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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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6 presentation skills and how to improve them

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What are presentation skills?

The importance of presentation skills, 6 presentation skills examples, how to improve presentation skills.

Tips for dealing with presentation anxiety

Learn how to captivate an audience with ease

Capturing an audience’s attention takes practice. 

Over time, great presenters learn how to organize their speeches and captivate an audience from start to finish. They spark curiosity, know how to read a room , and understand what their audience needs to walk away feeling like they learned something valuable.

Regardless of your profession, you most likely use presentation skills on a monthly or even weekly basis. Maybe you lead brainstorming sessions or host client calls. 

Developing effective presentation skills makes it easier to contribute ideas with confidence and show others you’re someone to trust. Although speaking in front of a crowd sometimes brings nerves and anxiety , it also sparks new opportunities.

Presentation skills are the qualities and abilities you need to communicate ideas effectively and deliver a compelling speech. They influence how you structure a presentation and how an audience receives it. Understanding body language , creating impactful visual aids, and projecting your voice all fall under this umbrella.

A great presentation depends on more than what you say. It’s about how you say it. Storytelling , stage presence, and voice projection all shape how well you express your ideas and connect with the audience. These skills do take practice, but they’re worth developing — especially if public speaking makes you nervous. 

Engaging a crowd isn’t easy. You may feel anxious to step in front of an audience and have all eyes and ears on you.

But feeling that anxiety doesn’t mean your ideas aren’t worth sharing. Whether you’re giving an inspiring speech or delivering a monthly recap at work, your audience is there to listen to you. Harness that nervous energy and turn it into progress.

Strong presentation skills make it easier to convey your thoughts to audiences of all sizes. They can help you tell a compelling story, convince people of a pitch , or teach a group something entirely new to them. And when it comes to the workplace, the strength of your presentation skills could play a part in getting a promotion or contributing to a new initiative.

To fully understand the impact these skills have on creating a successful presentation, it’s helpful to look at each one individually. Here are six valuable skills you can develop:

1. Active listening

Active listening is an excellent communication skill for any professional to hone. When you have strong active listening skills, you can listen to others effectively and observe their nonverbal cues . This helps you assess whether or not your audience members are engaged in and understand what you’re sharing. 

Great public speakers use active listening to assess the audience’s reactions and adjust their speech if they find it lacks impact. Signs like slouching, negative facial expressions, and roaming eye contact are all signs to watch out for when giving a presentation.

2. Body language

If you’re researching presentation skills, chances are you’ve already watched a few notable speeches like TED Talks or industry seminars. And one thing you probably noticed is that speakers can capture attention with their body language. 

A mixture of eye contact, hand gestures , and purposeful pacing makes a presentation more interesting and engaging. If you stand in one spot and don’t move your body, the audience might zone out.

3. Stage presence

A great stage presence looks different for everyone. A comedian might aim for more movement and excitement, and a conference speaker might focus their energy on the content of their speech. Although neither is better than the other, both understand their strengths and their audience’s needs. 

Developing a stage presence involves finding your own unique communication style . Lean into your strengths, whether that’s adding an injection of humor or asking questions to make it interactive . To give a great presentation, you might even incorporate relevant props or presentation slides.

4. Storytelling

According to Forbes, audiences typically pay attention for about 10 minutes before tuning out . But you can lengthen their attention span by offering a presentation that interests them for longer. Include a narrative they’ll want to listen to, and tell a story as you go along. 

Shaping your content to follow a clear narrative can spark your audience’s curiosity and entice them to pay careful attention. You can use anecdotes from your personal or professional life that take your audience along through relevant moments. If you’re pitching a product, you can start with a problem and lead your audience through the stages of how your product provides a solution.

5. Voice projection

Although this skill may be obvious, you need your audience to hear what you’re saying. This can be challenging if you’re naturally soft-spoken and struggle to project your voice.

Remember to straighten your posture and take deep breaths before speaking, which will help you speak louder and fill the room. If you’re talking into a microphone or participating in a virtual meeting, you can use your regular conversational voice, but you still want to sound confident and self-assured with a strong tone.

If you’re unsure whether everyone can hear you, you can always ask the audience at the beginning of your speech and wait for confirmation. That way, they won’t have to potentially interrupt you later.

Ensuring everyone can hear you also includes your speed and annunciation. It’s easy to speak quickly when nervous, but try to slow down and pronounce every word. Mumbling can make your presentation difficult to understand and pay attention to.

6. Verbal communication 

Although verbal communication involves your projection and tone, it also covers the language and pacing you use to get your point across. This includes where you choose to place pauses in your speech or the tone you use to emphasize important ideas.

If you’re giving a presentation on collaboration in the workplace , you might start your speech by saying, “There’s something every workplace needs to succeed: teamwork.” By placing emphasis on the word “ teamwork ,” you give your audience a hint on what ideas will follow.

To further connect with your audience through diction, pay careful attention to who you’re speaking to. The way you talk to your colleagues might be different from how you speak to a group of superiors, even if you’re discussing the same subject. You might use more humor and a conversational tone for the former and more serious, formal diction for the latter.

Everyone has strengths and weaknesses when it comes to presenting. Maybe you’re confident in your use of body language, but your voice projection needs work. Maybe you’re a great storyteller in small group settings, but need to work on your stage presence in front of larger crowds. 

The first step to improving presentation skills is pinpointing your gaps and determining which qualities to build upon first. Here are four tips for enhancing your presentation skills:

1. Build self-confidence

Confident people know how to speak with authority and share their ideas. Although feeling good about your presentation skills is easier said than done, building confidence is key to helping your audience believe in what you’re saying. Try practicing positive self-talk and continuously researching your topic's ins and outs.

If you don’t feel confident on the inside, fake it until you make it. Stand up straight, project your voice, and try your best to appear engaged and excited. Chances are, the audience doesn’t know you’re unsure of your skills — and they don’t need to.

Another tip is to lean into your slideshow, if you’re using one. Create something colorful and interesting so the audience’s eyes fall there instead of on you. And when you feel proud of your slideshow, you’ll be more eager to share it with others, bringing more energy to your presentation.

2. Watch other presentations

Developing the soft skills necessary for a good presentation can be challenging without seeing them in action. Watch as many as possible to become more familiar with public speaking skills and what makes a great presentation. You could attend events with keynote speakers or view past speeches on similar topics online.

Take a close look at how those presenters use verbal communication and body language to engage their audiences. Grab a notebook and jot down what you enjoyed and your main takeaways. Try to recall the techniques they used to emphasize their main points, whether they used pauses effectively, had interesting visual aids, or told a fascinating story.

3. Get in front of a crowd

You don’t need a large auditorium to practice public speaking. There are dozens of other ways to feel confident and develop good presentation skills.

If you’re a natural comedian, consider joining a small stand-up comedy club. If you’re an avid writer, participate in a public poetry reading. Even music and acting can help you feel more comfortable in front of a crowd.

If you’d rather keep it professional, you can still work on your presentation skills in the office. Challenge yourself to participate at least once in every team meeting, or plan and present a project to become more comfortable vocalizing your ideas. You could also speak to your manager about opportunities that flex your public speaking abilities.

4. Overcome fear

Many people experience feelings of fear before presenting in front of an audience, whether those feelings appear as a few butterflies or more severe anxiety. Try grounding yourself to shift your focus to the present moment. If you’re stuck dwelling on previous experiences that didn’t go well, use those mistakes as learning experiences and focus on what you can improve to do better in the future.

Tips for dealing with presentation anxiety 

It’s normal to feel nervous when sharing your ideas. In fact, according to a report from the Journal of Graduate Medical Education, public speaking anxiety is prevalent in 15–30% of the general population .

Even though having a fear of public speaking is common, it doesn’t make it easier. You might feel overwhelmed, become stiff, and forget what you were going to say. But although the moment might scare you, there are ways to overcome the fear and put mind over matter.

Use these tactics to reduce your stress when you have to make a presentation:

1. Practice breathing techniques

If you experience anxiety often, you’re probably familiar with breathing techniques for stress relief . Incorporating these exercises into your daily routine can help you stop worrying and regulate anxious feelings. 

Before a big presentation, take a moment alone to practice breathing techniques, ground yourself, and reduce tension. It’s also a good idea to take breaths throughout the presentation to speak slower and calm yourself down .

2. Get organized

The more organized you are, the more prepared you’ll feel. Carefully outline all of the critical information you want to use in your presentation, including your main talking points and visual aids, so you don’t forget anything. Use bullet points and visuals on each slide to remind you of what you want to talk about, and create handheld notes to help you stay on track.

3. Embrace moments of silence

It’s okay to lose your train of thought. It happens to even the most experienced public speakers once in a while. If your mind goes blank, don’t panic. Take a moment to breathe, gather your thoughts, and refer to your notes to see where you left off. You can drink some water or make a quick joke to ease the silence or regain your footing. And it’s okay to say, “Give me a moment while I find my notes.” Chances are, people understand the position you’re in.

4. Practice makes progress

Before presenting, rehearse in front of friends and family members you trust. This gives you the chance to work out any weak spots in your speech and become comfortable communicating out loud. If you want to go the extra mile, ask your makeshift audience to ask a surprise question. This tests your on-the-spot thinking and will prove that you can keep cool when things come up.

Whether you’re new to public speaking or are a seasoned presenter, you’re bound to make a few slip-ups. It happens to everyone. The most important thing is that you try your best, brush things off, and work on improving your skills to do better in your next presentation.

Although your job may require a different level of public speaking than your favorite TED Talk , developing presentation skills is handy in any profession. You can use presentation skills in a wide range of tasks in the workplace, whether you’re sharing your ideas with colleagues, expressing concerns to higher-ups, or pitching strategies to potential clients.

Remember to use active listening to read the room and engage your audience with an interesting narrative. Don’t forget to step outside your comfort zone once in a while and put your skills to practice in front of a crowd. After facing your fears, you’ll feel confident enough to put presentation skills on your resume.

If you’re trying to build your skills and become a better employee overall, try a communications coach with BetterUp. 

