UNIT-4

CIVIL DEPARTMENT

Presentation

“Presentation is a method of effective

communication, either oral or written, which is

given to achieve a specific business/

organizational goals”.

Syllabus

Defining purpose, analysis audience, and locate,

organizing contents, preparing outline of presentations.

Visual aids, nuances of delivery, body language and

effective presentation

Defining purpose

When one chooses to make business presentation, one has

to determine the purpose and plan the presentation.

Planning is very important step in presentation.

Most formal presentation have following purposes: Presenting facts and information.

Reporting status/ providing updates of a project

Explaining procedure

Scheduling a business activity/ task/ process

Examine result and analysis future task.

Negotiating

Target achievement/ Training

Assigning tasks

Testing processes for suggestion and reviews

Inspiring the listeners

Organizing business activities

Negativity management

Audience Analysis Audience is very important for any kind of communication

successful presenters analysis the audience very carefully. You

have to analysis the audience to evaluate your audience to

know their interests/ requirements/ ability. By knowing your

audience, you can achieve the following purposes.

You can verify their knowledge/ information

You can choose the better method of presentation

You can choose appropriate language/ approach.

Audience Analysis

Audience Analysis will include knowing the audience, groupingthem, and recognizing their needs and requirements.

Knowing the audience:

Analysis: Who are they? What are their expectations of thepresentation.

Understanding: What is their level of knowledge? How familiar arethey with the subject?

What is their background, experience, etc?

Interest: Why do they want to attend your presentation?

Education: What is the educational background of the person?

Needs: What are their needs/ demands?

Customization: What specific requirement do you need to fulfill?

Grouping your Audience:

Mainly there are 3 types of audience groupsNovice/ fresher

Intermediate/ Semi-literate

Expert/ Experienced

Moreover, grouping of audience can be done on thebasis of the following parameters:Age

Gender

Profession

Geographical location

Organizational relations

Attitude, personality.

Audience

Preparing Outline of the presentation:The outline of Presentation is helpful in planning the

presentation.

The presentation should be prepared in following format

Title:

Purpose: Introduction of the Topic

Structure of the presentation Main point/ Sub point/ discussion questions/ summing up

Second main point/ Sub point/ discussion/ Summary

Third main point/ Sub points/ discussion/ objections/ justification

Conclusion

Summary of whole presentation.

Recommending future action.

Visual Aids

Visual aids are the essence of most remarkable presentations. A presenter has avariety of presentation aids available at his disposal. Some of the important visualaids that presenter use frequently.

CHALK BOARD

Chalkboards are the most traditional visual aids frequently used in thepresentation.

Chalkboards are inexpensive and enable the audience to make notes during thepresentation. The presenter can write down his plan on the chalk boardeffectively.

Tips for using chalk boards effectively

Improve your handwriting.

Write legibly and slowly

Do not talk to audience with your back to them.

Clean the chalkboard carefully.

Project yourself at a specific corner so that you do not cover the content onthe chalkboard.

CHALK BOARD

FLIP CHARTS:

A flip chart can be defined as a pad of large sheet of paper fixed to a stand, containing useful information for the audience. Flip charts can be prepared in advance. They can be used again and again. Flip chart enables the presenter to follow the exact outline of the presentation.

Tips for using Flip Charts.

Preferable use two pads.

Carry many markers with you

Use different colors and font size for effects

Don’t write on both side of pages.

FLIP CHARTS:

OVERHEAD TRANSPARENCIES:

Overhead projectors are used for screening contentsduring presentation, Transparencies are used forpresenting ideas with the help of overhead projector.The projector has a heavy glass scene on which thefilm is placed. The image will be bright and enlarged.

Tips for using overhead projectors:

Use standard font size

Make larger print

Protect the transparencies for better handling

Don’t write on transparencies

Face the audience do not fix your eye on transparencies

OVERHEAD TRANSPARENCIES:

POWER POINT PRESENTATIONS:

PowerPoint presentation tool is widely used visual aidduring presentations. According to one surveyconducted by Microsoft every day 3 millionpresentations are prepared on power point slides.Power point tools are easy to prepare, economical andtransportable. You can use same ppt. again and again.

These tools require computers, screens, projectors.

PROJECTORS

Tips for using PowerPoint presentations:

Learn the technique of preparing presentation usingPowerPoint manual

Use acceptable fonts

Do not use too many animations/ movements

Avoid using comic sound effects

Do not write all the contents on slides

There should not be more than 6 words in each line and thereshould not be more than 6 points on each slide (6 x 6 rule)

Avoid using unnecessary slides, sounds, movies.

Edit and proof read your document before presentation.

Examine the presentation hall to use color/ to suit the room,background, etc.

Nuances of Delivery

There are four modes of delivery which can be used formaking effective presentation

EXTEMPORANEOUS ( INFORMAL/ SPONTANEOUS)

Extemporaneous presentation is by far the mostpopular and effective method when carefully prepared.When speaking spontaneously you should preparenotes before hand and rehearse your presentation.

You presentation will look quite spontaneous to theaudience as after thorough preparation, you arespeaking while thinking.

Advantages/ disadvantages of this type of presentation Advantages:-

You can present the theme in the best possible structured way.

Through preparation on your part makes you feel secure.

The supporting material helps you to present your points clearly and also add weight to your presentation

Your delievery sounds natural and spontaneous to the audience as it allows you to establish a rapport with the audience through eye contact.

Dis-advantages:

If preparation is inadequate, you can get lost and findyourself uncomfortable.

If you rely too much on note cards and start readingout from them instead of just consulting them forreference, then your speech will lose its spontaneity.

