UNIT-4 CIVIL DEPARTMENT

UNIT-4 CIVIL DEPARTMENT

Presentation Presentation is a method of effective communication, either oral or written, which is given to achieve a specific business/ organizational goals.

Syllabus Defining purpose, analysis audience, and locate, organizing contents, preparing outline of presentations. Visual aids, nuances of delivery, body language and effective presentation

Defining purpose When one chooses to make business presentation, one has to determine the purpose and plan the presentation. Planning is very important step in presentation. Most formal presentation have following purposes: Presenting facts and information. Reporting status/ providing updates of a project Explaining procedure Scheduling a business activity/ task/ process Examine result and analysis future task. Negotiating Target achievement/ Training Assigning tasks Testing processes for suggestion and reviews Inspiring the listeners Organizing business activities Negativity management

Audience Analysis Audience is very important for any kind of communication successful presenters analysis the audience very carefully. You have to analysis the audience to evaluate your audience to know their interests/ requirements/ ability. By knowing your audience, you can achieve the following purposes. You can verify their knowledge/ information You can choose the better method of presentation You can choose appropriate language/ approach.

Audience Analysis Audience Analysis will include knowing the audience, grouping them, and recognizing their needs and requirements. Knowing the audience: Analysis: Who are they? What are their expectations of the presentation. Understanding: What is their level of knowledge? How familiar are they with the subject? What is their background, experience, etc? Interest: Why do they want to attend your presentation? Education: What is the educational background of the person? Needs: What are their needs/ demands? Customization: What specific requirement do you need to fulfill?

Grouping your Audience: Mainly there are 3 types of audience groups Novice/ fresher Intermediate/ Semi-literate Expert/ Experienced Moreover, grouping of audience can be done on the basis of the following parameters: Age Gender Profession Geographical location Organizational relations Attitude, personality.

Audience

Preparing Outline of the presentation: The outline of Presentation is helpful in planning the presentation. The presentation should be prepared in following format Title: Purpose: Introduction of the Topic Structure of the presentation Main point/ Sub point/ discussion questions/ summing up Second main point/ Sub point/ discussion/ Summary Third main point/ Sub points/ discussion/ objections/ justification Conclusion Summary of whole presentation. Recommending future action.

Visual Aids Visual aids are the essence of most remarkable presentations. A presenter has a variety of presentation aids available at his disposal. Some of the important visual aids that presenter use frequently. CHALK BOARD Chalkboards are the most traditional visual aids frequently used in the presentation. Chalkboards are inexpensive and enable the audience to make notes during the presentation. The presenter can write down his plan on the chalk board effectively. Tips for using chalk boards effectively Improve your handwriting. Write legibly and slowly Do not talk to audience with your back to them. Clean the chalkboard carefully. Project yourself at a specific corner so that you do not cover the content on the chalkboard.

CHALK BOARD

FLIP CHARTS: A flip chart can be defined as a pad of large sheet of paper fixed to a stand, containing useful information for the audience. Flip charts can be prepared in advance. They can be used again and again. Flip chart enables the presenter to follow the exact outline of the presentation. Tips for using Flip Charts. Preferable use two pads. Carry many markers with you Use different colors and font size for effects Don t write on both side of pages.

FLIP CHARTS:

OVERHEAD TRANSPARENCIES: Overhead projectors are used for screening contents during presentation, Transparencies are used for presenting ideas with the help of overhead projector. The projector has a heavy glass scene on which the film is placed. The image will be bright and enlarged. Tips for using overhead projectors: Use standard font size Make larger print Protect the transparencies for better handling Don t write on transparencies Face the audience do not fix your eye on transparencies

OVERHEAD TRANSPARENCIES:

POWER POINT PRESENTATIONS: PowerPoint presentation tool is widely used visual aid during presentations. According to one survey conducted by Microsoft every day 3 million presentations are prepared on power point slides. Power point tools are easy to prepare, economical and transportable. You can use same ppt. again and again. These tools require computers, screens, projectors.

PROJECTORS

Tips for using PowerPoint presentations: Learn the technique of preparing presentation using PowerPoint manual Use acceptable fonts Do not use too many animations/ movements Avoid using comic sound effects Do not write all the contents on slides There should not be more than 6 words in each line and there should not be more than 6 points on each slide (6 x 6 rule) Avoid using unnecessary slides, sounds, movies. Edit and proof read your document before presentation. Examine the presentation hall to use color/ to suit the room, background, etc.

Nuances of Delivery There are four modes of delivery which can be used for making effective presentation EXTEMPORANEOUS ( INFORMAL/ SPONTANEOUS) Extemporaneous presentation is by far the most popular and effective method when carefully prepared. When speaking spontaneously you should prepare notes before hand and rehearse your presentation. You presentation will look quite spontaneous to the audience as after thorough preparation, you are speaking while thinking.

Advantages/ disadvantages of this type of presentation Advantages:- You can present the theme in the best possible structured way. Through preparation on your part makes you feel secure. The supporting material helps you to present your points clearly and also add weight to your presentation Your delievery sounds natural and spontaneous to the audience as it allows you to establish a rapport with the audience through eye contact.

Dis-advantages: If preparation is inadequate, you can get lost and find yourself uncomfortable. If you rely too much on note cards and start reading out from them instead of just consulting them for reference, then your speech will lose its spontaneity.

