PRESENTATIONS

Introduction

Definition:

Is a live mode of sharing information with a select audience

A oral activity using visual electronic aids to discuss new ideas and information with a specific audience in an impressive and convincing manner.

Elements of Presentation

Presenter

Audience

Specific content with a definite objective to be achieved

Involves prior preparation and planning

Kinds of Presentation

Basically three kinds of presentations:

1. Monologue presentations –

Speaker speaks without interruption and answers questions at the end

2. Guided discussions-

The speaker presents the questions or issues that both the parties have agreed in advance and acts as facilitator to help the audience with the expert knowledge

3. Sales presentations –

Is made to convince the audience for buying the products or services or accepting the new idea

Factors Affecting Presentations

Following factors affect the effectiveness of the presentation:

• Audience Analysis

• Communication environment

• Personal appearance

• Use of Visuals

• Opening and Closing of presentation

• Organization of presentation:

• Standard patterns of organizing a presentation-

• Chronological

• Problem- causes – solution

• Excluding alternatives

• Pro-Con

• 1-2-3

• Language and words

• Quality of Voice

• Body Language

• Answering Questions

Giving Effective Presentation

Every Successful presentation requires:

Strategy

Structure

Support

Speech

Strategy

The strategy of presentation involves:

Deciding the purpose of presentation

Deciding the possible results expected from the audience

Knowing and analyzing the audience, their economic and social status, their demographic characteristics, their cultural background and their personal preferences

Deciding time, location, and manner they are to ne influenced

Structure

An individual is expected to organize his ideas properly

First you need to tell the audience what is going to be told

Then you tell the topic

Finally you summarize what has been told

Mainly consists of Introduction, Body and

Conclusion

For structuring the presentation, the speaker should…

Gather material in the light of the theme of the presentation from various sources

Organize the facts and insights into the main points and sub points in the body of the presentation. Care should be taken that

Presentation is not too lengthy

Points should be presented in logical sequence

Decide how to capture listeners attention. May be by

Asking question

Telling a story

Making a startling statement

Quoting some authority

Plan the conclusion in advance

Decide what has to be said at the end to appeal for action

Support

Supporting material is vital for making the presentation effective.

It clarifies the speaker’s ideas, makes the presentation more illuminating as well as interesting

Leaves relatively permanent impact on the mind of the listeners

These support materials are as follows:

Whiteboards

Handouts

Flip charts

Overhead projectors

35 mm slider

LCD projectors

Video tapes

Speech

The last part of the presentation is delivering speech which can be :

Manuscript that involves reading word for word from a prepared matter

Memorized that involves reciting word for word from memory

Extemporaneous which is planned with broad ideas but not written or memorized

Impromptu which is unexpected , sudden and on the spot

Good delivery of presentation involves or speech involves caring about number of factors which include visual, verbal and vocal

Visual Elements:

Dress effectively to look smart

Be confident and authoritative in your look

Establish and maintain eye contact

Avoid looking at notes

Stand upright

do not try to close the presentation in hurry

Move out confidently after presentation

Vocal elements:

Use exact word and pronunciation

Keep sentences short

Use active voice

Address listeners directly

Avoid emphasizing

Vocal elements:

Speak enthusiastically

Speak loudly to be heard

Be more alert and aware of your voice

Do’s and don'ts

Don’ts :-

Speak too low in a feeble voice that cannot be heard

Shout which makes you sound angry and jarring

Do’s :-

Maintain eye contact

Be simple and clear

Put interesting questions

Invite volunteers to role play

Stand close to the audience in a way that you are fully visible to them

Make presentation well researched

Points to remember

Identify your purpose

Analyze your audience

Identify the need

Collate your information

Design your communication

Time your presentation

Decide on the visual aids to be used

Study the location

NEGOTIATIONS

Negotiation is

a process of bargaining in which two parties each of whom have something that other wants,

try to reach an agreement on mutually accepted termsNegotiation is a process of bargaining in which two parties each of whom have something that other wants,try to reach an agreement on mutually accepted terms

Nature

Nature of negotiation depends on two points:

both the parties should be equally interested in the agreed result

result should be reached only through discussion only

Need for negotiating

Two situations can be discussed:

Formal Situations:-

a preannounced meeting of the two parties

agenda already fixed

no of persons involved known

time given to prepare and fix roles for each party

Informal Situations:-

Unannounced and casual meetings

Involves just 2 persons

Gives no time

Friendly approach and opinion seeking for the decision already made

FACTORS AFFECTING NEGOTIATION

Place :-

Place of meeting influences the level of confidence. E.g. your own office

Information and material needed during course of negotiation to be obtained

Can extend social courtesies as token of good will.

Time :-

Choice of time for holding discussions should be fixed according to mutual convenience

Time allotted should be sufficient for different stages of negotiation

Time for preparation should also be carefully fixed

Negotiations should be carried out timely

Subjective factors:-

Final outcome of negotiation is determined by subjective factors of influence and persuasion like:

Personal relationship – fear, future considerations, mutual obligation, practical wisdom, status difference

Persuasion - style, you attitude, Talking and listening, probing and questioning, avoiding confrontational tone, compromising, summarizing , reaching an agreement

STAGES OF NEGOTIATING PROCESS

The stages of an effective discussion are:-

Preparing and planning :-

Access the relative strength of the two parties

Set the negotiation objectives

Be realistic about the objectives

The negotiating phase :-

Starts with defining the issues (scope of negotiation)

Both parties put forward their initial propositions and define their initial positions

The propositions tested through arguments

Then move to a possible solution which may be the possible outcome

Terms are made for acceptance

Agreement spelt out and concluded

Implementation :-

Agreement should in such a way that it should be implemented upon the agreed outcome

Negotiation is considered failed if not implemented

Agreements should be confirmed in writing

An implementation programme should have been mentioned in the agreement

Every person involved in the discussion as well as every concerned person informed about the implications and action that follows.

Negotiation Style

What is your style?

Avoider

Compromiser

Accommodator

Competitor

Problem Solver

Negotiation Strategies

Preparation

Identify the true issues in the negotiation

Assess how important each issue is to you

Know what you must have

Know what you don’t need

Estimate how important each is to the other side

Set your expectations

Negotiation Strategies

Distributive and integrative aspects

Single issue negotiation is only distributive

Car purchase

Identify the bargaining zone

Dealer

Customer

Customer today has better information

Negotiation Strategies

Distributive and integrative aspects

Integrative aspects

Identify shared goals

Identify where tradeoffs exist

Multi-issue negotiations have both aspects

Negotiation Strategies

Strategies for finding trade offs

Build trust and share information

Ask many questions

Be patient - ask questions; verify assumptions

Be a good listener – do not be afraid of silence

Always ask for “explanation” when there are differences – try to get at the root issues

Give away some information

Make multiple offers simultaneously

Negotiation Strategies

Strategies for finding trade offs

Use differences in expectations

Use differences in risk preferences

Use differences in time preferences

Consider adding issues

Negotiation Strategies (continued)

Process

Be flexible – keep the goal in mind

Have high goals

Progress from general to specific

Address non-financial issues first

Address financial terms later

Negotiating Strategies

Fairness and emotion

Negotiation is not just economics

Remember ultimatum bargaining - fairness

Price increase with demand – snowstorm

Effect of emotion on negotiator performance

Conclusion

• Negotiation is an art learned over a lifetime by constant application and practice

• Everyone is a student