17

The Presentation
Skills
n the field of oral communication, developing presentation skills is an art where
most of the learning and training require greater focus and attention. Executives, non
executives, instructors, trainers and administrators need to strengthen their skills with
rs^pect to their presentations before varied target audience groups. The speaker is bound
to consider his speaking barriers before initiating the process of presentation. He has to
study the nature of his audience. He has to select his topic according to their interest
and level of understanding.He must organise his material in themanner most likely to
reach the target audience effectively, by using appropriate aids. He must plan for
variations in his presentations, including time for questions and discussions. Review of
afew of these basic steps is essential in improving the instructional value of the
presentation.There isno denying the fact that everyone tries to communicate his best
sO that requisite messages are transmitted to the intended targeted audience.
People in organisations are being required quite often to make oral presentations
beTore select audience. Most people experience 'discomfort' while making presentations
her to bosses or to clients. Speaking before an audience provides an opportunity to
Speaker to express his point of view. But the initial fear and nervousness create
'butterflies in the stomach'.A few guidelines can make presentations easy. Apositive
attitude is the foremost among them.
Each time a presentation is made, thespeaker is under pressure to make it memorable
and effective. In a presentation, the verbal and nonverbal communication skills of the
speaker are tested. In the question answer session, interpersonal skills are necessary.
EfThus,fectivepresentations
presentations reflect aj person's confidence, knowledge and logical thinking.
demand multiple communication skills.
oncept ofPresentation
In addition to the informal face-to-face communication that goes on in business,
business persons have sometimes to make formal presentations. From timo to time they
participate and speak in committee meetings, conferences, group discussions, eto. In
 ThePresentationSkills
285
The Presentation Skills quality,Heshould aim at getting participantsto feel smooth and easy movements when
performingtheskill,
284 part of a manager's job.
reporting is an essential loccasion.
public speaking and oral some formal It is also known Needfor Presentation
fact before people on
'Presentation` means speaking 'presentation' is preferred perhaps because the
as public speaking'".
The term than that of a public speech^
purpose presentations play avitalIrole in modern business. Successful oral presentations
defined more precisely Moreover,
of a presentation is before aselect audience whereasin: a public speechthe audience is
Oral
boost the career of an employee while failure to present wel can block career
can
presentatión is done formal or set-piece oo
a presentation means "a progress,
not selected. According to Adair, team work." In an presentation may arise on several occasions, some of which are given
with two usual hallmarks: the use of
audio-visual aids and
Therefore, careful preparation is Nedifor oral
against a group.
presentation an individual is pittedpresentations. bàtow: business plan
necessary for ensuring success in 1. Presenting a new product'service
Speech 2. Launching a new proposal
Distinction Between Presentation and 3. Making a sales coirse/session
4.Starting a training
Presentation Speech a conferencelseminar
5.Participating inbusiness
1. Audience for a speech is usually Negotiating a deal. leader. Ability to make
1. Audience for a presentation is 6. not take a manager up the corporate
compact and small. diverse and large. Hard work alone does
presentations keep the name ofthe speaker
2. The occasion is generally informal. presentations is essential. Well-made Therefore, it is necessary
2. The occasion is formal and good
and provides more credit than is due. No other
purposeful. in the minds of people in mastering the art of making good presentations. the skill
3. Made at anniversary, inauguration, time and effort career in business than
3. Made at a seminar, conference or to invest impact on
has perhaps a greater
business occasion. etc. skill ofcommunication
4. The purpose is to inform, explain and 4. The purpose is to congratulate, in making presentations.
persuade. entertain, etc.
