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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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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

Oral Presentation at the Workplace

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How to Coach an Employee to Communicate Better

Tips on speaker introductions in webinars, nonverbal communication examples in the workplace.

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Oral presentations are commonplace in the business world. Individuals who work in small companies may be especially busy giving presentations as sharing information is vital in a small company. There are fewer employees for each department in a small company, which necessitates the frequent sharing of information. Whatever the case, oral presentations at the workplace must achieve a specific goal, include visual aids and be delivered to the right audience.

Significance

An oral presentation in the workplace is an employee's chance to show off the work she has been doing, and prove her value to the company. Whether an employee is presenting to a department or company-wide, it is important to gear the presentation toward the audience. For example, engineers that are presenting to marketing and financial managers will need to share information that is relevant to product features and the cost of production, respectively. In addition, the engineer may need to explain more technical terms in his presentation.

The employee or manager should first decide how to present the information. A manager may be able to use slides or transparencies for a less formal presentation. However, presentation software that includes Powerpoint and Keynote will usually make a greater impact. Limit the number of slides, including those on a laptop, to eight or 10. The average presentation should last about 10 minutes, allowing five minutes for questions and answers. Slides should be easy to read and have plenty of white space. Adding color and pictures to slides can also enhance an oral presentation.

Identification

A presentation should have an opening, body and closing. The manager should open with a comment or question that gets the audience's attention, according to the article "Making Business Presentations Work" at businessknowhow.com. The opening should comprise about 10 percent to 20 percent of the presentation, including showing the first slide. Managers should get to the point in the body of their presentation, allocating about 65 percent to 75 percent of their time to it. Finally, the manager should rehash the key points, then close with a statement that encapsulates the main goal of the presentation. Including questions, the closing should be 10 percent to 20 percent of the overall presentation.

Everyone gets nervous when giving presentations. The manager or employee should relax and take a deep breath before commencing their presentation. It is also important to maintain good posture, speak clearly and not to fast, focus on the message, and maintain eye contact with the audience. Use a pointer to stress certain points on the screen if you are using an overhead projector. However, it is important to turn back toward the audience when talking.

Considerations

Individuals should rehearse before their presentation. Practicing will better help a person memorize what they will say. While practicing, the manager should use a stopwatch to get their exact timing down. The stopwatch will also help the manager gauge the right tempo for his presentation. In addition, it always helps to anticipate the types of questions people will ask. The manager should be an expert on the material.

• Business know-how: Making Business Presentations Work
• More business: 6 Powerful Business Presentation Tips
• ImpactFactory: Presentation Skills Training and Coaching Tips

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10 Tips For Effective Communication In The Workplace

Updated: Jun 17, 2024, 12:08pm

Table of Contents

What is effective communication, benefits of effective workplace communication, 10 tips for effective communication in the workplace, frequently asked questions.

Ineffective workplace communication costs U.S. businesses $1.2 trillion annually, according to a report by Grammarly . Not surprisingly then, it is a top concern among businesses–including the most successful businesses. But getting communication right can be a challenge between people with varying backgrounds, vantage points, and cultures. So the experts at Forbes Advisor detail the top tips for effective communication in the workplace to help.

Communication in the workplace is the exchange of ideas and thoughts concerning work, but effective workplace communication is more than that. Effective communication is clear, and the receiver understands its purpose. So, both the sender and receiver of the message are satisfied.

Two-way Communication

Effective communication in the workplace is not just relaying information to a team member, but explaining it in a way they understand. The receiver also focuses on gaining the entire meaning of the conversation and makes the other person feel heard and understood.

Solution-providing Communication

The exchange of ideas and information is done efficiently and effectively, enhancing collaboration on given tasks. So, teams can better come up with the required steps to achieve their goals.

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Gallup’s State of the Global Workplace 2022 Report reveals that out of the 31 million employees interviewed, only 13% of their leaders practiced effective workplace communication. Yet, if you can’t communicate organizational goals and operational changes, convey culture and values to new hires or those crossing teams or share business updates properly, it becomes challenging to achieve set goals.

Effective communication in a workplace will boost employee motivation, engagement and satisfaction, which will reduce workplace conflicts and enhance productivity.

Increased Employee Engagement

One of the benefits of effective communication is that it creates better relationships between management and employees as well as amongst employees, and promotes employee engagement. When the management considers employee needs and motivations and speaks to them correctly, it’s easier to get them to use their skills and talents toward the same goal.

Enhanced Motivation to Work

Nearly 30% of the time , organizations experience low retention because of ineffective communication between management and staff members. But when employees understand their tasks and how their roles affect the team’s overall success, they’re motivated to take necessary steps. Not only will your organization enjoy longer employee retention, which strengthens your company, employees will stay motivated, which makes all the difference.

Improved Productivity

By ensuring that information is communicated in the right manner, employees understand their roles better and perform their functions competently. That will increase productivity throughout your company.

Fewer Workplace Conflicts

Since workplaces have persons of various cultures and beliefs, conflicts will naturally arise. Still, most conflicts are from ineffective communication tactics. Workplaces that embrace open communication and refined communication styles should therefore expect less conflict between managers and employees, and even among employees.

With a solid understanding of how crucial effective communication in the workplace is, let’s look at the top tips for effective communication, including the key communication skills you need to adopt, how to prioritize two-way communication, how to organize communication and more.

1. Communicate the Right Way

For more effective communication, first, ask these questions.

• What is the goal?
• Who needs to hear this?
• How should I pass the message across?

Ineffective communication often occurs when managers talk to the wrong employees or share information in the wrong workplace setting. So, make sure the communication purpose directs you to relevant recipients. Also, choose the most appropriate communication method out of the different communication channels for the employee and situation. For example, an employee may prefer email , while another person likes a physical interaction, where there’s eye contact, and they can read your body language.

Generally, though, you should communicate urgent information or instructions, major news or sensitive news such as a promotion or transfer face-to-face.

2. Prioritize Two-way Communication

Effective communication in the workplace involves speaking, active listening and feedback. Both parties need to understand each other. Now, how can you make that possible?

• Practice active listening: To avoid missing important information, don’t listen to a coworker just so you can reply. Instead, listen to understand them. Maintain eye contact with the speaker, jot down whatever comes to your mind while they’re speaking, and respond with relevant gestures to show you’re listening.
• Embrace feedback: Ask your team members for feedback on your message and communication style, and note their comments and concerns. They can share such information during meetings or drop them anonymously in suggestion boxes. You can also offer feedback, but do it thoughtfully. Just don’t do it harshly or in public.

