often, they are experienced as charming. Still, they take some getting used to. Remember to slow down, especially at the beginning of a presentation, so your audience can get used to your accent, whether native or not.

Handling stage fright and mishaps

Most speakers, even experienced ones, are nervous before or during an oral presentation. Such stage fright is normal and even reassuring: It shows that you care, and you should care if you want to deliver an effective presentation. Accordingly, accept your stage fright rather than feeling guilty about it. Instead of trying to suppress nervousness, strive to focus your nervous energy in your voice, your gestures, and your eye contact. Do not let it dissipate into entropy, such as by using filler words or engaging in nervous mannerisms.

Among the many ways to keep your nerves under control, perhaps the most effective one is to focus constructively on your purpose at all times. Before your presentation, eliminate all the unknowns: Prepare your presentation well, identify (or even meet) your audience, and know the room. During the presentation, do what it takes to get your message across, even if it means doing something differently than you had planned. Have a positive attitude about the presentation at all times: Visualize what you want to achieve, not what you want to avoid.

Even with careful preparation, mishaps can occur. For example, technology may fail, you may forget what you wanted to say, or you may accidentally say the wrong thing. As a rule, do not apologize for what happens — neither in advance nor after the fact. Although well-meant, such apologies provide no benefit to the audience: They are noise. If you can do something about the problem, such as fix the technology or insert what you forgot later in the presentation, concentrate on doing so instead of apologizing. If the problem is out of your control, then there is no need to apologize for it. As a specific example, if you feel your command of English is poor, then do what you can in advance to improve it; in particular, practice your presentation thoroughly. Then, on the day of the presentation, do your best with the command you have, but do not apologize at the beginning of the presentation for what you think is poor English. This apology will not solve anything, and it gives the attendees a negative image of you. Rather, let the attendees judge for themselves whether your command of English is sufficient (perhaps it is, despite what you might think). In other words, focus on delivering results, not excuses.

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How to Prepare and Give a Scholarly Oral Presentation

• First Online: 01 January 2020

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Building an academic reputation is one of the most important functions of an academic faculty member, and one of the best ways to build a reputation is by giving scholarly presentations, particularly those that are oral presentations. Earning the reputation of someone who can give an excellent talk often results in invitations to give keynote addresses at regional and national conferences, which increases a faculty member’s visibility along with their area of research. Given the importance of oral presentations, it is surprising that few graduate or medical programs provide courses on how to give a talk. This is unfortunate because there are skills that can be learned and strategies that can be used to improve the ability to give an interesting, well-received oral presentation. To that end, the aim of this chapter is to provide faculty with best practices and tips on preparing and giving an academic oral presentation.

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Strategies for the Preparation and Delivery of Oral Presentation

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Gore-Felton, C. (2020). How to Prepare and Give a Scholarly Oral Presentation. In: Roberts, L. (eds) Roberts Academic Medicine Handbook. Springer, Cham. https://doi.org/10.1007/978-3-030-31957-1_42

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The Power of Strong Oral and Written Communication Skills

Learn how to improve your oral and written communication skills by expressing ideas clearly, fostering understanding, and connecting with others.

Oral and written communication skills are essential components of effective interaction, involving both verbal and written forms of conveying information and ideas. 

Oral communication skills encompass the ability to express thoughts, opinions, and information through spoken words, while written communication skills involve conveying messages, instructions, or thoughts using written language. 

Both oral and written communication skills play a pivotal role in expressing ideas clearly, fostering understanding, and connecting with others across different contexts.

Importance of Effective Communication in Various Aspects of Life

Effective communication skills are paramount in personal, professional, and academic spheres. In the workplace, clear oral and written communication enables employees to articulate ideas, collaborate with colleagues, and present their thoughts convincingly to employers or clients. 

Written communication skills are crucial for crafting professional documents such as emails, reports, and cover letters. In academic settings, effective communication aids students in presenting research, participating in discussions, and writing papers. 

Moreover, in everyday life, strong communication skills foster better relationships, facilitate successful interactions, and contribute to overall clarity and understanding in various interactions.

The Importance of Oral Communication Skills

Effective verbal communication in personal relationships.

Building Strong Connections with Others: Oral communication skills are instrumental in establishing meaningful relationships. Through effective verbal communication, individuals can share thoughts, emotions, and experiences, fostering deeper connections and understanding with family, friends, and acquaintances. 

Open and honest conversations enable individuals to connect on a personal level and build trust, enhancing the quality of relationships.

Resolving Conflicts and Misunderstandings: Strong verbal communication skills are essential for addressing conflicts and resolving misunderstandings. 

The ability to express oneself clearly, actively listen, and provide constructive feedback aids in navigating difficult conversations. Individuals with strong oral communication skills can discuss concerns, clarify misunderstandings, and find mutually agreeable solutions, contributing to healthier and more harmonious relationships.

Professional Benefits of Strong Oral Communication

Effective Teamwork and Collaboration: In the professional realm, effective verbal communication skills are crucial for successful teamwork and collaboration. 

The ability to communicate ideas, provide feedback, and actively participate in discussions contributes to a productive work environment. Teams that communicate well can exchange insights, pool talents, and achieve common goals efficiently.

Improved Public Speaking and Presentation Skills: Strong oral communication skills enhance public speaking and presentation abilities. Professionals who can convey information persuasively and engage their audience effectively make impactful presentations. 

Whether delivering a pitch, leading a meeting, or presenting to a large audience, strong verbal communication skills instill confidence and captivate listeners, leaving a lasting impression.

Developing Verbal Communication Skills

Active listening techniques: .

Active listening is a foundational skill for improving oral communication. This technique involves fully engaging with the speaker, giving them your undivided attention, and understanding their message beyond just words. 

By maintaining eye contact, nodding, and asking clarifying questions, you demonstrate your genuine interest and comprehension. Active listening helps foster better connections, minimizes misunderstandings, and allows you to respond thoughtfully.

Enhancing Non-Verbal Communication:

Non-verbal cues, such as facial expressions, gestures, and body language, play a significant role in conveying messages during oral communication. Developing awareness of your non-verbal cues and aligning them with your spoken words enhances your overall communication effectiveness. Positive non-verbal communication signals attentiveness, openness, and confidence, helping you build rapport and establish credibility.

Practicing Effective Speaking and Clarity of Expression:

Practicing effective speaking involves expressing ideas clearly, concisely, and confidently. Focus on articulation, pronunciation, and tone to ensure your words are understood. Using appropriate vocabulary and structuring your sentences coherently adds to your communication clarity. 

Regular practice through discussions, presentations, and even role-playing scenarios can help you refine your speaking skills and overcome any hesitations or stumbling blocks in verbal communication.

The Importance of Written Communication Skills

Written communication in the workplace:.

Effective written communication is essential in professional settings for several reasons. Clear and concise emails and memos ensure that information is conveyed accurately without confusion. 

Professional written reports and documentation contribute to organized and well-documented project management, decision-making, and compliance with industry standards. Strong written communication skills not only reflect your competence but also facilitate seamless communication within the team and with stakeholders.

Personal Benefits of Strong Written Communication:

Developing strong written communication skills has personal benefits beyond the workplace. It enhances your organization and critical thinking abilities as you structure your thoughts logically and coherently. 

Expressing thoughts and ideas effectively in writing allows you to communicate with clarity and precision. This skill is valuable for both formal and informal contexts, from crafting persuasive essays to sharing ideas on social media. Strengthening your written communication skills empowers you to convey your messages with impact and engage with a broader audience.

Developing Written Communication Skills

Understanding the Purpose and Audience: Developing strong written communication skills involves considering the purpose and audience of your writing. Identifying why you are writing and who your target audience is helps tailor your message appropriately. 

Whether it's a formal report, an email to colleagues, or a social media post, knowing your purpose guides your content and tone. For example, writing an informative report for a professional audience requires a different approach than composing a casual email to friends. Understanding your purpose and audience ensures that your written communication is relevant, engaging, and effective.

Organization and Structure in Writing: Effective writing requires proper organization and structure to present ideas coherently. Start with an introduction that captures the reader's attention and outlines the main points. 

Organize the body of your writing logically, presenting ideas in a sequence that flows smoothly. Each paragraph should focus on a single idea, and transitions should link your points seamlessly. 

Conclude with a summary that reinforces your main message or provides a call to action. Well-organized writing guides readers through your content and makes it easier to comprehend and remember.

Effective Use of Grammar, Punctuation, and Vocabulary: Grammatical accuracy, proper punctuation, and varied vocabulary are crucial for clear and effective written communication. 

Grammatical errors and awkward phrasing can detract from your message, leading to confusion or misinterpretation. Correct punctuation enhances the clarity and readability of your writing. 

Additionally, using a diverse range of vocabulary improves the richness and precision of your content. Regularly reviewing grammar rules, practicing proofreading, and expanding your vocabulary are essential steps in enhancing your written communication skills.

Integrating Oral and Written Communication Skills

Bridging the gap between oral and written communication:.

Integrating both oral and written communication skills is essential for effective communication in various contexts. While oral communication allows for immediate interaction and engagement, written communication provides a lasting record and reference. 

Bridging the gap between these skills involves recognizing their complementary nature. For instance, articulating ideas clearly in writing helps structure your thoughts and can serve as a foundation for confident verbal communication. 

Similarly, the ability to express yourself eloquently in speech can translate to persuasive writing. By honing both oral and written communication skills, individuals can convey their ideas comprehensively and adapt to diverse communication scenarios.

The Impact of Effective Communication Skills on Overall Success:

Proficiency in both oral and written communication is a cornerstone of overall success. In professional settings, strong communication skills enhance collaboration, leadership, and the ability to influence others positively. 

