Structuring aStructuring a Presentation Presentation

Group BGroup B

Group MembersGroup Members============================Samar IqbalSamar IqbalHasham KhanHasham KhanAsim KhanAsim KhanFarrukhFarrukhSarfarazSarfarazAftabAftabNadeemNadeemAkbar KazmiAkbar Kazmi

Introduction of PresentationIntroduction of Presentation

Presented Presented ByBy

Samar IqbalSamar Iqbal

I. What is Presentation?

What is a presentation? What is a presentation? • A GOOD presentation is A GOOD presentation is a kind of communicationa kind of communication

between the speaker and the audience!between the speaker and the audience!

Communication!

speakeraudience

information messages

I. What is Presentation?I. What is Presentation?

Then…Then…

How can you give a presentation as a kind of How can you give a presentation as a kind of communication to your audience?communication to your audience?

I. What is Presentation?I. What is Presentation?

Communicate 3 kinds of messages!Communicate 3 kinds of messages!

speakeraudience

Physical Message

Story Message

Visual Message

•What are physical, story, and visual messages??? •Let’s look at these messages one by one!

Presentation TechniquePresentation Technique

Physical messagePhysical message What is physical messageWhat is physical message Message your body sends to your Message your body sends to your

audienceaudience 4 kinds of physical messages.4 kinds of physical messages.1)1) PosturePosture2)2) Eye contactEye contact3)3) GesturesGestures4)4) VoiceVoice

Story MessageStory Message

What is story message?What is story message? message you communicate with your words, message you communicate with your words,

sentence, and paragraphssentence, and paragraphs About the structure of your presentation.About the structure of your presentation. A good (=easy –to-understand) A good (=easy –to-understand) Presentation has three parts:Presentation has three parts:1)1) IntroductionIntroduction2)2) BodyBody3)3) Conclusion.Conclusion.

Presentation StructurePresentation StructureSteps in Composing a PresentationSteps in Composing a Presentation

PresentedPresentedByBy

Hasham Khan & Muhammad Asim KhanHasham Khan & Muhammad Asim Khan

Structuring a PresentationStructuring a PresentationYou Speak to a group in one of the three situations :You Speak to a group in one of the three situations :

1)1) When you are doing most of the speaking yourself either to inform or to When you are doing most of the speaking yourself either to inform or to persuadepersuadeFor example : a speech or lecture.For example : a speech or lecture.

2) 2) When you have more give-and-take with your audience, to answer When you have more give-and-take with your audience, to answer questionsquestionsFor Example : Q & A periods or Panel discussionFor Example : Q & A periods or Panel discussion

3) 3) When your audience is doing most of the talking to solve problems as a When your audience is doing most of the talking to solve problems as a group group For example: meeting & Brainstorming sessions.For example: meeting & Brainstorming sessions.

Preparing what to sayPreparing what to say

Establish your objectives (why you talking)Establish your objectives (why you talking)

Analyze your audience (whom you talk to)Analyze your audience (whom you talk to)

Structure your main points (What you Structure your main points (What you talking)talking)

Presentation Structure.Presentation Structure.

Steps in composing a presentationSteps in composing a presentation

Limit your main points.Limit your main points.

Make your main idea stand out.Make your main idea stand out.

Use an effective opening and closing.Use an effective opening and closing.

Limit your main pointsLimit your main points A presenter should keep in mind that speaking is not the same as writing. A presenter should keep in mind that speaking is not the same as writing.

In writing the presenter can effectively present as many points as he wants In writing the presenter can effectively present as many points as he wants to, whereas this may not be the case in speaking the reason being that the to, whereas this may not be the case in speaking the reason being that the audience may not be able to process the information if they are overloaded audience may not be able to process the information if they are overloaded with it. The ideal number of main points to be included in a presentation with it. The ideal number of main points to be included in a presentation ranges from 3 to 5 . This does not mean that if you have a total of 500 ranges from 3 to 5 . This does not mean that if you have a total of 500 figures you take up just 3 to 5 but the ideal way to go about it is to figures you take up just 3 to 5 but the ideal way to go about it is to categorize the 500 figure into 3-5 main categories so that it becomes easy categorize the 500 figure into 3-5 main categories so that it becomes easy for the listeners to comprehend and then retain the main points.for the listeners to comprehend and then retain the main points.

