definition of a verbal presentation

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What is a Presentation?

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The formal presentation of information is divided into two broad categories: Presentation Skills and Personal Presentation .

These two aspects are interwoven and can be described as the preparation, presentation and practice of verbal and non-verbal communication. 

This article describes what a presentation is and defines some of the key terms associated with presentation skills.

Many people feel terrified when asked to make their first public talk.  Some of these initial fears can be reduced by good preparation that also lays the groundwork for making an effective presentation.

A Presentation Is...

A presentation is a means of communication that can be adapted to various speaking situations, such as talking to a group, addressing a meeting or briefing a team.

A presentation can also be used as a broad term that encompasses other ‘speaking engagements’ such as making a speech at a wedding, or getting a point across in a video conference.

To be effective, step-by-step preparation and the method and means of presenting the information should be carefully considered. 

A presentation requires you to get a message across to the listeners and will often contain a ' persuasive ' element. It may, for example, be a talk about the positive work of your organisation, what you could offer an employer, or why you should receive additional funding for a project.

The Key Elements of a Presentation

Making a presentation is a way of communicating your thoughts and ideas to an audience and many of our articles on communication are also relevant here, see: What is Communication? for more.

Consider the following key components of a presentation:

Ask yourself the following questions to develop a full understanding of the context of the presentation.

When and where will you deliver your presentation?

There is a world of difference between a small room with natural light and an informal setting, and a huge lecture room, lit with stage lights. The two require quite different presentations, and different techniques.

Will it be in a setting you are familiar with, or somewhere new?

If somewhere new, it would be worth trying to visit it in advance, or at least arriving early, to familiarise yourself with the room.

Will the presentation be within a formal or less formal setting?

A work setting will, more or less by definition, be more formal, but there are also various degrees of formality within that.

Will the presentation be to a small group or a large crowd?

Are you already familiar with the audience?

With a new audience, you will have to build rapport quickly and effectively, to get them on your side.

What equipment and technology will be available to you, and what will you be expected to use?

In particular, you will need to ask about microphones and whether you will be expected to stand in one place, or move around.

What is the audience expecting to learn from you and your presentation?

Check how you will be ‘billed’ to give you clues as to what information needs to be included in your presentation.

All these aspects will change the presentation. For more on this, see our page on Deciding the Presentation Method .

The role of the presenter is to communicate with the audience and control the presentation.

Remember, though, that this may also include handing over the control to your audience, especially if you want some kind of interaction.

You may wish to have a look at our page on Facilitation Skills for more.

The audience receives the presenter’s message(s).

However, this reception will be filtered through and affected by such things as the listener’s own experience, knowledge and personal sense of values.

See our page: Barriers to Effective Communication to learn why communication can fail.

The message or messages are delivered by the presenter to the audience.

The message is delivered not just by the spoken word ( verbal communication ) but can be augmented by techniques such as voice projection, body language, gestures, eye contact ( non-verbal communication ), and visual aids.

The message will also be affected by the audience’s expectations. For example, if you have been billed as speaking on one particular topic, and you choose to speak on another, the audience is unlikely to take your message on board even if you present very well . They will judge your presentation a failure, because you have not met their expectations.

The audience’s reaction and therefore the success of the presentation will largely depend upon whether you, as presenter, effectively communicated your message, and whether it met their expectations.

As a presenter, you don’t control the audience’s expectations. What you can do is find out what they have been told about you by the conference organisers, and what they are expecting to hear. Only if you know that can you be confident of delivering something that will meet expectations.

See our page: Effective Speaking for more information.

How will the presentation be delivered?

Presentations are usually delivered direct to an audience.  However, there may be occasions where they are delivered from a distance over the Internet using video conferencing systems, such as Skype.

It is also important to remember that if your talk is recorded and posted on the internet, then people may be able to access it for several years. This will mean that your contemporaneous references should be kept to a minimum.

Impediments

Many factors can influence the effectiveness of how your message is communicated to the audience.

For example background noise or other distractions, an overly warm or cool room, or the time of day and state of audience alertness can all influence your audience’s level of concentration.

As presenter, you have to be prepared to cope with any such problems and try to keep your audience focussed on your message.   

Our page: Barriers to Communication explains these factors in more depth.

Continue to read through our Presentation Skills articles for an overview of how to prepare and structure a presentation, and how to manage notes and/or illustrations at any speaking event.

Continue to: Preparing for a Presentation Deciding the Presentation Method

See also: Writing Your Presentation | Working with Visual Aids Coping with Presentation Nerves | Dealing with Questions Learn Better Presentation Skills with TED Talks

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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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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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Verbal Communication: A Complete Guide

Explore the essence of Verbal Communication. Understand the significance and benefits it brings to various aspects of life. Learn how to develop strong verbal communication skills that can enhance your personal and professional relationships. Dive into the nuances of the four different styles of verbal communication and the various types it encompasses.

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Verbal Communication is a vital skill that allows us to express ourselves clearly, connect with others, and make an impact. We can build relationships, influence others positively, and confidently navigate challenges by mastering effective Verbal Communication. Enhancing your Communication skills empowers you to excel in various areas of life, from career advancement to personal growth.   

By mastering the art of Verbal Communication, we can develop understanding, influence others positively, and confidently navigate challenging situations. Learn about efficient Verbal Communication and develop your communication abilities. Discover how to master Verbal Communication by diving into our blog.   

Table of Contents  

1) What is Verbal Communication?  

2) Benefits of Verbal Communication 

3) How to develop strong Verbal Communication skills?  

4) Four different styles of Verbal Communication 

5) Types of Verbal Communication 

6) What are the differences between Verbal and Non-verbal Communication? 

7) How to overcome challenges in Verbal Communication?  

8) Conclusion  

What is Verbal Communication?  

Verbal Communication is the process of using spoken words to express ideas, thoughts, and feelings to others. It involves using our voices to communicate with people around us, whether it's through conversations, presentations, or speeches. It allows us to convey information, share stories, ask questions, and connect with others on a deeper level.    

It is essential to our everyday interactions, enabling us to express ourselves, understand others, and build relationships. By improving our Verbal Communication skills, we can become more effective Communicators and enhance our ability to convey messages clearly and confidently. 

Benefits of Verbal Communication 

This section of the blog will expand on the various benefits of Verbal Communication.  

1) Clarity and precision: Verbal Communication allows individuals to convey their thoughts and ideas with clarity and precision. They can use words, tone, and voice modulation to make sure that their message is understood accurately. 

2. Immediate feedback: One of the key advantages of Verbal Communication is the ability to receive immediate feedback. This enables speakers to gauge the listener's understanding and make necessary adjustments to their message in real-time. 

3) Non-verbal cues: Verbal Communication is not just about words; it also includes non-verbal cues such as body language, facial expressions, and gestures. These cues provide additional context and help convey emotions and intentions. 

4) Personal connection: Speaking directly with someone allows for a personal connection that written Communication often lacks. Tone of voice and emotional expression can help build rapport and trust between individuals. 

5) Effective problem-solving: Verbal Communication is essential in group discussions and collaborative problem-solving. It enables team members to share ideas, brainstorm, and reach consensus more efficiently. 

6) Flexibility: Verbal Communication can be adapted to suit the audience and the situation. Whether it's a formal presentation, a casual conversation, or a negotiation , individuals can adjust their Communication style accordingly. 

7) Cultural understanding: Verbal Communication allows people from different cultural backgrounds to engage in dialogue, fostering cross-cultural understanding and reducing misunderstandings that can arise from written Communication. 

8) Immediate resolution of issues: Verbal Communication is ideal for addressing conflicts and resolving issues promptly. It allows individuals to discuss concerns, clarify misunderstandings, and find mutually agreeable solutions. 

9) Enhanced learning: In educational settings, Verbal Communication is crucial for effective teaching and learning. Teachers can explain complex concepts, answer questions, and engage students in discussions, promoting better comprehension. 

10) Emotional expression: Verbal Communication provides a platform for expressing emotions, whether it's sharing joy, offering support, or conveying empathy during difficult times. It strengthens interpersonal relationships. Empower yourself with our Assertiveness Skills Training ! Join now and cultivate confidence in effective communication and decision-making. 

How to develop strong Verbal Communication skills?  

a) Practice active listening:  Focus on understanding the speaker's message by paying attention, maintaining eye contact, and avoiding interruptions.

b) Enhance clarity: Speak clearly, pronounce words properly, and use appropriate tone and volume to ensure your message is easily understood. 

c) Expand vocabulary: Continuously enrich your vocabulary by reading books, articles and engaging in conversations to express yourself more effectively. 

d) Use body language: Pay attention to your non-verbal cues, such as maintaining good posture, using hand gestures, and displaying open and engaged body language. 

e) Be concise: Express your thoughts clearly and concisely, avoiding unnecessary jargon or complex language. 

f) Practice expressing ideas: Engage in conversations, debates, or presentations to practice articulating your ideas and thoughts fluently. 

g) Seek feedback: Request feedback from trusted individuals on your Communication skills, allowing you to identify areas of improvement and refine your Verbal Communication abilities.   

h) Observe effective communicators: Observe and learn from skilled communicators, such as Public Speakers or professionals, to gain insights into effective Verbal Communication techniques. 

i) Embrace confidence: Cultivate confidence in your speaking abilities by practising and visualising successful Communication scenarios. 

j) Seek professional development opportunities: Attend workshops, seminars, or courses focusing on enhancing Verbal Communication skills to gain valuable insights and techniques.