Employers often seek candidates with excellent communication skills, as these skills contribute to effective teamwork, client relationships, and project management. Moreover, these skills extend to personal life, fostering better relationships and facilitating efficient interactions in everyday situations.

Mastering effective communication, whether oral or written, empowers individuals to navigate challenges, convey their ideas persuasively, and achieve their goals with confidence.

In today's interconnected world, oral and written communication skills hold immense value. The ability to convey ideas effectively through spoken and written words is pivotal in personal, academic, and professional spheres. 

Strong oral communication skills enable meaningful interactions, resolving conflicts, and fostering connections. Meanwhile, proficient written communication skills allow for clear documentation, organized thought expression, and impactful written reports.

The journey towards mastering oral and written communication skills is ongoing. Continuously refining these skills offers numerous benefits, enhancing career prospects, building strong relationships, and contributing to personal growth. 

Embrace opportunities to enhance your communication abilities, whether by practicing active listening, refining your writing style, or engaging in public speaking. 

By prioritizing the development of these skills, you empower yourself to effectively navigate various communication scenarios, enrich your interactions, and contribute positively to your personal and professional life.

Introducing Dive: The Perfect AI Companion for 2023

Dive is your ultimate AI assistant for supercharging your meetings. Dive seamlessly integrates with popular video conferencing platforms, revolutionizing your meeting experience. 

With automated task allocation, real-time transcription , and insightful analytics, Dive ensures your meetings are efficient, engaging, and result-driven. Elevate collaboration and productivity with Dive and make every meeting count.

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Oral presentation tips: how to deliver a speech for school or work.

Jerz >  Writing > [ Academic |  Technical ] This document briefly describes how to  write and deliver a formal oral presentation on an academic or professional subject. It should be useful for anyone who wants to know how to speak in public.

Note: by “formal presentation,” I don’t necessarily mean a Shakespeare monologue or a scientific treatise on robot-assisted microsurgery. Giving an oral presentation on  any subject–your favorite book, current events, a family story–can be “formal” and “technical” whenever its primary purpose is to communicate complex information.

The  content is the most obvious component of any oral presentation — after all, if you are talking, you had better have something worthwhile to say.  But a presentation is only as effective as its  delivery .

Part 1: Planning the Content

1.  Determine your goals. 2.  Prepare your material. 3.  Study a model. 4.  Arrange with your strongest points first . 5. Practice, practice, practice .

Part 2: Delivering the Content

6.  Make eye contact with your audience. 7. Engage actively with the audience. 8. A slide show is not a speech. 9.  Watch the time! 10.  Take questions in the middle, not the end?

1) Determine Your Goals as a Speaker

2) Prepare your material

Plan. Practice. Keep what’s good and try again. 

Good speakers usually aim to look like they are speaking effortlessly, tossing off words as they come to mind. What you don’t see is the preparation that paved the way for the polished performance. It’s all an act! You can do it too, if you plan ahead.

Once you know what your goal is, and you know what your audience wants, you can start strategizing. There is no single strategy that will guarantee success. How you plan depends on many variables.

How many minutes long is your speech? About how many words do you speak per minute?

Will your audience be lost if you use jargon? Will they feel talked down to if you spend time defining terms they already know?

Do you expect that your audience will disagree with you? (If so, you might need to give more examples and more evidence and spend more time addressing reasonable objections in order to sound convincing, which may mean talking a little faster.)

Do you expect your audience already agrees with the position you will take? (If so, they may check out if your speech simply rehashes arguments they already accept without question. What can you say to an audience that already agrees with you? Why would you listen to a speaker who is restating things you already accept as the truth?)

Graphics, inspirational quotations, and anecdotes are all well-respected methods of maintaining audience interest. However, Pinterest clip art, fancy computer transitions between slides, and vaudeville tricks get old pretty quickly (see Don McMillan’s hilarious “ Death by Powerpoint “), and they eat up time that you could use more effectively.

3) Study a Model

The internet is of course full of examples of good speeches, but the YouTube users who vote on videos may not have much in common with the audience who will hear your oral presentation.

Do you have access to speeches that your discourse community values? Your instructor or supervisor may not have ready access to video recordings from last year’s class or last quarter’s budget meeting, but you can pay attention to the speaking techniques deployed by people with authority in your field.

For instance, I have a colleague who never says, “This is taking too long, and I’m watching the clock, so let’s get on with it already.” Instead, this person says, “I’m conscious of everyone’s time, so shall we move on to the next item?”

Bear in mind that

• if you have been assigned to deliver a speech that defends a position on a topic (such as, whether Huckleberry Finn should be taught in middle school)…
• but your instructor usually refrains from stating any one answer is the best (preferring instead to present several viewpoints and letting the students decide for themselves)…
• then your instructor’s open-ended lecture (intended to spark a discussion) is not a good model of a position statement (intended to showcase your ability to latch onto a specific solution).

While this handout aims to provide general tips, you should ignore any general tip that contradicts something specific you learn about the goals, context, or genre of the specific speech you are preparing.

General Model

Successful oral presentations typically share some basic characteristics, owing to the nature of the spoken word.

• Tell them what you’re going to tell them.
• Tell them what you told them.

When we read, we can go back and reread passages we skimmed over the first time, and we can skip ahead when we’re bored. In a live oral presentation, the audience can’t re-read or skip ahead. If the audience doesn’t know why they are listening to your anecdote about winning the spelling bee, or why they should care what version of the software was installed on the computer that you used to crunch your numbers, their attention will wander and it will be hard to get it back.

When we listen, we gratefully cling to orientation phrases that help us understand what the whole shape of a speech is, where we are within the overall structure, and when we are transitioning from one section to another.

Your specific occasion for delivering a speech may involve specific contextual details that don’t mesh with the general advice I’m providing here.

• Introduction :   "I am Pinky J. Witzowitz from the U.S. Department of Bureaucracy, and I have been asked to speak for 20 minutes on 'The Government's Plan for Preventing Situation X in America's Heartland.'"
• "Situation X is the worst thing that can happen to you and your family." [ Startling claim ; follow up by citing the source of this quote, or giving evidence that supports it.]
• "It happened once to a family in Dubuque, and they were never heard from again." [ Anecdote ; follow up with details.]
• "I am here today to tell you how to prevent this terrible tragedy from striking you." [ Demonstrates relevance ; move directly to your  road map ]
• Main Content :  Put up a slide with topics to cover, a specific problem to solve, or a series of questions to answer. Promise that your talk will address the material on that slide. You might even return to that slide each time you start a new subsection, with the current place in the talk highlighted.

• Questions/Comments from the Audience? Even though most people save the question period until the end, they lose the opportunity to modify their conclusion to address the interests of the audience.
• Recap :  Our earnest “Situation X” speaker might give microencapsulated answers to all the questions on the main road map:  "We have learned that Situation X is a blah blah blah; that we should all care about it because yada, yada, yada..."
• Wrap it up : After reminding the audience how all these factors fit together, the speaker might say,  "Now that you understand how the U.S. Department of Bureaucracy helps you keep Situation X out of your life, please take one of our pamphlets home to your family and put it by the telephone where you can get it in an emergency; your family will thank you."
• Invite Questions :   If there is time, and if you haven’t already done so.

4) Arrange with Your Strongest Points First

In rare cases — such as when you are facing a hostile audience, you might want to start out by emphasizing where you agree with your audience, and then carefully working your way towards your most divisive, most daring claims.

• If the question is actually important to your talk,  you’ll probably be able to answer right away.
• If you can’t answer right away, or you don’t want to take the time, just promise you’ll follow up via e-mail , and then go right back to your presentation. Most  audience members will probably have been annoyed by the interruption.  They will be  delighted that you  didn’t take the questioner’s bait .

5) Practice, Practice, Practice.

Set a timer, and deliver your speech to a willing co-worker or family member, your pet fish, or the bathroom mirror.

My students are often surprised at how hard it is to fill up 3 minutes for an informal practice speech early in the term, and how hard it is to fit everything they want to say into a 10-minute formal speech later in the term.

Once you have the right amount of content, make a video recording of yourself practicing. If you plan to show a video clip, or ad-lib an explanation of a diagram, or load a website, or pass out paper handouts, or saw an assistant in half, actually do it while the camera is rolling, so that you know exactly how much time it takes.

Time it out.

• Script out a powerful introduction and conclusion.
• Know how long each section of your speech should take.
• which example or anecdote you will cut if you are running long?
• what additional example you can introduce if you need to fill time?

If you know your conclusion takes you 90 seconds to deliver, make sure to start your conclusion when you have at least 90 seconds left.

At several key points during your speech, maybe while you are playing a video or while the audience is taking in a complex image, glance at the clock and check to see — are you on track?

If you notice you’re starting Section 3 60 seconds later than you had intended, try to make up for time by rushing through your second example in section 3 and cutting the third example in section 4, so that you still have the full 90 seconds at the end to deliver that powerful conclusion.

Technological Considerations

• Do you know how to connect your computer to the overhead projector? (If you don’t know, who does?)
• What will you do if you can’t get your computer connected to the projector? (Back in 2003, when I applied for my current job at Seton Hill University, I was asked to give a teaching demonstration. I couldn’t get my laptop to work with the overhead projector, but I had posted the most important links on my blog, and I had brought along a printout of my speech, just in case. My preparations have paid off, because I got the job.)
• In the room where you will be speaking, will you be using a microphone, or relying on your unamplified voice?
• Will you be able to walk around with the microphone — perhaps to gesture at details in the slides — or is the mic attached to a stand? (Do you need to borrow a laser pointer, or get a volunteer to advance slides for you?)