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

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How to prepare and deliver an effective oral presentation

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

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

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

Preparation

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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Effective Oral Presentations

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

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

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

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

Delivering as a non-native speaker

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

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

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

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

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

Handling stage fright and mishaps

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

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

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

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Verbal Communication Skills

Verbal communication is the use of words to share information with other people. It can therefore include both spoken and written communication. However, many people use the term to describe only spoken communication. The verbal element of communication is all about the words that you choose, and how they are heard and interpreted.

This page focuses on spoken communication. However, the choice of words can be equally—if not more—important in written communication, where there is little or no non-verbal communication to help with the interpretation of the message.

What is Verbal Communication?

Verbal communication is any communication that uses words to share information with others. These words may be both spoken and written.

Communication is a two-way process

Communication is about passing information from one person to another.

This means that both the sending and the receiving of the message are equally important.

Verbal communication therefore requires both a speaker (or writer) to transmit the message, and a listener (or reader) to make sense of the message. This page discusses both parts of the process.

There are a large number of different verbal communication skills. They range from the obvious (being able to speak clearly, or listening, for example), to the more subtle (such as reflecting and clarifying). This page provides a summary of these skills, and shows where you can find out more.

It is important to remember that effective verbal communication cannot be fully isolated from non-verbal communication :  your body language, tone of voice, and facial expressions, for example.

Clarity of speech, remaining calm and focused, being polite and following some basic rules of etiquette will all aid the process of verbal communication.

Opening Communication

In many interpersonal encounters, the first few minutes are extremely important. First impressions have a significant impact on the success of further and future communication.

When you first meet someone, you form an instant impression of them, based on how they look, sound and behave, as well as anything you may have heard about them from other people.

This first impression guides your future communications, at least to some extent.

For example, when you meet someone and hear them speak, you form a judgement about their background, and likely level of ability and understanding. This might well change what you say. If you hear a foreign accent, for example, you might decide that you need to use simpler language. You might also realise that you will need to listen more carefully to ensure that you understand what they are saying to you.

Of course your first impression may be revised later. You should ensure that you consciously ‘update’ your thinking when you receive new information about your contact and as you get to know them better.

Basic Verbal Communication Skills: Effective Speaking and Listening

Effective speaking involves three main areas: the words you choose, how you say them, and how you reinforce them with other non-verbal communication.

All these affect the transmission of your message, and how it is received and understood by your audience.

It is worth considering your choice of words carefully. You will probably need to use different words in different situations, even when discussing the same subject. For example, what you say to a close colleague will be very different from how you present a subject at a major conference.

How you speak includes your tone of voice and pace. Like non-verbal communication more generally, these send important messages to your audience, for example, about your level of interest and commitment, or whether you are nervous about their reaction.

There is more about this in our page on Non-Verbal Communication: Face and Voice .

Active listening is an important skill. However, when we communicate, we tend to spend far more energy considering what we are going to say than listening to the other person.

Effective listening is vital for good verbal communication. There are a number of ways that you can ensure that you listen more effectively. These include:

Be prepared to listen . Concentrate on the speaker, and not on how you are going to reply.

Keep an open mind and avoid making judgements about the speaker.

Concentrate on the main direction of the speaker’s message . Try to understand broadly what they are trying to say overall, as well as the detail of the words that they are using.

Avoid distractions if at all possible. For example, if there is a lot of background noise, you might suggest that you go somewhere else to talk.

Be objective .

Do not be trying to think of your next question while the other person is giving information.

Do not dwell on one or two points at the expense of others . Try to use the overall picture and all the information that you have.

Do not stereotype the speaker . Try not to let prejudices associated with, for example, gender, ethnicity, accent, social class, appearance or dress interfere with what is being said (see Personal Appearance ).

There is more information in our pages on Listening Skills .

Improving Verbal Communication: More Advanced Techniques

There are a number of tools and techniques that you can use to improve the effectiveness of your verbal communication. These include reinforcement, reflection, clarification, and questioning.

Reinforcement

Reinforcement is the use of encouraging words alongside non-verbal gestures such as head nods, a warm facial expression and maintaining eye contact.

All these help to build rapport and are more likely to reinforce openness in others. The use of encouragement and positive reinforcement can:

• Encourage others to participate in discussion (particularly in group work);
• Show interest in what other people have to say;
• Pave the way for development and/or maintenance of a relationship;
• Allay fears and give reassurance;
• Show warmth and openness; and
• Reduce shyness or nervousness in ourselves and others.

Questioning

Questioning is broadly how we obtain information from others on specific topics.

Questioning is an essential way of clarifying areas that are unclear or test your understanding. It can also enable you to explicitly seek support from others.

On a more social level, questioning is also a useful technique to start conversations, draw someone into a conversation, or simply show interest. Effective questioning is therefore an essential element of verbal communication.

We use two main types of question:

Closed Questions

Closed questions tend to seek only a one or two word answer (often simply ‘yes’ or ‘no’). They therefore limit the scope of the response. Two examples of closed questions are:

“Did you travel by car today?” and “Did you see the football game yesterday?”

These types of question allow the questioner to remain in control of the communication. This is often not the desired outcome when trying to encourage verbal communication, so many people try to focus on using open questions more often. Nevertheless, closed questions can be useful for focusing discussion and obtaining clear, concise answers when needed.

Open Questions

Open questions demand further discussion and elaboration. They therefore broaden the scope for response. They include, for example,

“What was the traffic like this morning?” “What do you feel you would like to gain from this discussion?”

Open questions will take longer to answer, but they give the other person far more scope for self-expression and encourage involvement in the conversation.

For more on questioning see our pages: Questioning and Types of Question .

Reflecting and Clarifying

Reflecting is the process of feeding back to another person your understanding of what has been said.

Reflecting is a specialised skill often used within counselling, but it can also be applied to a wide range of communication contexts and is a useful skill to learn.

Reflecting often involves paraphrasing the message communicated to you by the speaker in your own words. You need to try to capture the essence of the facts and feelings expressed, and communicate your understanding back to the speaker. It is a useful skill because:

• You can check that you have understood the message clearly.
• The speaker gets feedback about how the message has been received and can then clarify or expand if they wish.
• It shows interest in, and respect for, what the other person has to say.
• You are demonstrating that you are considering the other person’s viewpoint.

See also our pages on Reflecting and Clarifying .

Summarising

A summary is an overview of the main points or issues raised.

Summarising can also serve the same purpose as ‘reflecting’. However, summarising allows both parties to review and agree the message, and ensure that communication has been effective. When used effectively, summaries may also serve as a guide to the next steps forward.

Closing Communication

The way a communication is closed or ended will, at least in part, determine the way a conversation is remembered.

People use both verbal and non-verbal signals to end a conversation.

Verbal signals may include phrases such as: “Well, I must be going,” and “Thank you so much, that’s really helpful.”

Non-verbal conclusions may include starting to avoid eye contact, standing up, turning away, or behaviours such as looking at a watch or closing notepads or books. These non-verbal actions indicate to the other person that the initiator wishes to end the communication.

People often use a mixture of these, but tend to start with the non-verbal signals, especially face-to-face. On the telephone, of course, verbal cues are essential.

Closing an interaction too abruptly may not allow the other person to 'round off' what he or she is saying so you should ensure there is time for winding-up. The closure of an interaction is a good time to make any future arrangements. Last, but not least, this time will no doubt be accompanied by a number of socially acceptable parting gestures.

Further Reading from Skills You Need

Our Communication Skills eBooks

Learn more about the key communication skills you need to be a more effective communicator.

Our eBooks are ideal for anyone who wants to learn about or develop their interpersonal skills and are full of easy-to-follow, practical information.

Only part of the picture

It is vital to remember that any communication is made up of the sum of its parts.

Verbal communication is an important element, but only part of the overall message conveyed. Some  research suggests that the verbal element is, in fact, a very small part of the overall message: just 20 to 30%. This is still, however, significant, and it is worth spending time to improve your verbal communication skills.

Continue to: Effective Speaking Conversational Skills How good are your interpersonal skills? Interpersonal Skills Self-Assessment

See also: Ladder of Inference How to be Polite Personal Development

Verbal Communication: The Power of Using Words Effectively

By GGI Insights | April 11, 2024

Table of contents

The way we communicate verbally can have a profound impact on the effectiveness of our message and the overall quality of our interactions with others. In this article, we will explore the intricacies of verbal communication and delve into various techniques and strategies that can help us become better communicators.

Essentials of Verbal Communication

Verbal communication encompasses much more than simply speaking words. It is a complex process that involves both the transmission and reception of messages through spoken language, as well as the intrapersonal communication that occurs within ourselves as we process and interpret these messages. To understand the power of verbal communication, we must first explore its definition and components.

When we engage in verbal communication, we are not just uttering words. We are engaging in a dance of language, where every word, tone, and gesture carries meaning. It is through this intricate web of communication that we connect with others, express our thoughts and emotions, and build relationships. Besides the spoken elements, nonverbal communication plays a critical role, as our body language, facial expressions, and gestures often speak volumes and can significantly affect how our messages are received and interpreted.

Definition and Components

Verbal communication refers to the use of spoken words to convey meaning. It involves not only the words we choose but also our tone of voice, pace, and volume of speech. These elements work together to shape the overall message being communicated and influence how it is received by the listener.

Words, the building blocks of verbal communication, hold immense power. The choice of words can determine whether a message is received with understanding or confusion. They can inspire, motivate, and comfort, or they can hurt, alienate, and divide. It is through careful selection of words that we can truly express our thoughts and intentions.

Words alone are not enough. The tone of voice we use can completely change the meaning behind our words. A gentle tone can convey empathy and compassion, while a harsh tone can breed hostility and resentment. The pitch, volume, and inflection of our voice add layers of meaning to our message, shaping how it is perceived and interpreted.

Nonverbal cues, although not spoken, play a significant role in verbal communication. Our facial expressions, gestures, and body language can convey emotions and attitudes that words alone cannot capture. A smile can show warmth and friendliness, while crossed arms may signal defensiveness or disagreement. These nonverbal cues provide context, reinforce the message, and establish rapport between the speaker and the listener.

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Verbal vs. Nonverbal Dynamics

Verbal and nonverbal communication are interconnected and work together to create a complete picture. While verbal communication focuses on spoken words, nonverbal cues provide context, reinforce the message, and establish rapport. Understanding the dynamics between verbal and nonverbal communication is essential for effective interpersonal interactions.

