How to plan for a presentation

       

Presentation planning

   Audience is important as they are spending their valuable time to listen to the presentation. The first step of any presentation is definition of purpose of presentation. Every presentation has its specific purpose and is always delivered to a specific audience to fulfill that purpose presentation without purpose is like driving a car Without a destination. So before planning presentations ask the following basic questions.

• What is the topic for presentation? 
• What is purpose of the presentation? 
• How to plan the presentation? 
• How to build up the content? 
• Which type of media is required?
• How much time is allotted for the presentation?
• What type of questions the audience may ask? 

                  Once it is known, then determine what is to be achieved. This achievement it the goal of the presentation. Remember that the goals or objectives of the presentation are not separate from it but they are part of the presentation directly or indirectly. When goals are analyzed, structure the presentation, and give shape to the presentation and use aids for the presentation.

The goals of the presentation might be as follows:

• Receive good marks in the examination. 
• Create ah interest about something in the mind of audience.
• Influence the teacher and friends by making it attractive and presentable. 
• Add to their knowledge and make them aware about latest things.

            Answers to these questions will give an idea about planning of presentation. Once the topic, purpose and duration are fixed for presentation then think about planning the presentation. Start collecting the information about the topic from various books, magazines, booklets, libraries, experts, and internet. Duration of presentation must be considered before planning, because it helps to prepare the content in well organized manner. Normally it is difficult to prepare for short duration. separate the PowerPoint slides or transparencies according to the sequence of presentation of contents. Manage your time for introduction, content delivery anti summary.

Preparing for presentation and building the Content 

Personal knowledge and experience will give a head start but relevant material from libraries, books, catalogs, magazines, internet etc. is required to enrich content. This is the way to win the audience. After gathering all relevant material, build up the content by using following methodology:

• Mind map 

                 It is a tool which determines specific information to be used to convey the ideas to audience. Write down all the points that are useful for presentation on a paper randomly. Next day, take out the mind map, read it thoroughly and remove the points which are irrelevant to the topic.

• Key points 

                 It is a real challenge for the presenter to find out key points. Apply following parameters to each point to determine whether it is a key point.

• Relevance 

                 Find out whether the point under consideration has any relevance with the presentation. If answer is ‘Yes’, keep it, if ‘No’, drop it.

•  Variety 

                Repetition of points mail create confusion in the listener’s mind. There should be variety of points related to the topic.

• Priority 

                It is always better to prioritize points so as to satisfy audience. Another advantage of prioritizing the points is that the presentation is smooth, free flowing, and audience is able to connect the ideas in very easy way. This will create harmony between the audience and the presenter.

                 Based on above points, prepare an outline of the presentation in chronological order Sometimes logical or rational method is useful to organize contents depending upon its .Importance in the presentation. A presenter should keep in mind that presentation can be organized by various methods
                 Prepare charts, handouts, transparencies, PowerPoint slides as per the contents of presentation. Use of anecdotes, short stories or humor adds to better way of presentation.

Delivery of Presentation 

           An introduction is a very crucial part of any presentation because the first impression is always the last impression. If speaker’s introduction is impressive then people start paying attention. This information may contain following:

• Purpose of presentation 
• Topic of presentation 
• Duration of presentation

          Some important features of the presentation that decides its quality are as follows:

• Statistics 

            Use statistics relevant to the topic to attract the audience. Ensure that statistics must be true, real, valid and latest as far as possible. Give source of it if possible.

•   Quotes by famous personalities 

            The famous quotes always attract the audience. u Try to get moi'e information about the person whose quote is used. Don’t use any quote which is irrelevant to the topic.

•  Use of graphics/audio visual aids 

            Use of pictures, photographs, charts etc definitely enhances the quality of the presentation as they speak better than thousand words.

•  Use of humor 

             Humor is always one of the attractive features of presentation. However it should be used with ultimate care. Humor should be such that it should not hurt anyone. Instead it shall bring smile on everybody’s face.

Use of Audio Video aids

          Use of audio and video aids is key factor in presentation as far as its effectiveness is concerned. Following are some audio / video aids which can be effectively used during Presentation. One should take care that the aid which he / she is going to use is in proper working condition. It should be kept ready for the show at least ten minutes before the commencement of presentation. It should be properly connected to other equipment like PC, Laptop, Audio system etc.

•  Mic:  This is required if the audience is large and the room is quite spacious so it enhances the volume of sound of speaker and there is no stress as far as presenter is concerned. 
•  PA system: This is one of the best audio aid which is largely used if the audience is very large in volume. 
• LCD projector: this is now a very popular visual aid which is extensively used for presentation.

 Preparation of PowerPoint Slides

        Select suitable pattern and layout of slides, which is more appropriate to the topic. It is always better to use suitable font to write the contents. The choice of font depends upon personal likes and suitability of the topic One can enhance his slide by using ‘Word Art’ for the particular ‘ titles. The most important part is its size. It should not be too large or too small which may create unnecessary strain on the eyes of observer. One can use various pictures, photographs, charts, and graphs that may be ‘readily available oh the PC/internet. ‘ If possible, use audio-visual 'files, ‘which will be center of attraction as far as the presentation is concerned. Use different tools such as animation effect, background . sound etc to make slides more superior and beautiful too.
          The main advantage of this type of presentation is that if needed, presenter can carry out changes in the slides at any moment.

Preparation of Transparencies 

        Transparencies are available in single sheet or as a scroll. Scroll is normally used when presenter desires to use it as a black board. Writing is usually done on the scroll in front of the audience. Single sheet or overlay transparencies are prepared in advance and are used as a tool for effective presentation. Care should be taken to use different colors as per the need. Contents on transparency should be the key points with proper size visible to audience. It is better to use stencil to write the words or titles. It always looks attractive if an overall outline is drawn on the . transparency and then prepares the content inside that outline. One should note that for Presentation Techniques effective presentation pictures, figures, and block diagrams etc supported with proper' words are to be drawn on transparency. The pictorial transparency is more effective than the transparency'which includes words only. After preparation of transparencies it should be numbered so that it can be easy for the presenter to display the proper transparency at right time. All the transparencies should be kept in a transparent folder so that it is easy for the presenter to select'and locate the right one. Such folders can be then arranged according to topics and subtopics to be covered during the presentation. Use of overhead projector and transparencies is comparatively low in cost as compared to cost of PC or laptop and LCD projector is concerned. But still it is of great impact on audience if the proper care has been taken while preparing the transparencies and if presenter uses all his creativity while making transparencies. It can have same impact as that of PC and LCD projector.

Performing presentation  

       Presentation can be performed vat seminars, paper presentation competitions, compering at annual gathering, or at guest speeches. One has to follow the right way of presentation considering the situation, type of function, purpose of presentation, an'd time given fer presentation. Once he / she have an idea about it, he / she can plan the presentation accordingly and prepare himself / herself for it. He / she can also select the adequate and proper audio visual aids for the presentation. There are always different ways of presentation which largely depends upon the event or function, One should note that effectiveness of presentation not lies in the costly equipment but it solely depends upon the knowledge of presenter, effective and creative use of available equipment and above all response and participation of audience in the presentation.

 Guidelines for Effective Presentation

      Following are hints to the presenter, which will make the presentation effective.

• Wear neat and clean formal clothes 
• Use proper body language 
• Keep eye contact with the audience
• Make appropriate pronunciation of words 
• Use grammatically correct sentences
• Follow speaker’s manners and etiquettes
• Be courteous with audience
• Motivate audience to participate in discussion
• Carefully listen to the doubts/queries asked by audience 
• Conclude presentation with some beautiful quote or anecdote 

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