Difficulties in Presentation reasons due to
5. Followed by questions. 5. Not followed by questions.
and challenging task. There are several participating in a
tough
Public speaking is apresentation becomes more difficult than virtually the entire
oral people. First,
What is Skill? Which making an and with the same It is his dutyto
keep
conversation on the samne topic the shoulders of the presenter. and to answerthe
Askill may be defined as asequece of practical activities. Some examples of skills burden of communication falls on
to fill a gap of
silence presentation. A
include typing, cleaning awhiteboard, plugging in an overhead projector or turning on and interested. It is his job presenter and spoilthe singingsolo.
a light. Some skills are more complex than others. Some may involve simple motions people informed overwhelm the presentationislike standup
questions. This pressure, canwith a crowd whereas a can
such as turning on an overhead projector. Askill include the following: Thirdly veryfew people fast,their
(i) Knowledge of typing conversation is like singing risk ofeexposure. hearts start beating
faces the Their speechless dueto
(i) Knowledge of plugging in an overhead projector. Secondly, the speaker
audience and make
presentations.
away. They became
(iiü) To see whether an overhead image is being projected correctly or not. in front of an give
blankandlegs
(iv) Ability to read the operating instructions of the overhead projector and mouths go ,the mind goes
dry,
understand them. nervousness and fear.
In nutshell, we can say that everything that is done using some form of motion 1S a Presentation :
about
skill. Misconceptions born, not made presentation.
Good speakers are good faces make me
forgetthe
Concept of Presentation Skill anaan introvert. I feel nervous l make a many
"l Howcanaudience. Too
Many people have different ideas about what "presentation skills" really means. speaker.
"Iam not a fluent atthe
Here, presentation skill is a set of skills a person needs to offer both effective looking away
"I am scared l of
presentations and effective training presentations. These presentations areinformatiou
generaland matter. I fail to present my
thoughts.
linked with some kind of learning the skill, presenter must ensure accuracy, speed
 ThePresentationSkills
The Presentation Skills
features are explained.
287
286 When a
person is to be
" I have vernacular education background. I find it difficulttto express my thoughts contenders are asked to selected for a
make a
agencies maybe called upon.to a
presentation. For example,particular
make shortlistedassignment,
the
advertising
in English.
"I must make a perfect presentation
every time Ipresent.
stages in Presentation
presentation before the final selection is made.
Source : Leena Sen Communication Skills, Prentice stall of India. New Delhi, 2005, page 10s
There are eight stages in a successful
Skills in preparing and delivering oral presentations are becoming significant in presentation.
1. Know Your Objective-Be sure about the ppurpose of your presentation.
most jobs. Agoodpresentation should be inviting, engaging and informative. The what yoU wantto achieve from it. The purpose of an Define
oral presentation may be to inform,
purposes of apresentation are to inform, to persuade and to build goodwill. or to entertain. The purpose will govern the
to persuade content and style of your
presentation.
Types of Presentation
, Know your Audience Akey element in oral presentations is to understand
There are several forms of presentations e.g. sales presentations, informational snur audience in terms of their number, composition, knowledge, level of understanding,
presentations, motivational presentations, vocational presentations, etc. interests and likely reactions. Gear the content and style of your presentation to the
1. Informative Presentations-There are two types of informative presentations. size, background, attitudes and interests of your audience.
reporting and explaining. The reporting presentation provides information on current 3.Organise the Contents-Once you have defined your purpose and analysed the
situation. Shareholders meetings, executive briefing and oral sales reports are examples audience, collect necessary materials and organise logically. Your presentation should
of such presentations. The explanatory presentation gives details about products and consist of the following sections.
procedures, rules and regulations and operations. In an educational institution, an can capture
(a) Introduction-Design your introduction to arouse interest. You poem, some
informative presentation may provide changes in the curriculum. attention through several methods e.g. aformal definition of the topic, a
2. Persuasive Presentations-These presentations seek to convince people to your credibility and convince the audience
current event, quotes, humour and so on. Proye
support specific issues, to buy a product or service or to change attitudes. For example ofyour right to speak. After capturing
attention and establishing yourself, give apreview
a supervisor may make a presentation on new technology to seek workers" support. main idea of your presentation. Help your audience
of what is to come. Summarise the
Similarly. Board of Directors may attempt to persuade shareholders to forgo dividend message.
understand the structure and content of your should contain all the details. Explain
for a few years. Marketing department may make a presentation before the chief executive presentation
for obtaining permission of a new sales promotion scheme. (b) Body-The body of your how and who of your subject. Keep
your speech simple
3. Goodwill Presentations- -These presentations aim at building respect for the the what, why, where, when, between paragraphs.
organisation and its activities. For example, acompany may make presentations before and logical. Use clear transitions
conclusion, sum up your talk and end
on positive note.
