All About Presentation

8/8/2019 All About Presentation

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How to Make a

PresentationThis tutorial guides you througheach stage of giving a

presentation in English, from theinitial preparation to theconclusion and questions and

answers.


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What is a presentation?

A presentation is a formal talkto one or more people that "presents" ideas or informationin a clear, structured way.


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Introduction

All presentations have a commonobjective. People give presentationsbecause they want to communicatein order to:

inform

train

persuade

sell


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A successful presentation is one of themost effective ways of communicating

your message. And because English isso widely used in internationalbusiness, a working knowledge of thevocabulary and techniques used in anEnglish language presentation is avaluable asset.


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We w ill s tart by exp loring

the importance of preparation.

Aft e r that , we w ill con s id e rwhat equipment to use.

Th e n we w ill look athow to "deliver" a presentation.


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Aft e r d e liv e ry , we w ill ex amin ethe language of presentations,

be for e moving on to

the presentation itself.


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Aft e rw ard s , you w ill be invit e d to

take a test and ask questions.

Finall y, we w ill conclud e w ith

a review of what we havecovered.


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We will now begin

by exploring the importance of

preparationfor all presentation


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P reparation

Can you nam e th e 3 mostimportant things w h e n giving

an y p rese ntation?Nu mber 1 is P reparation

Nu mber 2 is P reparation!

Nu mber 3 is P reparation!!

P reparation is everything!


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W ith good preparation and planning you willbe totally c onfident and less nervous. Andyour audience will feel your confidence.

Your audience, too, will be confident. Theywill be confident in you . And this will giveyou c ontrol . Control of your audience andof your presentation. W ith control, you willbe 'in charge' and your audience will listenpositively to your message .


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O bje ctiv e

Before you start to prepare apresentation, you should ask yourself:

"Wh y am I making this presentation?"Do you need to inform, to persuade, totrain or to sell? Your objective shouldbe clear in your mind. If it is not clearin your mind, it cannot possibly beclear to your audience.


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Audi e nc e

"Wh o am I making this presentation to?"Sometimes this will be obvious, but not always. You should try to inform yourself.How many people? Who are they? Businesspeople? Professional people? Political people?Experts or non-experts? W ill it be a small,intimate group of 4 colleagues or a large

gathering of 400 competitors? How much dothey know already and what will they expect from you?


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e nu e

"Wh ere am I making thispresentation?" In a small hotel

meeting-room or a large conferencehall? What facilities and equipment areavailable? What are the seatingarrangements?


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Tim e and le ngth

"Wh en am I making this presentationand how long will it be?" W ill it be 5

minutes or 1 hour? Just before lunch,when your audience will be hungry, or just after lunch, when your audiencewill be sleepy?


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M e thod

How should I make thispresentation?" What approach should

you use? Formal or informal? Lots of visual aids or only a few? W ill youinclude some anecdotes and humourfor variety?


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Cont e nt

"Wh at should I say?" Now you must decide exactly what you want to say. First,you should brainstorm your ideas. You willno doubt discover many ideas that youwant to include in your presentation. But you must be selective. You should includeonly information that is relevant to youraudience and your objective. You shouldexclude all other ideas.


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You also need to create a title for yourpresentation (if you have not already beengiven a title). The title will help you tofocus on the subject.And you will prepare your visual aids, if youhave decided to use them. But remember,

in general, less is better than more (a littleis better than a lot). You can always giveadditional information during the questionsafter the presentation.


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S tructur e

A well organized presentation with aclear structure is easier for the

audience to follow. It is therefore moreeffective. You should organize thepoints you wish to make in a logicalorder. Most presentations areorganized in three parts, followed byquestions:


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B e ginning S hortintroduction

we lcom e y our audi e nc eintroduc eyour s u bje ct exp lain th es tructur e of your p rese ntation exp lain rul es

for q u es tion s


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M iddl e B ody of presentation

p rese nt th es u bje ct itse lf

End S hortconclusion

s ummariz eyour p rese ntation thank your

audi e nc einvit e

q u es tion s

Questions and Answers


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N ot es

When you give your presentation, you shouldbe - or appear to be - as spontaneous aspossible. You should not read your

presentation! You should be so familiar withyour subject and with the information that you want to deliver that you do not need toread a text. Reading a text is boring! Readinga text will make your audience go to sleep!So if you don't have a text to read, how canyou remember to say everything you need tosay?