Imagine a scenario where someone says, "I'm fine," with a smile on their face, but their arms are crossed tightly across their chest. The words may convey one thing, but the nonverbal cues suggest otherwise. It is in these moments that we realize the power of nonverbal communication and the need to pay attention to the subtle cues that accompany the spoken word.

Nonverbal cues can also influence the way our verbal communication is received. For example, a speaker who maintains eye contact and uses open body language is more likely to be perceived as confident and trustworthy. On the other hand, a speaker who avoids eye contact and displays closed-off body language may be seen as uninterested or untrustworthy, regardless of the words they speak.

Verbal communication is a multifaceted process that goes beyond the mere exchange of words. It involves the careful selection of words, the tone of voice used, and the nonverbal cues that accompany the spoken message. Understanding the dynamics between verbal and nonverbal communication is crucial for effective interpersonal interactions and building strong connections with others.

Language and Meaning

Language is the tool we use to communicate our thoughts, ideas, and emotions. It allows us to express ourselves and connect with others on a deep level , encompassing both spoken and written communication . But language is not just a simple means of transmitting information—it is a complex system with its own rules and nuances. To truly understand verbal communication, we must explore the semantics and pragmatics of language.

When we speak or write, we choose words carefully to convey our intended meaning. However, the meaning of words can vary depending on context, cultural factors, and individual interpretations. This is where semantics comes into play. Semantics is the study of meaning within language. It examines how words and phrases convey specific ideas and concepts. For example, the word "love" can have different meanings depending on the context in which it is used. Understanding semantics is crucial for ensuring that our intended meaning is accurately conveyed and received by others.

But language is not just about the words we use—it is also about how we use them. The pragmatics of speech focuses on the practical use of language in social interactions. It explores how language is used to achieve specific outcomes, such as making requests, giving directions, or expressing emotion. Pragmatic skills are vital for effective verbal communication, as they enable us to adapt our language to different situations and audiences.

When we engage in conversation, we not only pay attention to the words being spoken, but also to the nonverbal cues, such as facial expressions, body language, and tone of voice. These cues provide additional layers of meaning and help us interpret the speaker's intentions. For example, a simple "yes" can have different meanings depending on whether it is accompanied by a smile or a frown. Understanding the pragmatics of speech allows us to navigate these subtleties and respond appropriately.

Language is not static—it evolves and changes over time. New words and phrases are constantly being added to our vocabulary, reflecting shifts in culture, technology, and societal norms. For instance, the rise of social media has given birth to new slang words and abbreviations that are now widely used in everyday communication. Keeping up with these linguistic developments is essential for staying connected and relevant in today's fast-paced world.

Language is a powerful tool that allows us to express ourselves and connect with others. By understanding the semantics and pragmatics of language, we can ensure that our intended meaning is accurately conveyed and received. So let us continue to explore the intricacies of language and embrace its ever-changing nature.

The Art of Conversation

Engaging in meaningful conversations is an essential aspect of verbal communication. It involves active listening, asking questions, and fostering a genuine connection with others. Let's explore some key skills that can enhance our conversational abilities.

Active Listening Skills

Active listening is the art of fully focusing on and understanding the speaker's message. It requires giving our undivided attention, maintaining eye contact, and responding appropriately. By actively listening, we demonstrate respect, empathy, and a genuine interest in what the speaker has to say.

When we engage in active listening, we not only hear the words being spoken but also pay attention to the speaker's body language and tone of voice. This allows us to pick up on subtle cues that can provide additional context to their message. By being fully present in the conversation, we create a safe and supportive space for the speaker to express themselves.

Active listening involves avoiding distractions and refraining from interrupting the speaker. It is important to let them finish their thoughts before responding, as this shows that we value their input and opinions. By patiently waiting for our turn to speak, we can ensure that the conversation flows smoothly and that both parties feel heard and understood.

Questioning and Clarifying

Asking thoughtful questions can help deepen our understanding of the speaker's message and encourage further discussion. By posing open-ended questions, we invite the speaker to share more about their thoughts, feelings, and experiences. This not only shows our interest in their perspective but also allows us to gain new insights and broaden our own understanding.

In addition to asking questions, clarifying any points of confusion or ambiguity is crucial in maintaining clear and effective communication. Sometimes, the speaker may use unfamiliar terms or concepts that require further explanation. By seeking clarification, we can ensure that both parties are on the same page and prevent misunderstandings from arising.

Skilled questioning and clarifying can foster meaningful and productive conversations. It allows us to delve deeper into topics, explore different viewpoints, and challenge our own assumptions. By actively engaging in this process, we create an environment where diverse opinions are respected and valued.

In addition to the words we choose, vocalics—the way we use our voice—plays a significant role in verbal communication. Our vocal tone, pitch, volume, and inflection can greatly impact how our message is interpreted and received by others.

When it comes to vocalics, controlling vocal tone is crucial. Vocal tone refers to the emotional quality of our voice. It is the subtle undertone that can convey empathy, enthusiasm, authority, or any other desired emotion. By carefully controlling our vocal tone, we can enhance our persuasive abilities and establish a strong connection with our audience.

Imagine a scenario where you are trying to convince someone to support a cause you deeply care about. If you speak with a flat and monotonous vocal tone, your message may come across as dull and uninteresting. However, if you infuse your voice with passion and conviction, your words will resonate more deeply with your audience, evoking their emotions and inspiring them to take action.

Pitch and volume are essential elements of vocalics. They can convey a range of emotions and intentions, from excitement and enthusiasm to seriousness and authority. Mastering pitch and volume allows us to modulate our voice effectively, ensuring that our message is not only heard but also understood and felt.

Consider a public speaker addressing a large audience. If they speak softly with a low pitch, their words may get lost in the background noise, and their message may fail to reach the intended recipients. On the other hand, if they speak with a strong and commanding voice, projecting their words with confidence and using a higher pitch to capture attention, they can captivate the audience and leave a lasting impact.

It is important to note that vocalics go beyond mere words. They add depth and richness to our communication, allowing us to convey subtle nuances and emotions that words alone cannot express. By paying attention to our vocal tone, pitch, volume, and inflection, we can become more effective communicators, connecting with others on a deeper level and ensuring that our message is not only heard but also felt.

Speech and Structure

Clear and effective speech is essential for getting our message across. By crafting sentences and structuring our speech thoughtfully, we can enhance the impact and memorability of our communication.

Crafting Effective Sentences

The words we choose and how we arrange them can significantly impact the clarity and persuasiveness of our speech. Crafting sentences that are concise, precise, and compelling ensures that our message is easily understood and remembered by our audience.

Storytelling Techniques

Storytelling is a powerful tool for engaging and captivating our audience. Through narratives, we can evoke emotions, convey complex ideas, and make our message more relatable. Learning and implementing effective storytelling techniques can elevate our verbal communication skills to a new level.

Public Speaking

Public speaking is a unique form of verbal communication that involves addressing and engaging an audience. Whether it's speaking at a conference, delivering a persuasive presentation, or giving a compelling TED Talk, mastering the art of public speaking is essential for effectively communicating our ideas.

Engaging the Audience

Engaging the audience is paramount in public speaking. Capturing their attention, involving them in the discussion, and maintaining their interest requires various techniques such as storytelling, humor, and interactive elements. By engaging the audience, we can ensure that our message resonates with them long after our speech is over.

Speechwriting Essentials

Behind every great speech is careful planning and preparation. Effective speechwriting involves considering the audience, organizing the content, and structuring the message in a way that maximizes impact. By mastering the essentials of speechwriting, we can deliver persuasive and memorable speeches that inspire and motivate our listeners.

Persuasive Communication

Persuasion is an essential aspect of verbal communication. Whether we are trying to influence others' opinions, motivate action, or negotiate a favorable outcome, understanding persuasive strategies and the psychology behind them can greatly enhance our communication skills. These strategies are deeply rooted in the rhetorical tradition , reflecting centuries of evolving communication and persuasion techniques.

Rhetorical Strategies

Rhetorical strategies are techniques used to persuade and influence others. These include the use of rhetorical questions, appeals to emotion, and logical arguments. By employing persuasive techniques strategically, we can make our message more compelling and increase our chances of achieving the desired outcome.

The Psychology of Persuasion

Understanding the psychology behind persuasion is crucial for effective communication. By leveraging principles such as social proof, reciprocity, and cognitive biases, we can build credibility, create trust, and increase our persuasive impact. Integrating psychological insights into our communication can make our message more influential and memorable.

Interpersonal Communication

One-on-one dialogues form the foundation of interpersonal communication . Nurturing strong interpersonal skills enables us to build meaningful relationships, resolve conflicts, and connect with others on a deeper level.

One-on-One Dialogues

One-on-one dialogues allow for intimate and focused conversations. By actively listening, showing empathy, and being present in the moment, we can foster stronger connections and forge mutually beneficial relationships. Cultivating effective interpersonal communication skills empowers us to navigate various interpersonal scenarios with grace and tact.

Managing Difficult Conversations

Difficult conversations are inevitable in both personal and professional settings. Knowing how to handle such conversations—with sensitivity, respect, and assertiveness—is essential for maintaining healthy relationships and resolving conflicts. By employing effective communication strategies, we can transform challenging conversations into opportunities for growth and understanding.

Cultural Sensitivity in Verbal Exchange

In an increasingly interconnected and diverse world, cultural sensitivity in verbal communication is of utmost importance. Being aware of cultural nuances, adapting our communication style, and navigating multilingual settings enhance our ability to connect with people from different backgrounds.

Navigating Multilingual Settings

In multilingual settings, overcoming language barriers is essential for effective communication. By employing strategies such as simplifying language, using visual aids, and being open to interpretation, we can bridge linguistic gaps and ensure that our message is understood by everyone involved.

Cross-Cultural Communication Skills

Each culture has its own unique communication norms, customs, and expectations. Developing cross-cultural communication skills allows us to navigate cultural differences respectfully and avoid misunderstandings. By embracing diversity and being culturally sensitive, we can build stronger connections and foster meaningful collaborations.

Communication Barriers

Despite our best efforts, communication barriers can sometimes hinder the effectiveness of our verbal exchanges. Recognizing these barriers and knowing how to overcome them is crucial for maintaining open and productive communication.

