PRESENTATION
Successful Oral Presentation
In your personal life and in the world of business, you orally communicate with your customers, colleagues, associates, superiors, employees, employers and others. But this communication does not need any special preparation as this is simply a face to face conversation in which you can convey your message very easily and without any hesitation. However, at certain occasion you have to talk to a big audience such as employees to convince them to do hard work and customer to trust you.
Definition
The action of communication in which one speaker is doing most of the sending and a number of listeners are doing most of the receiving is known as oral presentation
Successful Oral Presentation
Oral presentation creates mutual understanding between audience and speaker so you will have to give yourself some time to improve your oral presentation skills. For oral presentations, you need the different steps to be effective in your oral presentation. These steps are the following.
• Stages for preparing oral presentations.
• Types of oral presentations.
• Art of delivering the oral message.
• Delivering the speech.
• Nonverbal delivery.
The Three Step Oral Presentation Process
Regardless of your job or the purpose of your presentation, you will be more effective if you adopt an oral presentation process that follows these threes steps:
1. Planning your presentation
2. Writing your presentation
3. Completing your presentation
The content and style of speeches and presentations vary, depending on your purpose.
Planning Oral Presentation
Planning oral presentations is much like planning any other business message: it requires analyzing your purpose and your audience, investigating necessary information, and adapting your message to the occasion and your audience so that you can establish a good relationship.
The four basic purposes for giving a presentation are to inform, to persuade, to motivate, and to entertain. Here are sample statements of purpose for business preventative:
To Inform
Here your objective is to clarify, explain a process as a teacher, delivers a lecture to inform. In brief, at the conclusion of your message you hope, your listeners have a better comprehension of an issue, an idea, a process and a procedure that you have talked about.
• To inform the accounting department of the new remote data-access policy.
• To explain to the executive committee the financial ramifications of Omni Group’s takeover offer
To Persuade
Gaining willing acceptance of an idea is objective to persuasion. Note that the key word here is willing. Your goal is that after you have finished your presentation, listeners will accept your proposal. You hope they will do as you ask them to do. To persuade potential customers that our bank offers the best commercial banking services for their needs
To Motivate
To motivate the sales force to increase product sales by 10 percent.
To Entertain
In this type of presentation your purpose is to entertain an audience. Gear the content, organization, and style of your message to your audience’s size, background, attitudes, and interests.
Audience Analysis
A. Determine audience size and composition
1. Estimate how many people will attend.
2. Consider whether they have some political, religious, professional, or other affiliation in common.
3. Analyze the mix of men and women, age ranges, socioeconomic and ethnic groups, occupations, and geographic regions represented.
B. Predict the audience’s probable reaction
• Analyze why audience members are attending the presentations
• Determine the audience’s general attitude toward the topic i.e. interested, moderately interested, unconcerned, open-minded, or hostile.
• Analyze the mood that people will be in when you speak to them.
• Find out what kind of backup information will impress the audience i.e. technical data, historical information, financial data, demonstrations, samples, and so on.
• Consider whether the audience has any biases that might work against you.
• Anticipate possible objections or questions.
C. Gauge the audience’s level of understanding
1. Analyze whether everybody has the same background and experience.
2. Determine what the audience already knows about the subject
3. Decide what background information the audience will need to understand the subject better.
4. Consider whether the audience is familiar with your vocabulary.
5. Analyze what the audience expects from you.
6. Think about the mix of general concepts and specific details you will need to present.
Writing Oral Presentation
Main Ideas or Content
Brainstorm your ideas first. Then decide which ideas are more relevant and appropriate to your audience and to your objective. Carryout any research that is necessary. Be selective, your first list of ideas may be disorganized. Later you can select those ideas that are workable. Don’t think this initial structure will be your final version.
The main ideal is to point out how the audience can benefit from your message. Convince audience that reorganizing the data-processing department will improve customer service and reduce employee turnover.
• Convince audience that we should build a new plant in Lahore to eliminate manufacturing bottlenecks and improve production quality.
• Address audience’s concerns regarding a new employee health-care plan by showing how the plan will reduce costs and improve the quality of care
Limit your scope
Effective presentation focuses on audience's need but also tailor messages to the time allowed.
• In one minute, the average speaker can delivery about one paragraph or 125 to 150 words.(7500 to 9000 wph)
• Fit your oral presentation to the time allotted.
• Introduction
• Conclusion
• Time to each point
• 10 minutes presentation / one hour
Choose Your Approach
With a well defined idea you begin to arrange your message
• Structure a short oral presentation like a letter or a memo
• Organize language speeches and presentations like formal reports.
• For bad news or persuasive plan to arouse interest or give a preview
Long presentation
Organize longer speeches and presentations like formal reports. If purpose is to entertain motivate or to inform, use direct order and a structure imposed naturally by the subject. Importance, sequence, chronology, spatial orientation, geography or category. If you purpose is to analyze, persuade or collaborate organize your material around conclusions and recommendation or around a logical arguments. Use direct order if the audience is receptive use indirect if you expect resistance. Regardless of the length of your presentation, bear in mind that simplicity of organization is valuable in oral presentation.
Prepare Your Outline
A Carefully prepared outline can be more than just the starting point for composing a speech or presentation – it will help your stay on task. You can use your outline to make sure your message accomplishes its purpose to help your keep your presentation both audience-centered and within the allotted time. If you plan to deliver your presentation from notes rather than from a written text, your outline can also become your final “script”. Outline will serve you speaking notes. The heading should be complete sentences or lengthy phrase not one two word. Include visual aid. Use transmittal sentences Outlines can help you compose your presentation and stay on task.
Decide on style
Chose your style to fit the occasion your audience size subject purpose.
Decide on an Appropriate Style:
Use a casual style for small groups; use a formal style for large groups and important events.
In both formal and informal presentations, keep things simple. Remember to choose your words carefully. Don't try to impress you audience with obscure and unfamiliar words.
Developing Your Oral Presentation
Developing a major presentation is much like writing a formal report, with one important difference. You need to adjust your technique to an oral communication channel. Her you have the opportunity of interacting with your audience. So, formal presentations differ from formal reports because they have more interaction with the audience. The speaker uses nonverbal cues to express his meaning, has less control of contents and requires greater need to help the audience stay on track. How formal presentations differ form formal reports:
• More interaction with the audience
• Use of nonverbal cues to express meaning
• Less control of contents
• Greater need to help the audience stay on track
Arousing Audience Interest
• To capture attention, connect your topic to your listeners’ needs and interests.
• Match the introduction to the tone of your presentation
Body
Limit the body to three or four main points. Help your audience follow your presentation by using clear transitions between sentences and paragraphs, as well as between major sections. Emphasize your transition by repeating key ideas, using gestures, changing your tone of voice, or introducing a visual aid.
Holding Your Audience’s Attention
• Relate your subject to your audience’s needs.
• Anticipate your audience’s questions
• Use clear, vivid language
• Explain the relationship between your subject and familiar ideas.
Close
To close should leave a strong and lasting impression.
Restating your main Points
Summarize the main idea, and restart the main points
• Increase the overall level of compensation
• Install a cash bonus program
• Offer a variety of stock-based incentives
• Improve our health insurance and pension benefits
Describing the Next Steps
• Be certain that everyone agrees on the outcome and understands what should happen next.
• Make your final words memorable
• Completing oral presentation
• Evaluate the content of your message
Edit for clarity, besides mastering the art of delivery, prepare to speak, overcome anxiety and
handle questions with responsively.