6) Make Eye Contact With Your Audience.

I once sat through a four-hour training session, during which this was all I could see of the instructor.

Go ahead and write your whole speech out so you can read robotically if you blank out, but you should practice your speech so you know it well enough that you can glance up from your notes and look at your audience as you speak.

7) Engage with the audience.

Pay attention to the audience, and they will pay attention to you.

Don’t try to recite from memory . If you spend your energy worrying about what you’re supposed to say next, you won’t be able to pay attention to whether the audience can hear you, or whether the overhead projections are focused.

Preparation : Set up before the audience files into their seats. If you have scheduled a presentation for a class, don’t sit in your seat like a lump while your professor calls the roll and hands out papers. Few things are more boring than watching a presenter log into the computer, fiddle with the video data projector, hunt around for the light switches, etc.

Introduction : As the audience files into their seats, have a title card displayed on the screen — or at least write your  name and the title of your talk on the whiteboard.  In a formal setting, usually a moderator will usually introduce you, so you won’t need to repeat everything the moderator says.  Avoid canned introductions like “Principal Burch, members of the faculty, and fellow students, we are gathered here today…”

Hashtag : If it’s likely that many people in your audience use the same social media network, consider encouraging them to post their thoughts there. When you introduce yourself, give your social media handle and suggest a hashtag.

Handouts : Consider distributing handouts that present the basic facts (names, dates, timelines) and your main points.  You can keep the conclusion just slightly mysterious, if you don’t want to give everything away immediately, but the idea is to free the audience from the feeling that they have to write everything down themselves. (Note: Simply printing up all the overhead slides wastes a lot of paper.)

Grabber : Grab the attention of your audience with a startling fact or claim, an inspiring quotation, or a revealing anecdote.   This is not the time to try out your nightclub act; the “grabber” is not just comic relief, it also helps you set up the problem that you are going to address.  If the audience will be diverse and general, you can use the “grabber” as a metaphor, helping the audience see why the topic is so important to you, and how it might be important to them, too.  If your audience shares your technical specialty, and thus needs no special introduction to the topic, feel free simply to state your purpose without much to-do; but bear in mind that even technical audiences don’t want to be bored.

Road Map : Once you have established the problem or the main point of your talk, let the audience know how you are going to get to a solution.  You might put up a series of questions on a slide, then as your talk progresses, proceed to answer each one.  You might break each question down into a series of smaller questions, and answer each one of these in turn.  Each time you finish a subsection, return to the road map, to help your audience keep track of where you have been and where you are going.

Conclusion : To give your presentation closure, return to the “grabber”, and extend it, modify it, or otherwise use it to help drive home your main point.  Recap your main points, and demonstrate how they all fit together into a thought that the audience members can take with them.

8) A Slide Show Is Not a Speech

Don’t read word-for-word with your nose buried in a stack of papers . If you bother to show up to hear a person speak, how do you feel when the speaker mumbles through page after page of written text? Do you feel you should have just asked for a copy of the paper in the mail?

When you present, make every effort to include your audience; after all, they are the reason you are speaking in the first place.

If you do feel that you must write out your speech word-for-word, you should be familiar enough with it that you don’t need to look at the paper all the time. (And hold the page up when you glance at it, rather than bending down to look at it.)

9) Watch the time!

To help pace yourself, at the top of each page of your notes,  write down what time it should be ; as you turn each page, you can glance at the clock and see whether you are on track.

(The first time I gave this advice to a technical writing class, I mimed the action of “looking at the clock” — and noticed that I was running ten minutes behind, eating into time that I had promised to a student for an in-class testing session.  That was a rather humbling experience!)

See the “preparation” section above. If you have already practiced your speech and timed out the various sections, you’ll know whether you are running long. If you are, don’t talk faster — cut  something that you already marked out as optional.

Decide in advance which examples, which anecdotes, which subsections you can drop, without damaging the whole presentation.

I was at a conference in 1998 where the first speaker talked for 40 minutes — double  her allotted time.  (Why the moderator allowed this is a mystery to me.)

• None of the other speakers on the panel felt like cutting their talks to compensate.
• The result was that the last scheduled speaker — who had paid for an international plane ticket and a week in a hotel — did not get to speak at all.

10) Take questions in the middle, not at the end?

The benefits include:

• If you spark a good Q & A session, your audience will remember and appreciate it.
• If nobody has any questions,  you can just fill up the space with more of your own material .  That would be much harder to do if you have already wrapped up your talk and had nothing left to say.
• If you really know your material, you can  adjust your conclusion to address the questions raised by the audience.  Even if someone in the audience steals a little of your thunder by bringing up points you were saving for your big finish, you will appear smart for having predicted that audience response. At the same time, someone in your audience will feel smart for having anticipated what you were going to say.

Dennis G. Jerz , 01/27/2009 07:24:28 Oct, 1999 — first written 03 Dec, 2000 — posted here 03 June 2003 — tweaked and updated 30 Oct 2011 — updated and added video links 31 May 2016 — major update; separated into “preparation” and “presentation” sections. 26 Jan 2018 — blackboard -> whiteboard

50 thoughts on “ Oral Presentation Tips: How to Deliver a Speech for School or Work ”

Thanks alot for your teachings

Thank a lot , really great tip for oral presentation, i’ll implement these tips, and will let you know.

Very helpful tips.

this is awfully helpful. I am a teacher in France and my students have to do presentations in English. I wish they could read this and understand.

Thank you for these very useful tips on Oral presentation. I am taking an Organizational Behavior class and need to do a 5 minute oral presentation on a real life situation about Conflict Management in the Workplace. I am not sure how to structure or begin the presentation.

I like it Really helpful for me

Thank you for helping me to do my presentation…..and I have learned so much from oral presentation.

thankyou thankyou thankyou this helped me so much!!! : )

thankyou thankyou thankyou this helped me so much in english!!! : )

Thanks. Really helpful

Hi, I going to do 3 minute presentation and my topic is My son. what is a best tips to talk about the this topic. I am not sure where to start. Any tips to help me with.

Is that the topic you were assigned? Are you taking a public speaking class, a child development class, a class in writing personal memoirs, or are you learning English as a second language? I don’t know how your instructor will evaluate your work, so I am not sure how to help.

You might find it useful to look at this handout on writing personal essays. http://jerz.setonhill.edu/writing/creative1/personal-essays/

Hi, I going to do minute presentation and my topic is My son. what is a best tips to talk about the this topic. I am not sure where to start. Any tips to help me with.

This sort of helped

Denise Gillen Caralli liked this on Facebook.

Enter your comment here…Thanks a lot… I will follow your instructions..I’m hopeful those tips will work. .. Thanks once again….

Thanks so much will follow your instruction tomorrow where I will be having presentation with 180 Head masters about suplimetary feeding on their hunger striken ares

Yeah ,thanks and good luck to all of you from a powerful Jamaican girl

That’s great… It will work well for those who are aiming for like me. Thanks!

The tips are totally handy until now I am still applying it.

Appreciate it. =)

Very helpful for my presentation. Thanks!

I have learned a lot on this…thanks

Thanks a lot I have learned so much on this

I suppose to give out a presentation on Monday on someone or something in either an athlete or an actor and I don’t know how to start

i have a question i am supposed to give a speech but it has to have a power point or a drama thing the only problem is that i can’t have a power point because it won’t work into my speech and neither will a drama thing what should i do?

I suggest you talk to whoever set up the requirement for a slideshow/drama component. Maybe there is some flexibility, or maybe you’ll find a way to work that component into your speech.

Thank you heaps this really helped a lot

that is such good information and i believe im going to pass my speeches.

wow!!this are really helpfull stuff..but im just not confident enough to stand infront of all those people..wish i could do it without them looking at me

blind fold them! just joking…I’m getting ready to do mine and I’m having the same problem as you.

this is a helpfull site

this isn’t helping me with how nervous I am!! bye!!

love it really helped

thanks you are good

I have to do a presentation about “Importance of learning English”. There are 6 people in my group including myself. The presentation has to be exactly 8 minutes. We can’t use PowerPoint. Can you give us any unique, memorable and creative idea?

What are some lessons or life experiences that you find unique and memorable? I’d probably do a play, with a character who gets into trouble because he/she doesn’t know English, and then has a chance to correct those problems by demonstrating how learning English can fix the problems.

Hello mr.Dennis,I go straight to it.how can I become the most sought after Master of Ceremony(M.C.)/tv show presenter extra-ordinaire in my country before going international?any useful tips?

Sorry, that question is not something I cover on this page.

really well writen loved how you added steps so its easy to follow clear easily can be understaned and really helps us and gives us tips that we should actually think about and use at times

Yeah! I found it quite impressive. I hope it’z gonna be helpful for me to develop my speech techniques.

Nice tips….i think it will help me. but it’s too lengthy,it takes so much of time to read.

This really helps to prepare for all sort of things, Thanks a lot

Really helpful! Thank you

Pingback: Oral Presentation Readings « readwriteredroom

i love this helpful tips of oral presentation.. hope to visit this again or i just make a hard copy of this… thank you very much for that…

it was quite helpful

thank you for the great tip, but my problem is actually that I have a presentation on ‘All About Me’ and I have to keep the audience ‘engaged’ like by making a guessing game or something. If anyone has any other ideas please help!!

This may help: http://jerz.setonhill.edu/writing/creative1/showing/

This really helped me prepare my oral presentation…thanks very much!!!!

