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How to prepare and...

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

10 Characteristics of Oral Communication With Examples

Table of Contents

Oral communication is a fundamental aspect of human interaction and is essential in both personal and professional settings. It involves the exchange of information through spoken words, either face-to-face or through technology.

In this blog, we will explore 10 characteristics of oral communication and provide examples to illustrate each one.

Definition of oral communication

“Oral communication is the act of transmitting messages from one person to another through the use of spoken words. It is a process that involves both sending and receiving information, and relies on the effective use of language, tone, and body language.” – Michael J. Cody in “Communication and Learning in the Classroom”

Check out our detailed article on: What is Oral Communication: Examples, Importance, Types & Features

10 Characteristics of oral communication with examples

Oral communication involves a sender (speaker) and a receiver (listener) who engage in a conversation, discussion, or presentation. Here are some primary characteristics of oral language along with examples:

1/ Verbal Expression : The foremost characteristic of oral communication is that it involves the use of spoken words to transmit messages, concepts, and information. Oral information relies on the power of language and pronunciation to deliver a clear and meaningful message. For example, during a team meeting, a project manager verbally explains the new project’s objectives and assigns tasks to each team member.

2/ Rapport Building : Oral communication fosters a personal connection between individuals. People often feel more engaged and connected when interacting orally than through written communication . For example, team members who have regular face-to-face meetings may develop stronger bonds and work better together.

3/ Immediate Feedback : Another key feature of oral communication is the ability to receive immediate feedback from the audience or the receiver. This feedback loop allows for on-the-spot adjustments, enhancing the understanding and effectiveness of the communication process, which is a crucial aspect of the fundamentals of oral communication . For example, a manager delivers a presentation at an annual meeting, and the board of directors can ask questions or seek clarification during the session.

4/ Spontaneity : Oral communication can be spontaneous, allowing for real-time reactions and discussions. For example, during brainstorming sessions, team members can verbally share ideas and build upon each other’s suggestions, leading to creative solutions.

5/ Clarification and Elaboration : In oral communication, participants can seek clarification or ask for further explanations immediately. This helps in resolving doubts and avoiding misunderstandings. For instance, during a conference call, a participant may ask the speaker to elaborate on a complex topic.

6/ Social and Cultural Context : Oral communication is influenced by social norms, cultural customs, and regional accents. People adapt their language and communication style based on the setting and the people they are interacting with. For example, a businessperson may use formal communication and greetings when meeting clients, while using more casual language with colleagues.

7/ Synchronization and Coordination : In collaborative settings, oral communication supports in coordinating tasks and activities. For example, during a team meeting, members can discuss project updates, assign responsibilities, and align their efforts toward a common goal.

8/ Real-Time Interaction : Unlike written communication, oral communication allows for immediate interaction and clarification, promoting a dynamic and engaging conversation. For example, in a group discussion, participants can interact, share ideas, and build upon each other’s points to explore different perspectives.

9/ Personal Touch : Oral communication fosters a sense of personal connection between the speaker and the audience, creating an opportunity for rapport-building and emotional engagement. For example, a motivational speaker uses personal stories to connect with the audience and inspire them.

10/ Non-verbal Cues : Along with words, oral communication relies on different nonverbal cues , such as body language, tone of voice, touch, and hand movements. These cues can convey emotions, emphasis, and sincerity. For instance, during a job interview, the candidate’s body language, like maintaining eye contact and nodding, can show interest and engagement.

Dorie Clark, strategy consultant, and keynote speaker : from LinkedIn Learning, explains how you can recognize non-verbal cues while communicating in the following video.

These features make oral language a powerful and essential form of human interaction, facilitating effective collaboration, understanding, and relationship-building in various personal and professional contexts.

Features of oral presentation in business communication

1. Structured Content: In business communication, an oral presentation should feature clear and well-structured content, including a beginning, middle, and end. The presentation must follow a logical flow to ensure ease of understanding for the audience.

2. Visual Aids: Charts, graphs, and images are examples of visual aids that can be employed to improve a presentation’s quality and increase its appeal and retention value.

Related Reading : Why visual communication is important

3. Professional Tone: Oral presentations in business communication should have a professional tone and be delivered in a confident and clear manner. It is essential for the presenter to be thoroughly prepared and possess a good understanding of the subject matter.

4. Audience Engagement: A good oral presentation in business communication should engage the audience by asking questions, inviting feedback, and encouraging interaction. This can assist in maintaining the audience’s engagement and interest in the presentation.

5. Time Management: It is important to manage time effectively during an oral presentation in business communication. The presenter should be mindful of the time allotted for the presentation and make sure to cover all of the key points within the time frame.

