What is a Presentation - CTR

8/8/2019 What is a Presentation - CTR

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PresentationPresentation



Wh at do we mean by a presentation ?Wh at do we mean by a presentation ?

` The opportunity to share your ideas at a meeting.` The opportunity to discuss formally in a one-to-one

situation.` Purpose :

` Persuasive intention, even if the speaker is notwholly conscious of them.

` Persuade, in order to persuade effectively you must

have the right attitude to the material.



A ttitude and communicationA ttitude and communication

` A ttitudes create anxiety.` The key to confronting and then controlling public

speaking anxiety is to examine how you think abouta public speaking opportunity.

` Listeners will want to feel you are speaking to them,not speaking at them.



Wh at do we mean by communicationWh at do we mean by communication

` A message is sent and received, and communicationis achieved.

` It is important to understand that we constructreality from words and images. This does not meanthat concrete reality does not exist, but that ourunderstanding of it comes to us through word andimage.

` There are dominant groups that shape ourconsciousness: the words and images of our culture,our class, our education, our family and our peersshape our perceptions of 'reality' .



STRUCTURE OF T OPICSTRUCTURE OF T OPIC

` D eciding how to structure your presentation isperhaps the most difficult aspect of preparation. Thestructure of your speech is most important, and youmust carefully structure your message to takeadvantages of your speaking opportunity.

` Generally, a speaking structure has three sections:



T h e IntroductionT h e Introduction

` S tructure your introduction to capture your listener'sattention.

` Remember, your listener will decide in the first thirtyseconds what they think of you and whether or notyou are worth listening to.

` Once you have their attention, you give themdirection, outline the map of your ideas, and, thus,the structure of your presentation.

` Good introduction should include a brief statementexplaining the purpose of the presentation.



INR ODUCT IONINR ODUCT ION

` Introductions cover different aspect of a presentation,ranging from :` D eveloping an introduction` Organizing the information



PreparationPreparation

` Preparation introduces an aspect of giving apresentation or introduces the context for the mainpresentation.

` When giving a presentation it is essential to have aclear idea of what you want to achieve.

` D o you want to inform your audience about essentialfacts, or to persuade them to accept your proposal?

`

This main purpose or aim needs to be briefly statedin the opening part of a presentation.



Wh at to sayWh at to say - - S tating t h e purpose FocusS tating t h e purpose Focus

` A good introduction should include a brief statementexplaining the purpose of the presentation.

` In your introduction state the purpose of yourpresentation.` why are you there?` what are you going to talk about?

` S ome useful expressions for stating the purpose of presentation :` In my presentation I'll be proposing two new techniques...` In my presentation today I'm going to explain... .` This morning I'd like to review progress on `

TheS

ubject / topic of this presentation is



H ow to organize t h e informationH ow to organize t h e information - - OutliningOutliningt h e developmentt h e development

` M any successful introductions include information aboutthe main points to be developed during the presentation.` S ign posting a presentation :` Your introduction should contain some kind of a

signposting for the audience.` tell them what you will be talking about` tell them in which order you will develop your point

` S ignposting your presentation will help you` to define the limits of the presentation` to focus the audience on the aspects of the topic

` S ome useful expressions for signposting a presentation` I'll be developing three main points.....` First I'll give you S econd Lastly......



H ow to create interestH ow to create interest - - Involving audienceInvolving audience

` When giving presentation it is, of course, very important toengage the attention of the audience right at the beginningof the presentation. One way to do this is to make yourintroduction as interesting and lively as possible.

` Involving the audience :` D iscover unusual or interesting facts and statistic about the topic include

some of them in your introduction.` Use words like you, your, us, our to make your audience involved in your

presentation.

`

To create interest is also by using rhetorical questions.A

useful device involving the audience in your presentation is toask rhetorical questions, questions which the presenter doesnot expect the audience to answer. The presenter includesrhetorical questions to link some of the points he is making.



