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Definition and Classification

The document defines a presentation as a form of communication where a speaker conveys information to an audience. Presentations are commonly used in organizations to brief teams, introduce new products, or address meetings. Every presentation has three main parts - an introduction to engage the audience, a body section to explain the key topics, and a conclusion to summarize the main points. Factors like audience analysis, visual aids, organization, and handling questions can impact the effectiveness of a presentation. Presentations are generally classified as informative to teach topics, persuasive to induce agreement or action, or motivational to encourage audiences.

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Thao Phuong Pham
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42 views

Definition and Classification

The document defines a presentation as a form of communication where a speaker conveys information to an audience. Presentations are commonly used in organizations to brief teams, introduce new products, or address meetings. Every presentation has three main parts - an introduction to engage the audience, a body section to explain the key topics, and a conclusion to summarize the main points. Factors like audience analysis, visual aids, organization, and handling questions can impact the effectiveness of a presentation. Presentations are generally classified as informative to teach topics, persuasive to induce agreement or action, or motivational to encourage audiences.

Uploaded by

Thao Phuong Pham
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Definition and Classification

Definition
A presentation is a form of communication in which the speaker conveys
information to the audience. In an organization presentations are used in various
scenarios like talking to a group, addressing a meeting, demonstrating or
introducing a new product, or briefing a team. It involves presenting a particular
subject or issue or new ideas/thoughts to a group of people.

 It is considered as the most effective form of communication because of two


main reasons:
Use of non-verbal cues.
 Facilitates instant feedback.

In small presentations, we can make use of a blackboard, graphs, charts and slides
as a visual aid. Whereas, in large presentations, we can make use of films, slides,
videos, animations or modern computer graphics, as a visual aid.

Business Presentations are a tool to influence people toward an intended thought or


action.

Part of presentation

Every Presentation has three main parts viz introduction, body and conclusion.


Basically, an introduction should take around 10-15% of your presentation time.
While you should allocate 75% of your time towards your body and the
remaining 10% should be for the conclusion.

 Introduction: It is meant to make the listeners ready to receive the message


and draw their interest. For that, the speaker can narrate some story or a
humorous piece of joke, an interesting fact, a question, stating a problem,
and so forth. They can also use some surprising statistics.
 Body: It is the essence of the presentation. It requires the sequencing of facts
in a logical order. This is the part where the speaker explains the topic and
relevant information. It has to be critically arranged, as the audience must be
able to grasp what the speaker presents.
 Conclusion: It needs to be short and precise. It should sum up or outline the
key points that you have presented. It could also contain what the audience
should have gained out of the presentation. (One need not restate every point
stated in the body.)

Purpose of Presentation

1. To inform: Organizations can use presentations to inform the audience


about new schemes, products or proposals. The aim is to inform the new
entrant about the policies and procedures of the organization.
2. To persuade: Presentations are also given to persuade the audience to take
the intended action.
3. To build goodwill: They can also help in building a good reputation

Factor affecting Presentation

 Audience Analysis

When the speaker has made some background research about the audience in
a proper manner, it results in excelling in the presentation. However, when
the audience analysis is poor, it will result in an ineffective presentation.

 Communication environment

The effectiveness of the presentation is highly influenced by the


communication environment. Maximum people of the audience notice the
surrounding. These surroundings include the speaker, stage, background,
lighting, aeration and so forth. If the arrangements are not proper then it will
have an adverse impact on the presentation.

 Personal Appearance

How the speaker is appearing to the audience has a great impact. A person
who is well dressed up, wearing limited accessories and looking
professional, can influence the audience by their communication easily.

 Use of Visuals

Visuals are like the cherry on the cake. It makes the presentation more
effective. If the presenters use visual aids, then it is supposed to be better
prepared. Also, they appear more persuasive, credible and interesting to the
audience.

 Opening and Closing Presentation

The beginning of the presentation should be interesting enough to retain the


attention of the audience. The ending of the presentation should leave a deep
impact on the audience.

 Organization of Presentation

When the facts and data are organized in a proper manner, clarity is ensured.
Further, it makes the message understandable and keeps the enthusiasm of
the audience intact. Also, it improves the image of the speaker.

 Language and Words

The quality of the presentation also depends on the language and words. The
speaker should speak in the language with which the audience is familiar.
So, he could choose some catchy words to grab the interest of the audience.

 Voice Quality

The presenter’s voice quality also has an influence on the audience. A strong
and striking voice can easily draw the attention of the audience.
 Body Language

The audience listens to the speaker who maintains eye contact while
speaking. It shows the confidence, knowledge, friendliness and experience
of the speaker.

 Answering Questions

If the speaker is capable of handling the questions of the audience tactfully


asked when the presentation ends. It helps in impressing the audience. Then,
the presentation is said to be successful.

Classification

The main purpose of the presentation is to inform, persuade and motivate. The
various types of presentations are classified on the basis of purpose, audience
profile, time availability and objective and kind of audience involved.

Informative Presentations

These presentations are helpful in teaching, demonstrating or instructing the


audience on a specific topic or process. Such presentations can be given while
conveying office policies, rules and norms of the organization to the employees.
This may cover:

 Press Conference
 Seminars, Classroom instruction
 Presentation of ideas by candidates in front of the interview panel
Persuasive Presentation

Such presentations aim at inducing the audience to agree to a certain belief or


action. Sales presentations are one of the classic examples of it. In sales
presentations, an attempt is made to persuade the company’s top management, so
that they could accept the idea.
Motivational Presentation

These presentations aim at reassuring the audience. Examples of such presentations


may include:

 Motivational public speaking


 Presentation to encourage team members to adopt new ideas.

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