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Unit: 4 Effective Presentation skill
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Whether you work in a business organization or an educational institution or you are a student, it is essential that you possess good speaking skills. The ability to make effective and memorable oral presentation is one of the most important qualities you need to develop for a successful career. Constant practice is the key to acquiring this skill. Defining Purpose:
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The purpose of your presentation not only decides the content and style but also affects the amount of audience interaction. For e.g. : when your purpose is to provide information or to analyze a situation, generally there is a less interaction. Suppose you want present implementation of new policies then they may ask questions or give suggestions. But, when your purpose is to influence people to take a particular action or solve a problem or make a decision the interaction would be more. Depending on your purpose- to inform, to analyze or to persuade- you should be flexible enough to adjust to new input and unexpected audience reactions
Know your audience: • • • • • What are their interest, likes/dislikes, education? Are they familiar with the topic? Is their attitude towards learning is hostile or friendly? What’s the size of the group? Age/ Gender/ Religion
Analyzing the Audience: • The audience is always at the receiving end of your communication. The nature of your presentation has a direct impact on the strategy you devise for your presentation. Therefore it is necessary to have some prior knowledge about them. Mostly the audience is a mixture of different cultural and linguistic backgrounds. Therefore those are less conversant in English would appreciate slow speech and visual aids which help their understanding. Structure your presentation and adapt your style to help them feel comfortable. Then you will not be discouraged by their reactions.
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•
• •
We communicate to inform, instruct or entertain. Whatever maybe the purpose give the impression to your audience that you want to share your views with them. figure out out their experience and knowledge of the subject matter.
1. What do they know about the topic? 2. What do I want them to know by the end of my talk?
PREPARATION for the presentation: In the beginning of your presentation make eye contact with the audience. • • • • • • • • Always begin with a smile and greet them pleasantly. Tell them the purpose/objective of your presentation. Speak with confidence and conviction. Make your points crystal clear and easy to understand. Encourage the listeners to ask questions/ share the doubts Work to achieve effectiveness in your communication by responding to their feedback. Even though they are well educated don’t go for confusing words, it will irritate them instead of creating a good impression. [use simple and effective language] If you feel the audience is not interested in your presentation, try to catch their attention by giving it a personal tinge to which they can easily relate. Anecdotes can work wonders for their wandering attention.
Organizing CONTENT • • • • • When you face an audience you should expect to feel a little nervous. Always prepare more material than required, as this will help you feel confident. When you get on the stage , take your time to arrange the notes. Take couple of silent deep breaths before speaking. If you are very nervous then memorize first few sentences of the presentation. Arrange the contents of your presentation into three major parts namely, introduction, main body and conclusions.
Introduction • • • • • A good introduction is a vehicle to lead the audience into the main body of the presentation. This comprises the opening statement, the aim, and the layout. It can be a question, small story or a statement. This catches the attention of your audience and prepares them to listen to the rest of your presentation. You can start by giving any particular situation that took place in the past.
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Then state clearly the precisely the purpose of your presentation and the presentation by giving an overview or road map of your presentation. Main Part The main body, the discussion or the text part follows the introduction and supports your aim or specific purpose. The major points you highlighted in your opening will be expanded upon here.
Following are the following patterns that you can choose: 1. Chronological – in order in which the events occur. 2. Categorical- divide into topic and sub topics 3. Cause and Effect- ‘impact of internet amongst children’. 4. Problem-Solution • • Resist the temptation to add too many points. In this section. Restrict yourself to four or five points. You can help the audience by summarizing the main points as you go along. Plan how you will go from one to another point. It should be smooth transition. Make use of words like: therefore, because, in addition to, apart from that, on the contrary, next, etc. Conclusions You can conclude your presentation by reviewing the main points. Give a signal such as to sum up, to conclude and to review. As you conclude, remind the audience briefly about the purpose of your presentation, which could be either to persuade them or to inform them Avoid the temptation to wrap in haste or add something new in this part of your speech. Mostly, presentations are followed by a question period. This provides with vital feedback about the ideas that you have put forth in your presentation. Therefore preparing for the questions is very important. It is also important that you learn how to quickly divert irrelevant questions, as to avoid wasting everybody’s time. Don’t let anyone monopolize the question time. You have to learn to handle that too by indicating that each questioner has to be given a fair chance. Visual Aids Spoken words evaporate; as soon as they come out from your mouth. Because of this limitation, presentations often need strong visual support- handouts, chalk boards, overhead projector, slides, charts, etc. If a picture is simple, clear and appropriate to its purpose and audience it will deliver its message more accurately and quickly than a verbal explanation The audience likes to hear as well as see information.
