What is Presentation?

It is an activity in which
someone shows, describes or
explains something to a group of
people.
 Presentation Types:
Purpose and Audience
 Purpose
Presentations that Inform
Presentations that Persuade
Presentations that Entertain
Presentations That Inform

Most informal presentations use a

form of narrationstorytellingand
chronological and descriptive patterns
of organization that conform to the way
most people observe and remember
things.
 Guidelines to effectively use the
chronological pattern of presentation:

1. Include the Audience

2. Use Explicit Transitions
3. Make a Point
Two principal characteristics of effective use
of the descriptive pattern of presentation:
1. Being Specific
- select words that will convey your
meaning as precisely your audience
requires.

2. Using Analogies
- describing something that will be unfamiliar
to your audience, begin by relating it to
something familiar.
Organizational Structure of Presentation:
Direct form of Presentation
- when your audience will welcome what
you have to say
Inductive order of Presentation
- when your audience is likely to object
to your message
Presentations That Persuade

When the main purpose of

your presentation is to persuade, use
the same basic pattern that you
would use in writing a persuasive
message.
Presentations That Entertain
Speaking for the sole purposes of
entertaining is not usually appropriate in
business. Whether your purpose in speaking
is to inform or persuade, however, a little
comic relief almost always makes a
presentation more enjoyable and therefore
more effective.
Tips in telling stories and jokes
in a presentation:
1. Stories and jokes can be effective
icebreakers
2. Make sure that your material is current.
3. Keep the entertainment material related to,
but separate from your main message.
4. Keep the material in good taste.
The Audience
The audience is an important
variable in any communication
situation; as a rule, however, analyzing
an audience for an oral presentation is
easier than analyzing an audience for a
written message. `
 Attributes of an audience
that will have the greatest influence on
a presentation :

1. Audience Size
2. Audience Attitude
3. Audience Knowledge
Audience Size
The size of the audience is an
important influence on any presentation.
In general, the larger the group, the
more difficult it is to satisfy everyone.
Sometimes, just gaining the attention of
a large group can be a challenge.
 Three (3) most important qualities of large
audiences that cause problems for presenters:
1. The members of a large group are less
cohesiveless willing to stick
togetherthan members of a smaller
group.

2. The members of a large group are likely

to have less in common with one another
than members of a small group.

3. The members of a large group have a

greater variation in attitudes, knowledge
about the subject, and educational level
than members of a smaller group.
Audience Attitude
In a presentation the audience may
Like you and like your subject.
Like you but dislike your subject.
Dislike you but like your subject.
Dislike both you and your subject.
Like or dislike you and be neutral
about your subject.
Be neutral about you and like or
dislike your subject.
Be neutral about you and your
subject.
Audience Knowledge
What does your audience already know about
your subject?
What is the typical educational level of those in
the audience?

The answers to these questions

determine what you will need to do to
adapt your presentation to fit a
specific audience.
Tips in making your audience understand
complex or unfamiliar subjects:

1. Use a vocabulary that everyone will

understand.
2. Explain technical terms.
3. Make your organizational plan obvious,
and make transitions clear.
4. Repeat and emphasize key points.
Stages in Presenting:
1. Planning
2. Establishing Credibility
3. Delivering the Message
4. Obtaining Feedback
Presentation Skills
Planning

- thinking before you speak

 Steps in Planning:

1. Know Your Subject

2. Be Positive
3. Rehearse
4. Be clear, truthful, and
interesting.
Establishing Credibility

long-term credibility
short-term credibility
Fundamental rules in delivering a
message to a group:
1. Relax.
2. Involve everyone.
3. Be enthusiastic.
4. Stick to the subject.
Delivering the Message
The way you deliver it will also
have an influence on its reception.
 Obtaining Feedback
Why is it necessary?

1. To make sure that your audience is hearing and

understanding your message.

2. To help you do a better job on your next

presentation.
To ensure that everyone is hearing
and understanding you

Use eye contact

Invite questions.
To obtain feedback for the objective of
doing a better job with your next
presentation

Analyze the audiences questions.

Invite evaluation.
Preparation and Support
(Formal Presentations)
 Formality
and
Expectations
Common business presentations listed
in order of decreasing formality:

Public speech or lecture.

Sales presentation.
Education and training
presentation.
Discussion sessions.
Informal oral reports.
Presentation Support
Notes
Paraphernalia (Visual Aids)
Chalk and White Boards
Display Boards
Flip Charts
Projectors
Handouts
Models
Basic rules in using chalk and
white boards:
1. Write legibly.
2. Keep the message simple.
3. Stay out of the way, and speak to
the group.
4. Erase the board when finished.
Kinds of Projectors:
Overhead projectors
Computer-based projection
systems
Opaque projectors
Slide projectors
VCR and TV systems
Film projectors
 Uses of Handouts:
1. To provide details you dont have time to cover.

2. To illustrate specific points of your presentation.

3. To serve as worksheets for your audience.

4. To outline the key points of your presentation

and thus help your audience follow your
message more easily.

5. To provide a summary of your

presentation.
6. To provide statistical data or other information
that supports your generalizations.

7. To present information that is too complex to

present with other special techniques.

8. To obtain the feedback you need to determine

whether the audience understood your
message or to help you do a better job with
your next presentation.
Delivery Preparation
1. Make sure that you are thoroughly
familiar with your subject.

2. You need to have a good understanding of

your audience and the context in which
you will be speaking.
Three cornerstones:
know your material
know your audience
know your objective.

In addition...
cultivate a good speaking voice
Tape your presentation as you plan
to give it and check the it for

Enunciation.
Modulation.
Paralanguage.
Projection.
Coping with Stage Fright

Practice is the most reliable cure for

stage fright
 While you are rehearsing your presentation,
keep the following points in mind:

1. You were asked to make the presentation because

you know something about the subject that the
audience does not

2. Your subject and your audience are more

important than you are.

