UNIT 5

Presentation skills – Techniques of Presentation – Types of Presentation – Video Conferencing and

formats – Interview – formal and informal – Interview techniques –Communication etiquettes.

Presentation

A presentation is the process of presenting a topic to an audience. It is typically a demonstration,

introduction, lecture, or speech meant to inform, persuade, inspire, motivate, or to build good will or to
present a new idea or product.
A Presentation is a formal talk addressed to one or more people and presents ideas or information in a
clear, structured way.

Business Presentations Vs public speak

Aspects Business presentations Public speaking

Purpose Making proposals, reviewing progress, planning To enlighten audience on a topic
tasks etc of common interest
Audience Professional, to large extent homogenous in terms Mostly heterogeneous
of knowledge
Expectations of Brief but comprehensive, technical details Interesting, surface knowledge,
audience simple and entertaining
Amount of Exhaustive, analytical and timely Less, more interpretative
information
Level of High, audience wish to understand the topic Low, general understanding is
information thoroughly desired by the audience

Types of Presentations

 Awards and rituals

 Introductions and responses
 Giving feedback
 Vote of thanks
 Information and reports
 Persuasion and decision

Presentation Steps

 Planning
 Structuring
 Delivering

Planning:

Planning involves deciding what to say. The contents of your speech and how to deliver it, are based
on five features.

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  Context
 Audience
 Purpose
 Thesis
 Material

Context

It refers to the circumstances under which presentation has to be made. The factors that influence
decisions on how the speech should be are:

The facilities available for your presentation, time, and the occasion of your presentation

Audience

You must know the audience for your message to have the best effect. Whatever the occasion may be,
your speech must always be targeted to your audience. Know the audience their level of knowledge, their
comprehension abilities, their interests and the probable roles they play during the speech.

If the knowledge level of audience is high, presentation can be technical and critical. On the other
hand if the listeners are lay persons, presentation should be simple and general.

Purpose

General purpose

Objective Presentation content

To inform Elaborated facts and figures
To persuade Convincing logic and arguments
To entertain Jokes, humorous episodes, colorful pictures
To reinforce Proposals with case examples
To motivate Achievements and expectations

Specific purpose

It refers to the objective of individual speakers. The purpose statement should clearly specify the desired
outcomes or impact of the presentation

Thesis

The central or core idea of your presentation is referre to as the tesis statement, a single statement that
summarizes your message.

Material

Once you have formulated your thesis, you need to develop the information, which elaborates it.
Collecting material requires some research. Read, Observe and Research are the important forms of
material

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Structuring :

Structuring or organizing includes

 Introduction
 Main body
 Conclusion

Delivering:

1. Speaking aided by notes and planning

 Reading from a manuscript
 Speaking from notes
2. Speaking without notes and planning
 Speaking impromptu
 Reciting from memory

Making Oral presentation effective

 Overcome stage fright

 Distribute handouts
 Use microphone properlt
 Use presentation techniques
1. Effective introduction
2. Body movements
3. Voice control
4. Audio- Visual aids
5. Effective close
6. Questions
7. Flexibility
 Style of addressing

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Interview

An interview is a conversation where questions are asked and answers are given. In common parlance, the
word "interview" refers to a one-on-one conversation between an interviewer and an interviewee. The
interviewer asks questions to which the interviewee responds, usually so information may be transferred
from interviewee to interviewer (and any other audience of the interview). Sometimes, information can be
transferred in both directions. Communication, unlike a speech, which produces a one-way flow of
information.

Interviews usually take place face to face and in person, although modern communications
technologies such as the Internet have enabled conversations to happen in which parties are separated
geographically, such as with videoconferencing software, and telephone interviews can happen without
visual contact. Interviews almost always involve spoken conversation between two or more parties,
although in some instances a "conversation" can happen between two persons who type questions and
answers back and forth.

Types of interviews

Interviews can happen in a wide variety of contexts:

Employment. Interviews in an employment context are typically called job interviews which describe a
formal consultation for the purpose of evaluating the qualifications of the interviewee for a specific
position

Psychology. Psychologists use a variety of interviewing methods and techniques to try to understand and
help their patients. In a psychiatric interview, a psychiatrist or psychologist or nurse asks a battery of
questions to complete what is called a psychiatric assessment. Sometimes two people are interviewed by
an interviewer, with one format being called couple interviews

Research. In marketing research and academic research, interviews are used in a wide variety of
ways. Interviews are often used in qualitative research in which firms try to understand how consumers
think.

