Unit-II Presentation Skills

The ability to make effective and memorable oral presentations is one of the most important
qualities that need to be developed for a successful career. An oral presentation is a form of
purposeful communication.
A presentation is a means of goal oriented oral communication which can be adapted to various
speaking situations, such as talking to a group, addressing a meeting or briefing a team. The
formats and purposes of presentations can be very different based on the occasion.
Importance of oral presentation skills: Oral presentation is a tool of professional and business
interaction. Sometimes recruitment is made on the basis of a selection process, which involves
oral presentation in the form of seminar presentation, short lectures or some other oral
presentation. The ability to deliver an effective oral presentation is essential to know how to
present ideas in a persuasive way, how to make audience interested, how to use appropriate
visuals during presentation and how to reflect confidence while speaking. Hence this ability to
give a good and effective presentation is important in getting a job.
Method and means of presenting the information in step by step manner should be carefully
considered. . It is a flexible, changing, as well as complex and varied process. Thus oral
presentation is purposeful, interactive, formal and audience oriented.
Presentation Planning
Many factors affect the design of the presentation. A powerful presenter will acknowledge and
address each of the following:

Step 1: Analyze the audience. ...

Step 2: Select a topic. ...

Step 3: Define the objective of the presentation. ...

Step 4: Prepare the body of the presentation. ...

Step 5: Prepare the introduction and conclusion. ...

:Step 6 Practice delivering the presentation.

An effective presentation makes the best use of the relationship between the presenter and the
audience. It takes full consideration of the audiences needs in order to capture their interest,
develop their understanding, inspire their confidence and achieve the presenters objectives.

Purpose of presentation
It is necessary to know the purpose of presentation.
The main purposes are: to inform, to instruct, to entertain, to inspire or motivate, to activate or
stimulate, to persuade.
Analysis of the Audience and occasion

Analyze the audience: Analyzing audience means identifying their characters, needs,
expectations. The effects of these are heightened according to the size of the audience, and
potentially also the nature of the audience/situation - which combine to represent a perceived
uncontrollable threat at a very basic and instinctive level (which may be imagined in the form or
critical judgment, embarrassment, humiliation, etc).

A-U-D-I-E-N-C-E
A -Audience: Who are the members? How many will be at the event?
U- Understanding: What is their previous knowledge about the topic?
D- Demographics: What is their age, sex, educational background etc.?
I-Interest: Their level of interest in this presentation, why did they come?
E-Environment: The place where the presentation goes, Can everyone see the person
who presents?
N-Need: What are the needs of the speaker as well as the listeners?
C-Customized: How can the message of the presentation be customized?
E-Expectations: What do the listeners expect to listen?
Analyze the occasion: The occasion is to be analyzed. Whether it was a national / international
seminar; whether the presentation is on a particular topic; who are the sponsors; who are the
other speakers; what is the venue and duration of the presentation all these points should be
considered.
Title of the presentation: Choose a suitable title, this gives the first glimpse of the presentation
and helps to form the first impression. After the suitable topic, it should be narrowed down as per
the focus of the presentation in order to phrase a clear, complete, specific and focused title. For
example if the topic is pollution it may be converged to specific area whether- water pollution,
air pollution, soil pollution and further narrow down the topic. If it is under air pollution it may
be vehicular pollution, industrial pollution and so on.
Preparing the presentation
There are two stages to prepare a presentation, pre-preparation phase and presentation phase

Pre preparation Phase:

Note-making
Arrange the points in order, -Prepare an Abstract, -Revise, -Make first draft in detail,-Review and
Re-revise,- Prepare a second draft, -Make necessary modifications, -Prepare final draft -Prepare
visuals
Visuals
Graphs, -Tables, -Bar Diagram (vertical/horizontal), - Tree Diagram, -Pie-Chart, -Flow chart,
Models, Charts, Overhead Transparencies, Power Point Presentations
Use appropriate Punctuation, numbering, headings and subheadings and suitable
diagrams/visuals.
Prepare the outline: It includes introduction, body, and conclusion. Visual aids needed to the
presentation should be planned and prepared. The visual aids are important because: they
illustrate key points, increase the impact of message, increase audience interest, helps to retain
the information, and complements the presenters language, pronunciation etc.
Confidence and control: Confidence and control are very important for effective presentation.
The two big causal factors low confidence and lack of control stem typically from
inadequate preparation/rehearsal, and low experience.
Planning: The basic elements of an effective presentation are the 4 Ps, that is, Plan, Prepare,
Practice, and perform
Types of presentations: There are several forms of oral presentations. Seminars, workshops,
symposia, student presentations, industry conferences, product launches, press conferences, team
presentations, annual general meetings, departmental presentations and company profile
presentations, multimedia (using various media - visuals, audio, etc), power-point presentations,
short impromptu presentations, long planned presentations, educational or training sessions,
lectures are the different types of presentations.
Plan
Planning the Presentation: First define the purpose. A general as well as specific purpose
should be identified. General purpose include: to inform or to share information, to persuade or
to change behavior, attitude, belief, values etc.; to demonstrate or to help listeners know how to
do something. Specific purpose of a presentation involves identifying an observable, measurable
action that the audience should be able to take, and using one idea that matches audiences needs,
knowledge, expectations and interests.
"Most of us would not feel very fearful if required to give a presentation to a class of 30 fiveyear-old children, but we would feel somewhat more fearful if required to give a presentation to

an interview panel of three high court judges. So audience size is not everything - it's the nature
of the situation and audience too."
As such audience size and situation are circumstantial factors which can influence the degree of
anxiety, but they are not causal factors in themselves. The causes exist because of the pressure to
command, control, impress, etc.. Interest, likes and dislikes of audience, their familiarity with the
subject, their attitude: whether hostile or friendly should be taken into account while analyzing
the audience.

Presentation
Preparing well is the key to success. It helps the presenter to deal with speech anxiety effectively,
to develop the confidence, to seek relevant examples, to check for accuracy, redundancies and
clichs. Preparing for a presentation also involves developing the central idea and main points,
gathering relevant supporting material and planning visual aids. The main points should be
organized in a sequential way either logically or chronologically. Points may be from general to
specific or specific to general, more important to less important or less important to more
important, categorical, problem and solution or contrast and comparison.
Practice
It is rehearsing the presentation. Rehearsal should be planned and conducted properly and
systematically. Preparation and rehearsal are usually very manageable elements. It's a matter of
making the effort to prepare and rehearse before the task is upon. Presentations which do not
work well usually do so because they have not been properly prepared and rehearsed.
Low Confidence and control, the two big causal
inadequate preparation/rehearsal, and less experience.

factors

stem

typically

from

Perform
Finally get ready and present /perform it in front of the audience. While performing avoid
negative thoughts, speak clearly and slowly, practice stress reduction techniques, stay relaxed.
Awareness of the following may help better performance.
Kinesics is the name given to the study of the bodys physical movements. It is the way the body
communicates without words through various movements. Personal appearance, posture, gesture,
facial expression, eye contact play an important role in presentations.
Proxemics is the study of physical space in interpersonal relations.

Para-linguistics: these are the non-verbal vocal cues that help to give urgency to the voice.
Quality, volume, pace, pitch, articulation, pronunciation, voice modulation, pauses are the
examples of Para-linguistics.
Chronemics: it is the manner of communicating through their use of time.
There are four modes of delivery which can be used for making presentations:
Extemporaneous: it is the most popular and effective method. This is the result of assiduous
planning and exacting practice, where material is collected and organized meticulously. The
presentation will sound quite natural and spontaneous as it is speaking while thinking.
Manuscript: In this type of presentation, matter is written and will be read out. For effective use
of this, one should have gone through it many times before the presentation. Reading in a dull,
monotonous way makes the presentation uninteresting.
Impromptu: It is to deliver an informal speech without preparation. For example: A short
speech like vote of thanks after a dinner party.
Memorization: In this speech is written beforehand, memorize the matter and finally deliver.
Remembering keywords and main points help to present in an effective manner.
While preparing for the presentation, make a list of questions that can be possibly asked and get
ready with the suitable answers.
Allot some time for the audience to ask questions.
Avoid defensive mechanism. It is advisable to admit ignorance rather than arguing.
Rehearsing and Presentation
Preparation and rehearsal are usually very manageable elements. It's a matter of making the
effort to prepare and rehearse before the task is upon. Presentations which do not work well
usually do so because they have not been properly prepared and rehearsed.
Rehearsal involves praxis. Praxis is the process by which a theory, lesson, or skill is enacted,
practiced, embodied, or realized.
More time and imagination is required in preparing and rehearsing a particular presentation.
Experience can be gained simply by seeking opportunities for public speaking and presenting to
people and groups, wherever it is most comfortable.
Besides these preparatory points, it's necessary to understand that fear relates to stress.
Stress can be managed by preparing well in an organized manner by following simple steps.