Also, adopt constructive feedback by first appreciating their work and then pointing out how to improve. Allow them to share their thoughts on your feedback, too.

3. Build Your Communication Skills

Effective workplace communication starts with you developing good communication skills. Here are the vital ones.

• Be clear: To communicate effectively, be clear about your goal, use easy-to-understand words and avoid incomplete sentences. Also, provide context when communicating with your team. For example, when setting expectations, share samples and highlight the groups that should be involved and those that will be affected by the output. Also, encourage employees to ask questions to minimize errors and maximize productivity.
• Remain courteous: To enhance effective communication in the workplace, you need to practice respectful communication and work through differences positively. Even during disagreements, try to stay polite, avoiding offensive words. Also, watch your body language and facial expressions, and use the right tone, so you don’t give off unintentional cues.
• Stay open-minded: Make sure your employees feel comfortable approaching you with ideas or concerns. That means you must keep considering their thoughts and attending to them respectfully, even when busy. And if you have concerns about an employee’s behavior or performance, discuss it with them instead of making assumptions.

4. Embrace the Uniqueness of Each Employee

One of the most important things to improve communication and employee engagement at your workplace is embracing each employee’s unique communication style. That means you need to learn about their preferred communication channels and style. Then, tailor your communication methods to their select style. While the sales team seeks endless data analytics , the analytics team might not want detailed stories about how to land clients.

5. Have One-on-One Interactions

To improve workplace communication , you need to be intentional about relationships. Schedule one-on-one meetings with your team members. These meetings show your employees that you value them and are willing to connect with them more personally. Plus, the timid or reserved ones tend to be more open and share valuable information and feedback in private settings.

6. Schedule Weekly Team Meetings

To foster good communication amongst team members, schedule weekly meetings where employees can speak their minds. Team managers can meet with team members to review each week’s accomplishments, challenges and concerns. They can also set goals and tasks for the following week and even discuss big-picture ideas. You can also take a step further by documenting important conversations and sharing recaps to clarify points and help the team remember recommendations and action points.

7. Make Time for Team Building

Team building activities often create a dynamic working environment, where people feel safe and build their confidence. So, get creative—offer employees an escape from usual activities by promoting casual interactions such as nonwork Slack channels or out-of-office events. Let them socialize and collaborate through activities such as icebreaker games, puzzle-solving games, fitness sessions, team lunches and movie dates. Team members will loosen up and improve communication and team collaboration, promoting employee retention .

8. Show Appreciation

Businesses with engaged and happy workers make 23% more profits than those with miserable employees. To move closer to achieving your goals as an organization, you need to appreciate employees and show you care. Thank them for their brilliant ideas or for completing a task quickly. And that includes zeroing in on exactly what made you happy. It will show that you’re genuine, and they can replicate it, too.

For instance, you can say, “You did great highlighting the customer segmentation steps in your presentation. The examples you gave helped the team understand the process.”

9. Get a Team Communication App

Without good team communication, there will be miscommunications, especially since many organizations are now hybrid or remote. But with team communication platforms, whether UCaaS or CPaaS , employees can communicate, stay up to date and collaborate on projects. They can meet to carry out their tasks, share relevant information and discuss upcoming tasks. Communication apps include project management tools , video conferencing tools and voice-over-internet-protocol services.

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10. Organize Communication Training Sessions

Consider holding regular communication training sessions so that both team leaders and employees can grasp basic communication skills that improve workplace communication. Hold training sessions physically or meet online over Google Meet or Zoom or any other communication platform. You can also use webinar tools for training so that old and new employees can always access them.

Bottom Line

Communication in the workplace should exceed exchanging information. It should include intentional communication exercises that enhance confidence, promote engagement and improve an organization’s overall productivity. So, use the given tips to retain your best employees and nail your goals.

Why is it important to have effective communication in the workplace?

Without effective workplace communication, there’d be confusion and conflicts. But with effective communication in the workplace, you’ll enjoy benefits such as enhanced employee motivation, engagement and productivity.

What are the seven Cs of communication?

The seven Cs of communication are:

• Conciseness
• Concreteness
• Correctness
• Completeness

What are good communication tools in a workplace?

Good communication tools include:

• Project management tools
• Business phone systems
• Video conferencing tools
• Emailing software
• Webinar tools

They’ll help you communicate with team members without issues.

How does communication affect teamwork?

Communication enables team members to know the tasks they need to perform and why and how to do them so they can achieve set goals.

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Powerful and Effective Presentation Skills: More in Demand Now Than Ever

When we talk with our L&D colleagues from around the globe, we often hear that presentation skills training is one of the top opportunities they’re looking to provide their learners. And this holds true whether their learners are individual contributors, people managers, or senior leaders. This is not surprising.

Effective communications skills are a powerful career activator, and most of us are called upon to communicate in some type of formal presentation mode at some point along the way.

For instance, you might be asked to brief management on market research results, walk your team through a new process, lay out the new budget, or explain a new product to a client or prospect. Or you may want to build support for a new idea, bring a new employee into the fold, or even just present your achievements to your manager during your performance review.

And now, with so many employees working from home or in hybrid mode, and business travel in decline, there’s a growing need to find new ways to make effective presentations when the audience may be fully virtual or a combination of in person and remote attendees.

Whether you’re making a standup presentation to a large live audience, or a sit-down one-on-one, whether you’re delivering your presentation face to face or virtually, solid presentation skills matter.

Even the most seasoned and accomplished presenters may need to fine-tune or update their skills. Expectations have changed over the last decade or so. Yesterday’s PowerPoint which primarily relied on bulleted points, broken up by the occasional clip-art image, won’t cut it with today’s audience.

The digital revolution has revolutionized the way people want to receive information. People expect presentations that are more visually interesting. They expect to see data, metrics that support assertions. And now, with so many previously in-person meetings occurring virtually, there’s an entirely new level of technical preparedness required.

The leadership development tools and the individual learning opportunities you’re providing should include presentation skills training that covers both the evergreen fundamentals and the up-to-date capabilities that can make or break a presentation.