Learn all the essential techniques to excel in all aspects of Communication with our comprehensive Communication Skills Training . Join now! 

Four different styles of Verbal Communication 

This section of the blog will outline four different styles of Verbal Communication and expand on them. 

Style 1: Aggressive style of Verbal Communication 

An aggressive style of Communication is characterised by the use of forceful and confrontational language. Individuals employing this style often dominate conversations, disregard others' opinions, and may resort to shouting or verbal attacks. This approach can lead to hostility and conflict in Communication, making it less effective for productive dialogue. 

Style 2: Passive style of Verbal Communication   

A passive style of Communication involves a reluctance to express one's own opinions or needs. Individuals using this style often avoid confrontation, but this can lead to poor self-advocacy and misunderstandings. While it may prevent immediate conflict, it can result in unmet personal needs and desires. 

Style 3: Passive-aggressive style of Verbal Communication   

The passive-aggressive style combines elements of passivity and indirect hostility. In this approach, individuals may use sarcasm, backhanded compliments, or subtle sabotage to express their displeasure or frustration. It often creates confusion and can damage relationships due to hidden resentment, as the true feelings are not openly communicated. 

Style 4: Assertive style of Verbal Communication 

Assertive Communication involves the clear and respectful expression of one's thoughts, feelings, and needs. It values the rights and opinions of both one’s self and others. An assertive Communicator strives to communicate honestly and directly while also actively listening to others. This style fosters healthy Communication, promotes understanding, and helps resolve conflicts constructively. It is considered one of the most effective forms of Communication for building positive relationships and achieving mutual goals. 

Types of Verbal Communication  

a) Intrapersonal Verbal Communication: This refers to the conversations we have with ourselves in our minds. It involves self-reflection, self-analysis, and self-expression. This internal dialogue helps us process thoughts, make decisions, and reflect on our experiences. For example, talking to yourself to prepare for a challenging situation can boost confidence and improve performance. 

b) Interpersonal Verbal Communication: It occurs between two or more people and plays a crucial role in building relationships, expressing emotions, and exchanging information. It involves active listening, clear articulation, and effective response. Using verbal cues, such as words, tone of voice, and non-verbal gestures, helps convey messages accurately and establish meaningful connections.  

c) Group Verbal Communication: This involves interactions within a small group of people, such as team meetings or collaborative discussions. It requires effective participation, active listening, and respectful association. Group members share ideas, exchange information, and work together to achieve common goals. Facilitating open dialogue and encouraging equal participation can enhance group dynamics and promote effective collaboration. 

d) Public Verbal Communication: This involves speaking to a larger audience, such as giving a presentation, delivering a speech, or leading a public event. It requires clear articulation, engaging storytelling, and effective delivery techniques to captivate and inform the listeners. Public speaking skills can help inspire, persuade, and influence others, making it an essential skill in various professional and social settings. 

e) Mass Verbal Communication: This reaches a wide audience through television, radio, or online platforms. It involves broadcasting information, news, or entertainment to the public. It relies on effective message creation, presentation, and delivery to capture and maintain the audience's attention. It influences public opinion, shapes cultural norms, and facilitates the exchange of ideas on a large scale.

What are the differences between Verbal and Non-verbal communication?  

Let’s discuss some of the key differences between Verbal and Non-verbal communication:  

How to overcome challenges in Verbal Communication?  

Improving communication skills involves oOvercoming challenges in Verbal Communication leads to developing effective strategies for enhanced interaction and understanding. Ways to overcome challenges include:  

Positive reinforcement   

Positive reinforcement involves using encouraging words and non-verbal cues to develop rapport and reinforce openness in others. It encourages active participation, shows genuine interest, builds and maintains relationships, provides reassurance, and creates a warm and welcoming environment.  

Effective questioning   

Effective questioning is a powerful technique for gathering information and seeking support. Closed-ended questions seek brief responses, while open questions invite elaboration and encourage deeper engagement. Both types of questions serve different purposes in directing conversations and facilitating meaningful dialogue.  

Reflection and clarification   

Reflection involves restating the speaker's message in your own words, demonstrating understanding and active listening. It allows for clarification and confirmation, shows respect for the speaker's perspective, and fosters a deeper connection and mutual understanding.  

Summarising  

Summarising involves providing a concise overview of the main points or key issues discussed. It serves as a way to review and validate the shared understanding between Communicators, ensuring effective Communication and serving as a guide for further action.  

Closing communication   

The closing of a conversation is just as important as its opening. Verbal cues, namely expressing gratitude or signalling the need to conclude, are worth noting. Along with non-verbal cues like maintaining eye contact or engaging in appropriate parting gestures, it helps bring conversations to a natural and respectful close.  

Sign up now for our Effective Communication Skills Course today and improve your ability to connect, collaborate, and succeed.   

Conclusion  

To sum it up, Verbal Communication can be described as a key driver of success. It enables clear expression, fosters learning, and strengthens relationships. Mastering this skill empowers us to confidently influence, collaborate, and navigate challenges. By honing your Verbal Communication skills, you can explore many opportunities for growth and achievement in your personal and professional career path.  

Master the basics of Non-verbal Communication by registering for our Nonverbal Communication Training today!    

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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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What is Verbal Communication: Examples, Types & Functions

Table of Contents

Definition of verbal communication

“Verbal communication refers to the use of words in delivering the intended message. The main components of verbal communication are sound, words, speaking, and language.” – Albert Mehrabian “Verbal communication is the process of exchanging information and ideas through the use of spoken words. It involves the use of language, tone, pitch, and other elements to convey meaning and intent.” – Richard L. Daft

What is verbal communication?

Verbal communication is the use of speech to convey messages between individuals or groups. It is an essential skill for effective communication in personal and professional settings. Verbal communication involves both speaking and listening, as it requires active participation from both the sender and the receiver of the message.

The sender is the person who initiates the communication by formulating their thoughts into words and delivering them through speech. The receiver, on the other hand, listens attentively to the spoken words and interprets their meaning.

Nature of verbal communication

Verbal communication is a type of communication that involves the use of spoken words or oral language. It is a dynamic process that includes both speaking and listening.

Verbal communication relies on various components such as words, vocabulary, tone, intonation, and non-verbal cues. It stands as a fundamental element of human interaction that plays a vital role in personal, professional, and social environments.

What are the characteristics of verbal communication? 

Verbal communication is a vital part of human interaction, its diverse features play a crucial role in shaping effective and impactful interactions. The following are the main features of verbal communication: 

1/ Interactive: Verbal communication is an interactive process that involves a sender and a receiver who engage in a dialogue or conversation.

2/ Multichannel: Verbal communication can involve multiple channels, including tone of voice, facial expressions, and body language, in addition to spoken words.

3/ Language-based: Verbal communication involves the use of language, whether it is spoken, written, or signed.

4/ Immediate: Verbal communication is often immediate and happens in real-time, allowing for instant feedback and clarification.

5/ Clarity and Fluency: Effective verbal communication emphasizes clear and consistent delivery of messages to ensure understanding.

Examples of verbal communication 

In the list below, we have presented some real-life examples of verbal communication that showcase the various ways in which we use verbal words to convey messages and ideas.

1/ A business meeting where participants discuss project goals, challenges, and progress updates is a primary example of verbal communication in the workplace.

2/ A job interview is where a candidate answers questions and communicates their skills, experiences, and motivations to the interviewer.

3/ A customer service representative on a phone call, responding to a customer’s inquiry, resolving complaints, and providing solutions.

4/ A public speaker delivers a speech , inspiring and motivating the audience through the power of words and delivery.

5/ A team brainstorming session , where members collaborate and verbally express ideas, contributing to problem-solving and decision-making.

6/ A negotiation between two business partners , where they engage in verbal communication to discuss terms, reach agreements, and resolve conflicts.

Examples of verbal expression 

• Giving encouragement by saying, “You can do it!” or “Keep up the good work!”
• Expressing agreement or approval by saying, “Yes, I completely agree with you.”
• Expressing disagreement or dissent by saying, “I respectfully disagree with that perspective.”
• Expressing admiration by saying, “You did an incredible job on this project.”
• When seeking clarification, one can employ the phrase, “Could you kindly provide a further explanation?”
• Expressing curiosity by asking questions such as, “How does that work?” or “What inspired you?

These examples demonstrate the diverse range of verbal expressions we use in our daily interactions to convey opinions, requests, and more. 

