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    Preparation

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    Pes Lover
    Preparation is the most important part of making a successful presentation. The document discusses organizing presentation material which includes blue sky thinking, selecting main points, deciding whether to illustrate, and planning an introduction and conclusion. It also discusses self-introduction, introducing the topic, answering questions, individual presentation practice, and using visual aids effectively. Key aspects of preparation covered are structuring the presentation, gaining audience attention in the introduction, communicating the topic and main points clearly, and practicing delivery.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Preparation

    Uploaded by

    Pes Lover
    34 views7 pages
    Preparation is the most important part of making a successful presentation. The document discusses organizing presentation material which includes blue sky thinking, selecting main points, deciding whether to illustrate, and planning an introduction and conclusion. It also discusses self-introduction, introducing the topic, answering questions, individual presentation practice, and using visual aids effectively. Key aspects of preparation covered are structuring the presentation, gaining audience attention in the introduction, communicating the topic and main points clearly, and practicing delivery.

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    Preparation is the most important part of making a successful presentation. The document discusses organizing presentation material which includes blue sky thinking, selecting main points, deciding whether to illustrate, and planning an introduction and conclusion. It also discusses self-introduction, introducing the topic, answering questions, individual presentation practice, and using visual aids effectively. Key aspects of preparation covered are structuring the presentation, gaining audience attention in the introduction, communicating the topic and main points clearly, and practicing delivery.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    34 views7 pages

    Preparation

    Uploaded by

    Pes Lover
    Preparation is the most important part of making a successful presentation. The document discusses organizing presentation material which includes blue sky thinking, selecting main points, deciding whether to illustrate, and planning an introduction and conclusion. It also discusses self-introduction, introducing the topic, answering questions, individual presentation practice, and using visual aids effectively. Key aspects of preparation covered are structuring the presentation, gaining audience attention in the introduction, communicating the topic and main points clearly, and practicing delivery.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 7

    CHAPTER III

    PREPARATION

    Preparation is the single most important part of making a successful


    presentation. It is an absolutely crucial foundation, and you should ' dedicate as
    much time to it as possible, avoiding short-cuts. Good preparation will ensure that
    you have thought carefully about the messages that you want [or need] to
    communicate in your presentation and it will also help boost your confidence.
    There are a number of aspects that you need to consider when preparing a
    presentation. They include the aim of the presentation, the subject matter, the
    audience, the venue or place, the time of day, and the length-of the talk.

    3.1. Organising the Material


    Regardless of whether your presentation is going to be delivered formally,
    such as at work or informally, for a club or perhaps a Best ‘Man's ‘speech. You
    should always aim to give a clear, well-structured delivery. That is, you should
    know exactly what you want to say and the order in which you want to say it.
    Having thought about and planned a good structure will also help to alleviate any
    nervousness you may be feeling in the build up to your talk.

    Organising the presentation material may include:

     Blue Sky Thinking [the ideas].


     Selecting the main points.
     Deciding whether to illustrate.
     Introduction and conclusion.
    (i) Blue Sky Thinking [The Ideas]

    Keeping your objectives in mind, write down all the points you wish to
    make, irrespective of order.

    (ii) Select Your Main Points

    The talk/ presentation should be divided into three sections:

     Introduction (beginning)
     Main Content (middle)
     Conclusion (end)

    A useful structure would be the following:

    Tell the audience in the introduction what your subject is and how you
    have organised the presentation (by stating the key elements).

    Then tell them the details of the key elements and/or messages (by
    expanding and qualifying the key points in more detail and provid~ ing
    supporting evidence).

    Then tell the audience what you have just told them (by summarising the
    key points, concluding with the main subject again).

    (iii) Decide Whether to Illustrate

    Most talks benefit from personal anecdotes, real-life situations or


    hypothetical examples to bring them to life.

    If the presentation is short and informal it is probably not necessary to use


    any visual aids. Use visual illustrations if anything requires expanding clarifying
    or simplifying Illustrations of any type should be relevant and fully explained.
    Bear in mind that a talk will last longer if visual aids are used.
    (iv) Introduction and Conclusion

    The introduction should give a preview of what you are going to say and
    should gain the attention of the listeners with a statement of purpose. Make it
    clear whether you wish to accept questions as they arise during the presentation,
    thereby breaking your flow and risk being side-tracked, or will invite questions
    at the end.

    The conclusion should repeat the main points but this time try to use
    different words and summarise the main point and argument. End decisively, so
    that no-one is in any doubt that your presentation is finished This is also the time
    to ask the audience whether they have any questions.

    3.2. Self-Introduction

    The introduction is the most important part of your presentation.


    Introducing yourself in a presentation is more than just saying your name. It’s an
    opportunity for you to share relevant details about yourself and' connect with your
    audience. How you introduce yourself will influence how your audience receives
    the message you want to get across. Make your next introduction flawless by
    presenting the most engaging information about yourself. Be sure to prepare the
    introduction in advance and start with an attention-grabbing technique to connect
    to the audience.

    State your name clearly. You want the audience to remember who you
    are, so' don’t mumble or rush through saying your name. Speak loudly and
    confidently, and make sure you enunciate every syllable.

