3, 10 , 17 aug presentation skills lecture

8/8/2019 3, 10 , 17 Aug Presentation Skills Lecture

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Business Communication:

Presentation

Unit IV

DEI MBA

10th Aug 2009


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Unit : Contents

Understand various modesofverbal

presentations and how they canbe

effectiveness at work place

Learn the skillsofpresentation

How tobuildrapport with an Audience,Use

ofemotionsin communicationfor

connectivitywith people.


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Application of verbal skills

1. ORAL PRESENATIONS

2. PUBLIC SPEAKING

3. INTERPERSONAL COMMUNICATION4. GROUP MEETINGS


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Verbalpresentations

2. PresentationskillsPersonality factors

Vocal factors

Dress /Appearance

Articulation

1. Content ProficiencyLanguage proficiency

Subject proficiency

3. Visuals useIT application

Use of diagrams\

Graphs

Visuals


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1. Presentation SkillsContent

Language


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Seven Cs of effective communication ( Content )

(HAM)

1. Completeness

2. Conciseness

3. Consideration4. Concreteness

5. Clarity

6. Courtesy7. Correctness


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1. Completeness

1. Provide all necessaryinformation

2. Answerall questions asked

3. Give some thing extra when

desirable


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a. Provide all necessary information

Sales Executive to Sales Manager ( Monthly Presentation ) Therewere threeotherpartieswhich quotedfor the product .

Two partieswere below ourprice andone partywas above price.

We lost to Titan whowas lower than usin price.

Above presentation Leaves questionsin mind asbelow

Whowere the three parties

What was theirprices

Which is theotherpartywhich is lowerthan us

Which is the partywhich is higherthan us.

It could havebeen covered giving all informationinone go Ms Andrew Yule (AY) , Ms Titan and Ms Hind Tools quotedfor the product . AY and Titanwere lower than usby 10% and 5% respectively.

Titan got theofferas they gavebetterofferonwarranty terms also.


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c. Give extra if desirable

Whowere the three parties

What was theirprices

Which is theotherpartywhich is lowerthan us

Which is the partywhich is higherthan us.

Answer Ms Andrew Yule, Ms Titan and Ms Hind Tools quotedfor

the product

AY quoted 10% less than us, Titan quoted 5% less than

us and Hind tools was 5% higher

We lost to titan as theyoffered 3 yrwarranty as against 2

yearsby us.


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2.Conciseness

a. Eliminate wordyexpressions

b. Includeonlyrelevant material

c. Avoid unnecessaryrepetition


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a. Eliminate wordy expressions

Therewere threeotherpartieswhich quotedfor the

product . The partieswere Titan, AY and HT .AY

and Titan were below ourprice andone partywas

above price . HT was aboveourprice.We lost to

Titan Ltd whowas lower than usin price andit was

believed that Titan hasbeenoffering extra discount at

theendof theyearif theentireorderisexecutedby

the party. It wasnot givenin theoffer letterbut I am

told byoneof theexecutivesof the Titan about thisarrangement .We must also follow the competition

and givesame benefits. Even Andrew Yule sales

executives were talking about it afterwards.


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b. Include only relevant material

Therewere threeotherparties( AY , Titan, HT )

which quotedforthe product . AY and Titan were

below ourprice by 10 and 5% respectively. HT was

5% higher

We lost to Titan Ltd as they have 3 yrswarrantyon

product

We must also checkif thereis anyotherreasonfor

losing theorderasone heardrumorsofyearly

discount offered by Titan.


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c.Avoid unnecessary repetition

AY , Titan, HT quotedfor the product . AY and Titan

were below ourprice by 10 and 5% respectively. HT

was 5% higher

ApparentlyWe seem to have lost to Titan Ltd asthey have 3 yrswarrantyon product

We must alsofurther checkif thereis anyother

reasonfor losing theorder.


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3.Consideration

Focuson You insteadof I orWe

Show audiencebenefit or

interest inreceiver

Emphasis positive, pleasant

facts


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a.Focus on You instead of I or We

I have been able to get commitment for

furtherordersfor the company asweworked

hard to get the orders.

You wouldbe glad tonote thefurtherorders

wouldbe placedon usdue toyour teams

effort .


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b.Show audience benefit or interest in

receiver OurCFL ensures saving of at least 10%

electricity bill .Which translates to appxRs

200pm . It recovers its priceovera periodof

6 months.

Thisis apart from guarantee that we givefor

oneyear .

Ourprice is appx 50% morebut noothercompetitors can match abovefactors


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c. Emphasis positive , pleasant facts

It wouldbeinteresting tonote that XYZ Ltd ,ordered entire quantityofCFL from ChandiniLights ltd.

