Presentations

A presentation is an opportunity to address an important issue with an individual or group of

persons. A business presentation is a forum to influence people towards a desired action or
thought. Business presentations are persuasive in nature.

Types of Presentations:
According to the purpose presentations are classified as:

1. Informative Presentations: Informative presentations teach , demonstrate or instruct

an audience on some topic or process such as policies and rules. These are also called
‘tell’ presentations.

2. Persuasive Presentations: Persuasive presentations are designed to induse an audience

to accept a belief or action. These are also called ‘sell’ presentations.

3. Motivational Presentations: Motivational presentations are designed to reassure the

audience. These are also called ‘join’ presentations.

On the basis of audience profile presentations can be classified as:

4. Internal Presentations: These presentations are made to internal audience. The

audience consists of the employees or students and can be known or unknown to the
presenter.

5. External Presentations: These presentations are made to external audience. It consists

of prospective clients, vendors or partners and are generally unknown to the presenter.

Based on the time available to prepare, presentations can be categorized as:

6. Impromptu Presentations: These presentations are made without any planning or

preparation.

7. Planned Presentations: The presentations are made with careful planning and
preparation.

Strategy for Good Presentation:

A good presentation has the following building block:

1. Purpose: It is extremely important to decide the purpose or the objective of the

presentation. A well defined purpose presents a direction or a guideline not only to the
 speaker but also to the audience. It is action oriented and focused on achieving goal or
aim.

2. Audience Analysis: Before giving presentation it is important to know the audience for
whom the presentation is intended. Audience analysis deals with the following:

a) Demographic characteristics of the audience i.e. age, gender, knowledge level,

experience and cultural background of the audience.

b) Learning profile of the audience needs to be ascertained. It involves the motivation

of the audience attending the presentation.

c) The perception of the audience towards the speaker needs to be considered

whether it is friendly, neutral or hostile.

3. Set The Context: It means understanding the situation or the context in which
presentation has to be delivered.

4. Structure the Content: Following points need to be considered:

a) The topic should be relevant.

b) Arrange the content in logical sequence.

c) Emphasis should be made on the essential issues.

d) Content should not be ambiguous.

e) Content should resonate with the audience.

5. Design: Two essential elements of presentations are:

a) Good power point includes appropriate number of slides and appropriate amount of
time and the content should be readable normally of 30pts.

b) Use of visual aids should be there. Use of graphs, charts, pictures and video should
be made as relevant to the subject or topic.

Preparation of Presentation
Following things need to be done while preparing presentations:

1. Collecting Information: According to the subject and objective of the presentation

relevant information should be collected. Information could be collected from a library,
newspaper, internet, past records, employee or client survey etc.
 2. Organizing Information: Once the information is collected it should be organized using
framing and mind mapping according to the central theme of the topic. Information can
also be organized using pyramid principle i.e most important information is placed first
and supporting ideas are expanded.

3. Structure of the Presentation: A well crafted presentation is arranged in logical and

sequential manner. A presentation has mainly three part:

a) The beginning: It is the introduction section. The speaker presents the material to
be covered in the presentation. It gives the audience an indication of what to expect.
It prepares the audience for the presentation.

b) The middle section: It includes the explanation section and includes examples,
illustrations and visual aids that support and enhance the key points of the
presentation.

c) The end section: It includes the conclusion. This section is the summary of the points
discussed in the previous sections and calls for action.

The AIDA Structure of Presentation

AIDA stands for Attention – Interest – Desire – Action model and is mainly used for sales
presentations.

1. Attention: This involves making an attention getting statement including=g

introductions in a group presentation and the agenda.

2. Interest: In this step and interest in the product or service or idea is created based on
solid evidence and experience.

3. Desire: In this step the benefits of the product or service or an idea is elaborated based
on audience’s needs and expectations.

4. Action: The last step calls on the audience to act and makes it easy for them to
communicate.

Delivery of Presentation
A successful delivery of presentation is based on effective opening, sustaining and ending of
the presentation.

1. The Opening: An effective opening consists of the following:

a) Introducing the topic and speaker to the audience.

 b) Outlining the reasons as to why the audience should listen to the presentation.

c) Discussing the aims of the presentation.

Successful opening strategies are:

i) Opening with facts and statistics.

ii) Opening with humour to draw the audience attention.

iii) Opening by asking question.

iv) Opening by a quotation

v) Opening by anecdote.

vi) Opening by creating visual impact by showing picture or a video clip.