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R e h e ar s al

Rehearsal is a vital part of preparation. You should leave time topractice your presentation two orthree times. This will have thefollowing benefits:


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you will become more familiar withwhat you want to say

you will identify weaknesses in yourpresentationyou will be able to practise difficult pronunciationsyou will be able to check the time that your presentation takes and make anynecessary modifications


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So prepare, prepare, prepare! Prepareeverything: words, visual aids, timing,equipment. Rehearse your presentationseveral times and time it.- Is it the right length?- Are you completely familiar with all your

illustrations?- Are they in the right order?- Do you know who the audience is?- How many people?- How will you answer difficult questions?- Do you know the room?- Are you confident about the equipment?


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When you have answered all thesequestions, you will be a confident,

enthusiastic presenter ready tocommunicate the subject of yourpresentation to an eager audience .


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Well, we've told you about the importance of

preparation. Let's turn now to the various types of

equipment used whenmaking presentations...


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Eq ui p m e nt

Ea s ily y our mo s t im p ortant p ie ce of eq ui p m e nt is ... YOU ! M ak e s ur e y ou'r e in full w orking ord e r, and ch e ck your pe rs onal

p rese ntation car e full y -if you don't, your audi e nc e w ill!


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Th e overhead projector( OHP ) di sp la ys overheadtransparencies ( OHT s or OHPT s ) . It ha s se ve ral advantag es ov e r th e 35 mm

s lid e p ro je ctor: it can be u se d in da y light th e u se r can fac e th e

audi e nc e th e u se r can w rit e or dra wdir e ctl y on th etran sp ar e nc y w hil e in u se


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Th e whiteboard

( mor e rar e lyblackboard or greenboard ) is a u se ful d e vic e for sp ontan e ou s w riting -a s in b rain s torming, for ex am p le . For

p rep ar e d mat e rial, th eOHP might be mor es uita b le


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Th e duster is u se d for cle aning th ew hit eb oard . It isesse ntial that th edu s t e r be cle an to s tart w ith . You ma y

con s id e r carr y ing your ow n du s t e r j u s t in ca se .


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M arkers ar e u se d for w riting on th ewhit eb oard ( d e lib le - y ou can re mov eth e ink ) or flip chart ( ind e lib le - y ou cannot re mov e th e ink ) . Th ey ar eu s uall y availa b le in b lu e , re d, b lack and gr ee n . Again, it' s a good id e a to carr y a sp ar e se t of mark e rs in ca seyou ar e giv e n s om e u se d on es w hich do not w rit e we ll.


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The flipchart con s is t s of se ve ral le av es of p a pe r that you 'flip ' or turn ov e r . S om e pe o p le p re f e r th eflip chart to th ewhit eb oard, b ut it s u se islimit e d to s mall e r p rese ntation s .


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Tran sp ar e nci es ar ep ro je ct e d by an ov e rh e ad p ro je ctor or a s lid e p ro je ctor onto a screen - in thi s ca se a folding

s cr ee n w hich can bep ack e d u p and tran sp ort e d .


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The notebook computeris incr e a s ingl y be ing u se d to di sp la y gra p hic s during p rese ntation s . It is oft e n u se d in con j unction w ith an ov e rh e ad p ro je ctor, w hich

actuall y p ro je ct s th e imag efrom th e com p ut e r s cr ee n onto th e w all s cr ee n .