(C) Conclusion -In messages support and clarify spoken words. Popular
visuals
the local community and media on its social activities. Educational institutions make Visuals-Visual like), overhead transparencies,
presentations on their achievements. 4. Use diagrams, mapsand the canimprove
4. Multipurpose Presentations--Presentations are often made for multiple include graphics (charts, pictures, tapes, white//black boards. Visual aids help to illustrate
flip charts, slides, film strips, video These
objectives. A presentation on new software programme may be designed to provide presentation bycreatinginterest. your visualscarefully
information as well as to persuade employees to adopt the programme. A presentation the quality and impacttof your explain in words alone.
But prepare down,power failure
on new rules and regulations may be both informative and persuasive. points that are difficult to preparedto deal with equipment break
5. Interactive PresentationInteractive presentation is a two way process in whicn .andI keep them simple. Be presentationeffective.
the presenter and the audience interact with each other. Meetings and conferences are and incorrect set up. your deliveryto make your Overcomeyour fear
forums for interactive presentation. These involve assembly of persons who 5. Rehearse/Practice-Practice neithertwolong
nortoo short.
workonthe groom
following:
coe ensurethat it is positiveimage you may
together and deliberate on issues and topics of common interest. Both these interactive Time your speech to
projecta professionalimage. Dressand
to1
and gain confidence.In orderyour a
forums facilitate face-to-face discussions. dressconveysneat, tidy andclean.uncaringor distracted
Presentation is a fom of interactive communication. It involves oralcommunications (a) Dress-Make sure must be An
you wear making apresentation.
with the help of audio-visual aids. Presentations are made in classrooms, meeting, up comfortably. Whatevertbepeatwhile
seminars, conferences etc. on certain scheduled topics. The obiective (b) Mood-You musteffective presentation.
is to provide allrelevant details to the select audience on of a presentatios person cannot make an
the specific topic. In a sales
presentation, the functioning or operation of a product is demonstrated and its techniea
 288
your homework and
(c) Evpertise -Do the subject.
become thoroughly
familiar Preseniwiatthion Skil% The Presentation Skills
Read booksand
articles on the topic. 289
soundness ofyour voice to the size of the How to Present a Skill?
(d) Voice-Adapt the avoid speaking in a nmonotone Your talk
room. Useexpressive voiceand nature and flow of your
audishould
ence and the Presenting a skill correctly involves four sections such as:
pitchand not in the middle. Avoid cliches such as message.
the vendary'in of
according to the Pause at 1. Preparation,
tone and
thoughtt units you see', you know'
2. Demonstration,
control over volume, pitch, rate,
, and
the like. EBffective use of voice requires 3. Student Practice,
dialect. pauses and 4. Assessment
6. Methods of Delivery-How you say is as important as what The complete presentation process may be describe as under:
you say.
make an oral presentation in any of the following ways : You may
(a) Reading -Reading verbatim from a carefully prepared
appropriate in certain cases. For example, government officials readmanuscript
policy
may be Presentation Process
when wording andabsolute accuracy is essential. Delivering. speech a statements
requires great skill. Some speakers falter for words, pause in the manyfrom places,manuscri
read toopt
quickly or too slowly, speak in a monotone, and march through the speech without ever
glancing at the audience. They read rather than talk to them. While reading your
maintain eye-contact with your audience. speech Preparation Demonstration Practice Assessment

(b) Memorizing -Reciting a fully memorised speech is not

quotation, an opening paragraph may be memorised to gain confidence recommended. A 1, Preparation--The presenter must exercise on the following points before
and strengthen
delivery. presenting a skill to any group.
(c) Speaking ImpromptuLittle or no audience in the given topic/
(i) Establishing the current level of knowledge of the
impromptu speech. An extremely good publicimmediate preparation is needed for an
speaker can use this method. subject.
(d) Speaking from NotesThis is generally the best method of Delivery. Notes (ii) Discussing the skills with other experts.
contain major idea or key points. But these will keep presentation.