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How to Write an Oral Presentation

How to Talk in My First Class Seminar

An oral presentation can be a confusing and intimidating prospect. Often people are unclear as to what it actually is. An oral presentation is a verbal report or lecture or address about a particular topic or set of topics. It may include visual props, slides or video clips, but the bulk of the content is delivered from a speaker to an audience through words. It can be overwhelming to think of how to write an oral presentation, particularly if you've never done it before.

It can also be scary because an oral presentation requires you to speak as the center of attention for a period of at least a few minutes. Many people are afraid of public speaking, and the idea of having to give an oral presentation can cause a great deal of anxiety. However, with preparedness and practice, you'll find that writing an oral presentation is less frightening than it seems.

Oral vs. Written Presentations

Oral presentations are very different from written presentations. For one thing, the language you use in a written presentation, paper or article is significantly more formal than the kind of language that you'll use in an oral presentation. You'll want to make sure that your presentation is accessible to experts and non-experts, so unless they are absolutely necessary, you should take care to eliminate things like jargon, acronyms or insider terms that will make the presentation inaccessible to people who are not experts in your field. Oral presentations also require a connection and interaction with your audience. You'll need to lean heavily on your memory to be sure that you don't forget anything as you won't be reading off of a page. This is why writing an oral presentation requires significant practice and preparation.

Researching for an Oral Presentation

Before preparing your oral presentation you'll likely need to do a decent amount of research. Regardless of whether or not you've written extensively about the topic prior to preparing your oral presentation, research is still a critical piece of preparing. Research is necessary to ensure that the information you're going to be giving is accurate and to the point. You may feel that you're already an expert on the topic you're going to discuss, but there is always the chance that you could learn more, and that the knowledge you gain from some research can change your oral presentation for the better.

Oral presentations, unlike a written report, require that you're able to hold forth on your topic in a relaxed conversational manner. This means that by the time you're ready to give your oral presentation, you'll have become an authority on the subject. The best way to do this is to do extensive research on the topic and get familiar with any adjacent topics that might be relevant or related. First, do a search to get all of the necessary background information on the topic you're planning to focus your oral presentation around. Then see what other research into the area has been done. Is there research that contradicts the research you have already read? Are there sources you have not consulted yet that may have valuable information for you to consider?

Make sure that your research is thorough and extensive, to avoid missing important information about your topic. It's also a good idea to see if there are any video presentations available on similar topics. This way you can see how other people have dealt with your topic in this context before, and perhaps get some tips on what to include and what to leave, and possibly get some help with the format and structure of your presentation.

Preparing to Write an Oral Presentation

As you begin to prepare for your oral presentation, you'll want to keep the focus of your presentation firmly in mind. Having a focus or organizing principle will help you with one of the key pieces of preparing for an oral presentation: creating an outline. Another word for an organizing principle is a thesis statement. As with a paper or an article, the thesis statement is the main point that you're trying to make. If you're speaking about more than one topic in your oral presentation, you may have more than one thesis or one for each topic.

An outline will help you organize your thoughts and the flow of the presentation, so you can take listeners through information that may be very complex in a way that makes sense to them. Many people may find listening to a presentation of new material confusing or challenging, so something to keep in mind is clarity and simplicity. This is where an outline is helpful.

Before beginning your outline, you'll want to get a rough list of everything you want to cover in your presentation. You can look for ideas by searching for an oral presentation example speech online or oral presentation tips for students. Make a list of bullet point topics that come to mind when you imagine the kinds of things you want to talk about. Then go back and cross out any points that are redundant and repetitious, and indicate if any points can be nested under a larger umbrella topic. Once you have a clear list of the items you want to discuss in your oral presentation, you can begin to create an outline.

The Importance of an Outline

An outline is a way to set up your oral presentation before you give it. This will help you structure the presentation and ensure that the information you're giving makes sense and has context. It's also a good idea to make an outline, so you can be sure that you don't leave out or forget any critical information during the course of your presentation. Armed with your list of bullet points, you're ready to begin to organize your presentation from beginning to end. An outline is a sort of like a map for your presentation. Where do you want to begin? What will be the conclusion?

Write down the topic you're planning to open with, then think logically about the sequence of points you want to make to follow it up. Figure out what the most natural flow is; in other words, find out where it makes sense to begin and where to go next. Paying attention to flow in your presentation is a key part of writing an oral presentation that will make sense to listeners. Jumping from topic to topic in a disjointed way can make your presentation confusing to the people listening. Try to make sure all the topics in your outline lead naturally from the one before it to the one after. The clearer your organizational method is, the better understood your oral presentation will be.

Outline Structure and Topic Sentences

Because you're not going to be reading the presentation, the outline can be written in a note format made up of topic sentences that will prompt you to begin discussing the topic, rather than reading a pre-written text. It's important to keep in mind that you aren't going to write out your entire oral presentation. Speaking to an audience is very different than reading to an audience. You don't want the people listening to your oral presentation to feel like they're hearing someone read a paper. Instead, make your presentation as conversational as you can. This requires mastery of the material and a clear outline.

Under each bullet point in your outline, write down any words, phrases or notes that will help you to remember the content for that particular part of the presentation. Build your whole outline this way, laying out the topic sentences at the heading of each section and using them as a jumping off point to start speaking about each one. Once you've arranged your list of bullet points in the order you plan to discuss them, you'll want to jot down the particular topic sentences and points you hope to make in each section. While you want to make sure that you include all the relevant topics in your oral report,

Practicing Your Oral Presentation

Once you have completed your outline, you're ready to do a "dry run" of your presentation. Starting at the beginning, give the oral presentation once all the way through. For the first dry run, do the presentation alone. See if it makes sense, if it feels clear and if you're able to move from topic to topic in a way that flows naturally and seems cohesive. If there are any problems, or if things seem unclear during the presentation, go back and revise your outline. If you find yourself stuck for things to say about a certain part of the outline, that's a sign that you need to go back and do more research on that particular topic to make sure that it all flows together without an issue.

Besides things like speaking slowly, clearly and with authority, a practice run is also to help you weed out unnecessary content in your oral presentation. Very often, people who are preparing for an oral presentation are most used to writing essays and reports and including background details that they feel are necessary or enlightening but may be excessive for an oral presentation.

Practice With an Audience

Once you've gotten your presentation tweaked to your liking, and you can perform it for yourself in a mirror with a feeling of confidence, it's time to bring in an audience. Ask one or two friends, family members or coworkers to help you with your oral presentation by listening to you run through it. After you've finished, ask them if it made sense, if you spoke clearly and if they had any questions. These topics are now very familiar to you, but they may not be familiar to your audience, so listen to their questions and feedback. They may be able to point out places where you need more information or need to be clearer.

Getting feedback from people unfamiliar with your topic is also a good way to find out what questions an audience may have that you hadn't yet thought of. This can be helpful for you in terms of rewriting your outline or rewriting your oral presentation altogether to make it clearer, easier to understand and thus a more effective presentation.

Practicing with an audience will also help you relax and talk about your topic in a more conversational and less stiff manner. Once you give your oral presentation to your audience, you may find that some of the things you wrote in your outline feel redundant or unnecessary. If that's the case, you should plan to revise and remove anything that you think doesn't serve your message. Once you've practiced a few times and feel that you've made all necessary adjustments, keep running through the presentation again, either alone or with an audience, to further help you remember the flow of the topics and guarantee that you won't need to read too much from your outline.

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• UHawaii: Oral Presentation Outline Format
• Nature: Oral Presentation Structure
• Oral Presentation Tips
• Recommended Reading
• Practice your oral presentation in front of a trusted colleague or loved one. Modify the content of your presentation and your delivery style as needed. Don't be afraid to rewrite entire note cards if necessary.
• Improvise during your oral presentation. Take cues from your audience. You do not have to follow your note cards to the letter.
• You can tell your presentation is going in the wrong direction when the people in the room start talking among themselves or eyes start wandering toward the window. If you see this happening, an immediate change in the direction of your presentation is necessary.

Ashley Friedman is a freelance writer with experience writing about education for a variety of organizations and educational institutions as well as online media sites.

20 Key Differences between Oral and Written Communication

Table of Contents

In business and everyday life, communication is key. But when is it best to speak face-to-face, and when is it better to put things in writing? This blog post explores the differences between oral and written communication and offers insights into when each method is most effective.

Explanation of oral and written communication

The act of using spoken words to transmit messages or information is known as oral communication . This type of communication can take place in various forms such as face-to-face interactions, telephone conversations, and video or audio recordings.

Oral communication involves not just the words being spoken, but also the tone, pitch, and other nonverbal cues such as facial expressions, body language, and gestures. These features of oral communication can impact the effectiveness of the communication and its interpretation.

Moreover, oral communication can be formal, such as a business presentation or a speech, or informal, such as a conversation between friends.

Written communication, on the other hand, involves conveying information through written words.  There are several forms in which it can be presented, such as emails, letters, reports, memos, text messages, social media posts, and other similar methods.

Written communication allows for a more precise and structured expression of ideas, as the writer has the opportunity to carefully choose their words and arrange them in a clear and organized manner.

Unlike oral communication, written communication does not involve nonverbal cues, and therefore relies solely on the words themselves to convey meaning.

Importance of understanding the differences between oral and written communication

Here are five key points on the importance of understanding the differences between oral and written communication: 

1. Clarity: Understanding the differences between oral and written communication can help ensure that the intended message is conveyed accurately and clearly.

2. Tone and nonverbal cues: Oral communication involves tone, pitch, and nonverbal cues, while written communication relies solely on the words themselves. Knowing these differences can help avoid misunderstandings.

3. Audience: Different audiences may have different preferences for oral or written communication. Understanding their preferences can help tailor the message for maximum effectiveness.

