PRESENTATIONS

Speaking
Speaking has been defined as follows:
 To talk or to utter words or particular
sounds with ordinary speech modulation.
 To convey thoughts, opinions, or
emotions orally.
 To express oneself.
 To deliver an address or a lecture.
 To convey a message.
 Why is it important to listen
effectively?
Larry L Barker reports in Listening Behavior
that 70 to 75 % of a person’s waking day is spent
in communication, of which
 42 % is listening.
 32 % is talking.
 15 % is reading and
 11% is writing.
Another study, among white-collar workers,
showed the same pattern in communication at
work.
The same benefits are available from effective
listening in non business contexts: Think about it.
 It is a quick, direct source of information,
which you may be interested in or need in
order to make decisions.
 It offers the opportunity to use the speaker’s
tone of voice; to help you interpret
underlying messages.
 It is interactive and flexible, so you
can:
• make sure the information is adapted to
your needs and that you understand it; and
• add information of your own, to stimulate
new ideas and solve problems.
 It builds relationships, encourages
understanding of the other person’s
feelings and point of view, and
establishes a personal element to the
discussion.
 it encourages further and more
spontaneous communication, which
deepens relationships.
 it also encourages honesty because
speaker has less time to plan ahead, is
less likely to withhold information and
will find it more difficult to disguise his
feelings.
So Listening is an important
activity.
 Presentation
Presentation is the process of offering
something to the audience for consideration or
display. Presentation uses the oral face to face
method of communication, which means
speaking to others and listening on the part of
the speaker.
The Size and Composition of the
Audience
This could range from a single manager to a
small group of decision - makers or a large
conference. The audience may be known to
you or be complete strangers. They may have
prior knowledge of the area you are speaking
about or be complete ‘laymen.’
All these factors will affect the audience’s
ability to accept your message.
The Complexity of the Subject
Matter
• The Level of Formality
A staff briefing may be informal while a
presentation to Senior Management is likely
to be formal.
• The Time Available
The purpose of the presentation should be a
guide as to time required – but time available
may be different, placing constraints on your
content and style.
 Range of Situations where
Presentations may be used
• Consultants make presentations to Senior
Management to ‘sell’ their conclusions and
recommendations.
• Sales people make presentations to clients
or potential clients, discussing and
demonstrating the benefits of a Product,
Service, or Brand.
• Specialists make technical presentations to
Management or Staff, briefing them on
 findings or facts relevant to their work. A
production manager, for example, might brief
the marketing department on technical
improvements in the product or service. A
market researcher might brief the sales force
on findings with regard to buyer motivation.
An H.R specialist may brief the zonal heads
about the H.R. Policies of the organization.
• A member of staff, who has researched and
written a report, may be asked to present it
to interested parties, who may not have time
to read its contents, or who may require the
 opportunity to challenge its findings, ask
questions or be persuaded further.
• Managers make presentations to new
recruits, giving them information about
the job, organization, and culture: in other
words, induction
• A manager or member may be asked to
discuss or demonstrate his area of job,
sharing his experience, expertise, and
knowledge with colleagues. New
information affecting work practice, say
 new legislation, regulation, or company
policy may also be communicated in this
way. In other words presentations can be
used in training, research and
development.
• At a meeting or conference, a short
presentation be required to welcome
delegates, set the scene, introduce a
particular speaker or topic or give a vote
of thanks.
 The Purpose and Approach of the
Presentations
You may be offering:
• Technical information, or briefing: to a
group on maintenance and operation of, say
newly installed Optical Fiber System;
• Instruction: telling others how to perform a
task, or use new equipment;
• Induction: equipping staff to start work on a
new post, or organization;
• Introduction: of a person, or a product, or
service or topic;
• Comparison: of the benefits, costs, methods,
targets achieved etc
• Demonstration: how a product or method
works or is used;
• Explanation: how a problem has arisen, or
how the relevant issues are resolved.;
• Recommendation: highlighting one or more
options which you consider the most
appropriate / effective etc;
• Persuasion: getting the audience to think as
you do on the matters you are presenting and
to respond in the way you wish them ( e.g. to
buy you product or service, accept your
proposal, or share your positive attitude;
• Entertainment: in itself, or as a means of
maintaining interest while you accomplish
other purposes.
Advantages of Communicating
Orally
• The increased persuasiveness of
Interpersonal Communication
• using non verbal cues ( personality, tone of
voice, body language, visual aids and so on )
to reinforce the message; and
• allowing negative feedback ( showing
uncertainty or resistance ) to be addressed.
• The Ease of Reception of the Messages
• Listening is quicker than reading, and aided
by non verbal cues: it is an easier
method of gaining an overview of a topic.
This is important to note that a short speech of
introduction or welcome is likely to be more
straightforward (given some basic knowledge of
the subject) than a technical briefing to
specialists, or recommendation of one of a
number of finely – balanced decisions.
An introduction or staff briefing may be
informal, a persuasive sales presentation to a
customer semi-formal, and a technical
presentation to Senior Management highly
formal.