Overcoming Linguistic Hurdles

Language differences can pose significant challenges in verbal communication. By employing strategies such as using simple language, providing clear explanations, and employing visual aids, we can bridge linguistic gaps and ensure that our message is understood by all parties involved.

Addressing Miscommunications

Miscommunications can occur even when we are using the same language. Being aware of common communication pitfalls, such as assumptions and lack of clarity, allows us to address and resolve potential misunderstandings before they escalate. By fostering open and transparent communication, we can mitigate miscommunications and promote productive dialogue.

The Impact of Technology

Technology has revolutionized the way we communicate, offering both opportunities and challenges. Understanding the role of digital platforms and adapting to remote communication can help us harness the benefits of technology while minimizing its potential drawbacks.

The Role of Digital Platforms

Digital platforms, such as video conferences and instant messaging, have transformed how we communicate across distances. By leveraging the capabilities of these platforms, we can connect with others globally, collaborate seamlessly, and enhance the efficiency of our communication.

Adapting to Remote Communication

Remote communication has become increasingly prevalent in today's digital age. Adapting our communication style to virtual environments requires us to be mindful of our tone, body language, and engagement. By mastering remote communication techniques, we can build strong relationships and maintain effective collaboration, regardless of physical location.

Verbal Branding in Business

Verbal branding refers to how an organization uses words to communicate its values, personality, and unique selling proposition. Developing a consistent corporate voice and messaging strategy enhances brand recognition and establishes a strong emotional connection with customers.

Developing a Corporate Voice

A corporate voice represents the unique personality and values of an organization. By developing a consistent and authentic voice, businesses can establish a distinct identity and build trust with their target audience. Crafting a compelling corporate voice requires a deep understanding of the brand's essence and target market.

Consistency in Messaging

Consistency in messaging is vital for successful verbal branding. Ensuring that all communication channels convey a cohesive and aligned message strengthens brand recognition and fosters customer loyalty. By maintaining consistency in tone, language, and key messaging, businesses can establish a strong and recognizable verbal brand identity.

Enhancing Verbal Communication Skills

Verbal communication, like any skill, can be improved through continuous learning and practice. By dedicating time and effort to honing our communication abilities, we can become more confident, persuasive, and effective communicators.

Continuous Learning and Practice

Improving our verbal communication skills requires a commitment to continuous learning and practice. Seeking out opportunities to expand our vocabulary, refine our delivery, and enhance our communication strategies allows us to continually grow as communicators.

Feedback Mechanisms

Receiving feedback from others is essential for identifying areas of improvement and refining our verbal communication skills. By actively seeking feedback, soliciting input, and being open to constructive criticism, we can make meaningful adjustments and maximize our communication potential.

The landscape of verbal communication is vast, diverse, and ever-evolving. From mastering the essentials of verbal communication to navigating cultural differences and embracing digital platforms, there are endless opportunities to enhance our communication skills. By harnessing the power of words and continuously refining our communication strategies, we can unlock the true potential of verbal communication and establish meaningful connections with others.

Committing to effective communication mastery necessitates a relentless pursuit of knowledge, a willingness to adapt and grow, and a genuine desire to connect with others. As we continue on this journey, let us remember that the true power of verbal communication lies not just in the words we choose but in our ability to use them with intention, empathy, and authenticity.

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10 Simple Tips for a Great Presentation

January 10, 2022 - Dom Barnard

The way you speak to someone in private is not the same as addressing an audience during a presentation. Not least as that presentation may involve a diverse range of people, with differing interests and attention spans.

Nerves may take over, or at the very least you may realise that not everyone is listening, understanding or agreeing, and you need to work harder to engage them.

Elsewhere in our resources for effective business communications, we have stressed how important it is to either speak or write in a purposeful way. To be clear on your goals, whether that’s to inform, educate, seek approval/opinions, persuade, influence or sell. Communications can often have a mixture of those aims.

The only way to be purposeful and successful in presentations is to invest in the necessary communication skills. However, in this article, we list 10 simple tips for delivering a confident presentation, that achieves results.

1. See yourself as others see you. Hear yourself as others hear you

Visual elements of your presentation are crucial. Humans use visual references to process immeasurable amounts of information. We can reach opinions about a situation or person with a glance.

That makes it essential to focus on non-verbal communication.

To gain immediate credibility with your audience, think carefully about such factors as:

• Is your  body language positive ?
• Are your  presentation slides clear ?
• Are you dressed appropriately for the situation?

What does positive body language look like? It’s things such as smiling and standing or sitting straight, with your arms resting on a lectern, table or by your side. Lean slightly forward and use as much eye contact as possible. No slouching, hands in pockets, crossed arms, or constantly looking down!

Also, consider how you sound to the audience:

• Do you need to speak louder because the room is large?
• Are the audience native English speakers?
• Are you  talking quickly  because you are nervous?
• Are you amplifying your breathing and mouth noises by being too close to the microphone?

2. Know your objectives

There’s a widely accepted principle of presentations:

• Tell them what you are going to say
• Remind them what you just said

This is an oversimplification. However, it indicates how important it is to be 100% clear on what response you want from your audience and to communicate your desired outcome brilliantly.

If your presentation has no core purpose or ‘call to action’, it’s just a random string of words. Think about:

• What would a positive outcome be for you?
• Are you looking for new clients or funding?
• What message do you want your audience to take away with them?

Much depends on the nature of your audience of course. Take time to consider who you are talking to. Think about what is most likely to influence their behaviour and decision-making, and whether that are facts, figures or even words and phrases that support your presentation objective.

Also, to get the best results from presentations, consider what your audience will need to know about you. What expertise and insights should you mention, adding weight to your credibility?

3. Have an overall picture in mind before starting on details

Once you have focused on your audience and the purpose of your presentation, the planning continues. That’s because successful presentations rely on extensive preparation.

Planning would need to include the nuts-and-bolts aspects of this task, such as:

• How long does the presentation need to be?
• What is the audience size and demographic?
• The  audience size and demographic
• Are you part of a panel, solo or some other format?
• Is there a  Question and Answer session  at the end?
• Would it be better to have questions throughout?
• What technology will you need?

4. Work out the framework for your presentation

That doesn’t mean hammering away on your keyboard and wildly jotting down everything you want to say though. The best presentations are succinct, well structured and hold the audience’s attention by design (more on this below).

You could start by considering factors such as:

• What three things do you want your audience to remember?
• How can you design your presentation around these points?
• How can you explain these points in the  introduction  and  conclusion
• Should you cover the three points together or in a logical order?

5. Lead the audience along with you

You need to make sure your audience is engaged throughout your presentation. You are talking to them, not over or around them. The central pillar of this is  effective presentation content that speaks directly to them , and which is varied and interesting.

Keep facts, figures and technical jargon to a minimum, and explain it (never assume they understand). Weave in  storytelling techniques , anecdotes, audience questions and pauses to ‘punctuate’ your presentation.

Visual aids  are a superb way to hold attention during presentations and can add to your confidence and flow. When used correctly!

They should not contain a massive amount of detail, especially information that expands on what you are saying. If your audience is trying to read and understand your media content or handouts, they are not listening to you.

You can use presentation folders or follow-up emails and website links to add more information. For now, use slides/handouts to structure your content and move your audience from topic to topic.

Or, to reinforce especially important messages.

Breaking up the presentation into a small number of sections – with the current section stated on each slide – helps you to stay focused too.

The following tips will help:

• Whether to include a table of contents to help the audience follow along?
• Breaking up the presentation into a small number of sections, with the current section stated on each slide
• After each section, show which sections have been completed and which are coming up
• How much time will you leave for questions? Will you allow questions throughout the presentation or only at the end?

6. Rehearse aloud and get feedback

Practice is the key to a great presentation.

If possible, rehearse with a colleague or friend. This can be in person, using video conferencing simulator or online meeting tools. Ask them for honest feedback.

• Practice Exercises for Presentations

At the very least, record yourself using your preferred technology, so you can play it back and look for ways to improve your presentation skills.

When you practice, avoid distractions that could throw you off, and do it as realistically as possible, including any time constraints.

Things to look for include:

• Content that is complex and trips you up. Can you simply it?
• Places where you ad-lib too much and go off track
• Lack of clarity on your purpose and call to action
• Visual materials that don’t synch with your spoken content
• Physical habits that can be distracting, such as rocking, touching your face or filling hesitations with errs and umms

7. Win hearts then minds

The reason that  eye contact is important  in presentations is that it creates a vital connection between you and your audience. This is also reinforced by asking rhetorical questions, pausing to look around, smiling when appropriate and adding the human touch to your content.

This links to the contemporary emphasis on emotional intelligence – showing understanding and empathy, staying calm and positive and managing your own reactions. Both your verbal and non-verbal communications should be warm, responsive and sincere.

This includes valued gestures in the art of presentations. Such as:

• Greeting your audience and introducing yourself with humility.
• Thanking them for their attention.
• Making yourself available for questions or post-presentation discussions.
• Using your hands in a controlled way for non-verbal communications.
• If you are standing, move around the stage to engage all areas of the presentation space.

It also means that you should be polite when answering audience questions, no matter how hostile they are.

8. Keep it simple

When drafting and practising a successful presentation, put yourself in the audience! This connects to the empathy mentioned above, and the need to choose impactful content to create the right outcome. If you were listening to this presentation, would you be engaged and informed?

No matter how complex your presentation is, use words and analogies everyone in the audience will understand.

Keep to the following:

• Clarity of narrative with an easy-to-understand  presentation structure
• No (or few) acronyms or technical terms if possible
• Explain your visual aids, especially diagrams and graphs

However, keep an eye on your audience too. Do they look like they are losing attention or getting confused? You may need to go back over something, or even ask for a show of hands to indicate something that needs additional explanation.

Try to read body language without losing the thread of your presentation. This is especially relevant if you are addressing smaller groups, and you can see a decision-maker slumping, checking the time or looking blank. You may need to address a question directly to them or highlight something that draws their attention back.

9. Be enthusiastic

If you’re not interested in your own speech, why should the audience be?

It’s particularly important to start and end with a flourish. So, make sure when you prepare that you really focus on your introduction and conclusion, finishing with a strong call to action.

