1. PRESENTATIONS
Introduction
Definition:
Is a live mode of sharing information with a select audience
A oral activity using visual electronic aids to discuss new ideas and information with a specific
audience in an impressive and convincing manner.
Elements of Presentation
Presenter
Audience
Specific content with a definite objective to be achieved
Involves prior preparation and planning
Kinds of Presentation
Basically three kinds of presentations:
1. Monologue presentations –
Speaker speaks without interruption and answers questions at the end
2. Guided discussions-
The speaker presents the questions or issues that both the parties have agreed in advance and
acts as facilitator to help the audience with the expert knowledge
3. Sales presentations –
Is made to convince the audience for buying the products or services or accepting the new idea
Factors Affecting Presentations
Following factors affect the effectiveness of the presentation:
• Audience Analysis
• Communication environment
• Personal appearance
• Use of Visuals

2. • Opening and Closing of presentation
• Organization of presentation:
• Standard patterns of organizing a presentation-
• Chronological
• Problem- causes – solution
• Excluding alternatives
• Pro-Con
• 1-2-3
• Language and words
• Quality of Voice
• Body Language
• Answering Questions
Giving Effective Presentation
Every Successful presentation requires:
Strategy
Structure
Support
Speech
Strategy
The strategy of presentation involves:
Deciding the purpose of presentation
Deciding the possible results expected from the audience
Knowing and analyzing the audience, their economic and social status, their
demographic characteristics, their cultural background and their personal preferences
Deciding time, location, and manner they are to ne influenced
Structure

3. An individual is expected to organize his ideas properly
First you need to tell the audience what is going to be told
Then you tell the topic
Finally you summarize what has been told
Mainly consists of Introduction, Body and
Conclusion
For structuring the presentation, the speaker should…
Gather material in the light of the theme of the presentation from various sources
Organize the facts and insights into the main points and sub points in the body of the
presentation. Care should be taken that
Presentation is not too lengthy
Points should be presented in logical sequence
Decide how to capture listeners attention. May be by
Asking question
Telling a story
Making a startling statement
Quoting some authority
Plan the conclusion in advance
Decide what has to be said at the end to appeal for action
Support
Supporting material is vital for making the presentation effective.
It clarifies the speaker’s ideas, makes the presentation more illuminating as well as interesting
Leaves relatively permanent impact on the mind of the listeners
These support materials are as follows:
Whiteboards
Handouts

4. Flip charts
Overhead projectors
35 mm slider
LCD projectors
Video tapes
Speech
The last part of the presentation is delivering speech which can be :
Manuscript that involves reading word for word from a prepared matter
Memorized that involves reciting word for word from memory
Extemporaneous which is planned with broad ideas but not written or memorized
Impromptu which is unexpected , sudden and on the spot
Good delivery of presentation involves or speech involves caring about number of factors which
include visual, verbal and vocal
Visual Elements:
Dress effectively to look smart
Be confident and authoritative in your look
Establish and maintain eye contact
Avoid looking at notes
Stand upright
do not try to close the presentation in hurry
Move out confidently after presentation
Vocal elements:
Use exact word and pronunciation
Keep sentences short
Use active voice
Address listeners directly

5. Avoid emphasizing
Vocal elements:
Speak enthusiastically
Speak loudly to be heard
Be more alert and aware of your voice
Do’s and don'ts
Don’ts:-
Speak too low in a feeble voice that cannot be heard
Shout which makes you sound angry and jarring
Do’s:-
Maintain eye contact
Be simple and clear
Put interesting questions
Invite volunteers to role play
Stand close to the audience in a way that you are fully visible to them
Make presentation well researched
Points to remember
Identify your purpose
Analyze your audience
Identify the need
Collate your information
Design your communication
Time your presentation
Decide on the visual aids to be used
Study the location

6. NEGOTIATIONS
Negotiation is
a process of bargaining in which two parties each of whom have something that other wants,
try to reach an agreement on mutually accepted termsNegotiation is a process of bargaining
in which two parties each of whom have something that other wants,try to reach an
agreement on mutually accepted terms
Nature
Nature of negotiation depends on two points:
both the parties should be equally interested in the agreed result
result should be reached only through discussion only
Need for negotiating
Two situations can be discussed:
Formal Situations:-
a preannounced meeting of the two parties
agenda already fixed
no of persons involved known
time given to prepare and fix roles for each party
Informal Situations:-
Unannounced and casual meetings
Involves just 2 persons
Gives no time
Friendly approach and opinion seeking for the decision already made
FACTORS AFFECTING NEGOTIATION
Place :-
Place of meeting influences the level of confidence. E.g. your own office
Information and material needed during course of negotiation to be obtained

7. Can extend social courtesies as token of good will.
Time :-
Choice of time for holding discussions should be fixed according to mutual
convenience
Time allotted should be sufficient for different stages of negotiation
Time for preparation should also be carefully fixed
Negotiations should be carried out timely
Subjective factors:-
Final outcome of negotiation is determined by subjective factors of influence and persuasion
like:
Personal relationship – fear, future considerations, mutual obligation, practical
wisdom, status difference
Persuasion - style, you attitude, Talking and listening, probing and questioning,
avoiding confrontational tone, compromising, summarizing , reaching an agreement
STAGES OF NEGOTIATING PROCESS
The stages of an effective discussion are:-
Preparing and planning :-
Access the relative strength of the two parties
Set the negotiation objectives
Be realistic about the objectives
The negotiating phase:-
Starts with defining the issues (scope of negotiation)
Both parties put forward their initial propositions and define their initial positions
The propositions tested through arguments
Then move to a possible solution which may be the possible outcome
Terms are made for acceptance
Agreement spelt out and concluded

8. Implementation:-
Agreement should in such a way that it should be implemented upon the agreed outcome
Negotiation is considered failed if not implemented
Agreements should be confirmed in writing
An implementation programme should have been mentioned in the agreement
Every person involved in the discussion as well as every concerned person informed about the
implications and action that follows.
Negotiation Style
What is your style?
Avoider
Compromiser
Accommodator
Competitor
Problem Solver
Negotiation Strategies
Preparation
Identify the true issues in the negotiation
Assess how important each issue is to you
Know what you must have
Know what you don’t need
Estimate how important each is to the other side
Set your expectations
Negotiation Strategies
Distributive and integrative aspects
Single issue negotiation is only distributive
Car purchase

9. Identify the bargaining zone
Dealer
Customer
Customer today has better information
Negotiation Strategies
Integrative aspects
Identify shared goals
Identify where tradeoffs exist
Multi-issue negotiations have both aspects
Negotiation Strategies
Strategies for finding trade offs
Build trust and share information
Ask many questions
Be patient - ask questions; verify assumptions
Be a good listener – do not be afraid of silence
Always ask for “explanation” when there are differences – try to get at the root
issues
Give away some information
Make multiple offers simultaneously
Negotiation Strategies
Strategies for finding trade offs
Use differences in expectations
Use differences in risk preferences
Use differences in time preferences

10. Consider adding issues
Negotiation Strategies (continued)
Process
Be flexible – keep the goal in mind
Have high goals
Progress from general to specific
Address non-financial issues first
Address financial terms later
Negotiating Strategies
Fairness and emotion
Negotiation is not just economics
Remember ultimatum bargaining - fairness
Price increase with demand – snowstorm
Effect of emotion on negotiator performance
Conclusion
• Negotiation is an art learned over a lifetime by constant application and practice
• Everyone is a student