Designing g g and Delivering Business P Presentations t ti

- By B A Apoorva Bh Bharadwaj d j

Roadmap
Planning the Content Structure Presentation boosters Body language Voice modulations Mastering the art of delivery Handling audience questions Team presentations

PLANNING THE CONTENT

 Making an idea chart: Frequently used by consultants, idea charts are more visual than outlines. To create one, (1) list your important ideas, (2) find ways to group them into a limited number of categories, and (3) label each group. If constructed d lik like a pyramid, id your main i idea id will ill be b in i a box b at the h top of f the h pyramid, with your main sections placed below it, as illustrated. Starting with a storyboard: This ordering method may prove useful for visual thinkers. To create a storyboard, (1) start with a series of blank boxes that represent possible slides; (2) create a preview slide that identifies the sections i of f your talk lk or save this hi step f for l later if necessary; (3) sketch k h the h images you want to use in various boxes; (4) write important messages as headlines; and (5) number the boxes to show sequence. Create your storyboard with pencil and paper, paper not in PowerPoint PowerPoint, where you may waste time perfecting slides that you later decide to delete.

Planning g the Content

Using your own method: If the above suggestions i dont d seem helpful, h l f l then h find fi d a method that works for you. For example, you might i h try using i a combination bi i of f mind i d mapping, and a pad of sticky notes. Aided b these by h tools, l you could ld use the h mind i d map to identify important ideas and then transfer f those h ideas id to sticky i k notes. The Th notes could then be moved until they form an idea id chart h that h shows h how h to order d your 5 talk.

STRUCTURE

St t Structure of f the th Presentation P t ti

Introduction Main i text Conclusion

Introduction- Arousing Interest Introduction

Arouse interest by y encouraging g gp people p to take the subject j personally. In small group draw out ideas from the audience. But in a large group question-answer question answer session after the presentation. presentation Be natural. Dont be overly dramatic. Ways of getting attention tell a slice-of-life story that illustrates an important point, use an exhibit giving a concrete sense experience, ask a question that will draw out ideas resulting in better know-how of audience needs , cite startling statistic for people love details, use inoffensive humor (dont use if situation calls for serious perspective).

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Introduction- Building Credibility/Previewing Your Presentation

Building credibility let someone introduce you If introducing yourself maintain simplicity highlight your accomplishments mention only a few aspects of your background: your position in an organization, your profession, and the name of your company. Bond with the audience by citing one of their colleagues name as a connection. Present the credentials relevant to the presentation and the concerns of f your audience. di You have h only l few f minutes i to build b ild credibility. Give a preview tell This This is the subject subject, and these are the points I will cover. Summarize the main idea, identify the supporting points and indicate the order in which those points are developed FOR DIFFERENT TYPES OF INTRODUCTIONS REFER TO THE HANDOUTS P.4-6
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Main Text Connect with Transitional Elements El

Connecting ideas there is no support s pport of headings, headings paragraph indentations, white space, and lists as are there in the written form of communication. For small links between sentences and paragraphs transitional words therefore, , in addition, , in contrast, , etc. For linking major sections use complete sentences or paragraphs Now that weve reviewed the problem, lets take a look at some solutions.
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Main Text Connect with Transitional Elements

Every time you shift topics summarize whats been said then preview what said, whats s to come. come Longer the presentation more the need of transitions by repetition titi of f key k ideas id in i transitions t iti to t compensate t for f the lapse of attention on the part of the audience. Using gestures, changing your tone of voice, introducing a visual aid other transitional methods to call for attention.

Flagging signals importance Draw attention to important points by using a verbal flag, such as H is Here i the h critical i i l point.. i
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Moving from One Section to the Next

Use explicit transitions: Avoid vague segues as second or finally. Use detailed ones instead: A second benefit of wind power involves the environment. Or Lets turn to our final recommendation, which focuses on how the resort can enhance its reputation. Take a look backward: Before you rush to introduce your next point, remind people of the section you just finished. For example, The economic boost provided by high paying, local jobs isnt the only reason to support wind power; a second benefit. Or, Now that gg about how to enhance weve shared several suggestions the luxury of our grounds, hotel, and restaurants, lets turn to the final recommendation.