Theydecided to compare CFL along withothers tosee whywe charge high.

They found that ourCFL gives not only20% moreillumination ,but also hasdouble

the life.

They havenow approachedfor theirexpansion plant at Nasik


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4. Concreteness

Useofspecific facts and figs

Put actioninyour Verbs

Choose vividimagebuilding

facts


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a. Use of specific facts and figs

Ms XYZ is making aninvestment toincreasetheirCFL capacity.

Theywould try to capture our market by

reducing the priceCorrect way Ms XYZ has a capacityof 5000 CFL permonth.

Theywould go up by 2000 CFL permonth wef

1/1/2010 after increasein capacity It mayresult inoverall industry capacity going up by

5 % .This canimpact the prices in the short run.


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b. Put action in your Verbs

The proposal has a requirement for-----

The proposal requires that

Students held the meeting in theoffice

Students met in theoffice


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c.Choose vivid image building facts

Proposalssubmitted this quarterwere

uninteresting

Proposals submitted this quarterdidnot have

visual graphsofsales /profits etc

Herworkin the group wasexemplary

Shewas thespark plug of the group


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5. Clarity

Choose precise, concrete andfamiliarwords

Construct effectivesentences


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a. Choose precise , concrete and familiar

words After ourperusal ofpertinent data, the

conclusionis that a lucrative market exists

forthesubject property

Thedata westudiedshow that yourproperty

is profitable andin high demand.


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6.. Courtesy

Besincerely tactful , thoughtful and

appreciative

Use expressions that showrespect

Choosenondiscriminatoryexpressions


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a. Be sincerely tactful , thoughtful and

appreciative Becauseourcompanyreceives manyreports

from China andyourcompany,weneed

numberof the report sent byyou inOct 2007

as wewant toread a interesting articleonCDM


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7. Correctness

Use theright level of language

Check accuracyoffigs /facts /data .

Information

These Cs can apply towritten communication also


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a. Use the right level oflanguage

I am sorry to point out that spares parts

dispatchedbyyou didnot meet quality

standards as prescribedby the Quality

control department in their latest drawingsissueson 25/5/09.

Spare parts sent by arerejected as theydo

not conform tospecifications laiddownby us.


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b. Check accuracy of figs /facts /data .

Information I am told about 50% of theworkers didnot

come to thefactoryon Monday which

resultedindownfall in production

As per thedata from Timeoffice, 25%

workers absent .Onfurtherchecking < I

found that morning shift busdidnot come.

This resultedinreductionin production


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Part II date 17th Aug

2. Presentationskills

Personality factors

Vocal factors

Dress /Appearance

Articulation


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At the end oflecture you would be able to

Understand which personalityfactorsimpact

presentations

How toworkon thosefactors canbeeffectivelybuilt overa time.

How vocal factors like tone, voice, paceetc

influence the presentation.

How the appearance hasimpact on presentations

How articulation playsimportant rolein making

presentation effective


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PDCA ofpresentation

Planning : Preparation /Practice

Delivery : Present with confidence &

Persuade

Check & Probe

Act onfeedback and suggestions


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PDCA

1. Planning (P) : Preparation & Practice

2. Delivery (D) : Present & Persuade

3. CHECK : Probe Question &Answer4. ACT on the outcome


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Planning

Think the whole process through

What is the objective of the presentation?

What is the desired outcome ofpresentation ?

Who is the audience?

Known or unknown

Where is the presentation to be given?

What resources are available for preparing ? How much time do you have?

What is expertise needed and from where toget it .

Keys to Presentation Excellence


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Example : Make a presentation on New

PMS system to officers

????


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Preparation of content

Draw up an outline

Make simple PowerPoint first and do pilot run

Use various features of PowerPoint for effectivepresentation

Decide on visual aids, handouts

Plan for back-up

Actual presentation content:

Stay focus on central theme/desired outcome

Keep it straightforward

Anticipate questions



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Practice and more practicePerfecting the delivery, well-timed,

comprehensible & convincing


Practice

Know your surroundings and equipment

Dry run for a test audience and solicit constructive

feedback Test your equipment first

Time - Keep to schedule


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Delivery : Present & Persuade

Confidence: If you want to persuade the audience to accept yourmessage, you must show confidence (but not arrogance) inyourself and your work

Respect your audience: Dont insult them/lose temper

Approach: Your purpose is usually to inform or persuade, not tobaffle and confuse

Dress to the level of the most important audience member

Know your subject and be excited about it !

Gauge the involvement of participants from time to time andtake counter measures

Accept mistakes

2. Delivery


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Prepare for questions

Listen carefully to thequestion

Pause to organize your

thoughts Repeat the question

Support your answer

Promise to get an answerif you cant answer it now

Do not end on an excuse!

