er (cone Down to Business” English for, Presentations Bos DIGNEN1 What makes a good presentation? Checklist Remember your audience =f Establish lear objectives in the introduct =~ \ ‘Meet aucience expectations with relevant content Create interest and promate involiement Organize the information Design an overall structure which i clear Ensure the introduction and ending have maximum impact Link the different sections together Communicate using the allotted time Use visuals effectively Use clear and simple messages Create impact Handle aids and equipment professionally Be prepared to provide handouts Communicate with body language Avoid datracting Maintain relaxed attitude: remain confident and postive ‘manners. Use eye contact to engage your audience Focus meaning by movement or gesture Avoid distracting mannerisms Deliver your message Use your voice effectively: volume, rhythm and pause ‘Adjust complexity / formality of language tothe audience He vie rete et [ a an Practise before te real thing Ge alae Practioe makes perfect {oe your vie effi. Classic presentation organization Gree —Peintaduce sell ——Pointveduee presentation Precnt main body (Pins f 1,1) <-— Bxpain structare of presentation Conetude p> Summarize —p> Take questions Oo2 . Starting Key Language for Introductions Greeting Good morning / afternoon f evening ladies and gentlemen. Welcome to Ercomm Hello Hi everyone Name and position Let me ust stat by introducing mye. My name is Peter Wong, ‘As some / most of you aleady know, am Peter Wong lm in charge of / responsible for production. I'm the new Managing Director. tien pitas, escrito outline Title / subject how amine The title / subject / topic of today's presentation / feous on loka talks dlsmoss persuade Today, like to speak about ‘envines sulyee What dike to talk abouts Objective The objective of this presentation sto resent This tak wil act asa springboard for discussion. The aim today isto ge some background about ‘Main parts outline lve divided / ol my tak into four main pats / sections. Fist, what | want to dos give you some background Secondly Thirdly, we wil look at / move on to Then Nest After that / Final, | will speak about / examine Baplan the structure Visuals | will be using the whiteboard and fipchart | will be using the overhead projector. i amon wae Timing The peseratn wil ake st bot. mies Vege or abo» mints, t I pln tobe bret. About. minutes J) YH Questions Tang Hf you have any questions, please fel fre to interrupt. Please interrupt me as we go along if you have any questions Ibe olad to take any questions at the end of my presentation. ‘Audience know that you have all travelled along way. (OK. tats start {im very grateful that you could come today. > wth he rst It nice to see so many faces. eee Hook forward to your comments on this. Link to start (OK_ Lets start with the ist point whichis Right. We can begin by looking at tira the datorecn pare of the presentation ®@3 Signalling - linking the parts Sequencing ideas ‘ry Aaving ket @ >) Firsty/ Secondly Thy /Then /Next Final... \y Sumter and marks, The first second / third final point is 7 DEKE sau Is pri Ending a section Right/S0/Well/ OK That’ all wanted to say about | think that covers eveything on think that deals with To summarize, Intermediate questions (Croton ning poe ‘Are there any questions or comments on that? Would anyone ice to ask a question at this poi pening sn eon novos ; Tirta ted ania (CA Exploring alist of points In relation to Regarding ‘questions Concerning With respect to Es “Raotter fctar in ou decision (Om oreieate to auctraie Adding ideas eas the weather In addition to this. / Moreover However... Despite this S0.../ Theretore Digressing IF could just digress fr a second | would ke to look at... in passing, By the way .. Incidentally Going back Let me now return to Let me now come back to (7 1 could just. Cy) ae ( ess) Presentation tips soa s | ‘clarify the sro of your talk 28) nlp the sudieces to understand what yu VY se ying «np to organize your tugs a you ve ‘he presentaton| ®4 Highlighting and emphasizing a me Focusing 7 ke to emphasize Fike to emphasize the imporange of teamork Vd ke to stress | should reiterate / repeat Iti critical essential to understand ‘what’ What we can't dois What ike todo is \What we have been abe to do is What is ell importants eed ont alt) Simplifying aN Tobe hones. Frankly speaking, Basically. To putt simply, Repeat in order tongue Beleve me, Seen Analysing Let lok at this more closely. ume \ Sh What does this mean exacty? re 2 | In other words ‘on uw) te Articulation stressing yt @ | ‘Ariary vers ~ do does / id t Wie did achieve many things lst year. en I Itdoes seem to be the best lution Wie did think very carefully about this Key words agree, itis important. Wie have tried repeatedly, believe me There isa lot of room for improvement. Dramatic language Atotal / absolute complete disaster A great / outstanding / remarkable success Totally unacceptable / Quite billant ‘My fest ico can’, wosk eee otha ocr a | ‘Acally Infact... realty... The truth i that Yesterday its easy. Today itis far more cific. (& @Q |5. Engaging your audience Rhetorical questions eis How can we exlain this? is there anything we can do about this? How wil ths affect our company? Offer clarification Is that dear? expectation, lesding ta an tare edhnce! ‘Rates! questions eres Vrs Are there any questions on that? Im sure some of you want to yeupon this. (are there any Directing questions ee George, iknow you have alot of experience. ould you