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•
• •
OVERHEAD TRANSPARENCIES • • • • • • • • Use larger fonts. Avoid decorative fonts. Separate the transparencies using sheets of paper. Keep transparencies orderly. Show only the required information. Do not add too many colors. Familiarize yourself with the operation of the overhead projector. Be ready with your notes in case of power failure.
Power Point Presentations • • • • • Check the computer system/equipment before loading. Familiarize yourself with the operation of the slides. Rehearse your presentation. Keep a printed copy of the slides. Be familiar with the operation of the slide show.
Blackboard or Whiteboard • • • • • • Clean the board well before starting and check the condition of markers. Write in large letters. Stand to the side as you write. Don’t face the board while talking to the audience. Divide the board into columns and write legibly. Keep contents which you may want to refer again.
Flip Charts Use different colored markers. Write in large letters. Use only one side of the chart. Wait for the audience to grasp the contents before turning pages.
There are four Nuances [modes] of delivery which can be used for making presentation: Your manner of presentation, your voice inflections, your perfectly timed pauses, your facial expressions, and your gestures. All these are part of an expert delivery. Even a dull and drab topic will turn out to be more interesting if presented well, whereas a really interesting topic may appear to be dull because of poor delivery.
1. Extemporaneous: This is by far the most popular and effective method when carefully prepared.
When speaking extempore you must prepare the notes beforehand and rehearse your presentation. There is no need to learn every word by rote. Your presentation will sound quite spontaneous to the audience as after thorough preparation, you are speaking while thinking. This is the result of thorough planning and practice where you collect the material and organize it with care. ADVANTAGES As you have enough time to prepare for the presentation, you work hard on the theme/central idea. Thorough preparation on your part makes you feel secure and you carry out your responsibility with great aplomb. Adaptation is also possible because no written text binds you. The supporting material helps to present your points clearly and also adds weight to your agreement . Your delivery sounds natural to them as it allows to establish a rapport through eye contact. It enables you to move freely, with ease. DISADVANTAGES If preparation is inadequate, you can get lost and find yourself uncomfortable. If you rely too much on the note cards and start reading from them for reference, then your speech will lose its spontaneity. 2. Manuscript: In this presentation, material is written out and you are supposed to read it aloud. You are not supposed to memorize the speech and recollect it. But, you should be remember that should not attempt to read a speech until you are a proficient reader. Unfortunately good speakers are not necessarily good readers. This makes it dull and uninteresting. You can overcome this by going through the material several times till you become familiar with the material. You should know what is written where. ADVANTAGES • It’s permanent and accurate record of what you are going to say. • There is no chance of tampering with the facts and figures. • The material is organized systematically • Language gets polished because you can write and rewrite until you are satisfied. DISADVANTAGES • Since you are reading from the manuscript you get less time for making proper eye contact, which is essential to feel the pulse of the audience. • Since you are reading you cannot talk to them. Cannot use non-verbal communication.
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Cannot adapt if need arises. If you are not an effective reader then you can fumble with words, lose pace, and punctuation marks.
