Presentation Of Information

Once the systems and subsystems are discussed in terms of the different Administrative Systems, a clear and holistic picture can be formed with regards to the organisation.

When presenting the information to employees, their cooperation, input and ownership of the process are encouraged.

The presentation of different aspects should be done for only the specific Department involved. Representatives from the different Departments may however attend the presentation of other Departments since subsystems have a fluid relationship with one another. One system will, directly and indirectly, influence one another.

Delivering The Presentation

All presenters must realise that if the same aids or none are used all the time, it can build a barrier to transmitting the message. The specific aid should also complement the objective of the presentation. Many types of presentation media are available. Frequently, the choice should not simply be which one to select but which ones to select.

Materials Utilized During Presentations

Written Handouts: Provide something that employees can take with them. Handouts also offer the opportunity to reinforce the objectives and the benefits of the presentation. Handouts are the lecture medium most frequently used. It can also later be used as a resource. Employees that could not attend the presentation can also have the information available to them.

Flip charts: When flip charts are used, it is important to keep the following guidelines in mind.

• Use dark colours
• Vary the colours on a page, for example, alternate down the page
• Can be made in a wide variety of sizes.
• Can be displayed throughout the lecture.
• Can be made before the lecture and carried into the lecture for use.
• No special equipment is required – other than a place to display the material.
• Can also be developed during the lecture.
• Is appropriate for smaller audiences.
• Writing or printing must be large to be legible from a distance.

Own Notes: What works for you? A mind map is best, as it is colourful, has all essential information on it, shows the whole direction of the presentation, and enhances rehearsal and recall. Otherwise use small cards. Refrain from using A4 pages as they are too big and clumsy and noisy.

Computer-Based Media: Very professional show in full colour.

• Computer-generated slides are displayed directly on a screen or projected for viewing by larger groups.
• A mouse-controlled pointer on the computer screen will focus the audience’s attention on a specific point on the screen.
• Animation can be built-in.
• Information may be modified spontaneously.
• The main limitation of a computer-based show is high cost, the expense of hardware/software and peripherals.
• Equipment is not readily available.

Delivery: Personal Conduct

The actual delivery of the presentation is not something that one can teach in a book. For most presenters that chief problem is to overcome the speaker’s rigidity: you must often have seen how someone who talks in an animated, interesting and persuasive manner suddenly becomes wooden and monotonous when he/ she steps onto the platform. It could be helpful if you think of addressing the audience as a single person. The aim would be to use the same movements of the face, head and body, the same range of vocal pitch and volume, the same gestures, the same pace and pauses as if you are talking to a couple of friends over a drink. You have the characteristic to do this – just remove the barriers that are keeping you from doing it naturally.

Everybody gets the “jitters” and some people verge on terminal panic at the prospect of speaking in public. The following ideas will assist the speaker:

• Breathe in – consciously imagine some relaxing scene – breathe out.
• Be yourself and speak from your own convictions.
• Take the perspective that you are going to have a conversation with a few friends. It is the idea of a formal presentation that frightens one most.
• Be prepared – have your materials ready.
• Know your material sufficiently well as not to have to cling desperately to your notes.
• Take a few steps towards the audience, backwards and side to side.
• Mentally rehearse the layout of the room, walking to the stand, looking at the audience and being relaxed.
• Know your first 4 or 5 sentences by heart.

People tend to remember the beginning and the end of a presentation:

• Open and close with impact.
• Stand a few steps away from the person introducing you, so that you are ready to step up to the podium.
• Hold a silence of a few seconds before starting – it focuses people’s attention on you and gives you time to remember your opening lines.
• Make eye contact straight away and include everyone in the room.
• Control your opening words so that they project at a lower pitch than normal, as compensation for the likelihood that anxiety will raise the pitch of your voice.

Speaking clearly will create a positive listening environment:

• Show enthusiasm and energy, varying your voice and looking into the audience’s eyes
• Try to use a conversational style as if you were talking to people individually
• Listen to yourself and be aware of how and what you are saying, so that you can self-correct as soon as you notice you have become too slow, or too fast, or too quiet, or too loud, and so on. Check also for the natural rise and fall in the tone of your voice – people tend to adopt a strange monotone when anxious.
• If you can hear the stress in your voice, pause and relax and slow down your breathing.
• You need to know if the people at the back can hear you – ask them – and then keep up that level of volume.
• Don’t read the audience a paper. Speak to them!
• Avoid physical mannerisms such as touching your ears or scratching your nose.
• Avoid verbal mannerisms such as “the thing is”, “with regard to this”, “ok”…
• Don’t turn away or look down when you speak and as such let your words disappear.
• Do not drop the end of your sentences.

Body Language is Important

• Keep eye contact with people in the room.
• Don’t stand stiffly but allow your hands and body to move in a natural way. Natural hand gestures as you would use in ordinary conversation are equally normal in this situation.
• Also, move a few steps forward and backwards, and sideways. Be aware of any cables or other obstacles before doing so! The audience will follow your movements, which will help them to stay focused on what you are saying.
• Gestures need to be natural, appropriate and varied. It is normal behaviour to walk and easily swinging your arms at your sides, so do it, since this will relax you. For some reason, we become self-conscious of our hands when speaking to an audience, but hand gestures are helpful to involve the audience and to appear relaxed. Variety is however the key since repetitive motions become noticeable.
• Facial expressions should be genuine and appropriate. Variety and smiles help you and your audience to connect. Smiling also puts more life into your face and eyes. Be aware of distracting mannerisms.
• Speak with emphasis and energy. Your voice should have four main qualities.

(1) Being loud enough to be heard by the entire audience.

(2) Clear and easy to hear.

(3) Expressive – support the message that you are transferring.

(4) Enjoyable – good to listen to.

Speak a little louder than normal. Demand attention by varying volume, tone (pitch) of voice and speaking rate.

• Use pauses to deliberately draw attention to key concepts. Pause to give yourself and the audience time to think about what was said.

Click here to view a video that explains the essential body language tips from a world champion public speaker.

Answering Questions Should Speak of Confidence

Announce at the beginning when you would like the audience to ask questions – at the end or during the presentation. The more the audience has understood, the more questions they will ask. A sure sign that people are still grappling with your ideas is that they are not yet ready to ask questions. This is because they have not yet seen enough of the picture to recognise where the gaps in their understanding lie. Questions, therefore, are a good thing.

When you listen to questions, look at the person asking them, in order to grasp more of the issues than just the words (words constitute only 7 percent of a message). Give the person enough time to finish his question. You might find yourself tempted to change your body language when answering questions. Observe whether you have changed from exuding confidence to presenting uncertainty and anxiety and choose which you would prefer to project. Don’t rub your hands together nervously but keep relaxed.

Remember that, in your preparation, you tried to anticipate what questions might be asked. If you have prepared for the worst, everything else will seem easy.

If you receive a question that is complicated and confusing, re-state it more simply to check that your intended answer will be on the right track. This process also defuses any hostility which might have been present and gives you more time to get your answer ready.

If you think people in the back row did not hear the question, repeat it for their benefit. This also gives you more thinking time. Be honest. It is perfectly obvious to the audience when you are lying or ducking and diving around an issue. If you don’t know, say so, and state when and how you will supply the information. Remember to keep eye contact with everybody and not just with the person who asked the question.

Producing effective training aids is only half the battle. You also have to use them effectively.

It is very important to remember that criticism should be considered a growth opportunity and should not be taken personally.

Click here to download and complete the presentation skills self-assessment.