Business Studies Grade 12. Topic 4: Presentation and data response

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Business Studies Grade 12

TERM 3Topic 4: Presentation and data response

PRESENTATION AND DATA RESPONSE

INTRODUCTIONoBusinesses are constantly inundated

with information.oMost of this information is not

applicable to all employees.o Some information nevertheless needs

to be presented to employees.


PRESENTATION OF BUSINESS INFORMATIONo Presenting business information means

sharing the information.o Business information is presented to, or

shared with:• Shareholders• Management• Employees• Government, for example Employment

Equity plans.• The media, for example a press release.


DEFINITION OF BUSINESS INFORMATIONAll information regarding a business is called business information.o Decisions by management are based on business

information.o The reasons why business information is presented,

include:• Business information assists management in asking

decisions.• To inform – e.g. when financial statements are

presented to management to implement a strategy.• Business information helps management to identify

trends in the market


DEFINISIE VAN SAKE-INLIGTINGo Business information is shared by delivering a business presentation.o Business information must e presented in a way that it can be easily

understoodo There are three elements to a business report or presentation:

Introduction

• The purpose of an introduction is to introduce the topic under discussion to the reader or audience, and to provide a very brief summary or outline of the points to be covered.

• The introduction should be powerful because it influences the reader’s/audience’s decision to read/listen to the rest of the presentation.

Body • This is the part of the report/presentation where the bulk of information is given.

• Visual aids, such as graphs, are mainly used in the body.

Summary or

conclusion

• This part should be very brief and simple.• This is the writer’s/presenter’s chance to reinforce the central

theme of the presentation by briefly emphasising the key elements of the report/presentation.

• Question and answer sessions usually follow the summary.


WAYS TO ORGANISE A PRESENTATIONWays to

organise a presentatio

n

Example

Chronological

Describe the history of a problem – organised from the first sign of trouble the present.

Geographical (spatial)

Discuss the changing diversity of the customers – organised in different regions.

Comparative (contrast)

Compare using traditional advertising methods with those available via the internet. Uses pro’s and con’s

Journalistic pattern

Describe how bad publicity can ruin the good name of the business – organised by who, what, when, where, why and how (the six W’s).

Value (size) Describe fluctuations in turnovers – organised by the turnover of the different branches.

Importance Describe five reasons why a business should move its headquarters to a specific city – organised from the most important reason to the least important.

Best/Worst case

Analyse whether two businesses should merge.


STRATEGIES AND TECHNIQUES BEFORE, DURING AND AFTER THE PRESENTATION

Before the presentation:

Prepare thoroughly

Reduce stage fright by knowing your topic.

Rehearse repeatedly

Record your presentation and listen to it, if possible.

Time your presentation

Most audiences get restless after 20 minutes.

Check the room Decide where your will stand and the seating arrangements.

Greet members of the audience

For example, whilst setting up or when entering the room.

Practise stress reduction

For example, by doing deep breathing.



During the presentation:Begin with a

pauseTake a moment to make yourself comfortable.

Present the first few minutes from

memory

Make eye contact with your audience.

Maintain eye contact

throughout the presentation

Talk directly to people and don’t ignore those at the back of the room.

Control your voice

Speak loudly enough to be heard, but not too loudly.

Don’t apologise ‘I know you’re busy so I won’t take much time’ is a weak start.

Use pauses when appropriate

Take a moment, when switching from one main point to another



During the presentation:

:Slow down Don’t speak faster when you’re nervous – listen to what you are saying.

Move Don’t get stuck in one spot and don’t fiddle with items in your pockets.

Use visuals effectively

When you discuss a visual aid, move aside so that the audience can see it fully – use a pointer in necessary to focus attention on specific points in the presentation.

Avoid digressions Don’t add things that you didn’t plan and rehearse.Make sure the correct slide will come up immediately when needed.Ensure smooth transitions between slides to maintain attention.

Summarise your main points

Once you have announced that you will conclude, do so immediately.



After the presentation:Distribute handouts

It’s best to hand them out after the presentation unless you refer to them during the presentation.

Encourage them to ask questions

Announce the opportunity at the beginning of the presentation.Set a time limit for questions.

Repeat questions Start your answer by repeating the question. It gives you time to think and maybe the audience didn’t hear the question.

Reinforce main points

Restate the primary ideas of the presentation. Avoid becoming defensive or entering into a debate with the person asking the question.

Keep control Don’t let an individual take over. Keep the entire audience involved.