4. Formality: Compared to written communication, oral communication tends to be less formal in nature. It is important to recognize the appropriate level of formality required for effective communication to ensure that the intended message is accurately conveyed.

5. Legal implications: In some cases, written communication may be legally binding, while oral communication may not be. Understanding these differences is important for legal and professional contexts.

A brief overview of oral vs written communication

20 Key differences between oral and written communication  

Communication may take many forms, but two of the most common are oral and written communication. Both forms of communication have their own strengths and weaknesses, and understanding these differences can help you choose the right approach for a given situation.

1. Feedback: In oral communication, feedback is immediate as the speaker can see and hear the reaction of the audience in real-time. This allows the speaker to adjust their message, tone, and style to better engage the audience. In contrast, written communication typically has a delayed feedback loop, as it may take some time for the audience to read the message and respond.

2. Channel: Oral communication is spoken, while written communication is written. Oral communication can be face-to-face, over the phone, or through video conferencing, while written communication can be in the form of emails, text messages, or formal and informal letters .

3. Cues:   Nonverbal cues like tone, pitch, body language, and facial expressions play a significant role in oral communication. These cues can add meaning to the message and help convey emotions and attitudes. In contrast, written communication lacks these cues, and relies solely on the words themselves.

4. Structure: Oral communication can be less structured than written communication, as it may involve more improvisation or free-flowing conversation. Written communication, on the other hand, tends to follow a more formal structure, such as a letter or a report, with a clear beginning, middle, and end.

5. Editing: Oral communication does not allow for much editing, as the speaker must deliver the message in real-time. Written communication, on the other hand, can be edited and revised before being sent, allowing the writer to refine their message and ensure clarity.

6. Audience: Oral communication typically involves direct interaction with an audience, such as in a meeting or presentation, while written communication can reach a wider audience, such as through email or social media.

7. Formality: Oral communication is generally more informal than written communication, as it often involves conversational language and may not follow strict grammatical rules . Written communication tends to be more formal, using proper grammar and punctuation, and following established formats.

8. Tone: Tone in oral communication can vary depending on the situation and context. For example, a speaker may use a different tone when giving a serious speech versus a lighthearted one. In written communication, tone can be more controlled and deliberate, as the writer can choose their words carefully to convey a particular message or emotion.

9. Time: Oral communication can be faster and more efficient for simple messages, such as asking a question or giving an answer. However, for more complex or detailed messages, written communication can be more effective, as it allows the writer to carefully consider their words and ensure clarity.

10. Clarity: Oral communication can be subject to interpretation and misunderstandings, as nonverbal cues and tone can sometimes be unclear or misinterpreted. Written communication can be more precise and unambiguous, as the writer has more time to carefully consider their message and choose their words.

11. Memory: Oral communication relies on memory, as the speaker must remember what they want to say and deliver it in real-time. Written communication, on the other hand, can be referred to multiple times, allowing the reader to go back and review the message.

12. Engagement: Oral communication can be more engaging and interactive, as the speaker can use nonverbal cues and engage in a back-and-forth dialogue with the audience. Written communication can be less engaging and interactive, as the reader may not have the opportunity to respond in real time.

13. Preparation: Oral communication requires less preparation time, as the speaker can often rely on their own knowledge and experience. Written communication, on the other hand, requires more preparation time, as the writer must carefully consider their message and choose their words carefully.

14. Impression: The impression created by oral communication is based on personal interaction, such as the speaker’s tone, body language, and facial expressions. This can create a more personal connection between the speaker and the audience and can help to build trust and rapport.

Written communication, on the other hand, may lack this personal touch, and may create a more formal or distant impression. However, written communication can also be more permanent, as the message can be saved and referred to later.

15. Convenience: Oral communication can be more convenient for informal or casual conversations , as it can happen on the spot and doesn’t require much preparation or setup. Written communication, on the other hand, can be more convenient for formal communication or important messages, as it allows the writer to carefully consider their message and ensure clarity.

16. Emotion retention: In oral communication, emotions can be conveyed through tone of voice, facial expressions, and body language. This makes it easier to express and understand the emotional context of the message. In contrast, written communication lacks these immediate emotional cues, and it can be challenging to express and understand emotions effectively.

17. Interruptions: Oral communication can be interrupted by external factors such as noise, distractions, or other people. Written communication, on the other hand, can be read and processed at the reader’s own pace, without external interruptions.

18. Accessibility: Written communication can be more accessible to people with disabilities, as it can be converted into different formats such as large print, or audio. Oral communication, on the other hand, may not be accessible to people with hearing or speech impairments. 

According to the World Health Organization (WHO), over 1 billion people globally live with some form of disability, which can include hearing impairments, visual impairments, cognitive impairments, and physical impairments. Providing written information can help to ensure that these individuals are able to access important information and participate fully in society.

19. Permanence: Written communication can be more permanent, as it can be saved and referred to later. Oral communication, on the other hand, is more transient and ephemeral, as it is delivered in real time and cannot be revisited later.

20. Context: The context of oral communication can be more important, as nonverbal cues and tone can add meaning and significance to the message. Written communication, on the other hand, can be more context-independent, as the message is conveyed solely through the words themselves.

Factors to consider while choosing oral or written communication

When choosing between oral or written communication, there are several factors to consider. Here are some important ones:

1) Audience:  Take into account the identity of your audience and their preferred mode of communication. Some people may prefer face-to-face conversation, while others may prefer written communication.

Related Reading : Face-to-face communication pros and cons

2) Message: Consider the nature and complexity of the message. Some messages may be better conveyed through oral communication, while others may require the clarity and precision of written communication.

3) Purpose : The benefits of written communication might be more suitable if the aim is to inform or convince. If the purpose is to build relationships or establish trust, oral communication may be more effective.

4) Time: Consider the time available for communication. Oral communication may be more appropriate when time is limited, while written communication may be better when there is more time to carefully craft the message.

5) Confidentiality: Consider the level of confidentiality required for the message. Written communication can be more secure and confidential, while oral communication can be more prone to leaks or misunderstandings.

What kind of situation call for the use of oral and written communication

Various circumstances require distinct forms of communication, and each type of communication, whether oral or written, has its own set of pros and cons. Here are some examples of situations where oral and written communication may be appropriate:

Oral Communication:

• Giving a presentation or speech
• Conducting an interview
• Providing feedback or coaching in a work setting
• Negotiating a deal or contract
• Resolving a conflict through discussion or mediation

Written Communication:

• Sharing important information that needs to be referenced later
• Documenting agreements, policies, or procedures
• Communicating with a large group of people
• Sending detailed instructions or reports
• Providing feedback or comments that require time for consideration and revision

In many cases, a combination of oral and written communication may be most effective.

Similarities between oral and written communication

Difference between oral, written, and non-verbal communication

Difference between oral, written, and verbal communication

Why is oral communication better than written communication? 

In certain situations, oral communication can be more effective than written communication. For example, oral communication can be better for conveying emotions and building rapport, as tone of voice and body language can convey meaning and create a personal connection that written words may not be able to achieve.

In addition, oral communication brings the advantage of getting instant feedback from the receiver which may get delayed using written communication.  However, the decision between oral and written communication ultimately relies on the context and objectives of the communication.

Importance of choosing the right mode of communication  

Choosing the right mode of communication is crucial for effective communication and achieving the desired outcome. Different modes of communication have their own strengths and weaknesses, and choosing the wrong mode can result in miscommunication, confusion, and even conflict.

It is important to consider various factors such as the nature of the message, the audience, the purpose of the communication, and the cultural context before choosing the mode of communication.

Frequently Asked Questions

Q1) what is the difference between oral and spoken communication .

Ans: Oral communication refers to any form of communication that uses the mouth, including both spoken and non-spoken elements such as gestures and facial expressions.  In contrast, spoken communication refers specifically to the utilization of spoken language to transmit a message. In other words, spoken communication is a subset of oral communication that only includes the use of spoken words.

Q2) What are the three differences between oral and written language styles?  

Ans: Oral language tends to be more spontaneous, while written language is usually more planned and revised. Secondly, written language is often more formal and structured, whereas oral language can be more casual and conversational.

Q3) What is one main difference between spoken and written language? 

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• Key Differences

Know the Differences & Comparisons

Difference Between Oral Communication and Written Communication

Written Communication , on the other hand, is a formal means of communication, wherein message is carefully drafted and formulated in written form. It is kept as a source of reference or legal record. In this article, we’ve presented all the important differences between oral and written communication in tabular form.

Content: Oral Communication Vs Written Communication

Comparison chart.

Definition of Oral Communication

Oral Communication is the process of conveying or receiving messages with the use of spoken words. This mode of communication is highly used across the world because of rapid transmission of information and prompt reply.

Oral communication can either be in the form of direct conversation between two or more persons like face to face communication, lectures, meetings, seminars, group discussion, conferences, etc. or indirect conversation, i.e. the form of communication in which a medium is used for interchange of information like telephonic conversation, video call, voice call, etc.

The best thing about this mode of communication is that the parties to communication, i.e. sender or receiver, can notice nonverbal cues like the body language, facial expression, tone of voice and pitch, etc. This makes the communication between the parties more effective. However, this mode is backed with some limitation like the words once spoken can never be taken back.

Video: Oral Communication

Definition of Written Communication

The communication in which the message is transmitted in written or printed form is known as Written Communication. It is the most reliable mode of communication, and it is highly preferred in the business world because of its formal and sophisticated nature. The various channels of written communication are letters, e-mails, journals, magazines, newspapers, text messages, reports, etc. There are a number of advantages of written communication which are as under:

• Referring the message in the future will be easy.
• Before transmitting the message, one can revise or rewrite it in an organised way.
• The chances of misinterpretation of message are very less because the words are carefully chosen.
• The communication is planned.
• Legal evidence is available due to the safekeeping of records.

