Tuesday, July 6, 2010

Language what you are going to say

Simplicity and Clarity
If you want your audience to understand your message, your language must be simple and clear.
Use short words and short sentences.
Do not use jargon, unless you are certain that your audience understands it.
In general, talk about concrete facts rather than abstract ideas.
Use active verbs instead of passive verbs. Active  verbs are much easier to understand They are much more powerful. Consider these two sentences, which say the same thing:
1.    Gillette  sold one million razor last year.
2.    One million razor were sold by Gillette last year.
Which is easier to understand? Which is more immediate? Which is more powerful? 1 is ACTIVE and 2 is PASSIVE


When you drive on the board you drive on the road, you know where you are on those roads. Each road has a name or number. Each town has a name. And each house has a number . You can look at the signposts for directions. And you can look at your atlas for the structure of the roads in detail. In other words, it is easy to navigate the roads. You cannot get lost. But when you give a presentation, how can your audience know where they are? How can they know the structure of your presentation? How can they know what is coming next? They know because you tell them. Because you put up signboard for them, at the beginning and all along the route. This technique is called 'signposting' (or 'signaling').
During your introduction, you should tell your audience what the structure of your presentation will be. You might say something like this:
"I'll start by describing the current position in Europe. Then I'll move on to some of the achievements we've made in Asia. After that I'll consider the opportunities we see for further expansion in Africa. Lastly, I'll quickly recap before concluding with some recommendations."
Most presentations are divided into 3 main parts (+ questions):
Language what you are going to say in English
As a general rule in communication, repetition is valuable. In presentations, there is a golden rule about repetition:
1.    Say what you are going to say,
2.    say it,
3.    then say what you have just said.
In other words, use the three parts of your presentation to reinforce your message. In the introduction, you tell your audience what your message is going to be. In the body, you tell your audience your real message. In the conclusion, you summarize what your message was.
We will now consider each of these parts in more detail.
The introduction is a very important - perhaps the most important - part of your presentation. This is the first impression that your audience have of you. You should concentrate on getting  should concentrate on getting your introduction right. You should use the introduction to:
1.    Welcome your audience
2.    Introduce your subject
3.    Outline the structure of your presentation
4.    Give instructions about questions
The body is the 'real' presentation. If the introduction was well prepared and delivered, you will now be 'in control'. You will be relaxed and confident.
The body should be well structured, divided up logically, with plenty of carefully spaced visuals.
Remember these key points while delivering the body of your presentation:
•    Do not hurry
•    Be enthusiastic
•    Give time on visuals
•    Maintain eye contact
•    Modulate your voice
•    Look friendly
•    Keep to your structure
•    Use your notes
•    Signpost throughout
•    Remain polite when dealing with difficult questions
Use the conclusion to:
1.   Sum up
2.   (Give recommendations if appropriate)
3.    Thank your audience
4.    Invite questions
Questions are a good opportunity for you to interact with your audience. It may be helpful for you to try to predict what questions will be asked so that you can prepare your response in advance. You may wish to accept questions at any time during your presentation, or to keep a time for question after your presentation. Normally, it's your decision, and you should make it clear during the introduction. Be polite with all questioners, even if they ask difficult questions. They are showing interest in what you have to say and they deserve attention. Sometimes you can reformulate a question. Or answer the question with  another question. Or even ask for comment from the rest of the audience.

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