Module 4. Oral communication and organizational skills
Lesson 16
INDIVIDUAL & GROUP PRESENTATIONS
16.1 Introduction
The practice of showing and explaining the content of a topic to an audience or learner is known as presentation. There are as many forms as the life situations. A presentation is a process of offering for consideration or display. It can be a social introduction, as of a person at court, or a demonstration, lecture, or welcoming speech, or a manner or style of speaking, instructing, or putting oneself forward. The manner of presenting, especially the organization of visual details to create an overall impression is a presentation. It may be the formal introduction of a person, as into society or at court. In the business world, there are sales presentations, informational and motivational presentations, first encounters, interviews, briefings, status reports, image-building, and the inevitable training sessions. Presentations can also be categorized as vocational and non-vocational. In addition, they are expository or persuasive. They can also be impromptu, extemporaneous, written, or memorizes. But it's more important to focus on their purpose. There are three basic purposes for giving oral presentations:
1. To Inform
2. To Persuade
3. To Build Goodwill
Now-a-days, it has become increasingly common for individuals especially for the employers to request job applicants who are successfully shortlisted to deliver one or more presentations at their interview, debut, or other important event that needs to be highlighted in a more official way. The purpose of the presentation in this setting may be to either demonstrate candidates' skills and abilities in presenting, or to highlight their knowledge of a given subject. It is common for the presenter to be notified of the request for them to deliver a presentation along with their invitation to attend the event. Usually presenters are only given a title for their presentation and a time limit which the presentation should not exceed. Be sure to hone up on current presentation etiquette before preparing slide presentations. How you use this visual aid can make or break the presentation.
16.2 Types
16.2.1 Informative presentations
Include talks, seminars, proposals, workshops, conferences, and meetings where the presenter or presenters share their expertise and information is exchanged.
16.2.2 Persuasive presentations
Sometimes called transactional, are often motivational. Persuasive Presentations are designed and delivered to come out with a specific goal in mind.
16.2.3 Goodwill presentations
Goodwill presentations, which often take the form of after dinner speeches, are often designed to be entertaining-for example by sharing video highlights of a football season or anecdotes based on some past experiences.
16.2.4 Multipurpose presentations
Presentations usually have more than one purpose. A presentation to employees may be announced as an informative session on new regulations but in reality may also be an all-out effort to persuade workers to buy into the new rules.
16.2.5 Sales
Sales techniques are complex and require two essential items for success in sales presentations which are knowing and understanding your audience, and building rapport.
16.2.6 Political
Presentations in the political arena are primarily grouped in the persuasive category. To be effective they must include lots of information and also build goodwill.
16.2.7 Motivational presentations
Motivation is another form of persuasion, but one that somehow takes on a more fervent, highly charged tone.
16.2.8 Interviews
A “Job Interview” is yet another presentation form, one where the presenter should make an effort to identify his or her immediate audience, but also take great pains to know as much as possible about the larger audience.
Audiences can be classified into four basic categories:
When an individual stands up to deliver a presentation before an audience, it’s essential that the audience know who the presenter is, why they are there, what specifically they expect to get from your presentation, and how they will react to your message. You should try to gather as much background information as possible before your presentation. There will be times, especially with presentations that are open to the public, when you will only be able to guess.
It has been found that audiences believe presenters who use visuals are more professional and credible than presenters who merely speak. Some research indicates that meetings and presentations reinforced with visuals help participants reach decisions and consensus in less time.
A presentation program, such as Microsoft PowerPoint, is often used to generate the presentation content. The development of information technology has made the use of these solutions possible, but ‘Liquid Crystal Display (LCD)’ Projectors as well as overhead transparencies are still used widely for the purpose of presentations.
Helpful presentation tips
· Easy Format
· Organize Your Thoughts
· Know Your Material
· Prep Time
· Outline Your Presentation
16.3.1 Clarity
Clarity means clearness of purpose, thought or style. Developing clarity within your group will help you develop a clear message for your audience.