Journalism and other media. Typically, reporters covering a story

in journalism conduct interviews over the phone and in person to gain information for subsequent
publication. Reporters can interview political candidates on television shows. In a talk show, a radio or
television "host" interviews one or more people, with the choice of topic usually being chosen by the host,
sometimes for the purposes of entertainment, sometimes for informational purposes

Other situations. Sometimes college representatives or alumni conduct college interviews with
prospective students as a way of assessing a student's suitability while offering the student a chance to
learn more about a college

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Types of job Interviews

The Telephone Interview

Often companies request an initial telephone interview before inviting you in for a face to face meeting in
order to get a better understanding of the type of candidate you are. The one benefit of this is that you can
have your notes out in front of you. You should do just as much preparation as you would for a face to
face interview, and remember that your first impression is vital. Some people are better meeting in person
than on the phone, so make sure that you speak confidently, with good pace and try to answer all the
questions that are asked.

The Face-to-Face Interview

This can be a meeting between you and one member of staff or even two members.

The Panel Interview

These interviews involve a number of people sitting as a panel with one as chairperson. This type of
interview is popular within the public sector.

The Group Interview

Several candidates are present at this type of interview. You will be asked to interact with each other by
usually a group discussion. You might even be given a task to do as a team, so make sure you speak up
and give your opinion.

The Sequential Interview

These are several interviews in turn with a different interviewer each time. Usually, each interviewer asks
questions to test different sets of competencies. However, if you are asked the same questions, just make
sure you answer each one as fully as the previous time.

The Lunch / Dinner Interview

This type of interview gives the employer a chance to assess your communication and interpersonal skills
as well as your table manners! So make sure you order wisely (no spaghetti Bolognese) and make sure

All these types of interviews can take on different question formats, so once you’ve checked with your
potential employer which type of interview you’ll be attending, get preparing!

Competency Based Interviews

These are structured to reflect the competencies the employer is seeking for the particular job. These will
usually be detailed in the job spec so make sure you read it through, and have your answers ready for
questions such as “Give me an example of a time you worked as a team to achieve a common goal.” For
more examples of competency based questions click here.

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Formal / Informal Interviews

Some interviews may be very formal, others may be very informal and seem like just a chat about your
interests. However, it is important to remember that you are still being assessed, and topics should be
friendly and clean!

Portfolio Based Interviews

In the design / digital or communications industry it is likely that you will be asked to take your portfolio
along or show it online. Make sure all your work is up to date without too little or too much. Make sure
that your images if in print are big enough for the interviewer to see properly, and always test your online
portfolio on all Internet browsers before turning up.

Techniques of interview:

 Preparation – Make sure you put aside enough time to prepare for the interview. This may
include researching the company (interviewers often like to know you understand what their
organization is about, this can be easily achieved by looking at their website), reading through the
job advert or description, thinking about the questions you may be asked. You should also re-read
your CV and any application form so that you are familiar with what you have said about
yourself.

 Give examples: you will probably be asked to give examples of when you have demonstrated
certain skills, especially if they are required for the job or you’ve mentioned them in your CV.
Check through the key skills and qualities for the job and make sure you have a good example for
each of these.

 Practice: try and practice your interview technique. You can ask a friend to do a ‘mock ‘
interview with you, or if you know someone who has been an interviewer and will help you, even
better! Make sure it’s someone who is prepared to give you some honest feedback about how you
come across.

 Dress: it’s always best to dress smart for an interview, and is often expected. Even if the job is
not one that requires you to dress smartly once you’ve got it, it’s best to try and create the right
impression from the outset. Make sure you feel comfortable in your interview outfit; try it on the
night before so it's all ready the next day.

 Questions: you should always ask your interviewers at least one question. This shows your
interest and they will expect it. Questions are also important because an interview is an
opportunity for you to find out if the job is right for you as well as vice versa.

 Additional Support: if you need additional support for an interview due to a disability, let the
organization know in advance. Most organizations would rather know how they can help you, and
you’ll be giving yourself the best chance at performing well.

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On the day of interview:

 Prepare your clothes in advance of the interview.

 Have a travel plan and check your timing.

 Pull your paperwork together.

 Eat something light – and drink water.

 Center yourself.

No matter how busy you are focusing on how to prepare for the interview, find a few quiet minutes to
center and ground yourself.

 Get some fresh air.

If weather and circumstances allow, spend a few minutes outside. Fresh air and sunshine can offer a
great boost of energy

 Final visual check – and cell phone off!