3. No presentation is perfect.

4. You cannot please all the people all the

time.
One last thing to do is create
a Circle of Excellence for
yourself.
To create your Circle of Excellence, do
the following:

1. Visualize a circle on the floor in front of

you. Make it large enough for you to step
into it comfortably, and picture it as a
color that appeals to you.
2. Think about a specific time you felt completely
confident. When you can remember exactly
what it felt like to be that confident, step into
your Circle of Excellence, and, using a loud
internal voice, anchor the feelings with a code
word, such as Now.

3. Hold those feelings for a moment, and then

step out of the Circle of Excellence, and
think about something else for a minute.
4. Recreate your visualization of the Circle of
Excellence, and repeat Steps 2 and 3 using a
different time you felt completely confident.
Use the same code word to anchor your feelings
into the Circle of Excellence.

5. Repeat Steps 2, 3, and 4 using feelings of

competencerecapture the feelings you
associate with doing things very well. Use the
same code word to set the anchor for
feelings of competence.
6. Take a break for a few minutes and then test
your Circle of Excellence by visualizing the
circle and then stepping into it while saying
your code word. You may strengthen the
association among the Circle of Excellence,
your code word, and the feelings of confidence
and competence by repeating the exercise at
intervals.
 Delivering the Message
When the day and time of your presentation
arrives, arrive sufficiently early to check the
room and equipmentor to set up, if you
have that responsibility as well.
Check the Following:

1. The room arrangement.

2. The lighting.
3. The sound system.
4. Audiovisual equipment.
5. Your appearance.
 Remember...
When your time to speak arrives, walk confidently
to the lectern without speaking.

Create your Circle of Excellence as you approach

the lectern, and then step into it, and say your code
word to yourself.

Plant your feet firmly, with your left foot

pointed straight ahead and your right foot
with your toes pointed out at a 45-degree
angle.
 Dos and Don'ts
Do not apologize for it or make any comment
that suggests that you are inexperienced or
poorly prepared

Concentrate on your message and your

audience.

If your throat gets dry, drink water rather

than coffee or carbonated drinks
 Before you speak, look at the audience, starting by
looking at the people seated in the front on your
left. Let your eyes gaze down the left side of the
audience, across the back row, and then back to the
front along the right side.

If you have been introduced, be sure to thank the

person who introduced you.

While you speak, watch the audience for

signs that everyone can hear you and
follow what you are saying.
 Move naturally, but until you are an accomplished
speaker, avoid moving and talking at the same
time.

Use natural pauses in your presentation to move

from one location to another, plant your feet, and
begin speaking again.

Gesture naturally, but remember that the

larger your audience, the bigger your
gestures need to be.
Organizational pattern of
presentation:

Opening
Body
Closing
Typical openings:

A joke
A story
Background information
A preview
A benefit
A special goodwill statement
Body
The body of the presentation
consists of the facts, figures, and
principles you wish to convey.

- Tell the audience how each part

contributes to the whole, and how the
whole is equal to the sum of its parts.
 Transitions that appear artificial in
written messages are beneficial in oral
presentations

Now that we have seen how X influences

Y, lets briefly consider how X influences
Z.

Whenever you have resistance to

overcome, or when you wish to
persuade an audience to change
opinions or behavior, build your case
slowly and carefully.
 Some redundancy is essential
End with a bang rather than a
whimper, a flourish rather than a
fade-out.

1. Avoid quitting before you are finished.

2. Invite questions.
3. Summarize key points.
4. Be specific about desired actions.
5. Be positive and forward-looking.
6. Conclude when you say you will.
 Telephone
is a telecommunication device that
permits two or more users to conduct a
conversation when they are too far apart to
be heard directly.

Telecommunication
occurs when the exchange of
information between two or more
entities (communication) includes
the use of technology.
Nine (9) Telephone Communication
Skill for Customer Service
1. Adopt a Positive Tone
2. Clear Enunciation
3. Be Sincere
4. Use the Name
5. Use Body Language
6. Listen Attentively
7. Stay focused
8. Offer the option of holding
9. Leave the Customer Satisfied
Adopt a Positive Tone
Projecting an enthusiastic, natural, and
attentive tone while on the phone can
help a customer feel comfortable during
a conversation.

smile as you greet the person on

the other line
be aware of your vocal qualities
throughout the call
Clear Enunciation
The ability to understand what someone
is saying on the phone separates a
productive conversation from one filled
with tension.

enunciate and use simple words

and phrases.
avoid slang and filler words.
avoid chewing gum or eating
Be Sincere
Starting with the greeting,
conversations over the phone must be
sincere. Say hello and be genuine

avoid scripted greetings

state the companys name, your
name, and offer your assistance
 Avoid phrases such as I dont
know, I cant do that, or Just a
second.
Specify how long completing a task
will take
State what you can do rather than
what you cannot
Use the Name

As soon as you receive a customers

name, use it.

DONT ABUSE IT.

Use body language

Physical activity puts energy and vitality

into your voice.
Listen Attentively

Listen more, talk less and, above

all, don't interrupt.
Stay focused

Ask questions that force you to

concentrate on what is being said
and indicates your interest in the
customer's needs.
Offer the option of holding

Before placing a prospect or

customer on hold, ask if they would
care to hold or would prefer to have
you call back later.
Leave the Customer Satisfied

As with most things, finishing a

conversation on the right note can
create lasting positivity and a satisfied
customer.

ask the customer

answer any final questions
provide any information
Finishing a conversation in a positive
manner can transform what may have
started as an angry phone call to a
pleasant experience for the customer