So, just what should be included in solid presentation skills training? Here’s what I think.

The fundamentals will always apply When it comes to making a powerful and effective presentation, the fundamentals will always apply. You need to understand your objective. Is it strictly to convey information, so that your audience’s knowledge is increased? Is it to persuade your audience to take some action? Is it to convince people to support your idea? Once you understand what your objective is, you need to define your central message. There may be a lot of things you want to share with your audience during your presentation, but find – and stick with – the core, the most important point you want them to walk away with. And make sure that your message is clear and compelling.

You also need to tailor your presentation to your audience. Who are they and what might they be expecting? Say you’re giving a product pitch to a client. A technical team may be interested in a lot of nitty-gritty product detail. The business side will no doubt be more interested in what returns they can expect on their investment.

Another consideration is the setting: is this a formal presentation to a large audience with questions reserved for the end, or a presentation in a smaller setting where there’s the possibility for conversation throughout? Is your presentation virtual or in-person? To be delivered individually or as a group? What time of the day will you be speaking? Will there be others speaking before you and might that impact how your message will be received?

Once these fundamentals are established, you’re in building mode. What are the specific points you want to share that will help you best meet your objective and get across your core message? Now figure out how to convey those points in the clearest, most straightforward, and succinct way. This doesn’t mean that your presentation has to be a series of clipped bullet points. No one wants to sit through a presentation in which the presenter reads through what’s on the slide. You can get your points across using stories, fact, diagrams, videos, props, and other types of media.

Visual design matters While you don’t want to clutter up your presentation with too many visual elements that don’t serve your objective and can be distracting, using a variety of visual formats to convey your core message will make your presentation more memorable than slides filled with text. A couple of tips: avoid images that are cliched and overdone. Be careful not to mix up too many different types of images. If you’re using photos, stick with photos. If you’re using drawn images, keep the style consistent. When data are presented, stay consistent with colors and fonts from one type of chart to the next. Keep things clear and simple, using data to support key points without overwhelming your audience with too much information. And don’t assume that your audience is composed of statisticians (unless, of course, it is).

When presenting qualitative data, brief videos provide a way to engage your audience and create emotional connection and impact. Word clouds are another way to get qualitative data across.

Practice makes perfect You’ve pulled together a perfect presentation. But it likely won’t be perfect unless it’s well delivered. So don’t forget to practice your presentation ahead of time. Pro tip: record yourself as you practice out loud. This will force you to think through what you’re going to say for each element of your presentation. And watching your recording will help you identify your mistakes—such as fidgeting, using too many fillers (such as “umm,” or “like”), or speaking too fast.

A key element of your preparation should involve anticipating any technical difficulties. If you’ve embedded videos, make sure they work. If you’re presenting virtually, make sure that the lighting is good, and that your speaker and camera are working. Whether presenting in person or virtually, get there early enough to work out any technical glitches before your presentation is scheduled to begin. Few things are a bigger audience turn-off than sitting there watching the presenter struggle with the delivery mechanisms!

Finally, be kind to yourself. Despite thorough preparation and practice, sometimes, things go wrong, and you need to recover in the moment, adapt, and carry on. It’s unlikely that you’ll have caused any lasting damage and the important thing is to learn from your experience, so your next presentation is stronger.

How are you providing presentation skills training for your learners?

Manika Gandhi is Senior Learning Design Manager at Harvard Business Publishing Corporate Learning. Email her at [email protected] .

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The Importance of Oral Communication in the Workplace

Understanding Oral Communication

Before delving into its importance, it is essential to grasp the concept of oral communication. At its core, oral communication is the act of exchanging information verbally between individuals or groups. This includes face-to-face conversations, team meetings, presentations, and even phone calls . Through oral communication, ideas can be expressed, questions can be answered, and messages can be conveyed with clarity and understanding.

Oral communication is a dynamic and multifaceted form of interaction that plays a crucial role in both personal and professional settings. It serves as a vehicle for sharing thoughts, emotions, and information in real-time, allowing for immediate feedback and clarification. The nuances of oral communication, such as tone of voice, facial expressions, and gestures, add layers of meaning and depth to the spoken words, enriching the overall exchange.

Defining Oral Communication

Oral communication encompasses various forms, such as informal discussions, formal presentations, and even impromptu conversations. It involves active listening, speaking, and non-verbal cues that all contribute to effective communication. By harnessing these elements, individuals can express thoughts, share knowledge, and seek clarification, fostering collaboration and understanding in the workplace.

Moreover, oral communication is not limited to verbal expression alone; it also encompasses the art of storytelling, persuasion, and negotiation. By weaving narratives and using rhetorical devices, individuals can captivate their audience, inspire action, and build connections that transcend mere information exchange. The power of oral communication lies not only in the words spoken but also in the emotional resonance and human connection it creates.

Components of Oral Communication

Oral communication comprises several key components that work together to convey messages effectively. These components include the words used, tone of voice, body language, and the overall context of the conversation. By paying attention to these components, individuals can ensure that their messages are clear, engaging, and well-received by their audience.

Furthermore, the context in which oral communication takes place can significantly impact the effectiveness of the message. Factors such as the physical environment, cultural norms, and the relationship between the communicators can influence how the information is perceived and interpreted. Adapting to the specific context of each communication encounter is essential for achieving mutual understanding and fostering meaningful connections.

The Role of Oral Communication in the Workplace

Now that we have a solid understanding of oral communication, it's time to explore its pivotal role in the workplace.

Oral communication serves as the lifeblood of organizational dynamics, playing a crucial role in shaping the culture and efficiency of a workplace. Beyond just conveying information, oral communication is the cornerstone of building relationships, fostering trust, and creating a sense of community among colleagues.

Facilitating Team Collaboration

In a collaborative environment, effective oral communication is vital. By sharing ideas, discussing strategies, and providing feedback , teams can work together towards a common goal. Oral communication fosters a sense of unity and allows team members to build upon each other's strengths, resulting in enhanced productivity and innovation.

Moreover, oral communication in team settings goes beyond task-related discussions. It also includes informal conversations, brainstorming sessions, and even small talk, all of which contribute to a cohesive team dynamic. The ability to communicate orally not only ensures that everyone is on the same page but also creates a supportive and inclusive work environment.

