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BSBCMM401A-----MAKE A PRESENTATION

This Task requires you to prepare 2 presentations and deliver it to your Assessor
and training group. You need to follow below mentioned guidelines:

Presentations need to be prepared on any organisation and its business.

Presentations should be between 7 10 minutes in length.

Presentation should be designed on PowerPoint with around 15 slides.

You can choose any 2 topics from the following list:


1. WHS management system
2. Importance of communication in the organisation
3. Different leadership styles
4. Work priorities and Time management
5. Importance of Continuous Improvement in the organisation
6. Sustainability activities of the organisation

1. Prepare a Presentation
1.1. What is your presentation approach and intended outcomes?
Answer
1. Presentation approach topic 1--- to give details about WHS
management system to various stakeholders to make awareness
about and improvement in current health and safety rules
Intended outcomes---- to explain about WHS management system and
benefit of its implementation in the current working system leading to
organizational improvement and image enhancement leading to
increased business profit
2. Presentation approach topic 2--- oral presentation about
communication and its Importance in the organisation using visual
aids
Intended outcomes----- to increase the understanding among all
stakeholders about various communication techniques and their
Importance in the organisation for employee development leading to
performance enhancement , quality work and product/services in
organisation for future business growth.

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BSBCMM401A-----MAKE A PRESENTATION
1.2. Identify characteristics of the audiences and discuss suitable
presentation strategies, format, and delivery methods you will use.
AnswerIn order to match the target audience, location, resources and
personnel needed there are various presentation format and delivery methods
that can be utilized when making a presentation such as--

Advertising copy

Audio

Direct marketing copy

Individual presentation

Public relations copy

Scripts

Storyboards

Team presentation

Verbal presentation

Video

Visuals

Characteristics that could make up a target audience:

Age

Cultural and language background

Educational background or general knowledge

Gender

Language, literacy and numeracy needs

Physical ability

Previous experience of the topic

It important to adapt the delivery of your presentation to suit the target


audience So that they desired outcome is reached, key concepts and ideas
are understood by audience and participants needs and preferences are met.

Format
When preparing your detailed notes you should:
type the notes in large letters (but not all capitals as this can be very
hard to read)
use double spacing
type only on the top half of each sheet of paper.
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FEATURES OF A DETAILED PRESENTATION PLAN
WELCOME
Welcome the audience Follow protocol such as introducing special guests
Introduce yourself and your colleagues or assistants
INTRODUCTION
Interest: Grab their interest/attention
Need: Establish a need/desire to know more
Topic: Be clear about the topic/s
Relevant: Make it relevant
Objective: Clarify the objective
BODY
Package in chunks
flow logically from simple to complex
encourage active participation by all
activities at regular intervals eg 20 minutes
allow for practise
encourage positive feedback
provide motivation
show timeframe
pose thought-full questions and possible solutions
appeal to the senses eg audio/visual, smell, touch, feel
assess/evaluate required outcomes
encourage confidence to transfer skills
CONCLUSION
Relate back to objectives
Involve all participants
Verify participants understanding
Explain the key points
Terminate the session with a definite ending
Introduce the next sessions topic
Never be rushed
Give feedback

1.3. What presentation aids, material and techniques will you use to
enhance audience understanding of key concepts and central ideas?
Answer---Strategies and techniques-----When designing your presentation
plan, consider which strategies will be the most appropriate to achieve the
purpose of the session. Consider also, which strategies will be the most
appropriate for this audience in this venue. For example:
Case Studies
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Demonstrations
Audience Discussion
Small Group
Oral Presentations
Role Plays
Use of Animation In Slideshows
To Further Enhance A Presentation You Can Use Techniques Such As:
Live Action
Music
Sound Effects
Use of a Guest Speaker
Use of Humor
Presentation aids and materials
Numerous Aids Can Be Used In A Presentation. Some Of The More Common
Aids Include:
Computer Simulations and Presentations Including Power
Point Slideshows and Flash Shows
Diagrams, Charts and Posters
Models
Paper-Based Materials Such As Audience Handouts
Video and Audio Recordings
Whiteboard or Smart boards

1.4. How will you brief others involved in the presentation on their roles /
responsibilities within the presentation? You will have to involve at
least one (1) other person.
AnswerSupport Staff other people may play an integral role in both
preparing for and delivering a presentation. Support personnel can help in
administration matters such as coordinating the pre and post logistics
of:
inspect the venue for suitability or find an alternative venue if necessary
check the layout, lighting, power and seating of the venue
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BSBCMM401A-----MAKE A PRESENTATION
undertake a safety hazard risk assessment of the venue and its content and
make arrangement to manage any identified risks
produce name tags and other resources such as handouts or pamphlets
make arrangements to cater for audience members who have special needs
learn how to use new pieces of equipment where necessary
clarify if the organisation has policies or procedures to follow such as signing in
clarify details of any special guests and correct protocols to follow and

