MODULE 5

Business Communication
Oral Presentation
Points to be remembered while planning for the Presentation:

Audience
Purpose
Topic
Infrastructure
Main content

Visuals
Introduction
Conclusion
Rehearse

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Delivering the Oral Presentation

Strong Introduction
Avoid gap fillers
Maintain eye contact
Use gestures effectively
Avoid speaking too fast
Enunciate
Summarize

Use verbal headings

Emphasize main points
Use transitions
Explain visuals
Do not read from script
Adjust presentation
script/outline

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Things to be thought of before making a presentation:
1. What is my objective?
2. Whos the audience?
3. How much time have I got?

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A good presentation is a POPTA
presentation
What does POPTA stand for?
Purpose
Organization
Preparation
Time
Audience

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Steps for a good presentation
1.

Understand the topic

2.

Choose the format

3.

Design the slides

4.

Make the slides

5.

Give the presentation

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Understand the topic
Know the general field of knowledge
Decide what are the possible contents of the presentation
Plan source of information limited to the topic

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Choose the format

Decide what you want to cover, in detail

Do background work
Do not go beyond the topic
Plan the overall content to be covered within the time
allotted
Plan the tone of the presentation verbal & visual

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Design the slides
1. Decide the flow of the presentation ( should have start,
body and end)
2. Decide what to cover in each slide
3. Decide respective illustrations
4. Decide data to support each and every point.
5. Dont put data on slides, put the results (details depends on
purpose)
6. Decide hyperlinks to do effective navigation
7. Do not put all you want to say on the slides ( use slides only
as guide & to give illustrations)

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Make the Slides

Slides must not be self-explanatory

Dont clutter the slide
Use bulleted text
Use illustrations
Follow the same template
Use visible font based on the venue and audience
Choose colors for readability
The slide needs to be inviting and readable. If a slide
is too complex, break it into two or more slides.
Use not more than two fonts per slide.

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Give the presentation
Delivery: Conversational Quality
Enthusiasm - Demonstrate your positive attitude and
interest in the topic through your voice and facial
expression.
Eye Contact - Maintain eye contact to increase
credibility, gain audience interest, and get nonverbal
feedback
Clarity - Speak clearly and use language appropriate to
your audience

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Body Language
Posture and Movement - Good posture and
movement convey self-confidence,
professionalism, and credibility.
Gesture - Keep gestures natural and avoid
repetitive motions; use them to emphasize points
and keep the audiences attention.

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Practice
Practice
Practice

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Interviews
May be defined as a conversation between two parties
that is structured & prepared to achieve a purpose
involving the exchange of information.

The use of word parties has a special significance.

In most of the interviews there is a single interviewer & a
single interviewee, but it is possible that an individual may
be interviewed by a group of people.

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Types

Employment Interview
Performance Appraisal Interview
Grievance Interviews
Exit Interviews
Stress Interview

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Meeting
A meeting is a gathering of two or more people that has
been convened for the purpose of achieving a common
goal through verbal interaction, such as sharing
information or reaching agreement.
Meetings may occur face to face or virtually, as mediated by
communications technology, such as a telephone
conference call or a video conference so on.

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Preparation for a Meeting

Define the purpose of the meeting and the outcomes

Determine who should be there
Reserve a room, appropriate equipment
Decide on appropriate set up
Develop an agenda
Distribute the agenda prior to the meeting
Inform participants of any necessary preparation

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Conducting Meetings

Start on time
Review and stick to the agenda
Volunteer or assign minutes taker (if appropriate)
Assign and agree on responsibilities and establish target
dates for completion
Summarize
End on time
Send out minutes or notes

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Listening Skills
Difference between listening and hearing.

Hearing is a physical ability.

Listening is a skill.

Listening skills allow one to make sense of and understand

what another person is saying.
In other words, listening skills allow you to understand
what someone is "talking about.

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A good listener will listen not only listen to what is being
said, but also to what is left unsaid or only partially said.
Steps for effective listening:
1.Stop Talking
2. Prepare Yourself to Listen
3. Put the Speaker at Ease
4. Remove Distractions
5. Empathise

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6. Be Patient
7.Avoid Personal Prejudice
8. Listen to the Tone
9. Listen for Ideas Not Just Words
10. Wait and Watch for Non-Verbal Communication

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Good listening skills make workers more productive. The

ability to listen carefully will allow you to:
better understand assignments and what is expected of
you;
build rapport with co-workers, bosses, and clients;
show support;

work better in a team-based environment;

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resolve problems with customers, co-workers, and
bosses;
answer questions; and
find underlying meanings in what others say.

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THANK YOU