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H andouts ar e an y docum e nt sor s am p les that you 'hand out'

or di s tri b ut e to your audi e nc e . N ot e that it is not u s uall y a good id e a to di s tri b ut ehandout s before your

p rese ntation. Th e audi e nc e w ill re ad th e handout s in s te ad of

lis te ning to you .


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S o much for equipment.Now we can consider thevarious techniques for d elivering a

presentation in English...


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D e live ry

'D e liv e ry ' re f e rs to th e w a y in w hich you actuall y d e liv e r or

pe rform or giv e y our p rese ntation . D e liv e ry is a vital a spe ct of all p rese ntation s . D e liv e ry is at le a s t a s im p ortant a s cont e nt, espe ciall y in a multi - cultural cont ex t .


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N e rv es

Most speakers are a little nervous at thebeginning of a presentation. So it is normalif you are nervous. The answer is to pay

special attention to the beginning of yourpresentation. First impressions count. This isthe time when you establish a rapport( )with your audience. During this time, try to

speak slowly and calmly. You should perhapslearn your introduction by heart. After a fewmoments, you will relax and gain confidence.


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This will also give you the opportunityto detect signs of boredom, disinterest

or even disagreement, allowing you tomodify your presentation asappropriate.


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B od y L anguag e

What you do not say is at least as important as what you do say. Your body is speakingto your audience even before you open your

mouth. Your clothes, your walk, your glasses,your haircut, your expression - it is fromthese that your audience forms its first impression as you enter the room.Generally speaking, it is better to standrather than sit when making a presentation.Be aware of and avoid any repetitive andirritating gestures.


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Be aware, too, that the movement of yourbody is one of your methods of control.When you move to or from the whiteboard,

for example, you can move fast or slowly,raising or reducing the dynamism within theaudience. You can stand very still whiletalking or you can stroll from side to side.What effect do you think these two different approaches would have on an audience?


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V oic e q ualit y

It is, of course, important that your audiencebe able to hear you clearly throughout yourpresentation. Remember that if you turnaway from your audience, for exampletowards the whiteboard, you need to speaka little more loudly. In general, you shouldtry to vary your voice. Your voice will thenbe more interesting for your audience. Youcan vary your voice in at least three ways:


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speed: you can speak at normal speed, youcan speak faster, you can speak more slowly- and you can stop completely! You canpause. This is a very good technique forgaining your audience's attention.intonation: you can change the pitch of your voice. You can speak in a high tone.

You can speak in a low tone.volume: you can speak at normal volume,you can speak loudly and you can speakquietly. Lowering your voice and speakingquietly can again attract your audience'sinterest.


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The important point is not to speak inthe same, flat, monotonous voice

throughout your presentation - this isthe voice that hypnotists( ) useto put their patients into trance( )!


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V is ual aid s

Of all the information that enters ourbrains, the vast majority of it enters

through the eyes. 80% of what youraudience learn during yourpresentation is learned visually (what they see) and only 20% is learnedaurally (what they hear). Thesignificance of this is obvious:


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visual aids are an extremely effectivemeans of communication

non-native English speakers need not worry so much about spoken English -they can rely more heavily on visualaids


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It is well worth spending time in the creationof good visual aids.But it is equally important not to overloadyour audience's brains. Keep the informationon each visual aid to a minimum - and giveyour audience time to look at and absorbthis information. Remember, your audience

have never seen these visual aids before.They need time to study and tounderstand them. W ithout understandingthere is no communication.


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Apart from photographs and drawings,

some of the most useful visual aids arecharts and graphs, like the 3-dimensionalones shown here:

P iecharts are circular in shape (like a pie).Barcharts can be vertical (as here) or horizontal.Graphs can rise and fall.


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Audi e nc e R e action

Remain calm and polite if you receivedifficult or even hostile questions

during your presentation. If youreceive particularly awkward questions,you might suggest that the questionersask their questions after yourpresentation.


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We've looked at delivery.Now we'll move on tothe language of

presentations in

English...


