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Presentation is the largest method to deliver one’s views, ideas, thoughts and facts for a similar group of persons. It is more effective than similar group of persons. It is more effective than seminars and conferences. In a presentation, a topic is discussed and each presenter is given sufficient time to put his views and justifications. Moreover, now-a-days full technological support is also given to the presenter, so that it may become easy and systematic. course. Presentation is very popular is MBA courses. In organization, to, then new all existing projects. Uh, discussed, Presentation is done to solve coming issues and to manage the word. Intensive advertisement campaign like roads shows, door to door customer meets, Visits to professionals are the types of presentations.
Presentation is a form of oral communication. It means the presentation of an oral message to a listener or a group of listeners. It may be individual or group presentation.
‘Presentation’ means speaking to listeners or a group of listeners with duly prepared lectures, which is a suitable to listeners and the objectives of the related subject. It is very important that the presentation of the matter should be effective and must be suitable to the listener taking in view the nature and circumstances that influence the listener.
Technology upgradation has raised a simple question why make presentation at all. Anything that you need to communicate can be easily transmitted through e-mails messages or video-calls.
But, the fact is that email, offer good. Substitute for return communication i.e., letters can never replace oral communication. With the increase of interdisciplinary and cross-functional work and coordination between groups and teams, the necessity of making presentations to our diverse group of people is the need of the hour.
1. Individual Presentation : Individual presentation refers to presenting thoughts slash ideas by only one speaker on our selected subject before the concerned listeners Luther Flop and individual presentation is the presentation where one speaker. Present his message to the audience. Topic of message is Pre-decided. Such presentation is required when a supervisor is to instruct our worker or workers, is to instruct our workers or workers, and a worker is to discuss his problems with his supervisor. it may again be off it may again of two types :
2. Group Presentation : Group presentation refers to presenting thoughts/ideas on any pre-determined subject by many speakers in their own way before the listeners. Members of the group mutually decide to throw light on the various aspects of the selected subject. The group leader converse the whole presentation in a systematic manner.
Sending message orally by the sender to the receiver is not new. Everyday we communicate with friends, colleagues, workers or general public orally be it personal, social business or political life. In oral presentation language is very important. Language is the key to communicate the ideas, information and orders from one person to another. Languages is an institution which explains various relations through a set of symbols and a set of ideas. It is also worth nothing that there are a number of symbols, different from words and numbers which also express idea. When a thought is converted into an oral symbol it is called, encoding. Similarly, when an oral word is converted into a thought it is called, decoding. For effective communication, it is necessary that the processes of encoding decoding are coordinated.
The following are the objectives of a presentation :
1. To advertise and promote a product or a process;
2. To create an image or goodwill;
3. To promote a style, working system and attitude;
4. To demonstrate and to provide information about a product or a service or a system;
5. To decide future course of action;
6. To suggest a solution to a problem;
7. To present a report to the body;
8. To sell an idea or a product; and
9. To motivate colleagues and sales force.
Presentation is also made to launch a new product in the market, to start a new course or programme, to make aware of a new concept to decentralize or extend business, etc.
The presentation may be of three kinds :
Informative Presentation
Informative presentation aims at giving information about a fact or an thought. It is about a product or a process or a service. The training is an informative presentation. It gives information about the work. Informative presentation may also persuade new employers, below organizational traditions, culture ad procedures. It may be of three types :
1. Report : Report means written explanation of an event. It is a systemic and objective communication of facts. It is an important tool in the hands of management. It aims at providing clear and detailed explanations of an event or an issue.
2. Briefings : Briefings are the information which explains both the positive and negative aspects of a topic. It helps in decision making. This term is used to explain the main points of a meeting or a seminar.
3. Instructions : Instructions are the guidelines to do a work or to accomplish an object. Experienced employees instruct newly appointed employees so that they may know how to do their work and to get benefits from the experience of old employees.
Persuasive Presentation
Persuasive Presentation aims at positive reaction from audiences. It motivate them to act or to believe. It provides information with authentic proof. In the same way, every business requires persuasion at different stages and times. It can be categorized in four parts :
1. Policy : A policy is an instrument of securing pre-determined goals. It sets the lines of action for an enterprise and directs the employees how to the do their work. Policies persuade employees to take uniform decisions.