MANUSCRIPT PRESENTATION

In manuscript presentation, material is written outand you are supposed to read it aloud. You are notsupposed to memorize the speech and then recollectit. It’s there in front of you to read. But you should bewise enough not to attempt to read a speech until youhave become a proficient reader.

For effective use of this method, you should have gonethrough the presentation several times till you becomeabsolutely familiar with the text.

Advantages/ disadvantages

of this type of presentation Advantages:

It is a permanent record of whatever you have to say

There is no chance to tamper with facts and figures.

The material is organized systematically. Keeping in mind step by step development of mail points.

Language can be polished because you can write and rewrite your material.

Dis-advantages:

Since you are reading from the manuscript, you get less time for making proper eye contact, which is essential to feel the pulse of the audience.

Since you are reading to the audience, you cannot talk to them

In the absence of effective reading skills you fumble over words, lose your pace, and it can lead to loss of audience attention.

Impromptu(unprepared/ improvised)

This type of presentation is done without any priorpreparation. This type of presentations are often madeat parties, dinner table, at any award functions.

Advantages/ disadvantages of this type of presentation Advantages

You sound very natural because you do not get enoughtime to make any elaborate preparation.

You get a chance to express your thoughts irrespectiveof what other think or say about the topic.

You are spontaneous as you say what you feel.

Disadvantages:

The presentation lacks organization of ideas becauseof the shortage of time.

There is no supplementary material ( no data, nofigures)

Chances of fumbling are very high.

There is frequent use of vocalized pauses.

The presentation may tern out to be a failure if youhave inadequate proficiency in the language of use.

Memorization This method of presentation is most difficult for most

of us. Usually you memorize only the main parts or keywords

This type of presentation stands somewhere betweenextemporaneous and manuscript.

Speech is written beforehand, then committed tomemory, and finally delivered from memory.

Advantages/ disadvantages

of this type of presentation Advantages:-

It is very easy for such speakers to maintain eye contactwith the audience throughout the presentation

The speaker can easily move and make use ofappropriate non-verbal communication to add extravalue to the speech.

It is possible to finish the speech in allotted time.

Disadvantages:

Memorization requires too much of time.

There are chances of making dull and monotonouspresentation because you go exactly by whatever you havememorized.

Even your memory skills can fail if you have not rehearsedadequately

No flexibility or adaptation is possible during the speech.

The speaker gets frustrated if he forgets a word, sentence,or a whole paragraph.

Among the 4 methods of presentation , extemporaneous isthe best method because of it’s flexible nature and it’seffectiveness.

Body language and effective

presentation When a speaker presents

himself, we see him beforewe start hearing him.Immediately, we begindeveloping impressions ofhis ability and attitudesbased on the non-verbalsignals he sends. This iswhy body language is soimportant in oralcommunication

General body language used in

presentation PERSONAL APPEARANCE:

Personal appearance plays animportant role in presentation.As people see you before theyhear you. You should expectappearance to be a part of themessage you communicate. Planyour appearance in such a waythat it communicates effectivelyto others. Even before thespeaker utters his first word.

Appearance communicates howwe feel about ourselves and howwe want to be viewed.

POSTURE: Posture generally refers tothe way we hold ourselves when westand, sit, or walk.

The way you sit , stand or walk revelslot about you.

Slumped posture:- Low sprits Erect posture: High spirits, energy,

and confidence. Lean forward: open, honest, and

interested. Lean backward : Defensive or

disinterested Crossed arms: defensive and not

ready to listen Uncrossed arms: Willingness to

listen.

GESTURE:

Gesture is the movement made byhands, arms, shoulders, head andtorso. Gestures can add impact toyour speech. A well timed gesturenot only drives a point but alsoenhances the impact and addgreater value to what is being said.Similarly an ungainly gesture candisturb the effectiveness of themessage.

FACIAL EXPRESSION:

Along with posture and gesture,facial expression also play animportant role in yourpresentation.

The face is most expressive partof the body. A smile stands forfriendliness, a frown stands fordiscontent, raised eyebrow fordisbelief. You can use them invariety of ways to complementyour communication.

EYE CONTACT: The eyes areconsidered to be windows of thesoul. You look in the eye of thespeaker to find out truthfulness ofhis speech, his intelligence,attitudes and feelings. Eye contactis a direct and powerful form ofnon-verbal communication.

Looking directly at listener buildrapport. Prolonging eye contacttell audience to pay attention.

Eye contact is specially importantwhen you start the presentation.

PROXEMICS: The use of proper space/ distance is verymuch important for the success of your presentation.The distance between the presenter and the audienceis very important factor in presentation.

PARA LINGUISTICS:

Para linguistics feature are non verbal clues that helpyou to give urgency to you voice. Your voice is yourtrademark it is that part of yourself that adds humantouch to your words. Therefore ,in order to increaseeffectiveness to your presentation you should payattention various aspects of your voice like quality,volume, rate, pitch, articulation, pronunciation andpauses.

CHRONEMICS: Chronemics is the study of how

human being communicatethrough their use of time.

In professional world, time isvaluable commodity. When youare late for an appointment,people react negatively, if youarrive early people consider youas eager or aggressive. So alwaysbe on time.

As a good speaker, yourawareness of time schedule isessential. Good timing is crucialand can be achieved by properrehearsal.

Important Questions What are the main steps for presentation strategies?

(07)

What is presentation? Explain different purposes formaking presentation. (07)

Discuss impact of body language in makingpresentation effective. (07)

Narrate types of Visual Aids generally used inpresentation along with some tips pertaining to theuse of Visual Aids. (07)

Explain any two of the following, modes of delivery used for presentation. (07)

I. Manuscript

II. Extemporaneous

III. Impromptu

IV. Memorization

Define the purpose of presentation. Explain types of visual aids used in presentation.(07)