188 @ BUSINESS COMMUNICATION INTRODUCTION While it is one of the easiest things in this world, for some people, t0 stand in fy, of a group of people and to tall, Mere are many who Yok seared and ready “ For a cover at the sight of an audience, The Hlifference in the tO categories nay ayy not from the difference in their Lrowledge content, but from the difference in yh, attitude. A speech is a talk given to 2 large gathering and its content is usually lib, is given on occasions like an anniversary err inauguration or any other formal gathering cr funetion. Its purpose is usually to encourages appreciate, congratulate OF t9 enter, [Epscenin ie more complex and is delivered co a small) knowledgeable audience at dConference, seminar or business meeting, Its purpose is mor(concretely and preciey 2 acd Yes purpose F wsually v0 inform, expleinn ersuade of pésent a point of view fe is followed by a question-answer session: Speaking before an audience, is an opportunity for the speaker to express his vw point of view. If he is unable to overcorte the initial fear and nervousness, the whole peor is literally going to unfold before him. He would be able to keep the audien engrossed in listening to what he wishes to state. Developing presentation skills is an art where most of the training and learning reduie greater focus and attention. Baecutives, non executives, instructors, trains wat administrators need to strengthen their skills with respect to their presentations before varied target groups _ PRESENTATIONS IN A BUSINESS There may be several occasions for a presentation in a business, such as: Le Annual presentation of reports. 24 Launching a new product or service. (3% Starting a training course/session. 4,7 Presenting a new business plan. 5,~ Making a marketing/sales proposal. &~ Making a contribution to a conference/seminar. «1/, Diversification of a business. (8 Demonstration of a new technique of work/equipment/machinery. oCCHAPTER 11 Presentation Skis M189 of progress/downfall of the or 1 orpanisat n oF of the competitors ¢ of interview or promot + Ac the ti presentation, if asked by the management for such a ENTATION presentations have three major clements: PresenteriSpeaker: ‘The person who is giving the p . The peopl ple for wl ; eee oe the pretenaton is meant. The audience usually 4 cs, like . y profession or any other such attribute. all belong to a particular age group or Specific content: This is : the content of th ich i i SEES paws be acbhcl presentation, which is formulated with a TT TEN STEPS TO A SUCCESSFUL PRESENTATION here are ten basis steps whi iam i T ce ps which need to be kept in mind at the time of making a presentation, How successful one is at the end of the delivery, is contingent upon the amount of labour that has gone into the seven preparatory stages. L-Consider the occasion and objective. 2, Make audience analysis. 3, Get acquainted with the environment/location. 4, 5. Plan out the presentation : Script. Decide the manner and mode of presentation. Visual aids, handouts, feedback forms. 7. Rehearse the presentation. 8. Consider personal aspects: physical appearance and boxly language 9. Overcome nervousness. 10. Making the presentation.———ieststs—ts 190 @ BUSINESS COMMUNICATION EXHIBIT: Ten steps to successful communication ee row the sphere and_concretize eas femands of the audience Tonsider the occasion and ob|ectNE Meet dk Acavaint yourself wih the Venue, Organizers res the atvention of the receivers. Take audience analysis ~ Know about the location Decide the mode and mannet of presentation [Sec make a confident presentation Prepare the script Preparation of should: {a) Visual aids Generate interest (b) Handouts increase retention { {) Feedback forms [Assess competence 7, Rehearse Brings perfection, Insts confidence J. Consider personal aspects Be presentable In appearance Be fearless and effective 9. Overcome nervousness Sharing of teas, formation and knowledge} Enables TO. Make the presentation on and Objective r which the presentation has been organized, tation must know his propey sphere and What is that( one aims to clear. One should not stray Consider the Occasi' now the occasion fo! hhes to make the presen! vo fulfil chrough his presentation. should be crystal focal area\The more one censres round the being positive. Ic is important to ki The person who wis! the purpose he wants vchigve at the end of the presentations yy from the main point oF ‘or move awa} he chances of the res! thrust area, greater are U Prepare an Audience Analysis eaker to understand for whi Te is most important for any sp ‘An audience is not just a gathering of people, it has ac The presentation must be in a form and style that suit snd the content and tone should also depend on the nature of the audience. The age voc, nationality, educational background and experience of the audience present have a great relevance to the presentation. ‘As an example, while considering the age factor of the audience, the following clues can be use om the presentation is meant ollective identity of its own. and interests the audience Children love to listen to stories and dramatic presentations . Tee i i i i enagers are responsive to new ideas and like informative presentations. a Middle aged audience is conservative and do not accept new ideas easily, but they listen