Enhancing Leadership and Management

Leaders and managers rely heavily on oral communication to convey instructions, provide feedback, and motivate their teams. By communicating clearly and effectively, leaders gain trust and instill confidence in their abilities. Additionally, oral communication allows leaders to actively listen to their team members, ensuring that everyone feels heard, valued, and understood.

Effective oral communication is a cornerstone of successful leadership, as it enables leaders to inspire, influence, and guide their teams towards achieving organizational goals. Through persuasive speaking, empathetic listening, and constructive feedback , leaders can cultivate a positive work culture that encourages growth, collaboration, and continuous improvement.

Benefits of Effective Oral Communication

Effective oral communication brings forth numerous benefits that positively impact the workplace. In addition to boosting employee engagement and improving problem-solving skills, it also plays a vital role in enhancing teamwork and fostering a culture of transparency.

Boosting Employee Engagement

Oral communication plays a crucial role in engaging employees. By fostering open lines of communication and encouraging dialogue, organizations create a supportive and inclusive work environment. When employees feel comfortable expressing their thoughts and concerns, their engagement and satisfaction levels rise, ultimately leading to increased productivity and retention.

Improving Problem-Solving Skills

Through oral communication, employees can collaborate and brainstorm solutions to problems. By openly discussing challenges and seeking diverse perspectives, organizations can tap into the collective intelligence of their workforce. Effective oral communication empowers individuals to think critically, communicate their ideas, and jointly develop innovative solutions.

Furthermore, effective oral communication enhances teamwork by promoting collaboration and synergy among team members. When individuals can clearly convey their thoughts, listen actively, and provide constructive feedback, it fosters a sense of unity and cooperation within the team. This, in turn, leads to improved project outcomes and a more harmonious work environment.

Barriers to Effective Oral Communication

Despite its importance, several barriers can hinder effective oral communication in the workplace.

Language and Cultural Differences

In diverse work environments, language barriers and cultural differences can impede communication. Different interpretations, accents, and communication styles may lead to misunderstandings. It is crucial to foster an inclusive environment that embraces diversity and provides support and resources to overcome these barriers.

Organizations can implement language training programs, cultural sensitivity workshops, and buddy systems to facilitate better understanding among team members. Encouraging open dialogue and mutual respect can help bridge the gap created by language and cultural differences, ultimately enhancing communication effectiveness.

Fear and Anxiety

Individuals may experience fear and anxiety when engaging in oral communication, particularly during public speaking or high-pressure situations. These emotions can hinder clarity, confidence, and effective communication. Providing training, support, and opportunities for practice can help individuals overcome these challenges and unlock their full oral communication potential.

Managers can create a supportive environment where employees feel safe to express themselves without judgment. Offering public speaking courses, mindfulness training, and stress management workshops can equip individuals with the tools to manage their fears and anxieties. By addressing these emotional barriers, employees can communicate more confidently and authentically in the workplace.

Strategies for Improving Oral Communication

Now that we have explored the importance, role, and challenges associated with oral communication, let's uncover some practical strategies for enhancing it in the workplace.

Effective oral communication is not just a desirable skill; it is a vital tool for success in the workplace. Whether it's facilitating collaboration, enhancing leadership, or reaping the benefits of engaged employees, strong oral communication lays the foundation for a thriving work environment. By understanding the components, overcoming barriers, and implementing communication-enhancing strategies, individuals and organizations can tap into the power of oral communication and unlock their full potential.

Active Listening Techniques

Active listening is a fundamental skill that improves oral communication. It involves focusing on the speaker, maintaining eye contact, and responding appropriately. By actively listening, individuals demonstrate respect, understanding, and empathy, leading to more meaningful and effective conversations.

Furthermore, active listening involves not just hearing the words spoken but also understanding the emotions and intentions behind them. This deeper level of engagement can foster trust and build stronger relationships in the workplace, ultimately enhancing teamwork and productivity.

Non-Verbal Communication Tips

Non-verbal cues, such as facial expressions, gestures, and body language, significantly impact oral communication. By paying attention to these cues and consciously shaping our own non-verbal communication, we can reinforce our message, establish rapport, and convey sincerity and confidence.

Moreover, being aware of cultural differences in non-verbal communication is crucial in a diverse workplace. Different gestures or expressions can carry varying meanings across cultures, so adapting and being sensitive to these differences can prevent misunderstandings and promote effective cross-cultural communication.

At Candor, we understand that the heart of a thriving workplace culture is effective oral communication—a culture where every team member feels at home and valued. If you're ready to elevate your team's communication and build a culture that feels like play, where authenticity and collaboration are the norms, we invite you to join us. Start transforming your workplace into a space where culture is a shared responsibility, and every voice matters. Sign up for Free today and take the first step towards creating a team that continually invests in and supports a culture of belonging.

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12 tips for effective communication in the workplace

Effective communication transcends simple information exchanges. Understanding the emotions and motives behind the given information is essential. In addition to successfully conveying messages, it's important to actively listen and fully understand the conversation, making the speaker feel heard and understood.

Today, we’re in almost constant contact with our coworkers. You might not put a lot of thought into saying “hi” to your coworker, grabbing virtual coffee with a remote team member, or sending a gif of a cat wearing pajamas to your team—and that’s ok. Even though you’re communicating at work, there’s a difference between these types of messages and communication in the workplace.

Communication in the workplace refers to the communication you do at work about work. Knowing when and how to effectively communicate at work can help you reduce miscommunication, increase team happiness, bolster collaboration, and foster trust. Teams that know how to communicate effectively about work are better prepared for difficult situations. But building good communication habits takes time and effort—and that’s where we come in. Here are 12 ways to take your workplace communication skills to the next level.

What is effective communication?

Effective communication is the exchange of ideas, thoughts, opinions, knowledge, and information so that the message is received and comprehended clearly and purposefully. When we communicate effectively, all stakeholders are fulfilled.

Developing effective communication skills requires a delicate balance of active listening, verbal communication, nonverbal cues, body language, and emotional intelligence to ensure messages are clearly transmitted and understood.

It's about more than just talking; effective communication involves listening skills and a deep understanding of interpersonal dynamics. Individuals can use these communication skills to bridge gaps, make informed decisions, and strengthen relationships. 

What does “workplace communication” mean?