Business Etiquettes:

Business etiquette is a set of rules that govern the way people interact with one another in business, with
customers, suppliers, with inside or outside bodies. It is all about conveying the right image and behaving
in an appropriate way.

There are five classic business etiquette sins:

1. Not greeting or using a name

When people in business ignore a simple greeting and acknowledgement, they are losing out on building
a relationship and possibly a sale. People feel respected when they are greeted, and if their name is known
and used it is always impressive. Something as simple as eye contact, a smile, just using some basic social
skills in order to make them feel welcome. For example, say something like: “Good morning, welcome,
how can I help you?”, rather than “Yeah, can I help you?”

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2. Leaving people waiting

Leaving people waiting, especially if they have an appointment, without any kind of explanation or
apology is rude. Waits can be five minutes or in some cases over an hour. Whichever, a simple apology or
explanation, and time frame, is all that is needed.

3. Interrupting

Often people will just barge in and interrupt a conversation or meeting that is occurring without even
apologizing to the people involved, which is very impolite, even for a senior manager with an important
issue. Mobile phones can cause problems, with people taking calls in the middle of meetings, for
example. It is good business etiquette to switch a phone off before the meeting, or if you are waiting on an
urgent call from someone, let the people in the meeting know. Most importantly, wrap up the
conversation as quickly as possible.

4. Lack of courtesy and respect

Often a customer making an unusual request will receive quite negative reactions, and will be treated as if
they have no right to make such a request. When someone has a special requirement or seems demanding,
they should still be treated politely and with respect. Rules can be explained and enforced, but it doesn’t
mean it has to be done with attitude.

5. Breaking a confidence

If someone tells you something in confidence, it is not acceptable to go around telling other people about
it. These behaviors create a negative impression of your business. Successful organizations often have one
thing that is embedded into the way the organization works, and that is a high standard of business
etiquette.

Rules for good business etiquette

Always use names in a meeting

It is easy to forget people’s names when in a business meeting, and for this reason it is a good idea to
write all the names down (and check their spelling) on a piece of paper in front of you.

It is common to say “treat others as you would like to be treated yourself”. However, different people
have different expectations. You might like to be called by your first name when being greeted by a
service provider, however someone else might prefer to be referred to more formally – Mr, Ms, or Mrs.

You should not just assume that people like things the same way you do. If in doubt about the level of
formality to use, it is probably better to go for more formality, rather than less, to avoid offending anyone.

The three “R’s”

It is important to be considerate about the psychological needs of different people. A very useful rule of
thumb to go by is that of “the three Rs”. These are:

1. Recognition – using names, greetings, and making a point of acknowledging people.

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 2. Respect – treating people with respect, value and courtesy. Especially apologizing to them where
the situation calls for it.

3. Response – people do not want to be kept waiting, they need to be responded to.

Wardrobe and hygiene

Dirty clothes, fingernail biting, poor hygiene, unclean hair and body odour especially, can be a real turn
off. It can be difficult having to tell someone they have body odour, but it is necessary, especially if the
person has to deal with others and outside clients.

Cracking inappropriate jokes

Etiquette is all about behavior and sensitivity. For example, cracking jokes at times where it is
inappropriate, or inappropriate jokes in general, shows a total lack of sensitivity. I have been surprised to
still hear some men at work make jokes about women and the way they look. Also, jokes about race and
disabilities are most certainly inappropriate at any time.

Showing gratitude

Thanking a person where the thank you is warranted is simple politeness. Actually making a point of
showing some sort of gratitude where someone has gone out of their way for you, or performed a task that
is not part of their job description, is very important and actually makes for better interpersonal
communication in the future.

Telephone etiquette

Being treated rudely on the telephone or left on hold is not professional. Making promises and then not
keeping them or following through is also unprofessional and projects a poor image to the people on the
receiving end.

How to improve business etiquette

Often people do not even realize that they are not showing a high level of etiquette. The best way to
develop good business etiquette would be to get together as a team and ask: “How do we work with one
another? What is the image we convey to people? Are we polite enough? How can we show more respect,
be more responsive and recognize people?” and most importantly, “what are our standards?”

Often you can generate improvements in just that one session. Rather than calling it ‘business etiquette’,
you could call it “customer service improvement” or “responsiveness”.

Business etiquette can sound like it focuses on small things that are unimportant, but all together they
make a big difference to the workplace and the kind of responses received in all areas.