Communication coaches Alexander Lyon and Mary Dapine have explored verbal and non-verbal cues in detail in the following video . 

What are the 4 types of verbal communication?

The following types of verbal communication are essential to navigate different situations and contexts. Whether it is intrapersonal, interpersonal, group, or public communication, each type requires specific skills and approaches to communicate effectively. In this section, we will go deeper into the four primary types of verbal communication: 

1/ Intrapersonal Communication: This refers to communication that occurs within an individual’s own mind. It involves self-talk, reflection, and internal dialogue. Intrapersonal communication helps in organizing thoughts, problem-solving, and making decisions.

2/ Interpersonal Communication: Interpersonal communication occurs when two or more individuals engage in communication with one another. It involves face-to-face conversations, discussions, and interactions where people exchange ideas, emotions, and information. Interpersonal communication is essential for building relationships, collaborating, and resolving conflicts.

3/ Group Communication: Group communication occurs when a small group of individuals, typically three or more, communicate with each other. This includes team meetings, brainstorming sessions, and group discussions. Group communication allows for collective decision-making, collaboration, and sharing of diverse perspectives.

4/ Public Communication: Public communication involves speaking to a large audience or public setting. It includes formal presentations, speeches, lectures, and public speaking engagements. Public communication requires effective delivery, clarity, and engaging speaking skills to convey information and persuade the audience.

Understanding these four types of verbal communication helps individuals navigate different communication contexts, adapt their approach, and effectively convey their message depending on the situation and audience.

Forms of verbal communication 

Verbal communication includes various forms that facilitate the exchange of information, ideas, and messages. The below listed are just a few examples of the various forms that we encounter in our personal, professional, and social lives. Each form has its unique characteristics and purposes. Here are some common forms of verbal communication:

What are verbal communication skills? 

Verbal communication skills involve the ability to effectively convey meaning through the use of language. This involves the use of words, tones, and nonverbal cues to express and interact with others.

Verbal communication skills include a range of abilities, such as pronunciation, grammar, vocabulary, and fluency, as well as the capacity to listen actively and respond appropriately to what is being said. Effective verbal communication also requires an awareness of the context and the audience, and the ability to adjust style and tone accordingly. 

Why verbal communication skills are important

Verbal communication skills play a vital role in both personal relationships and professional interactions. 

Strong verbal communication skills are crucial for collaboration and teamwork. They enable individuals to coordinate, exchange ideas, and provide constructive feedback. Effective communication within teams enhances productivity, promotes a sense of unity, and facilitates effective problem-solving. 

Professionally, verbal communication skills are highly valued. Employers seek candidates who can clearly express their ideas, negotiate skillfully, and collaborate with colleagues. Therefore possessing strong verbal communication skills is essential for career growth and advancement.

Furthermore, verbal communication skills play a crucial role in establishing and maintaining relationships. By engaging in meaningful conversations and actively listening individuals can establish trust, foster mutual respect, and navigate conflicts more effectively

Additionally, verbal communication skills are necessary for success in public speaking, and leadership roles, where the ability to articulate ideas with confidence is critical. 

How to improve verbal communication skills 

Improving verbal communication skills involves a combination of verbal techniques and practices. Here are some effective strategies that can help:

1/ Active Listening: Actively listening to others is crucial for improving verbal communication skills. Practice being fully present in conversations, paying attention to both verbal and nonverbal cues. 

2/ Expand Vocabulary: Enhance your vocabulary by reading and learning new words. This allows you to express yourself more precisely and effectively. Practice incorporating new words into your daily conversations. 

3/ Practice Public Speaking: Public speaking exercises help build confidence and improve clarity in communication. Look for chances to address audiences, whether through presentations or by participating in a public speaking group.

4/ Seek Feedback: Actively seek feedback from trusted individuals to gain insights into your communication style. Ask for specific suggestions on areas to improve, such as clarity, organization, or tone.

5/ Role-play and Mock Conversations: Engage in role-playing scenarios or mock conversations to simulate real-life communication situations. 

6/ Seek Professional Development: Consider attending workshops, courses, or training programs focused on communication skills.

7/ Clear Articulation: Work on improving your articulation and pronunciation. Practice speaking clearly and announcing words properly.

8/ Use Technology: With advances in technology, there are numerous tools available to improve verbal communication skills. For example, you can use video recording apps to record and review your presentations or speeches.

Important functions of verbal communication 

Verbal communication serves several important functions that are vital for effective communication. One crucial function is information sharing, where individuals exchange knowledge, ideas, and facts, enabling the transfer of information. 

Verbal communication can be used for persuasion and influence, whether in advertising, or marketing campaigns. It is also essential in problem-solving, as individuals engage in discussions and negotiations to resolve conflicts and find solutions. 

Decision-making is another important function of verbal communication, where individuals exchange information and perspectives to arrive at informed choices. Lastly, verbal communication facilitates feedback, enabling individuals to receive constructive criticism, insights, and suggestions for improvement.

7 essential elements of verbal communication 

Verbal communication, in particular, plays a crucial role in interpersonal interactions. By employing various elements, individuals can ensure their messages are clear, meaningful, and impactful. These elements form the foundation of verbal communication, including the sender, message, channel, receiver, feedback, context, and noise.

1/ Sender: The person who initiates the communication by encoding and transmitting the message.

2/ Message: The messages, concepts, or thoughts that the sender intends to express to the receiver.

3/ Channel: The medium or mode used to transmit the message, such as face-to-face conversation, phone call, email, or video call.

4/ Receiver: The person or audience who receives and decodes the message.

5/ Feedback: The receiver’s response or reaction to the message serves as feedback, offering the sender valuable insights into the message’s effectiveness.

6/ Context: The situational and environmental factors that influence communication, such as the setting, timing, and cultural background.

7/ Noise: Any external or internal factors that may interfere with the communication process , such as distractions, language barriers , or physical limitations .

By understanding and effectively managing these seven elements of verbal communication, individuals can enhance their communication skills and achieve better communication outcomes.

Related Reading: What are the basic elements of communication process

Why is verbal communication important in the workplace 

Verbal communication holds significant importance in the workplace for several reasons. Firstly, it facilitates effective collaboration and teamwork among employees. Clear verbal communication allows individuals to share ideas, and provide feedback, leading to improved productivity. In fact, as per a report by McKinsey , well-connected team members experience a boost in productivity ranging from 20% to 25%.  

Secondly, verbal communication helps in building strong working relationships. It allows for open and honest conversations, creating a positive work environment and mutual understanding.

 Additionally, verbal communication plays a crucial role in delivering instructions and providing constructive feedback, which contributes to enhanced performance and professional growth. It can also help in career advancement, as it allows executives to showcase their skills, and present their accomplishments.

Verbal communication further supports effective customer service, as employees can engage in meaningful conversations with clients, and address their needs.

In the absence of effective verbal communication, misunderstandings, conflicts, and unproductive relationships may arise, leading to poor performance, low morale, and decreased outcomes. 

Overall, verbal communication is vital in the workplace as it promotes effective collaboration, information sharing, problem-solving, and customer interaction, leading to overall success and productivity within the organization.

Difference between verbal and non-verbal communication

The below table highlights some of the key differences between verbal and nonverbal communication. Both forms of communication are important and complementary, and mastering both can enhance one’s overall communication effectiveness.

 By being aware of the key distinctions between verbal and nonverbal communication , we can enhance our overall communication skills, foster deeper connections, and achieve greater understanding in our interactions with others.

Benefits and limitations of verbal communication 

Advantages of verbal communication:.

• Enables real-time feedback and clarification, reducing misunderstandings.
• Facilitates the clear transmission of complex ideas and information.
• Offers opportunities for persuasive and compelling delivery through tone and vocal cues.
• Enhances relationship building and social interaction through active listening and response.
• Enables collaboration and teamwork through real-time coordination and negotiation of ideas.

Limitations of Verbal Communication:

• Can be affected by external factors such as noise, interruptions, or environmental conditions.
• Differences in communication skills among individuals may lead to misunderstandings or misinterpretations.
• Effectiveness relies heavily on the speaker’s ability to convey thoughts and convey emotions.
• Verbal information is subject to memory limitations and may be forgotten over time.

Related Reading: Verbal communication positives and negatives

Advantages of written communication over verbal communication in an organization 

Written communication offers several advantages over verbal communication in an organization. Firstly, written communication provides a permanent record of information, ensuring clarity and accuracy in documentation. Secondly, written communication enables effective communication across time and distance.

This is particularly beneficial for organizations with remote teams or international offices. Additionally, written communication allows for careful planning and revision, providing the opportunity to craft well-thought-out messages and presentations. 

Alternatives to verbal communication 

1/ Written Communication: The written word is a powerful alternative to verbal communication. Written communication includes various mediums such as emails, letters, memos, reports, and text messages. Written communication allows for the careful crafting of messages, providing a permanent record and the opportunity for recipients to review and refer back to the information as needed.

