PRESENTATIONS, } a ve purpote of persuading the audenceto_ ) i ons ae madetopesade the Boyer F | ge : 5 & @ to a fey ke202 Business Communication Guided Discussions jgsues that both speaker 2 Inth aker presents the questions OFISSUEe mowledgé. This with the &xPe ave agreed in advance, and acts as facilitator to help the audience Tok Here the speake Tr aa isateiery aeka whe oie et has knowledge of thestb}ee™ een ‘ompared with monologue presentations, guided guided discussion, the sp type of presentation is very U has to supplement with his specialized knowledge. € discussions have following advantages More audience response More detailed analysis More commitment to the results But thiskind of presentation involves more times Sales Presentations « cales presentation is made to convince the audience for buying the prodults or services or accepting the new idea. In sales presentation, the speaker speaks to the audience, asks questions that raise theis curiosity for the product, overcomes their negative assumptions regarding product and finally gains their commitment to buy the product or service. FACTORS AFFECTING PRESENTATIONS [ Following factors affect the effectiveness of the presentation. Audience Analysis I oe eae ee st in proper way before presentation, his presentati Ib more effective\On the other hand, poor or improper audience aula ON co efrective presentation. The style of the presentation is largely dependent upon the a ey oe e and size of t! audience. Ifaudience is large, presentation should be 3, presenta more formal i can work in small audience. Steep eset Communication Environment Communication environment affects the effectivene cts ss of the presentati notices the physical things surrounding thgpeake the stags ight See ie sudiens ran 5 arangement ofthese things can enhanestheimpact ofthe p mangement, backgroun: inthe surrounding environment, it detracts the audience from Fe segean: there is nois saithy mcaall listening and consequently leas *Personal Appearance Use of Visuals rn preparr therefore presenter should check Opening and Closing of Presentation the positions of emphasis. Those pr Ks ely to create more m hie otis ors with poor opening a he ding of the presentation has profound in res are more likely to have profound impac Organisation of Presentation nisation of the inforr tial that comes with nner can make the message more understa f the speak Proper organisation of presentation enh. he effc present the other hand, improper organisation of the presentation silinetinl proper organisation of presentation is reflected as follow r to the point To overcome these problems, presentation can be none of the five standard (@) Chronological with J es to the present and ends by looking a (b) Problem-causes-solution ' ymptoms of the problem, ident (6) Excluding alternatives y yp ¢ problem, suggests possible sohutic explain h i Hs the discussion with a sohution that will work (@ Pro-Con it i disadvantages of problem(s (e) 1-2-3 . pec F04 Business Communication Language and Words theaudience iderstand The quality of presentation is affected by the language and words. a vrence, To enhance the impact the message, the speaker has to talk in the language known to the al theheart and Eiibtions ofthe of presentation, he should choose the catchy words that appeal 10 Bee antcage, and words audience. Ifthe language spoken by presentator is different from aucie used are sterotyped, it is likely to have least impact on the audience. Quality of Voice Quality of voice of the presentor affects the effectiveness of i : t have greater impact upon the audience whereas monotonous voice will the audience. the presentation. Vivid voice is likely to Body Language The effectiveness of the presentation is also affected by the body language of the speaker. A speaker having eye contact with audience is likely to impress more than a speaker reading out the hand outs. A speaker who looked more at the audience is judged as better informed, more experienced, more honest and friendliest than speaker who delivers the speech with less eye contact. With eye contact members of audience feel that speaker is talking to them. Similarly, confidently moving speakers are likely to have more impact than nervous speakers To calm one's nervousness, one should be well-prepared, take several deep breaths, relax one’s muscles, pause and look at the audience and use body energy in strong gestures and movement. Answering Questions ‘The effectiveness of presentation is also effected by presentor’s skill i i. theend of presentation. A speaker who answers theaudience’s Wea Lt es questions asked at with tactislikely to influence the audience more, On the otherhand, les hostile questions will leave negative impact upon the audience, speaker who answers rudely GIVING EFFECTIVE PRESENTATION Giving effective presentation involves developing readers| research, analysing data and designing slides, Like ech ae tts overcoming Ses, closing the principles of oral communication. Every successful and ¢ se Presentations, are Fe se effective: on Strategy Presentation Pa : Structure Support Speech iveches and Presentation 205 STRATEGY OF PRESENTATION The strategy of presentation involves: H sentation, The general purpose Deciding the general as well as specific purpose of the pres slic at large. may be to inform, to persuade, to entertain or to make rapports with the pub ‘The specific purpose of speech is targeted at specific audience to be influenced. 2. Deciding the possible results expected from the audience 3, Knowing and analysing the audience, their economic and social status, their demographic characteristics, their cultural background and their personal preferences 4. Deciding the time, location and the manner they are to be influenced STRUCTURE OF PRESENTATION Before delivering speech the person should organise his ideas properly In any presentation (a) first aepatis to be told” is told (b) Then itis told and (c) atthe end “what has been told” is told. The outline of the presentation is as follows: aoe al a phe nei ae | Introduction | 1. Attention gaining statement | | 2, Themain theme. | | Body | | | | | sy | | 114 bal | | Conclusion | | 2 Closingstatement For structuring the presentation the speaker should: 1 Gather material inthe light of the theme ofthe preseniale from libraries, company files, interviews with knowledgeable persons, formal or informal survey, ete. 23 organise the facts and insights into main pointsand wbpoiniain the body ofthe preentation For this, it should be ensured that a206 Business Communication (a) Presentation is not lengthy tests conducted by national an (b) Main points should be stated with claims based on trials a or international laboratories. nted in logical sequence. (c) The points should be pr im te 3. Decide how to capture the listener’s attention and pursue him captured by: 10 listen. Attention can be (a) Asking a question. (b) Telling a story. (©) Makinga starting statement. (4) Quoting some authority. 