(ii)Drafting a plan to be followed for the
memory when you have rehearsed the you on track and prompt you such as overhead transparencies,
(iv) Preparing all presentation support materials
7. Body presentation thoroughly. handouts, samples, films, videos, models, project
lists, marking guides etc.
to maintain Language-Appropriate use of positives, eye contact and gestures heips ofintroduction- a good introduction will gain attention, create interest
audience's attention and (v) Preparation
appear natural and spontaneous. Theseconveys an aura of mastery.
Your gestures in demonstration. but it
must be suited to vour audience and the occasiot items to be carried out by a presenter
Astrong and sure walk to the
speaker' s This is not a comprehensive list of demonstrate a skill corectly
your weighton both feet and your stand communicates confidence. Stand al to be prepared in many ways to
an individual or shoulders back Let voureves shows that presenter has
roam and never iia Demonstration-Demonstration/presentation must be done correctly. This
8. Answer group. Eye contact with the listeners establishes aa bond with
and professionally.
them.
presentation. Questions--The
2.
question answer period in an oral normal speed, so that
delivering theseAnticipate the most is an important stage involves the following: the skill correctly at
answers. Listenlikely
speed-Present
questions, prepare answers to them andI practice () Present at normal final result.
andrespond tothem
questioner alone. briefly. carefully to the
Diverttyour answer to the questions, approach them postively your audience can see
the
slowl-Present again for the
audience slowly so that they can
individuals in the
entire audience ratherthantothe (ii)Present again done. As the presenter demonstrates, the skills. Presenters
When, the time what is being and any obvious
answer session even allotted for
if more your presentation is over, call a stop to the question
See exactly recognise names, parts, tools
audience should begin to they say and how they say it. The
presentershould introduce
saying, "our time is people want
up. s have to ask. Prepare the audience for the enod by what
must be careful about the key points with deliberate
movements. you howto
summarise the main almost
idea of yourLet'talk one more question". After making yourreply,
and thank the each step, then
highlight
from the group-
Now ask the
group totell
carries outthe
performance as
(iii) Verbal instruction sequence. The presenter
audience for their attention. Carry out the task in the correct
instructed by the audience.
 ThePresentation Skill.
290 3. Practice -This isthe time for group practice. This part of session should be at
The Presentation Skills
least fifty percent of the allocated session time. During this time presenter must be 291
or fully utilise their skills and abilities
questions that arise. because of the way they present themselves By
to answer any
4. Assessment-Some
available form of assessment must take place to ensure that the improving your personal presentation you improve your communication
barriers to understanding. Everybody presents themselves skills and reduce
understoodthe objectivesthat were stated at
individuals in the group have the differently and most can
of the session.
Assessment may be done by asking
questionss during the session or it begining
may be done
improve their personal presentation.
Tips for Self Presentation
some form of test. The test must be
at the end of the session by using relevant
to the Following guidelines/elements will help to improve self presentation :
topic. conclude with 1. Self-esteem is not a static thing: it varies based on
To conclude, the presentation must the demonstrator numerous factors, different
all test results should be made available before the end of the session.
recapitpossi
the main points of the session, and clarifying any outstanding arreeas of concern.
.If ulatibnlge, situations and the presence of different people, personal stress levels and change.
about how youvalue your_elf and learn to manage the highs and lows of self-esteem, Think
find ways of appearing more confident even when you are not and learn some powerful
Concept of Self-Presentation techniques to boost your self-esteem and learn about your personality.
The self-concept seems like avery private phenomenon. Afterall, 2.Confidence is a measure of how wellwe think we may perform certain roles or
about themselves are hidden and are often highly people's thoughts tasks. Linked to self-esteem, confidence is how we feel about our ability.
very mucha social phenomenon. It has social roots personal. Yet the self-concept is also 3. Effective Speaking-Your voice says a lot about you and learning how to use it
comparison), it include social identifies and roles, and (e.g., reflected appraisals, social
it guides our perception of others
more effectively has many benefits. Our Effective Speaking page examines aspects of
ahd our behaviour in social settings. your voice, accent, tone, pitch, volume and encourages you to learn more about your
Self-presentational behaviour is any behaviour intended to create, modify, or voice and how you use it to its fullpotential. Learn to communicate more dynamically,
maintain an impression of ourselves in the minds of others. fluently and with passion and enthusiasni.