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Languag e

Sa y w hat you ar e going to s a y ,


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S im p licit y and Clarit y

If you want your audience to understandyour message, your language must besimple and c lear .Use short words and short sentences.Do not use jargon( ), unless you arecertain that your audience understands it.

In general, talk about concrete facts ratherthan abstract ideas.


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Use active verbs instead of passive verbs.

Active verbs are much easier to understand.They are much more powerful. Considerthese two sentences, which say the samething:1 .Toyota sold two million cars last year.2.Two million cars were sold by Toyota last

year.W

hich is easier to understand?W

hich ismore immediate? Which is more powerful ?No.1 is active and No.2 is passive.


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S ign p o s ting

When you drive on the roads, you knowwhere you are on those roads. Each roadhas a name or number. Each town has a

name. And each house has a number. If youare at house 100, you can go back to50 or forward to 150. You can look at thesignposts for directions. And you can look at your atlas( ) for the structure of theroads in detail. In other words, it is easy tonavigate the roads. You cannot get lost.


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But when you give a presentation, how canyour audience know where they are? Howcan they know the structure of yourpresentation? How can they know what iscoming next? They know because you tellt h em . Because you put up signposts forthem, at the beginning and all along t h eroute . This technique is called'signposting ' (or 'signalling').


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During your introduction, you should tellyour audience what the structure of yourpresentation will be. You might say

something like this:I llstart by describing the current position

in Europe. Then I ll move on to some of theachievements we ve made in Asia. After that

I ll consider the opportunities we see forfurther expansion in Africa. Lastly, I ll quicklyrecap( )before concluding with somerecommendations."


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A member of t h e audien c e c an nowvisualize your presentation like t h is:

Introdu c tion WelcomeExplanation of

structure ( now )Body Europe

Asia

AfricaCon c lusion Summing up

Recommendations


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He will keep this image in his head duringthe presentation. He may even write it down. And throughout your presentation, you willput up signposts telling him which point you

have reached and where you are going now.When you finish Europe and want to start Asia, you might say:" That' s all I hav e to s a y a b outEuro pe . Le t' s turn no w to As ia . "


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When you have finished Africa and want to

sum up, you might say:" We ll, we 'v e look e d at th e thr eecontin e nt s E uro pe , As ia and Africa . I'd lik e to s um u p no w . "And when you finish summing up and want to give your recommendations, you might say:

" What do es all thi s m e an for u s ? We ll, fir s tl y I re comm e nd ... "


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Th e ta b le be lo w lis t s u se ful exp ress ion s that you can u se to

s ign p o s t th e variou s p art s of your p rese ntation .

F unction Language

Introducing th e s u bje ct

I'd like to s tart by ... Le t' s be gin by ... Firs t of all, I'll ... S

tarting w ith...

I'll be gin by ...


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F unction Language

Fini s hing on e s u bje ct .. .

We ll, I'v e told you a b out ... That' s all I hav e to s a ya b out ...

We 'v e look e d at...

S o much for ...


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F unction Language

... and s tarting anoth e r

N o w we 'll mov e on to ... Le t m e turn no w to ... N ex t ...

Turning to...

I'd like no w to di s cu ss ... Le t' s look no w at ...


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F unction LanguageAnal yzing a

p oint and giving re comm e ndation s

Wh e re do es that le ad u s ?

Le t' s con s id e r thi s in mor ed e tail ... What do es thi s m e an for

AB

C? Tran s lat e d into re al te rm s ...


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F unction LanguageG iving an

ex am p le

For ex am p le , ...

A good ex am p le of thi sis ... As an illu s tration, ...

To giv e y ou an ex am p le ,...

To illu s trat e thi s p oint ...


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F unction LanguageD e aling w ith q u es tion s

We 'll be ex amining thi sp oint in mor e d e tail lat e r on ... I'd like to d e al w ith thi s

q u es tion lat e r, if I ma y... I'll com e b ack to thi sq u es tion lat e r in m y talk ...

P e rha ps y ou'd like to rai sethi s p oint at th e e nd ... I won't comm e nt on thi sno w ...


