Chapter 9 - Preparing and Delivering Presentations

Copyright 2012 Dorling Kindersley (India) Pvt.
Ltd
Business Communication for Managers/ Payal Mehra
Chapter 9
Business Communication for

Managers
Payal Mehra
Chapter 9: Preparing and Delivering Presentations
Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Chapter 9
Types of Presentations
Based on their basic purpose, presentations are divided into:
Informative presentations
Persuasive presentations
Motivational presentations
Based on the audience profile, presentations are divided into:
Internal presentations
External presentations
Based on the time available to prepare, presentations are divided into:
Impromptu presentations
Planned presentations

Chapter 9
Which kind were these?
2020
Computers should replace teachers
My favorite anything
An organization is as good as its people
Celebrities as brand ambassadors

Chapter 9
What is a Successful Presentation?
Coping with fear

Making the presentation interesting and creative for the audience
Connecting with the audience
Handling questions with ease
Structuring the presentation
Delivering effectively

Chapter 9
Components of a Presentation
Title
Subject
Purpose
Content

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
Predisposition towards the speaker

Chapter 9
Gaining Information about the Audience
Ask the source
Contact audience representatives
Read relevant materials

Chapter 9
Steps to Deal with a Less Knowledgeable Audience

Give
complete background information
Define
terms of reference
Incorporate
Explain
Use
more visuals
each visual in detail
less jargon

Chapter 9
Steps to Deal with a Knowledgeable Audience

Give
limited background information
Focus
Use
on analysis and interpretation
appropriate jargon
Have
fewer visuals
Avoid
unnecessary explanations of visuals
10

Chapter 9
Kinds of Characteristics of the Audience

An audience can be a combination of the following characteristics:
Friendly
Indifferent
Neutral
Involved
Hostile
11

Chapter 9
Attention Span of an Audience
12

Chapter 9
The Components of an Audience to be Taken into

Account
Demographic
characteristics
Audience
size
Audience
age
Audience
designation
Audience
gender
13

Chapter 9
Preparation and Delivery of Presentation

Collecting information
Library
Newspaper
Internet
Primary sources
Organizing information
Framing
Mind map
Pyramid principle
14

Chapter 9
Mind Map
15

Chapter 9
A Pyramidal Arrangement of Ideas
16

Chapter 9
Characteristics of a Good Speaker

A good speaker is one who:
Is
well-prepared
Takes audiences concerns into consideration
Makes allowances for disruptions
Anticipates questions
Incorporates a conversational style, wit, and humour in the
presentation
Shows no artificial pretensions
17

Chapter 9
Structure of a Presentation
18

Chapter 9
Monroes 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
speakers purpose. The sequence consists of five steps:
Attention
Need
Satisfaction
Visualization
Action
19

Chapter 9
The Attention-Interest-Desire-Action (AIDA)

Structure
The AIDA model is mainly used for sales presentations. It depicts a
sequence similar to Monroes motivated sequence:
Attention
Interest
Desire
Action
20

Chapter 9
Opening the Presentation

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
points.
an outline of the presentation and introducing the salient
Delivering
an icebreaker.
Beginning
with something imaginative, like an experiment, a surprise,

or a striking visual.
21

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
Chronological technique
Cause-and-effect method
Comparison and contrast technique
Advantage and disadvantage method
Problem and solution method
Component approach
Spatial approach
Combination approach
22

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
speakers standpoint becomes clear with a good ending.
It
has a binding effect similar to a well-made sandwichthe 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.
23

Chapter 9
Strategies to Close Presentations Successfully
typical ending
quick recapa reminder of the key points
motivational thought
An
24
action-oriented ending

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
Presentation
time
Opening
Middle
Conclusion
25

Chapter 9
Symptoms of Stage Fright

Trembling
hands
Trembling voice
Halting voice
Choking voice
Long gaps while speaking
Dry throat
Shifty eyes
Tense expression on face
Too much pacing
High pitched voice
No smile and expressionless face
Wringing hands
Drooping shoulders
Sweat on face and clammy hands
Dropping sheets/ chalk/ pen
26

Chapter 9
How to Successfully Deal with Stage Fright

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.
Breathe easy. Take a deep breath before starting.
Do not over-prepare.
Do not attempt to memorize the presentation.
Smile when entering the presentation venue.
Acknowledge the audience.
Include pleasantries before starting.
27

Chapter 9
How to Successfully Deal with Stage Fright

(Continued)
During the presentation:
Make
eye contact.
Speak
Do
slowly.
not panic if you forget something. Switch to another point.
Involve
Listen
28
the audience. This eases the pressure on the speaker.
carefully and calmly to questions and counter-arguments.

Chapter 9
An Ideal Presenter
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.
29

Chapter 9
Characteristics of a Passive Speaker

Soft
voice
Expressionless
No
face
smile
Little
or no voice modulation
Insignificant
content
Dull
and insipid manner
Low
on energy and enthusiasm
Lacking
creativity
Lacking
any visible effort
Poor
30
audience
Chapter 9
Characteristics of an Aggressive Speaker

Loud
Too
voice
many expressions
Excessive
Too
geniality
much voice modulation
Fluffing
and flannelling
Misplaced
Voluble,
enthusiasm
if incoherent
Misplaced
creativity
Unnecessary
Tendency
31
effort
to dominate the audience and browbeat them

Chapter 9
2V Model of Presentation
32

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
33

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.
34

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.
35

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.
36

Chapter 9
Qualities of an Effective PowerPoint Presentation
Clarity
Conciseness
Simplicity
37

Chapter 9

Chapter 9 - Preparing and Delivering Presentations

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Copyright 2012 Dorling Kindersley (India) Pvt.

Business Communication for

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Which kind were these?

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

What is a Successful Presentation?

Coping with fear

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Predisposition towards the speaker

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Gaining Information about the Audience

Ask the source

Contact audience representatives

Read relevant materials

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Steps to Deal with a Less Knowledgeable Audience

complete background information

each visual in detail

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Steps to Deal with a Knowledgeable Audience

limited background information

on analysis and interpretation

unnecessary explanations of visuals

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Kinds of Characteristics of the Audience

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Attention Span of an Audience

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

The Components of an Audience to be Taken into

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Preparation and Delivery of Presentation

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

A Pyramidal Arrangement of Ideas

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Characteristics of a Good Speaker

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Monroes Motivated Sequence Presentation Pattern

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

The Attention-Interest-Desire-Action (AIDA)

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Opening the Presentation

the topic and speaker to the audience.

the reasons as to why they should listen to the

the aims of the presentation.

how the presentation will be helpful to the audience and

an outline of the presentation and introducing the salient

with something imaginative, like an experiment, a surprise,

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

The Middle of a Presentation

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

The Ending of a Presentation

members generally love a summary at the end of the

speakers standpoint becomes clear with a good ending.

has a binding effect similar to a well-made sandwichthe top and

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd

Strategies to Close Presentations Successfully

quick recapa reminder of the key points

Copyright 2012 Dorling Kindersley (India) Pvt. Ltd