Communication in the workplace can happen face-to-face, in writing, over a video conferencing platform, on social media, or in a group meeting. It can also happen in real time or asynchronously , which happens when you’re communicating about work over email, with recorded video, or on a platform like a project management tool . Some examples of workplace communication include:

Team meetings

1:1 feedback sessions

Receiving information

Communicating about project status or progress

Collaboration on cross-functional tasks

Nonverbal communication

Collaboration Report: How the most effective teams in the world collaborate

Explore key traits that have made the most effective teams in the world successful: their strategies, techniques, and tips for working well together.

What makes communication effective?

Now that you know what type of communication can be included in workplace communication, how do you start getting better at it? There are a few key tenets of effective communication that you can use, no matter what type of communication it is. In particular, good communication:

Aims for clarity. Whether you’re sending a Slack message, drafting an email, or giving an off-the-cuff reply, aim to be clear and concise with your communication.

Seeks to solve conflicts, not create them. In the workplace, we're often involved in problem solving and collaborating on projects or tasks. Good communication in the workplace can involve bringing up blockers or providing feedback—but make sure the goal is to get to a better place than where you are now.

Goes both ways. Every instance of effective communication in the workplace represents an exchange of information—even when the information is communicated solely through nonverbal cues.

Benefits of effective communication in the workplace

Clear, effective workplace communication can:

Boost employee engagement and belonging

Improve interpersonal skills and emotional intelligence

Encourage team buy-in

Increase productivity

Build a healthy workplace and organizational culture

Reduce conflict

Increase retention

7 tips for more effective communication in the workplace

Effective communication in the workplace is all about where, how, and when you’re communicating. Try these seven tips to develop better communication skills.

1. Know where to communicate—and about what

Communication happens in many different forms—face-to-face, over email, via instant messages, and in work management platforms. To be most effective, make sure you’re following communication guidelines and messaging about the right things in the right places.

Sometimes, knowing where to communicate is half the battle. Your company may have different communication tools , which makes knowing which tool to use all the more important. Which tool is appropriate for your question or comment? Do you need to communicate in real time, or is it ok to send an asynchronous message? If you’re not sure, ask a team member or manager where you should be sending different types of messages. It is important for everyone to be on the same page. For example, at Asana, we use:

2. Build collaboration skills

Collaboration is the bedrock of effective teamwork. In order to build strong team collaboration skills , you need to practice open and honest communication. This doesn’t necessarily mean always agreeing on things—knowing how to disagree and work through those differences is a key part of collaboration, too.

Collaboration and communication skills are kind of a “chicken and egg” scenario. You can build good collaboration by communicating effectively, but knowing how to collaborate is a key component of strong communication. Essentially, this just means you’ll have to practice improving both collaboration and communication skills over time. As you improve team collaboration, you’ll get better at conveying information and opinions in a work environment—and as a result, that honest communication will make collaboration feel more effortless.

3. Talk face-to-face when you can

Perhaps the most tried-and-true way to avoid miscommunication is to talk face-to-face. If your team is virtual, speaking via video conferencing also works. Eye contact is particularly important if you know a conversation is going to be hard. Tone can be difficult to communicate through writing so ideally, you want your team member to be able to see your facial expressions and body language.

If your team is remote or distributed, communicating via a phone call instead of a video conference could work as well. Video conferencing fatigue is real, and it can make collaboration and communication particularly difficult for remote teams. Communicating over the phone reduces some of the visual strain, while still giving you the ability to hear your team member’s voice and tone.

4. Watch your body language and tone of voice

Communication isn’t just about what you say—it’s also about how you say it. Make sure you aren’t crossing your arms or coming off as curt. Oftentimes, your body language may have nothing to do with the current situation—maybe you’re tired or stressed about something in your personal life. But your team members, who might not have that context, could see your actions and assume you’re angry or upset about something. Particularly for hard conversations, try to relax your body language and facial expressions to avoid giving off any unintentional cues.

5. Prioritize two-way communication

Listening skills are just as important to communication in the workplace as talking. Part of being a collaborative team member is listening to other people’s ideas instead of just trying to put your own ideas out there.

There are two common types of listening : listening to reply and listening to understand. When you listen to reply, you’re focusing on what you’re going to say next, rather than what the other person is saying. With this type of listening, you risk missing key information or even repeating what the other person just said.

Instead, try active listening—that is, listen to what the other person has to say without thinking about how you’re going to reply. If you do think of something you want to say, jot it down so you can go back to listening to understand , instead of trying to remember the thing you want to say next.

6. Stick to facts, not stories

“Facts vs. stories” is a technique recommended by the co-founder of the Conscious Leadership Group, Diana Chapman. In this case, “facts” are things that have actually happened—things that everyone in the room would easily agree on. A “story,” on the other hand, is your interpretation of the situation.

For example, say your manager gives you live feedback during a small team meeting. That is a fact. You weren’t expecting the feedback, and you feel like your manager shared the feedback—instead of saving it for your 1:1—because they’re dissatisfied with your work. This is a “story” because you have no way of knowing if it is true or not.

Stories are inevitable—we all create stories from facts. But try to separate stories from facts, and avoid acting on stories until you’re able to validate them. For example, in this case, you might want to talk to your manager during your next 1:1 and ask why they shared feedback in a team meeting.

7. Make sure you’re speaking to the right person

Effective workplace communication is as much about who you’re talking to as it is about what you’re saying. Poor communication often occurs when you’re talking to the wrong people or trying to share information in the wrong setting.

To avoid this, make sure the right people are in the room or receiving the message. If you aren’t sure who that would be, go through an exercise to identify any important project stakeholders who might be missing.

5 tips to build effective communication skills in the workplace

If you’re a leader, you have the power to set and establish communication conventions on your team. Effective communication skills can build healthy company culture , foster trust among your employees, and break down silos between cross-functional teams. Here’s how:

1. Address any underlying changes

Before you start improving your team’s communication skills, ensure there are no underlying issues that keep everyone from communicating honestly. Does everyone feel comfortable talking openly? Is there anything that might make a team member feel like they can’t be their full selves?

One of the most valuable things you can do as a leader is to make sure your employees feel comfortable showing up to work as their whole selves (or as much of themselves as they want to bring). Whether that means voicing disagreements, talking about their passions outside of work, or being honest about what type of communication works best for them, make sure to understand each team member’s needs and ensure they’re being met in the team environment.