Related Readings: Features of effective business communication What are the principles of business communication

Methods of oral communication

There are several methods of oral communication, including

Face-to-Face Conversation: Direct communication between two or more people in person.

Related Reading : Face-to-face conversation advantages and disadvantages

Telephonic Conversation: Communication using voice over the telephone.
Video Conferencing: Communication through video and audio technology.
Presentations: Communication to an audience using visual aids and speaking skills.
Interviews: A conversation between an interviewer and interviewee for the purpose of gathering information.
Group Discussions: A conversation among multiple people with a common topic or purpose.
Lectures: Communication from a speaker to an audience on a specific topic or subject.
Speeches: A speaker delivered a formal speech or presentation to an audience.

Importance of oral communication

Oral communication is a crucial component of effective communication , as it involves the transmission of information through spoken words, tone, and nonverbal cues.

One of the benefits of oral communication is that it allows for immediate feedback, which can be helpful in clarifying misunderstandings and ensuring that both parties are on the same page.

Additionally, oral communication enables individuals to convey emotions, attitudes, and intentions that may not be easily conveyed through written communication.

Overall, the merits of oral communication outweigh the drawbacks , as it allows for effective collaboration, builds relationships, and enhances overall communication skills.

Characteristics of written communication

Some key characteristics of written communication include:

1) Permanence: The foremost feature of written communication is that it leaves a permanent record, which can be reviewed or referenced at a later time.

2) Precision: Written communication allows for precise language and careful editing, making it ideal for conveying complex or technical information.

3) Formality: Written communication tends to be more formal than oral communication, with a greater emphasis on structure, grammar, and style.

4) Distance: Written communication can be used to communicate across distance and time, making it ideal for communication between individuals who are not in the same location or time zone.

5) Lack of immediate feedback: Unlike oral communication, written communication does not provide immediate feedback, which can make it challenging to gauge the effectiveness of the message.

Related Reading : The importance of feedback in communication

Frequently Asked Questions

Q1) what are the 4 characteristics of oral communication.

Ans: The four characteristics of oral communication are immediacy, interactivity, personalization, and flexibility.

Q2) What are the 5 characteristics of oral language?

Ans: According to Donald J. Richgels , the five characteristics of oral language are phonology, morphology, syntax, semantics, and pragmatics. Source

Q3) What are the 7 characteristics of communication?

Ans: Communication involves a two-way exchange of messages between a sender and receiver. The sender encodes the message through various channels, while the receiver decodes it to understand the meaning. Feedback helps assess the effectiveness of communication within a specific context, but noise can disrupt the process. Being mindful of these seven characteristics ensures clearer understanding and improved connections in interactions.

Q4) What are the feature and characteristics of verbal communication?

Ans: Verbal communication involves using spoken words to convey information and emotions. The characteristics of verbal communication include immediate feedback, adaptability, relationship building, spontaneity, and memorability. These features benefit verbal communication by fostering understanding, trust, and efficient problem-solving in various contexts.

Q5) What are the major characteristics of oral presentation?

Ans: Major characteristics of oral presentations require clarity, engagement, organization, visual aids, and compelling delivery. Speakers must articulate ideas clearly, keep the audience engaged, and use visual support to enhance understanding. A well-structured presentation with confident delivery helps leave a lasting impact on the audience.

Q6) What are the characteristics of good oral language?

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Ten Simple Rules for Making Good Oral Presentations

Continuing our “Ten Simple Rules” series [ 1 – 5 ], we consider here what it takes to make a good oral presentation. While the rules apply broadly across disciplines, they are certainly important from the perspective of this readership. Clear and logical delivery of your ideas and scientific results is an important component of a successful scientific career. Presentations encourage broader dissemination of your work and highlight work that may not receive attention in written form.

We do not mean face the audience, although gaining eye contact with as many people as possible when you present is important since it adds a level of intimacy and comfort to the presentation. We mean prepare presentations that address the target audience. Be sure you know who your audience is—what are their backgrounds and knowledge level of the material you are presenting and what they are hoping to get out of the presentation? Off-topic presentations are usually boring and will not endear you to the audience. Deliver what the audience wants to hear.

Rule 2: Less is More

A common mistake of inexperienced presenters is to try to say too much. They feel the need to prove themselves by proving to the audience that they know a lot. As a result, the main message is often lost, and valuable question time is usually curtailed. Your knowledge of the subject is best expressed through a clear and concise presentation that is provocative and leads to a dialog during the question-and-answer session when the audience becomes active participants. At that point, your knowledge of the material will likely become clear. If you do not get any questions, then you have not been following the other rules. Most likely, your presentation was either incomprehensible or trite. A side effect of too much material is that you talk too quickly, another ingredient of a lost message.

