Chapter 9 - Preparing and Delivering Presentations.ppt

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
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
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Celebrities as brand ambassadors
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Coping with fear
Connecting with the audience
Handling questions with ease
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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
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Ask the “source”
Contact audience representatives
Read relevant materials
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Give complete background information
Define terms of reference
Use less jargon
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Give limited background information
Use appropriate jargon
Have fewer visuals
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An audience can be a combination of the following characteristics:
Friendly
Indifferent
Neutral
Involved
Hostile
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The Components of an Audience to be Taken into Account
Demographic characteristics
Audience size
Audience age
Audience designation
Audience gender
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Collecting information
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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
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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
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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
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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.
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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
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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.
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A typical ending
A motivational thought
An action-oriented ending
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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
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Wringing hands
Drooping shoulders
Dropping sheets/ chalk/ pen
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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.
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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.
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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.
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Soft voice
Expressionless face
No smile
Insignificant content
Lacking creativity
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Loud voice
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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
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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.
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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.
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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.
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Clarity
Conciseness
Simplicity

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Chapter 9 - Preparing and Delivering Presentations.ppt