Presentation strategies

PRESENTATION STRATEGIES

Everything that is used to make a presentation successful comes under presentation strategies. It starts from planning to delivery and feedback by the audience. Broadly we can divide Presentation Strategies into Five parts- 

Presentation Strategies-

1.       planning, 

a.      Define purpose

b.     Inquiry (Duration and Topic)

c.      Analyzing (Audience, Locale, Audio-Visual aids, etc)

2.      Preparation 

a.      Content writing (Research, Collection, Selection, Rough script, Editing, Final content)

b.     Audio-video preparation 

3.      Organization

a.      Outline

4.      Practice

a.      Kinesics

b.     Proxemics

c.      Para-linguistic features of voice dynamics

d.     Methods of speech delivery

5.      Delivery

1. Planning

Planning is the first step toward making a presentation. Planning requires utmost care as it serves as the backbone of any presentation. A presenter needs to take care of everything included or used in a presentation. During planning a presenter must have a plan for verbal as well as nonverbal parts.

1.a- Defining purpose-

A presentation can not be planned without defining its purpose. The whole presentation revolves around the purpose. A presenter must plan everything in view of the purpose of the presentation. The purpose may be to impart knowledge, education, entertain, inform, persuade, entertain, etc.

1. b-Inquiry

After defining the purpose, the presenter must inquire about the topic and duration.

Topic: topic is the ail of a presentation. Without a topic, content goes wide and strays. The topic keeps you on track, hence it saves energy and time. If you do get lost, you'll be able to recover quickly. Take some time to consider what questions the audience may ask and have your responses ready.

Duration- The presenter must ask about the duration of the presentation. It helps to limit the content and presentation within the time frame. If a presenter doesn’t ask for the time duration, the presentation may either be very short or long. It disturbs the schedule of the whole program.

1. c-Analysing-

Analyzing various factors is very important to find the best elements for a presentation. Before the preparation of the content, A presenter must analyze certain basic things like audience, locale, and audio-visual aids.

Audience analysis- The audience always holds receiving end. It is very important to have complete knowledge of the audience. The knowledge of, ‘who is the audience and what do they need?’, is essential. The nature of the audience has a direct impact on the strategies which the presenter would choose.

A presenter can ask the host about -

• ·        Primary audience (decision makers).

• ·        Audience’s age group

• ·        Gender

• ·        Background- (rural, urban, literate, illiterate, technically sound, etc.)

• ·        Audience size 

• ·        Preferences (needs, interests, attitudes, cultural barriers, etc.)

• ·        Determine audience composition

• ·        Level of understanding

• ·        Audience’s expectations

Locale Analysis-It is very important to understand the locale. It may help to understand the message properly. Locale is related to the physical environment and location where a presentation would be conducted. Every location has its unique physical environment. The speaker should know about:

• ·        Place of presentation

• ·        A podium or a table provided

• ·        Public address system available

• ·        Seating arrangement, room temperature, and lighting (physical environment)

• ·        Visual aids available, aids to set the things of the speaker, etc.

• ·        All these things help the presenter to give his presentation effectively.

Audiovisual Aids- visual aids can make presentations more effective. Audio-visual aids include any kind of device like charts, mike, pictures, projectors, modals, tables, bar graphs, pi-charts, etc, which helps the audience to understand the speech in a better way. The use of audio-visual aids breaks the monotony in any presentation, and listeners feel stimulated and take more interest. Visual aids not only make the presentation interesting but also make it understandable.

2. Preparation

This is the second step in the process of presentation. The preparation strategy requires the development of content which is the spirit of a presentation. The presenter must prepare content based on good research, carefully selected information, and a well-organized format.

2. a-Content preparation-

Content is the soul of a presentation. If there is no content means there is no presentation. Before doing anything first of all we should start preparing the written material for it. It is the base of any presentation hence it should be written carefully. The content must have easy diction and simple sentence structures so that the audience can easily understand the material easily. The final content should match the purpose, audience, and time duration. Content preparation takes the following steps-

1. Research- Content should be explored online and offline. For a good presentation, deep and thoughtful research is required.

2. Collection- Initially, more than sufficient material that seems important and relevant to the topic is collected. Remember, to collect images and videos along with the written material.

3. Selection- Later the collected material is studied and only the required material that matches the audience, time duration, and Locale, is carefully selected.

4. Rough script- the selected material is put together for drafting a rough draft. A rough draft is prepared on the basis of the material chosen/selected for the final presentation. The rough draft also includes a rough idea about audio-visual material.

5. First Fair Draft- Before writing content presenter should keep in mind: 

• ·        nature of message

• ·        audience analysis

• · audience-centered presentation-scope of the presentation

• ·        choice of approach  (long or short)

• ·        choice of visual aids

• ·        choice of an appropriate style

6. Revision and Editing- Revision and editing are a continuous process till the content is finalized. Check the written draft many times to avoid any mistakes. Any mistake till here can be easily rectified. Last-minute changes may bring adverse effects at the time of presentation. Hence be patient and find & correct the maximum. 

7. Final content- after a good revision and editing write your final draft.

2. b- Audio-Video Preparation

After writing content, now we take the audio-video section. If you want to include this section in your presentation then you must choose a style and design that suits the audience and profession. PowerPoint tips should be taken care of. Like- as font size, contrast colors of font and background, design, eye-catching points, less writing than speaking, etc. Once the presenter identifies the points, which he wants to present with more clarity with the help of visual support, he should choose the type of visual aid for his presentation an ideal blend of verbal and visual information, and the visual information should flow as naturally. 