2/ Visual Communication: Visuals, such as charts, graphs, infographics, and images, can effectively convey information and ideas. Visual communication is especially useful when presenting complex data or concepts. 

Must Read: What are the importance and limitations of visual communication

3/ Nonverbal Communication: Nonverbal cues such as facial expressions, gestures, body language, and eye contact, can communicate messages without the need for spoken words.

4/ Digital Communication: With the rise of technology, electronic communication methods have become increasingly popular. This includes methods such as email, instant messaging, video conferencing, and social media platforms.

Must Read: Electronic communication advantages and disadvantages

Frequently Asked Questions

Q1) what is verbal communication and examples .

Ans: Verbal communication refers to the act of conveying information and messages through spoken language. It involves the use of words to express thoughts and engage in conversation. Examples of verbal communication include engaging in discussions, delivering speeches, participating in interviews, exchanging ideas in meetings, or even making phone calls to communicate with others.

Q2) What is verbal and non-verbal communication? 

Ans: Verbal communication involves the use of spoken words, while non-verbal communication includes facial expressions, body language, gestures, and tone of voice.

Q3) What is verbal communication class 10 

Ans: In class 10, verbal communication is typically taught to help students develop effective speaking and listening skills. It focuses on understanding the importance of clear communication and using appropriate language in various situations.

Q4) Where is verbal communication

Ans: Verbal communication takes place in diverse settings such as workplaces, educational institutions, social gatherings, and personal conversations. It is present in any situation where individuals engage in spoken or written exchanges to convey information, express thoughts, or establish connections with others.

Q5) What is verbal short answer? 

Ans: A verbal short answer refers to a brief response provided using vocal language to a question or statement. It is a concise reply that conveys a message or information with clarity. 

Q6) What is a verbal presentation? 

Ans: A verbal presentation involves conveying information or ideas to an audience through oral words. It typically involves using visual aids, such as slides or charts, to support the presentation and engage listeners.

Q7) How to improve verbal communication

Ans: Individuals can improve their verbal communication skills by implementing various techniques, such as active listening, using clear and concise language, being mindful of body language and tone of voice, and following good communication principles .

Q8) What is the medium of message in verbal communication

Ans: The mediums used in verbal communication can vary, including face-to-face conversations, phone calls, recorded messages, emails, letters, or text messages. The choice of medium depends on the specific communication context and the preferences of the individuals involved in the exchange.

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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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How to Structure your Presentation, with Examples

August 3, 2018 - Dom Barnard

For many people the thought of delivering a presentation is a daunting task and brings about a  great deal of nerves . However, if you take some time to understand how effective presentations are structured and then apply this structure to your own presentation, you’ll appear much more confident and relaxed.

Here is our complete guide for structuring your presentation, with examples at the end of the article to demonstrate these points.

Why is structuring a presentation so important?

If you’ve ever sat through a great presentation, you’ll have left feeling either inspired or informed on a given topic. This isn’t because the speaker was the most knowledgeable or motivating person in the world. Instead, it’s because they know how to structure presentations – they have crafted their message in a logical and simple way that has allowed the audience can keep up with them and take away key messages.

Research has supported this, with studies showing that audiences retain structured information  40% more accurately  than unstructured information.

In fact, not only is structuring a presentation important for the benefit of the audience’s understanding, it’s also important for you as the speaker. A good structure helps you remain calm, stay on topic, and avoid any awkward silences.

What will affect your presentation structure?

Generally speaking, there is a natural flow that any decent presentation will follow which we will go into shortly. However, you should be aware that all presentation structures will be different in their own unique way and this will be due to a number of factors, including:

• Whether you need to deliver any demonstrations
• How  knowledgeable the audience  already is on the given subject
• How much interaction you want from the audience
• Any time constraints there are for your talk
• What setting you are in
• Your ability to use any kinds of visual assistance

Before choosing the presentation’s structure answer these questions first:

• What is your presentation’s aim?
• Who are the audience?
• What are the main points your audience should remember afterwards?

When reading the points below, think critically about what things may cause your presentation structure to be slightly different. You can add in certain elements and add more focus to certain moments if that works better for your speech.

What is the typical presentation structure?

This is the usual flow of a presentation, which covers all the vital sections and is a good starting point for yours. It allows your audience to easily follow along and sets out a solid structure you can add your content to.

1. Greet the audience and introduce yourself

Before you start delivering your talk, introduce yourself to the audience and clarify who you are and your relevant expertise. This does not need to be long or incredibly detailed, but will help build an immediate relationship between you and the audience. It gives you the chance to briefly clarify your expertise and why you are worth listening to. This will help establish your ethos so the audience will trust you more and think you’re credible.

Read our tips on  How to Start a Presentation Effectively

2. Introduction

In the introduction you need to explain the subject and purpose of your presentation whilst gaining the audience’s interest and confidence. It’s sometimes helpful to think of your introduction as funnel-shaped to help filter down your topic:

• Introduce your general topic
• Explain your topic area
• State the issues/challenges in this area you will be exploring
• State your presentation’s purpose – this is the basis of your presentation so ensure that you provide a statement explaining how the topic will be treated, for example, “I will argue that…” or maybe you will “compare”, “analyse”, “evaluate”, “describe” etc.
• Provide a statement of what you’re hoping the outcome of the presentation will be, for example, “I’m hoping this will be provide you with…”
• Show a preview of the organisation of your presentation

In this section also explain:

• The length of the talk.
• Signal whether you want audience interaction – some presenters prefer the audience to ask questions throughout whereas others allocate a specific section for this.
• If it applies, inform the audience whether to take notes or whether you will be providing handouts.

The way you structure your introduction can depend on the amount of time you have been given to present: a  sales pitch  may consist of a quick presentation so you may begin with your conclusion and then provide the evidence. Conversely, a speaker presenting their idea for change in the world would be better suited to start with the evidence and then conclude what this means for the audience.

Keep in mind that the main aim of the introduction is to grab the audience’s attention and connect with them.

3. The main body of your talk

The main body of your talk needs to meet the promises you made in the introduction. Depending on the nature of your presentation, clearly segment the different topics you will be discussing, and then work your way through them one at a time – it’s important for everything to be organised logically for the audience to fully understand. There are many different ways to organise your main points, such as, by priority, theme, chronologically etc.

• Main points should be addressed one by one with supporting evidence and examples.
• Before moving on to the next point you should provide a mini-summary.
• Links should be clearly stated between ideas and you must make it clear when you’re moving onto the next point.
• Allow time for people to take relevant notes and stick to the topics you have prepared beforehand rather than straying too far off topic.

When planning your presentation write a list of main points you want to make and ask yourself “What I am telling the audience? What should they understand from this?” refining your answers this way will help you produce clear messages.

4. Conclusion

In presentations the conclusion is frequently underdeveloped and lacks purpose which is a shame as it’s the best place to reinforce your messages. Typically, your presentation has a specific goal – that could be to convert a number of the audience members into customers, lead to a certain number of enquiries to make people knowledgeable on specific key points, or to motivate them towards a shared goal.

Regardless of what that goal is, be sure to summarise your main points and their implications. This clarifies the overall purpose of your talk and reinforces your reason for being there.

Follow these steps:

• Signal that it’s nearly the end of your presentation, for example, “As we wrap up/as we wind down the talk…”
• Restate the topic and purpose of your presentation – “In this speech I wanted to compare…”
• Summarise the main points, including their implications and conclusions
• Indicate what is next/a call to action/a thought-provoking takeaway
• Move on to the last section

5. Thank the audience and invite questions

Conclude your talk by thanking the audience for their time and invite them to  ask any questions  they may have. As mentioned earlier, personal circumstances will affect the structure of your presentation.

Many presenters prefer to make the Q&A session the key part of their talk and try to speed through the main body of the presentation. This is totally fine, but it is still best to focus on delivering some sort of initial presentation to set the tone and topics for discussion in the Q&A.

Other common presentation structures

The above was a description of a basic presentation, here are some more specific presentation layouts:

Demonstration

Use the demonstration structure when you have something useful to show. This is usually used when you want to show how a product works. Steve Jobs frequently used this technique in his presentations.

• Explain why the product is valuable.
• Describe why the product is necessary.
• Explain what problems it can solve for the audience.
• Demonstrate the product  to support what you’ve been saying.
• Make suggestions of other things it can do to make the audience curious.

Problem-solution

This structure is particularly useful in persuading the audience.

• Briefly frame the issue.
• Go into the issue in detail showing why it ‘s such a problem. Use logos and pathos for this – the logical and emotional appeals.
• Provide the solution and explain why this would also help the audience.
• Call to action – something you want the audience to do which is straightforward and pertinent to the solution.

Storytelling

As well as incorporating  stories in your presentation , you can organise your whole presentation as a story. There are lots of different type of story structures you can use – a popular choice is the monomyth – the hero’s journey. In a monomyth, a hero goes on a difficult journey or takes on a challenge – they move from the familiar into the unknown. After facing obstacles and ultimately succeeding the hero returns home, transformed and with newfound wisdom.