2. Procedure : Procedure is a guidelines to do an act. It spells the steps to be taken to achieve organizational objectives. Procedures minimize the requirement of direction and control.
3. Value Judgement : It is an attempt to answer the question “why”. It conveys-“why should a particular act be done, what are the benefits of doing it.” It helps the listeners to decide their response.
4. Facts : Facts present actual evident information about an event. It answers-what happened, who did it, when did it happen, how much cost does it involves etc. Facts help a person in deciding, whether to invest in a particular project or not.
Goodwill Information Presentation
It is that type of presentation which helps to create awareness about the products, policies and schemes of a company. It presents the topics which are liked by public. Quiz contests, Relief Funds, PM fund and etc. are examples of goodwill information presentation.
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The main aspects of the introduction to the presentation are to get the attention of the audience, setting the objectives and direction of the presentation and to prepare its agenda or layout.
Murphy and Thomas have called these aspects by the name of PAL.
P = Porch = Just as we have the porch of the house through which we enter there is a
porch of the presentation where we give an initial talk on the Presentation.
A = Aim = The second part of the introduction of the presentation is to set the
objective. In this part the audience is made aware of the spirit of the presentation.
L = Layout = In this section we have acquaint the audience with the main points of the presentation. It can also be called the agenda.
Text
After the introduction to the presentation the main parts of the core topic (the body) or the message are explained. It includes the basic spirit, the certifications, figures and the control point of the presentation. Presenting this part of the presentation should table about 40% of the total time.
Summary and Conclusion
The part of the presentation in which the audience is reminded of the main points of the speech is called, the summary. The conclusion includes that decision which the audience is expected to take after the presentation.
(vii) Use of Visual Aids : the next step after preparing the draft of the presentation is to decide which visual aids will be used during the presentation. Visual aids are those aids which help the audience understand the main subject during a live presentation. Various types of devices, diagrams and statistical pictures are included in visual aids.
(vii) Rehearsal : The purpose of rehearsing the presentation is to increase the confidence and to learn the subject matter. Because of this the presenter remains in a comfortable state during the presentation. During the rehearsal one should believe that you are addressing an audience. Long sentences and uncommon words should not be used. Only one points should be used at one time and it should be decided which helping aids will be fit to use. The answers to the time. The presentation should stop at the end of the fixed time ; then restart and try to finish the presentation within the time.
The following factors affecting an effective Oral Presentation :
Body Language
Body language is very important in oral presentation, because its share in oral communication is more 50%. It is common tendency of the audience to make up their minds according to what they see. They accept the presentation mostly on the basis of your body language. Various types of body language help in the oral presentation as follows:
1. Appearance : Personal appearance of the presenter affects the oral presentation to a large extent, because the audience from their opinion on the basis of what they see.
2. Posture : Audience very closely and analytically watch the posture of the presenter during presentation, whereas the presenter can only experience his own posture.
Other persons can analyze presenter’s posture and, therefore, it is beneficial for the presence to pay attention to audience try to watch their expressions while speaking. During rehearsal a presenter can analyze his own posture standing before a mirror. Thus, he can make suitable/desirable changes in his posture.
3. Walking : Walking of the presenter also influence the audience. If his walking shows self-confidence then it will have a positive impact on the audience.
4. Facial Expression : Facial expression should always be benefitting to situation and the subject, otherwise it will convey wrong message. Eye contact is a very powerful source of oral presentation, because the audience guess the seriousness and credibility of presenter through eye contact mostly.
A message/information can be monitored and communicated in its original or actual form and meaning through voice. So, the communicator should keep in mind the following points while using the voice :
1. Volume : Volume plays an important role in attracting the attention of listeners. The primary object of every speaker is to see that audience listen to him and, therefore, he monitors his voice according to the number of listeners and size of the room.
2. Tone : High and low tone conveys the seriousness of the subject of the speech. While emphasizing a particular point the tone should be high enough to underline the point. The low tone is used to attract the attention of the audience.
3. Pitch : The low and high pitch in a speech indicates the change of the topic.
4. Speed : To keep the audience’s interest alive the speaker go on increasing and decreasing the speed from time to time.
In pre-presentation analysis the information about audience i.e., its size, age-group, sex, education, experience, etc. is advisable. Post presentation analysis refers to reaction of the audience on your talk. One can analyse the audience on the basis of the questions raised by them.
