Module – 6

Meaning of Presentation
A presentation is a live mode of sharing
information with a select audience. It is a form
of oral communication in which a person
shares factual information with a particular
audience.
 Business Presentation

Meaning:-
Business presentation can be defined as formal
information about the business products or practices. It is
typically carried out by using the audio and visual presentation
material such as statistical documents, projectors, flip charts,
whiteboards, and much more.
Business presentations are often utilized by the
organizations and companies as a way to sell an idea or product
for motivating the audience or training purposes
 Role of Business Presentations
Business presentations plays an important role
in different areas:-
1. To share information with employees,
managers and executives.
2. To educate, motivate and persuade internal
and external audiences.
3. To inspire and capture the attention of
audiences.
 Planning and Organizing Presentation
Planning Presentation:-
Elements of Presentation:-
1. The presenter
2. The audience
3. The specific content and definite objective to
be achieved
Steps involved in Planning or Preparing
the presentation
1. Identify the purpose and goal of the presentation.
2. Analyze the audience and their needs.
3. Collate the relevant information.
4. Design and organize the information.
5. Time the presentation.
6. Decide on the medium of presentation and visual
aids.
7. Become familiar with the location of the
presentation.
 Designing & Organising Business
Presentations
The normal order of any exposition is to
first to list the main ideas and then elaborate
points. The sequence followed in all reports
along with the timing are as follows.
Introduction 03 minutes
Main body 15 minutes
Conclusion 02 minutes
Question and answers 10 minute
 Logical order of presentation
Introduction 03 minutes
Introduction indicates the main idea of
presentation, which helps the audience to know
the subject and the focus of presentation
 Main body 15 minutes
The main body of the presentation is to
utilize to inform the audience about the
advantages of the proposal. This part would
include findings of the study and analysis of the
data to convince the audience.
Divide this section in to sub sections, but
care should be taken not to have more than
three sub sections
 Conclusion 02 minutes

Conclusion focus on the end results arrived

by analysing the data. Recommendation and
suggestions with respect to future action plans
are formulated.
 Presentation time
The total presentation including the question
and answer part should be covered within the time
allotted to it.
Many of us ignore the facts that audience
interest and attention are condition by time factor.
Well delivered and effective presentation is
one that has a smart beginning and logically arrives
at a conclusion.
 Planning Team and Online
Presentations
Team presentations give an organization
an opportunity to showcase its brightest
talent while capitalizing on each person’s
unique presentation skills.
Email, collaborative software and other
technologies make it easy to develop, edit,
review and deliver team presentations.
 Guidelines for successful team
presentations
1. Select a winning team.
2. Agree on the purpose and schedule.
3. Plan seamless transitions between segments
and presenters.
4. Field questions as a team.
 Online Presentations or Distance
Presentations
An online presentation is any type
of presentation that is given over
the Internet or sent by e-mail. This can include
sales presentations, online conference present
ations or any demonstration of a product or
procedure that is done online rather than in
person.
 Guidelines for successful online
presentations
1. Determine whether a online delivery method
is appropriate for the presentation.
2. Establish rapport with the participants prior
to the online presentation.
3. Become proficient in delivering and
participating through distance technology.
4. Develop high-quality graphics appropriate for
the particular online format.
Advanced Visual Support for Managers

