Situational Context Analysis
While it is essential to understand an audience's individual and group characteristics, situational context analysis unpacks elements associated with the physical speaking environment and circumstances. The situational context analysis focuses on audience size, physical setting, occasion and the unique challenges of virtual public speaking.
Audience Size: The size of the audience influences strategic decisions regarding types of visual aids, body movement, projection of voice, and audience interaction. Smaller audiences may allow a speaker to use a simple handout as a visual. Small audiences also provide increased opportunities for interaction.. In contrast, larger audiences may need an overhead projector to see the visual aid. There is also less opportunity for audience participation and interaction with the speaker in an auditorium versus a conference room.
Physical Setting: The place where the speech occurs affects our choices for the presentation. Will you speak in an auditorium or a conference room? Is the speech taking place on a hot summer day in a park or inside a well-ventilated classroom? Will you have access to technology, such as a computer, with the ability to play video footage, or have access to a microphone? If you are using PowerPoint, which software version is on the computer at the speaking engagement versus the version created on our computer?
In specific physical settings, speakers may deliver their presentations from a podium with a microphone. In other physical settings, the speaker will stand in the front of the room with no amplification. The environment may cause a speaker to need to move across a stage, mindful of the cord attached to the microphone while walking; or be forced to remain in one spot while using the microphone from a podium. In a conference room, the speaker will not require any form of amplification and can speak more intimately with audience members.
Occasion: Does the occasion require formal language or more casual forms of expressing ideas? As the speaker, your attire and visual aids should reflect the cultural norms of the event — whether formal or informal. Also, we need to keep in mind the time of day of the presentation, which will affect lighting and even audience members’ energy levels. When considering the event, know where you are in the speaking program and the time allotment. Some may consider speaking over the allocated time rude, since this may impact another speaker’s presentation and disrupt the entire program.
Virtual Audiences: When speaking to virtual audiences, be familiar with the platform, such as Zoom or Microsoft Teams. You should also be aware of the special features that influence the delivery of your speech content. Before the presentation:
Download the application if it is an unfamiliar platform, and understand the functionality of screen sharing, showing multimedia clips, and disseminating documents and images via the chat function.
Be sure you have favorable camera angles and background and lighting adjusted. Work to eliminate any background noise.
Login to a private meeting in the virtual interface prior to the scheduled meeting to check camera position, lighting, and placement of notes.
Arrive early to the virtual speaking engagement to enhance credibility with the audience.
Also, be aware of potential problems that are unique to virtual meetings.
Sometimes when moved between virtual rooms, the window settings are rearranged, which will affect the position of virtual notes.
There may be time zone differences when scheduling a virtual presentation, so determine the correct time to avoid being late or beginning early.
Audience feedback is often less robust in virtual environments. Audience members can become distracted by their physical environments. In other instances, audience members may turn cameras off, creating difficulty connecting with the listeners. There may also be less feedback at the end of the speech, such as applause or positive comments. You should avoid taking this personally in this challenging speech context.
Many of the presentations you will deliver in professional settings will be formal, and you will likely be given adequate time to prepare. Becoming a skilled public speaker in professional environments requires careful planning and consideration of your speaking purpose, the nature of the audience, availability of media (e.g. PowerPoint, video, etc.) and your ability to make strategic decisions regarding your content and delivery. As with written messages, oral presentations must be well planned. Presenting messages that will resonate with the audience is fundamental in presenting effectively and adapting to an ever-changing business environment.