Storytelling for Business Success  webinar , where well-know storyteller Javier Bernad shares strategies for crafting compelling narratives.

Another popular choice for using a story to structure your presentation is in media ras (in the middle of thing). In this type of story you launch right into the action by providing a snippet/teaser of what’s happening and then you start explaining the events that led to that event. This is engaging because you’re starting your story at the most exciting part which will make the audience curious – they’ll want to know how you got there.

• Great storytelling: Examples from Alibaba Founder, Jack Ma

Remaining method

The remaining method structure is good for situations where you’re presenting your perspective on a controversial topic which has split people’s opinions.

• Go into the issue in detail showing why it’s such a problem – use logos and pathos.
• Rebut your opponents’ solutions  – explain why their solutions could be useful because the audience will see this as fair and will therefore think you’re trustworthy, and then explain why you think these solutions are not valid.
• After you’ve presented all the alternatives provide your solution, the remaining solution. This is very persuasive because it looks like the winning idea, especially with the audience believing that you’re fair and trustworthy.

Transitions

When delivering presentations it’s important for your words and ideas to flow so your audience can understand how everything links together and why it’s all relevant. This can be done  using speech transitions  which are words and phrases that allow you to smoothly move from one point to another so that your speech flows and your presentation is unified.

Transitions can be one word, a phrase or a full sentence – there are many different forms, here are some examples:

Moving from the introduction to the first point

Signify to the audience that you will now begin discussing the first main point:

• Now that you’re aware of the overview, let’s begin with…
• First, let’s begin with…
• I will first cover…
• My first point covers…
• To get started, let’s look at…

Shifting between similar points

Move from one point to a similar one:

• In the same way…
• Likewise…
• Equally…
• This is similar to…
• Similarly…

Internal summaries

Internal summarising consists of summarising before moving on to the next point. You must inform the audience:

• What part of the presentation you covered – “In the first part of this speech we’ve covered…”
• What the key points were – “Precisely how…”
• How this links in with the overall presentation – “So that’s the context…”
• What you’re moving on to – “Now I’d like to move on to the second part of presentation which looks at…”

Physical movement

You can move your body and your standing location when you transition to another point. The audience find it easier to follow your presentation and movement will increase their interest.

A common technique for incorporating movement into your presentation is to:

• Start your introduction by standing in the centre of the stage.
• For your first point you stand on the left side of the stage.
• You discuss your second point from the centre again.
• You stand on the right side of the stage for your third point.
• The conclusion occurs in the centre.

Key slides for your presentation

Slides are a useful tool for most presentations: they can greatly assist in the delivery of your message and help the audience follow along with what you are saying. Key slides include:

• An intro slide outlining your ideas
• A  summary slide  with core points to remember
• High quality image slides to supplement what you are saying

There are some presenters who choose not to use slides at all, though this is more of a rarity. Slides can be a powerful tool if used properly, but the problem is that many fail to do just that. Here are some golden rules to follow when using slides in a presentation:

• Don’t over fill them  – your slides are there to assist your speech, rather than be the focal point. They should have as little information as possible, to avoid distracting people from your talk.
• A picture says a thousand words  – instead of filling a slide with text, instead, focus on one or two images or diagrams to help support and explain the point you are discussing at that time.
• Make them readable  – depending on the size of your audience, some may not be able to see small text or images, so make everything large enough to fill the space.
• Don’t rush through slides  – give the audience enough time to digest each slide.

Guy Kawasaki, an entrepreneur and author, suggests that slideshows should follow a  10-20-30 rule :

• There should be a maximum of 10 slides – people rarely remember more than one concept afterwards so there’s no point overwhelming them with unnecessary information.
• The presentation should last no longer than 20 minutes as this will leave time for questions and discussion.
• The font size should be a minimum of 30pt because the audience reads faster than you talk so less information on the slides means that there is less chance of the audience being distracted.

Here are some additional resources for slide design:

• 7 design tips for effective, beautiful PowerPoint presentations
• 11 design tips for beautiful presentations
• 10 tips on how to make slides that communicate your idea

Group Presentations

Group presentations are structured in the same way as presentations with one speaker but usually require more rehearsal and practices.  Clean transitioning between speakers  is very important in producing a presentation that flows well. One way of doing this consists of:

• Briefly recap on what you covered in your section: “So that was a brief introduction on what health anxiety is and how it can affect somebody”
• Introduce the next speaker in the team and explain what they will discuss: “Now Elnaz will talk about the prevalence of health anxiety.”
• Then end by looking at the next speaker, gesturing towards them and saying their name: “Elnaz”.
• The next speaker should acknowledge this with a quick: “Thank you Joe.”

From this example you can see how the different sections of the presentations link which makes it easier for the audience to follow and remain engaged.

Example of great presentation structure and delivery

Having examples of great presentations will help inspire your own structures, here are a few such examples, each unique and inspiring in their own way.

How Google Works – by Eric Schmidt

This presentation by ex-Google CEO  Eric Schmidt  demonstrates some of the most important lessons he and his team have learnt with regards to working with some of the most talented individuals they hired. The simplistic yet cohesive style of all of the slides is something to be appreciated. They are relatively straightforward, yet add power and clarity to the narrative of the presentation.

Start with why – by Simon Sinek

Since being released in 2009, this presentation has been viewed almost four million times all around the world. The message itself is very powerful, however, it’s not an idea that hasn’t been heard before. What makes this presentation so powerful is the simple message he is getting across, and the straightforward and understandable manner in which he delivers it. Also note that he doesn’t use any slides, just a whiteboard where he creates a simple diagram of his opinion.

The Wisdom of a Third Grade Dropout – by Rick Rigsby

Here’s an example of a presentation given by a relatively unknown individual looking to inspire the next generation of graduates. Rick’s presentation is unique in many ways compared to the two above. Notably, he uses no visual prompts and includes a great deal of humour.

However, what is similar is the structure he uses. He first introduces his message that the wisest man he knew was a third-grade dropout. He then proceeds to deliver his main body of argument, and in the end, concludes with his message. This powerful speech keeps the viewer engaged throughout, through a mixture of heart-warming sentiment, powerful life advice and engaging humour.

As you can see from the examples above, and as it has been expressed throughout, a great presentation structure means analysing the core message of your presentation. Decide on a key message you want to impart the audience with, and then craft an engaging way of delivering it.

By preparing a solid structure, and  practising your talk  beforehand, you can walk into the presentation with confidence and deliver a meaningful message to an interested audience.

It’s important for a presentation to be well-structured so it can have the most impact on your audience. An unstructured presentation can be difficult to follow and even frustrating to listen to. The heart of your speech are your main points supported by evidence and your transitions should assist the movement between points and clarify how everything is linked.

Research suggests that the audience remember the first and last things you say so your introduction and conclusion are vital for reinforcing your points. Essentially, ensure you spend the time structuring your presentation and addressing all of the sections.

Verbal Communication: Understanding the Power of Words

Categories Social Psychology

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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2.3 Principles of Verbal Communication

Learning objective.

• Identify and describe five key principles of verbal communication.
• Explain how the rules of syntax, semantics, and context govern language.
• Describe how language serves to shape our experience of reality.

Verbal communication is based on several basic principles. In this section, we’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

Language is a code, a collection of symbols, letters, or words with arbitrary meanings that are arranged according to the rules of syntax and are used to communicate (Pearson & Nelson, 2000).

In the first of the Note 2.1 “Introductory Exercises” for this chapter, were you able to successfully match the terms to their meanings? Did you find that some of the definitions did not match your understanding of the terms? The words themselves have meaning within their specific context or language community. But without a grasp of that context, “my bad” may have just sounded odd. Your familiarity with the words and phrases may have made the exercise easy for you, but it isn’t an easy exercise for everyone. The words themselves only carry meaning if you know the understood meaning and have a grasp of their context to interpret them correctly.

There are three types of rules that govern or control our use of words. You may not be aware that they exist or that they influence you, but from the moment you put a word into text or speak it, these rules govern your communications. Think of a word that is all right to use in certain situations and not in others. Why? And how do you know?

Syntactic rules govern the order of words in a sentence. In some languages, such as German, syntax or word order is strictly prescribed. English syntax, in contrast, is relatively flexible and open to style. Still, there are definite combinations of words that are correct and incorrect in English. It is equally correct to say, “Please come to the meeting in the auditorium at twelve noon on Wednesday” or, “Please come to the meeting on Wednesday at twelve noon in the auditorium.” But it would be incorrect to say, “Please to the auditorium on Wednesday in the meeting at twelve noon come.”

Semantic rules govern the meaning of words and how to interpret them (Martinich, 1996). Semantics is the study of meaning in language. It considers what words mean, or are intended to mean, as opposed to their sound, spelling, grammatical function, and so on. Does a given statement refer to other statements already communicated? Is the statement true or false? Does it carry a certain intent? What does the sender or receiver need to know in order to understand its meaning? These are questions addressed by semantic rules.