Self-presentation is all about marketing you, the brand
you do and hear you say will that is you. What others see
4. Personal AppearanceThe way you dress and take care of your general
appearance are important factors in personal presentation, what messages does the way
is about painting yourself ininfluence their opinion about your. So
as positive a light as personal presentation youdress send to others? Your personal appearance also includes the body language,
Self-presentation is about learning about
of who you are, your positives and yourself, possible-always.
being inner directed and accepting
gestures and other non-verbal messages that you use. By being aware of positive and
negative non-verbal signals you can imnprove your image and the way people perceive
your
is not about being negatives, and being comfortable with yourselt.
Self-presentation
think about you. self-conscious or overly concerned with what others
you.
5. Time ManagementIf you don't manage your time wisely you are less likely
Organisations spend a lot of time and to be able to get everything done effectively. You are also more likely to be disorganised
many positivemoney
their brand and producing as working on their image, developing and run late for meetings or other appointments. Poor time management has an effect
should knowthat signals as
send, every phone call they do is marketing for thepossible. Staff in
everything on how you are perceived by others. Learn some simnple techniques to help you improve
Organisations they take, every time organisation, organisations
of people to also spend alot of time and they interact with a client or customer.
every emailthey your time management skills, get more done and avoid being late.
Aspects of self-confidence in self-presentation can be learned through practice,
project the right kind of image. money recruiting and training the right kind good pteparation and an understanding of the control of the voice along with the personal
Effective visual images you send through body language. By utilising simple techniques such as
PersonalCommuni
present a cioatnioisn foraboutSelfyouPresentation
t
controlled breathing and the use of positive body language, nerves and tension can be
reduced.This in turn leads to feelings of increased self-esteem and greater confidence.
situations.
person However, personal presentationand how you present yourself in everyday This is especially true in more formal situations, culminating in improved communication
thereforepresent
be ing themselasves (you) and thealways involves at least two people the
described an interaction. person receiving the presentation. It can
and therefore better understanding.
conveyinwhog appropri
lack ate signals
How to make Presentation Effective
People for Personal
self--esteem and the situation and forpresentation is concerned with
the other individuals involved.
confidence may failto convey their Adequate preparation and proper delivery are essentialfor an effective presentation.
Some guidelines for planning and making presentations are given below:
meessage effectively
 TlhePresentation Skills
293
The Presentation Skillk oranhs. tables, pictures, etc. Multimedia kit helps in making a very focused and forceful
successfulI presentation is to resentation. In addition to words the attire, the confidence level and the body language
stepin making a the different topics in prepare. Think
292
of the speaker play a role in creating the right impact through presentation. All the
1. Prepar The fist
to be covered
and rank order priority.
of
their answers, keep in eipment must be in proper working condition so as to avoid delay and embarrassment
carefullythe materials may be asked and prepare mind the in a presentation.
that people before whom the
Anticipate the questions size, etc. of the presentation
is
knowledge level
expectations, Inorder to make oralpresentations effective, planning, preparation and practice are
develon2 tee. necessary.
to be made.
the presentation are decided, as follo
2. Structure Once the contents ofpresentation 1. Planning
may be structured
you can speak coherently. Your opening courtesies, purpose and outline of
so that Jntroduction-Your (a) Know your purpose
(a) introduction, (b)Know your audience
the presentation. (c) Understand your message-note down the ideas, arrange them in order.
(b) Main Bod -Main points in a logical order and supporting facts. (d)Consider the time allotted for the presentation.
(c) Conclusion -Summarise the main points and thank the audience. (e) Structure your presentation-introduction, text and conclusion.
want to
(d) Questions-Answer the questions if any. () Make notes-key words and phrases that can remind you of points you
Asuggested break up in terms of time is as
follows: make, use cue cards, mind maps or ordinary notes.
Introduction (opening}: 10-20 percent 2. Preparation
transparencies, OHP, slides, flip charts,
Main Body : 60-80 percent (a) Make sure any visual aids [Power points,
Closing (Conchusion and questions) : 10-20 percent black board] are available.
equipment.