But as we all know that everything has two aspects, same is the case with written communication as the communication is a time consuming one. Moreover, the sender will never know that the receiver has read the message or not. The sender has to wait for the responses of the receiver. A lot of paperwork is there, in this mode of communication.

Video: Written Communication

Key Differences Between Oral Communication and Written Communication

The following are the major differences between oral communication and written communication:

• The type of communication in which the sender transmits information to the receiver through verbally speaking the message. The communication mode, which uses written or printed text for exchanging the information is known as Written Communication.
• The pre-condition in written communication is that the participants must be literate whereas there is no such condition in case of oral communication.
• Proper records are there in Written Communication, which is just opposite in the case of Oral Communication.
• Oral Communication is faster than Written Communication.
• The words once uttered cannot be reversed in the case of Oral Communication. On the other hand, editing of the original message is possible in Written Communication.
• Misinterpretation of the message is possible in Oral Communication but not in Written Communication.
• In oral communication, instant feedback is received from the recipient which is not possible in Written Communication.

Video: Oral Vs Written Communication

Oral Communication is an informal one which is normally used in personal conversations, group talks, etc. Written Communication is formal communication, which is used in schools, colleges, business world, etc. Choosing between the two communication mode is a tough task because both are good at their places. People normally use the oral mode of communication because it is convenient and less time-consuming. However, people normally believe in the written text more than what they hear that is why written communication is considered as the reliable method of communication.

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Sonja Stetzler

Effective Connecting

October 25, 2011 By Sonja Stetzler

Oral Presentations Vs Written Presentation

Communication – the way you speak, the way you write, even the way you carry yourself each carry a great deal of power. They each allow you to reach an audience and deliver a message. When you are called upon to deliver a presentation you will find yourself faced with a decision. Will you deliver a written or oral presentation? While both can be powerful, there are quite a few differences in the way that they are affected through communication.

A written presentation tends to be rather direct and to the point. It is typically very objective in nature, highly organized, and yet may seem to be rather impersonal. When you plan a written presentation it will often require careful planning and may rely on rote listing of information in order to achieve its message.

You will find that an oral presentation may be altogether different. Oral communication is by nature a very dynamic method for transferring information between individuals and/or groups. Rather than relying on the more rigid rules of language, oral presentations can allow you to connect with your audience using everyday language.

Holding an oral presentation either live or through video allows you to incorporate non-verbal communication to help engage your audience on a deeper level. Rather than simply relying on the written word to feed out information, you can achieve a much more conversational feel with a softer tone. Oral presentations can be subjective in nature and may allow you to truly share your personal feelings on the subject matter.

Another bonus that oral presentations offer is that you may clarify points that don’t quite come across properly the first time through. You can also correct mistakes at the time you make them unlike those made in written presentations which may tend to be intractable.

You should always keep in mind that there may always be occasions when written presentations could be required; however, oral presentations offer you a level of power and control over the message and your connection with the audience that is second to none. In the end that is what effective connecting is all about!

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8. ORAL AND VISUAL PRESENTATIONS

Oral presentations may be one of the most anxiety-inducing prospects for many students and professionals alike. Yet the ability to speak clearly and confidently and present ideas effectively in public is an important competency in the workplace.

Chapter 8 Learning Objectives

This chapter contains the following sections to help you develop confidence and skills in presenting information orally, both individually and as a team, and designing visually effective presentations:

8.1 Building Confidence as a Presenter

8.2 Developing Presentation Skills

• Systematic process for deliberate practice
• Designing visual aids: PowerPoint basics
• Visual rhetoric: For posters and other displays

8.3 Presenting as a Team

Technical Writing Essentials Copyright © 2019 by Suzan Last is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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3 Essentials for Preparing an Effective Oral Presentation

Giving an oral presentation at a conference or symposium is a great way to directly communicate your research to your scholarly peers. It’s a rare opportunity to have the (hopefully) undivided attention of people who care as deeply about your topic as you do; and who are well-positioned to become valuable colleagues, mentors, and collaborators.

Typically, an oral presentation gives you 15-20 minutes to speak about your research (with slides); and another 5-10 minutes for Q&A. That’s not a lot of time to demonstrate the rigour and value of your research. Even this short time slot can be compressed further if sessions are running behind schedule, or the person before you speaks too long.

So how can you make the best use of those precious minutes? In this post, we cover 3 essential considerations for preparing an effective oral presentation:

• Make it clear
• Make it impactful
• Make it enjoyable

If you can manage these three things – in both your visuals and your oration – you’ll be on track to make a positive impression on your colleagues and build your academic networks.

(1) Make it clear

Conference delegates are tired. Between long days and lingering jet lag, you can assume that your audience is not quite firing on 100% mental capacity. Make things easy for them by leading them through your essential points in a logical order, giving just enough information for audiences to understand and contextualise your research, but not so much that they become bored or overwhelmed.

A typical conference presentation structure might look like this:

This is just one way to structure a presentation – and there are others – but it’s a reliable way to organise your content so that the audience can follow along easily.

Sidenote: make sure you consider who is likely to be in your audience, and how much they know about your area of research. This will influence how much or how little explanatory work you will have to do to bring them along with you – especially with regard to context and methods.

(2) Make it impactful

Audience members will not care about your research by default; you need to show them why they should care. While the significance and impact of your research may be obvious to you, it’s worth spelling it out to the audience. The more real you can make it, the better.

There are a few ways you can do that:

• State the benefit (say very simply what positive impact your research will have)
• Quantify the benefit (using numbers and statistics to show the scale of impact)
• Depict the benefit (using emotional appeals or real cases to illustrate the impact)
• Forecast further benefits (i.e. other applications or avenues of enquiry)

Let’s say that your research addresses the (100% fictional) condition of hurdler’s toe. Hurdler’s toe (hypothetically) affects joint mobility for hundreds of hurdlers worldwide, and has even been linked (hypothetically) to arthritis in later life. Your research has resulted in a new sock design that halves the risk of hurdler’s toe. Here’s how you might illustrate your impact:

• State the benefit: “this new sock design halves the risk of hurdler’s toe.”
• Quantify the benefit: “this evidence-based invention could prevent approximately 75 cases of hurdler’s toe each year and save an estimated $750,000 in medical expenses.”
• Depict the benefit: “hurdlers like Harry Hurdlini will no longer have to live with the crippling reality of aches, pills, and surgeries.”
• Forecast further benefits: “this could have applications for other activities that cause joint pain in the feet and toes, such as dancing.”

A caveat: academic audiences have excellent bullshit detectors. Don’t overstate the significance of your research. Be clear and transparent about its limits, and don’t go into full salesperson mode. An articulate, enthusiastic, and realistic statement about why your work is important is likely to strike the right tone.

(3) Make it enjoyable

Even at a conference where everyone shares (roughly) the same academic interests, human attention spans are simply not equipped to handle solid blocks of dry information. Be sure to vary your presentation – both visually and verbally – with a mix of types of content, imagery, text, and graphics, and a modulated voice.

One common mishap is to try to cram too much into the presentation. In a 15-20 minute presentation, you will not have time to cover everything. Your thesis is the proper home for every little detail of your research; a conference presentation is the place for an overview. If your research is a movie, think of your presentation as the trailer. You want to get people interested to know more; but to do that, you have to keep their attention and show why they should buy a ticket.

So keep it simple:

• limit your scope (think a chapter of your thesis, rather than the whole thing)
• stick to a manageable slide deck (think about 8-12 slides)
• use your visuals to make an impact (think striking images and diagrammes; no walls of text)
• prioritise your time to cover your main points
• prioritise your research contribution & findings over background readings & context

Yes, you’ll be sacrificing some detail. But anyone who wants to know more can always come up and talk to you afterwards (and that’s a great way to grow your network).

Last but not least: don’t be afraid to go ‘off book.’ The vibe at an academic conference is typically professional, but not as formal as many people assume. Academics often become familiar (and, accordingly, less formal) in their professional relationships over time, and so conferences can become places for friendly banter as much as knowledge-sharing. What does that mean for your presentation? While you should definitely stay in professional mode, the odd joke, audience interaction, or light-hearted moment (in good taste) is often a valid way to build rapport with academic colleagues.

We will have lots of oral presentations from AUT postgraduate research students at the Postgraduate Research Symposium on Monday 9 September 2024. If you are speaking at the symposium, and would like some help preparing your presentation, please email the Researcher Education and Development team at [email protected].

About Anaise Irvine

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Aesthetics and Delivery

Learning Objectives

• Identify and distinguish methods of delivery
• Discuss the rehearsal process
• Strategize best practices for rehearsal

Having a clear understanding and appreciation for aesthetic choices—including verbal, nonverbal delivery, and the use of presentation aids— will enhance your understanding of public speaking. In reading the previous chapters, you likely thought of speakers who have either exemplified certain qualities or “broken the rules” by, for example, using many vocalized fillers. While understanding these ideas is important, the best path to integrating them in your own presentations is through rehearsal. You will create an exceptional aesthetic experience for your audience, but that starts before you step in front of the audience.

“I already know how to rehearse a speech,” you may be thinking. But like any ability, sport, or game, people proficient in those areas have insight to add. Yes, you could learn to masterfully cook on your own, but having an experienced chef at your side will lead to unexpected insights and increase your proficiency. So, trust us. We are experts.

When you begin the rehearsal process, the first step is figuring out which type of delivery you’ll be executing. There are four main types of delivery that we’ll outline below.