4. Plan the conclusions in advance. The conclusion makes the review of what has been said 5. Decide what has to be said at the end to appeal for action. SUPPORT Supporting material is vital for making the presentation effective. It clarifies the speaker's ide. makes the presentation more illuminating as well as interesting and leaves relatively permane impact on the mind oflisteners. The visual aids like diagrams, charts, tables or pictures that mak Points more quickly and clearly than words, are to be used through supporting material. Thes: supporting materials areas follows: (2) White boards White boards re easy and economical means of presenting the informatio But they are not portable, therefore, they can be used at permanent place. Moreover, writine 0 blackboard consumes time. f (b) Handouts Handouts provide a permanent record of the ideas presented and redu listener's need to take notes. These handouts should be circulated atthe end afake fon enn This is done to avoid any distraction of attention ofthe audience — (C) Flip charts Flip Charts consist ofa large pad of papers, attached to an easel. These charts are easy and economical to they are difficult to prepare and are relatively fragile as they presentation. For making flip charts effective, Tevealing various visual presentations Se Moreover these are portable. ecome shaby after being handled ir (i) The easel should be placed away from dire, ctl i ifficult to read! ight otherwise the reflection will make i (ii) While writing on these charts letters shoul ld be magni normal so that they are readable, enified to at least four times tha (ii) There should be use of more than one colour,speeches and Presemation 207 (d) Overhead Projector (OHP) Overhead Projector castsan image of the transparencies ona screen. Transparencies are frequently used visual aids especially whe n audience is large With sketch pens or colour pencils, matter can be written on them. The better way is to write in block letters oF draw graphs etc. in computer and have their print ‘either through photostat machine or laser printing) on transparencies. Transparencies are effective means of projecting graph charts or data on the scene, which are visible to the large audience. Presented matter can be erased and transparencies can be reused for new presentations or they can’ be stored for future use. To make it more effective. Pay attention to the focusing. (ii) Show transparencies only when they are discussed ii) Use paper or cardboard to cover the parts yet to be discussed, iv) Face the audience as you speal (e) 35mmslider 3: vn alder ike OHP transparencies abt an image DOt Oi TAGS ala uses and properties. They are used to show an actual photographic image in the dark room. With development of new software program, itis easy to transfer computer generated visuals into slides Ofcourse slideshave better impact and attraction than OHP transparencies, but they are expensive to use. To make their use more effective 5) Use soft cloth to clean the dust on lens. Usea remote control device with along cord. jij) Talk to the audience, not to the screen. iy) Be prepared to hold theattention of audience without slides even ifthe power fails. LCD projectors LCD projectors are several steps ahead of conventional OHPs. These projectors are more compact and more powerful and can be directly linked to a computer oF 8 Pres record player to produce any high quality presentateehs With the effective use of computer graphics, colourful pictures and detaled raphs, textual information can be made more rich and ae ative. This LCD projector has wide application and suitability for all sided groups but its initial investment cost is very high: (g) Video tapes ideo tapes are very informative and attention grabbing presentational supports. They are best for illust sting the persons in action and presenting living image of the situation, To make t effective, it +. essential that they should be edited with proper narration and fausical accomplishments, One of the most obvious drawbacks of videotapes is that they are ILsiness house cannot generate is own, But they can be bought from highly expensive. Every professionals me Seo ay uM208 _ Business Communication SPEECH The last part of presentation is delivering speech, which can be: {a) Manuscript that involves reading word for word from a prepared matter. (b)_Memorised that involves reciting word for word from memory. (¢)_Extemporaneous which is planned with broad ideas but not written or memorised. (4) Impromptu which is unexpected, sudden and on the spot. Ofthese speeches, extemporaneous speech is the most effective as itis more spontaneous and enthusiastic. But one should also be ever ready to deliver important presentation by predicting what can be asked for presentation, how to respond to the situation by accepting the challenge without any apology Good delivery of presentation or speech involves caring about number of factors which include visuals, verbal and vocal. Visual Elements Dress up effectively to look smart. Be confident and authoritative in yourlook. Establish and maintain eye contact while delivering the speech, Avoid looking at the notes. exer Stand upright. Do not try to close the presentation in a hurry. Naps Move out confidently after presentation. Verbal Elements 1. Use exact words and pronunciation. 2. Keep most sentences short 3. Useactive voice 4, Address yourlisteners directly, 5. Avoid emphasing mistakes Vocal Elements 1. Speak in enthusiastic and vivid voice, = Speak loudly to be heard, neither soft nor shouting, d aware of your voice, in re alert an 3, Bemo