Vol. 4 Issue 25 – Article: ‘How to Deliver Effective Presentation’ by Dr. Nirmala S.Padmavat

This paper has been authored and submitted for publication by Dr. Nirmala S.Padmavat , (M.A. Eng. B.ed. PGDBM. Ph.D with  ELT Specialization (Topic: “A SOCIOLINGUISTIC COMPARATIVE STUDY OF ENGLISH LANGUAGE ACQUISITION BY THE JUNIOR COLLEGE STUDENTS IN PARBHANI DISTRICT.”) From SRTMU, Nanded). She works as a senior lecturer at VPSPM’s polytechnic College, Kannad, India.

In today’s competitive age, one should have good communication skill as well as professional skills. Among which ‘Delivering a Presentation’ plays a vital role. Present paper is the guidelines of effective presentation.

Introduction

Communication is the lifetime cycle of living being. As a social animal, human being can’t live without communication.  Communication is the process of transferring message from one person to another. It is inherent tendency of human being to interact and share his/her ideas with people in the society.  It is the word derived from Latin word ‘communis’ or ‘communicare’ which means to impart or to share. Various scholars defined it in different ways e.g. Platt and Weber (1985), “Communication is the exchange of ideas, information etc between two or more persons.[1]” while Peter Little defined it as, “Communication is the process by which information is transferred between individuals and  or organization so that an understanding response result.[2]” It means it is the process of transferring meanings. Meaning involves thoughts, ideas, and understandings shared by communicators.

Now-a-days lot of significance is given to enrichment of communication skills because is the key to success. It helps in career, building self confidence and developing social contacts. Generally, communication skills are divided into two parts i.e. verbal and non-verbal. Verbal communication is divided again into two as oral and written. Verbal communication consists of words arranged in meaningful patterns while non-verbal communication is where there is no use of words. It is symbolic communication. Symbolic means that we rely on words and nonverbal behaviors to communicate meaning and feeling.
Looking towards today’s scenario, we find that mostly in business sectors one has to deliver his presentation in oral form. To convey the audience in a mob it is a hard task but following are the principles of presentation which can make your presentation effective one.

1] Proper Preparation of Topic: ‘Preparation is the key’ It is the basic principle of the presentation. Collect all necessary information from various sources and prepare the topic well. If you are having command on the given topic, then only you can explain it properly as well as can clarify the doubts of your audience well. Ideas, concept or issues talked or spoken to a group or audience should be prepared well. Preparation or planning is the first step on the ladder to success. Preparation for effective presentation is depend on the following aspects:

● Take help of five WH questions:

Who is your audience?
What do you want to present?(content)
Why do you want to present?(Purpose)
Where will you be presenting?(Place)
How do you want to present?(words to be used
or not, slides to be used)

● Things to be Remembered:

Subject centered preparation (Material):
Audience Centered Preparation (Audience)
Self –Centered Preparation (Self)

2] Audience Analysis: To analyze the audience you should keep following points in mind:

a. What is the audience interested in?
b. What does the audience want?
c. What does the audience already know and needs to know?
d. What are their needs, expectations from this presentation?
e. How will the audience benefit from this presentation?
Main aim of presentation is to share your knowledge with your audience in perfect manners so that they can get it. Above all points help to analyze the audience.

3] Physical Appearance: Physical appearance is another important code of presentation. We make the first impression of a person on the basis of his/her physical appearance. Looking towards your physical appearance, audiences try to analyze you and your knowledge. Having a good personality with strong character is the base of effective physical appearance. Excellence in personal behavior refers for the development of character. According to John Gillen, “Excellence is an ideal quality. It is due to these qualities only that society recognizes the importance of men.[3]” Hence, one should conscious of his/her own and others personality/ physical appearance.

4] Simple and Good Language: Language is the main media of communication. Our tongue is a very strong weapon. Every word that issues from it can cause a great impact. Harsh words hurt. While true and sincere words always bring about a positive change around us. Never use such words which hurt any audience. Simple and good language should be used which can be understood by every audience.

5] Eye Contact: It said that ‘face is the head of body and eyes are the head of face.’ Therefore, proper eye contact should be maintained with audiences to know the immediate result of your presentation. Audiences are getting bored or you are able to create interest in audience towards your presentation that could be understood through proper eye contact.

6] Sequence of Presentation: While delivering your presentation keep the proper and logical sequence in mind. The following sequence should be followed:

a. Beginning: First five minutes are very much critical for successful presentation. As said above first impression is the last one, the same is applicable to the presentation. Your beginning must be impressive and effective for the audience’s concentration. Therefore it should be carefully designed. To get attention of your audience towards your presentation, use shock, humor, question, story, facts and figures to motivate you’re the audience to listen.

b. Structure: As like beginning, structure of presentation also plays a vital role in presentation. It should be logical and understandable. Know the value of visual aids-flip charts; handouts etc. try to use four Ps – Position, possibilities, problem and proposal for the proper structure.

c. Proper Ending: Last 2 to three minutes are as critical as first five. Proper summarizing of contain is must be for effective presentation. Summery should be the highlight of important points. Suggest the further actions during summarizing what to do and when, where and how to do.

7] Know the value of Time: As we all know that ‘Time is money’, moreover, time is one important barrier to communication. One can keep concentration for specific time on one topic/person or thing. Therefore, while delivering your presentation, be aware of time also, time is precious one. Before audience will watch the time, you should finish your presentation.
With the above all principles of effective presentation keep the following Do’s and Don’ts in mind when presenting your presentation.

Do’s of Effective Communication:

1. Can glance at notes:
2. Appropriate gestures
3. Rhetorical questions to involve audience
4. Know the room- become familiar with the place of presentation
5. Know the audience- greet or chat with the audience beforehand. It’s easier to speak to friends than to strangers
6. Know your material-increased nervousness is due to un-preparedness
7. Relaxation- relax entire body by stretching and breathing so as to ease the tension
8. Visualize giving your speech-Visualize yourself giving your speech from start to finish. By visualizing yourself successful, you will be successful
9. People want you to succeed-the audience is there to see you succeed not to fail
10. Concentrate on your message-not the medium. Focus on the message you are trying to convey and not on your anxieties
11. Turn nervousness into positive energy-nervousness increases adrenaline, transform it into vitality and enthusiasm
12.Gain experience-experience builds confidence, which is key to effective public speaking

Don’t s:

1. Read directly from notes
2. Read directly from screen
3. Turn back on audience
4. Don’t apologize-by mentioning your nervousness or apologizing, you’ll only be calling the audience’s attention to mistakes
5. Slouch, hands in pockets
6. No um, ah, you knows
7. No nervous gestures
8. Talk too fast,
9. Talk too quietly

Conclusion

Thus, following above all principles, taking care of Do’s and Don’ts one can deliver effective presentation. Having good command over language, keeping time awareness, knowing proper tips of body-language and more important skill i.e. keeping audience’s attention towards your presentation is most important part of effective presentation.

References

1. www.google.search.communication skill
2.Ibid.
3. Michelle dsp as you journey ahesd…. Insight books., published by the Pauline Sisters Bombay Society, 143 Waterfield Road, Bandra, Mumbai 400 050.