    Communicate your contribution to get the audience excited. Think about


    how you will help your audience and briefly communicate that rather than just
    listing your credentials or job title. Your basic credentials will probably be listed
    on the presentation program, anyway. Ask yourself what special skills and
    experience you have that would interest your audience and introduce yourself
    with those.

    3.3. Introducing the Topic

    Provide an overview of your topic early on to show your listeners why


    they should be interested in your speech.

    Key Points

     Describe the scope of your speech when you introduce your topic.
     State your thesis or purpose clearly and with emphasis in one to three
    sentences. Provide an overview of your main points before you launch
    into the body of the Speech.

    Public/speakers should introduce a topic as soon as possible. After the


    attention-grabbing Opening, there is only a small window of time in which to
    convince the audience that you have something useful to say.

    3.4. Answering Questions


    Oral presentations are usually followed up with a question-and-answer
    session. To many people this can be the most exciting part of the presentation. To
    some others, it can be a nightmare. This is actually, why many of the presenters
    try to avoid the question-and-answer session altogether.

    Listen to the entire question: BEFORE you begin to answer any


    questions: Too many people start responding to a question before the , entire
    question is even asked Not waiting to hear the entire questions can result in you
    providing a response which had nothing to do with the question. Force yourself
    to LISTEN to the entire question and make sure you understand the question.

    Pause and allow yourself time to value the question and listener:
    REPEAT the question outload so the entire audience can hear it. It is important
    that everyone "hear" the question or the answer you provide may not make sense
    to some of the people. By repeating the question, this will allow you some
    additional time to evaluate the question and formulate a response.

    Credit The Person for asking the question: You may say something like,
    “That was a great question" or, "Glad you asked that question" or even, "1 get
    asked that question by many people". One word of caution. If you credit one
    person with asking a question, he sure to credit EVERYONE for asking a
    question. You don’t want people to feel their question was not as important.

    Respond to the Question honestly and the best you can: If you do NOT
    know an answer to a question, do not try to fake it Be honest, and tell them you
    do not know but DO promise to research the answer for them and D0 get back to
    them.

    Bridge to the next question by asking them a question: "Does that answer
    your question?", "Is that the kind of information you were looking for?". This is
    critical. Once they respond to you, "YES" you now have permission to go on to
    the next person. This also gives them one more opportunity to say, "No" and allow
    them to clarify their question more by asking it again.

    3.5. Individual Presentation Practice


    Practicing a presentation is a personal process and one that a speaker has
    to experiment with to find the process that works best for them. Here is 8~step
    process for preparing to present:
    Preparation begins with conceptualization - When you begin Writing
    your speech, you are in the process of practicing it. Sit down with your
    PowerPoint or notes. Think about what one thing you want the audience to
    remember from each point and how to transition between points.

    Internalize don't memorize – Don’t memorize your presentations instead


    internalize. The stories that we want to tell or the points that we want to highlight
    must be presenting. But our goal is to present it in a conversational tone and not
    to recite from a script.

    Present out loud - Reading and speaking your presentation are two
    different things. You need to say your speech out loud to know how it sounds,
    where transitions are rocky, and to discover any points or stories that don't fit.

    Present standing up - Practice the presentation standing up in the room.


    However, practice your gestures and how we are going to move.

    Present in the clothes you are going to wear -This makes one’s practice
    real. It also tells us if the arms of suit jacket are too tight and we can't raise our
    arm above my head.

    Time it - Plan out how much time you want to spend on each point or
    slide. Then time it when you practice. Too short? Too long? Remember audiences
    do mind if you go over time!

    See where you are presenting - If there is any way to see the room where
    you are presenting, do it! It will better prepare you to do well and also test the
    technology in the room.

    Visualize your success – When we are practicing, visualize that we are on


    the stage and can see the audience. Visualize that you are doing well by the time
    you take the stage.

    This is the process for practicing a speech or presentation.


    3.6. Presenting Visual Effectively
    A visual aid supplements words with pictures, charts, graphs, or other
    visual information. They are important because they help the audience understand
    and remember, increase audience interest, and act as notes or reminders for the
    speaker.

    Visual aids help your presentation make things happen. Visual aids help
    you reach your objectives by providing emphasis to whatever is being said. Clear
    pictures multiply the audience's level of understanding of the material presented,
    and they should be used to reinforce your message, clarify points, and create
    excitement.

    Visual aids involve your audience and require a change from one activity
    to another: from hearing to seeing. When you use visual aids, their use tends to
    encourage gestures and movement on your part This extra movement reinforces
    the control that you, the speaker, need over the presentation. The use of visual
    aids, then, are mutually beneficial to the audience and you.

    Visual aids add impact and interest to a presentation: They enable you to
    appeal to more than one sense at the same time, thereby increasing the audience's
    understanding and retention level. With pictures, the concepts or ideas you
    present are no longer simply words but words plus images.

    Visuals add an important dimension to a presentation, and you, the


    speaker, must capitalize on this dimension. It is critical that you prepare visual
    aids that reinforce your major points, stimulate your audience, and work well in
    the physical setting of your presentation.

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