Support Staff may be instrumental in other areas also such as assisting in:
researching the topic
preparing All visual aids in a timely manner
taking part in the presentation,
Audience Members may also play vital roles.
For example, if the audience is required to participate in role plays or simulated
scenarios, the presenter must brief all parties sufficiently so they can fulfill their role
as required. Effective Teamwork between yourself and the other people involved in
the presentation will alleviate much of the stress and anxiety that sometimes
confronts a presenter.
1.5. What techniques will you use to evaluate the effectiveness of your
presentation and why you have chosen these techniques?
AnswerThere are a number of different techniques that can help you
to evaluate the effectiveness of your presentation:

Discuss your performance with colleagues, supervisor or critical friends after


a presentation
Ask the audience to complete a formal written evaluation at the end of a
presentation
Practice your presentation skills to an invisible or test audience and critically
evaluate what works, what doesnt work and ways to improve for the real
thing. Use a self-assessment checklist to keep you focused.

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BSBCMM401A-----MAKE A PRESENTATION
A number of evaluation worksheets are available from a range of sources
including the internet or books. You can adapt templates and ideas to suit
your own purposes.
Toastmaster and Toastmistress associations are another avenue to pursue.
These organizations offer practical and enjoyable ways to develop presentation
skills. Taking a self-evaluative approach will give you the opportunity to
enhance your professional and personal development, and youre sure to
have some unexpected fun too. You might find it useful to keep a treasure
file of what worked well and a get better soon file for areas in areas that
you want to improve.

2.

Deliver a Presentation

TASK 2: DELIVER A PRESENTATION


Assessor Checklist
Student Name
Student ID

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BSBCMM401A-----MAKE A PRESENTATION

Performance Criteria & Required Skills

Presentation 1

Presentation 2

Topic:

Topic:

Satisfactory

Explain and discuss desired outcomes


of the presentation with the audience

Unsatisfactory

Satisfactory

Unsatisfactory

satisfactory

Unsatisfactory

Use presentation aids, materials and


examples to support audience
understanding of key concepts and
central ideas

Satisfactory

Unsatisfactory

Monitor non-verbal and verbal


communication of participants to
promote attainment of presentation
outcomes

Satisfactory

Unsatisfactory

Use persuasive communication


techniques to secure audience interest

Satisfactory

Unsatisfactory

Provide opportunities for participants


to seek clarification on central ideas
and concepts, and adjust the
presentation to meet participant needs
and preferences

Summaries key concepts and ideas at


strategic points to facilitate participant
understanding

Unsatisfactory

satisfactory

satisfactory

Unsatisfactory

Seek and discuss reactions of the


presentation from participants or from
key personnel involved in the
presentation

Unsatisfactory

satisfactory

Culturally appropriate communication


skills to relate to people from diverse
backgrounds and people with diverse

Unsatisfactory

satisfactory

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abilities

Facilitation and presentation skills to


communicate central ideas of a
message in an informative and
engaging manner, and to utilize
verbal and non-verbal techniques to
sustain participant engagement

satisfactory

Planning, organizing and self


management skills

satisfactory

Unsatisfactory

satisfactory

3. Review a Presentation
3.1. How you will implement the techniques identified in 1.5 to review the
effectiveness of the presentation?
Answer-- There are many tools to help you evaluate the effectiveness of your
presentation. You can develop your own or select templates from a range of sources
including the internet, colleagues, books and publications and organisational specific
documents.
Evaluation techniques are also varied and may include:

Audience evaluation worksheets. These could be designed to encourage


participants to rate particular aspects of the presentation from poor to excellent.
Self-evaluation report or reflections. Often a presenter will write down their
thoughts immediately following the session whilst their feelings are still fresh in
their mind.
Self-assessment checklist. This may be as simple as asking yourself Did you...
for each segment or aspect of the presentation.
Video your performance. Videoing may be initially confronting but it can be
extremely beneficial as you can objectively watch your performance and the
reactions of your audience. You have the benefit of hindsight to help make the
next presentation much better.
Action research. This is a type of informal, qualitative, interpretive, reflective and
experimental methodology where participants collaborate in order to bring about
positive change.
Critical friends, peers, colleagues or family members. Their input can be
instrumental in supporting you in your endeavours and at the same time, help
you to improve.

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Focus group interviews. These is an unstructured group interview technique


where generally 8 to 12 people are brought together, under the guidance of a
trained interviewer, to focus on a specific concept, product, or subject. The group
dynamics generate ideas and provide insights into audience reactions and
perceptions.
One-on-one interviews with participants and other personnel involved in the
presentation. You speak with your audience members and ask for their critical
but positive feedback as a means of improving the presentation for the next
audience.