2. The sustaining: Sustaining is based on the middle section o the presentation that
includes the explanation part of the topic. There are following ways to do this:

a) General to specific approach.

b) Specific to general approach.

c) Chronological technique.

d) Cause and effect method.

e) Comparison and contrast method.

f) Problem and solution method.

3. The Ending: The end or close of the presentation should be planned carefully. Effective
ending leaves a lasting impact on the audience. This section includes the summary of
the previous sections. Speaker must highlight all the key issues. Must call for the action
on the part of audience and may end by a motivational quote.

Modes of Presentation
There are four modes of presentation / delivery:
a) Extemporaneous Mode: In extemporaneous mode a presentation is delivered without
special advance preparation. When speaking extempore we must prepare notes
beforehand and rehearse the presentation.

Advantages:

i) As enough time is available, theme can be presented in best possible structured

way.

ii) Due to thorough preparation speaker is confident and assured.

iii) Adaptation is also possible if need arises.

iv) Delivery sounds natural and spontaneous.

Disadvantages:

i) If preparation is inadequate, presentation can derail.

ii) If relied too much on notes , spontaneity could be lost.

b) Manuscript Mode: In this mode presentation is written out and the speaker is supposed
to read it aloud word by word.

Advantages:

i) It is permanent and accurate record of presentation.

ii) There is no chance of tampering with facts and figures.

iii) The material is organized systematically.

Disadvantages:

i) Due to reading, there is less time for the speaker to make eye contact with the
audience.

ii) There is no interaction with the audience.

iii) Adaptation is difficult, if need arises.

c) Impromptu Mode: In this mode presentation is made informally without preparation.

Advantages:

i) The speaker sounds natural, if he is confident.

 ii) Speaker gets the chance to express his thoughts irrespective of what others
think.

iii) There is high level of spontaneity in presentation.

Disadvantages:

i) The presentation is less organized.

ii) Chances of rambling are high id ideas are not appropriate.

iii) There is frequent use of vocalized pauses.

d) Memorization Mode: This mode of delivery calls for memorizing the material to be
presented. This mode stands between extemporaneous and manuscript mode.

Advantages:

i) Since the speaker delivers from memory, he has enough time for eye contact
with the audience.

ii) The speaker can easily move and make best use of non-verbal communication.

iii) High level of interaction with the audience.

Disadvantages:

i) It requires too much time for memorization.

ii) If not rehearsed properly, delivery might fail.

iii) No flexibility and adaptation is possible during the speech.

Overcoming Stage Fear

The symptoms of stage fear are racing hearts, sweating, dry mouth, shaky limbs, blinking eyes,
queasy stomach and loss of memory.

Strategy for reducing Stage Fright:

Strategy in prior to presentation

i) Develop an interest in the topic.

ii) Reserve enough time for preparation.

 iii) Anticipate possible questions and prepare the answers accordingly.

iv) Practise the opening statement several times.

v) Rehearse the presentation to make yourself comfortable and confident.

Strategy just before the presentation:

i) Arrive early at the venue and check all the preparations, equipments, facilities etc.

ii) Get to know the audience and interact with them to make yourself comfortable.

iii) Take long breathe have some water.

iv) Walk around to control your anxiety.

v) Concentrate on your ideas.

Strategy when the presentation begins:

i) Feel good about the presentation and wlak upto the dias taking deep breath.

ii) Do not begin in hurry. Look at the audience in friendly way and with a smile.

iii) Take hold of the dais to support yourself.

Method of Presentation:

1. Know the Subject: A right choice must be made while selecting a topic or
subject. Only a subject of which an individual has either thorough knowledge or
expertise must be chosen to speak. This brings confidence in the speaker and
thus helps in attempts of speech articulation.
a) Choose the right subject
b) Research
c) Prepare

2. Eliminate verbal pauses: People often have the habit of using words such as um,
a, like, etc. repeatedly in their speech. However this practice degrades the quality
of speech and often detracts the audience. These verbal pauses hinder the
sentence flow and the meaning of the words is broken and lost.

3. Use Voice Modulation: Voice Modulation is using pace, pitch, pausing, volume,
and emphasis, which gives the voice/speech mood and meaning.
 Following techniques are used to create right modulation in a speech:
a) Control the speech pace
b) Use a comfortable pitch of voice.
c) Give regular pauses.
d) Speak with power
4. Think before you speak: This helps to eliminate the verbal pauses and may
prevent you from saying something that does not make sense. It is essential that
the speaker has a clear perspective of the speech. A very good idea to think while
speaking is use of non-verbal pauses, which has more than one advantages.
5. Enhance vocabulary: Sentences can be made more interesting by using variety of
words. This also adds colour to the sentences and thus entire speech. However,
expanding vocabulary is not a day’s task, it requires lot of reading aids to add
new words and remember them.