Also, modulate your tone and emphasis regularly. A  monotone voice  can send an audience to sleep even when the content is outstanding!

Sustain energy throughout the speech, but don’t race through your presentation. Pauses help you keep on track, boost audience attention and make the flow more natural.

10. Be yourself

That may seem like a long list of ways to make presentations more successful and productive.

However, it can all be summed up by doing as much preparation and planning as possible, so you feel confident and relaxed.

Especially focusing on:

• Where you are
• What you are doing
• Why you are saying what you are saying
• Why the audience needs to hear what you are saying

If you follow these simple tips for a great presentation, you should be able to deliver your spoken communication in a responsive and effective way.

Verbal Communication: Understanding the Power of Words

Categories Social Psychology

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As human beings, we rely on communication to express our thoughts, feelings, and intentions. Verbal communication, in particular, involves using words to convey a message to another person. It is a fundamental aspect of human interaction and is crucial in our daily lives and relationships.

In this article, we will explore the importance of verbal communication, the different types of verbal communication, and some tips on improving your verbal communication skills.

Table of Contents

Importance of Verbal Communication

Verbal communication is essential because it is the primary means of interacting with others. It lets us express our thoughts and feelings, convey information, and build relationships. It is a powerful tool for connecting with others and forming social bonds.

By communicating meaning verbally, others are able to understand your needs, interests, and beliefs.

Effective verbal communication is essential in many contexts, including personal relationships, social interactions, and professional settings. In personal relationships, it can help build trust, foster intimacy, and resolve conflicts. Lack of communication can lead to serious problems, including conflicts and the breakdown of relationships.

Social interactions can help establish common ground, build rapport, and create a sense of community. For example, discussions can help people with different needs understand one another and find ways to ensure each person achieves their goals.

In the workplace, it can help to convey ideas, influence others, and achieve goals.

Types of Verbal Communication

There are two main forms of verbal communication: spoken and written communication.

• Spoken Communication : Spoken communication is the most common form of verbal communication. It involves using words, tone of voice, and body language to convey a message. Spoken communication can take many different forms, including conversations, speeches, and presentations.
• Written Communication : Written communication is using written words to convey a message. It includes emails, letters, memos, and reports. Written communication is often used in professional settings to document information and convey messages to others.

There are four main types of verbal communication, each with its own unique characteristics and purposes:

• Intrapersonal communication : Intrapersonal communication is the process of talking to oneself, either out loud or internally. This type of communication is often used for self-reflection, problem-solving, and decision-making. Intrapersonal communication can help us better understand our own thoughts and feelings, and can be a valuable tool for personal growth and development.
• Interpersonal communication : Interpersonal communication is the process of communication between two or more people. This type of communication is often used for social interaction, relationship-building, and collaboration. Interpersonal communication can involve a range of verbal communication modes, such as face-to-face communication, telephone communication, and video conferencing.
• Small group communication : Small group communication involves communication between three to ten people, typically in a group setting such as a meeting or a discussion. This type of communication is often used for decision-making, problem-solving, and brainstorming. Small group communication requires effective listening and speaking skills, as well as the ability to work collaboratively with others.
• Public communication : Public communication is communicating to a large audience, typically through a speech or a presentation. This type of communication is often used for persuasive purposes, such as advocating for a cause or presenting information to an audience. Public communication requires effective public speaking skills, including the ability to engage and connect with the audience, use effective visual aids, and communicate ideas clearly and persuasively.

Other Types of Communication

In addition to verbal communication, other important forms of communication can convey meaning, including:

Nonverbal communication : Nonverbal communication is the use of body language, facial expressions, and tone of voice to convey a message. It can be used to emphasize a point, show emotion, or convey meaning. Nonverbal communication can be just as powerful as spoken communication and can often convey a message more effectively than words alone.

Visual communication : Visual communication is the use of images, charts, and graphs to convey a message. It is often used in professional settings to present data and information in a way that is easy to understand.

Components of Verbal Communication

Verbal communication is a complex process that involves not only the words we use, but also how we say them. Tone of voice, inflection, and other vocal cues can greatly impact the meaning of our message. Here are some important aspects of verbal communication and how they convey meaning:

• Tone of voice : Tone of voice refers to the way we use our voice to convey meaning. It can be described as the emotional quality of our voice. For example, a sarcastic tone of voice can convey that the speaker is not being sincere, while a warm and friendly tone can convey that the speaker is approachable and trustworthy.
• Inflection : Inflection refers to the rise and fall of our voice as we speak. It can convey emphasis and emotion. For example, a rising inflection at the end of a sentence can indicate a question, while a falling inflection can indicate a statement.
• Volume : Volume refers to how loudly or softly we speak. It can convey confidence, authority, and assertiveness. For example, speaking loudly can convey confidence and authority, while speaking softly can convey intimacy and vulnerability.
• Pace : Pace refers to the speed at which we speak. It can convey excitement, urgency, and impatience. For example, speaking quickly can convey excitement and urgency, while speaking slowly can convey thoughtfulness and deliberation.
• Intensity : Intensity refers to the level of emotional energy that we put into our words. It can convey passion, enthusiasm, and conviction. For example, speaking with intensity can convey a strong belief in something, while speaking with low intensity can convey ambivalence or lack of interest.
• Pitch : Pitch refers to the highness or lowness of our voice. It can convey age, gender, and emotion. For example, a high-pitched voice can convey youthfulness or excitement, while a low-pitched voice can convey authority or seriousness.

It’s important to note that these aspects of verbal communication can vary greatly depending on context, culture, and personal preference. What may be considered a confident tone of voice in one culture may be perceived as aggressive in another. 

Understanding these nuances is essential for effective verbal communication. By paying attention to these aspects of verbal communication, we can convey our message more effectively and avoid misunderstandings.

Modes of Verbal Communication

Verbal communication can occur through different modes, each with their own unique features and advantages. Here are some of the different ways verbal communication may occur:

Face-to-Face Verbal Communication

Face-to-face communication occurs when two or more people are in the same physical space and communicate verbally. This mode of communication allows for the use of nonverbal cues, such as facial expressions and body language, which can help convey meaning and emotion. It also allows for immediate feedback and clarification of misunderstandings.

Telephone Communication

Telephone communication occurs when two or more people communicate verbally over a telephone line. This mode of communication allows for immediate verbal communication over long distances but does not allow for the use of nonverbal cues, which can sometimes make it difficult to convey meaning and emotion.

Video Conferencing

Video conferencing occurs when two or more people communicate verbally over a video conferencing platform, such as Zoom or Skype. This mode of communication combines the benefits of face-to-face and telephone communication, allowing for the use of nonverbal cues and immediate verbal communication over long distances.

Public Speaking

Public speaking occurs when one person communicates verbally to a large audience. This mode of communication requires careful planning and preparation, as well as the ability to engage and connect with the audience through the use of tone of voice, inflection, and other vocal cues.

Group Discussion

Group discussion occurs when a group of people communicate verbally to exchange ideas, solve problems, or make decisions. This mode of communication requires active listening skills and the ability to work collaboratively with others to achieve a common goal.

Written Communication

Written communication occurs when ideas, thoughts, and information are conveyed through written words, such as emails, letters, or memos. This mode of communication allows for careful consideration and editing of the message, but can sometimes lack the immediacy and personal connection of verbal communication.

It’s important to note that each mode of verbal communication has its own strengths and weaknesses. Some modes may be more appropriate for certain contexts than others. 

For example, face-to-face communication may be more effective for resolving conflicts, while written communication may be more appropriate for conveying complex information or instructions.

Tips for Improving Verbal Communication Skills

Effective verbal communication requires more than just speaking clearly and articulately. It involves listening actively, empathizing with others, and adapting your communication style to different situations. Here are some tips for improving your verbal communication skills:

• Listen actively : Effective communication requires active listening. This means paying attention to what the other person is saying, asking questions, and clarifying misunderstandings.
• Use appropriate body language : Your body language can convey as much meaning as your words. Use appropriate gestures and facial expressions to emphasize your message and convey your emotions.
• Speak clearly and confidently : Speak clearly and confidently to ensure that your message is understood.
• Empathize with others : Empathy is the ability to understand and share the feelings of others. It is an important communication skill because it helps build trust and understanding.
• Be adaptable : Adapt your communication style to different situations and audiences. Use appropriate language for the context and audience, and be mindful of cultural differences.

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• Career Planning
• Skills Development

Verbal Communication Skills List and Examples

What Are Verbal Communication Skills?

• Verbal Communication at Work
• Examples of Verbal Communication
• Tips to Improve Your Skills

Image by Emily Roberts © The Balance 2019 

Almost every job requires workers to use verbal communication skills. That’s why verbal skills are highly ranked on the candidate evaluation checklists used by many job interviewers.

The stronger your communication skills, the better your chances of getting hired regardless of the job for which you’re applying. You’ll do better during the interview, as well as on the job.

Effective verbal communication skills include more than just talking. Verbal communication encompasses both how you deliver messages and how you receive them. Communication is a  soft skill , and it’s one that is important to every employer. 

Workers who can convey information clearly and effectively are highly valued by employers.

Employees who can interpret messages and act appropriately on the information that they receive have a better chance of excelling on the job. 

Verbal Communication Skills in the Workplace

What constitutes effective verbal communication on the job depends on the relationships between communication partners and the work context:

• Verbal communication in a work setting takes place between many different individuals and groups such as co-workers, bosses and subordinates, employees, customers, clients, teachers and students, and speakers and their audiences.
• Verbal communication occurs in many different contexts including training sessions, presentations, group meetings, performance appraisals, one-on-one discussions, interviews, disciplinary sessions, sales pitches, and consulting engagements.

Examples of Verbal Communication Skills

Here are some examples of effective workplace verbal communication skills employed in different workplace contexts.

Verbal Communications for Supervisors: The best supervisors don’t merely tell their subordinates what to do and expect them to listen. Instead, they employ active listening skills to understand employee needs and perspectives, engage in verbal negotiation to address and defuse issues, and capitalize upon opportunities to praise individual and team achievement.