Make your main ideas standout.Make your main ideas standout.After limiting the main points, make sure each point standout. After limiting the main points, make sure each point standout. One way to do this is One way to do this is

always to include a preview. always to include a preview.

Preview:Preview:============== A preview is an agenda, an outline, an idea where you are going should be given A preview is an agenda, an outline, an idea where you are going should be given

before discussing the main points of the presentation. The preview gives the before discussing the main points of the presentation. The preview gives the audience to make a file folder in their minds each labeled with a main point. Then as audience to make a file folder in their minds each labeled with a main point. Then as you discuss each point they put the information in the correct folder.you discuss each point they put the information in the correct folder.

Transitions:Transitions:==================== The main points can be made to stand out by using transitions. Transitions are The main points can be made to stand out by using transitions. Transitions are

words that signal where you are headed words that signal where you are headed for e.gfor e.g . First , second or on the other hand. . First , second or on the other hand.

Internal summaries:Internal summaries:================================== Another technique to make your main point stand out is to use internal summaries . Another technique to make your main point stand out is to use internal summaries .

Internal summaries between the main points.Internal summaries between the main points.

Use an effective opening and Use an effective opening and closing.closing.

PresentedPresented

ByBy

AftabAftab

Use an effective opening and Use an effective opening and closing.closing.

Opening:Opening:

An effective opening starts with a An effective opening starts with a grabbergrabber. The word grabber is meant . The word grabber is meant to imply that you must “grab” your audiences attention before you start to imply that you must “grab” your audiences attention before you start in on your main points. in on your main points.

The first idea that comes to mind is to tell a joke, if you use humor as The first idea that comes to mind is to tell a joke, if you use humor as a effective opening these are four rules that you must follow.a effective opening these are four rules that you must follow.

Rule1: Never be offensiveRule1: Never be offensive Humor in a business setting should never be offensive to any member of your Humor in a business setting should never be offensive to any member of your

audience . Be sensitive to the possible reactions of everyone to whom you are audience . Be sensitive to the possible reactions of everyone to whom you are speaking.speaking.

Use an effective opening…Use an effective opening…Cont’dCont’d

Rule 2 : Don’t put yourself down.Rule 2 : Don’t put yourself down.

Neither one person or group nor you yourself should be the target of Neither one person or group nor you yourself should be the target of your humor.your humor.

Rule 3: Use humor in small doses.Rule 3: Use humor in small doses.

One should keep in mind that you are not being paid to be the One should keep in mind that you are not being paid to be the company clown. In case of excessive humor being used the company clown. In case of excessive humor being used the audience tend to deviate from the real topic, therefore humor should audience tend to deviate from the real topic, therefore humor should be used sparingly.be used sparingly.

Rule 4: Humor should be related to topic.Rule 4: Humor should be related to topic.

Humor should be related to the topic or the occasion . A joke out of Humor should be related to the topic or the occasion . A joke out of context maybe completely in- appropriate at a business presentation.context maybe completely in- appropriate at a business presentation.

Two other ways of effectives Two other ways of effectives openings.openings.

It is not necessary to open a presentation on It is not necessary to open a presentation on a humorous note you can also grab your a humorous note you can also grab your audience’s attention in one of the two audience’s attention in one of the two effective ways.effective ways.

Referring to the unusualReferring to the unusual Referring to the familiar Referring to the familiar

Referring to the unusual.Referring to the unusual.

Referring to the unusual gains audience Referring to the unusual gains audience attention by telling people something they did attention by telling people something they did not know to arouse their curiosity. Such not know to arouse their curiosity. Such openings include rhetorical questions, a startling openings include rhetorical questions, a startling story or an example, etc. story or an example, etc.

Referring to the familiar.Referring to the familiar.

Referring to the familiar gains audience attention Referring to the familiar gains audience attention by tying into something your listeners already by tying into something your listeners already know. You appear to your understanding of them know. You appear to your understanding of them rather than to their curiosity. Such openings rather than to their curiosity. Such openings include references to your audience, the include references to your audience, the occasion ,etc.occasion ,etc.