One theme that kept coming up in our employee engagement surveys was that we could improve information sharing and communication across the organization, so we looked for a way to do that.”

2. Frequently ask for feedback

If you don’t ask for feedback on your communication style, you may never get it. Even though communication in the workplace impacts every other interaction, team members might not immediately think of it as something to provide feedback on. By asking your employees for feedback on your communication style, you can continue to improve and develop clear communication strategies for your team.

3. Understand team communication styles

Another effective way to communicate with your team is to ask them how they want to communicate. Communication preferences shouldn’t be a secret—or a guessing game—and knowing off the bat if your team members prefer video conferences or phone calls, early morning meetings, or afternoon jam sessions can help you create an environment where they can thrive.

Important questions to ask include:

Are they an early bird or a night owl?

Do they like structured meetings or prefer free-flow brainstorming sessions?

Do they do their best thinking out loud, on the spot, or on paper?

What personality type do they identify with: introvert, extrovert, or ambivert?

Do they feel like they know their team members, or would they prefer more team bonding activities?

What types of meetings or tasks are most energizing for them?

4. Make time for team building or icebreakers

Getting to know your team is critical to developing good communication skills. It’s particularly important to make time to get to know your team outside of a workplace setting. Icebreaker questions can help bring an element of personality and fun to every meeting, so consider starting with a light chat before diving into your meeting agenda.

5. Set the tone

Remember: the way you communicate and collaborate will impact your entire team. It’s up to you to set the standard for open and clear communication in the workplace. Once you establish this standard, your team will follow suit.

Every few months, make a note to follow up with how everyone is feeling about team communication. Are there any habits that have cropped up in the last few months that you want to cull or encourage? Regularly thinking about how your team communicates—instead of “setting and forgetting” your team practices—can help you be more intentional about your communication methods.

As an organization grows, communication starts to bottleneck. At Hope for Haiti, we’ve seen those inefficiencies hurt us: when we can’t run like a well-oiled machine, we’re not serving as many people as we could be—and it’s our responsibility to improve upon that.”

More types of workplace communication

Most discussions about communication in the workplace assume the “workplace” is in person. But there are various forms of communication across different locations—from global offices to remote teams. Most effective communication best practices still apply to any type of team, but there are a few additional considerations and best practices you can use to help team members truly connect.

Distributed teams

Distributed teams work across multiple national or global offices. These teams might span different time zones and languages, and each office will have its own culture and habits. Don’t expect each distributed team to communicate in the same way—in fact, one of the advantages of distributed teams is the variety of thought you’re exposed to by working with teammates from all over the world.

If you work on a distributed team, it’s critical to over-communicate so that team members in different time zones and offices stay in the loop. Make sure to document everything in a central source of truth that team members can access when they’re online, and look for a tool that updates in real-time so no one has to slow down due to information lag.

Keep in mind that time zones might affect how people come to a conversation. Try to schedule meetings when everyone is available, or offer recordings and notes if team members can’t make it. It’s also critical to double check that the right people are in the loop, and that they aren’t just being left out because they’re in a different office than the majority of your team.

Online coworkers

If you’re working with a virtual team, it’s critical to establish where you’re going to communicate and how frequently. Knowing exactly what each communication tool should be used for can help team members feel connected—even while they’re remote.

While working remotely, we’ve had to re-learn how to communicate in many ways. Slack, Asana, and integrations between these tools has replaced or supplemented a lot of in-person ways we used to communicate.”

Remote team members can feel isolated and disconnected from one another, so consider doing an exercise with your entire team about preferred business communication habits. Some team members might love cold calls, while others might prefer scheduled meetings with concise agendas. Because team members have fewer chances to interact in person, it’s critical to establish these forms of communication as a team so you can keep the communication channels open.

Finally, make sure to bring team members in for regular team bonding events. Whether you’re doing icebreaker activities at the beginning of every meeting or scheduling some time to just chat at the end of each week, dedicated team time can help team members connect, no matter where they’re dialing in from.

The cherry on top of effective workplace communication

The last component of great communication is having a central source of truth for all of your communication and work information. Using a centralized system like a work management tool can help you coordinate work across all levels of your team. Learn more about how work management makes project coordination and communication easier in our introduction to work management article .

FAQ: Effective communication in the workplace

What are the best ways of communicating with your work colleagues.

The best ways of communicating with your work colleagues involve concise, respectful, and timely exchanges. This can be achieved through various channels, such as emails, instant messaging, face-to-face meetings, and video calls. Selecting the right medium based on the context of your communication (e.g., using emails for formal requests or Slack for quick queries) and ensuring you're concise and to the point can enhance the effectiveness of your communication.

Why is effective communication important?

Effective communication ensures that information is accurately conveyed and understood, resulting in improved efficiency, fewer misunderstandings, and better working relationships. It promotes teamwork, decision-making, and problem solving, which makes effective communication a cornerstone of successful operations and a positive work environment.

What constitutes effective communication?

Effective communication is characterized by clarity, conciseness, coherence, and considerateness, also known as the 5 Cs of communication. It means the message is delivered in a clear and understandable manner, is direct and to the point, logically organized, and sensitive to the receiver's needs and perspectives. It also involves active listening, openness to feedback, and the ability to adjust or paraphrase the message according to the audience and context.

How can you become an effective communicator?

To become an effective communicator, focus on clarity and brevity in your messages, actively listen to others, and provide constructive feedback. Pay attention to both verbal and nonverbal cues, such as body language and tone, to ensure your message is received as intended. Practice empathy by considering the receiver's perspective, and be open to feedback to continuously improve your public speaking skills.

Related resources

10 tips to improve nonverbal communication

Scaling clinical trial management software with PM solutions

How to build your critical thinking skills in 7 steps (with examples)

4 ways to establish roles and responsibilities for team success

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16 Oral Presentations

Chapter attribution.

David McMurrey and Cassandra Race

Oral Presentations

A common assignment in technical writing courses—not to mention in the workplace—is to prepare and deliver an oral presentation, a task most of us would be happy to avoid. However, while employers look for coursework and experience in preparing written documents,  they also look for experience in oral presentations as well. Look back at the first chapter. Remember how important interpersonal communication skills are in the workplace.

The following was written for a standard face-to-face classroom setting. If you are taking an online technical writing course, oral reports can be sent in as “scripts,” or audio versions can be transmitted live or recorded. In any case, students may evaluate each other’s oral reports by filling out a form like the one provided at the end of this chapter or responding through the discussion board.