3. Impromptu: The word itself suggests that a speech delivered informally without any preparation. Don’t panic and babble something in an unmethodical way. Instead calmly state your topic and then preview the points you are to make. Support your points with whatever examples, or quotes you can recall at that time. Be as brief as possible during impromptu presentations. ADVANTAGES You sound very natural because you do not get enough time to make any elaborate preparation. You are spontaneous as you feel what you say, not what you have to say. DISADVANTAGES The presentation lacks organization of ideas because of the shortage of time. Chances of rambling are very high. The presentation may turn out to be failure if you have inadequate proficiency in the language. 4. Memorization: This method of presentation is very difficult for most of us. This type of delivery stands somewhere between extemporaneous and manuscript presentation. Speech is written beforehand, then committed to memory and finally delivered from memory. ADVANTAGES • It is easy for such speakers to maintain eye contact; they can also use nonverbal communication to add extra value to the speech. • It is possible to finish the speech in the allotted time. DISADVANTAGES • Memorization requires too much of time. • There are chances of making it dull because you cannot include new ideas which you get at the moment. • Even your mnemonic skills fail you if you have not rehearsed enough. • No flexibility or adaptation is possible. • The speaker gets flustered if he forgets any word or sentence
• • •
Whether you work in a business organization or an educational institution or you are a student, it is essential that you possess good speaking skills. The ability to make effective and memorable oral presentation is one of the most important qualities you need to develop for a successful career. Constant practice is the key to acquiring this skill. Defining Purpose:
•
• • •
The purpose of your presentation not only decides the content and style but also affects the amount of audience interaction. For e.g. : when your purpose is to provide information or to analyze a situation, generally there is a less interaction. Suppose you want present implementation of new policies then they may ask questions or give suggestions. But, when your purpose is to influence people to take a particular action or solve a problem or make a decision the interaction would be more. Depending on your purpose- to inform, to analyze or to persuade- you should be flexible enough to adjust to new input and unexpected audience reactions
Know your audience: • • • • • What are their interest, likes/dislikes, education? Are they familiar with the topic? Is their attitude towards learning is hostile or friendly? What’s the size of the group? Age/ Gender/ Religion
Analyzing the Audience: • The audience is always at the receiving end of your communication. The nature of your presentation has a direct impact on the strategy you devise for your presentation. Therefore it is necessary to have some prior knowledge about them. Mostly the audience is a mixture of different cultural and linguistic backgrounds. Therefore those are less conversant in English would appreciate slow speech and visual aids which help their understanding. Structure your presentation and adapt your style to help them feel comfortable. Then you will not be discouraged by their reactions.
•
•
• •
We communicate to inform, instruct or entertain. Whatever maybe the purpose give the impression to your audience that you want to share your views with them. figure out out their experience and knowledge of the subject matter.
1. What do they know about the topic? 2. What do I want them to know by the end of my talk?
PREPARATION for the presentation: In the beginning of your presentation make eye contact with the audience. • • • • • • • • Always begin with a smile and greet them pleasantly. Tell them the purpose/objective of your presentation. Speak with confidence and conviction. Make your points crystal clear and easy to understand. Encourage the listeners to ask questions/ share the doubts Work to achieve effectiveness in your communication by responding to their feedback. Even though they are well educated don’t go for confusing words, it will irritate them instead of creating a good impression. [use simple and effective language] If you feel the audience is not interested in your presentation, try to catch their attention by giving it a personal tinge to which they can easily relate. Anecdotes can work wonders for their wandering attention.
Organizing CONTENT • • • • • When you face an audience you should expect to feel a little nervous. Always prepare more material than required, as this will help you feel confident. When you get on the stage , take your time to arrange the notes. Take couple of silent deep breaths before speaking. If you are very nervous then memorize first few sentences of the presentation. Arrange the contents of your presentation into three major parts namely, introduction, main body and conclusions.
Introduction • • • • • A good introduction is a vehicle to lead the audience into the main body of the presentation. This comprises the opening statement, the aim, and the layout. It can be a question, small story or a statement. This catches the attention of your audience and prepares them to listen to the rest of your presentation. You can start by giving any particular situation that took place in the past.
•
Then state clearly the precisely the purpose of your presentation and the presentation by giving an overview or road map of your presentation. Main Part The main body, the discussion or the text part follows the introduction and supports your aim or specific purpose. The major points you highlighted in your opening will be expanded upon here.
Following are the following patterns that you can choose: 1. Chronological – in order in which the events occur. 2. Categorical- divide into topic and sub topics 3. Cause and Effect- ‘impact of internet amongst children’. 4. Problem-Solution • • Resist the temptation to add too many points. In this section. Restrict yourself to four or five points. You can help the audience by summarizing the main points as you go along. Plan how you will go from one to another point. It should be smooth transition. Make use of words like: therefore, because, in addition to, apart from that, on the contrary, next, etc. Conclusions You can conclude your presentation by reviewing the main points. Give a signal such as to sum up, to conclude and to review. As you conclude, remind the audience briefly about the purpose of your presentation, which could be either to persuade them or to inform them Avoid the temptation to wrap in haste or add something new in this part of your speech. Mostly, presentations are followed by a question period. This provides with vital feedback about the ideas that you have put forth in your presentation. Therefore preparing for the questions is very important. It is also important that you learn how to quickly divert irrelevant questions, as to avoid wasting everybody’s time. Don’t let anyone monopolize the question time. You have to learn to handle that too by indicating that each questioner has to be given a fair chance. Visual Aids Spoken words evaporate; as soon as they come out from your mouth. Because of this limitation, presentations often need strong visual support- handouts, chalk boards, overhead projector, slides, charts, etc. If a picture is simple, clear and appropriate to its purpose and audience it will deliver its message more accurately and quickly than a verbal explanation The audience likes to hear as well as see information.