16.3.1.1 Clarity of purpose
Just as your presentation will have a clear purpose, your group should create a Charter Statement that explicitly captures the group’s desired outcome. This Charter Statement becomes the test of everything that will go into the presentation and help guide the efforts of the team. For example, if your group agrees that your general purpose is to sell your product, and, more specifically, you know that the key decision maker in the audience is doubtful about cutting checks to companies like yours, build that into your Charter Statement. The purpose of our presentation is to sell our Product to ABC Company by overcoming the objections of the company’s Purchasing Officer through clear examples of how our Product provides a fast return on investment. The Charter Statement will come in handy when you have a team member who may want to go “off track” to tell personal anecdotes that don’t pass the test of the group’s charter.
16.3.1.2 Clarity of roles
Personalities come into play when groups meet to develop presentations. The struggles for position and ego can quickly deplete the group’s momentum, resulting in hurt feelings and, potentially, a weaker presentation. Providing clarity to group roles helps to establish expectations and keep the entire group moving towards a common objective, leading thus to a great group presentation. Identify the roles your group needs during message development. For example, to ensure that team members are meeting assignments, select a Project Manager. This person isn’t the “boss of the presentation”, but rather will focus on schedule and assignments. Other roles could include a Gap Analyst who is responsible for identifying “gaps” in content and support materials (handouts, graphics, etc.), which in turn could work closely with other roles within the group like the Chief Researcher. Capitalize on the unique personalities within your group to develop roles that work well for all, but be sure to discuss the roles openly so they are clear to everyone.
16.3.1.3 Clarity of message
Instead of writing “speeches” for each individual speaker, try creating one master presentation, a unified narrative, and then decide who speaks to which points, and when. This is a shift from the traditional segmented method of group presentations where often group members are directed to “give five minutes of talking” and then are left to develop content independently. In a master presentation, each speaker may weave in and out at various points during the presentation. When done well, this fluid dynamic can hold an audience’s attention better by offering a regular change in speakers’ voices and presence.
Moreover,by using a master presentation, your group will ensure that each of the presenters will stay “on script” and use cohesive language, smooth transitions, and (when using visuals) consistent graphics.
Another option is to assign a group emcee who will handle transitions between presentation sections. Your group will need to determine which option makes the most sense based on your presentation style and audience expectations.
16.3.2.3 Control vis-à-vis time and space
Multiple speakers translate to occupying more physical space, and the potential to gobble up more time with introductions and transitions. If you will be presenting in a small room, consider where each speaker needs to be positioned to quickly reach the speaking area, and whether they will sit or stand when not speaking. Your presentation must fit within your allotted time, so you will need to time your group’s presentation, including equipment set up, introductions, and transitions.
16.3.3 Commitment
Commitment from each group member is going to give your presentation the best content and flair that will impress your audience.
Once you know the date of your presentation, create a schedule that includes specific milestones, such as “presentation draft due” and “final rehearsal”. Having a specific schedule allows members either to agree to the group’s expectations or to offer dates that better fit their personal schedules. One can also assign specific responsibilities to the scheduled milestones; for example, who is responsible for bringing the handouts, projector, and laptop to the presentation?
16.3.3.2 Commit to rehearsing
“If you find group members who lack the commitment to rehearse, consider finding group members who will commit.” Rehearsing is one of the most important steps for presentation success. Have your team members agree from day one that they will make themselves available to practice with the group. If you find group members who lack the commitment to rehearse, consider finding group members who will commit. Practice makes perfect, and no rehearsal means your group doesn’t know what will happen to the content, timing, or quality of the presentation. Do those sound like things your group would like to leave to chance?
Always be ready to pepper your group with questions after your formal presentation is over. Your presentation is not over yet. Handling those questions is as important as the presentation itself. A well-done presentation means nothing if presenters fumble questions so badly that they appear incompetent. Have each member develop a list of potential questions and then, as a group, review the list. Discuss who will be responsible for handling which types of questions. By incorporating these three ingredients into your next group presentation process, you will find that you not only develop a presentation that your audience loves, but your group will transform from a rag-tag group of speakers into a dynamic presenting team.