If you can believe the research, most people would rather have root canal surgery without novocaine than stand up in front of a group and speak. It truly is one of the great stressors. But with some help from the resources that follow, you can be a champion presenter.

For additional information on oral presentations and public speaking in general, see Effective Presentations . This is part of an online tutorial series provided by Kansas University Medical Center. This section has many resources that will be helpful to you.

Topic and Situation for the Oral Presentation

For the oral report in a technical writing course, imagine that you are formally handing over your final written report to the people with whom you set up the hypothetical contract or agreement. For example, imagine that you had contracted with a software company to write its user guide. Once you had completed it, you’d have a meeting with chief officers to formally deliver the guide. You’d spend some time orienting them to the guide, showing them how it is organized and written, and discussing some of its highlights. Your goal is to get them acquainted with the guide and to prompt them for any concerns or questions. (Your class will gladly pretend to be whoever you tell them to be during your talk.)

As you can see, you shouldn’t have to do any research to prepare for this assignment—just plan the details of your talk and get at least one visual ready. If you have a report topic that you’d prefer not to present orally, discuss other possibilities with your instructor. Here are some brainstorming possibilities in case you want to present something else:

• Informative purpose: An oral report can be primarily informative. For example, as a member of a committee involved in a project to relocate the plant, your job might be to give an oral report on the condition of the building and grounds at one of the sites proposed for purchase. Or, you might be required to go before the city council and report on the success of the new city-sponsored recycling project.
• Instructional purpose: An oral report can be instructional. Your task might be to train new employees to use certain equipment or to perform certain routine tasks.
• Persuasive purpose: An oral report can be persuasive. You might want to convince members of local civic organizations to support a city-wide recycling program. You might appear before the city council to persuade its members to reserve certain city-owned lands for park areas, softball and baseball parks, or community gardens.
• Topics: You can start by thinking of a technical subject, for example, solar panels, microprocessors, drip irrigation, or laser surgery. For your oral report, think of a subject you’d be interested in talking about, but find a reason why an audience would want to hear your oral report.
• Place or situation: You can find topics for oral reports or make more detailed plans for them by thinking about the place or the situation in which your oral report might naturally be given: at a neighborhood association? at the parent–teachers’ association meeting? at a church meeting? at the gardening club? at a city council meeting? at a meeting of the board of directors or high-level executives of a company? Thinking about an oral report this way makes you focus on the audience, their reasons for listening to you, and their interests and background. As in all technical writing situations, identifying and understanding your audience is of the utmost importance.

Content and Requirements for the Oral Presentation

The focus for your oral presentation is clear, understandable presentation; well-organized, well-planned, well-timed discussion. You don’t need to be Mr. or Ms. Slick-Operator—just present the essentials of what you have to say in a calm, organized, well-planned manner.

When you give your oral presentation, we’ll all be listening for the same things. Use the following as a requirements list, as a way of focusing your preparations:

• Situation : Plan to explain to the class what the situation of your oral report is, who you are, and who they should imagine they are. Make sure that there is a clean break between this brief explanation and the beginning of your actual oral report.
• Timing : Make sure your oral report lasts no longer than the time allotted. Your instructor will work out some signals to indicate when the mark is approaching, has arrived, or has passed.
• Indicate the purpose of your oral report
• give an overview of its contents
• find some way to interest the audience
• Visuals : Use at least one visual—preferably slides using presentation software (such as Powerpoint) or transparencies for the overhead projector. Flip charts and objects for display are okay, but avoid scribbling stuff on the chalkboard or whiteboard or relying strictly on handouts. Make sure you discuss key elements of your visuals. Don’t just throw them up there and ignore them. Point out things about them; explain them to the audience.
• Explanation : Plan to explain any technical aspect of your topic clearly and understandably. Don’t race through complex, technical stuff—slow down and explain it carefully so that we understand it.
• Transitions : Use “verbal headings”—by now, you’ve gotten used to using headings in your written work. There is a corollary in oral reports. With these, you give your audience a very clear signal you are moving from one topic or part of your talk to the next  Your presentation visual can signal your headings.
• Planning : Plan your report in advance and practice it so that it is organized. Make sure that listeners know what you are talking about and why, which part of the talk you are in, and what’s coming next. Overviews and verbal headings greatly contribute to this sense of organization.
• summarize (go back over high points of what you’ve discussed)
• conclude (state some logical conclusion based on what you have presented)
• provide some last thought (end with some final interesting point but general enough not to require elaboration)
• or some combination of these three
• Questions : And certainly, you’ll want to prompt the audience for questions and concerns.
• Timing (again) : As mentioned above, be sure your oral report is carefully timed. Some ideas on how to work within an allotted time frame are presented in the next section.

Preparing for the Oral Presentation

Pick the method of preparing for the talk that best suits your comfort level with public speaking and with your topic. However, plan to do ample preparation and rehearsal—some people assume that they can just jump up there and ad-lib for so many minutes and be relaxed and informal. It doesn’t often work that way—drawing a mental blank is the more common experience. A well-delivered presentation is the result of a lot of work and a lot of practice.

Here are the obvious possibilities for preparation and delivery:

• Write a script, practice it; keep it around for quick-reference during your talk.
• Set up an outline of your talk; practice with it, bring it for reference.
• Set up cue cards, practice with them, and use them during your talk.
• Write a script and read from it.

Of course, the extemporaneous or impromptu methods are also out there for the brave and the adventurous. However, please bear in mind that up to 25 people will be listening to you—you owe them a good presentation, one that is clear, understandable, well-planned, organized, and on target with your purpose and audience.

It doesn’t matter which method you use to prepare for the talk, but you want to make sure that you know your material.  The head-down style of reading your report directly from a script has problems. There is little or no eye contact or interaction with the audience. The delivery tends toward a dull, boring monotone that either puts listeners off or is hard to understand. And, most of us cannot stand to have reports read to us!

For many reasons, most people get nervous when they have to give oral presentations. Being well prepared is your best defense against the nerves. Try to remember that your classmates and instructor are a very forgiving, supportive group. You don’t have to be a slick entertainer—just be clear, organized, and understandable. The nerves will wear off someday, the more oral presenting you do. In the meantime, breathe deeply and enjoy.

