1 / 143

PREPARE AND DELIVER A PRESENTATION

Unit Code:D1.HSM.CL5.05 D2.TCS.CL5.20. PREPARE AND DELIVER A PRESENTATION. Prepare and deliver a presentation. This unit comprises three Elements: Prepare a presentation Deliver a presentation Review a presentation. Assessment. Assessment for this unit may include: Oral questions

Download Presentation

PREPARE AND DELIVER A PRESENTATION

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Unit Code:D1.HSM.CL5.05 D2.TCS.CL5.20 PREPARE AND DELIVER A PRESENTATION

  2. Prepare and deliver a presentation This unit comprises three Elements: • Prepare a presentation • Deliver a presentation • Review a presentation.

  3. Assessment Assessment for this unit may include: • Oral questions • Written questions • Work projects • Workplace observation of practical skills • Practical exercises • Formal report from employer/supervisor.

  4. Prepare a presentation Performance Criteria for this Element are: • Describe different types of presentation that may be made • Identify the logistics of the presentation • Identify audience for the presentation (Continued)

  5. Prepare a presentation • Research the topic for the presentation • Select material for inclusion in the presentation • Plan and write the presentation • Develop and/or acquire supporting materials and visual aids for the presentation (Continued)

  6. Prepare a presentation • Determine presentation equipment required for the presentation • Trial and practice the presentation • Revise the presentation on the basis of the trial.

  7. Describe different types of presentation Presentation may be conducted for: • Sales and marketing events – conducted on-site or at client’s location • Mentoring and coaching – on the floor, in training room, in office of staff member (Continued)

  8. Describe different types of presentation • Staff meetings and briefings – in the Board room, within a department, in a training room • Conferences addresses – in the workplace, at a conference centre • Business planning meetings.

  9. Identify the logistics of the presentation Planning and preparation is vital for all presentations. ‘Logistics’ refers to: • All the details that need to be attended to so a presentation occurs as planned and achieves the required outcomes.

  10. Identify the logistics of the presentation Logistics for a presentation means determining: • Date • Time • Duration • Location (Continued)

  11. Identify the logistics of the presentation • Style of venue where presentation is to occur • Content and topic or topics to be covered • Nature of the presentation.

  12. Identify the logistics of the presentation • Objectives for the presentation • Context of the presentation • Guidelines imposed or required for the presentation.

  13. Identify the logistics of the presentation Reasons to plan and prepare: • To ensure all topics and requirements are covered • To give you confidence • To meet expectations • To project the ‘right’ image • To demonstrate professionalism • To show respect.

  14. Identify audience for the presentation You must identify your audience as part of the planning process. This involves finding out: • How many there will be • Ratio of males to females • Seniority and status of those attending (Continued)

  15. Identify audience for the presentation • Level of existing knowledge those attending have about the topic • What they expect to get from the presentation • Required seating arrangements.

  16. Research the topic for presentation ‘Research’ is a critical element of planning and preparation. A presentation will not be effective if there is: • Only one research option • No research • Insufficient research.

  17. Research the topic for presentation In relation to research for a presentation: • It determines the success or failure of the actual event • “If you fail to plan, you plan to fail” • Research provides focus and direction • Information provided must be factual • A failed presentation can always be traced back to a lack of research and/or planning.

  18. Research the topic for presentation All information provided in a presentation must be: • Current • Comprehensive • Accurate • Relevant.

  19. Research the topic for presentation Research may require studying ‘internal’ information such as: • Documents/documentation • Enterprise policies • Establishment procedures (Continued)

  20. Research the topic for presentation • Schedules • Price lists • Database information (Continued)

  21. Research the topic for presentation • Product information sheets • Promotional brochures • Contracts • Inclusions in packages.

  22. Research the topic for presentation ‘External’ information may relate to: • Suppliers and manufacturers • Carriers • Service providers (Continued)

  23. Research the topic for presentation • Government agencies • Competitors • Industry peak bodies • National and international bodies.

  24. Select material for inclusion in the presentation Research could also include: • Talking to others • Collecting workplace information from management • Reading media • Searching the internet.

  25. Research the topic for presentation Research for presentations should seek to identify: • Established trends • Emerging trends.

  26. Research the topic for presentation You should also seek to identify if similar presentations have previously been made so as to: • Lessons learned • Discover existing content • Identify strategies and techniquesused • Obtain script (Continued)

  27. Research the topic for presentation • Determine duration • Learn about activities and inclusions • Seek inspiration • Save time • Provide a draft outline for next presentation • Identify who made the presentation • Identify resources required.

