(For further reading refer: Chapter 14: Effective Presentations, Pg.

229-240, Business Communication, By - P. D. Chaturvedi, Mukesh

Chaturvedi Third Edition)

Q1. What is a Presentation?

A presentation is an oral activity that

uses a visual medium (such as LCD projectors
or PowerPoint slides) to discuss new ideas and
information with a specific audience in a
persuasive and convincing manner.

Q2. Suppose you have just made a

presentation. There is a coffee break.
People are standing around discussing
the presentation. You are able to
overhear what they are saying. What
would you like to hear them say about
you and your presentation.

 Clear structure
Meets

audience's needs, interests,

and level of understanding
Tables, graphs, and charts
Humour and anecdotes
Body language
Questions

Q6. Identify the main content of a

presentation on a topic of your choice
and break it up into different sections
and sub-sections.

 The Presenter
The Audience
The specific content and definite objective to be

achieved

Q4. Often it is difficult to know where to

begin a Presentation. What do you
think is the first thing to consider? Why?

Identify the purpose and goal of the presentation

Analyse the audience and their needs
Collate the relevant information
Design and organize the information
Time the presentation
Decide on the medium of presentation and visual
aids
Become familiar with the location of the
presentation

Get as much information about the audience

as you can
Gear purpose to size and composition of
group
Consider audiences probable reaction
Gear content to audiences level of
understanding
Gear content to common interests
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Q5. Why is the Time Limit important in

the case of the presentation? List at
least 2 reasons.

Introduction: 3 minutes
Main body: 15 minutes
Conclusion: 2 minutes
Question-answer session: 10 minutes

Casual style
Is best for small

groups

Encourages audience

participation

Allows simple visual

aids

Formal style
Is best for large

audiences or major
events

Discourages

audience
participation

Requires dramatic

Calls for

conversational
delivery
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visual aids

Calls for Formal

delivery

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1.Introduction
--arousing interest
--establishing credibility
--providing a preview

2. Body

--indicating points
-emphasize structure
3. Closing
--keep attention high
--indicate conclusion
--highlight main points
--tell of next steps

Arouse interest
Appeal to human nature
Match tone of subject and purpose

Build credibility
Let someone else introduce you
Explain who you are and why youre qualified
Tie qualifications to audiences concerns

Preview main points

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Clarifies structure by connecting the ideas

Speaker summarizes and repeats key ideas
Speaker uses transitions
Speaker uses gestures and visual aids

Maintains audiences interests

Limits discussion to no more than three to
four points
Explains who, when, where, why, and how
Tells listeners whats in it for them

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Relate subject to audiences needs

Use clear, vivid language
Tie subject to familiar ideas
Get audience involved
Incorporate variety
Ask them questions
Use visual aids
Use gestures and tone of voice
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Restates main points

Outlines next steps
Action items
Completion date
Person responsible
Potential problems

Ends on positive note

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Memorizing
Reading
Speaking from notes
Impromptu speaking

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Prepare extra material

Rehearse
Think positively
Pause before you begin
Memorize your first sentence or two
Get audience into act
Use visual aids
Dont panic; concentrate on audience
Drink some water

Prepare and practice

Check out location beforehand
Speak in normal, conversational tone
Use visual aids effectively
Pay attention to nonverbal messages

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Have extra material

for support
Practice positive
thinking
Channel your
nervousness
Arrange your notes,
and visuals before you
speak

Take deep breaths

before you begin
Memorize the
opening statement
Use visuals for
assistance and
audience interest
Use nonverbals for
emphasis

To
Inform

To
Motivate

To
To
Persuade Entertain

Informative
Instructional
Arousing
Persuasive
Decision-Making

Boards
Flip Charts
Overhead Projectors and Transparencies
PowerPoint Presentations

When to use Visual Aids?

Keep them simple

Determine type to use
Think visual composition (structure, space)
Use to emphasize, clarify, and summarize the
main points
Refer to them as you speak, but talk to
audience and not the visual
Make certain audience can see them
Watch out for visual overload

Rehearsal
Body Language
Handling Questions and Debate

Q8. Discuss the different kinds of questions

one can face from an audience and how you
would handle them?

Try to anticipate and prepare

Respond without getting sidetracked
Show sufficient knowledge
If you dont know the answer, say so
Keep audience and situation under control
Control your feelings and emotions
Use answers to your advantage
Dont run overtime

Dont rush opening

Act confident
Maintain eye contact
Stand up straight
Use gestures for emphasis
Vary facial expressions