Presentation

Module - 4
 The role of Business Presentation
• Anyone who plans a career in sales, training, or
education expects to make many oral
presentations to customer, employees, or
students etc.

• Almost everyone in business is required to give

presentation occasionally.

• The cost of ineffective presentation are

immense.
 Written versus Oral Presentation

• Written reports and oral presentations both play

important roles in helping an organization achieve its
objectives.

• An oral presentation may be made either in

conjunction with or in place of a written report.

• Effective communicators must recognize the

advantages and disadvantages of presenting business
information orally.
 Advantages of Oral Presentation
1) Oral presentation provide immediate feedback. Questions
can be answered & decisions can be made on the spot.
2) Speaker control over the pace of presentation, question the
audience to ensure attention and understanding and use
non verbal clues such as pauses, gesture and changes in
voice speed and volume to add emphasis.
3) Less work for listeners or audience. Listening is less
strenuous and often more enjoyable than reading.
4) Written report presents mostly more verbal clues whereas
the oral presentation is filled with a variety of verbal and
nonverbal clues to make comprehension easier & more
interesting.
Disadvantages of Oral Presentation

• Oral presentation are impermanent. They disappear

and within hours of delivery much of the information
presented has been forgotten. only hearing is the
opportunity to understand. (written report are
permanent record).

• Oral presentation often very expensive.

 Process of making Business Presentation

• Logical process for making oral presentation –

1) Planning
2) Organizing
3) Developing
4) Practicing
5) Delivering
 Planning the Presentation
• Planning tasks will give you important information
about degree of formality appropriate for situation.
The more formal the presentation, more time should
devote to the project.
• Steps under planning are as follow –
A. Determining the purpose
B. Analyzing the audience
C. Determining the timing
D. Method of delivery
 Determining the purpose
• Keeping your purpose uppermost in mind helps you
decide what information to include & what to omit,
in what order to present this information.
• Most business presentation have one of these four
purposes :
1) Reporting –updating the audience on some project or
event.
2) Explaining –detailing how to carry out a procedure.
3) Persuading – convincing the listeners to purchase or to
accept an idea you are presenting.
4) Motivating – Inspiring the listeners to take some action.
 Audience Analysis
• In addition to identifying such as demographic factors as
the size, age, and organizational status of your audience,
you will also need to determine their level of knowledge
about your topic and their psychological needs (values,
attitudes and beliefs).

• These factors provide clues to everything from the

overall content, tone, and types of example you should
use to the types of questions to expect and even the way
you should dress.

• Large audience require a more formal presentation.

 Timing of Presentation
• If possible schedule the presentation to permit
adequate preparation and to avoid inconvenience for
the audience.
• Consider two factors when scheduling presentations.
First , allow yourself enough time to prepare –
including gathering data, writing and revising,
producing visual aids, and practicing the
presentation.
• Second, consider the needs of your audience.
 Delivery Mode
• At some point during your planning , you must
decide on the method of delivery.
• Delivery methods depend on following questions
such as –
1) How long is your talk ?
2) How complex is the content?
3) How formal is the presentation?
4) With what method (or combination of methods )
are you most comfortable?
 Methods of Delivery
• There are three methods –

1. Memorizing – unless a presentation is short &

significant, memorizing an entire speech is risky
because presenter always run the risk of forgetting
the lines and thus ruining entire presentation if no
notes to fall back on. In addition, this method often
sound mechanical and do not let you adapt the
material to the needs of the audience.
 Contd…
2. Reading – reading speech is quite common in
academic and scientific setting, where professor or
researcher might be asked to read a paper at a
professional conferences. Reading from prepared
text is helpful if you’re dealing with highly complex or
technical topic . Such delivery is not recommended
for most business setting because the presenter ‘s
eyes are typically too much on the paper and not
enough on the audience .
 Contd..
3. Speaking from notes – out of three common
methods of presentation , speaking from notes is the
most common from business presentation. The notes
contain key phrases rather than complete sentences.
The notes help ensure that you will cover all the
material and in a logical order; yet this method
provides enough flexibility that you can adapt your
remarks in reaction to verbal and nonverbal cues
from audience.
 Organizing the Presentation

