This document provides guidance on preparing and delivering an effective presentation. It begins by outlining the learning outcomes, which include describing the steps to plan a speech, identifying the general and specific purpose, explaining the importance of research, and discussing common obstacles in public speaking. It then defines what a presentation is and discusses determining the general and specific purpose of the speech. It provides tips for choosing a topic, such as considering the purpose, length, audience and available information. The main body reviews essential characteristics of a good presentation, differences between a presentation and lecture, and elements of an effective presentation. The document also covers identifying the audience and their needs, designing and organizing the information, using visual aids, and common myths and

1. Preparing the Presentation
“In sports, you don’t play a game with just one part of you, for example, your
arm in tennis or hands in basketball. You play the game with your whole
physical being. The same is true in presenting.”
—Anne Miller

2. Learning
Outcomes
 Describe the steps in the process of planning a speech.
 Identify the general purpose and specific purpose of a
speech.
 Explain the importance of research in developing your
topic.
 Identify the resources used to gather information
effectively.
 Describe common myths and realities of public
speaking.
 Discuss common obstacles in public speaking.

3. WHATIS A
PRESENTATION?
 A presentation is an oral activity that
uses a visual medium (such as LCD
projectors or PowerPoint slides) to
discuss new ideas and information with a
specific audience in a persuasive and
convincing manner

4. Determinethe
Generaland
SpecificPurpose
BEFORE YOU CHOOSE A TOPIC
 As you begin to think about choosing your topic, there are a
few key factors to consider. These include:
 The purpose of the speech.
 Its projected length of time.
 The appropriateness of the topic for your audience.
 Your knowledge or the amount of information you can access
on the topic.
FIVE GENERAL PURPOSES FOR
SPEAKING IN PUBLIC:
 Inform: Increase the audience's knowledge, teach about a topic or issue,
and share your expertise.
 Demonstrate: Show the audience how to use operate, or do something.
 Persuade: influence the audience by presenting arguments intended to
change attitudes, beliefs, or values.
 Entertain: Amuse the audience by engaging them in a relatively light-
hearted speech that may have a serious point or goal.
 Ceremonial: Perform a ritual function, such as give a toast at a wedding
reception or a eulogy at a funeral.

5. Essential
Characteristics of
aGood
Presentation
 A good presentation has the following characteristics:
 There is a clear structure with an introduction, discussion,
and conclusion.
 The presenter recognizes and matches the audience’s
needs, interests, and level of understanding, while
discussing his or her ideas.
 Facts and figures are visually represented in tables,
graphs, and charts, and different colors are used to make
the presentation vivid and interesting.
 Humor may be employed to create a good relationship and
connection with the audience.
 The presenter speaks clearly and logically and uses body
language effectively.
 Questions are given serious attention and are regarded as
an essential part of the presentation.

6. TheDifference
Betweena
Presentation and
aLecture
A classroom lecture is ideally a two-way communication process. But
presentations are one-way, at least initially, when the audience listens,
watches, and takes notes.
Lectur
e
Presentation

7. ELEMENTS OF
A
PRESENTATION
•The
presenter
•The
audience
•The specific
content and
definite
objective to
be achieved

8. A presenter should undertake the following
steps to prepare for the presentation:
Identify the
purpose and
goal
•Collate the
relevant
information
•Design and
organize the
information
•Time the
presentation
•Decide on
the medium
of
presentation
and visual
aids
•Become
familiar
with the
location of
the
presentation

9. IDENTIFY THE PURPOSE OF THE
PRESENTATION
Why am I giving this presentation?
Sell
something
or persuade
Inform
people
about an
idea
proposals
to introduce
changes
Create
awareness
seek a
solution
productive
work
culture

10. Who is the
audience?
Why are
they
attending
the
presentation
?
What is their
background and
level of knowledge,
in relation to the
subject of
presentation?
What are
their
needs?
How many
persons
will there
be?
What is their
attitude towards
the subject and
the speaker
expected to be?

11. Designand
Organizethe
Information
Introduction: 3 minutes (The introduction indicates the main idea of
the presentation. It does only that, without giving details of what is
to follow.)
Main body: 15 minutes (This section would include findings of a
survey and analysis of the data. As a general rule, the speaker
should avoid having more than three sub-sections under the main
point. )
Question–answer session: 10 minutes (opportunity for audience
interaction. The speaker should encourage questions and answer
each question seriously and with honesty. The speaker should not
try to bluff; if he or she does not know the answer to a question, it
is best to be frank and admit this.
Conclusion: 2 minutes ( Repeat the main idea, Restate the most
important points with supporting information and Thank the
audience and invite questions.)

