Unit 9 – Deliver a presentation

1.1 Analyse the advantages and limitations of different methods of, and media for, making
presentations

There are many different methods to develop and present a presentation; these include Microsoft
PowerPoint, Microsoft Sway, Google Slides, and Prezi.

Advantages Disadvantages
Microsoft  Well-known & easy to use  Offline - Easily lost
PowerPoint  Standard templates and themes available  Software download required
 Simplistic for audience understanding  Perception – PowerPoint is
 Transitions & animations common, old, and uncreative
 Offline access compared to modern presentation
 Industry standard software software such as Sway / Prezi
 Community support  Web content inclusion requires
downloading
Microsoft  Easy to use & free  No offline access
Sway  Online - saves automatically and won’t be lost  Not downloadable – only
 Online – allows for multiple editors to presentation convertible to PowerPoint
 Permissions included – creator can choose who can  Microsoft Account required
edit/view work & revoke access  Lack of ability to create/control
 Can convert PowerPoint presentations into Sway design
 Supports all web browsers  Not good for business use – not
 Mobile creation/editing on business servers
 Can embed into websites
 Slick transitions
 Integrates web content - no download required
Google  Easy to use & free  Fewer effects choices
Slides  Online - saves automatically and won’t be lost  Google Account required
 Online – allows for multiple editors to presentation  Not good for business use – not
 Permissions included – creator can choose who can on business servers
edit/view work & revoke access  Web content inclusion requires
 Downloadable presentations – converts to downloading
PowerPoint
Prezi  Single customisable background  Can be difficult for creator to edit
 Custom flow – not specifically linear due to complex abilities – can
 Captivates audience – innovative transitions seem unstructured
 Offline access – presentations downloadable (but  No offline access (editing)
cannot edit)  No collaboration options
 Not compatible with other
software i.e. PowerPoint
 Web content inclusion requires
downloading
 Not good for business use – not
on business servers
 Not printer friendly
 Full features requires purchase
When deciding upon which presentation type to choose, it is important to consider the audience
and message which you are aiming to get across. For example, for my presentation I chose Sway
due to the ease of use, slick transitions, and an ability to present and edit on various devices. As
my presentation did not harbour company information – I was able to decide upon software
utilising another server. Presentations with sensitive information are best created using
PowerPoint to protect this information. For collaborative efforts Sway or Google Slides are better
choices. But to really impress audiences with transitions, Prezi is the clear choice. Depending on
your content and aim, different presentation software will be better suited to different
presentations.

1.2 - Explain how the type and size of the audience affects the delivery of a presentation

There are many different types of audiences which will affect the delivery of a presentation. The
deciding factors of a presentation demographic which alters its deliverance include:

 Size – A large audience will need to be accounted for in the set and content of a
presentation. While presenting to a small audience understanding can be assured through
Q&As, however, the larger the audience the more difficult this becomes. Consequently, for
large audiences presentations need to cover more bases in clear, loud, and powerful
language as to better ensure understanding. Similarly, the set of a presentation i.e.
microphone, stage, etc. should reflect the size of the audience it hopes to hold.
 Purpose/Culture – Different locations will create different audiences. For example, a
presentation at a business meetup will bring different people to a presentation to
colleagues. Language and information should be tailored to suite its audience.

Knowing who you are delivering a presentation to and tailoring your message to them is the best
way to ensure you get your message across for an effective presentation.

1.3 - Explain the factors to be taken into account in developing contingency plans when
delivering presentations

There are many factors that can detract from a presentation and its message – to best avoid them
it is important to develop contingency plans. Some examples:

 Nerves – Create prompts i.e. cards, practise before a presentation, have a glass of water,
and remember that your audience has never seen your presentation before – they will not
be sure when things are going wrong – only you will. When first presenting with Jobwise I
reviewed my handouts before presentations and practised my lines over and over in my
head. Practise of our presentations was helpful and helped calm nerves. It is important to
get into the right mind set before presenting and be calm & prepared.
 Content – Many complain about jargon – so leave some content out – be prepared to adapt
& put yourself in the audience’s position. Provide structure rather than detail. Ask simple
rhetorical questions to ensure you have covered the most simplistic points of your
 message for audience understanding. Remember you are the expert & you are trying to
get your audience to understand the basis of your topic – Q&As can cover more in depth
knowledge.
 Room and Equipment – Check beforehand, get there early, know your lines & have back-
up plans. For presentations, ensure that they are available if the Wi-Fi goes down or that
you know your lines if you are unable to get it to present. Use cards / handouts / notes to
lead yourself on the right track. Think over your words and imagine you were ignorant or
your business or idea, would you understand your message?

1.4 - Explain voice projection and timing techniques when delivering presentations

Voice projection and timing techniques are very important to presentations. Presentations are
performances which are used to grab the attention of your audience – leading them to some
action or to take on some important knowledge. To be effective in presenting your message you
must practise and know your material well – knowing your presentation from bullet points is fine
– but you need to be able to know your content so well that it can be adapted to audience needs.
With a large audience, voice projection is the difference between hearing a presentation and
lacking understanding of your content. Confidence and clear deliverance of presentations allows
for better understanding for all members of an audience. Timing is similarly important: clear
pacing is essential for understanding and help can convey your enthusiasm. The best way to
ensure you are presenting at a good pace is to calm yourself, practising your content, and
making eye contact with your audience – typically they will nod, smile, or otherwise express if
your message is getting across.

1.5 - Explain the factors to be taken into account in responding to questions from an audience

When planning a presentation it is important to identify any questions that could be asked from
the content you have and to leave plenty of time to ensure an audience goes away from your
presentation comfortable in their new knowledge. When responding to questions, the first two
important things to ensure is that you have listened as effectively as possible and that you
understand what you are being asked; if you worry that you haven’t understood a question,
clarify with them by rephrasing it back to them and try and steer the conversation forwards. Then
when responding, frame your response with the topic and be as focused as possible – only
mention relevant information – preserving space for other questions, ensuring that the audience
understands your response, and ensuring they feel you have answered the question successfully.
Direct your answer to the questioner and other members of the audience to encourage
involvement. Finally, once you have responded, ask the questioner if this answered their query. It
is important when presenting that your answers focus on the queries of your audience, not
questions you would have wished to be asked or lengthy answers which soon lose audience
interest. Be honest, do not hide mistakes, and be clear with your audience.
1.6 - Explain different methods for evaluating the effectiveness of a presentation

When evaluating the effectiveness of a presentation, there are many methods to choose from:

 Reviewing the content – Was the purpose of the presentation and its message
communicated clearly? Was it well organised? Were key points explored in enough detail?
Was there clear understanding from the presenter?
In some of my original presentations a key point that was raised by my audiences in the
closing Q&A was some of the detail of key points mentioned – due to my nerves I had
skipped over a few points. As a result, my future presentations were set at a clear pace
and consequently I could cover all of my points in detail.
 Reviewing delivery – Was the presentation well prepared i.e. handouts where necessary?
Confidence of presenters i.e. eye contact, body language, clear speech? Was the
presentation engaging?
In some of my original presentations with Jobwise Training, my group created multiple
handouts for pages in which the information of our document was a bit too small on
screen or important for our audience to review. Similarly, I ensured that throughout our
presentation I had clear eye contact with audience members, that my message was clear
and understandable, and after a few practises we all improved in our presentation skills.
We first questioned our audience to engage there interest in our content. Techniques and
strong delivery are very important to a presentation.
 Asking audience members – Was there clear understanding? For my presentations with
Jobwise we used feedback sheets to gather feedback from our audience. This was an
invaluable tool used to improve future presentations/handouts.