The document discusses various aspects of giving presentations, including types of presentations, stages of preparing and delivering presentations, and techniques for engaging audiences. It provides guidance on group presentations, choosing topics, developing content, using visual aids, practicing, and performing on the day. The overall message is that effective presentation skills are important for business communication and success.

1. Presentations
And the Pitch
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

2. Speaking
When
 When we speak is based on what is appropriate in our culture,
our society and normal human relationships
Why
 There are many reasons or purposes for speaking
How
 We normally speak appropriately
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

3. Types of presentation
In business, the main types of presentation include:
 introductions
 group presentations
 asking for questions
 thanking a speaker.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

4. Group presentations
 Speaker 1:
 Introduces the topic and makes a provocative statement,
uses quotations, tells a story, describes a scenario or involves
the audience through questions.
 Introduces the team, and outlines briefly what each speaker
will cover.
 Presents individual information on the topic.
 Introduces the next speaker.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

5. Group presentations (cont.)
 Speaker 2 (and 3, if needed):
 Thanks the previous speaker.
 Links their information to the previous information.
 Presents information, facts, figures, examples to support their
ideas in a lively and interesting way.
 Introduces the next speaker.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

6. Group presentations (cont.)
 Final speaker:
 Thanks the previous speaker.
 Links their information to the previous information.
 Presents their information in a persuasive and compelling
fashion.
 Summarises and concludes the presentation.
 May ask for questions from the audience.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

7. Stages of making a presentation
 Preparing
 Planning
 Practising
 Polishing
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

8. Three stages of preparing
 Considering how to communicate with your audience
 Choosing a topic
 Gathering information
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

9. Communicating with your audience
 Consider:
 Size
 Composition
 Knowledge
 Experience
 Sequence
 State of mind and body
 Venue
 Equipment
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

10. Choosing a topic
 You need to understand the difference between a topic and a
thesis.
 A topic is a broad, general area such as communication or
listening.
 A topic can be interpreted in a number of ways, either
positive or negative, pro or anti
 A thesis is the particular angle, spin or emphasis that you wish
to highlight or explore within that broad topic.
 A thesis makes a strong and often provocative statement
which the presenter then has to prove and persuade the
audience to accept and believe.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

11. Gathering information
 Once you have chosen your thesis, the next step is to gather
information.
 Your thesis statement should be strong enough to have at least
four or five main points in support of it.
 As always, ask, ‘What’s in it for them?’ What will the audience
gain and learn, enjoy and use from your presentation?
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

12. Planning
 Planning involves:
 Structure
 Response questions
 Generating ideas
 Sections
 Examples, proof and persuasion
 Transitions
 Introductions and conclusions
 Notes
 Visual aids
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

13. Introductions
 An introduction:
 creates interest
 has impact
 helps introduce the specific thesis or product you are
talking about, and
 targets the audience.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

14. Conclusions
 A conclusion:
 summarises main ideas
 links back to the introduction
 must be convincing
 leaves the audience with a strong last sentence to
remember.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

15. How to link introductions
and conclusions
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

16. Notes
 Reading notes to an audience gives them two messages (neither
of them positive):
 The speaker lacks knowledge.
 This lessens credibility and diminishes persuasion.
 The speaker could not be bothered preparing properly.
 This suggests that they do not value the audience.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

17. Visual aids
Visual aids:
 help the audience focus on the information
 provide a structure
 allow the audience to learn through their eyes as well as through
their ears
 help emphasise the most important parts of the message
 entertain the audience with bright colours, movement, sound
and pictures
 add interest and variety to the presentation
 create impact and the ‘wow’ factor, especially at the beginning
and end of a presentation.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

18. Choosing visual aids
 Decide what form of visual aids will work best with your
presentation, i.e. What will suit your subject? Your audience?
And the venue?
 PowerPoint™ is the current industry standard.
 Determine how many slides you will need and where you will use
them, i.e. which information will the audience need in visual
form to supplement your speech?
 Graphs, statistics, charts and tables are all needed in
visual form to allow the audience to fully comprehend
them.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

19. Preparing visual aids
 Choose your background first.
 Use a simple font.
 Use an appropriate font size.
 Simplify and limit material on the slide.
 Make the connection between words and visual obvious.
 Make your message clear.
 Leave room for notes, if desired.
 Use visuals as a summary of your presentation.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

20. Practising
 Pronunciation
 Enunciation
 Projection
 Volume
 Speed
 Clarity
 Pauses and emphasis
 Introducing new ideas, concepts and unfamiliar names
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

21. Non-verbal communication
and presentations
 Stand tall and relax, head up and shoulders down.
 Use your hands naturally and gesture to emphasise particular
sections of your presentation.
 Move around if you wish.
 Make eye contact with your audience and deliberately look at
different sides of the room and all the individuals in it.
 Use natural facial expressions.
 Be animated, interested and enthusiastic.
 Smile!
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

22. Polishing
 Content
 Does the beginning grab the audience’s attention
immediately?
 Are there enough examples to make it interesting for the
audience?
 Is information repeated?
 Are particular words repeated, e.g. ‘like’, ‘basically’,
‘absolutely’?
 Would the audience accept and understand the message?
 Is the presentation persuasive? Are there gaps in argument?
 Is the conclusion memorable?
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

23. Polishing (cont.)
 Presentation
 Can the audience hear all members of the team?
 Are words pronounced correctly and enunciated carefully?
 Is everyone’s stance appropriate?
 Is eye contact maintained with the audience?
 Are gestures used well?
 Are notes relied on?
 Are speed, volume, movements and gestures varied?
 Are there any annoying mannerisms like flicking hair or saying ‘um’
at the beginning of every sentence?
 Do the visual aids enhance and extend content?
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

24. Polishing (cont.)
 Add impact
 Recap and summarise
 Prepare to conclude the presentation strongly by
 emphasising the message and the benefits to the audience
 stressing ongoing cooperation and the business relationship
 reflecting back on the introduction and the problem or issues
raised there.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

25. Gaining and maintaining
audience attention
 Make a promise, e.g. to increase sales.
 Use drama.
 Make eye contact.
 Move.
 Ask questions.
 Give demonstrations.
 Provide samples.
 Use a variety of visuals.
 Ask again, ‘What’s in it for the audience?’
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

26. Performing the presentation
 Arrive at the venue early.
 Have many backups ready.
 Have sufficient handouts for the audience or clients.
 Dress neatly and tidily.
 Take deep breaths before you start.
 Take your time, speak up, pause often and slow down.
 Look at your audience and smile.
 Connect with other members of your team.
 Be prepared to answer questions at the end.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005

27. Summary
 Speaking in public is a common and widely held fear.
 Giving a presentation is just one of the many skills that the
effective business communicator requires
 Being able to speak well is an enormous asset in any position and
one that is integral to success in business and in private life.
Communication: Organisation and Innovation Lecturer’s Guide
© Pearson Education New Zealand 2005