Do not be overzealous about what you think you will have available to present when the time comes. Research never goes as fast as you would like. Remember the audience's time is precious and should not be abused by presentation of uninteresting preliminary material.

A good rule of thumb would seem to be that if you ask a member of the audience a week later about your presentation, they should be able to remember three points. If these are the key points you were trying to get across, you have done a good job. If they can remember any three points, but not the key points, then your emphasis was wrong. It is obvious what it means if they cannot recall three points!

Think of the presentation as a story. There is a logical flow—a clear beginning, middle, and an end. You set the stage (beginning), you tell the story (middle), and you have a big finish (the end) where the take-home message is clearly understood.

Presentations should be entertaining, but do not overdo it and do know your limits. If you are not humorous by nature, do not try and be humorous. If you are not good at telling anecdotes, do not try and tell anecdotes, and so on. A good entertainer will captivate the audience and increase the likelihood of obeying Rule 4.

This is particularly important for inexperienced presenters. Even more important, when you give the presentation, stick to what you practice. It is common to deviate, and even worse to start presenting material that you know less about than the audience does. The more you practice, the less likely you will be to go off on tangents. Visual cues help here. The more presentations you give, the better you are going to get. In a scientific environment, take every opportunity to do journal club and become a teaching assistant if it allows you to present. An important talk should not be given for the first time to an audience of peers. You should have delivered it to your research collaborators who will be kinder and gentler but still point out obvious discrepancies. Laboratory group meetings are a fine forum for this.

Presenters have different styles of presenting. Some can captivate the audience with no visuals (rare); others require visual cues and in addition, depending on the material, may not be able to present a particular topic well without the appropriate visuals such as graphs and charts. Preparing good visual materials will be the subject of a further Ten Simple Rules. Rule 7 will help you to define the right number of visuals for a particular presentation. A useful rule of thumb for us is if you have more than one visual for each minute you are talking, you have too many and you will run over time. Obviously some visuals are quick, others take time to get the message across; again Rule 7 will help. Avoid reading the visual unless you wish to emphasize the point explicitly, the audience can read, too! The visual should support what you are saying either for emphasis or with data to prove the verbal point. Finally, do not overload the visual. Make the points few and clear.

There is nothing more effective than listening to, or listening to and viewing, a presentation you have made. Violations of the other rules will become obvious. Seeing what is wrong is easy, correcting it the next time around is not. You will likely need to break bad habits that lead to the violation of the other rules. Work hard on breaking bad habits; it is important.

People love to be acknowledged for their contributions. Having many gratuitous acknowledgements degrades the people who actually contributed. If you defy Rule 7, then you will not be able to acknowledge people and organizations appropriately, as you will run out of time. It is often appropriate to acknowledge people at the beginning or at the point of their contribution so that their contributions are very clear.

As a final word of caution, we have found that even in following the Ten Simple Rules (or perhaps thinking we are following them), the outcome of a presentation is not always guaranteed. Audience–presenter dynamics are hard to predict even though the metric of depth and intensity of questions and off-line followup provide excellent indicators. Sometimes you are sure a presentation will go well, and afterward you feel it did not go well. Other times you dread what the audience will think, and you come away pleased as punch. Such is life. As always, we welcome your comments on these Ten Simple Rules by Reader Response.

Acknowledgments

The idea for this particular Ten Simple Rules was inspired by a conversation with Fiona Addison.

Dr. Philip E. Bourne is a Professor in the Department of Pharmacology, University of California San Diego, La Jolla, California, United States of America. E-mail: ude.csds@enruob

Competing interests. The author has declared that no competing interests exist.

Funding. The author received no specific funding for this article.

Bourne PE. Ten simple rules for getting published. PLoS Comp Biol. 2005; 1 :e57. [ PMC free article ] [ PubMed ] [ Google Scholar ]
Bourne PE, Chalupa LM. Ten simple rules for getting grants. PLoS Comp Biol. 2006; 2 :e12. [ PMC free article ] [ PubMed ] [ Google Scholar ]
Bourne PE, Korngreen A. Ten simple rules for reviewers. PLoS Comp Biol. 2006; 2 :e110. [ PMC free article ] [ PubMed ] [ Google Scholar ]
Bourne PE, Friedberg I. Ten simple rules for selecting a postdoctoral fellowship. PLoS Comp Biol. 2006; 2 :e121. [ PMC free article ] [ PubMed ] [ Google Scholar ]
Vicens Q, Bourne PE. Ten simple rules for a successful collaboration. PLoS Comp Biol. 2007; 3 :e44. [ PMC free article ] [ PubMed ] [ Google Scholar ]

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The impact of goal orientation, self-reflection and personal characteristics on the acquisition of oral presentation skills

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