The environment around the presenter as seen by audience is known as communication environment, like lighting arrangement, the bias, background, seating arrangement, noise etc. it should be ensured that it has favourable impact on the presentation.
In a presentation, the choice of words has its own importance. It is always better to present the text of the message in simple and easy language and that too in short. The use of technical terms among less experienced audience should be avoided as far as possible. It is not necessary to use highly ornamental language, instead of it simple and easy to understand words should be used.
To increase the effectiveness of the presentations, it is necessary to organize question hour. You should carefully listen to each and every question and give clear and appropriate answer. If you are not in a position to give a correct answer then do not try to answer it. Instead of confusing the audience it is better to make them aware of the reality.
Training presentation means to provide information/to educate/to impart training to the audience. It is totally formal. In an organization the nature of training is generally informative. The listeners are made aware of the particular process of working in the organization and not to adopt their self-made process.
“Training is a process to increase the knowledge and skills of the workers to perform a specific task.”
-E.B. Fillipo
“Training is an organized methodology through which persons gain the knowledge and skills for a specific objective.”
-Dale S. Beach
1. Define training objective : In the first phase of training, it is necessary to make clear –what is the objective of the training? What is the strategy/policy is used or adopted?
2. Develop criteria : The methodology for measurement of work, the method as to how to relate the present training in knowledge and skills to efficiency in future, criteria to develop qualitative technique for measuring efficiency, awards for increased efficiency etc.
3. Derive Contains : Who are the audience? The level of trainees, their learning experience, their view point and their ways of learning, major topics and elements of training presentation, time-limit of training programme, etc.
4. Method and materials of training : The method of achieving the objects, the type of method adopted for training, the kind of material used for training, effectiveness of instructors/trainers, etc.
5. Training Programme : The structure of training programme, course-contents, the total period of training etc. is decided.
6. Trainee : Persons, for whom such training is need, are identified. It is also necessary to find out why the training is needed for them in the present time.
7. Re-entry : It refers to post-training follow-up of trainees when they enter into work environment. It also observes as to how they use the tools and machines. It is necessary to examine the whether the trainees be left to themselves or should they be monitored.
8. Feedback : This is the last but not the least element of training representation. It refers to the reaction of trainees based work after the training presentation.
Sales presentation is a presentation in which a salesman stands in the middle of a group of people and informs about his product, tries to find the needs of the prospective customers, solves their problems and forces them to buy the product mentally. In this process the salesman uses pictures, product sampler and other visual aids. Sometimes, he distributes samples and tries so that the people may buy his product. While presenting some big or expensive product like a car, scooter etc. the salesman exhibits the product among the people and provides them with the maximum possible information regarding it. Salesman tells them about the benefits of using it. Salesman answers all the people’s questions regarding technique, loans etc.
It is like a discussion. Sales presentation turns into discussion when the seller gives answers to the questions raised by buyers in the context of subject-matter during its audio-visual presentation. The main objectives of the seller is to pursue and make the buyer to buy his product and to accomplish this objective he tries to satisfy the needs and to remove his objections, if any. In a sales representation, seller devotes 30 percent of the total time of representation in introducing his product and the rest, i.e., 70 percent time in satisfying his quaries.
Sales representation is of two types:
1. Persuasion Presentation : Persuasive presentation motivates the buyer to trust the idea/strategy/product and thereby to come to some conclusion/decision.
2. Goodwill Presentation : Goodwill presentation is made to win the goodwill of the buyers towards the idea or product and also to entertain him so that goodwill is created.
As has been explained in the earlier pages of this chapter it is necessary to think of seven points while preparing a presentation. In respect of sales presentation we will discuss the seven points in the following way :
1. Setting the Objectives : Let us assume that the objective of this presentation is to inform the people about Santro Car and to Coax them into buying it.
2. Audience Analysis : The crowd that will gather for the presentation will be people who will be from the higher income group, of an older age and will be well educated. Keeping their interest in mind a payer meeting has to be scheduled.
3. Selection of main idea : Assume that the main idea here is, “Santro’s promise; Low priced, more space, higher mileage, strong and peaceful journey”.
4. Research and topic : Assume that the dealer has collected all the information about the car’s technology, competitiveness, monetary and maintenance aspects.