comment? Pethaps can as Peter to answer that question? Peter? ‘ like to try an experiment Could you ask your neghibour...2 { ask fora show of hands? Invoive your encence by asking questions! How many peopl .? oo How many people here have ever ..2 Creating rapport We need 10 ‘We don’t need to spend time an ths know what you are thinking Im sure everyone in ths room you know th Population is vegetarian? _) Interesting facts tom - Did you know that 7 Acconing toa recent study read somewhere that Statistics show that Interesting examples For example Forinstance Asan example ‘Acknowledge [rm ure you don’t need me to tell you that, realize you al know Diplomacy - softening kagone can se that. Itendto think that as itseems to me that itmay bea lite bt ficult ? ¥ be ‘The audience are Spode ol G & aour aponss. ®6. Visual aids - design and type Introducing the visual ‘Why use a visual aid? OK Let tke alook at nave a transparency to show you. The fst / second / next fina side is Helps the presenter Crees vanity ‘Check with the audience Is that dear for everyone? Is that in focus? Can everybody see that? ‘Meaning of the visual This shows /ilustrates / demonstrates / refers to This a graph / an organigram which shows AAS you can see, this is Here we can see Focusing attention Vike to draw your attention to One ofthe most important aspects ofthis is At first glance it seems... but Type of [ visual “ea Equipment , a and 1 environment a boant i soma preter |an HP ae eer a ee ©7. Visual aids - describing charts Describing change up “ Down Togoup | To go down | Toincease anincease | 7 Ta decease decrease iN Tore ave } bial fal Togow — agowh = drop adap Toimprowe animprowment saan TOdeteroate 2 eerirtion ump Togetbeter Togetwore Torecoerarecorey Towonen a warning Toracket —_arocket Tosim —asiump A Toremain table Toflucuate a fluctuation To eve out Tobottom out fo reach alow point Tohit alow alow mane a1 Gradual Gradualy amr slow = Slowly EEE aot aoe Y. ‘Sales rose from 3 million Giving explanations The cause This happened because This was a result of So... Therefore This wil result in is wil lead to Consequently ../ As aresult } The result Ka .8. Body language - being persuasive Checklist ‘Match your appearance to audience expectations Maintain eye contact Use positive facial expressions ~ smile Move to create interest Use hands to create impact with gesture Establish 2 confident posture and stance Create a postive atitude ~ be relaxed and enthusiastic e Bia eax @ Persuading Language Proposing Isuggest that we... My suggestions that we recommend that we... My recommendations that we... [propose that we... My progoslis that we , Advantages The difference between ... and .. js enormous, What ae the advantages and disadvantages of? (On the one hand ..../On the other hand hiss far superior to ../ beter than Stark options We have no choice. If we don't... then we wil see Either we... Instead of... we could Neutral vs emotive words aaah; GaN Neutra Emotive venldbe comercial) Itisrisky itis commercial suicide. sulle, Thismay bea problem. This willed to chaos. = Wie require ths This isan absolute must Some wil complain There wll bea rit. Say itthree times! (1) 2] BI) This new product is faster, cheaper anc more efficient. This suppliers friendly, cust t9. Communicating styles People have eifferent communicating sves. Understanding how you communicate fs important to improve your presentation planning and performance. Consider your wn style by asking yourself the questions inthe table below. Remember ~ there i no right or varong way but you should have a balanced approach, ‘Communication factor Personal profile systematic vs Organic Do you prefer structured presentations to more organic style? Formal vs Informal Do you prefer formal language, des, posture to an informal approach? Closed vs Open (Do you state fats or ask questions and discuss answers? Complex vs Simple Do you enjoy in-depth analysis or communicating imply and effcienty? Emphatic vs Relaxed Do you tend to overstate and exaggerate or lust concentrate onthe facts? Involved vs impersonal ‘Do you engage emationaly with your presentation subject or remain detached? Language choices Now examine some ofthe ways in which differences in comm into cferences in the language which we use. ting style translate 1. Choose between formality and informality Formal Phrases Informal Phrases ‘Goad morning ladies and gentlemen ... vs Hello, eveyone On behatf of ... may welcome you to ..xs_ Thanks fr coming, if may, fdinow lke to move on to... vs _ Right. Secondly Ifyou have any questions feel free... vs Jusinterrupt with questions Formal Vocabulary Informal Vacabulary Sales have recovered 5 Sales have picked up. ‘We wil acquire the company soon. vs_‘We will buy it soon, We perceive different, Ws Weseeit different, We must utlize our competence, 5 We must use our competence, 2. Balance personal against impersonal Tense Passive Impersonal Active ~ Personal Present simple is thought I think Present continuous tis being examined We are examining Present perfect thas been claimed ‘An expert has dammed Past simple Iewas arranged larranged it. Future This wll be looked at later, | wil look at ths later. 