Handling Stage Fright

Performance anxiety and stage fright are perfectly normal phenomena that occur to many
people. It is important to understand what stage fright is, so that it can be fully controlled.
Stage fright or performance anxiety is a persistent phobia which is aroused in an individual when
required to perform in front of an audience.

Methods to overcome stage fright when speaking in public: know the content thoroughly,
Practice well, rehearse- talk well yourself down, visualize the outcome, keep calm, dont rush,
focus on getting through the first 5 minutes, never apologize for being nervous, double check
everything.

Tips for effective presentations

1. Preparation and knowledge (of subject and the presentation itself) are the pre-requisites for a
successful presentation.
2. As a presenter, remember and apply Eleanor Roosevelt's maxim that "no-one can intimidate
me without my permission". When you are a presenter you are in charge. The audience generally
accepts this, and you are within your rights to control anyone.
3. Remember also that "Depth of conviction counts more than height of logic, and enthusiasm is
worth counts more than knowledge", Passion is therefore a very powerful component in any
successful presentation.
4. Good presenting is about entertaining as well as conveying information. People retain more if
they enjoy themselves and feel relaxed. So whatever the subject and audience try to find ways to
make the content and delivery enjoyable - even the most serious of occasions, and the driest of
subjects, can be lifted to an enjoyable or even an amusing level one way or another with a little
research, imagination, and humor.
5. Enjoyment and humor are mostly needed in the preparation. These effects are not easily
produced spontaneously. It's the content that enables it, which is very definitely within the
control.
6. Good, strong, solid introduction is very important and rehearse it thoroughly.

7. Try to build own credibility in the introduction, and create a safe comfortable environment for
the audience. This can be done quite naturally if the speaker appears to be comfortable himself.
8. Smiling helps a lot. It will create a relaxed environment to the speaker and the audience.

Dos and Donts of a presentation:

Dos

Prepare well, Rehearse and modify, if necessary

Explain structure at the beginning

Use clear visuals, but dont overload, give time to audience to go through

Establish rapport with audience, be polite to audiences questions, maintain eye

contact

Use right body language, show variation in the voice, speak in a loud and clear voice,
use pauses effectively, modulate your voice, dont use monotone .

Dont speak too fast, speak slowly and clearly especially when you want to stress on
important point/s.

Repeat your important points and ideas and link them

Donts

Dont be nervous

Dont write every word and read

Dont use complicated and complex jargon (language)

Dont get annoyed, dont be rude and arrogant.

Dont be condescending in your looks/tone) give a patient hearing.

Accept an error, dont give scope for argument

Avoid mannerisms like:

forward and backward swing

Swaying from side to side

Walking left to right or right to left

Crossing your legs

Staring at one person or one direction.

Setting your hair , buttons, keepings hands in the pockets/back

Control your emotions.

Comprehension Questions:
1.
2.
3.
4.
5.
6.

Describe the nature and importance of Oral Presentation

How is planning important in giving a presentation
What are 4Ps in presentation? Explain.
Why is it important to analyze the audience ?
Explain the structure of a Presentation
List the role the following in Presentation?
Vocal aspects
Body language
Time management
Handling questions
Meeting unexpected situations
Handling Stage Fright
7. What are the DOs and DONTs of Presentations?
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