BUSINESS

COMMUNICATION
UNIT 1 ▪ Presentations
PRESENTATION
SKILLS

UNIT 2 • Group Discussion and Interviews

GROUP • Meeting
COMMUNICATION • Conference
• Public Relations
UNIT 3 • Trade Letters
BUSINESS • Sales Letters
CORRESPONDENCE • Consumer Guidance Grievance Letters
• Right to Information (RTI) Act.
UNIT 4 • Report Writing
LANGUAGE AND • Summarisation
WRITING SKILLS
 CHAPTER 1
PRESENTATIONS
 Presentations
A Presentation is the process of
communicating a topic to an audience. It is
typically a demonstration, introduction,
lecture, or speech meant to inform,
persuade, inspire, motivate, or to build good
will or to present a new idea or product.
 Principles of Effective Presentation

• The content should be authentic and relevant to the listeners.

• It should be interesting and devoid of errors.
• It should not be outdated.
• It should be decided in proportion to the time available for presentation.
• All aspects of the content taken up must be discussed and equal attention must
be paid to each of them during the presentation.
• The content should be supported with ample example and illustrations.
 Framing the content
modus operandi

• The structure should be in line with the purpose of the presentation.

• The structure should be tailor-made according to the audience’s expected
knowledge on the subject.
• It should cover a few points but should be directed at making the presentation
lucid (easy to understand).
• It should afford a lot of variety.
Structuring may be done in the following ways:
• Sequential order.
• Order of increasing importance.
• Problem followed by suggested solution, and it’s benefits.
• Order of increasing or decreasing complexity.
While presenters generally pay attention to the
content and the structure, they often falter on the
human element. But a good presentation will be
remembered by the person attached to it. The
strength of the presenter are his voice, body
language, listening skills, his confidence and his
ability to handle questions.
 GRAPHICS IN PRESENTATIONS
– A table
is a container that
holds information
about like items.
BOYS GIRLS

Class A 50 50
Class B 60 60

Total 110 110

 – Bar graphs use horizontal or vertical
rectangular bars that level off at the appropriate level to define
each value. So, a bar chart or bar graph is a chart with
rectangular bars with lengths proportional to the values that
they represent. The bars can also be plotted horizontally.
 - A line chart or line graphs is a type
of graph, which displays information as a series of data
points connected by straight line segments. A line chart is
often used to visualize a trend in data over intervals of
time, thus the line is often drawn chronologically.
 –
Pie charts, or circle graphs don’t
use a set of axes to plot points.
They are display percentages.
Therefore, they are used to
compare different parts of the same
whole. The circle of a pie graphs
represents 100%. Each portion that
takes up space within the circle
stands for a part of that 100%. In
this way, it is possible to see how
something is divided among
different groups.
 – A
flow chart is a graphical or
symbolic representation of a
process. Each step in the process
is represented by a different
symbol and contains a short
description of the process step.
The flow chart symbols are
linked together with arrows
showing the process flow
direction.
Organisation chart is a chart showing
the working relationships of all staff
positions within an organization or
program and the formal supervisory
structure and reporting relationships
between different functions and
positions of the management and staff.
It is a diagram that depicts the structure
of an organisation in terms of
relationships among personnel or
departments.
 Steps in preparing a Presentation
Pre-planning
Planning graphic aids
Planning an introduction to your presentation
Drafting outline of the body of the presentation
Planning the Close of the presentation
Practice the presentation
The actual presentation
An overhead projector
(OHP), like a film
or slide projector, uses
light to project an
enlarged image on a
screen, allowing the
view of a small
document or picture to
be shared with a large
audience
 POWER-POINT PRESENTATIONS

A power-point presentation consists of a slideshow. It

involves a display of a series of chosen pictures for
artistics or instructional purposes. When a power-
point is used for the instruction purpose, a lot of care
needs to be taken in creating the slides and presenting
them. Only then will the power-point presentation be
effective.
The First Slide The first slide should be an outline of the presentation.

Slide Layout Put the title at the top of the slide and phrases should read left to
right and top to bottom.

No. of Slides 1-2 slides per minute of the presentation.

Format 4-5 points per slide, not complete sentences.

Size of Fonts Use at least an 18 point font.

Vary font size for main points and secondary points.

Types of Font Use a standard font like Times New Roman or Arial.
Capitalize only when necessary.

Colour of Font Use font colour that contrasts sharply with the background.
 Use light backgrounds that are attractive but simple consistently throughout your
Backgrounds presentation.
Avoid distracting backgrounds that are difficult to read from.
Use combination of photos, charts graphs with titles and digitized videos with text
Visuals to add variety and to draw the interest of the audience.

Do not use distracting animation or go overboard with it.

Animation Be consistent with the animation that you use.

Show one point at a time to keep your presentation focused.

Presentation
Run a visual aid during question hour.
Question Hour
Proof your slides for spelling mistakes and grammatical errors.
Proof Check