The following is an example of an introduction to an oral presentation. Use it as a guide for planning your own.

Oral Presentation: Enhancement of the Recycling Program

Valerie and I represent the Austin Coalition for Recycling, a group that was founded in the late 1960s, partly in response to rising utility bills and partly out of a concern for the environment and its resources. High utility bills not only hurt each of us in our pocketbooks but also hurt the quality of life of our city as a whole.

We are all particularly proud of what a fine city we live in and what wonderful citizen involvement there is herein a whole range of civic activities. These things make our city special and ought to be the force that enables us to make a recycling program an integral part of the city’s waste management program. Backed by the City, a new powerful recycling program will contribute enormously to keeping Austin the wonderful place it is.

Valerie and I want to talk to you about how recycling works currently, how it will work once integrated with the city’s waste management program, how this integration will benefit our city, and what you can do to support this plan.

Delivering an Oral Presentation

When you give an oral report, focus on common problem areas such as these:

• Timing —Make sure you keep within the time limit. Finishing more than a minute under the time limit is also a problem. Rehearse, rehearse, rehearse until you get the timing just right.
• Volume —Obviously, you must be sure to speak loud enough so that all of your audience can hear you. You might find some way to practice speaking a little louder in the days before the oral presentation.
• Pacing, speed —Sometimes, oral presentators who are nervous talk too fast. All that adrenaline causes them to speed through their talk, making it hard for the audience to follow. In general, it helps listeners  understand you better if you speak a bit more slowly and deliberately than you do in normal conversation. Slow down, take it easy, be clear…and breathe.
• Gestures and posture —Watch out for nervous hands flying all over the place. This too can be distracting—and a bit comical. At the same time, don’t turn yourself into a mannequin. Plan to keep your hands clasped together or holding onto the podium and only occasionally making some gesture. Definitely keep your hands out of your pockets or waistband. As for posture, avoid slouching at the podium or leaning against the wall. Stand up straight, and keep your head up.
• Verbal crutches —Watch out for too much “uh,” “you know,” “okay” and other kinds of nervous verbal habits. Instead of saying “uh” or “you know” every three seconds, just don’t say anything at all. In the days before your oral presentation, practice speaking without these verbal crutches. The silence that replaces them is not a bad thing—it gives listeners time to process what you are saying.

The following is an example of how topic headings can make your presentation easy for your listeners to follow.

Excerpt from an oral report

As you can see from the preceding, our fairly average-size city produces a surprisingly large amount of solid waste. What is the cost of getting rid of it? I can tell you from the start that it is not cheap…

The next sentence indicates that the speaker is moving on to a new topic (“cost”).

[discussion of the costs of disposal]

…Not only are the costs of getting rid of our garbage high, as I have shown, but it’s getting harder and harder for city officials to find areas in which to get rid of it. The geographical problems in disposal…

Planning and Preparing Visuals for the Oral Presentation

Prepare at least one visual for this report. Here are some ideas for the “medium” to use for your visuals:

• Presentation software slides —Projecting images (“slides”) using software such as Powerpoint has become the standard, even though maligned by some. One common problem with the construction of these slides is cramming too much information on individual slides. A quick search on terms like Powerpoint presentation will enable you to read about creating these slides and designing them intelligently. Of course, the room in which you use these slides has to have a computer projector.
• Transparencies for overhead projector —The overhead projector used with transparencies seems to have been relegated to antiquity—but not entirely. If you have to use this method, you will design your visual on a sheet of blank paper, then photocopy it, and create a transparency of it.
• Posterboard-size charts —Another possibility is to get some poster board and draw and letter what you want your audience to see. Of course, it’s not easy making charts look neat and professional.
• Handouts —You can run off copies of what you want your listeners to see and hand them out before or during your talk. This option is even less effective than the first two because you can’t point to what you want your listeners to see and because handouts distract listeners’ attention away from you. Still, for certain visual needs, handouts are the only choice. Keep in mind that if you are not well prepared, the handouts become a place for your distracted audience to doodle.
• Objects —If you need to demonstrate certain procedures, you may need to bring in actual physical objects. Rehearse what you are going to do with these objects; sometimes they can take up a lot more time than you expect.

Avoid just scribbling your visual on the chalkboard or whiteboard. Whatever you scribble can be neatly prepared and made into a presentation slide, transparency, or posterboard-size chart. Take some time to make your visuals look sharp and professional—do your best to ensure that they are legible to the entire audience.

As for the content of your visuals, consider these ideas:

• Drawing or diagram of key objects —If you describe or refer to any objects during your talk, try to get visuals of them so that you can point to different components or features.
• Tables, charts, graphs —If you discuss statistical data, present it in some form or table, chart, or graph. Many members of your audience may be less comfortable “hearing” such data as opposed to seeing it.
• Outline of your talk, report, or both —If you are at a loss for visuals to use in your oral presentation, or if your presentation is complex, have an outline of it that you can show at various points during your talk.
• Key terms and definitions —A good idea for visuals (especially when you can’t think of any others) is to set up a two-column list of key terms you use during your oral presentation with their definitions in the second column.
• Key concepts or points —Similarly, you can list your key points and show them in visuals. (Outlines, key terms, and main points are all good, legitimate ways of incorporating visuals into oral presentations when you can’t think of any others.)

During your actual oral report, make sure to discuss your visuals, refer to them, guide your listeners through the key points in your visuals. It’s a big problem just to throw a visual up on the screen and never even refer to it.

As you prepare your visuals, look at resources that will help you. There are many rules for using PowerPoint, down to the font size and how many words to put on a single slide, but you will have to choose the style that best suits your subject and your presentation style.

The two videos that follow will provide some pointers. As you watch them, make some notes to help you remember what you learn from them. The first one is funny: Life After Death by PowerPoint by Don McMillan, an engineer turned comedian.

Life After Death by PowerPoint

You may also have heard about the presentation skills of Steve Jobs. The video that follows is the introduction of the I-Phone…and as you watch, take notes on how Jobs sets up his talk and his visuals. Observe how he connects with the audience…and then see if you can work some of his strategies into your own presentation skills. This is a long video…you don’t need to watch it all but do take enough time to form some good impressions.

Steve Jobs iPhone Presentation

An Introduction to Technical Communication Copyright © by sherenahuntsman is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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