Types of Delivery

The content, purpose, and situation for your presentation will partially dictate how you rehearse because they will inform what type of delivery style you select. There are 4 general types of delivery: impromptu, extemporaneous, the use of a manuscript, and memorized.

Impromptu Speaking

Impromptu speaking is the presentation of a short message without advance preparation. You have probably done impromptu speaking many times in informal, conversational settings. Self-introductions in group settings are examples of impromptu speaking: “Hi, my name is Steve, and I’m a volunteer with the Homes for the Brave program.” Another example of impromptu speaking occurs when you answer a question such as, “What did you think of the movie?” Your response has not been preplanned, and you are constructing your arguments and points as you speak. Even worse, you might find yourself going into a meeting and your boss says, “I want

you to talk about the last stage of the project. . .” and you have no warning.

The advantage of this kind of speaking is that it’s spontaneous and responsive in an animated group context. The disadvantage is that the speaker is given little or no time to contemplate the central theme of their message. As a result, the message may be disorganized and difficult for listeners to follow.

Here is a step-by-step guide that may be useful if you are called upon to give an impromptu speech in public:

• Take a moment to collect your thoughts and plan the main point that you want to make (like a mini thesis statement).
• Thank the person for inviting you to speak. Do not make comments about being unprepared, called upon at the last moment, on the spot, or uneasy. In other words, try to avoid being self-deprecating!
• Deliver your message, making your main point as briefly as you can while still covering it adequately and at a pace your listeners can follow.
• If you can use a structure, use numbers if possible: “Two main reasons. . .” or “Three parts of our plan. . .” or “Two side effects of this drug. . .” Past, present, and future or East Coast, Midwest, and West Coast are pre-fab structures.
• Thank the person again for the opportunity to speak.
• Stop talking (it is easy to “ramble on” when you don’t have something prepared). If in front of an audience, don’t keep talking as you move back to your seat.

Impromptu speeches are generally most successful when they are brief and focus on a single point.

We recommend practicing your impromptu speaking regularly and every day. Do you want to work on reducing your vocalized pauses in a formal setting? Cool! You can begin that process by being conscious of your vocalized fillers during informal conversations and settings.

Extemporaneous

Extemporaneous speaking is the presentation of a carefully planned and rehearsed speech, spoken in a conversational manner using brief notes, sometimes called a “keyword outline” and often on notecards.

Speaking extemporaneously has some advantages. It promotes the likelihood that you, the speaker, will be perceived as knowledgeable and credible since you know the speech well enough that you don’t need to read it. In addition, your audience is likely to pay better attention to the message because it is engaging both verbally and nonverbally. By using notes rather than a full manuscript (or everything that you’re going to say), the extemporaneous speaker can establish and maintain eye contact with the audience and assess how well they are understanding the speech as it progresses. It also allows flexibility; you are working from the strong foundation of an outline, but if you need to delete, add, or rephrase something at the last minute or to adapt to your audience, you can do so. The outline also helps you be aware of main ideas vs. subordinate ones.

Because extemporaneous speaking is the style used in the great majority of public speaking situations, most of the information in the subsequent sections of this chapter is targeted toward this kind of speaking.

Manuscript speaking is the word-for-word iteration of a written message. In a manuscript speech, the speaker maintains their attention on the printed page except when using presentation aids.

The advantage to reading from a manuscript is the exact repetition of original words. This can be extremely important in some circumstances. For example, reading a statement about your organization’s legal responsibilities to customers may require that the original words be exact. In reading one word at a time, in order, the only errors would typically be mispronunciation of a word or stumbling over complex sentence structure. A manuscript speech may also be appropriate at a more formal affair (like a funeral), when your speech must be said exactly as written in order to convey the proper emotion or decorum the situation deserves.

However, there are costs involved in manuscript speaking. First, it’s typically an uninteresting way to present. Unless the speaker has rehearsed the reading as a complete performance animated with vocal expression and gestures (well-known authors often do this for book readings), the presentation tends to be dull. Keeping one’s eyes glued to the script prevents eye contact with the audience. For this kind of “straight” manuscript speech to hold audience attention, the audience must be already interested in the message and speaker before the delivery begins. Finally, because the full notes are required, speakers often require a lectern to place their notes, restricting movement and the ability to engage with the audience. In fact, research by LeFebvre & Allen (2021) found that notes can impact eye contact (or gaze allocation), where “more words on speaker notes led to more downward attention” (p. 1066), causing that the speaker was connecting less with their listeners. And, without something to place the notes on, speakers have to manage full-page speaking notes, and that can be distracting.

It is worth noting that professional speakers, actors, news reporters, and politicians often read from an autocue device, such as a teleprompter, especially when appearing on television, where eye contact with the camera is crucial. With practice, a speaker can achieve a conversational tone and give the impression of speaking extemporaneously and maintaining eye contact while using an autocue device. However, success in this medium depends on two factors: (1) the speaker is already an accomplished public speaker who has learned to use a conversational tone while delivering a prepared script, and (2) the speech is written in a style that sounds conversational.

Memorized speaking is reciting a written message that the speaker has committed to memory. Actors, of course, recite from memory whenever they perform from a script in a stage play, television program, or movie. When it comes to speeches, memorization can be useful when the message needs to be exact and the speaker doesn’t want to be confined by notes.

The advantage to memorization is that it enables the speaker to maintain eye contact with the audience throughout the speech. Being free of notes means that you can move freely around the stage and use your hands to make gestures. If your speech uses presentation aids, this freedom is even more of an advantage.

Memorization, however, can be tricky. First, if you lose your place and start trying to ad lib, the contrast in your style of delivery will alert your audience that something is wrong. If you go completely blank during the presentation, it will be extremely difficult to find your place and keep going. Obviously, memorizing a typical seven-minute classroom speech takes a great deal of time and effort, and if you aren’t used to memorizing, it is very difficult to pull off.

We recommend playing with all 4 types of delivery (though extemporaneous is most common in public speaking). Once you identify what type of delivery style you’ll use in a speech, it’s time to rehearse.

Rehearsal sounds like homework, we know. Rehearsing your speech, however, doesn’t just assist in increasing one’s speech grade. Rehearsing is your commitment to bettering your foundational communication skills for the long haul.

When you rehearse, you are asking: what kind of aesthetic choices do I want to implement? Aesthetic choices can be enhanced or limited based on the situation and context in which you’re speaking, both physically and culturally. For example, if you are speaking outside without a microphone, your embodiment of the speech and aesthetic scene would differ from a speech with a lectern in a small classroom.

This might be a good place to dispel a few myths about public speaking that can influence perceptions of rehearsal:

Myth #1: You are either born a good public speaker or not. While someone may have certain characteristics that are attractive in our cultural understanding of public speaking, good rehearsal will create conditions for everyone to become better speakers.

Myth #2: Practice makes perfect. It is possible to practice incorrectly, so in that case, practice will make permanent, not perfect. There is a right way and a wrong way to practice a speech, musical instrument, or sport.

Myth #3 : Public speaking is just reading what you wrote or reading and talking at the same time . For example: I (one of your authors) often hear envy over my public speaking abilities, but I certainly was not blessed with a universal speaking gene. Instead, I spent years doing debate, speech, and performance to practice writing arguments, responding to ideas, and crafting a public speaking persona. When I do presentations, I spend lots of time workshopping the speech “on my feet” to determine the best type of delivery, where to emphasize, when to move, while considering the entire scene that’s being created. Because I have practiced a lot, though, I am more confident about these decisions during the rehearsal process so I perform more consistently.

Have you found yourself using one of these myths? Sadly, we often rely on these myths to talk ourselves into believing that public speaking isn’t for us – never was and never will be.

You might also, for example, have attempted rehearsal in the past and thought, “How am I supposed to remember all these words and all these bodily movements at the same time?! It’s impossible!” It’s true: there’s a lot going on when you give a public speech, and focusing on your aesthetic delivery requires a conscious effort. Think about the classic party trick of rubbing your belly and patting your head at the same time. In the first attempt, you may have struggled (like some of us!). With practice, though, you can find strategies that allow you to accomplish this task that, at first glance, was too much.

One major misconception about rehearsal is that it begins when your speech is completely written. Start rehearsing as soon as you can. Too often, speakers wait until the entire speech is complete – it’s been created, written, and is on paper. We recommend, however, embedding rehearsal workshops throughout your speech preparation. Why?

Rehearsal and workshopping will assist you in translating the written argument into verbal form. “How does this sound?” or “I think I know another example that would work well here.” Using rehearsal to workshop content allows you to listen to the sound of your argument out loud rather than reading on paper only.

Rehearsal, thus, is an ongoing process and part of your entire public speaking preparation. So, now what? What does a good rehearsal consist of?

Check the Space

We’ve been a broken record, we know, but we’ll say it again: think about the context – including the space that you’re speaking in. The space—and resources available within it—will influence your rehearsal because you’ll know the spatial opportunities and constraints. Let’s talk through some key questions that you should ask of the space.

Is there a lectern or podium? If so, should I use it? Many speaking spaces include a lectern or a podium (see Image 11.1) . A lectern is a small raised surface, usually with a slanted top, where a speaker can place notes during a speech. A podium is a raised platform or stage. Both the lectern and podium allow speakers stability while they present, and there’s the added bonus of having some place to rest your speaking notes.

However, even for experienced speakers, it is all too tempting to grip the edges of the lectern with both

hands for security (like we discussed in Chapter 9). You might even wish you could hide behind it. Remember, too, that opting to keep your hands at your sides will not be visible to your audience. Be aware of these temptations so you can manage them effectively and present yourself to your audience in a manner they will perceive as confident.