Evaluation techniques should steer clear of subjective and negative criticism of the
presenter. Rather they should be designed to allow positive feedback for
improvement. No-one wants to be judged negatively so we should always be careful
in our feedback. Likewise, audience evaluation worksheets should also be designed
to enable positive critical feedback not personal insults. Aligned with this is that
feedback should focus on the presentation and not be an opportunity to ridicule or
attack the person.
When designing or adapting evaluation tools and techniques the following
criteria should be specified:

Is the venue appropriate


Was the purpose communicated
Was there sufficient information delivered
Did the presenter exhibit personal confidence
Did the presenter have sufficient knowledge of the topic
Was the language appropriate
Did the presenter have adequate eye contact with all the audience
Did the presenter project their voice suitably
Was timing appropriate
Was there a logical flow of points
Did the presenter establish a rapport with the audience
Were there difficult audience members and if so, were they handled
appropriately
Were the audio visual technologies utilised
Was the audience engaged throughout the presentation
Was there a backup plan and was there a need to use this plan

3.2. How will you utilize feedback from the audience or from key
personnel involved in the presentation to bring changes to central
ideas?
Answer--In order to provide the most effective presentations, the feedback from audience
members should be gathered and used as a continuous improvement strategy for
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BSBCMM401A-----MAKE A PRESENTATION
future sessions. Participant evaluations vary from one organisation to another
however; the one that you select should adequately capture the main elements of a
presentation. Evaluations should identify presenter obvious tendencies and
measure the effectiveness of the presentation. Two examples of presentation
evaluation tools are shown on the following pages.

Example 1 encourages each participant to rate different elements of the


presentation. Note that there is also an opportunity for audience members to
elaborate or comment on certain aspects of the presentation.

Example 2 on the other hand is an extract of a self assessment checklist.

The two evaluation examples are not necessarily good or bad but they do provide
food for thought. Upon analysis, tools such as these enable the presenter to identify
both strong and weak parts of the presentation and enable the presenter to
implement appropriate improvement strategies.

The simultaneous use of both these two evaluation tools also enables the presenter
to identify if how they perceive themself is different to how their audience perceive
them. This is a very common perception bias issue. Some presenters will always
underrate their performance whist others will always overrate it. Identifying the
issues where differences of perception exist between the presenter and audience
can provide valuable and often surprising feedback to the presenter. It is therefore
recommended that a presenter use both types of evaluation tools.

An issue to always keep in mind when seeking and evaluating audience feedback is
that different members of the audience may have different personal experiences with
presentations. Someone who has been to many presentations or who frequently
makes presentations may provide different feedback to someone who has never
seen a presentation or made one themself. Individuals can also vary in what
appeals to them e.g. some may love lots of visual aids and others want the minimum
possible amount. These factors can sometimes help explain why individual feedback
may differ quite significantly for the same presentation. You will have your own
preferences and style but you can try to cater to as wide a range of audience needs
as possible. Remember however, you cant be all things to all people; use relevant
feedback and keep trying to do your best.

4.

Short Answer Questions answer questions


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4.1 What are the various data collection methods that can be used to
support review of presentations?
Answer--- various data collection methods that can be used to support review of
Presentations are-

action research
critical friends

focus group interviews

one-on-one interviews with participants and other personnel involve in the


presentation

written feedback provided by participants

Have your actual presentation videoed and then critically review it.

4.2 Why there is a need to have knowledge of key provisions of relevant


legislation from all forms of government that may affect aspects of
business operations, such as:

anti-discrimination legislation
ethical principles
codes of practice
privacy laws
environmental issues
occupational health and safety

Answer--- We all know that legislation has an effect on our business. This
becomes very evident even as a business is just starting to be formed. As the
business grows, more laws are passed and other laws that affect businesses based
on their size come into play. Some laws help business; some provide challenges,
while others can be anti-business.
One of the most important attributes for business success is the distinguishing
quality of practicing admirable business ethics. Business ethics, practiced throughout
the deepest layers of a company, become the heart and soul of the company's
culture and can mean the difference between success and failure.
Recognizing the significance of business ethics as a tool for achieving your desired
outcome is only the beginning. A small business that instils a deep-seated theme of
business ethics within its strategies and policies will be evident among customers. Its
overall influence will lead to a profitable, successful company.

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4.3 Discuss various principles of effective communication
Answer principles of effective communication are--

Know your audience.


Know your purpose.

Know your topic.

Anticipate objections.

Present a rounded picture.

Achieve credibility with your audience.

Follow through on what you say.

Communicate a little at a time.

Present information in several ways.

Develop a practical, useful way to get feedback.

Use multiple communication techniques.

4.4 List down presentation aids and materials available to support


presentations.
Answer presentation aids and materials available to support
Presentations-------

computer simulations and presentations including PowerPoint slide shows


and flash shows
diagrams, charts and posters

models

overhead projector

paper-based materials such as audience handouts, or butchers paper

video and audio recordings

whiteboard or smart boards

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