Contextual rules govern meaning and word choice according to context and social custom. For example, suppose Greg is talking about his coworker, Carol, and says, “She always meets her deadlines.” This may seem like a straightforward statement that would not vary according to context or social custom. But suppose another coworker asked Greg, “How do you like working with Carol?” and, after a long pause, Greg answered, “She always meets her deadlines.” Are there factors in the context of the question or social customs that would influence the meaning of Greg’s statement?

Even when we follow these linguistic rules, miscommunication is possible, for our cultural context or community may hold different meanings for the words used than the source intended. Words attempt to represent the ideas we want to communicate, but they are sometimes limited by factors beyond our control. They often require us to negotiate their meaning, or to explain what we 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.

Our Reality Is Shaped by Our Language

What would your life be like if you had been raised in a country other than the one where you grew up? Malaysia, for example? Italy? Afghanistan? Or Bolivia? Or suppose you had been born male instead of female, or vice versa. Or had been raised in the northeastern United States instead of the Southwest, or the Midwest instead of the Southeast. In any of these cases, you would not have the same identity you have today. You would have learned another set of customs, values, traditions, other language patterns, and ways of communicating. You would be a different person who communicated in different ways.

You didn’t choose your birth, customs, values, traditions, or your language. You didn’t even choose to learn to read this sentence or to speak with those of your community, but somehow you accomplished this challenging task. As an adult, you can choose to see things from a new or diverse perspective, but what language do you think with? It’s not just the words themselves, or even how they are organized, that makes communication such a challenge. Your language itself, ever changing and growing, in many ways determines your reality (Whorf, 1956). You can’t escape your language or culture completely, and always see the world through a shade or tint of what you’ve been taught, learned, or experienced.

Suppose you were raised in a culture that values formality. At work, you pride yourself on being well dressed. It’s part of your expectation for yourself and, whether you admit it or not, for others. Many people in your organization, however, come from less formal cultures, and they prefer business casual attire. You may be able to recognize the difference, and because humans are highly adaptable, you may get used to a less formal dress expectation, but it won’t change your fundamental values.

Thomas Kuhn makes the point that “ paradigms , or a clear point of view involving theories, laws, and/or generalizations that provide a framework for understanding, tend to form and become set around key validity claims, or statements of the way things work.” (McLean, 2003) The paradigm, or worldview, may be individual or collective. And paradigm shifts are often painful. New ideas are always suspect, and usually opposed, without any other reason than because they are not already common (Ackerman, 1980).

As an example, consider the earth-heavens paradigm. Medieval Europeans believed that the Earth was flat and that the edge was to be avoided, otherwise you might fall off. For centuries after the acceptance of a “round earth” belief, the earth was still believed to be the center of the universe, with the sun and all planets revolving around it. Eventually, someone challenged the accepted view. Over time, despite considerable resistance to protect the status quo, people came to better understand the earth and its relationship to the heavens.

In the same way, the makers of the Intel microprocessor once thought that a slight calculation error, unlikely to negatively impact 99.9 percent of users, was better left as is and hidden (Emery, 1996). Like many things in the information age, the error was discovered by a user of the product, became publicly known, and damaged Intel’s credibility and sales for years. Recalls and prompt, public communication in response to similar issues are now the industry-wide protocol.

Paradigms involve premises that are taken as fact. Of course the Earth is the center of the universe, of course no one will ever be impacted by a mathematical error so far removed from most people’s everyday use of computers, and of course you never danced the macarena at a company party. We now can see how those facts, attitudes, beliefs, and ideas of “cool” are overturned.

How does this insight lend itself to your understanding of verbal communication? Do all people share the same paradigms, words, or ideas? Will you be presenting ideas outside your audience’s frame of reference? Outside their worldview? Just as you look back at your macarena performance, get outside your frame of reference and consider how to best communicate your thoughts, ideas, and points to an audience that may not have your same experiences or understanding of the topic.

By taking into account your audience’s background and experience, you can become more “other-oriented,” a successful strategy to narrow the gap between you and your audience. Our experiences are like sunglasses, tinting the way we see the world. Our challenge, perhaps, is to avoid letting them function as blinders, like those worn by working horses, which create tunnel vision and limit our perspective.

Language Is Arbitrary and Symbolic

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

Words have two types of meanings: denotative and connotative. Attention to both is necessary to reduce the possibility of misinterpretation. The denotative meaning is the common meaning, often found in the dictionary. The connotative meaning is often 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.

With a common vocabulary in both denotative and connotative terms, effective communication becomes a more distinct possibility. But what if we have to transfer meaning from one vocabulary to another? That is essentially what we are doing when we translate a message. In such cases, language and culture can sometimes make for interesting twists. The New York Times (Sterngold, 1998) noted that the title of the 1998 film There’s Something About Mary proved difficult to translate when it was released in foreign markets. The movie was renamed to capture the idea and to adapt to local audiences’ frame of reference: In Poland, where blonde jokes are popular and common, the film title (translated back to English for our use) was For the Love of a Blonde . In France, Mary at All Costs communicated the idea, while in Thailand My True Love Will Stand All Outrageous Events dropped the reference to Mary altogether.

Capturing our ideas with words is a challenge when both conversational partners speak the same language, but across languages, cultures, and generations the complexity multiplies exponentially.

Language Is Abstract

Words represent aspects of our environment, and can play an important role in that environment. They may describe an important idea or concept, but the very act of labeling and invoking a word simplifies and distorts our concept of the thing itself. This ability to simplify concepts makes it easier to communicate, but it sometimes makes us lose track of the specific meaning we are trying to convey through abstraction. Let’s look at one important part of life in America: transportation.

Take the word “car” and consider what it represents. Freedom, status, or style? Does what you drive say something about you? To describe a car as a form of transportation is to consider one of its most basic and universal aspects. This level of abstraction means we lose individual distinctions between cars until we impose another level of labeling. We could divide cars into sedans (or saloon) and coupe (or coupé) simply by counting the number of doors (i.e., four versus two). We could also examine cost, size, engine displacement, fuel economy, and style. We might arrive at an American classic, the Mustang, and consider it for all these factors and its legacy as an accessible American sports car. To describe it in terms of transportation only is to lose the distinctiveness of what makes a Mustang a desirable American sports car.

Figure 2.2 Abstraction Ladder

Source: Adapted from J. DeVito’s Abstraction Ladder (DeVito, 1999).

We can see how, at the extreme level of abstraction, a car is like any other automobile. We can also see how, at the base level, the concept is most concrete. “Mustang,” the name given to one of the best-selling American sports cars, is a specific make and model with specific markings; a specific size, shape, and range of available colors; and a relationship with a classic design. By focusing on concrete terms and examples, you help your audience grasp your content.

Language Organizes and Classifies Reality

We use language to create and express some sense of order in our world. We 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. Our ability to organize is useful, but artificial. The systems of organization we use are not part of the natural world but an expression of our 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. There was once a time in the United States where that gender stereotype was more than just a stereotype, it was the general rule, the social custom, the norm. Now it no longer holds true. More and more men are training to serve as nurses. Business Week noted in 2008 that one-third of the U.S. physician workforce was female (Arnst, 2005).

We all use systems of classification to navigate through the world. Imagine how confusing life would be if we had no categories such as male/female, young/old, tall/short, doctor/nurse/teacher. These categories only become problematic when we use them to uphold biases and ingrained assumptions that are no longer valid. We may assume, through our biases, that elements are related when they have no relationship at all. As a result, our thinking is limited and our grasp of reality impaired. It is often easier to spot these biases in others, but it behooves us as communicators to become aware of them in ourselves. Holding them unconsciously will limit our thinking, our grasp of reality, and our ability to communicate successfully.

Key Takeaway

Language is a system governed by rules of syntax, semantics, and context; we use paradigms to understand the world and frame our communications.

• Write at least five examples of English sentences with correct syntax. Then rewrite each sentence, using the same words in an order that displays incorrect syntax. Compare your results with those of your classmates.
• Think of at least five words whose denotative meaning differs from their connotative meaning. Use each word in two sentences, one employing the denotative meaning and the other employing the connotative. Compare your results with those of your classmates.
• Do you associate meaning with the car someone drives? Does it say something about them? List five cars you observe people you know driving and discuss each one, noting whether you perceive that the car says something about them or not. Share and compare with classmates.

Ackerman, B. A. (1980). Social justice in the liberal state . New Haven, CT: Yale University Press.

Arnst, C. (2005, April 17). Are there too many women doctors? As an MD shortage looms, female physicians and their flexible hours are taking some of the blame. Business Week . Retrieved from http://www.businessweek.com/magazine/content/08_17/b4081104183847.htm .

DeVito, J. (1999). Messages: building interpersonal communication skills (p. 119). New York, NY: Addison Wesley Longman.

Emery, V. (1996). The Pentium chip story: A learning experience. Retrieved from http://www.emery.com/1e/pentium.htm .