12. DECIDE ON THE MEDIUM OF PRESENTATION
AND VISUAL AIDS
Here are some guidelines regarding how to use visual aids:
• One should not use too many images as this will lessen their impact.
• The speaker should plan the graphics according to the main points and make one graphic for each point.
• It is best to use bold, clear letters that can be seen from the other end of the room.
• The speaker should not fill a slide with too many words. As far as possible, one should write single words or
short phrases to summarize Different colors can help to distinguish different points.
• The presenter should reveal only one point at a time. This can be done by progressively exposing the hidden
portion of the slide.
• The slides should be numbered and the presentation should be rehearsed with the slides. This ensures that the
words match the visuals.
• The speaker should explain the purpose and content of each slide when it is shown. It should be displayed for
sufficient time to allow the audience to read it and, if required, make notes from it.

13. Mythsand
Realitiesof
PublicSpeaking
You Don’t
Have to Be
Perfect
Organization Is Key to Success
• What issues might they think of while
you are speaking?
• What comebacks or arguments might
they say if it were a debate?
Speaking in Public Is Like
Participating in a
Conversation

14. Overcoming
ObstaclesinYour
Presentation
Language
Perception
Ethnocentris
m
Three
key
barriers
to an
effective
speech:

15. LanguageWhen a group communicates in its
own way, it can create a sense of
belonging, reinforcing your
membership and place in that group.
Jargon is an occupation-specific
language used by people in a given
profession. Think of the way medical
caregivers speak to one another,
frequently using abbreviations for
procedures and medications.
Slang is the use of existing or newly
invented words to take the place of
standard or traditional words with
the intent of adding an
unconventional, nonstandard,
humorous, or rebellious effect. Think
of how the words “cool,” “glitzy,” or
“scam” are used in casual
conversation.

16. Perception
Perception is an
important part of the
communication
process, and it is
important to
recognize that other
people’s perceptions
may be different from
our own in several
ways.
Time, and limits on it,
will be an important
goal in your speech.
The differences in
values, such as family
time versus work
time, establish
themselves in how we
lead our lives.
• How does your
culture expect
men and women
to act and
behave?
• How about
children, or
elders, and older
citizens?
Your
overlapping
roles of
interest in the
topic are keys
to an effective
speech

17. • People value individual freedom and personal independence.
Individualistic Cultures:
• People value the family or community over the needs of the
individual.Collectivistic Cultures:
• People discuss rules and expectations clearly to make sure the rules
are known.Explicit-Rule Cultures:
• People’s customs are implied and known by everyone, but not
always clearly stated.Implicit-Rule Cultures:
• People often focus on principles, rather than having rules for every
circumstance, and accept that the outcome is not always known.
Uncertainty-Accepting
Cultures:
• People often focus on rules for every circumstance and do not like
ambiguity or not knowing what the outcome will be.
Uncertainty-Rejecting
Cultures
Cultural Dimensions

18. Ethnocentris
mFinally, your experience may help you to
not view the world and its diversity of
cultures in an ethnocentric way.
Ethnocentrism means you go beyond
pride in your culture, heritage or
background and hold the “conviction
that (you) know more and are better
than those of different cultures.”
If you visit a new country where
people do things differently, you would
be considered ethnocentric if you
viewed their way as wrong because it
is not the same way you were taught.
Groups are considered ethnocentric if
they prejudge individuals or other
groups of people based on negative
preconceptions.
This belief in the superiority of one’s
own group can guide individual and
group behavior.

19. keypoints
Speech planning begins with knowing your general and
specific purpose, your time allotment, your audience, and the
amount of information available.
 Speech to inform: Increase the audience's knowledge,
teach about a topic or issue, and share your expertise.
 Speech to demonstrate: Show the audience how to use,
operate, or do something.
 Speech to persuade: Influence the audience by presenting
arguments intended to change attitudes, beliefs, or values.
 Speech to entertain: Amuse the audience by engaging
them in a relatively light-hearted speech that may have a
serious point or goal.
 Ceremonial speech: Perform a ritual function, such as give
a toast at a wedding reception or an eulogy at a funeral.