MANUSCRIPT PRESENTATION In manuscript presentation, material is written out and you are supposed to read it aloud. You are not supposed to memorize the speech and then recollect it. It s there in front of you to read. But you should be wise enough not to attempt to read a speech until you have become a proficient reader. For effective use of this method, you should have gone through the presentation several times till you become absolutely familiar with the text.

Advantages/ disadvantages of this type of presentation Advantages: It is a permanent record of whatever you have to say There is no chance to tamper with facts and figures. The material is organized systematically. Keeping in mind step by step development of mail points. Language can be polished because you can write and rewrite your material.

Dis-advantages: Since you are reading from the manuscript, you get less time for making proper eye contact, which is essential to feel the pulse of the audience. Since you are reading to the audience, you cannot talk to them In the absence of effective reading skills you fumble over words, lose your pace, and it can lead to loss of audience attention.

Impromptu (unprepared/ improvised) This type of presentation is done without any prior preparation. This type of presentations are often made at parties, dinner table, at any award functions.

Advantages/ disadvantages of this type of presentation Advantages You sound very natural because you do not get enough time to make any elaborate preparation. You get a chance to express your thoughts irrespective of what other think or say about the topic. You are spontaneous as you say what you feel.

Disadvantages: The presentation lacks organization of ideas because of the shortage of time. There is no supplementary material ( no data, no figures) Chances of fumbling are very high. There is frequent use of vocalized pauses. The presentation may tern out to be a failure if you have inadequate proficiency in the language of use.

Memorization This method of presentation is most difficult for most of us. Usually you memorize only the main parts or key words This type of presentation stands somewhere between extemporaneous and manuscript. Speech is written beforehand, then committed to memory, and finally delivered from memory.

Advantages/ disadvantages of this type of presentation Advantages:- It is very easy for such speakers to maintain eye contact with the audience throughout the presentation The speaker can easily move and make use of appropriate non-verbal communication to add extra value to the speech. It is possible to finish the speech in allotted time.

Disadvantages: Memorization requires too much of time. There are chances of making dull and monotonous presentation because you go exactly by whatever you have memorized. Even your memory skills can fail if you have not rehearsed adequately No flexibility or adaptation is possible during the speech. The speaker gets frustrated if he forgets a word, sentence, or a whole paragraph. Among the 4 methods of presentation, extemporaneous is the best method because of it s flexible nature and it s effectiveness.

Body language and effective presentation When a speaker presents himself, we see him before we start hearing him. Immediately, we begin developing impressions of his ability and attitudes based on the non-verbal signals he sends. This is why body language is so important in oral communication

General body language used in presentation PERSONAL APPEARANCE: Personal appearance plays an important role in presentation. As people see you before they hear you. You should expect appearance to be a part of the message you communicate. Plan your appearance in such a way that it communicates effectively to others. Even before the speaker utters his first word. Appearance communicates how we feel about ourselves and how we want to be viewed.

POSTURE: Posture generally refers to the way we hold ourselves when we stand, sit, or walk. The way you sit, stand or walk revels lot about you. Slumped posture:- Low sprits Erect posture: High spirits, energy, and confidence. Lean forward: open, honest, and interested. Lean backward : Defensive or disinterested Crossed arms: defensive and not ready to listen Uncrossed arms: Willingness to listen.

GESTURE: Gesture is the movement made by hands, arms, shoulders, head and torso. Gestures can add impact to your speech. A well timed gesture not only drives a point but also enhances the impact and add greater value to what is being said. Similarly an ungainly gesture can disturb the effectiveness of the message.

FACIAL EXPRESSION: Along with posture and gesture, facial expression also play an important role in your presentation. The face is most expressive part of the body. A smile stands for friendliness, a frown stands for discontent, raised eyebrow for disbelief. You can use them in variety of ways to complement your communication.

EYE CONTACT: The eyes are considered to be windows of the soul. You look in the eye of the speaker to find out truthfulness of his speech, his intelligence, attitudes and feelings. Eye contact is a direct and powerful form of non-verbal communication. Looking directly at listener build rapport. Prolonging eye contact tell audience to pay attention. Eye contact is specially important when you start the presentation.

PROXEMICS: The use of proper space/ distance is very much important for the success of your presentation. The distance between the presenter and the audience is very important factor in presentation.

PARA LINGUISTICS: Para linguistics feature are non verbal clues that help you to give urgency to you voice. Your voice is your trademark it is that part of yourself that adds human touch to your words. Therefore,in order to increase effectiveness to your presentation you should pay attention various aspects of your voice like quality, volume, rate, pitch, articulation, pronunciation and pauses.

CHRONEMICS: Chronemics is the study of how human being communicate through their use of time. In professional world, time is valuable commodity. When you are late for an appointment, people react negatively, if you arrive early people consider you as eager or aggressive. So always be on time. As a good speaker, your awareness of time schedule is essential. Good timing is crucial and can be achieved by proper rehearsal.

Important Questions What are the main steps for presentation strategies? (07) What is presentation? Explain different purposes for making presentation. (07) Discuss impact of body language in making presentation effective. (07) Narrate types of Visual Aids generally used in presentation along with some tips pertaining to the use of Visual Aids. (07)

Explain any two of the following, modes of delivery used for presentation. (07) I. Manuscript II. Extemporaneous III. Impromptu IV. Memorization Define the purpose of presentation. Explain types of visual aids used in presentation.(07)