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T.A. Pai Management Institute
Manipal, (2014-16)
Managerial Communication
(MNCN1)
Session 7 -9
Dr. Shalini Verma
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2 23/07/2014
Making Presentations
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Corresponding Chapter of the
Prescribed Book: Chapter 11
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At one time or another, almost everyone givespresentations.
Some are formal and others are informal.
Some are directed at internal stakeholders oraudiences, while
others are aimed at external
stakeholders or audiences. Many people dislike the idea of
giving a presentation.
Some immediately start to worry about how theylllook or
sound.
Others become obsessed with making great visualaids.
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How to Prepare
Presentations : The
Three Stages
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Pre-drafting Stage: You can apply strategy of AIMat this
stage:
A - Analyze the Audience
I - Identify Your Intent
M- Make the Most of the Message
Drafting Stage: The following needs to be workedupon while
drafting a presentation content :
Structuring the Content
Designing Effective PowerPoint Visuals
Post-drafting Stage:
Preparing for Effective Delivery
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Three Parts ofPresentations :
Introduction, Body &Conclusion
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Introduction of the
Presentation
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Start by Analyzing your Audience
THREE important things about analyzing
your audience are:
1. Who Are They?
2. What Do They Know and Expect?
3. What Do They Feel?
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Who Are They? When the audience is unknown:
Get inside information Collect demographic data
Learn about the group
Inquire about individuals Continue collecting information
When the audience is familiar:
Confirm demographic data Analyze group tendencies
Use assessment instruments
Consider using an opinion survey23/07/201410
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What Do They Know and Expect?
Consider what they know: Empathize with the beginners
Simplify the information
Deal with mixed background needs Provide background material
Address second language issue
Check your use of idioms and metaphors Avoid sarcasm and be
careful with humor
Think about your credibility
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Check their Expectations:
Format expectations
Timing
Visual aids
Formality Q&A
Cultural expectations
Perception of time
Differences in motivation
Image factors Expectations about delivery
Reactions to colours
Expectations about proxemics(personal social and public
space)
Norms about the communicationmedium
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What Do They Feel? Gauge their emotions
Assess their interest level High interest level
Mixed interest level
Low interest level
Determine their probable bias
Asking for a little
Asking for a lot
Analyze their bias Positive or neutral
Negative
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Choosing the Delivery Mode
Tell situations Tell (informational)presentations
Sell situations
Sell (persuasive)presentations
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Video # 1
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Video # 2
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Body of the
Presentation
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Plan a well-organized body
Order/sequence the Tell (informational)presentationas:
Key points
Key questions Steps in a process
Items or ideas to compare
Order / sequence the Sell (persuasive)presentation as:
Recommendations
Benefits
Problem/solution23/07/201418
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Make the Most of the Message
TWObroad ways of working on the body of
your presentation are:
1. Making Your Message Memorable
2. Structuring the Body
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Making Your Message Memorable
Harness the power of beginnings and endings The Audience Memory
Curve in the following slide is agraphic representation of a
well-known principle
Also known as the Primacy/Recency Effect - people tend to
recall whats first and last, not whats in the middle. Chunk your
content
Packaging information into sections, or chunking it,
improves audiences attention and retention
Psychology experiments have shown that people cant
easilyremember more than five to seven items.
Chunking creates Mini Memory Curve (given in the
following slide)
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Making Your Message Memorable (Cont.)
Use Highlighting Techniques : Repetition gets noticed
Flagging signals importance
The unexpected grabs attention Visualsprovide reinforcement
Involvement adds interest
Breaks help people focus
Mnemonics assist memory
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Structuring the Body
Collect strategic and topical information Determine what you
already know
Research to learn more
Focus what you have collected
Assess the information
Based on the audience
Based on your intent
Adjust as necessary
Try some focusing techniques such as:
Nutshell the information
Teach your ideas to someone
Use the elevator technique
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Designing Effective
PowerPoint Visuals
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For this segment, please refer to the PptTutorials of the
Additional Reading Material
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Preparing for Effective Delivery
1. Select appropriate presentation style
Demonstrating
Story tel l ing
Anecdotal
2. Decide how you will open
Set the stage
Grab their attention
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Video # 3
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Conclusion of the
Presentation
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Determine how you will close
Prepare For Q&A
Decide when to take questions Holding questions for the end
Taking questions throughout
Refine your listening skills
Look like a good listener
Maintain a posture of involvement
Make eye contact
Create an environment suitable for listening
Listen challenging questions carefully Unclear questions
Vague questions
Long multi-questions
Broad questions
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How to deal with
difficult or hostileaudience members?
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Types of difficult questioners and
audience members1. Pontificators enjoy the sound of their
voices. They ramble
on and on, sometimes never even asking a question
How to handle To respond, listen intently so you can
paraphrase
something of value and then bridge to a message that gets
you
back on track.
2. Nitpickers focus on minutiae and take you off message.
How to handle Acknowledge that yes, the actual figure is
14.89
percent and then explain that you would like to focus on
trends
rather than on specific data points during your talk.
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3. Needlers use sarcasm or try to belittle you in someway.
How to handle Dont mimic their sarcastic tone or try toembarrass
them.
Just restate your opinions calmly and clearly, using
logicalreasoning to back your views.
4. Distracters initiate side conversations, roll their eyes,
or mumble disapprovingly under their breath.How to handle Move
toward people having side
conversations or pointedly wait until they stop talking Dont
become overly confrontational
Focus on the people who are interested instead.
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Off-class Team
(Working Group)Activity
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Prepare a 15 - 20 (excluding Title &
Concluding Slides) slide Power Point
presentation on the profile of a company ofoperating in the
sector/industry allotted to
your team.
Evaluate and identify the company's
performance in the context of its
sector/industry.
PPT Submission: 25th August, 2014, Monday, 5:00pm
Presentation Mode: In-class On-camera
Presentation Dates: 1st - 8th September, 2014
Time Allotted: 30 minutes/team
Grading parameters
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Grading parameters
- Content Quality - 5
- Team Coordination - 3- Slide Layout - 3
- Multimedia Effects - 3
- Presentation Delivery (Oral ) - 2- Dress Code &Body
Language - 2
- Audience Management - 2
- Q-A Round - 3- Time Management - 2
- Individual Feedback (Critique) - 5
- Total - 30
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For any kind of Queries, reach me at:
[email protected]
Also accessible at Social Media:
Facebook
LinkedinTwitter
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mailto:[email protected]://www.shaliniverma.com/http://www.shaliniverma.com/mailto:[email protected]
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Thank you
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