If you opt to use a lectern, your rehearsal should integrate a similar structure. As you rehearse, try stepping to the side or front of the lectern when speaking with free hands, only occasionally standing at the lectern to consult your notes (see Image 11.1). This will enhance your eye contact as well as free up your hands for gesturing.

What size is the space? If you are accustomed to being in a classroom of a certain size, you will need to make adjustments when speaking in a smaller or larger space.

A large auditorium can be intimidating. Most of us are used to sitting in the seats, not standing on the stage! Because it may be difficult to find a space that large while you rehearse, keep a few things in mind:

• Be aware that your voice is likely to echo, especially if far fewer people are in the space than it can hold, so you will want to speak more slowly than usual and make use of pauses to mark the ends of phrases and sentences. When you rehearse, slow down to account for the echo – listen to find ways to speak slowly while avoiding a robotic tone.
• Your facial expressions and gestures should be larger so that they are visible from farther away. If you are using presentation aids, they need to be large enough to be visible from the back of the auditorium. Of course, if you can get the audience to move to the front, that is the best situation, but it tends not to happen.

Limited space is not as disconcerting for most speakers as enormous space, and it has the advantage of minimizing the tendency to pace back and forth while you speak. A small space does call for more careful management of note cards and presentation aids, as your audience will be able to see up close what you are doing with your hands.

What about acoustics? The acoustics of your speaking space can often dictate an audience’s ability to hear and comprehend what you’re saying. If you are speaking outside, your voice is likely to carry and be less insulated than a theatre or small classroom. Remember, if your audience can’t hear you, they can’t experience your speech.

Check for a microphone: using a microphone will amplify your voice, so it is a good choice to increase your

volume in an open or large acoustic space. Remember that a microphone may require that you slow down for the sound to carry. Check to see if it is handheld or can be clipped on. This may seem like a small difference, but it will affect your ability to move and gesture, so this small detail can make a larger impact on your aesthetic choices.

If you have never spoken with a microphone, ask to do a sound check and use that time to perform the first few lines of your speech to get an understanding of how your language will sound through a microphone in that space.

Workshop Strategies

Rehearsal means workshopping the embodiment of your speech. This is key because, as we’ve discussed, a speech is experienced differently by the audience than if they were reading it on a page. The sooner you begin and the sooner you become comfortable with rehearsal, the better your content will translate to the audience. To assist, let’s talk through some rehearsal strategies and best practices. Rather than a linear process, view these processes and strategies as circular or recursive – continue returning to each throughout rehearsal.

Conduct a self-assessment : We often hear, “oh no; I hate to listen to myself talk.” And we get it. It can feel strange to self-assess. While difficult and sometimes frustrating, it’s important to know what kind of speaker you are and what you’d like to improve. For example, are you often quiet and asked to speak up? Or, conversely, are you a loud talker whose booming voice fills up the room with ease?

These general questions about your communication style can begin giving insight into your strengths as a speaker, and the answers will be your focus areas during rehearsal. If you know that you’re a quick-talker, you’ll want to pay attention to pace and consciously integrate additional pauses. If you struggle with eye contact, asking a friend to rehearse with you can increase your comfort with engaging through eye contact.

However, you can only gain so much about your speaking strengths by investigating your general communication style. The best way to get a baseline understanding of your speaking style is to—you guessed it – watch yourself give a speech. Yes, this may feel awkward. But it’s worth it. When watching, we recommend that you identify any aesthetic choices that emerge more than once. After all, you’re looking for key areas to improve, so you want to hone in on things that seem to trip you up over and over.

With that in mind, we recommend two ways to approach conducting a self-assessment: start with general questions and move toward specific examples. Figure 11.1 guides you through this process.

In conducting a self-assessment, your main goal is identifying opportunities for improvement and understanding your current strengths. The more comfortable you become with self-assessing, the less likely you’ll finish a speech and say, “I have no idea what I just did.”

Rehearse with all speaking materials : Rehearse with everything that you’ll speak with. Too often, speakers use their full outline (or even a full manuscript) when rehearsing and make a speaking outline right before standing up to speak. This makes effectiveness difficult, and understandably so. If you’re used to looking down at a full-length paper, using a notecard and a few keywords will feel radically strange and different in the moment.

Instead, rehearse with everything that you’ll speak with, including your speaking notes (check out Chapter 6 for assistance on creating a speaking outline). Speaking notes are your friend, and workshopping with your notes will create consistency and familiarity when you formally speak.

There are benefits beyond familiarity. You can, for example, create cues on your notes that communicate with your future speaking self. Do you have trouble with projection? Use a green highlighter on your speaking notes to remind yourself to “speak up!” The more you rehearse with that green mark, the more confidently and consciously you can work on projecting.

In addition to speaking notes, you should rehearse with any other materials that will be present – a presentational aid, a table, a chair, etc. If you’re using PowerPoint, you’ll want to rehearse with a clicker since you’ll likely have an additional device to hold. As you rehearse, ask: “do I need to hold this the entire time? Can I seamlessly place it on a table nearby? How long does the audience need to experience each slide?”

The more you integrate these materials into your rehearsal, the more seamless they’ll appear the day that you speak. Rather than be burdensome or awkward, they will be part of the speaking experience.

Start over and over and over: That’s right. Rehearsal is an over-and-over-and-over again process not a one-time-through ordeal. While a self-assessment is a key part of rehearsal, you may be unable to video yourself prior to a speech or presentation. In that case, starting over and workshopping repeatedly will be key.

As you begin workshopping, listen to the argumentative flow of your content: does this make sense? Can an idea be clarified? Does the transition connect the main points fully? How does the concluding thought leave the audience? Listening to the arguments will allow you to make aesthetic and delivery choices that will enhance that information.

Try it different ways. Listen. Try it another way. Listen. Do it again.

Slowly increase your stressors:  If you have a higher level of anxiety around public speaking, there is no “bullet proof” mechanism to wipe that apprehension away. It can also be difficult to formally rehearse under the exact conditions that you’ll present in, particularly if a larger audience will be watching. That doesn’t mean, however, to give up on rehearsal. Instead, slowly increase the stressors that trigger your anxiety. For example: if the “live” audience component triggers your apprehension, rehearse your presentation in front of your roommate or friend. Having a trusted confidant can ease your anxiety but still account for a “live” audience member. After you’re comfortable (or more comfortable) speaking in front of your roommate, try again with a few classmates or peer group members.

Slowly increasing your stressors is a helpful strategy because, while we can’t eliminate all anxiety, rehearsing with minor stressors can remind your body (and your brain) that you’re capable of getting through through speech. It can also help you identify how your body responds to those stressors so that, in the future, you can make adjustments for the final presentation. For example, I (Meggie) didn’t realize that I would fill space with the filler “kind of” until after rehearsing with a trusted mentor. When you rehearse with live audience members, you get the benefit of their feedback to see what lands (and what doesn’t).

Successful rehearsal is a process of self-reflection and being comfortable critiquing your own presentational style. You can always (and we recommend) ask others for help – feedback will provide you with different perspectives. These techniques, however, should always happen before the day of your speech. We provide some day-of recommendations below.

Using Virtual Reality (VR) for Rehearsals

While rehearsing in front of live audience members is preferred, it can be difficult to find folks who have the time to sit and listen while we practice. Virtual reality technology allows you to practice with a simulated audience, and some public speaking software even lets you embed your speaker notes, replicate a podium, and reflect on your public speaking performance. Public speaking research is just beginning to scratch the surface on the benefits and opportunities that VR allows for practicing speeches and reducing communication apprehension and increasing your confidence through rehearsal.

The Day of Your Speech

Rehearsal continues until the moment you speak, including the day-of preparation. There are a few day-of rehearsal techniques that we recommend.

Warm up your voice . Have you ever begun talking and instead of a clear, articulate sentence, your voice sounded scratchy and awkward? Perhaps you had to clear your throat for your voice to return. That’s because your muscles weren’t warmed up. When you begin your speech, you want your voice and vocal cords to be warmed up to allow higher blood flow to reduce hoarseness. Consider the following warm-up exercises:

• Avoid holding tenseness by dropping the shoulders and taking a few deep breaths.
• Open your mouth as wide as possible, close it, and open it again.
• Warm up the tongue by rolling the tongue a few times (you know the sound!)
• Select a few words and work to over-enunciate them by placing extra emphasis as you speak out loud.

These are just a few suggestions to get your vocals warmed up. We know these sound a bit weird, and we don’t often see people standing in the hallway stretching out their mouth or vocal cords. But that’s OK! Find a private spot and try to be comfortable in warming up your vocals. Remember to review the mindfulness strategies from Chapter 1, also.

Warm up your body . Your speech is a full-body experience, so warming up your body is key. Because public speaking is embodied, you want to feel connected with all parts of your body so that you can comfortably and confidently engage. There is no “right way” to warm up, so use warm-up techniques that work best for you. We enjoy deep breathing, stretching, and shaking out the limbs.

Warming up your body can also help reduce the jittery feelings of communication anxiety. If you’re feeling anxious, try implementing strategies to reduce communication apprehension. We recommend looking back over the last section of Chapter 1 – the section provides suggestions on how to reduce and/or manage communication apprehension.

Finally, trust yourself. You have worked hard. You know your stuff. Help the audience experience that time and labor.

This chapter has concluded Part 3 on creating an aesthetic experience. We worked to identify key delivery techniques – impromptu, extemporaneous, manuscript, and memorized.

You now have helpful starting places when workshopping a speech. Rehearse. Rehearse. Rehearse.

Speak Out, Call In: Public Speaking as Advocacy, 2nd ed. Copyright © 2019 by Meggie Mapes is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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