This document outlines the six stages of an effective presentation: 1) specifying the objective, 2) planning, 3) preparation, 4) rehearsal and practice, 5) getting ready, and 6) making the presentation. It emphasizes the importance of knowing your audience, structuring your presentation logically, and practicing to identify mistakes. Key aspects include maintaining eye contact, varying vocal tone and pace, using gestures naturally, and displaying confident body language throughout the presentation.

2. The essential elements of effective
presentation:-
1. Purposeful
2. Interactive
3. Formal
4. Audience oriented

3. Successful presentation pass through the
following SIX STAGES
1. Specifying the objective
2. Planning
3. Preparation
4. Rehearsal and Practice
5. Getting Ready
6. Make a Presentation

4. 1. SPECIFYING THE OBJECTIVE
• 1. To Demonstrate: a service, product, system
• 2. To Create: an image, strategy
• 3. To Entertain: colleagues, outside people
• 4. To Sell: a concept, product, idea
• 5. To Represent: a group, company, department
• 6. To Promote: an attitude, a way of working
• 7. To Suggest: a solution, a new concept

5. 2. PLANNING
• Planning focuses on THREE aspects,
1. Know your Audience:
- What is the audience’s background and how knowledgeable they are?
- What are their strength and weaknesses?
- How large your audience is?
- What age group do they belong to?
- Will the audience be all female, male or mixed lot?

6. 2. Physical Factors
- Where and at what time of the day is the presentation to be
made?
- Number of speakers and your position to present (first,
middle or last)
- Availability of Audio-visual aids and technical skills to use it.
- Will you be needing handouts?
- How long will your presentation be?

7. • 3. Structuring the Presentation
- Your Introduction and statement of objective:- who you are,
your organizational details, purpose to present anything,
build rapport with audience (10% of available time)
- Introduction of the main themes: brief summary of theme to
stop wandering around unnecessary stuff (20% of available
time)

8. - Development of the main themes: use examples, statistical
data, anecdotes (jokes, puzzles), graphics, images, arguments to
support and justify your main theme, (40% of available time)
- Integration of the themes : pull down all the themes together to
form one idea of presentation. Clear the picture of presentation.
20% of available time.

9. - Summary or Conclusion: Highlight the main points to endure
the final impression of presentation on the audience. Make
your point clear and present it in brief. (punch line)
- Question-answer session: Questions and doubts should be
projected and the presenter should be ready with his
response. Answer the questions in a satisfactory way.

10. 3. PREPARATION
• 1. Collect all relevant information (based on the extent of your
knowledge, your objectives and the need of your audience)
• 2. Arrange it logically and sequentially.
• 3. Think of suitable punch lines for the opening and closing sections.
(look for some quotation, poetical lines, anecdote etc.)
• 4. Prepare your visuals (illustrate your points with the help of visuals
and words)
• 5. Check the weightage of given to each section. (Check the priorities
of your arguments as per its importance in overall given time)
• 6. Time your presentation (Remember that the actual presentation
always take more time than we expected, so margin your time limits)

11. 4. PRACTICE AND REHEARSAL
• One can practice it in a solitary room, in front of mirror, to friend,
colleague, anything of your choice.
• One can tape (record) it and listen it critically in order to identify
mistakes and make improvements.
• Full dress rehearsal, proper voice variations, pauses and gestures
can make an effective presentation.
.

13. 5. GETTING READY
• Formal dress
• Whatever you wear, it makes you look tidy, neat, and
dignified.
• Wear comfortable attire
• Be cautious that your dressing should not catch the
attention of your audience. That may misleads the
concentration from main content.

15. 6. MAKING THE PRESENTATION
• Transfer all the points clearly as per the objectives to your audience
confidently.
• Greet the audience warmly. Address your audience or VIP’s as per
the designation.
• Introduce yourself briefly.
• Sound clear, courteous, and considerate. (success of presentation
depends on the rapport built by a presenter with his audience.
• Maintain sequence and chronology of arguments. Emphasize on key
points, facts and figures to support main themes.

16. USING AUDIO-VISUAL AIDS
• Use visuals only after creating rapport with audience.
• Correspondence between the spoken words and visuals.
• Sufficient time gap between two visuals.
• A limited number of visuals.
• Proficiency in handling controls.
• Handouts at the end or when needed.

19. PARALINGUISTIC FEATURES
• Paralinguistic features are important to complement your message.
• 1. The Use of Voice:
- Should be loud enough to be audible
- Variation in pitch and pace is important to make it an
interesting one
- Don’t speak in Nasal tone
- Stress the key words properly
- Give pause before and after important points.

20. TONE:
Varying your tone in your speech for
example, raising your voice slightly to indicate
a question, lowering it to end the sentence,
speaking louder to indicate excitement or
softer to express sadness- will help to keep
your audience awake and alert. The tone of
voice is the expression of one’s thinking and
personality.

21. Pitch or Volume: Highness or lowness of the
speaker’s voice. Changes in pitch are known
as inflections.
Clarity: to have good pronunciation, unclench
the jaw, open the mouth and speak each
sound with perfect pronunciation.
Variety: it makes your speech interesting and
effective. Vocal variety can be achieved
variations in pace, volume, pitch and pause.

22. Variety in three things…
Pace: speed of speech.
Pitch: Vocal energy i.e. emphasis on
certain words and phrases to convey
their importance.
Pause: used to highlight the
preceding statement or to gain
attention for a few seconds.

23. • 2. Eye Contact:
- Maintaining eye contact will help you in creating a positive rapport
with your audience.
-It makes them attentive and alert. It shows your confidence
- Don’t stare at one person for too long.
- Spread your eye contact around the room.
PARALINGUISTIC FEATURES

24. • 3. Gestures:
- Should be natural and compatible with the contact or topic,
neither exaggerated nor stiff.
- Putting your hands in pocket, holding them behind the back
shows lack of confidence.
- Crossing the arms at the chest or clutching them to elbow
shows anxiety, nervousness.
- Move your hands freely or naturally. Even pointing at
someone with your index finger is also a bad manner.
PARALINGUISTIC FEATURES

26. • 4. Postures:
- Leaning over the podium or against the table, swaying to and
fro, rolling from side to side, shifting your weight from one
leg to another suggests the stress level in facing stage. (stage
fear)
- Stand straight with an evenly distributed weight on both of
your legs.
- Move around stageto break the monotony of the simple
pose throughout the presentation.
PARALINGUISTIC FEATURES