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Preparing effective presentation

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Preparing effective presentation

  1. 1. Oral presentation is an extemporaneous speech; delivered with the help of notes and visual aids to guide the speaker’s performance and are frequently participative.
  2. 2. This is a group discussion. 1. Do you usually feel nervous about your oral p resentation? 2. If so, share with your group mates which aspects of oral presentation make you nervous. 3. Share with your friends what strategies you can use to remove your fears. 4.What do you consider as strengths in your OPs? 5.What are your areas of concern? 6. What kind of strategies can you use to help overcome them?
  3. 3.  Determine the Purpose  Analyze the Audience  Gather the Material  Select the Main Ideas for the Message  Organize the Data andWrite the Draft  Strong Opening and Closing  CreateVisual Aids  Rehearse theTalk
  4. 4.  To Inform  To Educate  To Convince  To Persuade  To Lead to Action
  5. 5.  Size  Composition  Likely Reaction  Level of Understanding  Attitude towards you
  6. 6. 1. How much do my audience know about the subject? 2. How much do they know about me? 3. What do they expect from me? 4. How interested will they be in what I say? 5. What is their attitude towards me? 6. What is their attitude towards my subject? 7. What is their age group? 8. What is their educational background? 9. What positions do their occupy ? 10. What is their cultural/ethnic background? 11. What kinds of cultural biases will they likely have towards me and my topic?
  7. 7.  Once you are clear about your specific object- ives and the needs of your audience, start to research the topic.  Collect data, facts, information which audience would want to know.  Thorough research about the topic will give you confidence and help to answer any question that may arise.
  8. 8.  Make sure you have only 3 to 5 main points.  The audience will not be able to grasp more.  Make sure they are arranged in a logical order.  While selecting the main ideas the strongest point should be presented first.  Each main point should be fully supported by evidence that helps in persuading the audience.
  9. 9.  It is important to have a clear visual representation of the basic structure of the presentation.  You can check the logic and sequencing of ideas as well as the completeness of points.  Do not memorize the whole presentation as you will not able to maintain eye contact with the audience.
  10. 10. A good presentation consists of three parts:  An Introduction  A Body orText  A Conclusion or Summary
  11. 11.  First impressions are important.  In the introduction, you need to capture the attention of the audience and make them want to listen to what you have to say.  Introductions should take up approximately 10% of the total presentation time and should arouse the audience’s interest in your topic , establish your credibility, and prepare the audience for what will follow.
  12. 12.  Introductions should have strong openings so as to grab the attention of the audience.  Next the introduction should clearly tell the audience what the presentation will cover so that the audience is prepared for what is to come.  Next give learning objectives  By the end of this lecture you will be able to: ▪ Understand…… ▪ Recognize……. ▪ Identify………..
  13. 13.  Openings can have:  Startling question  Challenging statement  Appropriate short quotation or illustration  Surprising information  Exhibit – object, article, picture  Personal story  Startling Statistics
  14. 14.  Long or slow-moving quotation  Self introduction  Apologetic statement  Story, joke or anecdote which does not connect to the theme  Stale remark
  15. 15. Who wants to double their commission this year?Well , I can’t promise anything, but if you listen to what I’ve got to say about the customer service campaig n, I may be able to help you. Now different compani es in the group have different standards. I want to s tart by looking at some of those differences so you can see what sort of a problem we’re up against.Then, I’m going to show you how we’re tackling the problem through the customer service campaign. And, I’ll tell you where you come in; what the c
  16. 16. You have told us you want to cut the time taken washing your vehicles, to make it easier for your staff to operate the washing system and to reduce costs.We believe we have the a nswer to those questions. Let me deal with e ach of these areas in turn.
  17. 17. Truck rental appears to make a profit for this company but in fact this is an illusion.The reality is that we lost over $100,00 0 worth of business last year simply by not being responsive enough to our customers’ needs. I want to suggest a number of ways we can win back some of that lost business. First, I’d like to look at current levels of customer satisfaction. Second, I’d like to suggest a couple of ways we can get to know our customers better. And finally, I’d like us to think about how we could use that information to provide extra services more tailored to their particular needs.