• • • • • • • •
•
• •
OVERHEAD TRANSPARENCIES • • • • • • • • Use larger fonts. Avoid decorative fonts. Separate the transparencies using sheets of paper. Keep transparencies orderly. Show only the required information. Do not add too many colors. Familiarize yourself with the operation of the overhead projector. Be ready with your notes in case of power failure.
Power Point Presentations • • • • • Check the computer system/equipment before loading. Familiarize yourself with the operation of the slides. Rehearse your presentation. Keep a printed copy of the slides. Be familiar with the operation of the slide show.
Blackboard or Whiteboard • • • • • • Clean the board well before starting and check the condition of markers. Write in large letters. Stand to the side as you write. Don’t face the board while talking to the audience. Divide the board into columns and write legibly. Keep contents which you may want to refer again.
Flip Charts Use different colored markers. Write in large letters. Use only one side of the chart. Wait for the audience to grasp the contents before turning pages.
There are four Nuances [modes] of delivery which can be used for making presentation: Your manner of presentation, your voice inflections, your perfectly timed pauses, your facial expressions, and your gestures. All these are part of an expert delivery. Even a dull and drab topic will turn out to be more interesting if presented well, whereas a really interesting topic may appear to be dull because of poor delivery.
1. Extemporaneous: This is by far the most popular and effective method when carefully prepared.
When speaking extempore you must prepare the notes beforehand and rehearse your presentation. There is no need to learn every word by rote. Your presentation will sound quite spontaneous to the audience as after thorough preparation, you are speaking while thinking. This is the result of thorough planning and practice where you collect the material and organize it with care. ADVANTAGES As you have enough time to prepare for the presentation, you work hard on the theme/central idea. Thorough preparation on your part makes you feel secure and you carry out your responsibility with great aplomb. Adaptation is also possible because no written text binds you. The supporting material helps to present your points clearly and also adds weight to your agreement . Your delivery sounds natural to them as it allows to establish a rapport through eye contact. It enables you to move freely, with ease. DISADVANTAGES If preparation is inadequate, you can get lost and find yourself uncomfortable. If you rely too much on the note cards and start reading from them for reference, then your speech will lose its spontaneity. 2. Manuscript: In this presentation, material is written out and you are supposed to read it aloud. You are not supposed to memorize the speech and recollect it. But, you should be remember that should not attempt to read a speech until you are a proficient reader. Unfortunately good speakers are not necessarily good readers. This makes it dull and uninteresting. You can overcome this by going through the material several times till you become familiar with the material. You should know what is written where. ADVANTAGES • It’s permanent and accurate record of what you are going to say. • There is no chance of tampering with the facts and figures. • The material is organized systematically • Language gets polished because you can write and rewrite until you are satisfied. DISADVANTAGES • Since you are reading from the manuscript you get less time for making proper eye contact, which is essential to feel the pulse of the audience. • Since you are reading you cannot talk to them. Cannot use non-verbal communication.
• •
Cannot adapt if need arises. If you are not an effective reader then you can fumble with words, lose pace, and punctuation marks.
3. Impromptu: The word itself suggests that a speech delivered informally without any preparation. Don’t panic and babble something in an unmethodical way. Instead calmly state your topic and then preview the points you are to make. Support your points with whatever examples, or quotes you can recall at that time. Be as brief as possible during impromptu presentations. ADVANTAGES You sound very natural because you do not get enough time to make any elaborate preparation. You are spontaneous as you feel what you say, not what you have to say. DISADVANTAGES The presentation lacks organization of ideas because of the shortage of time. Chances of rambling are very high. The presentation may turn out to be failure if you have inadequate proficiency in the language. 4. Memorization: This method of presentation is very difficult for most of us. This type of delivery stands somewhere between extemporaneous and manuscript presentation. Speech is written beforehand, then committed to memory and finally delivered from memory. ADVANTAGES • It is easy for such speakers to maintain eye contact; they can also use nonverbal communication to add extra value to the speech. • It is possible to finish the speech in the allotted time. DISADVANTAGES • Memorization requires too much of time. • There are chances of making it dull because you cannot include new ideas which you get at the moment. • Even your mnemonic skills fail you if you have not rehearsed enough. • No flexibility or adaptation is possible. • The speaker gets flustered if he forgets any word or sentence