Kuhn, T. (1996). The structure of scientific revolutions (3rd ed.). Chicago, IL: University of Chicago Press.

Martinich, A. P. (Ed.). (1996). The philosophy of language (3rd ed.). Oxford, UK: Oxford University Press.

McLean, S. (2003). The basics of speech communication (p. 50). Boston, MA: Allyn & Bacon.

Pearson, J., & Nelson, P. (2000). An introduction to human communication: Understanding and sharing (p. 54). Boston, MA: McGraw-Hill.

Sterngold, J. (1998, November 15). Lost, and gained, in the translation. New York Times . Retrieved from http://www.nytimes.com .

Whorf, B. L. (1956). Science and linguistics. In J. B. Carroll (Ed.), Language, thought and reality (pp. 207–219). Cambridge, MA: MIT Press.

Business Communication for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

Presentation Skills: The Essential Abilities You Need to Deliver Engaging and Impactful Presentations

Delivering a powerful presentation isn’t just about having great content. It’s about how effectively you communicate your ideas, engage your audience, and leave a lasting impact.

Mastering presentation skills is key to succeeding in business meetings, sales pitches, conferences, or any other scenario where you need to deliver information clearly and confidently. Here’s a breakdown of the essential presentation skills that will help you elevate your performance.

1. Effective Communication: The Core of Every Successful Presentation

Clear and concise communication is the foundation of any presentation. Your ability to express ideas in a way that’s easily understood and remembered is what differentiates a good presenter from a great one.

Simplifying complex ideas and presenting them in a structured, logical flow.

How to Develop it:

Practice speaking clearly and at a moderate pace. Use straightforward language and avoid jargon unless your audience is familiar with it.

2. Storytelling: Engage and Captivate Your Audience

Humans are wired to respond to stories. Incorporating storytelling into your presentations helps you connect with your audience on an emotional level, making your message more relatable and memorable.

Crafting a compelling narrative that aligns with your presentation’s goals.

When structuring your presentation, think about how you can weave real-life examples, anecdotes, or success stories into your content to make it more engaging.

3. Audience Engagement: Keeping Their Attention from Start to Finish

Even the best content won’t matter if your audience loses interest. Strong presentation skills include the ability to keep your audience engaged throughout your talk.

Using techniques like asking questions, incorporating interactive elements, and responding to audience feedback.

During your presentation, periodically check in with your audience. Use polls, ask questions, or invite them to share their thoughts, keeping the session dynamic and interactive.

4. Body Language: Conveying Confidence and Authority

Non-verbal communication plays a crucial role in how your message is received. Your posture, gestures, and facial expressions can either enhance or detract from your message.

Using open body language, maintaining eye contact, and leveraging gestures to emphasize key points.

Practice presenting in front of a mirror or record yourself. Pay attention to your posture, hand movements, and facial expressions. Aim for a confident stance with controlled, purposeful gestures.

5. Adaptability: Adjusting on the Fly

Even the most carefully planned presentations can run into unexpected issues. Being adaptable allows you to handle disruptions, audience questions, or technical glitches with composure.

Thinking on your feet and modifying your approach based on audience reactions or unforeseen circumstances.

Prepare backup plans for potential issues and practice scenarios where things go off-script. Stay flexible and be ready to shift your focus if necessary.

6. Visual Design: Enhancing Your Message with Compelling Visuals

Visual aids, when used correctly, can significantly enhance your presentation. Good presentation skills include designing slides and other visuals that are clear, appealing, and support your message.

Creating slides that highlight key points without overwhelming your audience.

Use tools like Canva or PowerPoint to design clean, minimalist slides. Stick to key visuals and avoid cluttering your presentation with too much text or overly complex graphics.

7. Time Management: Staying On Track and Respecting Your Audience’s Time

Effective time management ensures that you cover all your content without running over or rushing through important points.

Pacing your presentation to fit within the allotted time while delivering all key information.

Rehearse with a timer to refine your pacing. Plan buffer time for questions or discussions, and be prepared to adjust your delivery based on real-time conditions.

8. Handling Questions and Feedback: Navigating Interactions with Ease

Q&A sessions or spontaneous audience questions are common in most presentations. Handling these interactions gracefully is a critical skill.

Listening carefully, responding clearly, and managing difficult or unexpected questions professionally.

Prepare for likely questions in advance. Practice maintaining your composure when addressing challenging or unexpected queries, and always keep your responses respectful and concise.

Mastering these presentation skills takes practice, but they are essential for anyone looking to deliver impactful presentations consistently. Whether you’re presenting to a small group of colleagues or addressing a large audience, honing these skills will help you communicate your ideas effectively, engage your listeners, and leave a lasting positive impression.

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Business Jargons

A Business Encyclopedia

Verbal Communication

Definition: The Verbal Communication is a type of oral communication wherein the message is transmitted through the spoken words. Here the sender gives words to his feelings, thoughts, ideas and opinions and expresses them in the form of speeches, discussions, presentations, and conversations.

The effectiveness of the verbal communication depends on the tone of the speaker, clarity of speech, volume, speed, body language and the quality of words used in the conversation. In the case of the verbal communication, the feedback is immediate since there are a simultaneous transmission and receipt of the message by the sender and receiver respectively.

The sender must keep his speech tone high and clearly audible to all and must design the subject matter keeping the target audience in mind. The sender should always cross check with the receiver to ensure that the message is understood in absolutely the same way as it was intended. Such communication is more prone to errors as sometimes the words are not sufficient to express the feelings and emotions of a person.

The success of the verbal communication depends not only on the speaking ability of an individual but also on the listening skills. How effectively an individual listens to the subject matter decides the effectiveness of the communication. The verbal communication is applicable in both the formal and informal kind of situations.

Related terms:

• Communication Process
• 7 C’s of Communication
• Non-Verbal Communication
• Types of Communication
• Effective Communication

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Verbal Communication

Verbal communication overview, chapter objectives.

After reading this chapter you should be able to:

• Define verbal communication and explain its main characteristics.
• Understand the three qualities of symbols.
• Describe the rules governing verbal communication.
• Explain the differences between written and spoken communication.
• Describe the functions of verbal communication.

“Consciousness can’t evolve any faster than language” – Terence McKenna

Nearly 25 years ago, the Nicaraguan government started bringing deaf children together from all over the country in an attempt to educate them. These children had spent their lives in remote places and had no contact with other deaf people. They had never learned a language and could not understand their teachers or each other. Likewise, their teachers could not understand them. Shortly after bringing these students together, the teachers noticed that the students communicated with each other in what appeared to be an organized fashion: they had literally brought together the individual gestures they used at home and composed them into a new language. Although the teachers still did not understand what the kids were saying, they were astonished at what they were witnessing—the birth of a new language in the late 20th century! This was an unprecedented discovery.

In 1986 American linguist Judy Kegl went to Nicaragua to find out what she could learn from these children without language. She contends that our brains are open to language until the age of 12 or 13, and then language becomes difficult to learn. She quickly discovered approximately 300 people in Nicaragua who did not have language and says, “They are invaluable to research – among the only people on Earth who can provide clues to the beginnings of human communication.” To access the full transcript, view the following link: CBS News: Birth of a Language .

Adrien Perez, one of the early deaf students who formed this new language (referred to as Nicaraguan Sign Language), says that without verbal communication, “You can’t express your feelings. Your thoughts may be there but you can’t get them out. And you can’t get new thoughts in.” As one of the few people on earth who has experienced life with and without verbal communication, his comments speak to the heart of communication: it is the essence of who we are and how we understand our world. We use it to form our identities, initiate and maintain relationships, express our needs and wants, construct and shape world-views, and achieve personal goals (Pelley).

In this chapter, we want to provide and explain our definition of verbal communication, highlight the differences between written and spoken verbal communication, and demonstrate how verbal communication functions in our lives.

• Survey of Communication Study. Authored by : Scott T Paynton and Linda K Hahn. Provided by : Humboldt State University. Located at : https://en.wikibooks.org/wiki/Survey_of_Communication_Study . License : CC BY-SA: Attribution-ShareAlike
• Image of commencement speech. Authored by : Sullskit. Located at : https://commons.wikimedia.org/wiki/File:Equalman_Commencement_Speech_University_of_Texas.jpg . License : CC BY-SA: Attribution-ShareAlike

Verbal Communication Skills Examples in the Workplace

Why are verbal communication skills important in the workplace , how to include verbal communication skills in a job application, how to improve verbal communication skills, verbal communication: the bottom line, what are verbal communication skills.

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Forage puts students first. Our blog articles are written independently by our editorial team. They have not been paid for or sponsored by our partners. See our full  editorial guidelines .

Table of Contents

If you’ve explained a difficult concept to a teammate or taught a friend about a project you’re working on, chances are you used verbal communication skills. These are the soft skills you use when talking to someone else. A person with good verbal communication skills communicates effectively, efficiently, and empathetically. 