20. keypoints
Choosing a speech topic involves knowing yourself and
your audience; using efficient strategies; and
understanding appeal, appropriateness, and ability.
When you have accomplished these steps, you will be
able to write a good thesis statement.
Consider topic that are:
1. new,
2. possibly controversial,
3. clear,
4. supported by information
you can find in outside
sources,
5. interesting to you.
The thesis statement should:
1. be a declarative statement,
2. be a complete sentence,
3. use specific language, not
vague generalities,
4. be a single idea,
5. reflect consideration of the
audience.

21. keypoints
Secrets to Banishing Fear:
• Know your subject,
• Believe in Your Subject,
• Practice, Practice, Practice.
Mustering up courage, Build
up confidence by
remembering:
• That you are presenting to
your friends,
• You are all in this together,
• As long as you prepare
properly your examiners
will realize this from your
performance and reward
you accordingly,
• The first few minutes are
the worst.
What do people fear?
• Humiliation,
• Unfamiliarity with the
situation,
• That something would go
wrong.
To Reduce Anxiety:
• Visualize your Delivery,
• Know your Subject,
• Respect Preparation,
• Practice Presentation,
• Relax your Mind,
• Respect your Audience.
Body Language
• Posture,
• Eye contact,
• Facial expression,
• Hand gestures,
• Appropriate dress.

22. keypoints
• Face the audience,
• Look at each person in the
audience,
• Glance at notes occasionally,
• Smile!
• Related: Get someone else to
click the mouse,
• Speak loudly and clearly;
enunciate,
• Speak slowly but with
confidence,
• Emphasize important
points— by slowing down
and/or speaking louder,
• Make a transition to the
next speaker (in team
presentation).
• Race through your speech!
• Read directly from
notes/screen Talk too fast!
• Talk deliberately slow!
• Mumble!
• Exceed the time-limit!
• Turn back on the audience,
• Slouch,
• Keep hands in pockets.
Body Language: Do's and Don'ts
Do's Don'ts

23. keypoints Start Strong.. .Finish Strong
• Begin with a question,
• Open with a story,
• Start with a quote,
• Use a startling statement.
Overview to becoming a
Professional:
• View the Venue,
• Welcome the Viewer,
• Master Your Material,
• Calm your mind,
• Visualize Yourself Speaking,
• Realize People Want A
Winning Leader,
• Avoid apologies,
• Focus on Your Message - not
the medium,
• Turn Nervousness into
Positive Energy,
• Gain Experience.
Structure your Speech:
• Structure your speech
around three or four major
points,
• Keep the audience
interested with a few
anecdotes,
• Summarize your main
points in one sentence,
• Make sure that you end on a
strong positive point.

24. key points
Purpose of Visuals
• Illustrate key points,
• Reinforce verbal message,
• Stimulate audience interest,
• Focus audience attention.
• NO LONG SENTENCES. Bullets (keywords & phrases),
• Appropriate font size,
• Appropriate colors,
• SPELL-CHECK every slide!
• Check visibility,
• Speak to the audience, not the visual,
• Stop talking when making adjustments to equipment,
• Remove/change visual when finished with topic,
• Decide how to advance slides.
Supporting Materials: Are they...
• Visible in the back row?
• Relevant to your presentation?
• Short, so they don’t distract the audience too much from the
oral portion of the presentation,
• Well-timed in relation to your presentation?
Things to watch out for…
• Standing in a position where you obscure the screen,
• Getting lost in digressions!
• Moving about too much,
• Keeping an eye on the audience’s body language.
Clearly
• Project your voice,
• Speaking a little more loudly than normal feels unusual at
first but your audience won't notice,
• They will only notice if you speak softly.
Effectively
There is no point in giving a presentation that the audience
cannot understand!
• If possible, e-mail files in advance (ppt),
• Always keep a hard copy/transparencies,
• Always bring a soft copy on disc/pen drive with all fonts and
media included,
• And always rehearse — with the presentation computer if
possible.
Visual
Guidelines
Supporting
Materials
Certificate
Clearly &
Effectively
Presentations Practicalities
Final Tips
• Use topics from your own experience,
• Develop narrative skills,
• Never speak without a purpose,
• Support your argument with interesting examples, personal
anecdotes and funny facts.
Finally...
• Enjoy Yourself!
• Be Creative!
• Develop your own style!
• You will have your own fans!