Preparation at home

When you plan your presentation you need to answer the following questions:

1. Who is my audience (how much do they know about my topic?)

2. How am I going to organise my topic? (it needs to tell a story)

Preparation at home

3. How long should my presentation be? (you will have time limits and you need to say everything within that limit)

4. What visual support shall I use? (PowerPoint, transparencies, models, objects...?)

Preparation at homeConsider this in preparing your presentation

Simplify the text. Focus your material. You can’t say

everything. Use transitions (signsposting) to move

smoothly. Use examples, anecdotes, statistics to

support your message. Use a lot of visuals to reinforce the

message. Consider timing.Practise alone and with the whole group.

THE Golden Rule Of Communication

"SAY WHAT YOU ARE GOING TO SAY, SAY IT, THEN SAY WHAT YOU HAVE JUST SAID."

1. Introduction SAY WHAT YOU ARE GOING TO SAY2. Main part (body) SAY IT3. Conclusion THEN SAY WHAT YOU HAVE

JUST SAID

4. Question & Answer session

Plan your presentation carefully

Introduction

Possible Introduction Scheme

1. start with welcoming courtesies2. introduce yourself3. Give your position, function,

department, company4. Introduce your topic 5. state the purpose of your talk6. Give the Structure Of Your Talk7. Outline the structure of your talk8. Timing 9. Handouts 10. Give instructions about questions

Welcome Your AudienceGood morning / afternoon, ladies and gentlemen.Hello / Hi everyone. Welcome to my presentation. It’s very nice to see you all here today.First of all, let me thank you all for coming here today.It’s a pleasure to welcome you today.I’m happy / delighted that so many of you could make it today.It’s good to see you all here.

Introduce YourselfIf necessary

Let me introduce myself. I’m …from … For those of you who don’t know me, my name is …Let me just start by introducing myself. My name is …

Give your position, function, department, company

As some of you know, I’m the purchasing manager.I’m the key account manager here and am responsible for …I’m here in my function as the head of …I’m the project manager in charge of …

Introduce your topic

What I’d like to present to you today is … I’m here today to present … Today’s topic is … The subject / topic of my presentation is … In my presentation I would like to report on.. In my talk I’ll tell you about … Today I’m going to talk about … I’ll be talking about …

State The Purpose Of Your Talk My purpose today is to ..." I am going to talk about...“ The purpose / objective / aim of this presentation is to.Our goal is to determine how / the best way to …What I want to show you is …My objective is to …Today I’d like to give you an overview of …Today I’ll be showing you / reporting on …I’d like to update you on / inform you about …During the next few hours we’ll be …

Give the Structure Of Your Talk

I’ve divided my presentation into three (main) parts.In my presentation I’ll focus on three major issues.

Outline the sequence of your structure

To start with I'll …Then I'll …After that I'll ... Finally , I'll … Point one deals with … , point two … , and point three … First, I’ll be looking at … , second … , and third … I’ll begin / start off by … . Then I’ll move on to … Then / Next / After that …I’ll end with …

Timing

My talk/presentation will take about 30 minutes. It will take about 20 minutes to cover these issues.This won’t take more than …

Handouts

Does everybody have a handout / brochure / copy of the report? Please take one and pass them on. Don’t worry about taking notes. I’ve put all the important statistics on a handout for you. I’ll be handing out copies of the slides at the end of my talk. I can email the PowerPoint presentation to anybody who wants it.

Give instructions about questions

I'll try to answer any of your questions after the presentation. There will be time for questions after my presentation. We will have about 10 minutes for questions in the question and answer Please feel free to interrupt me if you have any questions.Feel free to ask questions at any time during my talk.

Listen

Now let’s hear two ways of opening presentations. As you listen, see if you can hear some of the phrases above.

Transcript“Ladies and gentlemen, thank you very much for coming along here today. I hope my presentation isn’t going to take too long and that you will find it interesting. The purpose of today’s presentation is to discuss how we can improve internalcommunications within our company. Now let me begin by explaining that I’d like to talk about the business case for better communication; secondly, I want to cover different styles and methods; and finally I would like to finish off by talking about some of the basics we need to have in place to deliver good quality, consistent communications across the company. I’d be very happy to invite you to ask questions at the end of thesession and I’m sure there’ll be plenty of time for us to discuss some of the points that have been raised.”

Transcript“Good afternoon, ladies and gentlemen. Thank you for finding the time to come and join me for this presentation this afternoon. My name is Tim Mason, I‘m a retail consultant, and many of you will have seen me shadowing you in your jobs and looking through the accounts and so on in the company over the last week. I’ve invited you here today to have a look at my findings. First, I’d like to have a look at the performance of the company, the sales of the company over the last three years; then I’d like to have a look at our market share in thewomenswear market and look at our competitors; and thirdly, I’d like to suggest some improvements in our range ofwomenswear. At the end I’d be happy to answer any of yourquestions.”

Quiz

Finish the sentence with the correct phrase.

1. Which sentence might you hear at the beginning of a presentation?

A Ladies and gentlemen, thank you for arriving today B Ladies and gentlemen, thank you for appearing today C Ladies and gentlemen, thank you for coming todayD Ladies and gentlemen, thank you for showing your faces today

Finish the sentence with the correct phrase.

2. The _________ of today’s presentation is to discuss my findings.

A purpose

B reasonC causeD points

Finish the sentence with the correct phrase.

3. Now, __________ begin by introducing myself.

A allow meB let meC ID presentation

Finish the sentence with the correct phrase.

4. I’d be very happy to __________ you to ask questions at the end of the session.

A tellB inviteC orderD request

Quiz Answers.

1. C2. A3. B4. B

Hassan Adib