Meaning:-

Visual aids are items of a visual manner,

such as graphs, photographs, video clips etc
used in addition to spoken information. Visual
aids are chosen depending on their purpose
 Different kinds of Visual aids
1.Board- Black/White
2.Flip Charts
3.Overhead projectors
4.Power point software
5. Handouts
6. Electronic Presentations
7. Models or Physical Objects
 How to use visual aids?
1.Limit the number of visuals to avoid overload(do
not use too many visuals)
2.Include one major idea with a descriptive title
highlighting it.
3.Compose concise, targeted statements that the
want audience to remember.
4.Keep it displayed for sufficient time to allow the
audience to read it.
5.Proofread to ensure visual is error-free.
Practicing and Delivering Presentation
Practicing the presentation:
Before the final delivery of the presentation, it is
necessary to practice it once or twice so that one
gets clear idea about the time required to deliver the
entire presentation.
This practice helps in identifying and practicing
the main points that should be emphasised to make
the presentation effective. While practicing the
presentation, one must ensure that the practice is
carried out in a sequence and in a proper way.
 The guidelines to be followed during rehearsing a
presentation are as follows:
1.Practice your presentation to yourself at first (speak
in front of a mirror), then to a friend or a colleague.
2. A friend or a colleague must show his interest and
sincerity towards the presentation and must provide
appropriate feedback to the presenter.
3. Time your practice. Make sure you can complete
your talk within the allotted time.
4. Practice with your slideshow so that the technical
accuracy of the presenter’s material can be assessed
easily.
5. Make sure that the structure of your talk matches the
sequence of your visual aids.
6. During the practice, the presenter should mainly emphasise
on his communication skills which may include his voice tone,
voice volume, pronunciation, intonation, confidence while
speaking etc.
7. A video recorder may turn out to be a good tool to record the
entire practice. This may help the presenter to identify his
body language and voice, rectify the mistakes if any and
perform better while delivering the presentation in front of
the audience.
 Delivering Presentation

Regardless of how interesting or well

drafted a presentation is, its delivery must be
effective in order for the presentation to
achieve its goals.
Guidelines for delivering presentation
1. Do not read aloud.
2. Use the “you attitude” to ensure audience
involvement; tell the audience how the
information being presented is useful to
them.
3. Outline the content of the presentation in
the beginning itself.
4. Use transitions
If the audience are told what comes next in the
presentation, they will be able to follow it better and
will know how one part relates to the others.
5. Try to involve the audience and encourage their
participation.
6. To arouse and sustain audience interest, the speaker
should maintain eye contact throughout the
presentation, ask interesting questions to the
audience
 Refining your delivery
After you have organised your message,
you must identify the appropriate delivery
method, develop your vocal qualities, practice
your delivery and refine your delivery.
Refining your presentation should be a
combination of re-writing, editing and
polishing your words, and practicing them out
loud. Rehearsing your speech is also gives you
the chance to change it and make it better.
 Guidelines for Refining your delivery
1. Read your presentation out loud, then convert the
written sentences into the spoken words.
2. Learn your presentation. You will not be able to present
well unless you know your speech.
3. Now practice the presentation again but slow it down. A
lot of presenter tend to speed up when they are on their
feet. By slowing it down at this point you will avoid going
too fast on the big day.
4. Check that you have clear signposts within your
presentation to help you lead the audience through it
5.Note in the script and slides where you want
to deliver greater emphasis for your major
points.
6. Use pauses in your speech so that the
audience gets a chance to digest what you
have just said.
 Business Pitch
A business pitch is a presentation by one
or more people to an investor or group of
investors, though it can also be an email,
letter, or even an conversation.
A pitch is a presentation of a business idea
to potential investors.
 Steps in Business Pitching
1. Introduce yourself and your business
Start by introducing yourself and the
business that you are pitching. It is often
useful to share some details of your
background including your industry
experience, previous business ventures, and
your role within the company.
2. Define the problem
• Identify a problem that you have discovered in the market.
This could be:
• An unfulfilled need in the market
• A problem that will occur in the future as market conditions
change
• A practical problem that could be solved with an invention
• A very specific problem affecting certain kinds of businesses,
and so on
3. Describe your solution
Share the solution to the problem that you
identified in previous step.
4. Explain your business case in greater depth
In this section of the presentation, you will
delve deeper into the details of your business
case and how your business will flourish in
current market conditions.
Market analysis
Customer needs
Competitive position
Marketing strategy
Risks
5. Detail your business model
The aim of this section is to explain how
your business will operate on a day to day
basis.
What it takes to make your products and
services
What it takes to sell your products and services
How the customer pays to obtain your products
and services
6. Share more details of your team
Tell the prospective investors about the
unique skills, industry knowledge, expertise
that your team has. If there are any advisors
or business mentors associated with the
business, go into their backgrounds as well.
Talk about the current structure of your
company and how it might change if the
investors were to come on board.
7. Showcase the financial performance of the
business
• In this part of the pitch, you will share how
much the business is currently making and
what you expect to make in the future. Be
sure to provide data that backs up any
earnings forecasts.
8. Financial needs
At this point, you will share the valuation
of your company with the investors and how
you reached this figure. Explain how much
capital has already been put into the business
— including your labour. Share details of the
current investors and how much capital they
have placed into the business.
9. Key milestones
It’s often worth finishing up with a graphic
that demonstrates the key milestones for your
business. This will helps the investors understand
the timeline associated with your business,
including its development, their initial
investment, and when they might see a profit.
Discuss how milestones may be affected if there
are delays or unforeseen challenges.
• 10. Conclusion and questions
Finally, conclude your presentation and
take questions. If you decided to use
storytelling in your pitch, conclude the story
here. Be prepared to take additional questions
and remember to thank the investors for their
time.
 Elevator Pitch
An elevator pitch is a brief, persuasive
speech that you use to spark interest in what
your organization does. You can also use them
to create interest in a project, idea, or product
– or in yourself. A good elevator pitch should
last no longer than a short elevator ride of 20
to 30 seconds.
 An elevator pitch, elevator speech,
or elevator statement is a short description of
an idea, product, or company that explains the
concept in a way such that any listener can
understand it in a short period of time. This
description typically explains who the thing is
for, what it does, why it is needed, and how it
will get done.
 Negotiation