• Advising others regarding an appropriate course of action
• Assertiveness
• Conveying feedback in a constructive manner emphasizing specific, changeable behaviors
• Disciplining employees in a direct and respectful manner
• Giving credit to others
• Recognizing and countering objections
• Showing an interest in others, asking about and recognizing their feelings
• Speaking calmly even when you’re stressed
• Terminating staff
• Training others to carry out a task or role
• Using affirmative sounds and words like “uh-huh,” “got you,” “I understand,” “for sure,” “I see,” and “yes” to demonstrate understanding
• Using self-disclosure to encourage sharing

Verbal Communications for Team Members: Open and constant lines of communication are vital to team success, particularly when completing quality- and deadline-critical projects. One of the most important team-building skills, strong verbal communications help to ensure that issues will be spotted and resolved in formative stages, averting costly escalation.

• Conveying messages concisely
• Encouraging reluctant group members to share input
• Explaining a difficult situation without getting angry
• Explaining that you need assistance
• Paraphrasing to show understanding
• Posing probing questions to elicit more detail about specific issues
• Receiving criticism without defensiveness
• Refraining from speaking too often or interrupting others
• Requesting feedback
• Stating your needs, wants, or feelings without criticizing or blaming

Verbal Communications with Clients: If a large part of your work involves one-on-one communications with customers, it’s helpful to have a “gift of gab” – particularly if you are a sales professional. Keep in mind, though, that your conversations need to be focused upon identifying and addressing your clients’ needs; using your verbal talents to encourage consultative dialogues will ensure positive client relations.

• Anticipating the concerns of others
• Asking for clarification
• Asking open-ended questions to stimulate dialogue
• Calming an agitated customer by recognizing and responding to their complaints
• Emphasizing benefits of a product, service, or proposal to persuade an individual or group
• Noticing non-verbal cues and responding verbally to verify confusion, defuse anger, etc.

Verbal Communications for Presenters: Public speaking is a talent that is honed both through practice and through formal training. Speaking articulately and persuasively to a live audience involves:

• Enunciating each word you speak clearly
• Introducing the focus of a topic at the beginning of a presentation or interaction
• Planning communications prior to delivery
• Projecting your voice to fill the room
• Providing concrete examples to illustrate points
• Restating important points towards the end of a talk
• Selecting language appropriate to the audience
• Speaking at a moderate pace, not too fast or too slowly
• Speaking confidently but with modesty
• Summarizing key points made by other speakers
• Supporting statements with facts and evidence
• Tailoring messages to different audiences
• Telling stories to capture an audience
• Using humor to engage an audience

Tips to Improve Your Verbal Communications

Even if you are a shy introvert who prefers to work independently, there are ways to improve your verbal communication skills so that you can more easily cultivate rapport with others.

Practice makes perfect, and so take the time to actively practice these communications skills for workplace success: active listening, clarity and conciseness, confidence, empathy, friendliness, open-mindedness, giving and soliciting feedback, confidence, respectfulness, and non-verbal (body language, tone of voice, eye contact) communication. 

What Is Verbal Communication?

“Man is by nature a social animal,” the famous Greek philosopher Aristotle wrote more than 2,000 years ago. And communication…

“Man is by nature a social animal,” the famous Greek philosopher Aristotle wrote more than 2,000 years ago.

And communication lies at the heart of all social relationships.

From the time you enter this world, you start communicating. Your first cry is your first attempt at verbal communication. And as you start growing, you find newer ways of communication. You learn to form words and sentences to communicate.

This is the beginning of verbal communication.

What Is Verbal Communication? 

Characteristics of verbal communication, types of verbal communication, advantages of verbal communication.

Verbal communication means effectively presenting your thoughts in verbal format i.e., by talking. Verbal communication skills are essential in the world of business. Be it a weekly meeting or presentation to stakeholders, the importance of verbal communication is unparalleled. People always remember a person who speaks clearly, effectively, confidently, and charismatically.

For instance, Apple co-founder Steve Jobs’s speech launching the iPhone is a classic example of brilliant verbal communication that people remember even today. Similarly, many speeches made by former US President Barack Obama are also unforgettable.

A powerful speaker is also able to connect with their audience easily. Like Oprah Winfrey says, “Great communication begins with a connection.”

You too can be a great speaker with practice. Most of us possess the means of verbal communication, what’s important is to recognize how to maximize them. Read on to learn more about its distinct characteristics.

Before we explore the various defining features of verbal communication, let’s look at its primary form. Verbal communication is oral in nature. Oral communication encompasses various activities such as talking, laughing or listening. We often navigate different emotional situations through oral forms of communication.

We also have written communication that includes script, alphabets, acronyms, logos and graphics. To interpret written messages, everyone involved must understand the code (e.g., the language). This is different from verbal or spoken communication.

There are several characteristics that are specific to verbal communication, namely:

The message being communicated is directly or indirectly related to an object

We use concepts to communicate messages

The content should be understood by both the sender and receiver

Cultural factors influence the content of messages

While communicating emotions and feelings, a sender’s state of mind influences the content of messages

Even though we talk to our friends, family and coworkers on a regular basis, we may not always be aware of how we’re communicating. Mastering the art of verbal communication will help you in more ways than one. Let’s explore different types of verbal communication and how your audience factors into it.

Verbal communication goes beyond words, sounds and languages. You need to know your audience to talk to them better. Remember that you can follow the Pyramid Principle and start with your main argument and then follow up with supporting statements. You can classify verbal communication into four types based on your audience.

Intrapersonal Communication

This is your private verbal communication channel. You talk to yourself and articulate your thoughts. Communicating with yourself will give you more confidence and clarity in your thoughts. It’ll help you make up your mind, form your sentences, find suitable words and effective ways to connect with other people. This will help you gain your colleagues’ trust in the workplace.

Interpersonal Communication

You can also call this one-to-one verbal communication. This type of communication happens between two individuals. It helps you understand if you’re getting your thoughts across clearly. Reactions, responses and verbal and nonverbal cues from the other person will help you understand whether you’re being understood or not. Make sure that you listen to the other person intently. Communication doesn’t just mean to talk to someone. It’s also about listening. So, listen, think and then respond. Take time to think and make sure you don’t offend people with your response.

Small Group Communication 

The number of people increases in small group communication. You move from communicating with a single participant to a few more. These small groups could be team meetings, board meetings or sales meetings. The number of participants is small enough for everyone to communicate with each other. When you attend small group meetings, be prepared with a topic to make sure you stay on track. Stay on topic and allow enough time for everyone to present their thoughts.

Public Communication 

You may also know this type as ‘ public speaking ’. Here, an individual addresses a large number of people at once. Speeches, election campaigns and presentations are a few examples of public communication. Since the number of people in the audience is larger in this type of communication, be sure to use words and phrases they’ll understand easily and structure your thoughts before addressing the audience. The more prepared you are, the more confident you’ll feel like a public speaker.

Verbal communication is a broad topic. There are various elements that help us organize our thoughts around it. They are:

When you express yourself your tone determines the message to be interpreted. For example, you can be saying something nice but if your tone is a sarcastic tone, the message will be conveyed differently. Your tone makes a huge difference to your speech.

The pace at which you speak is important as it determines the reaction of your audience. You may have attended lectures or webinars where people speaking slowly and softly can get boring. Similarly, it may be difficult to understand someone speaking at a rapid pace.

Volume ranges from a whisper to a scream. The volume at which you talk can convey various meanings. For example, if you whisper into someone’s ears in the presence of multiple people, it can be misconstrued as something negative. On the other hand, screaming while someone is talking is rude. Always monitor your volume depending on the social context you’re in.

Additionally, language, grammar and vocabulary are critical aspects of verbal communication. An erroneous message to a hiring manager, for example, can make or break your career opportunity. This is why verbal communication is a critical skill for success in professional settings as well. Effective communication helps with decision-making and increases collaboration in teams. Let’s look at the benefits of different types of verbal communication.

Verbal communication is one of the most important mediums of communication. The stronger your communication skills are, the easier it is for you to establish trust and build lasting relationships with others. Here are some benefits of strong verbal communication skills:

It provides complete understanding and there’s room to clarify any messages that may have been misunderstood

It’s one of the fastest modes of communication and is time-efficient

There is space for providing feedback, which allows two or more people to engage in a conversation at the same time

It allows speakers to exercise influence and persuade listeners to agree with ideas, thoughts and opinions

It’s flexible, that is, you can change your language and tone depending on the situation you’re in or the relationship you share with an individual

In short, verbal communication is one of the most reliable methods of communication. Its benefits apply to the world of work as well. Let’s look at the various ways in which strong verbal communication skills can be beneficial for professionals:

Building Relationships

Verbal communication allows you to build strong interpersonal relationships. It’s easier when you find like-minded people who share similar interests, ideas and outlooks. This further encourages you to cooperate, collaborate and engage in teamwork.

Persuading Someone

In professional settings, you need to exert a certain amount of influence to get things going. For example, if you want your coworkers to join your project, you need to be able to convince them first. Even in brainstorming sessions, you need to be able to convince others of your ideas and perspectives.

Bringing Clarity

As verbal communication enables feedback, you can provide clarity to your message by repeating yourself. For example, in conflicts or arguments, you can repeat your message so that there’s no room for ambiguity.

Improving Productivity

With proper communication in place, you can communicate effectively with team members and people across the organization. Well-established relationships enhance the process, allowing you to cooperate and collaborate quickly. Group discussions and teamwork maximize output, therefore increasing productivity.

Increasing Motivation

Verbal communication plays a crucial role in providing feedback and recognizing individual effort. Whether it’s a congratulatory speech or email, words of support and appreciation boosts confidence levels. If you’re a manager, don’t miss the opportunity to celebrate your team’s success and efforts. Not only will they get encouraged to do better, but it also cements your relationship with them.

Therefore, effective verbal communication opens up a two-way street that allows individuals to interact, engage and collaborate with each other, improving organizational efficiency and productivity. On an individual level, it helps you become more confident and a well-rounded professional.

Harappa offers two courses to build your communication skills— Writing Proficiently and Speaking Effectively . They’ll help you break the barriers and connect with your colleagues and the people around you. With key frameworks like the Pyramid Principle and PAM (Purpose-Audience-Message), you’ll learn how to communicate with impact.