  18. 18.  The body should develop each point previewed in your introduction, in the same sequence.  Thus, in designing the body of the presentation, you develop what you want to say about each of these main points or ideas as clearly and precisely as you can.  An important point, however, is to demarcate (separate), each point in the presentation as you come to it. In this way, your audience knows when you have completed one point and begun another.
  19. 19. While delivering the body of the presentation you have two main goals:  Make sure the structure of your presentation is clear.  Keep up your audience attention.
  20. 20.  The conclusion should reiterate the ideas presented and reinforce the purpose of the presentation.  You should restate the main issues you want your audience to remember, but do so in a concise way.  Do not make the conclusion long; it is just enough to leave the audience with a positive feeling about you and your ideas.
  21. 21.  Your conclusion should take up 10% of the tot al presentation time.  Signal that the presentation is ending. The au dience should never be surprised by an abrupt statement like, "...That's the end of my prese ntation." Say something like, "...To conclude  ..." or "Now to round off my presentation ..."
  22. 22. In the conclusion:  Highlight the core message again.  Summarize the main points.  Make a prediction.  Refer to points made in the introduction  Call for action if your presentation requir es the audience to do something.
  23. 23. I hope the presentation has provided you with a clear picture of the customer service campaign. I’ve described the key differences between the different companies in the group and showed yo u how the campaign is addressing them.Then I spelt out what it means for you in contract hire, so now it’s up to you.Think about and act on these suggestions and we can double our sales this year.
  24. 24. Clearly, the proposals I’ve just presented answer the problems you are currently facing. I’ve shown how by reducing the time taken to wash your vehicles and by streamlining your system, you can effectively reduce costs by 20% to 25%. I suggest you review the details I've given you and consider the benefits our proposal offers. The sooner we can implement these proposals, the sooner your company can start enjoying the benefits of these savings.
  25. 25.  OIBCC – Basic Formula  Opening – grab attention  Introduction – “Why bring this topic up?”  Body – bulk of the presentation ▪ Remember that for every important point that you make, you must provide support and this support can take the form of ▪ Statistics, analogies, testimony, illustrations, or specific examples.  Conclusion – summarize briefly points  Close – last strong sentences that leave the audience with something to remember ▪ Must tie to your main idea and should tie to your opening to be effective
  26. 26.  VisualAids are used to clarify ideas and they increase the audience’s ability to absorb and remember information.  Keep the visual aids simple as people find it difficult to read and listen at the same time.  Two types of visual aids are used:  TextVisuals  GraphicVisuals
  27. 27.  TextVisuals:  consists of words  Should not be more than six to seven lines  Should be large and clear so they could be seen from any place in the room  Use dark background  Use clear fonts like ‘Arial-good’  Use four to five bullets per slide
  28. 28.  GraphicVisuals include:  Pie charts  Bar charts  Diagrams  Maps  Tables
  29. 29.  Type size should be 18 points or larger:  18 point  20 point  24 point  28 point  36 point
  31. 31. Dark letters against a light background work.
  32. 32. What Color to use? Light letters against a dark background also work.
  33. 33.  Many experts feel that a dark blue or black background works best for talks in a large room.
  34. 34. What Colur to use? Many experts feel that a dark blue or black background works best for talks in a large room.
  35. 35.  Avoid red-green combinations because a significant fraction of the human population is red-green colorblind. Lots of people can’t read this – and even if they could, it makes your eyes hurt.
  36. 36.  Keep the layout and style as consistent as possible  Every slide should have a heading.
  37. 37.  The reason for limiting text blocks to two lines is that when the text block goes on and on forever, people in the audience are going to have to make a huge effort to read the text, which will preclude them from paying attention to what you are saying. Every time you lose their focus, your presentation suffers!
  38. 38.  It is often effective to “unveil” your list one by one:  You can do this using the “Slide show” - “animations” - option
  39. 39.  If you try to cram too much into a slide, and place things too close to the sides, they can get cut off if you’re using a poor projector. In any case, the slide looks all cluttered and junky.
  40. 40.  Do practice your speech at home.  Do memorize your first and last few sentences as it will help you in gaining confidence.  A presentation requires different language and phrasing than a written document.  A presentation is a dialogue. It should sound natural and be somewhat conversational.
  41. 41.  Prepare a rough draft and practice your presentation from this outline but do not memorize it and do not read from it during your presentation.  Make sure you are within the time limit.
  42. 42.  The invention that will change your life