WebinarPresenting in English

Session 2Structuring your Presentations

SUMMARY

• Review • How to lead in effectively• Structuring the body of your presentation • Language used for signposting-leading your audience through

the presentation• Signalling the close, the summary and closing remarks• Language for dealing with questions

Review

[C] a talk giving information about somethingThe speaker gave an interesting presentation on urban transport.

Plan ahead-structure your presentation

Understand and connect with your audience

Use VAs to underline your message

Use effective presentation techniques

Project a positive attitude

Anticipate likely questions

audiencememory and attentionAudio Visual Aids (AVAs)be informativestructurevenueobjectiveswell-organizedfeedbackbody-languagesignposting languageThe presentation journey

Leading in effectively

Good morning everyone. Nice to see so many of you here today. I hope you’re all comfortable and can hear me OK.

The subject of this presentation is the marketing plan for the next three years.

Basically there are three main points I want to cover today. If you look at the first slide you can see them listed there.

First, I’m going to talk about the new product range aimed at the Asian market. Secondly, I’ll talk about each of the products and our ideas for taking them to market. Finally, I’d like to talk briefly about our competition.

OK. So let’s get started. As I said, the first point is our product range...

1. Summarize the main points.2. Welcome the audience.3. Introduce the main points.4. Tell the audience the subject of the

presentation.

Leading in

Complete the introduction notes to another presentation using these words.

A. then B. finally C. to begin with D. good afternoon

1. _________ ladies and gentlemen.2. I’m _______________. (your name)3. _______________ ,I’d like to talk about organising your

office space today. 4. ______________ , I’ll tell you how this can improve your

efficiency at work.5. ______________ , we’ll look at how the company intends to

help you organise your space.6. _______________we’ll talk about other ways to improve

efficiency in our department.

You now have two minutes to memorize the above.

Leading in and indicating structure

the use of AV aidssome guidelinesdeal withI’m very pleasedforty minutesinterruptlook attalks and presentationsfocus onask questions

“Good morning everyone. I’m very pleased to welcome you to Market Plus. My name is Andrew Wilson...and I’m the training manager here. I’m going to give you some guidelines on how to prepare talks and presentations. I’ve divided my own presentation, which I’ve called ‘Ready to Present’, into three parts. First we’ll deal with the question of what characterises a good presentation. Then we’ll focus on the audience and lastly we’ll look at language and the use of AV aids. This should take us up to lunch in about forty minutes from now. There’ll be an opportunity to ask questions at the end but please feel free to interrupt if there is anything you don’t understand. So let’s get started..”

Leading in and indicating structure

NotesIntroGood presentationsThe audienceVA aids40 mins.-lunch-Qs at end

Structuring the body of your presentation

Decide who the audience isMake notesDo not write the whole textPractice the introduction and record it, if this is possiblePresent with confidence

INTRODUCTION MAIN BODY CONCLUSION.

•Display the title of your presentation

•Indicate a structure-main points

•Display an image to encapsulate your themes

Introduction

•Highlighting new points

•Support technical data

•Indicate sequence by linking points together

•Offer evidence from research to support your main points

Main Body

•Summarise your main points on a slide

•Present your conclusion in a succinct picture or image

•Show references so your audience can follow up on the presentation

Conclusion

Using VAs to structure

The Language of Presenting

Opening

First Point

Second Point

Third Point

Summary and Conclusion

Your Objectives• To have a fluid opening and clear links evident throughout your presentation.• To deliver a well-structured presentation and to use visuals to enhance the

points you wish to make.• To engage the audience and persuade them of the value of your arguments.

the roadmap of the presentationlink one point to the nextstructure and shapeverbal paragraphsadd clarity and organizationguide your audience

The Language of Presenting

Signposting

Read this text quickly

Signposting helps you structure and shape the main content of your presentation. Signposting language helps create ‘verbal paragraphs’ or ‘verbal signals’ and can focus audience attention at key points in your presentation.

The technique allows you to guide the audience through the structure of your presentation by linking one point to the next. The audience can’t see your notes and can’t anticipate what is coming. You know where you’re going on your journey and you need to guide your audience by telling them exactly where you are on the roadmap of your presentation. This is a simple but highly effective technique that can add clarity and a sense of organisation to your presentations.

Signposting

Read these tips. Do you agree with them?

Pause before using the ‘signpost’ to turn to a new point.

Count up to to ten and breathe deeply. This helps your audience to assimilate information and gives you the chance to control your nerves.

KISS - keep it short and simple.

Can you add any more tips to this list?

Introducing the topicOutlining the presentationFinishing a sectionStarting a new sectionAnalysing a point and giving recommendationsGiving examplesSummarizing and concludingParaphrasing and clarifyingInvitations to discuss-askQuestions

We use signposting language for

The Presentation Journey-cohesion

Beginningfirst of all

to start off with initially

let’s go toContinuing

thenafter that

whilenextnow

immediatelyEnding

in conclusionin the endeventually

lastly

Plan additional content &

restructure site

Add additional keyword modifiers

Branding, PR and Social

Networking

Keep improving &

building momemtum

Market Research & Feedback

Ending a Presentation

Give a brief overview of what has been said.

Make your closing remarks and thank your audience for their participation.

Signal clearly that are moving on to the end of the presentation.

Leave a short pause at the end of the main body of the presentation.

Give your conclusion. This should follow on naturally from your summary.

firstly then after thisand then finally

Dealing with Questions

Invite questions from the audience Answer both direct and indirect questions Clarify questions, avoid giving answers, and check that the

questioner is satisfied with your answer

If you have any questions, please feel free to interrupt me as we go along.I’d be happy to answer any questions at the end of the talk.Any questions?So let’s throw it open to questions.Please hold all questions till the end.Please feel free to interrupt if something needs clarifying.

FORMAL, NEUTRAL OR INFORMAL?

Dealing with Questions

Strategies

ReformulatingSo, you’re asking me about...

Getting the questioner to be specificSo what was your question exactly?

Handing the floor to the questionerWould you like to run through your ideas?

Delaying your answerWould you like to set up a meeting to discuss that more fully?

Asking for repetitionSorry, I didn’t quite get that. Could you please repeat your question?

Dealing with Questions

Yes/No QuestionsAre you planning any further change?

Did you approve that decision?

He asked if we’re planning any further change? She asked whether I approved that decision.

QASI QuestionsWhat further changes are you planning?

Why did you approve that decision?

He asked what further changes we’re planning.

She asked why we approved that decision. Direct or reported?

Dealing with Questions

Direct or reported?

Change the direct questions below to reported questions:

1. What was the accident rate last year? You asked_________________________?

2. Why did you respond that way? You asked__________________________?

3. How many clients did we handle last year? You asked ___________________________?

4. Do you foresee any changes in the situation? You asked___________________________?

5. Have you had any experience of this with other clients? You asked______________________________?

Presentations in English

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