16.4 Suggestions for an Effective Group Presentation
First, appoint one of the speakers to be in charge. If this is not done and something unexpected occurs, no one has the responsibility for the group which may lose credibility because of uncertainty in how to respond. In addition, when a question is asked, the speaker-in-charge immediately refers it to the person with the appropriate expertise; thus there is no uncertain pause because no one knows who will answer the question.
Second, each speaker should know what the other speakers are going to say. This knowledge will help them avoid duplication of material and they can make appropriate references to another speaker’s content if it applies. This knowledge helps insure continuity among the different speakers.
Third, the last words of each speaker should synchronize with what the next speaker will cover. This adds unity to the entire presentation and gives the new speaker a smooth opening to his or her material. An example might be, "Now Susan will cover the financial aspects of our proposal and help you understand the benefits this will give you."
Fourth, if possible the strongest speaker should end the group presentation. The ending is the most important part of the presentation; people remember best what you say last. You want to have an ending speaker who can show passion and enthusiasm for the topic.
Finally, a dress rehearsal is essential. The group members need to get a feel of the complete message to see how they can best contribute. In addition, with several people speaking it is hard to gauge the time the speakers will take. This dress rehearsal allows the group to time the presentation and to make adjustments in each portion in order to be under the time limit; the more people involved the more unpredictable the total time. With everyone hearing the other speeches, each speaker can give feedback to the others that will improve the quality of the whole presentation. Extraneous and redundant material can be eliminated as well.
16.5 Group discussion
Group Discussion is a modern method of assessing the students’ personality. It is both a technique and an art and a comprehensive tool to judge the worthiness of the student and his appropriateness for the job. The term suggests a discussion among a group of 8 & 12 members who will express their views freely, frankly in a friendly manner, on a topic of current issue. The abilities of the members of the group are measured within a time limit of 20 to 30 minutes.
Group Discussion is a very important round in any selection process, be it for an MBA course, campus recruitment or for any graduate/post graduate degree. The selection committee conducts GD to gauge whether the candidate has certain personality traits and/or skills that it desires in its members, say for example: ability to work in a team, communication skills, leadership skills, reasoning ability, imitativeness, assertiveness, creative, flexibility, ability to think and act independently.
Normally groups of 8-10 candidates are formed into a leaderless group, and are given a specific situation to analyze and discuss within a given time limit. The group may be given a Case Study and asked to come out with a solution for a problem. The group may be given a topic and asked to discuss on the same. A panel will observe the proceedings and evaluate the members of the group.
16.5.1 Prerequisites of a Group Discussion
• Topics given by panelists
• Planning and preparation
• Knowledge with self-confidence
• Communication skills/ power of speech
• Presentation
• Body Language and personal appearance
• Being calm and cool
• Extensive knowledge base related to state, country and globe
• Areas are politics, sports, science &trade commerce, Industry and Technology, MNC, etc
• Analyze the social, economical issues logistically
• Listening skills
• Co-operation
16.5.2 Salient features of Group Discussion
• Topic may be given to judge your public speaking talent.
• Discussion revolves around a specific subject.
• The examiner does not interfere once he announced the topic.
• Maintain cordiality and free expression of thought and opinion.
16.5.3 Main objectives of the participants in a Group Discussion
1) The first thing is that the panel should notice you. Merely making a meaningful contribution and helping the group arrive at a consensus is not enough? Ensure that the group hears you. If the group hears you, so will the evaluator. You need to be assertive. It depends on you how you steer the group in the right direction, once it gets stuck to something. This gives you the chance to showcase your leadership skills. Most importantly, you have to make your chances. Many group discussion participants often complain that they did not get a chance to speak. The fact is that in no group discussion will you get a chance to speak. There is nothing more unacceptable in a GD than keeping one's mouth shut or just murmuring things which are inaudible.
