PREPARE AND DELIVER A PRESENTATION

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)