3. Visual Aids -Visual aids make a presentation interesting and impressive. But (b) Make yourself familiarise with theyourself with it if possible.
they must be relevant to the subject. Acareless design or use of a slide can obstruct the (c) Check your venue and familiarise
presentations. Keep it short and simple. It is meaningless to present a very complicated 3. Practice front of friends
loud out, either on your own or in
chart that someone siting in the last row can barely see and understand. Five lines per (a) Practice your presentation
feedback.
visual aids and five words per line may be good. Some of the visual aids often used in who can give you useful will reveal variations in
you can listen to yourself. This
presentations are as follows: (b) Usea tape recorder, so want to make and the enthusiasm you convey.
(a) Overhead Projector (OHP) emphasis you
Transparencies the tone ofyour voice, the mirror to judge your gestures or mannerisms.
(b)35 mm slides (c) Practice in front of a pleased to speak to your
(c) Video and Film Practice smiling to convey the message that you are you to relate to your
(d) feel comfortable and help
(d) Computer projection - audience. This makes the audience
(e) Flip chart or blackboardPowerpoint applications such as Excel.
-scratch-pad to audience.
4. Making the elaborate a point.
lively and enthusiasticPresentation--n order to make a really effective Features of a Good
Presentation
practice. But the practice
use of visuals and timelytalk is necessary. Clear speech, logical order of presentatlo
points, timely Excellence in making
presentations requires continuous towards mastering the art
closing are helpful. direction and right manner. The tirst step main
The person making the must be in the right good presentation. The
should be a good speaker. Hepresentation has to develop various skills. Essentiallyyhe presentations is to know the essentials of a
should be able to express of makingoral presentation are as follows: to the audience.
Second,.he needs to be himself clearly and forcefully. features ofa good presentation are appropriate
should synchronise his well-versed in using various
narration with the visual types of audio visuallaids. Third, he 1.Right
Contents-The ideas in agood
are too difficult or too simple. The audience
can be
material should be
message. Fourth, the presentation will fail if the ideas new business plan
tailoredto suit the The presentation irrelevant or boring. A executives.
presentation is made.
The time allocated
for the
requirements of the
particular group to whom
the
should not feel that the
ideas are
success to a group of
operating
senior managers and although both are on
from each other
presented with equal different
the presentation should be
be sustained.
presentation
alive to the should be adheredto. The person making But the two presentations willhave to be

The audio-visual aids

response from the audience and the interest must the same topic.
printer. The latest aid usedused in a
mulpresent
timediatiaon include projectorand
in the
Multimedia presentation kit on slides, Screen, computer.
facilitates storage and a or Personal
 294
The Presentation Skilk
2. Appropriate
Language-The language of a good presentation must The Presentation Skills
technical iftheeaudience is nontechnical: match the
audience. The language should not be ATalk with
and graphic language
3. Preparation and
can help the audience
Mastery-The
draw pictures in the mind.
audience will perceive the presenter
as
.Concrete examplesWhile stating your point, refer to
picture. This makes the
Be honest whilemessage more reachable and acceptable.examples fora clearer
295

and knowledgeable if he displays signs of preparation and mastery of credible

the subj speaking-Sincere
Preparation is reflected in external signs such as statisticalinformation, ect. successfully. Honesty in your
conversation or inconversations always reach people
your attitude tends

subjil ustectra.tioAnyns
the listeners. to spark interest in
and visual aids. Smooth and confident delivery indicates mastery of the z Be
Rross wellartriculateYou
signs of casualness on the part of the presenter can put off the audience.
may have the best of thoughts, but to be
is important. Remember
to be able to put them
4. Brevity-A good presentation should be brief. The actual length ofa 1 Come out of your shelDo notenthusiastic and respectful.