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F unction LanguageS ummarizing and concluding

In conclu s ion, ... R ight, le t' s s um u p , s hall we ? I'd like no w to re ca p ...

Le t' s s ummariz e b rie flywhat we 'v e look e d at ... Finall y, le t m e re mind

you of s om e of th e iss u eswe 'v e cov e re d ... If I can ju s t s um u p th emain p oint s ...


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F unction LanguageO rd e ring Firs tly... se condl y thirdl y

... la s tly... Firs t of all ... th e n ... n ex t ... aft e r that ... finall y... To s tart w ith ... lat e r... to fini s h u p ...


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T hat's all we have to say about the language of

presentations. Now, wewill conclude with a

review of what we havelearned...


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R eview

In this seminar, you have learned: to allo w p le nt y of tim e for p rep aration to a s k th e all - im p ortant q u es tion -word s , wh y? who? wh e re ? wh e n? ho w? and what?

to s tructur e y our p rese ntation into introduction, b od y , conclu s ion and q u es tion s

to w rit e not es b a se d on keyw ord s


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to re h e ar se y our p rese ntation se ve ral tim es and modif y it a s n e cess ar y

to se le ct th e right eq ui p m e nt for th e

j ob to u se eq ui p m e nt e ff e ctiv e ly to mak e u se of cle ar, p o we rful vis ual aid s that do not ov e rload your

audi e nc e to u se cle ar, s im p le languag e , avoiding j argon to u se activ e ve rbs and concr e te fact s


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to exp lain th e s tructur e of your p rese ntation at th e be ginning s o that your lis te n e rs kno w w hat to expe ct

to link e ach se ction of your p rese ntation to s ign p o s t your p rese ntation from be ginning to e nd s o that your lis te n e rskno w w h e re th ey ar e

to s a y w hat you ar e going to s a y , s a yit, and s a y w hat you hav e j u s t s aid


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to ov e rcom e y our n e rv es to es ta b lis h audi e nc e ra pp ort

to be a war e of your b od y languag e to control th e q ualit y of your voic e to maintain int e res t by var y ing th espee d, volum e and p itch of your voic e

to d e al w ith lis te n e rs ' q u es tion s p olit e ly to resp ond to your audi e nc e p o s itiv e ly


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S o much for the review of what you've learned. Next,we'll go to the s elf-a ss e ss ment te s t wherewe can evaluate your understanding...


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S elf-Assessment T estAre the following statementsT rue or F alse?

1 . An OHP is for th e di sp la y of 35 mm s lid es .

Tru eFal se

2 . A docum e nt di s tri b ut e d to an audi e nc e is call e d a 'handout' .Tru eFal se


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3 . Th e re ar e onl y two wa ys in which

we can modulat e our voic e.

Tru eFal se

4 . Eight y pe rc e nt of th e information that we a bs or b is a bs or be d vis uall y .Tru eFal se

5 . A b archart can be horizontal or ve rtical .Tru eFal se


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6 . Activ e ve rbs ar e mor e p owe rful than p a ss ive ve rbs .Tru eFal se

7 . S ign p o s ting is a te chni q u e u se d onl yduring th e introduction of a p rese ntation .Tru eFal se

8 . 'To re h e ar se ' m e an s 'to w rit e ' .Tru eFal se


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9 . It is im p ortant to giv e a s much information on a gra p hic a s p o ss ib le .Tru e

Fal se

10 . Ind e lib le mark e rs ar e int e nd e d for u se w ith flip chart s , not whit eb oard s .

Tru eFal se


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T hat concludes this tutorial on presentations in English. Hope

it has been useful to you.You may also download a freeS tudent Presentation Kit or afree T eacher Presentation Kit .

200 3 J o se f Essbe rg e r


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M or e by th e s am e author:CV s , R es um es and Cov e ring

Le tt e rs in Engli s hEngli s h P rep o s ition s L is t e dTo p Twe nt y B u s in ess V oca b ular y

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