Keys to the house – the essence of an effective oral presentation

 

From classrooms to courtrooms, conferences to company meeting rooms and legislatures to webinars, one key to long-term professional success is the ability to make a persuasive oral argument. Due to the pervasive nature of English worldwide, many, if not most, presenters must make their statements in a foreign language. To quite a few non-native language speakers, this task seems Herculean, i.e., not only to stand up and talk in front of people but to do so in a second or even third language. Yet, the relative disadvantages of foreign speakers do not need to prejudice the effectiveness of their presentation because the most important elements of an impactful presentation are in their power.

First, it is vital to understand the dual purpose of an oral presentation. Clearly, listeners expect to receive the information they need or want (or told they need or want). They appreciate clear and appropriately deep explanations with sufficient support. They do not want to have masses of small print on a projector screen or need to interpret data. They can do that from the comfort of their desks. For the speaker, presentations offer the perfect opportunity for people to show their value. It is not always about being the greatest expert but rather about their effectiveness in transmitting that knowledge. A well-presented explanation creates a positive opinion of the person’s ability and strengths. This impression lasts far longer than the details or relevance of the actual information. Thus, both the audience and the presenter can benefit.

Contrary to popular belief, the accuracy and level of the language have only a minor impact on the long-term effect. Given the high percentage of presentations in English made by non-native speakers, native English speakers generally have some tolerance for minor grammar errors as long as they do not affect meaning. Occasional pronunciation, usually misaccented words, is accepted for the most part. Choosing simpler words, as many foreigners do, is not only not a sin but can actually a virtue in many cases. As for sentence structure, even native speakers get confused when making presentations. While a perfect presentation in terms of language is the goal, it is only an ideal, not a reality. As long as the language and message are clear, to err is human.

The truly significant elements of a successful presentation are preparation, fluency and confidence. The best lecturers make their presentations seem effortless just as NBA players make free throws seem easy (except for Shaq O’Neil). Their ease and comfort are partly a matter of personality and experience but much more a matter of organization and practice. They know what they will say because they have arranged the material and spoken about it so many times beforehand, albeit to their dog or cat or another willing listener. Practice does make almost perfect. This preparation allows the presenter to speak fluently since it frees the mind to focus on language and the audience, not on the content. In other words, they know what they want to say and can thus apply their effort to reaching the audience. Furthermore, fluency creates the image of confidence, which most listeners accept without question, i.e.,  if the speaker acts as if s/he knows the material, the listener can trust that person. Together, organizing, practice, fluency and confidence are the hallmarks of an effective lecture.

It is important to note that the issue of language mastery does not affect those elements. Many native speakers are awful lecturers, as anybody who ever studied at an American or British university can attest. Instead, the most important aspects of an impressive lecture are in the hands of any speaker, native or not. Clearly, foreign speakers require greater time and effort than native ones. Of course, extremely subpar language can render listening painful. However, as long as the language issues are minor, any English speaker can produce an effective presentation.

How to Write an Email in English

As English is the Lingua Franca of the world for the moment, non-native English speakers, i.e. most of the world, are often faced with the daunting task of writing emails in English.  (I would say that even the French have to do so from time to time, but as they would say, J’ignore.) 

In fact, business emails are easy to write.  Unlike personal letters, they are intended to be short, to the point, and simple.  So, the writer does not have to and should not write Shakespeare (or Orwell, whom I prefer).

Begin with the simple phrase “Dear …).  Add Sir or Madam if you don’t have the actual name of the person, i.e. the customer relations department.  A man is referred to as Mr. while a woman is addressed as Ms.  For business purposes, her marital status is irrelevant.

At this stage, to avoid forgetting to attach the required documents, I always add my attachments before going on.

If you are have written often to the person, are continuing a previous matter, or just want to create a friendly feeling, make the first line a salutation such as Good morning, Good evening, or even Happy Holiday if that applies.

The first real paragraph states directly why are writing:  I am writing in response to your notice on the forum or As requested, I am attaching the proposal.  Make it short and sweet.  You don’t have to use fancy words.  People receive hundreds of emails a day. They want you to get the point quickly.

The next paragraph or paragraphs go into detail concerning what you have to say.  Once again, write short, direct sentences.  If you are applying for a job, begin with one sentence why the company should consider you, such as I have expertise in C++, as you require.

The last sentence should say what you want them to do: Please confirm receipt or I await further instructions.  As for the salutation at the end, see my previous posting on that issue.

The final step before sending the mail is to reread the text and check for any grammar or spelling errors.  Those make bad impressions, as any girl who received a note saying “I luvs yu” would know.

By writing short and simple sentences, non-native speakers can simplify vocabulary and grammar while ensuring that their meaning is transmitted as intended.  Also, it reduces “language stress” when thinking about writing the email.  Here’s for reducing stress!