After the presentation :Avoid “Yes, but”

answersThe word ‘but’ immediately cancels any previous message. Try to replace it with ‘and’.

End with a summary and appreciation

As you answer the last question., try to work it into a summary of your main points. Then express appreciation to the audience for the opportunity to talk to them.

Ask those present to

complete an attendance

register

The register should request the audience to provide contact details, or ask those who want to, to leave their business cards.


DESIGNING A MULTIMEDIA PRESENTATION (E.G. POWERPOINT)

1. Start with the text2. Choose the background3. Choose images that help communicate your message4. Create graphics5. Add special effects6. Create hyperlinks to allow Web browsing


VERBAL AND NON-VERBAL BUSINESS INFORMATIONo Business information is either verbal or

non-verbal.Verbal informat

ion

• Oral information• Example: a conference call

Non-verbal

information

• Written information• Example: information in letters, on notice boards or in

reports, diagrams or photographs

Electronic

information

• Data obtained via the internet, like e-mails• Electronic information is also non-verbal


Support materials for verbal presentations:o Presenters can use a variety of visual aids to support their

presentations.o Audio-visual materials are presentation aids that make use of

sight and sound, for example a video clip as part of a PowerPoint presentation.

o Take a look at the following examples of support-materials, usually used as part of a verbal presentation:Hando

uts• Written or printed information handed out to the audience.• Usually a short, printed summary of the information presented

to the audience.

Transparencie

s

• Transparencies are used with overhead projectors.• Information written or printed on the transparency is projected

onto a screen.


SUPPORT-MATERIALS FOR VERBAL PRESENTATIONS:Slides • The contemporary version of a transparency.

• A slide is a snapshot of a presentation – a presentation is a series of slides.mo

• Slides contain only a summary of the most important points of a presentation.

• Slides are created with computer applications, such as Microsoft PowerPoint.

• Slides can be printed and distributer to the audience or projected onto a screen.

Charts • Any diagram, table or graph.• Usually created in Microsoft Excel, but can be used in

PowerPoint slides.

Models

• A model is a small but detailed representation of something that is either too large to bring to a presentation, or immovable.

• Although a model is built on a much smaller scale, it has to look exactly like the original.

• Models are mostly used to show what something looks like or will look like, or to show how something works.


SUPPORT-MATERIALS FOR NON-VERBAL PRESENTATIONS:o The following support-materials are usually used for non-

verbal presentations.o However, these materials can also be used as part of verbal

presentations:Tables • Tables comprise of columns and rows.

• Columns are vertical and rows are horizontal.• Tables are often used to: Compare information Present information clearly Graphs are often drawn from tables• Tables are easy to create with the aid of applications such as

Microsoft Excel.




presentations:Graphi

cs• A graph is a visual representation of data.• Graphs are often used to: Identify trends Draw comparisons Make assumptions• Types of graphs include: Line graphs Pie charts Bar graphs Pictographs




presentations:

Diagrams

• Diagrams are often used to: Illustrate a process Represent information in a logical way• Types of diagrams include: Cycle diagrams Venn-diagrams Organisational charts

Illustrations

• Drawings, pictures or symbols used to present written information.


CRITERIA FOR A LOGICAL PRESENTATION:o A logical end efficient presentation is a well structured

presentation.o Other criteria for logical and efficient presentations are:

Know the audience

• The presenter’s approach will depend on the audience.• The presentation must be on the appropriate level

considering the audience.• If a presentation is too complicated, an audience will not be

able to follow it and will get bored. • Humour is an important part of a presentation and can be

used very effectively.• A presenter should know the overall style and type of

humour that will appeal to the audience.



presentation.o Other criteria for logical and efficient presentations are:

Use a logical

structure

• Start with the most important information.• People tend to listen more attentive at the start of a

presentation.• If important information is hidden in a presentation, it is

likely to be missed by the audience.• Presentations have three parts: Introduction Body Conclusion

Use tables, graphs

and diagrams

• Support-materials like tables, graphs, diagrams and illustration are specially designed to indicate trends and show relationships.

• Make sure symbols and pictures are clear and visible, in order to avoid confusion.



presentation.o Other criteria for logical and efficient presentations are:Carefully select

headings and sub-headings

• Headings and sub-headings provide structure to a presentation.

• Reasons why headings are important, include: Headings help to break down a piece of work. Headings and sub-headings make it easier to follow a

presentation. Headings and sub-headings prepare the audience for a

presentations as they provide a guideline of what the presentation is about.