2) The second most essential thing is that your contribution to the group should be meaningful. For that you need to have a good knowledge base. You should be able to think logically and hence put forth you ideas cohesively. The quality of what you said is more valuable than the quantity. It doesn’t help if you shout at the top of your voice and speak at great length, what matters most is what you speak and how it creates an impact on the group as well as the evaluators.
3) The last most important thing is that you must be clearly seen to be attempting to build a consensus. This shows your ability to work in a team, your ability to adjust yourself in new surroundings and help others in your team to reach a definite conclusion amidst difference of opinions. After all this is what all Group Discussions aim at: To be able to discuss and arrive at a consensus.
16.5.4 Do’s in group discussion
• Make original points & support them by substantial reasoning.
• Listen to the other participants actively &carefully.
• Whatever you say must be with a logical flow, and validate it with an example as far as possible.
• Make only accurate statements.
• Modulate the volume, pitch and tone.
• Be considerate to the feelings of the others.
• Try to get your turn.
• Be an active and dynamic participant by listening.
• Talk with confidence and self-assurance.
16.5.5 Don’ts during group discussion
• Being shy/nervous/keeping isolated from Group Discussion
• Interrupting another participant before his arguments are over
• Speak in favour; e.g., establish your position and stand by it stubbornly
• Changed opinions
• Don’t make fun of any participant even if his arguments are funny.
• Don’t engage yourself in sub-group conversation.
• Don’t repeat and use irrelevant materials.
• Addressing you to the examiner.
• Worrying about making some grammatical mistakes, for your interest the matter you put across are important.
16.5.6 Important points in group discussion
· Be Yourself. Be as natural as possible and don’t try to be someone you are not.
· Take time to organize your thoughts. Don’t suddenly jump to any conclusion. Think before you speak so that you don’t speak anything irrelevant to the topic being discussed.
· Don’t make the mistake of looking at the panel while you are speaking. You are in a Group Discussion and you are expected to discuss among group members, so always look at your group members while you are speaking.
· Seek clarifications if you have any doubts regarding the subject, before the discussion commences.
· Your body language says a lot about you - your gestures and mannerisms are more likely to reflect your attitude than what you say.
· Never try to show your dominance. Be assertive, speak yourself and let others speak as well.
· Don’t lose your cool if anyone says anything you object to. The key is to stay objective: Don't take the discussion personally.
· Show your leadership skills. Motivate the other members of the team to speak. Be receptive to others' opinions and do not be abrasive or aggressive.
· Remember, opening the discussion is not the only way of gaining attention and recognition. If you do not give valuable insights during the discussion, all your efforts of initiating the discussion will be in vain.
· Be assertive: An assertive person is directing, honest careful about not hurting others ‘self-respect’.
· A patient listener: listening to another person is one way of showing appreciation.
· Right language: Words can make friends & right words at the right time make the best results.
· Be analytical and fact-oriented: It is necessary to make relevant points which can be supported with facts and analyzed logically.
· Accept criticism: If any member of the group criticizes or disapproves a point, it is unwise to get upset or react sharply. In case the criticism is flimsy, the same can be pointed out politely.
· Maximize participation; one must try to contribute fully, vigorously & steadily throughout the discussion.
· Show leadership ability: A group discussion also evaluates your leadership qualities.
· Accept someone's point of view
· Praise the argument
· Accept the contradictory view
· Express your argument with few facts, cases,data, newspapers, publications etc.
· Express without hurting others feelings.
· Never try to bluff.
· Practice group discussion with friends on different subjects.
· Don’t be disheartened if you did not do well in your First Group Discussion. Instead try to learn from your past mistakes.
16.5.7 Benefits in Group Discussion
· Stimulation of thinking in a new way.
· Expansion of knowledge
· Understanding of your strength and weakness.
· Your true personality is revealed and qualities of leadership crystallize
· Provides chance of exposure
· Language skills
· Academic knowledge
· Leadership skills
· People-handling skills
· Team work
· General knowledge