presentation
would, however, depend upon the subject-matter, the audience, the objective anda waste time
oninions. Be yourself and Put your heart into your thinkingBeabout other people's
circumstances of the presentation. you always wanted to be. speaking. the eloquent person
5. Logical Sequence-The audience can understand and accept the
easily when the ideas are presented in a smooth sequence. In a presentation, thepresentation
listenere Planning a Presentation
cannot go back and forth to connect ideas as the reader of an article can do. Planning in presentation is not simply a matter of collecting as much data as
6. Lively Delivery-In a lively presentation, the presenter is possible and converting them into Overhead Projector (OHP ), transparencies or colourful
message and, therefore, there is passion in his voice. His face isconvinced about the
lively, his yojce is power point slides. Every presentation involves telling to sell something-a product, a
modulated and his gestures are appropriate. The dress and gestures of the service or an idea. It is something like abattle and agood strategy is needed to win this
should draw attention to the presentation rather than to him. The presenter
battle The Five Star Strategy' given below can be helpful.
maintain eye contact with the whole audience. He should appear topresenter needs to
be confident and 1.Why-The speaker must be clear in his mind about the purpose of presentation.
relaxed.
The purpose may be to inform the audience of some development or to persuade people
7. Right
HumourHumour can easily
But the humour used in a presentation mustovercome resistance and gain to do something or to sell them something. It is necessary to understand the real reason
be appropriate and in good acceptance.
táste. The
for making the presentation and to know how the audience could benefit from it.
presenter should bé able to laugh at himself and make people Presentation would vary depending on its purpose.
laugh. (a) To Inform-Facts and figures may be used to provide information.
Mastering the Art of Effective Speaking (b) To PersuadePoliteness tactics such as 'please', thank you", etc., may be
There is a difference between a good speaker and an effective for this purpose.
effective one. A good speaker exercising influence
knows the subject well and impresses (C) To InfluenceUse of position or power can be helpful in
with correct voice modulation; whereas anthe listeners with her/his knowledge coupleo over the audience.
effective speaker is someone who is contiden, issue may be discussed to facilitate
possesses the power to captivate the audience (d) To Educate-All aspects of the
which makes her/him stand out. and enhancess the delivering
an inborn skill and can be Therefore,effective speaking is important messag understanding.
Alook at some points acquired by carefully learning the art.
and Why

1. Rear the that can help you transform into an

talent-Focus on the goal and
channel voureffective speaker. Who
What
reminding yourself that everythings is under mind to success. r
Practice your speech. control and success is not
2. Confidence -an unattalie
important
public. It is natural for some to feel ingredient Prepare yourself mentally to speakin When
Where
arm around
the
voice your thoughts and opinion shy and hesitant, Eliminate all fears and be ready to putting an
concerns verbally,audience.
3. Get the (e) To Empathise-Expressing
facts readyYou need to share feelings of the
feeling of knowing knowthe subject well The shoulder, will indicate that you
etc. McGraw Hill,
2001.

information you have.everything will boost your ability before speaking. Tata
Communication Strategies,
and to share the 1. Based on M M Monippalh Business
confidence
 ThePresentation Skil e The Presentation Skill,
296 short quizzes can elevate 297

() o
Entertain-Humour, anecdotes, the mood of wassastrategistfor foreign companies, prepared afewslides of
the blueprint for CA's entry strategy into what he
audience. one who understands his audience bethe India. The CA brass soonthought should
2. Who--The best
speaker is the
audience. Information
about the number, age, sex, and shapes the watching slide after slide roll by, that Karpe's India plan for the realised, after
company was exactly
the reverse of what they had in mind. Still, so convincing was
message to suit the
and thelevel,
knowledge
tone
personalityand status ofthe listener are helpful deciding the
in education,
formatis,
marner of presentation. For example, a simple and visual presentation
presentationthat CA promptly offered him the job Karpe's arzument and
of becoming their India CEO."When
Ipresented my plan to CA, it was the power of ideas," says Karpe, who has recently
effective with semi-literate audience whereas a joined Aptech as its CEO & MD after 12 years at CA.
likely to be more young executives. It issalso
demonstration would suit a group of helpful tolekeep
cture-incummind Preparing and giVing presentations which in today's business environment
making a presentation. entails using PowerPoint can be atough challenge. Presentation are an art. often
You
the likely reaction of the audience before could be
presentation ethe workplace, the
3. Where The place of
format and tone of presentation should i be consistent with client's place or should spend 80 per cent time on content and 20 per cent on tools". And don't start
making apresentation until you have content in place. Doa storyboard first. "Youdon't
audience. It should the
a neutral place. The
The place shou.d be large enough to accommodate the
have place. start a movie before having the story in place,"
eiectricity suppiy andthe necessary equipment(e.g., OHP, provision for ienlarging able
on the monitor, etc.). In case acomputer is to be used in the presentation, it is advjsble
reli
gimages First define your objective and then set out to achieve it. According to
communications expert Nick Morgan, you often know your objective, but don't know
tocary your own laptop. If the presentation is to be made at an unknown place, itis which combination of arguments, data and examples could achieve that objective.