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Moving from One Section to the Next

Use backward-look/forward-look transitions: If you use explicit language and link the previous section to what comes next, you will create a clear and helpful seguesegue a backward backward-look/forwardlook/forward look transition. N Now th that t I Ive hi highlighted hli ht d th the b benefits fit t to our environment i t (backward look), Ill move to my last point- why the government subsidies make this investment too good to pass up (forward look). look) So its clear that we need to do a better job listening to our guest (b k (backward dl look), k) but b t we also l have h to t change h the th way we work, k which brings us to the second set of recommendations; they focus on how we can provide conscientious service by working as a team (forward look). look)
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Close Importance
Audience attention at its peak. Devote 10% of the total time to the ending Develop your conclusion tell listeners that youre about to finish so that they make a final effort to listen attentively. Use expressions like in conclusion./to sum it all up
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Close
Dont introduce new ideas because you will not be able to develop them and therefore leave the audience di dissatisfied i fi d with i h your conclusion l i Dont make p problem statements Did I mention that., We had the same problem last year, by the way when, Oh, another thing I should have mentioned show lack of planning and clarity. Begin and end on positive note even if it is the time of crisis. Dont end abruptly Well, I guess thats it. REFER TO HANDOUTS P.7
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PRESENTATION BOOSTERS

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Use analogies Make use of p pronouns/names one name from left, one from right, one from centre to cover all use you/we You must have noticed that in your 15 years of work experience Narrate an incident Use examples it is difficult for the audience to remember points alone, l h however if examples l are given i t illustrate to ill t t them th th it then becomes easier for them to recall points. Provide P id statistics t ti ti provide id the th financials fi i l the th figures fi th t will that ill capture the audience attention, show numbers but not too many Use visual imagery The patients in the wards are not very comfortable./ The patients lie in the wards with blood oozing out of their wounds and staining the bandages. REFER TO HANDOUTS P.1-3
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VOICE MODULATIONS

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Voice Modulations
Energy Vary your voice modulations between high, middle and low energy levels start with the middle level, shoot up to high level and then come down to the low level not necessary pattern with exactness but keep p on varying y g to follow the p Pace fast for simple points. Pauses time for audience to absorb take pause before and after important points after presenting financials to gain audience acceptance by eye contact or to give them time to y factor. Then take pause p after think about the feasibility presenting benefits./ Dramatic effect for a breakthrough event to help the audience visualize a scene. Emphasis numbers, numbers statistics - Ten thousand people in the last two years have benefited from our organization. Put your talk on tape to check the sound of your voice, as well as timing, phrasing, and emphasis.
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Practicing Voice Modulation Reading Plays

Learn from radio programs g plays p y Reading Enact the roles of all characters Read the play aloud with sufficient voice modulations Practicing using voice at different levels Pick up any sentence I need to improve my voice inflections. Speak at the lowest possible pitch Repeat increasing by one level at every repetition Identify y the most convenient band of levels for y yourself ideally y should comprise five levels Practice within this band with different sentences. REFER TO THE SCRIPT WITH VOICE INSTRUCTIONS
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ART OF DELIVERY

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 Consider the seating arrangement. Straight lines of chairs create a formal environment. On the other hand, a horseshoe or U-shaped arrangement encourages participation and creates a less formal atmosphere. Even the shape of table matters; for instance, s ce, presenting p ese g at a round ou d table b e see seems s less ess formal o than choosing to sit at the head of a long, rectangular one. Factor in height and distance. The higher you are in relationship with your audience, the more formal the atmosphere you establish nonverbally. Therefore, the most formal presentations might be delivered from a stage or platform. In a semiformal situation, you might stand while the audience sits. To make a situation even less formal formal, you might sit with your audience at a table in a circle of chairs. Distance is also linked to formality. The farther you are away from the audience, the more formal you will appear.
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 Objects between you and the audience: To increase formality, use objects (such as a podium or table) to separate yourself from your audience. To decrease formality, dont place objects objec s be between wee yourself you se and d the e audience. ud e ce. Prefer stiff note cards over sheets of paper nervousness is easily noticeable in shaking sheets of paper. Typically, one note card should hold about five minutes worth of presentation reminders.
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 Begin the presentation by standing on the left side of the U U-shape, shape welcoming the audience audience, and introducing yourself. After some time you may move to the right side side, take confident steps and move to the right, without blocking the screen You can also move to the centre of the U-shape. When you want to move out of the centre, move in th reverse gear the the th initial i iti l study t d of f the th layout l t will ill help. Never turn your back to the audience. audience Stand where light will fall on your face so that audience can see your expressions. expressions
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BODY LANGUAGE