3. Organization 

Ahead of time, carefully plan out the information you want to present, including any props, audio-visual aids, etc. The more organized you are, the less nervous you'll be. Use an outline on a small card to stay on track. Outline plays an important role in organizing the presentation.

Outline

Outline means the final sketch of the main document. It can be used as the final ‘script’. It is a mechanical framework in which the bits and pieces of presentation material are fitted. Time spent in preparing a presentation never goes waste as it can keep the presentation within the allotted time.

Importance of Outline

• If a presenter prepares outlines then he can finish his presentation according to the time slot given to him.

• If sometimes he deviates from his path, he can check the timing from the outline and return back to his main topic.

• In this way, outline helps the presenter not to move from his main topic.

• In addition, proper time is given to the introduction, body, and closing of the main presentation only when the presenter prepares the outline.

The following points should be noted to prepare an outline: -

• Give headings in place of complete sentences or lengthy phrases.

• Note down sub-headings also.

• Include notes that indicate where visual aids will be given.

• Transitional sentences (in conclusion, in addition, to sum up, on the contrary, therefore, etc) should be used.

• The outline should have flexibility.

Example of an Outline of a Presentation

4. Practice

Practice, and then practice some more. Practice your complete presentation several times. Most people spend hours preparing a presentation but very little time practicing it. Practice helps you to reduce fillers and phrases like, "um," "well," and "you know." These habits can easily diminish a speaker's credibility. You can also fine-tune your content to be sure you make your most important points in the time allotted. A speaker must be aware of speech delivery methods, their advantages, and their disadvantages. You can practice

• with some people you're comfortable with and ask for feedback. 

• with a few people with whom you're less familiar. 

• by making a video of your presentation so you can watch it and see opportunities for improvement.

Before practicing a speaker must give advanced thought to the speech delivery method. He may choose any of the four methods or a combination of two. the main modes of Delivery of speech are

• Reading Manuscript: It involves reading your speech word-for-word from its written form. The advantage is that a speaker can perfectly plan and control the wording of the speech.

• Memorization: 

A memorized speech is also fully prepared in advance and does not need to use any notes. The advantage is that the speaker can face their audience and make lots of eye contact.

• Impromptu: An Impromptu speech is one that you are asked to deliver with little or no preparation.

• Extemporaneous: When speaking extemporaneously, speakers prepare some notes in advance that help triggers their memory of what they planned to say. Many speakers consider the extemporaneous method to be the ideal speaking method.

 

Challenge some specific worries. 

During practice, a speaker can easily challenge his worries and fears. If he is afraid of something, he may overestimate the chances of bad things happening. So he should list his specific worries. Then directly challenge them by identifying probable and alternative outcomes.

5.  Delivery

The final step in the presentation is speech delivery on the stage. the presenter should be confident and comfortable before the delivery of the speech. the presenter must remember the three pillars of public speaking-confidence, clarity, and fluency. 

Tips while you are on stage-

1. Confront nervousness. 
2. Hook your audience.
3. Speak clearly. 
4. Facilitate learning. 
5. Break the glass.
6. Dress for the occasion and tidy yourself up. 
7. Arrange the environment to suit your presentation and get rid of distractions
8. Remove needless objects from the stage
9. Ensure audience visibility, hearing, and comfort. 
10. Check audiovisual equipment and have a backup plan in case it fails. 
11. Keep notes and other materials in proper order before you begin. 
12. Don't chew while delivering a speech.
13. Balance your weight and take the correct posture. 
14. Make eye contact.
15. Don't start with “um” or “OK.”  
16. Talk to your listeners as if you are having a conversation with them. 
17. Make eye contact. 
18. Focus on ideas sharing rather than reading.
19. Minimize the fillers like- uhs, ums, likes, and 'you know'. 
20. Speak with appropriate tone, loudness, speed, etc.  
21. Avoid monotony. 
22. Use proper and controlled body language. 
23. Show enthusiasm, sincerity, and commitment toward sharing ideas.

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 Extra shorts 

Dos for success- 

• Imagine that your presentation will go well. Positive thoughts can help decrease some of your negativity about your social performance and relieve some anxiety.

• Do some deep breathing. This can be very calming. Take two or more deep, slow breaths before you get up to the podium and during your speech.

• Focus on your material, not on your audience. People mainly pay attention to new information — not how it's presented. They may not notice your nervousness. If audience members do notice that you're nervous, they may root for you and want your presentation to be a success.

• Don't fear a moment of silence. If you lose track of what you're saying or start to feel nervous and your mind goes blank, it may seem like you've been silent for an eternity. In reality, it's probably only a few seconds. Even if it's longer, it's likely your audience won't mind a pause to consider what you've been saying. Just take a few slow, deep breaths.

• Recognize your success. After your speech or presentation, give yourself a pat on the back. It may not have been perfect, but chances are you're far more critical of yourself than your audience is. See if any of your specific worries actually occurred. Everyone makes mistakes. Look at any mistakes you made as an opportunity to improve your skills.

• Get support. Join a group that offers support for people who have difficulty with public speaking. One effective resource is Toastmasters, a nonprofit organization with local chapters that focuses on training people in speaking and leadership skills.

 

Tips for a good presentation

1. Arouse the interest of the audience

2. Introduce the topic or theme of the speech

3. Organize the speech into certain parts

4. Be clear and precise (avoid ambiguity)

5. Pay attention to the modulation of the voice

6. be careful about personal appearance.