3. Check and Probe :Q & A


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Note down thesuggestions & viewpoints

Summarize on the

points agreed duringthe discussions andpoints ofdisagreements

Agree on way forward

4. ACT on outcome


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Too much text at once - Do not overstuff yourslides

Too many differing visuals at once (compete for

audiences attention)

Visual images not in context with the material

Colour clashes

Font too small (particularly in diagrams)

IT ; Power point problems


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Non verbal elements 141MR

Appearance

Posture

Eye contact Gestures

VOCAL ELEMENTS

Voice


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Case Presentation Skills

Video Presentation Skills


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Barriers to effective presentation

PoorLanguage skills

Lackofdepth in content /IT

Not understanding audienceneeds

Time Management /Preparation /Trial run

Replying in a hurrywithout understanding point .

Worry about failureoraudience

Avoiding orgiving wrong answers


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Part III

VISUAL ELEMNETS

Diagrams /Colors /Pictures/tables/charts

/Graphs /flow charts


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Part III Designing Visual communication

( CLB)

At theendof lecture ,you wouldbe able tp

Describe the communication powerofvisuals

Highlight six principlesofgraphic designthat canimprove the qualityofvisuals

Explain how to choose the pointsinyour

message toillustrate Describe most commonoptionsfor

presenting data in Visual format .


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GRAPHICS

In manyof thereports, graphics

communicate the messagebetter than

language.

Graphics means Charts, pictures,diagrams

, maps etc

Tables andformats can alsobe part of

graphics.


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Planning the graphics

1. Graphics can communicate complexdatainformationinsimpleform .

Eg XYZ sells Sugar in three zonesin tons.

Each zone hasbudget . North hasdone 80 tonsofthebudget , East has done 50 tonof thebudget ,,west hasdone 85 tonsof thebudget infirst quarter. Insecond quarterit is 60tons,80tons and 75tons respectively. In 3rd quarterit

is 40. 50 and6o.Infourth quarterit is 20 , 40and 50 tons .

Which zones have donewell


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Bar Chart

0

10

20

30

40

50

60

70

80

90

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

East

West

North


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Plan

2. Thinkof theright graphic

India has 60% hindus, 20% muslims, 10%

Christians & 10% Others.

Out ofabove categoryofHindus , 20% are Dalits,30% Brahmins and 20% Khatriyas andbalance Banias

.

Out of20%v muslims & 10% Christians , there areno

castes.

Out ofothers , there are 20% Schedule tribe and

20% backword classes


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Divison

10%

20%

10%

60%


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Division

60%


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Tables

Ist yr 2nd Year 5 yrs 10 yrs

Growth 5% 100%

Profit 2 crs 4 6 10 crs

Sales 20 40 70 crs 90 crs

Employees 28 40 50 60

wages 1.5 crs 3.2 crs 4.2 crs 6.3 crs


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Org Charts

MD

VP Fin VP HR


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Flow Chart

Searchgoogle

Select topic

Potential sources

Yes No

Revisesearch strategy

Follow linkTosource


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Engineering MBA

Existing Fresh (%growth) Existing Fresh

Across India 2388 **1500 in 2005

886* (30%) 1516 1084*(70%)

Unregistered

/Part time

??? ??? ???? ???

Students Appx 3.5

lacs /yr

Appx 1.5

lacs /yr

Appx 3 lacs

/yr

Appx 1.5 lac

Source AICTE .fresh applications for 2009-20

The growth ofcollegeswould lead tofurthersupply in coming years

Tables


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Symbols :

Preparation


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Graphs

Automotive getsinto trouble.

Most carssoldon consumercredit that isno longeravailable.Vendors areevenworseoff.Willremain underpressureformany

years asnew capacity comesinwith slackening demand. CVproducersbegin to cut backonproduction.

Ashok Leyland: 3 dayweekuntil December.

Tata Motors:6dayshutdown atPune and Lucknow CV plants.


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Theinvestment cyclewas peaking well before the credit

crisis manufacturing peaked asearly as Jan 2006;textiles, construction and cement in mid-late 2006; and

polymersinearly 2008.


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Scatter Diagram

Soft Hard

High

wt

Low

wt


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Summary

P 406) Lesikar

You should Planforgraphics

Construct them carefully

In choosing the graphic ,keep the

applicationin mind & then choose

Avoid commonerrors


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Selection of different graphics(412MR)

Lists and tables; They provide a way to

organizedata and highlight keyfacts and

figures

Comparisonof last years sales performanceagainst thisyearmonth wise andregionwise

Charts and graphs

Barchart comparing data acrossnumberofyears Pie chart showsrelationship ofparts with whole.

3, 10 , 17 aug presentation skills lecture

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