RE FERR INGT O VISUALSRE FERR INGT O VISUALS

` A good presentation which includes visuals will bemuch more effective than one without.` Visuals help to:

` focus the attention of your audience` illustrate points which are hard to visualize` reinforce your main ideas` involve and motivate the audience

` Look at the two visuals below and say which of eachpair is more effective.



T h e BodT h e Bodyy

` It is difficult for listeners to process too muchinformation, you should select only two main pointsin a minute presentation.

` You can, of course, and should present sub-point tosupport these main points, but limit them to three orfour for each main point.

` If you are speaking for more than twenty minutes,you need to add variety to your presentation by usinga range of techniques, such as questions or visuals, toalter the rhythms of your interaction and so help yourlisteners maintain concentration.



T h e C onclusionT h e C onclusion

` Your conclusion must sum up, and strikingly, the themeof your presentation.

` A good presentation is one that listeners can laterrecount to friends in just a sentence or two.

` In a persuasive presentation, there will often be someactions that you need to suggest to your listeners.

` M ost importantly, a good conclusion does not linger, it isbrief and to the point.



C ONCLU DINGT H E PRESE NT AT IONC ONCLU DINGT H E PRESE NT AT ION

` Without a good conclusion a presentation is notcomplete.

` One way to end a presentation is to summarize brieflyyour main arguments and draw conclusion for theaudience.



H A NDL ING QUH A NDL ING QUESEST IONST IONS

` M ost presentation include time for questions andanswers.

` S ometimes presenters ask for questions during thepresentation, but more frequently there is a questiontime at the end of the presentation.



C larifying questionsC larifying questions

` B efore you answer any question make sure you reallyunderstand it. Here are some useful tactics you can use.

` Rephrasing the original question` So do we .

` So what you're asking is` If I understand the question correctly you would like to know

` A sking further questions to clarify the question` A re you looking at the January/February figures? ` When you say do you mean

` A sking for repetition` I'm sorry I didn't hear. Which slide was it? ` Sorry, could you repeat that?



H andling difficult or h ostile questionsH andling difficult or h ostile questions

` Sometimes you may have to handle difficult or hostile questions fromthe audience.

` These can be handled using a variety of tactics e.g. by delayinganswering the question or evading the question altogether.

` One way of evading difficult or hostile questions is to show you

understand the questioner's position, and then to introduce analternative way of looking at the situation` Two ot h er useful tactics are

` N ot to accept responsibility for answering` To delay your answer

` Evade by not accepting responsibility` I'm afraid I 'm not the right person to answer that.

` is much better person to answer that.` E vade by delaying

` C ould we leave that till later? `

That's scheduled for discussion at the next meeting



H ow to h andle informationH ow to h andle information - - Offering h elp toOffering h elp toclarify informationclarify information

`

When handling the questioning phase of a presemation, itmay be necessary to clarify points from the presentation.` A t this stage it is often helpful to show slides and

transparencies again.



LA NGUA GE EX PRESS IONS FOR PRESE NTAT IONLA NGUA GE EX PRESS IONS FOR PRESE NTAT IONFunctions L anguage Ex pression

Greeting Good morning/afternoon, ladies and gentlemen

Introducing self M y name is .....

A nd I am the B usiness D evelopment M anager here in .....

Introducing to the topic A s you know we're here together today to discus

Telling the length of thepresentation

I'll only take 15 minutes or so of your time

Telling the benefit to listento your information

It's my very happy task to give you a general introduction about This plan will, I am sure, affect the discussion thatyou have today

about In fact, all the information, I hope, will help the process of the

discussion.

Informing the structure of the presentation

I will show you some transparency on the OHP

B ut first of all, I'll glive you some contents of my talk.I've divided the talk into 4 remain areas.Firstly,..., S econdly,.....,Thirdly, .... A nd finally,...

Telling the audience when toask the questions

If you have questions, feel free to interrupt during my talkYou can ask me if I have finish my presentation.