3. Balance stating’ against ‘questioning’ Ieis dear that ws Would you agree that ..? | dont think that ¥5 Doyou think that? We must, ws Isthere any way to... 4, Balance ‘emphatic’ against ‘relaxed’ Thisis a realy big problem vs Thisisa sight worry Thisisacatastophe ——vs_Thismay cause a problem lam convinced ws [tend to think that.70. Closing a presentation Signalling the end OK. That brings me to the end of my presentation. Right. That covers everything | wanted ta say about So, that’ al have to ay. Summarizing To sum up then, Before finish, let me just go ove can briefly summa Concluding like to say that finish by saying H.give you my e-mail addres in case you want to fallow up something | said Closing Thank you for istening so attentively Thank you for your attention, "hope that this been useful Inviting questions Fd be ola to answer any questions. x have any questions? any questions? Presentation tip at brings me to the end ofthe presentation, Prepare answer ‘questions? Yes, the gentleman /lady siting there. ®17. Handling questions ‘Questions for the presenter Could you go over that again.) please? It wasn’t very clear p—“ > Spee et CFreyeisaing) Giardia ea) & Cine RO Cetenyuie ry Crm aS = Positive response That’ a good / cificut/ complex! an interesting question. Thank you for asking that question, [im gad someone asked that question. lows me to say Cheek your answer oes that answer your question? is that OK? Isthat clear naw? / Can we move on? aity i lunderstand you conect, you want to know You're asking me abou... Is that ight? Sony, n't olin / atch the question, _ Could yourepeat for me, please? (“Get undertand yoo Inother words, youre asking \ come you're Castang eats, Refer back As said eae inthe frst section ft the end ofthe secand section Yes, mentioned inthe introduction Accept criticism accept that, / That’ afar pint. / agree with what you'e saying Up toa point, agree. Referring back to the presentation ‘ssid / pointed out explained early, think / already made it clear that Avoiding: 1. Wrong person Im afraid | can't really answer that Thole yarn l,i y ort have the fgues with me area 2. Wong tpi Coansensenr ey it) im aftad that question goes beyond the subject of today’s presentation im afta that confidential /I'm not at iberty to give you that information. 'd be glad to discuss that with you personaly after the presentation 3, Tennis ~ returning a question ‘Wel, let me ask you the same question (OK. Let me ask you a question, I can answer that by asking you a question. 4, Hedging Wel, that depends on what you mean by \ Wiel, its avery complicated matter a \ Well, there are various ways of looking at it (Chm sit ati miata")12. Presenting at a glance Introduction A aoraind e he secs of ap ‘Wenome to mes.) (Coreentaion today is / Bota athe) (6K, aim (Gea I, f wey bettas) Groen sy presecation ‘Any questions nave alo (OR. Teas ewerpng are we) genta tre ean equates enka) rove ont Pact Tage.) ere fy J (Cs you can see on) —PCT wou sie 7. care Se “Frc Ct woul tteoaay >>13 . Cross cultural tips Remember, some audiences Audiences have very different expectations in diferent cultures. Knowing what your audience expects from the presenter is critical to successful presenting, When preparing and planning presentations for specific audiences, you should consider te following Involvement Factor Interaction: autlences simply want to listen and not contribute, Role of silence: Some audiences use sence to communicate agreement, not hostility Interuption Some audiences expect to be abe to interupt Human touch: Some audiences lke to see the personality of the presenter Punctuality Most audiences respect punctuality Forma Some audiences see informality asa lack of professionalism, imation: Some audiences prefer a reserved style to over-enthusiastic presenters Level of analysis Many audiences have in-depth specialist knowledge. Organization Factor Systematic: Some audiences prefer an organic sty to rigid structure Support Some audiences don’t want alt of visuals and handouts. gression Some audiences see digresion as irelevant Body Language Factor Hands ‘Some audiences view hand) in pockets as sloppiness. fe contact Some audiences feel uncomfortable without eye contac. Dress: Some audiences work in companies and cultures with strict dress Body Some audiences expect a presenter to be dynamic. Face Some audiences look for animated facial expresions Delivery Factor Language: Some audiences havea limited English vocabulary Reading text: Some audiences favour spontaneity aver precision, Voice ALL audiences need sufficient volume and a suitable speed. Social Factor Names: Some audiences preter family names to fst names Business card: Some audiences will equest a business card Host thanking: ALL audlences expect basic courtesies. Be pole Hierarchy. ALL audiences respect socal and corporate hierarchies, > ‘Survival strategi situation Language ‘he scien donent undertand Tat me go over that agin You fore! erage [should men No woosbulary! {im sony, what's that word again? You areloat. Now, where was 1? You drop your elie! Ponce, just bear with a eon. Noune So, the main pot i14. Golden rules Practise and rehearse key English phrases from your Minimax. Do tabsh a ear objective «talk about what your au + organize the information 2 expect you to talk about make it interesting NG ° te you vols ae S Sesame LWT a « handle equipment professional (| & ‘© use summaries to link the parts. Ky + hande qesns pest Don’t ‘make assumptions about the venue and facilities - check sent information which i to complex forthe audience. «toll ielevant anecdotes or inappropriate jokes. 1 speak too quickly «use too many visuab. ‘small text onto an overhead. scripted text or visuals nck your audience's view ofa visual talk with your back ta the audience use distracting mannerisms, forget to summarize atthe end, Don's block your auans's view,