Welcoming delegates to a conference should
not (usually) take as long as the key-note
speech to the conference. The purpose of the
presentation should be a guide as to time
required - but time available may be rather
different, placing constraints on your content
and style. With all these variables, a
systematic approach is required, in order that
presentation can be planned for maximum
effectiveness, like any other form of
communications.
 Remember the
Framework
 Purpose
 Audience
 Structure
 Style
 Physical Preparation
• Listening Conditions
• Freedom from Interruption and
Distraction
• Ventilation, Heating and Lighting
• Seating Layout
• Audibility and Visibility
• Time
• The Speaker’s appearance
 Planning the Contents
Michael Stevens says in “ Improving Your
Presentation Skills”
“ Even if you feel you have a good grasp of all
aspects of a subject, trying to put them on paper
in their finished form can be a slow, frustrating,
ineffective way of writing a presentation. You
are asking your brain to do three things at once,
each requiring different thinking skills. Trying
to recall the information, put in a logical order,
and state it clearly all in one step can cloud your
thinking.”
• One approach which may help to clarify your
thinking is as follows:
• Brainstorming
• Write down all thoughts and points that come
to your mind, on the subject. Do not worry at
this stage about the order or relevance of the
ideas-just keep them coming, until your brain
‘dries up’ on the subject.
• Priorities
Now select :
• the key points of the subject;
• a storyline or theme that gives your
arguments a unified sense of direction;
• a pattern that gives your arguments a shape;
in a way that is relevant to your audience, your
objectives and the time available .you make
The fewer points (with the most emphasis) and
the clearer the direction in which your thoughts
are heading, the easier it will be for the
audience to grasp & retain your message.
 Discard-or-de-emphasis all points which do
not further your simple design.
• Structure
• Make notes for your presentation which
show your selected main points and how
they link to each other. In words, illustrate
simply the logical order or pattern of your
presentation as a whole.
• Outline
• an introduction:
• supporting evidence, examples and
illustrations:
• notes of where (and what) visual aids
will be required
• devices for emphasis and impact:
repetition, signals of new points
(‘firstly…. Secondly…’), signals of
logical progressions (‘ Therefore we can
see that….’, ‘On the other hand…’): and
• conclusion:
• Practice
Practice runs or rehearsals, will help you to
remember your storyline, and will give you
confidence that you can find the words to
put it across, once you get going. That will
also help you gauge and adjust the length
of your presentation. You should attempt
at least one full, timed ‘dress’
rehearsal, complete with full vocal
projection, body language and visual aids.
• Full Vocal Projection—which may sound
odd to you at first, and may alter the
impression made by questions, quotes, and
humor etc;
• Body Language—so you can discover any
mannerism which might be distracting-or-
helpful-on the day;
• Visual Aids—Are they easy to find and
use? Do they fit the story and the point
being made?
Now you are ready to make your presentation.
 Visual Aids
The term “visual aids” covers a wide variety of
forms which share two characteristics.
• They use a visual image.
• They act as an aid to communication.
The proper use of aids is to achieve something
in your presentation that you cannot do as
effectively with words alone. They are only a
means to an end, for instance to clarify an idea,
or prove a point.
• Slides (used with an Overhead
Projector or Personal Computer)
• Film or Video
• Overhead Projector
• Flipcharts
• Whiteboard
• Handouts
• Demonstrations
 Pre-presentation Nerves
• Reduce Uncertainty and Risk. This means
– Preparing thoroughly for your talk,
including rehearsal, and anticipating
questions.
– Checking that equipment, seating,
conditions and so on are required and
expected.
– Ensuring that you and audience have the
correct venue details and start time.
– Preparing whatever is necessary for your
own confidence and comfort (glass of
water, handkerchief, note cards etc)
– Ensuring that you and audience have the
correct venue details and start time.
– Keeping your notes in hand, and in order,
during your presentation, keep a marker
on the point you have reached, so you
need not fear losing your place.
• Ensure that you Look and feel your
Best
– presentable appearance, sleep the night
before, no hangover and so on.
• Have a confidence in your Message
– Forget fear of failure, and concentrate on
the desired outcome: that is why you are
there. Believe in what you are saying.
• Control Physical Symptoms
– Breathe deeply and evenly. Control your
gestures and body movements. Smile (if
necessary) and maintain eye contacts
with the audience.
 Effective Communication by
using 5 Cs
To help you stay focused and improve
your communication skills, remember
these 5 C’s:
• Clear
It’s critically important that your messages
are clear and completely understandable
by whomever it is you’re communicating
with. Don’t beat around the bush, and
don’t wander off message.
• Consistent
For your communication to be effective,
you’ve got to make sure that your
message is consistent from day to day,
and that people can rely on what you say.
Don’t give anyone a reason to wonder
whether or not you really believe in the
message you are communicating.
• Credible
Speak the truth, and be transparent and
credible. It’s not easy to build trust, and
once you’ve lost it, it may be gone forever.
• Confident
Be confident in your communication–know
the facts, and present them well. Don’t be
shy. The more confident you are when you
communicate, the more confident people
will be in you.
• Concise
Focus relentlessly on honing your
message to its true essence. Don’t fill your
communication with lots of big words or
mumbo jumbo when a handful of small
words will do just fine.