Explore blogs on topics such as effective communication , the 7 barriers of communication ,  types of nonverbal communication , the different types of communication , and verbal and nonverbal communication on Harappa Diaries to make your world of work better.

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4.2 Principles of Verbal Communication

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Learning Objectives

• Identify the rules and complexities of verbal communication.
• Comprehend the concept of abstraction in language and its implications on communication.

Verbal communication is based on several basic principles. In this section, you’ll examine each principle and explore how it influences everyday communication. Whether it’s a simple conversation with a coworker or a formal sales presentation to a board of directors, these principles apply to all contexts of communication.

Language Has Rules

As mentioned earlier in this chapter, language is a system of symbols, words, and/or gestures used to communicate meaning.

The words themselves have meaning within their specific context or language community. Words only carry meaning if you know the understood meaning and have a grasp of their context to interpret them correctly.

Three types of rules govern or control your use of words.

Syntactic Rules – govern the order of words in a sentence.

Semantic Rules – govern the meaning of words and how to interpret them (Martinich, 1996).

Contextual Rules – govern meaning and word choice according to context and social custom.

Consider the example of a traffic light as follows:

Semantics – Green means Go, and Red means Stop

Syntax – Green is on the bottom, yellow in the middle, and red on top.

Even when you follow these linguistic rules, miscommunication is possible. Your cultural context or community may hold different meanings for the words used – different from those intended by the source communicator. Words attempt to represent the ideas you want to communicate, but factors beyond your control sometimes limit them. Words often require you to negotiate meaning or to explain what you mean in more than one way in order to create a common vocabulary. You may need to state a word, define it, and provide an example in order to come to an understanding with your audience about the meaning of your message.

As discussed previously, words themselves do not have any inherent meaning. Humans give meaning to them, and their meanings change over time. The arbitrary symbols, including letters, numbers, and punctuation marks, stand for concepts in your experience. You have to negotiate the meaning of the word “home” and define it through visual images or dialogue in order to communicate with your audience.

Words have two types of meanings: denotative and connotative.

Denotative – The common meaning often found in the dictionary.

Connotative – Meaning not found in the dictionary but in the community of users itself. It can involve an emotional association with a word, positive or negative, and can be individual or collective but is not universal.

Effective communication becomes a more distinct possibility with a common vocabulary in both denotative and connotative terms. But what if you have to transfer meaning from one vocabulary to another? That is essentially what you are doing when you translate a message. For example, after bringing a U.S. campaign overseas, HSBC Bank was forced to rebrand its entire global private banking operations. In 2009, the worldwide bank spent millions of dollars to scrap its 5-year-old “Assume Nothing” campaign. Problems arose when the message was brought overseas, translated in many countries as “Do Nothing.” In the end, the bank spent $10 million to change its tagline to “The world’s private bank,” which has a much friendlier translation.

Read the following article for a few more examples of organizational messaging challenges: International Marketing Fails

Language is Abstract

Words represent aspects of our human environment and can play an important role in that environment. They may describe an important idea or concept, but labelling and invoking a word simplifies and distorts your concept of the thing itself. This ability to simplify concepts makes it easier to communicate but sometimes makes you lose track of the specific meaning you are trying to convey through abstraction.

The ladder of abstraction is a model used to illustrate how language can range from concrete to abstract. If you follow a concept up the ladder of abstraction, more and more of the “essence” of the original object is lost or left out, which leaves more room for interpretation, which can lead to misunderstanding. This process of abstracting, of leaving things out, allows you to communicate more effectively because it serves as a shorthand that keeps you from having a completely unmanageable language filled with millions of words—each referring to one specific thing (Hayakawa & Hayakawa, 1990). But it requires you to use context and often other words to generate shared meaning.

Some words are more directly related to a concept or idea than others. If you were asked to go and take a picture of a book, it might seem like a simple task. If you were asked to go and take a picture of “work,” you’d be puzzled because work is an abstract word that was developed to refer to any number of possibilities from writing a book to repairing an air conditioner to fertilizing an organic garden. You could take a picture of any of those things, but you would be challenged to take a picture of “work.”

Consider the example of a cow.

If you were in a barn with this cow, you would be experiencing stimuli coming in through your senses. You would hear the cow, likely smell the cow, and be able to touch the cow. You would perceive the actual ‘thing,’ which is the ‘cow’ in front of you. This would be considered concrete; it would be unmediated, meaning it was the moment of experience. As represented in Figure 2.2 below, the ladder of abstraction begins to move away from experience to language and description.

Figure 2.2 . The Ladder of Abstraction. A ladder depicting increasing abstraction of observation and language (Hayakawa & Hayakawa, 1990).

As you move up a level on the ladder of abstraction, you might give your experience a name — you are looking at ‘Bessie.’ So now, instead of the direct experience with the ‘thing’ in front of you, you have given the thing a name, which takes you one step away from the direct experience toward the use of a more abstract symbol. Now you can talk and think about Bessie even when you aren’t directly experiencing her.

At the next level, the word cow now lumps Bessie in with other bovine creatures that share similar characteristics. As you go up the ladder, the cow becomes livestock, livestock becomes an asset, and then an asset becomes wealth.

Note that it becomes increasingly difficult to define the meaning of the symbol as you go up the ladder and how with each step, you lose more of the characteristics of the original concrete experience.

Language Organizes and Classifies Reality

Humans use language to create and express a sense of order. You often group words that represent concepts by their physical proximity or their similarity to one another. For example, in biology, animals with similar traits are classified together. An ostrich may be said to be related to an emu and a nandu, but you wouldn’t group an ostrich with an elephant or a salamander. Your ability to organize is useful but artificial. The systems of organization you use are not part of the natural world but an expression of your views about the natural world.

What is a doctor? A nurse? A teacher? If a male came to mind in the case of the word ‘doctor’ and a female came to mind in reference to ‘nurse’ or ‘teacher’, then your habits of mind include a gender bias. In many cultures, there was a time when gender stereotypes were more than just stereotypes; they were the general rule, the social custom, the norm. But now, in many places, this is no longer true. More and more men are training to serve as nurses. In 2017, for example, data from the Canadian Medical Association (CMA) indicated that 41% of practising physicians in Canada were women (Canadian Medical Association, 2017).

You use systems of classification to help you navigate the world. Imagine how confusing life would be if you had no categories such as male/female, young/old, tall/short, doctor/nurse/teacher. While these categories are mentally useful, they can become problematic when you use them to uphold biases and ingrained assumptions that are no longer valid. You may assume, through your biases, that elements are related when they have no relationship at all. As a result, your thinking may become limited and your grasp of reality impaired. It is often easier to spot these biases in others, but it is important for an effective communicator to become aware of them. Holding biases unconsciously will limit your thinking, grasp of reality, and ability to communicate successfully.

Key Takeaways

• Language, while a powerful tool for communication, is governed by various rules (syntactic, semantic, and contextual) that determine the order, meaning, and contextual appropriateness of words. However, even with these rules in place, the potential for miscommunication exists due to cultural and individual differences in interpreting meanings.
• The ladder of abstraction demonstrates that language can simplify or distort our understanding of concepts, moving from concrete experiences to more generalized or abstract terms. While language helps humans organize and classify their understanding of the world, it can also perpetuate biases, stereotypes, and outdated assumptions, potentially hampering effective communication.

4.2 Principles of Verbal Communication Copyright © 2024 by eCampusOntario is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

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When Delivering a Presentation, Look at Both Sides of Nonverbal Language

It’s not just what you say, it’s how you say it.

Part of the “how” is nonverbal language.

When you deliver a presentation, people observe two things: Your verbal language – the words you use – and your nonverbal language – what your body language says about you.

In this article, I will present nonverbal language from two different perspectives: Your own nonverbal language that you use while delivering a presentation to others and the nonverbal language that your audience shows to you while you’re presenting. Both forms of communication are beneficial to you as you prepare, deliver and improve upon your presentation style.

First, let’s talk about you, the presenter.

Be Aware of Your Nonverbal Behavior as a Presenter

The most powerful nonverbal cues that you can give to your audience are these:

Walk with confidence. Have good posture. Stand tall. Walk confidently to the presentation area.

Engage in direct eye contact. Look into the eyes of your audience. Don’t look at the walls, floor or ceiling. Definitely do not read your notes to the audience. That will disconnect you from the audience.

Use hand gestures to reinforce your message. This is an important one. When using hand gestures, make sure they look natural. When they are natural, you appear to be authentic, genuine and real. I have seen speakers over-rehearse their hand gestures. It sounds silly, doesn’t it? Yet it happens to be true. Over-rehearsing gestures creates a speaker who is artificial and robotic. Gestures, when they come from the heart, are interpreted as being true and honest. With that said, be careful of a few things: Don’t over-exaggerate. If the fish was just this big, then don’t say it was THIS BIG! Don’t use repeated gestures because they can distract the audience from your message. An example: If you have a tendency to “roll” your right hand when you are talking, then you don’t want to continue rolling and rolling and rolling. Pretty soon, the audience looks at your rolling hand gesture and doesn’t listen to your message.

Move a little. Movement is good for presenters. Too much movement is distracting. If you walk from the front of the room to the back of the room, that’s fine. If you move all around the entire room during your entire presentation, your audience will get tired of adjusting their necks or their chairs. A little movement is fine. Avoid repetitive movement. An example: Pacing. When you begin to pace, it creates a rhythm that has an almost hypnotic effect. Think of your pacing body as a pendulum, “you’re getting sleepy, very sleepy.” Before you know it, your audience will be anticipating your next pivot or turn to return to the other side of the room rather than listening to your message. Robotic pacing is a death knell to any presenter.

Express yourself! With more than 100 muscles in your face alone, you have the amazing capacity to share six primary emotions (fear, joy, love, sadness, surprise and anger) and more than 60 emotional expressions. All of that power comes from less than one square foot of space! What are you doing with it? If you are sharing declining numbers, show it. If you are delighted that you exceeded year-end quotas, show it. If you are sharing a sad story, show it. Your facial expressions reinforce your message. Just make sure that they are not in conflict with your message. If you say, “I’m delighted to be here today to deliver this presentation” and your face shows no emotion, your audience will believe your face. They will say, “She’s not really delighted. She looks angry.”