  28. Research the topic for presentation Check information you have is approved for release to others and is not deemed ‘commercial-in-confidence’: • Industry and wholesale prices • Costs and sales • Security matters • Information about other clients/customers • Negative information • Legal issues involving the business.

  29. Select material for inclusion in the presentation All materials to be used must be checked to: • Determine relevancy • Confirm validity • Guarantee currency • Ensure they address all required need • Verify content.

  30. Select material for inclusion in the presentation Materials for use in a presentation may include: • Handouts • Hard copy print outs of PowerPoint slides • Sample products • Reports, photographs and advertisements • Fact sheets (Continued)

  31. Select material for inclusion in the presentation • Workplace policies and procedures • Legislation • Computer-based simulations and present • Diagrams, models and charts • Models • DVDs/videos • Flip charts and posters • Gift vouchers and promotional merchandising.

  32. Select material for inclusion in the presentation It may also be possible to use: • An enterprise-specific DVD/video • Comparative advertising • Audio and/or visual support or effects • Company advertising and signage.

  33. Plan and write the presentation Planning a presentation can be seen as an 8-Step process: • Step 1 - Obtain the necessary information about and for the presentation • Step 2 – Work out the structure of the actual presentation • Step 3 – Arrange all required information in the required sequence • Step 4 – Identify the key points to be made in the presentation (Continued)

  34. Plan and write the presentation • Step 5 – Write a draft presentation • Step 6 – Rehearse the draft presentation • Step 7 – Develop or acquire the necessary presentation aids and materials • Step 8 – Practice the total presentation.

  35. Plan and write the presentation Step 1 – Obtain necessary information about and for the presentation. Gather together all the information related to: • Topic that is the focus of the presentation • Achieving identified objectives for the presentation • Meeting stated requirements of the audience. See ‘Identify the logistics of the presentation’ notes

  36. Plan and write the presentation The ‘Introduction’ should include: • A welcome/greeting • Thanks • An overview of the presentation • Explanation of purpose of the presentation • Information about audience involvement.

  37. Plan and write the presentation Questions to be answered at this stage include: • How will you begin the presentation? • How long will the Introduction last? • Who will do it? • What will you use? (Continued)

  38. Plan and write the presentation • How will you generate immediate interest? • Anecdotes • Use of actual examples or samples • Statement of facts • Use of DVD or PowerPoint presentation • Reading from an article (Continued)

  39. Plan and write the presentation The ‘Main Body’ of the presentation: • Should contain the information necessary to achieve identified objectives • Must be presented clearly • Should use ‘sections; to separate information into ‘chunks’ that flow logically and sequentially • Should cover topics mentioned at Introduction • Should use AV supports.

  40. Plan and write the presentation The ‘Main Body’ of the presentation. Points to note are: • Keep focussed • Put information into context • Move from ‘known’ to ‘unknown’ • Move from ‘simple’ to ‘complex’ • Move from ‘concrete’ to ‘abstract’ (Continued)

  41. Plan and write the presentation • Cover all necessary legal issues • Include relevant organisational policies and procedures • Use AV aids and technology • Ensure logical flow of information • Explain new terms or industry terminology (Continued)

  42. Plan and write the presentation • Strive for clarity of information presented • Involve and engage the audience • Promote the wider enterprise.

  43. Plan and write the presentation ‘The Ending’: • Also known as the Conclusion or the Summary • Should be brief • Must summarise the presentation • More on later slides.

  44. Plan and write the presentation Points about ‘Questions’: • Encourage them • Respond enthusiastically • Never get annoyed by them or the person asking them • Provide concise answers (Continued)

  45. Plan and write the presentation • Acknowledge good incisive questions • Observe confidentialities in the answers to questions • Never be afraid when you do not know an answer • Thank people for their questions.

  46. Plan and write the presentation Step 3 – Place the information in order: • Write down a series of sub-headings you want to present in the Main Body • Arrange these headings into a logical order/sequence • Number each item of information in each sub-heading. Be prepared to re-order and re-number.

  47. Plan and write the presentation Step 4 – Identify key points. The number and nature of key points will depend on: • Objectives • Type of presentation • Information available • Audience • Time • Personal knowledge and experience.

  48. Plan and write the presentation Points to note about Step 4: • Consider using a checklist • Avoid information overload • Give each key point a name/title • Be prepared to provide ‘could know’ and/or ‘nice to know’ information in take-away form

  49. Plan and write the presentation Step 5 – Prepare a draft: • Sets out what will be covered • Identifies what will be said • Identifies what will be used • Allocates time • Determines where activities and strategies will be included.

  50. Plan and write the presentation When writing a presentation draft: • Clarify each key point • Use headings and sub-headings • Stay focussed on objectives • Do not get ‘blown off course’ (Continued)

More Related