The presenter must be

well prepared

• The audience should not be underestimated.• They will notice is a presenter is unprepared.• Being unprepared in unprofessional, because members of

an audience took the time to attend a presentation.• An audience expects a presentation to be valuable.

The presenter must keep to the time

limit

• Time is limited• If a presentation carries on for longer than expected,

members of the audience will be late for other appointments.


PROSES AND STYLE OF PRESENTATION:o Nothing is more frustrating for an audience than a visual

presentation that isn’t not visibly clear.o A presenter will not be able to capture the audience’s

attention if the audience cannot follow the presentation.o The following tips will help a presenter to deliver a clear,

visual presentation:• Position the data projector to ensure a clear view of the

screen.• Each slide or transparency should correspond with what

the presenter is saying.• A pointer can be used to focus the audience’s attention on

important points.


PROSES AND STYLE OF PRESENTATION :o General tips regarding the process and style of visual

materials:Audio

visual aidsDesign and layout of support materials

Handouts • Use a legible font and font size.• Keep it simple – don’t use busy borders, different fonts or

too many different colours.• Structure handouts logically• Do not overspend on handouts, as they are often thrown

away immediately after the presentation.

Transparencies and

slides

• Use a legible font and font size.• Make use of bullet-points rather than paragraphs.• Limit the amount of information per slide.• Keep it simple – don’t use busy borders, different fonts or

too many different colours.• Make sure there are no spelling errors.


PROSES AND STYLE OF PRESENTATION :o General tips regarding the process and style of visual

materials:Audio visual aids

Design and layout of support materials

Charts • Use the chart that is most suitable for the information that is to be presented.

• Make sure the chart is legible.• Name the chart.• Name the axis: time is usually on the x-axis

Models • Make sure that the model is a true representation of the original.

• Reveal the scale according to which the model is built.

Posters • Make use of headings.• Make sure all relevant information appears on the poster • Make sure there are no spelling errors.• Use bright colours to enhance visibility.• Use short phrases, instead of full sentences.• Make use of pictures.


RESPONDING TO QUESTIONS:o Presenters must bear the following in mind when

responding to questions from an audience:• Questions by the audience are welcomed – it gives a

presenter the opportunity to make sure an audience understands the presentation.

• Give members of the audience an equal opportunity to ask questions.

• Take notes of the questions asked.• A presenter can paraphrase a difficult questions to

make sure he/she understands the question.• A presenter should not get involved in an argument

– instead, invite members of the audience to meet afterwards


RESPONDING TO QUESTIONS :o Presenters must bear the following in mind when responding

to questions from an audience:• The presenter should verify facts.• Apologise for errors and make sure they are corrected

before the next presentation.• A presenter should always remain calm.• Sometimes, when a person is put on the spot, a person’s

first reaction is to be aggressive – presenters must guard against this.

• Although questions and answer sessions are productive, they can also get out of hand – avoid this by specifying the duration of the question and answer session, e.g. 30 minutes.

• Invite members of the audience to e-mail further questions for your attention.


FEEDBACK:o Feedback refers to an audience’s response to a

presentation.o Feedback can be positive or negative.o Positive feedback means the presentation was enjoyed

and understood by the audience.o Negative feedback means that members of the audience

felt the presentation could improve.o Reasons why feedback are important, include:

• Feedback helps a presenter to identify areas of improvement.

• Feedback enables a presenter to amend a presentation.

• Feedback enables presenters to improve a presentation.


IDENTIFY AREAS OF IMPROVEMENT:o The most common mistakes made by presenters,

include:Mistake Description Correction

Dated of wrong information

• Policies and legislation are often updated.

• Doproper research to ensure that information us up-to-date and relevant.

Illegible slides or transparencies

• An audience cannot follow a presentation if they cannot see the transparencies or slides.

• Use legible font and size for slides.

• Test the transparencies of slides before the presentation.




Sound problems • An audience cannot follow a presentation if they cannot hear it.

• Do a sound check before the presentation is delivered.

Being unprepared • An audience will pick up on this and exploit it.

• Be prepared – do not underestimate the audience.

Pitching a presentation on the wrong level

• If a presentation is too difficult, an audience will not be able to understand it.

• However, an audience may feel insulted if a presentation is to simple.

• Consider the audience and prepare a presentation that is on their level.




Not sticking to the subject

• Members of an audience are not interested in stories or personal details of presenters – audiences want to hear the presentation and get on with their work.

• Plan the format of the presentation and stick to the topic.

Documents

Business Studies Grade 12. Topic 4: Presentation and data response