5. Writing the draft : According to Murphy and Thomas there are three stages of preparing the draft.
P-Porch :- In this the salesman may start his conversation through a salutation, da question, story, idiom etc.
A-Aim : The salesman should tell the audience that this presentation has been organized by the company to inform them about the car and to entertain them.
L-Layout : The audience should be informed about the time bound programme as to who will give the car related information at what time, when the hymens will start, at what time the food will be served and when the audience’s questions will be answered.
1. Text : This is that part in which the salesman will tell the audience about the product along with proofs. He should say this subject in 3 or 4 points and should appeal to the audience to buy the car in a sensible and emotional way.
2. Summary and Conclusion: In this part the salesman repeats the main points and promises, the audience after sale service etc.
3. Use of Visual Aids : For sales presentation the salesman may use the car or and exhibit. He can say what he wants to say through pictures etc. he can also use other aids for presentation.
4. Rehearsal : How will the salesman give the presentation among the audience. For this he should rehearsal atleast thrice.
At the end the audience should be greeted and the presentation should be closed.
Murphy and Thomas have given 5 suggestions for developing effective presentation skills which are :
1. Pitch : Using the pitch of the voice well can make the presentation effective. The pitch should be changed as per requirement speaking on the same pitch can be quite boring.
2. Rate/Speed : Every person has a different rate of speaking. According to experts a rate of 80 to 160 words per minute is suitable but in special circumstances it can be increased to 250 words/minute. The rate of speaking should be changed as required.
3. Volume : The volume should be such that everyone in the audience can hear. It should not be so high either that it creates problems for the audience.
4. Vocal Quality : it can be said the sweetness and quality of the voice is good when it pleases the speaker as well. The effectiveness of presentation depends a lot on the vocal quality.
5. Pronunciation : To make the presentation effective, pronunciation should be correct. To give stress on a word, not to pronounce incorrectly, not to use any unnecessary words and reading the dictionary improves pronunciation. Other than these techniques things like physical gestures and visual aids should also be used.
A speaker can develop good communication skills with the help of self confidence, taking deep breath, practice, clarity etc.
Information and Encouraging speech is also a form of oral presentation. Therefore, motivational speeches mean Encouraging or persuasive speech.
According to Stanley Vance
“Motivation implies any emotion or desire which so conditions ones will that individual is propelled into action”.
The diagram shows that a person is motivated when he is has some need or wants. Therefore, before preparing a speech the needs of the audience should be found. In short the following things should be kept in mind while preparing a speech for motivation.
1. To find out the needs of audience : What does the audience need ? Or what are their wants ? Speech Should be prepared after finding them out.
2. To determine the driver : What can fulfill the audience’s needs? It is not true that only monetary benefits can motivate people. Post, Respect, Fame are also motivators. Actually the motivation of a person can be decided only by knowing his needs and wants.
3. Inclusion of Driver in the Speech : If the needs and wants of a person are discussed and their solutions are discussed then the support and sympathy of that person can be easily achieved.
4. Use of Effective Presentation Skills : After preparing the speech the presenter should use good and effective presentation skills. He should give a positive, powerful, energetic and driving speech. The answers to the audience’s questions should be given with supreme confidence.
The purpose of a motivational speech is to get a positive response from the audience on a topic. There is no doubt that when a speech is given using the above method then the audience will immediately accept the presenter’s proposal.
In business to conduct management work some information about the market is necessary. This information can be related to the competition, population etc. a number of times the management has to conduct surveys and collect information which may not have any direct relation with the business but nonetheless it affects management’s work.
In the present world surveys and research are organized and conducted to gather various facts abut economic, social, natural and political areas. The truth is that be any statistical fact related research it would not be complete without the statistical and methods.
In research by collecting facts, examining and them we try to find solution to various problems on definite topics. As a conclusion it can be said that statistically research refers to the quest for knowledge in a field’s statistical facts through the use of statistical methods.
In surveys data is collected and with the help of statistics this data is simplified.
The common man can neither understand nor deduce spread out data. But difficult statistical data can be simplified by using various statistical techniques like classification.
Individual and Group Presentation are the basic types of the Presentation. When a presentation is made by an individual. It is said individual Present And when a presentation is made by a Group, it is called group presentation. Sales presentation, introduced of new products, Marketing Presentations are called group Presentation.
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