6. Use real words: Slang or colloquial language should be completely avoided. It is

a common practice to use the day-today used regular words in public speaking
forum.

7. Command over Grammar: Some of the basic words like I, me, him, his, he, no,
not are sometimes used incorrectly. These words must be used to correctly.
Mistakes are caused on usage of these words especially when addressing people
or stating first hand or second hand experiences.

8. Be concise: It is very important to stay clear of words and purpose of the speech
to engage audience. Condensed content should be added and the content should
be properly organized. Vague content should be avoided. Speaking to the point
and addressing the purpose helps in keeping the audience tuned.

9. Use Emotion: Use of emotions in speech helps to connect with the audience and
lay proper emphasis on the message to be delivered.

10. Humour: Humour helps to re-energise the audience and recapture their interest
n the subject. It eliminates boredom. However, humour should be used wisely
and on the basis of the context.

Elements of Effective/Confident Speaking

An effective speaking includes the following elements:
 a) Verbal Elements:

i) Make use of word pictures i.e. give speech a graphic quality by painting word
pictures to facilitate audience’s imagination.

ii) Use warm and impact words to connect with the audience.

iii) Use similes and metaphors to add impact to the presentation.

iv) Ensure smooth flow of the ideas.

b) Non Verbal Elements:

i) Wear formal dress and use simple accessories.

ii) Maintain proper eye contact.

iii) Use well timed gestures.

iv) Stand tall and straight.

v) Do not come very close to the audience.

c) Vocal Elements:

i) Speak with enthusiasm and sincerity.

ii) Avoid fast delivery.

iii) Adjust the volume of your voice.

iv) Use silence and pause effectively.

v) Articulate each word clearly.

Interviews
Interview is an interaction between two or more persons for a specific purpose in which the
interviewer assess the interviewee’s suitability for recruitment, admission or promotion.

Objectives of Interviews:

i) To select a person for a specific task.

ii) To monitor performance.

iii) To collect information.

 iv) To exchange information

v) To counsel.

Types of Interview
Depending on the objective and nature interviews can be categorized as:

1. Job Interviews: In job interview the employer wants to learn about the candidate’s
abilities and experiences and the candidate wants to learn about the position offered
and organization.

2. Information Interviews: In this interview the interviewer seeks facts that helps in
decision making and contribute to basic understanding. Information mainly flows in one
direction.

3. Persuasive Interviews: In this one person tells another about a new idea, product or
service and explains the why the other person should act on his recommendations. This
interview is often associated with selling.

4. Exit Interviews: In exit interview, the interview tries to understand why the interviewee
is leaving the organization or transferring to another department or division. A
departing employee can provide the insight into whether the business and the human
resource is being handled efficiently.

5. Evaluation Interviews: In this a supervisor periodically gives an employee feedback on

his performance. The supervisor and the employee discuss progress , achievement of
goals and improvements required.

6. Counselling Interviews: In this the supervisor asks and listens to the problems of the
employee and offers best possible help to overcome the problem in order to improve
the effectiveness of the employee.

7. Termination Interviews: In this interview a supervisor informs an employee of the

reasons for the termination of the latter and the interviewer tries to avoid any legal
involvement and also tries to maintain positive relation with the employee.

Skills and Attributes required in the interviewee

i) Technical Skills

ii) Analytical Skills

 iii) Career Objective

iv) Mental Agility

v) Interpersonal Skills

vi) Flexibility and Adaptibility

vii) Managerial and Leadership Skills

viii) Creativity

ix) Positive Attitude

x) Social Skills

xi) Honesty and Integrity

xii) Determination

xiii) Professionalism

xiv) Candidates readiness for learning

Factors responsible for failure in interviews

i) Arrogance

ii) Lack of subject knowledge

iii) Apathy

iv) Lack of confidence

v) Lack of clarity

vi) Lack of firmness

vii) Lack of leadership skill

Preparing for the interview

i) Brush your subject knowledge

ii) Know the organization and the job description

iii) Prepare your suitable CV

iv) Thorough knowledge on the claims made.

v) Know yourself i.e. proper self introduction, strengths , weaknesses and career
objectives.

vi) Proper dressing.

vii) Anticipate possible questions of HR and technical round and prepare answer
accordingly.