Directing t h e audience to anot h erDirecting t h e audience to anot h erinformation or segmentinformation or segment ( Transition)(Transition)` Ok, let s start with ` Ok, let s move to ` Ok, let s move on to the next point, which is ` Ok, now let's have a look in more details in ` S o, let's look first at` Now, let s have a look at the ` let s have g look at `

Let s look now at the ` Let s turn now towards the



Pointing out w h at you want to presentPointing out w h at you want to present

` I'd like to focus on four main areas connected with ` Firstly.....` S econdly` Thirdly` A nd finally

` A nd for this I'd like to show you a transparency.` I'd like to look at these stages in more details.



R efering to a particular informationR efering to a particular information(reference)(reference)

` I'd like to show you on the transparency some of the keyfeature.` First of all, on the top, we've got the raw materials.` D own here, we have got key information which will help

us to understand. This transparency shows the mainstages involved in



Directing t h e audience back to t h eDirecting t h e audience back to t h etopic being discussedtopic being discussed

` OK, then` OK, as you can see the is divided into seven stages,

A nyway` Getting back to ...` A s I was saving before... .` Returning to what we were talking about before... ..` Let 's get back to what we were talking about

before... ..



S ummarising t h e presentationS ummarising t h e presentation

` S o we have discussed` One,` Two,` Three,` A nd flnally,

` OK S o that completes my presentation on` Ok, so under the heading the M arketing, we've

looked at four mam areas.` Firstly` S econdly` Thirdly` A nd finally...



S pecifying t h e scope of t h e informationS pecifying t h e scope of t h e informationto be deliveredto be delivered

` I won't bore you with all the history. I iust like to pointout three main dates I won't take you to all the stage,but.....

` I will iust show you an example of one or two parts of our publicity materials



C oncluding one section / segmentC oncluding one section / segment

` S o, that's all I have to S ay for the moment` S o, that's all then` Ok, I think that's everything about computerization.` S o, that then.....` Ok, those are brief of history lesson



T h anking t h e audienceT h anking t h e audience

` Thank you very much for your attention



Inviting QuestionsInviting Questions

` If you have any Questions. I'd be glad to answer themnow



A nswering questionsA nswering questions

` Not yet, I am afraid.` I have the answer to the question` Of course, that's very important consideration. A nd

we've give a lot of time to it at the moment.` Is that OK ?



Providing clarificationProviding clarification

` Imean` What I mean by is that` What I mean to say is that` What I mean when I say Is that` We also encourage our clients and suppliers to



A t t h e timeA t t h e time yyou are recalling an idea or information, useou are recalling an idea or information, uset h e following languaget h e following language e x pressionex pression

` Well` Imean` What do you call it ?` Let me think for a moment



A dding related pointsA dding related points

` Regarding ` Concerning .....` In relation to ` In addition .....` A nd also ` In addition to this......` Not only but also



Ex erciseEx ercise` Decide h ow t h e following language e x pressions could be used and put in t h e

appropriate bo x.

Ex pressionsLadies and gentlemen. We'd like to welcome you to .... Opening/Introduction

First of all, I'll give you some topics of my talk.

A s I was saying before

This transparency shows the main stage involved in

I Thank you very much for your information and cooperation

Let's look now at the production On going/ B ody

In this instance I'd like to

You can ask me if 1 have finished my presentation.

I'll only takel 10 minutes or so of your timeOK, so that completes my presentation Closing/Conclusion

S o, we've discussed....

I d like to inviteM r./M s. to officially close the workshop.

Next I'd like to welcome

We ll have ten-minute break



1. S moking2. D iabetes3. Osteoporosis4. Traditional M edicine5. D engue Fever6. H1N17. Generic M edicine

8. Juice Therapy9. Herbal S moking10. HIV



1. A bortion2. Chemical additives in food3. Pharmacist vs D octors4. A romatherapy5. Narcotics6. Cervix cancer7. Fake A lcohol D rinks

8. Internist Complications9. Healthy Food10. M al-practice

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