• For most presentation , the best way to begin is

simply to brainstorm.
• Write down every point that might be included in
presentation.
• Don’t worry about the order or format – just get it all
down.
• Later separate your notes into three categories :
Opening , Body and Ending .
• As you begin to analyze or organize your material,
you may find that you need additional information.
 The Opening
• The purpose of the opening is to capture the
interest of audience .
• Opening should introduce the topic, identify the
purpose & preview the presentation.
• Effective opening include a quotation, question,
hypothetical situation, story or visual aid.
• Opening is so crucial that many professionals
write the entire opening & practice it word by
word until they are extremely familiar with it.
 The Body
• The body of presentation convey the real content.
• Here the presenter develop the point introduce in the
opening, giving background information, specific
evidence, example, implication, consequences and other
needed information.
• Organize the body logically according to the topic and
the audience needs.
• Establish the credibility by convincing the listeners with
proper facts, example, actual experiences & support from
expert.
• Avoid saturating the presentation with so many facts &
figure which audience won’t be able to absorb them.
 The Ending
• The ending of presentation is the last opportunity to
achieve the objectives .
• Don’ waste it.
• Closing should summarize the main points of
presentation, especially if it has been a long one.
• To add punch to ending, presenter may use one of the
same techniques discussed for opening a presentation.
• Finish on a strong, positive note, leaving your audience
with a clear and simple message.
 Developing Visual Aids
• The key to effective use of visual aids are to use them
only when needed.

• Keep visual aids simple and readable.

• Avoid using too many visual aids.

• Novice presenters sometimes use them as a crutch.

• Use visual aids only when they will help the audience
grasp an important point.
 Contd…
• Practice using your visual aids smoothly & effectively.

• Even the best visual aid will not be effective if it is not

used properly during the presentation or if the equipment
doesn’t work.

• Be prepare to give your presentation without visual aids

if necessary.
 Practicing the Presentation
• Use appropriate language, voice qualities, gesture and
posture.
• Simple language, shorter sentences and simple
vocabulary should be used for oral presentation because
listener has only one chance to comprehend the
information presented.
• A large mirror & tape recorder can be use for practicing.
• Mirror can help in appropriateness of posture, facial
expression and gesture.
 Contd…
• By using tape recorder , presenter can work on his/her voice
qualities (especially speed & pitch), pauses, grouping of
words & phrases, & pronunciation.
• Use humor only when appropriate and only if you are effective
at telling amusing stories.
• Avoid annoying and distracting mannerism & gesture such as
jingling coins and keys in your pocket, coughing and clearing
your throat excessively, wildly waving your hand etc.
• Practice smiling occasionally, standing tall and naturally, with
the body balanced on both the feet. Rest your hands on the
podium or in any natural quite position.
• Your voice & appearance should reflect professionalism,
enthusiasm and self – confidence.
 Delivering the Presentation
• Your clothing is a part of the message you communicate
to your audience, so dress appropriately – in comfortable
and business like attire.
• If needed, use a microphone effectively.
• Maintain eye contact with the audience, including all
corners of the room in your gaze.
• To avoid anxiety, practice extensively, develop a positive
attitude and concentrate on the friendly faces in the
audience.
• Plan your answers to possible questions ahead of time.
Listen to each question carefully and address your
answer to the entire audience.
 Contd…
• You should know your presentation well enough that you
can maintain eye contact easily with your audience,
taking care to include members in all corners of the
room.
• If you lose your place in your notes or script, relax & take
as much time as you need to regroup.
• If your mind actually does go blank, try to keep talking –
even you can repeat what you’ve just said and extra time
may jog your memory. If this doesjfjn’t work, simply skip
ahead to another part of your preszentation that you do
remember, then come back later to the part you omitted.