with interest. a Senior citizens like to be reminded about the good old days:sills CHAPTER HL Presentation imilarly, the status of the audience, edu making a presenta educational or economic, also matters while Get Acquainted with the Environment/location peaker should be familiar with the physical environme +. Che sine of the room, ing arrangement, speaker's position vis-d-vis the platform or podium, setting ids, etc,, should be ing a ventil ioni! 8 and ventilation, positioning of the vis of the mike, Vell planned out and observed in advance. Decide the manner and mode of presentation ‘The speaker should decide whether he wishes to achieve the objectiv@y a formal resentation or a non-formal ong:)The profile of the participants helps the speaker in deciphering the needs of the audience so as to formulate your message accordingly. Once the decision about the best method to be adopted is made, a strategy needs to be chalked out for a satisfactory rendering of the topic. The speaker may select any of the following modes of presentation: ‘ading: A written script may be used to present the whole matter. It helps to maintain accuracy, but eye contact may be lost in the process. Very few speakers can master this art of reading as well as maintaining frequent eye contact with the listeners. (a femorized Presentation: If the memory power of the speaker is to read aloud good, he may memorize the whole presentation and not use any written material. This helps to maintain the flow, but in case, the speaker forgets in between, it leaves a very bad impression and spoils the effect of the presentation, The best method in this case is to make some brief notes, and refer to them in between, to maintain a smooth ( presentation. ( remporaneous Presentation: In this case, the speaker does not memorize the whole presentation, word by word. Rather, he takes some ideas in his mind and in a logical order, presents them in his own words. A mental recap helps. udience exchange will vary depending on the manner of a formal presentation would normally make use of a formal er slides or transparencies. In fact, the entire atmosphere ion is going to be perforated with a necessity of sounding n informal presentation need not observe a formal ‘on would be to elicit the maximum from the The entire speaker-a presentation. For example, seating artangement with prop at the time of making a presentati impressive. On the other hand, ai seating plan. The thrust in this situati participants. Hence, presentations should be such that the p n in their midst or that he has somethin} articipants at no stage feel that the speaker is an alie ig to say with which they are not comfortable.CHAPTER 11 Presentation one eer GUIDELINES FOR THE USE OF VISUAL AIDS Visual aids are meant to emphasize the most vital points of the presentation in a unique manner. A lot of effort should go into their preparation, So that their use leaves 2 positive impact inthe minds of the listeners. One strategy could be to restrict yourself to the three Bethe BIG, the BOLD and the BEAUTIFUL} There are no hard and fast rules for the ts€ of visual aids in all presentations. Much aépends on the individual’s ‘own personal choice. However, some guidelines can be followed to make effective use of visual aids, namely: 1, The transparencies or slides should be prepared neatly with no over _writing or spelling errors. 3, ‘The material should be well spaced and written in capitals oF block letters so that the listeners sitting at the back are also able to decipher its contents. 3, Since audience is concentrating on the spoken words plus the visual cues which are being provided, it would be prudent to pause for a shore while as they absorb the contents of the visuals. 4. The written material on the transparency should be read our © the audience. 5, Never turn your back to the audience, specially o read the conten’! of the presentation. Preferably, the points should be memorized so thar you are able to perceive their vecetions to your performance and the transparencies! slides If it is favourable, you can proceed, else stop on a particular point to elaborate and discuss. 6. Everyone in the audience is able to see chs visual aid clearly. 7, The speaker must explain the visual aid if there is any likelihood that the audience may not immediately understand it. 8, The visual aids must be firced well into the presentation: They must be an essential part of the plan of the presentation. 9. Proper emphasis must be laid on the visual aid, The speaker must point to it with bodily action and words. Sometimes a long stick or pointer should be used to draw the audience’s attention to a sefial number, chart, oF & cityllocation on a map. 10. The speaker must look at the audience more than at the visual aid. LL. If the speaker is using slides, he must make sure that they are clearly numbered in the correct sequence and are kept right way up. Any confusion in their order/arrangement will simply damage the presenters image. 12. No visual aid should be kept on for too long, 13,_ The speaker should use pictures, drawings and colour for interest. One must remember “A picture is worth a thousand words’ 14, Aalide should carry only essential information. The content of the information on the ‘lide should be kept limited to 25 words or the equivalent in figures.