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Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business Communication for Managers/ Payal Mehra Chapter 9
Chapter 9 - Preparing and Delivering Presentations.ppt
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Slide 1Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd
Business Communication for Managers/ Payal Mehra
Chapter 9
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Informative presentations
Persuasive presentations
Motivational presentations
Internal presentations
External presentations
Based on the time available to prepare, presentations are divided
into:
Impromptu presentations
Planned presentations
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Celebrities as brand ambassadors
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Coping with fear
Connecting with the audience
Handling questions with ease
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Audience Analysis
Once the purpose of the presentation is clear, the next immediate
concern is to identify the characteristics of the audience.
Popularly called audience analysis, this deals with the
following:
Demographic characteristics
Learning profile
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Ask the “source”
Contact audience representatives
Read relevant materials
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Give complete background information
Define terms of reference
Use less jargon
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Give limited background information
Use appropriate jargon
Have fewer visuals
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
An audience can be a combination of the following
characteristics:
Friendly
Indifferent
Neutral
Involved
Hostile
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
The Components of an Audience to be Taken into Account
Demographic characteristics
Audience size
Audience age
Audience designation
Audience gender
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Collecting information
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
A good speaker is one who:
Is well-prepared
Makes allowances for disruptions
Incorporates a conversational style, wit, and humour in the
presentation
Shows no artificial pretensions
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Monroe’s Motivated Sequence Presentation Pattern
The motivated sequence presentation pattern devised by A.H.Monroe
derives its name from the fact that the normal processes of human
thinking motivate an audience to respond affirmatively to the
speaker’s purpose. The sequence consists of five steps:
Attention
Need
Satisfaction
Visualization
Action
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
The Attention-Interest-Desire-Action (AIDA) Structure
The AIDA model is mainly used for sales presentations. It depicts a
sequence similar to Monroe’s motivated sequence:
Attention
Interest
Desire
Action
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
An effective beginning of a presentation consists of the
following:
Introducing the topic and speaker to the audience.
Outlining the reasons as to why they should listen to the
presentation.
Discussing the aims of the presentation.
Illustrating how the presentation will be helpful to the audience
and what they can expect from it.
Giving an outline of the presentation and introducing the salient
points.
Delivering an icebreaker.
Beginning with something imaginative, like an experiment, a
surprise, or a striking visual.
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
The Middle of a Presentation
Once an initial connection has been established, the presenter can
move to explaining the key features of the talk. There are many
ways to do this:
General to specific approach
Specific to general approach
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
The Ending of a Presentation
Audience members generally love a summary at the end of the
presentation. It helps them remember the important points mentioned
during the presentation.
The speaker’s standpoint becomes clear with a good ending.
It has a “binding” effect similar to a well-made sandwich—the top
and lower slices of bread can be compared to the opening and
closing parts of a presentation, while the “filling” is the middle
part.
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
A typical ending
A motivational thought
An action-oriented ending
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Delivery Outline
Just before the presentation is given, the speaker should prepare a
delivery outline. This is a point-wise enunciation of the
presentation in the sequence in which it will occur. The following
is an example of a good delivery outline:
Topic
Audience
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Wringing hands
Drooping shoulders
Dropping sheets/ chalk/ pen
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Before the presentation:
Consider the audience to be a friend and not an enemy.
Drink a glass of water to calm frayed nerves. Keep another glass
handy.
Stretch the facial muscles, perhaps by chewing gum.
Positive self-talk is helpful.
Do not over-prepare.
Smile when entering the presentation venue.
Acknowledge the audience.
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
During the presentation:
Make eye contact.
Speak slowly.
Do not panic if you forget something. Switch to another
point.
Involve the audience. This eases the pressure on the speaker.
Listen carefully and calmly to questions and
counter-arguments.
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Good presenters are perceived as more intelligent and smart.
Good presenters are perceived as possessing better leadership
abilities.
Good presenters are perceived as better candidates for recruitment
as well as promotion.
Good presenters are more confident.
Good presenters possess a strong sense of self-worth.
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Soft voice
Expressionless face
No smile
Insignificant content
Lacking creativity
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Communication for Managers/ Payal Mehra
Chapter 9
Loud voice
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Communication for Managers/ Payal Mehra
Chapter 9
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Vocal Cues
The vocal quality of the speaker determines the vocal impact he or
she has. Vocal quality includes the following:
Tone
Pitch
Volume
Speed
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Four Friendly Eyes Approach to Good Eye Contact
Find four friendly sets of eyes at the four corners of the
presentation hall and make eye contact periodically with each of
them. This gives the impression of covering the audience in all
four directions. This can be further illustrated through the
following figure.
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
The Z Approach to Eye Contact
Visualize the audience seated in the form of a rectangle or a
square. The row at the back and front are connected by a diagonal.
The eyes should traverse to and fro in the form of a Z. This is
further illustrated through the following figure.
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Handling Questions
An effective technique for answering questions and maintaining the
interest of the audience is a three-step process:
The first step is to listen to the question carefully. Do not
interrupt the questioner at this stage.
The next step is to paraphrase the question. This has two
advantages. First, the speaker is able to correctly understand what
the questioner is intending to ask. This reduces the chance of
misunderstanding. Second, this gives the speaker some time to
mentally prepare a suitable response to the question.
The third step is to give the answer to the entire audience.
Addressing your response only to the questioner makes the rest of
the audience restless and talkative, reducing the seriousness of
the presentation.
Copyright © 2012 Dorling Kindersley (India) Pvt. Ltd Business
Communication for Managers/ Payal Mehra
Chapter 9
Clarity
Conciseness
Simplicity