Enhance your image. Your appearance is the first thing people notice when you enter a room. It speaks volumes about who you are as a person and about your level of professionalism. Take a long, hard look at your professional attire. Are you wearing the same suits that you have been wearing since the 1980s? If so, throw them out! Nobody wants to see someone with larger-than-life padded shoulders (just think of the suits that David Byrne of the rock group The Talking Heads wore in the 1980s). Look at the colors you wear. You want to look current, not dated.

A few years ago, I was asked to coach a man on his professional style. The moment he walked into the room, my first impression was set. After we chatted a while, I shared with him those initial thoughts. You see, he was a “mousy” man and everything about him was “mousy.” He wore glasses, a light beige pullover sweater, a light beige shirt and brown pants. His communication style was on the quiet, shy side. Nothing about him stood out or communicated power. He was essentially invisible. I recommended navy blue as a more professional base color for him. Now when he walks into a room, he looks more businesslike and commands attention. A simple wardrobe adjustment has tremendous impact on how others see you.

Pause and be silent. Effective pausing, or silence, is one of the most powerful nonverbal cues that you can use while presenting. Yet, most Americans are accustomed to filling every second with sound. Within a presentation, there are certain portions that you want to emphasize. Let silence help you. You have the option of either saying “Our year-end sales were up 25%” OR “Our year-end sales (pause) were up (pause) twenty (pause) five (pause) percent .” This is much more powerful.

As you can see, your nonverbal language communicates a great deal to your audience.

The more you present, the more confident and comfortable you will feel.

Now, let’s talk about the nonverbal cues of your audience.

Analyze Your Audience’s Nonverbal Language

There is nothing more unnerving to a presenter than standing in front of a group of people for the first time. It could be 50, 500 or 1,000 people. What’s different is that you are often put outside your comfort zone. So why not treat that presentation to a larger group just like you would a one-on-one conversation?

Here are some nonverbal cues for you to be aware of during your presentation that could help improve your future presentations:

The energy level in the room drops. You have a feeling that your audience isn’t energized by your content. Unfortunately, sometimes a presenter can begin to lose energy or interest in his or her own presentation because of how they are interpreting the audience’s behavior. Now would be a good time to use a different approach. Share a short anecdote. Tell a story. Ask a powerful, thought-provoking question. Give a startling statistic. Anything that shakes up your audience will do. If they were with you all along, they’ll be with you even more. If they weren’t with you, they certainly will be now. The more energy you put out to your audience, the more energy they will return to you. It all begins with you.

One person in the audience is distracting you. What happens when you begin focusing on one person who you think is not interested in what you have to say? You make that judgment as a presenter rather quickly. The person’s nonverbal language is “speaking” to you. Sometimes you are right. And sometimes you are wrong. Don’t get distracted by that one person…who may have been up all night with a colicky baby and is falling asleep because of that rather than your content. Here’s my personal experience:

Several years ago, while delivering a full-day training program, I noticed a woman who – to me – seemed disengaged. She was looking down a lot. She wasn’t smiling or laughing at my humor. I was convinced that she wasn’t enjoying my program. (This is what we call “negative self-talk”). After the program ended, as I reviewed the evaluation sheets, I came across hers. I was fully expecting her to give me a 1 or 2 out of 5 points. Instead, she gave me all 5’s and added the comment, “I would attend any future programs facilitated by Christine.” Whoa. That was not the response I expected. Needless to say, I was pleasantly surprised. When we try to read other people’s nonverbal cues, sometimes we are right and sometimes we are wrong. Remember that the next time you try to read one person in your audience.

You are seeing a bored look on everyone’s faces. If you are using a PowerPoint presentation to accompany your remarks, click on the B button on your computer to go to black screen. That alone will get your audience’s attention. What going to black screen allows you to do is focus on a conversation with your audience. There is no other distraction. PowerPoint images, which are visually interesting to look at (sometimes) can also lull your audience to sleep! Take a break. Have a conversation with your audience about your topic for a few minutes. Then eventually click on the B button again to return to your slide presentation. This simple trick provides a simple visual mental shift. Now, if people truly are bored by your presentation, then it’s time for you to give that presentation a complete overhaul.

The next time you prepare for and deliver a presentation, think carefully about your own nonverbal cues and the nonverbal cues you are picking up from your audience. Being aware of both could mean the difference between delivering an average presentation or a stellar one.

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• Q&A: Tips for viewing the 2024 solar eclipse

Q&A: Tips for viewing the 2024 solar eclipse

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On Monday, April 8, the United States will experience a total solar eclipse — a rare astronomical event where the moon passes directly between the sun and the Earth, blocking out the sun’s light almost completely. The last total solar eclipse in the contiguous U.S. was in 2017, and the next one won’t be until 2044.

If the weather cooperates, people across the United States — from northeastern Maine to southwestern Texas — will be able to observe the eclipse using protective eyewear. Those in the path of totality , where the moon entirely covers the sun, will have the best view, but 99% of people in the continental U.S. will be able to see a partial eclipse. Weather permitting, those on the MIT campus and the surrounding area will see 93 percent of the sun covered, with the partial eclipse starting at 2:15 p.m. and reaching its peak around 3:29 p.m. Gatherings are planned at the Kresge Oval and the MIT Museum , and a live NASA stream will be shown in the Building 55 atrium .

Brian Mernoff , manager of the CommLab in the Department of Aeronautics and Astronautics, is an accomplished astrophotographer and science educator. Mernoff is headed to Vermont with his family to experience the totality from the best possible angle — but has offered a few thoughts on how to enjoy the eclipse safely, wherever you are.

Q: What should viewers expect to see and experience with this solar eclipse?

A: When you’re watching TV (the sun) and your toddler, dog, or other large mammal (the moon) blocks your view, you no doubt move over a bit to try to get a partial or full view of the TV. This is exactly how the path of totality works for an eclipse. If you are exactly in line with the moon and sun, it will be completely blocked, but if you start moving away from this path, your view of the sun will start to increase until the moon is not in the way at all.

The closer you are to the path of totality, the more of the sun will be blocked. At MIT, about 93 percent of the sun will be blocked. Those in the area will notice that things around you will get slightly darker, just like when it starts to become overcast. Even so, the sun will remain very bright in the sky and solar glasses will be required to view the entirety of the eclipse. It really goes to show how incredibly bright the sun is!

Within the narrow path of totality, the moon will continue to move across the sun, reaching 100 percent coverage. For this short period of time, you can remove your glasses and see a black disk where the sun should be. Around the disk will be wispy white lines. This is the corona, the outermost part of the sun, which is normally outshone by the sun’s photosphere (surface). Around the edges of the black disk of the moon, right as totality begins and ends, you can also see bright spots around the edges, known as Bailey’s Beads, caused by sunlight shining between mountains and craters on the moon.

But that’s not all! Although you will be tempted to stare up at the sun throughout totality, do not forget to observe the world around you. During totality, it feels like twilight. There is a 360-degree sunset, the temperature changes rapidly, winds change, animals start making different sounds, and shadows start getting weird (look into “shadow bands” if you have a chance).

As soon as totality ends, and you start to see Baily’s Beads again, put your solar glasses back on as it will get very bright again very fast as the moon moves out of the way.

Q: What are the best options for viewing the eclipse safely and to greatest effect?

A: No matter where you are during the eclipse, make sure you have solar glasses. These glasses should be ISO-approved for solar viewing. Do not use glasses with scratches, holes, or other damage.

If you are unable to obtain solar glasses in time, you can safely view the eclipse using a home-made projection method , such as a pinhole camera or even projecting the image of the sun through a colander.

The best view of the eclipse will be from within the path of totality, but even if you are not within it, you should still go outside to experience the partial eclipse. Use the NASA Eclipse Explorer to find the start, maximum, and end times, and then find a nice spot outside — preferably with some shade — put on your glasses, and enjoy the show.

For a closer view of the sun, find a friend that has a telescope with the correct ISO-certified solar filter. This will let you see the photosphere (or chromosphere if it is an H-alpha scope) in a lot more detail. If you do not have access to a telescope, NASA plans to livestream a telescope view throughout the eclipse. [The livestream will be displayed publicly on a large screen in Building 55 at MIT, rain or shine.]

The only time you can look at or image the sun without a filter is during 100 percent totality. As soon as this period is done, glasses and filters must be put back on.

After the eclipse, keep your glasses and filters. You can use them to look at the sun on any day (it took me an embarrassing amount of time to realize that I could use the glasses at any time instead of lugging out a telescope). On a really clear day, you can sometimes see sunspots!

Q: How does eclipse photography work?

A: This year I plan to photograph the eclipse in two ways. The first is using a hydrogen-alpha telescope. This telescope filters out all light except for one wavelength that is given off by hydrogen. Because it blocks out most of the light from the sun’s surface, it allows you to see the turbulent upper atmosphere of the sun, including solar prominences that follow magnetic field lines.

Because this telescope does not allow for imaging during totality as too much light is blocked, I also plan to set up a regular camera with a wide-angle lens to capture the total eclipse with the surrounding environment as context. During the 2017 eclipse, I only captured close-ups of the sun using a regular solar filter and missed the opportunity to capture what was going on around me.

Will it work? That depends on if we get clear skies, and how many pictures of my 1.5-year-old need to be taken (as well as how much chasing needs to be done).

If you would like to take pictures of the eclipse, make sure you protect your camera sensor. The sun can easily damage lenses, sensors, and other components. Here are some examples of solar damaged cameras . The solution is simple, though. If using a camera phone, you can take pictures through an extra pair of solar glasses, or even tape them to the phone. For cameras with larger lenses, you can buy cardboard filters that slide over the front of your camera or even buy ISO-approved solar film and make your own.

Q: Any fun, unique, cool, or interesting science facts about this eclipse to share?

A: If you want to get even more involved with the eclipse, there are many citizen science projects that plan to collect as much data as possible throughout the eclipse.

NASA is planning to run several experiments during the eclipse , and researchers with MIT Haystack Observatory will also be using four different technologies to monitor changes in the upper atmosphere , both locally and across the continent.

If you are interested in learning more about the eclipse, here are two of my favorite videos, one on “ unexpected science from a 0.000001 megapixel home-made telescope ” and one on solar eclipse preparation .

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