Closing Closing

The closing should be an effective one. Avoid The closing should be an effective one. Avoid using sentence likeusing sentence like “ I guess that’s about it” “ I guess that’s about it” instead use strong transitional phrases such as “ instead use strong transitional phrases such as “ In conclusion” or In conclusion” or “ To summarize”“ To summarize” as you as you closing remarks.closing remarks.

Then in the case of a formal presentation close Then in the case of a formal presentation close with a restatement of the main points finally with a restatement of the main points finally close with the “what next?” stepclose with the “what next?” step

MANUSCRIPT SPEECHMANUSCRIPT SPEECH

Presented Presented ByBy

FarrukhFarrukh

MANUSCRIPT SPEECHMANUSCRIPT SPEECH

CharacteristicsCharacteristics Manuscript Speech is in word for word form.Manuscript Speech is in word for word form. Least direct interaction with audienceLeast direct interaction with audience Manuscript Speech are infrequent in most businessManuscript Speech are infrequent in most business Manuscript Speech usually process throughManuscript Speech usually process through Establishing the ObjectiveEstablishing the Objective Analyzing the AudienceAnalyzing the Audience Structure the MessageStructure the Message Write in paragraph from instead of Card(like in Write in paragraph from instead of Card(like in

presentation)presentation) Manuscript Speech should be in rhythmManuscript Speech should be in rhythm

MANUSCRIPT SPEECHMANUSCRIPT SPEECH

StructureStructure

Should be in large printShould be in large print Leave one third of the page blank on the left Leave one third of the page blank on the left

side.side. Also leave one third of the page blank at the Also leave one third of the page blank at the

bottombottom Sentence should be completed on the same Sentence should be completed on the same

pagepage Never staples the pagesNever staples the pages Underlines key words for vocal emphasis Underlines key words for vocal emphasis

IMPROMPTU SPEECHIMPROMPTU SPEECH

Impromptu Speech is talking without planning of Impromptu Speech is talking without planning of the momentthe moment

To make impromptu remarks you need some To make impromptu remarks you need some knowledge in that areaknowledge in that area

Factors to handle impromptu speaking situation:Factors to handle impromptu speaking situation: AnticipateAnticipate Keep it ShortKeep it Short OrganizeOrganize Relate to experience Relate to experience

SPEAKERS INTRODUCTION SPEAKERS INTRODUCTION AND TEAM PRESENTATIONSAND TEAM PRESENTATIONS

PresentedPresented

ByBy

SarfarazSarfaraz

SPEAKERS INTRODUCTION SPEAKERS INTRODUCTION AND TEAM PRESENTATIONSAND TEAM PRESENTATIONS

INTRODUCTIONINTRODUCTION Starts with greeting or welcome to the Starts with greeting or welcome to the

audienceaudience Identify the subject by indicating its Identify the subject by indicating its

importance and arousing their curiosityimportance and arousing their curiosity Introduction should be devoted to creating Introduction should be devoted to creating

a favorable impression of the speakera favorable impression of the speaker At the end of introduction, present the At the end of introduction, present the

speaker by name speaker by name

TEAM PRESENTATIONTEAM PRESENTATION

Team presentation should be presented by series of Team presentation should be presented by series of people people

It is fairly common in businessIt is fairly common in business When presenter prepares their parts, that usually never When presenter prepares their parts, that usually never

merge into a wholemerge into a whole It is not a panel discussion, it is coherent, organized, It is not a panel discussion, it is coherent, organized,

presentation that is spoken by various peoplepresentation that is spoken by various people Team presentation end with the same team member who Team presentation end with the same team member who

opened the sessionopened the session Visual aids in a team presentation should look consistent Visual aids in a team presentation should look consistent Don’t whisper to one another unnecessarilyDon’t whisper to one another unnecessarily In question answer session, either assign one person to In question answer session, either assign one person to

handle each question, or assign each person to answer handle each question, or assign each person to answer by area of expertiseby area of expertise

Thank YouThank You