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 Direct eye contact with all and smile Feet firm on the ground dont keep on shifting your weight Shoulders square q Keep body erect without appearing stiff and comfortable without appearing limp. Energize the audience by showing your energy and agility do not take any strenuous work before presentation. Do not slouch or lean against any object in the room. Dont adopt posture of artificiality. Stand tall, with your weight on both feet and your shoulder back.
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 Dont take hesitant, i awkward steps. A strong and sure walk projects confidence. Walk during the presentation only if you are sure that adds to the effect you want otherwise it can be distracting. Use of physical movements are related to personality, physical makeup, and the size and nature of the audience. di U relatively Use l i l less l physical h i l gestures when h speaking to a formal/large audience. Avoid gripping the lectern or hiding behind lectern or any other physical structure or leaning against lectern for comfort.
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Hand Movements
Arms crossed over the chest closed/defensive position Hands behind the back authoritative Hands in the pocket secretive or critical Interpretation not scientific gestures in clusters should be evaluated but very few possess the ability to understand body sport in clusters hence audience attention tt ti may be b caught ht b by an i isolated l t d gesture t and d impression formed may be negative. Hands by side most acceptable but to feel comfortable with this one needs practice.

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Hand Movements
Use hands sparingly to emphasize a point Every time hands are used the palms should face upwards p p palms facing g downwards indicative of an overbearing person with a desire to suppress. Do not point i fingers fi at anyone in i the audience i use full palm with all fingers facing upwards to point at p the respondent. Do not clench hands into fists indicative of lack of interest in the topic discussed.
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HANDLING AUDIENCE

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 Use positive listening gestures minimal encouragers ( (paralanguage) l ) to t emphasize h i that th t you are li listening t i to t the questioner. Dont indulge in needless movements Eye contact with all not just the questioner Come closer to the audience leaving g the p podium/lights g on focus on the audience. Invite with open open-ended ended questions pause without interruptions for few seconds Note questions on board or flip chart parking parking lot lotanswer as and when time permits on board write in capital letters Paraphrase difficult/multiple questions buying time/controlling questions by sequencing
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 Address emotions I know you feel frustrated when After responding do not have direct eye contact with difficult questioner looks like inviting for more questions Loaded language neutralize the language by paraphrasing (Dont say I am not careless instead say, I know you are disappointed. I wish we had more resources Dont know questions turn the question outward/write on board to discuss as a group In team presentations fix up one member who would handle questions.

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TEAM PRESENTATIONS

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Team Presentations
Introduce the team members presenting preview who will speak what. Select supporting examples carefully to build continuity from one part of the presentation to the next. Coordinate the type of delivery, use of notes, graphics, and styles y and colors of attire to p present a g good image g of competence and professionalism. Plan transitions with utmost care. Team members should know where to sit or stand, how visuals will be handled handled, how to change or adjust microphones, and how to enter and leave the speaking 36 area.

Team Presentations
Each speaker should start with a short recap of what was discussed by the previous presenter transition for continuity and give preview of what the next speaker will present. Pa Pay attention to the close decide who ho will ill present the close. If the close is a summary, the speaker should attribute key points to appropriate team members. Some type of final note of appreciation or thanks needs to be planned with the entire team nodding in agreement or acknowledging the final comment in some way.
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 Refer to the sample presentation outline P.8 9 P.8-9 Video Vid fil films statistics/analogy/examples/vivid i imagery/presentation / t ti skills/overall kill / ll structure of presentation

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