Negotiation is any form of meeting or

discussion in which two parties, each of whom
have something that the other wants, try to
reach an agreement, on mutually accepted
terms.
 The Oxford dictionary of business English
defines negotiation as,
a) The process of trying to reach an agreement
through discussion.
b) A meeting where this discussion takes place.
 Nature of Negotiation
1. It requires two parties.
2. The objective is to reach an agreement.
3. It is a continuous process.
4. It requires flexibility.
5. Needs effective communication.
6. It is a process not an event.
 Need for Negotiation
1. To bring about a desired change in relationship
2. To develop new procedure for handling
problems
3. To gain recognition of either issues or parties
4. To test the strength of other parties
5. To solve a problem
6. To obtain information about issues, interests
and positions of other parties.
7. To change perceptions.
 Factors affecting Negotiation
1. Location
2. Timing
3. Subjective Factors:-
i) Individual Relationships
ii) Fear of Authority
iii) Future and practical considerations
iv) Mutual Obligations
v) Personal considerations
 Stages in the negotiation process
1. Preparing and planning
2. Exchanging initial views
3. Exploring possible compromises
4. Searching for common ground
5. Securing an agreement
6. Implementing the agreement
 Negotiation Process

Offer - Counter Offer – Concession – Compromise –

Agreement
 Negotiation Strategies
1. Initial Strategies
2. During the discussion
3. Reaching an agreement
4. Summarizing
5. Deadlocks
Etiquette
 Meaning of Etiquette
The set of rules or customs that control
accepted behaviour in particular social groups
or social situations.
Etiquette refers to conventional rules of
social behaviour or professional conduct.
 Business Etiquette
Business etiquette refers to the
requirements and expectations of social and
business behavior, practices and conduct that
are prescribed by social convention, and a
code of ethical behavior among professionals.
 Types of Etiquette
1. Social etiquette
It informs an individual about the norms
and behavior that society considers
acceptable.
2. Corporate Etiquette
This type of etiquette informs individuals
about how an individual should behave at his
workplace and maintain dignity.
3. Meeting etiquette
This type of etiquette informs individuals
about the styles one should give preference to
while attending meetings, seminars, and events.
4. Business etiquette
This type of etiquette acts as a guiding force
to the professionals and helps them in conducting
business deals in an ethical and effective manner
5. Telephone etiquette
This type of etiquette informs individuals
about how they should behave on the
telephone.
How to interact with others, not putting
someone on hold for a long time, greeting the
other person, and keeping your tone and pitch
at the perfect level are basic telephone
etiquettes one should always follow
6. Table manners and meal etiquette
In the realm of dining, etiquette refers
to proper manners and behavior in a formal
dining situation.
Table manners play an important part in
making a favorable impression.
 Etiquette advantages in Managerial
communication
1. It fosters a professional environment.
2. It generates a base level of mutual respect.
3. It improves communication between
employees.
4. It creates a baseline for interaction with those
of other cultures.
5. It improves one’s business image.
6. It helps to create first impression on others.
7. It helps to boost the self esteem and self-
confidence