focus on
better to arrive early and become familiar with the place and the equipment so that The way out, is to divide the task into three stages. In the first stage,
arguments that support the key message and ask
everything goes smoothly during the presentation. the key message. Next, identity the
third stage is to locate places where it is
4. When -Thetime of presentation is also important in shaping a presentation. If why should the audience care about it? The
important to get audience care about it? The third stage is to locate piaces where it is
the presentation is in the morning or it is the only presentation and is being made at the
audience's instance, you may take up a little extra time. But when the presentation is to important to get audience participation. the length of your presentation. The basi
guide
be made at the end of the day or it is one of several presentations, it is better to be brief " Knowing what to say should your
make fewer points and make them well. And use visual aids to keepwords
and lively. Ifit is to be delivered after lunch, presentation should be light and humorous. principle:
times as effective in conveying information as
The presenter should be able to shrink or expand his presentation as per the situation. audience glued. A picture is three
This can be achieved by dividing the contents of the presentation into three categories alone.» you are presenting to your
a good idea to rehearse what not sound memorised.
must, ought and maybe. " Before showtime, it's presentation does
Rehearse until the te arise. Also, prepare
5. What--The contents of the presentation can be decided by studying the protile audience, large or small.
of the audience. The message needs to be of interest to the listeners. It is also the questions and objections most likely
necesaly " Anticipate presentation.
delivering asuccessful
todecide the visual aids required for the
presentation. mentally: visualise yourself
Helpers Presentation ideas and
Determining Functions Structure or Format of a in a presentation. Theacceptable
1. Why the message is the most tedious task as to make them
Purpose-to inform to persuade, to influence, to empatnse, Preparation of
given a proper
format so
listeners canfollow
them
2. Who
entertain. points to be conveyed needto beideasshould be suchthatthe points-Introduction,
sequence of three
Attributes of audiencenumber, sex, age, education, knowledge, to thee audience. The: presentation may be divided into contents for each ofthese
right
3. Where personality, status, anticipated response.
Place formal/informal.
easily. The format of a
and Conclusion. It is
necessary to choose the
breaktheice,
4. When
Time and context. Body introduction in, a
presentationisto listen. An
them to
components. purposeof make
S. What them and audience andtogain
Subject-matter-scope and need 1. IntroductionThe establish rapport with the
of
Source: Asha Kaul Business interest, the attention presentation easyto
arouse the audiences requiredItocapture thebodyofthe interestingaccurate,
Communication. Prentice Hallof India. 1998. p. 55. imaginative introduction is
introduction also
makes
attractive an
How to Grab Audience Agood theopening
Attention their acceptance.accept. In orderto
make
When Ninad Karpe understand and
prepared
Associates (CA now) in 1997, he adidbusiness plan for what was then known as Computer
so sans any fancy who
presentation tools. Karpe,
 very presentation to
presentations.
be
" " move the çonclusion
in planned deciding
points.should lessshould
supporting
Whithle anyand of a 298
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arrangements
Check understandable
Add
possible.when terms.
summarize.
then
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startling be
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use points-Give to for view.
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use go. of what Make endings. alernate conclusion right body
time: your
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everything Successful ways acceptable presentation
th
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tdefinition
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room, want briefbut points
be introduction
make It generally
the
follow highlighted of th e followed material
Internet materials, be to is may th e audience. as audience, Presentation Skills The
sure state say advisable
powerful conclusion
confident, 'handouts withpleasant presentation well. idea, of
of
it it, be In come should as the the
visltS. works them details; rehearse by
and
summarised a because
in acceptabilty facts, purpose,
and to technjcal subsidiary
is The
before the
in enough avojdcertain be purpose
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put
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in etc.