Verbal communication skills are crucial to succeeding in the workplace, both for sharing updates about your work and progress, but also understanding what others are working on. Showing you have stellar verbal communication skills can make you stand out in interviews — and help you thrive once you land the role. 

So, what exactly do verbal communication skills look like and how can you build yours?

Verbal Communication Meaning

In the literal sense, verbal communication is oral communication with words that you or others speak out loud. On the other hand, nonverbal communication is about what’s not said out loud: gestures, facial expressions, and body language. Written communication is about words on the page (or in an email or Slack message).

You’re using your verbal communication skills every time you speak out loud to a coworker, whether in person or on Zoom. 

Verbal Communication Types and Styles

There are a few different types of verbal communication depending on how many people you’re speaking with.

• Intrapersonal communication: communication you have with yourself, including how you process information and speak to yourself. These are your inner thoughts.
• Interpersonal communication: communication between two people. These are the conversations you have with one other person, whether you’re asking for feedback, sharing updates, or asking them what they had for lunch.
• Group verbal communication: communication between at least three people. Similar to interpersonal communication, these are the conversations you have about any topic — as long as it’s a smaller group.
• Public verbal communication: communication where there’s one speaker and an audience. For example, if you’ve attended a large workshop or class, you were a listener in public verbal communication.
• Mass verbal communication: communication where a small group of people passes down information to large groups of people. This may include communication types like television, social media, or radio.

There are also different verbal communication styles depending on how you communicate, regardless of who or how many people you’re communicating with.

• Aggressive verbal communication: communication focusing on getting your way at all costs, regardless of whether that requires hostility, intimidation, or manipulation.
• Passive communication: indirect communication that circles around your actual needs and wants, which can lead to confusion.
• Passive-aggressive communication: communication where you don’t always share your opinions directly, but feel negatively if others don’t understand your needs.
• Assertive communication: communication where you express your needs and opinions clearly, directly, and confidently.

Where do you apply verbal communication skills in the workplace? You use them any time you’re talking to someone else at work! Here are a few examples of when you’d use these skills.

Meetings are one way that teams get together live to communicate about projects, goals, progress, and general updates. You’ll use verbal communication skills not only if you share updates in a meeting, but also to ask clarifying questions and respond to others. 

Presentations

Similar to meetings, presentations are a way to share information, progress, and updates live with other people. Presentations tend to take on more of a formal manner than meetings, meaning you’ll need to adjust your tone and presence when verbally communicating.

Working With Your Team

The everyday conversations you have with your team count as verbal communication, too! This is often less formal communication and may even include personal updates and questions, depending on how much you’d like to share. For example, everything from greeting your coworkers to asking them about their weekends counts as verbal communication!

Teaming@BCG

Practice effective communication skills to collaborate with your team and a client.

Avg. Time: 1-2 hours

Skills you’ll build: Communication, project management, prioritization, cross-functional collaboration

Working With a Client

Client-facing roles also require another type of verbal communication to work productively and serve the client’s needs. This communication is typically more formal and requires empathy and active listening skills to ensure you understand what the client is looking for.

Client Service

Learn how to navigate customer questions, issues, and requests to provide excellent client service.

Avg. Time: 3-4 hours

Skills you’ll build: Conflict resolution, triage, problem-solving, composure, customer retention

Giving and Asking for Feedback

Feedback is a crucial part of improving workplace processes, productivity, and company culture . Yet feedback needs to be given and asked for with the right tone and context. For example, you wouldn’t blurt out that your coworker needs to fix something with their presentation style when you first see them that day. Instead, you might ask if you could share a suggestion with them, then share your opinion and potential solutions. Verbal communication skills are key here for knowing what feedback you want to give, and how to deliver it.

>>MORE: How to Ask for Feedback at Work (With Example Questions)

Asking for Help

You won’t always know the right course of action at work, and that’s OK! Sometimes we need to ask for help, whether that’s with decision-making or figuring out who at the company may be able to get a specific task done. You’ll use verbal communication skills to figure out how to phrase your request and what context to make the request in.

Verbal communication skills are a core part of everyday workplace interactions. You’ll use these skills to tell your boss about what you’re working on, share results with stakeholders, and give your team updates. You’ll also use them when you respond to others, whether to ask a clarifying question or provide feedback. Employers want candidates with these skills because they’re more effective, collaborative team members.

It’s no surprise that the rise of remote work and hybrid schedules have decreased the amount of verbal communication we have with our teammates. We don’t have candid conversations when passing by someone’s desk or when we’re walking out to get coffee. Because we don’t talk to our coworkers as much in a remote workplace, when we do have the chance to communicate with them verbally, flexing this skill is crucial.

Verbal communication also doesn’t have to be synchronous. Using tools like Vimeo, Loom, or even voice messages, you can verbally communicate with team members asynchronously and they can hear your explanation, thoughts, and ideas, even if you’re not speaking to them in real time.

Whether working synchronously or asynchronously, remote or in-person, verbal communication skills are essential for communicating your ideas and understanding others’ work.

Because these skills are about what you’re saying rather than what you’ve written (like on a resume or cover letter ), the interview is where your verbal communication skills can shine. 

You can show off these skills in the interview with:

• Tone : Have a positive, confident tone when speaking to the hiring manager . 
• Responsiveness : Avoid simply responding to questions with structured, prepared answers. Instead, aim to make the interview more conversational rather than a rigid back-and-forth. 
• Clarity : Be concise and straightforward, even if that means pausing to get your thoughts together before answering.
• Curiosity : Ask original questions during the interview that help you understand the company further and demonstrate your interest.
• Active listening: Listen carefully to what the interviewer is saying so you can respond appropriately. This includes not just the content of what they’re saying, but picking up on their tone and nonverbal cues.

BCLP Interview Success

Wow the hiring manager in the interview by practicing five commonly asked interview questions.

Avg. Time: 4-5 hours

Skills you’ll build: Communication, presentation, public speaking, poise, attention to detail, analytical thinking, problem solving

Verbal communication skills are two-fold — you need to communicate your work clearly and understand and respond to others’ work. When improving these skills, focus on both aspects to become a well-rounded, more effective communicator.

Prepare for Any Audience

At work, you’ll need to communicate with many different people — people on your team, people in various departments, your manager, your manager’s manager, external clients, etc. Practice explaining your work in different situations by putting yourself in a variety of scenarios.

For example, let’s say you need to explain the process you used on your latest project. How can you explain what you did in two minutes? What about in 30 seconds? How can you explain this to a young student? How would you describe this to a grandparent? Challenging yourself to communicate the same process in different scenarios will prepare you for communicating with multiple team members and stakeholders.

Watch Your Tone

It’s not just what you say — it’s how you say it. How you speak to others at work reflects not only on your work but on you as a team member. Do you want to be positive and confident? Empathetic and clear? Your tone should reflect how you want others to perceive you in the workplace.

It can be hard to hear how we come off when we’re the ones talking. To practice this, record yourself explaining something or giving feedback to someone else, then watch the video back and make any adjustments.

Follow Your Coworkers’ Leads

While every person you work with might not have the best verbal communication skills, it can still be helpful to follow other people’s lead when you’re just starting out. It’s similar to how you might understand what the correct business attire is at your first workplace. While you should still keep your personal style, looking around to see what other people tend to wear can give you a good idea of whether the office is more casual or formal.

The same goes for verbal communication. Some workplaces use very formal and direct communication, while others might be more relaxed. While you should still communicate in a way that feels authentic to you, you can change the level of formality based on your office environment.

Give Feedback (That’s Actually Helpful)

It’s not enough to simply share your opinions on someone else’s work. The best feedback is constructive and actionable.

“Being able to give feedback in a meaningful and tactful way is a critical communication skill,” career coach Tazeen Raza says. “This is something that a lot of people struggle with at various levels.”

To give constructive and actionable feedback, start by asking yourself a few questions about the person’s work:

• What was this project’s biggest strength?
• What areas have room for improvement?
• What other resources can I or someone else offer to improve the project?
• What further context can I give this person?

The goal is to tell the person what was strong about their work and what needs improvement. Then, you’ll need to give them tangible ways to improve with clear paths to action.

Be an Active Listener

Communication is a two-way street, meaning your verbal communication skills will get you nowhere if you aren’t listening to what other people say. Active listening is a workplace skill that focuses on attentive and empathetic listening. 

In practice, this means that you listen to what others have to say for the sake of listening. You don’t interrupt or have something ready to respond with. Instead, you focus entirely on what they have to say, then take time to process it before you reply. 

Whether we’re aware of it or not, we use our verbal communication skills every time we speak out loud with a friend, family member, or coworker. Someone with good verbal communication skills stands out when they can clearly, effectively, and empathetically communicate their ideas — and truly listen to and give feedback on others’ ideas. 

Looking to improve your communication and other professional skills? Check out Cisco’s Career Readiness Virtual Experience Program .

Image credit: Canva Studios / Pexels

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