Prepare presentation

Make presentations
Prepare presentation
1.1 Plan presentation
approach and intended
Why present?
There are a number of different types of client or
customer presentations, which can include:
➢ Presentations to a small group of people
➢ A presentation to one person (usually the decisionmaker)
➢ A presentation to a large group of people
➢ Team presentations.
Key aspects of presenting
Ideally, most presentations should be delivered in an
enthusiastic manner. Enthusiasm alone is not enough,
As a presenter, you should also:
➢ Research the topic and the participants
➢ Plan an approach for delivery
➢ Prepare well in advance
➢ Be an excellent negotiator
➢ Have a good working knowledge of what they are
communicating to the participants, and
➢ Inspire the participants to take further action.
Activity 1A
Prepare presentation
1.2 Identify target
audience, location and
resources requirements
Identifying your audience
The participants of your presentation can be a mixture of
any of the below:
➢ Existing employees from an organisation
➢ People from the same industry but that work in different
➢ People from a mixed cultural group
➢ Participants looking to learn more about a product
➢ Participants who want to upgrade their skills
➢ People who are unemployed
➢ People who want to change jobs
➢ People who are very busy and have a lot on their mind.
Where will you be carrying out
your presentation?
You should consider:
➢ The size of the room
➢ The seating arrangements
➢ The availability and positioning of plug
➢ The light in the room
➢ Any potential distractions such as noise.
Activity 1B
Prepare presentation
1.3 Select presentation
strategies, format and
methods according to
Choosing presentation strategies,
format and delivery methods
Within the different presentations you may be looking
at presentations that aim to:
➢ Inform others of a new product, service, or
something else that could be relevant to their needs
➢ Win a sale or gain new business
➢ Provide general account management to a client or
➢ Deliver a one-to-one presentation
for a specific client or prospect.
Presentation strategies
There are a number of different strategies that can be
used in the delivery of a presentation.
Some of the strategies include, but are not limited to:
➢ Verbal presentations
➢ Case studies
➢ Role-plays
➢ Demonstrations
➢ Group work or discussions.
Communication strategies
Part of your presentation strategy will be deciding on
how you will pitch your topic(s); the way in which you
will speak to your audience.
You should consider:
➢ Persuasive communication techniques
➢ Verbal and non-verbal communication
➢ How you will open and close your
Considering the audience
When determining which delivery strategy is best for a
client group, it is important to take the extra steps and
undertake research into why they are attending the
presentation, what they hope to get out of it and what
their current level of knowledge already is.
Using extra resources and
Extra resources include training aids such as visual aids,
handouts, workbooks, equipment and other methods
used to convey a message.
Your audience is more likely to retain information when
visual aids or added resources are included in a
presentation. Audiences usually expect some
reinforcement to the presentation; therefore including
resources is almost a given.
Activity 1C
Prepare presentation
1.4 Select techniques to
evaluate presentation
Evaluating the success of your
Some ways in which you can evaluate a presentation
➢ Feedback sheets from the participants
➢ Written comments
➢ Surveys and questionnaires
➢ Focus group interviews
➢ Friends and family feedback.
When reflecting on your own performance, consider
the following questions:
➢ What worked well?
➢ What didn’t work well?
➢ Was the timing adequate?
➢ What areas will I need to improve on
for next time?
➢ What other comments can I think about relating to
the presentation?
Activity 1D
Deliver presentation
2.1 Summarise key
concepts and ideas and
present to target
Delivering your presentation
When delivering your presentation, you should aim to
carry out the following:
➢ Explain the desired outcomes of the presentation with
your audience
➢ Use aids, materials, and examples to support the
audience’s understanding
➢ Monitor the non-verbal and verbal communication of
your audience
➢ Use persuasive communication techniques to secure the
interest of your audience
➢ Summarise your key concepts and ideas.
Explaining your desired outcomes
The desired outcomes of any presentation should be
discussed with the audience before you dive into the
presentation itself.
Some ways in which you can do this include:
➢ Via telephone
➢ Via email
➢ Via postal mail.
Using presentation aids
As previously discussed, presentation aids and materials
should be used to support the understanding of your
Other aids and resources include:
➢ Photographs of the product
➢ Printed material
➢ Brochures
➢ Models
➢ Drawings
➢ Data projector
➢ A laptop
➢ Demonstration models.
Monitoring your audience
You could check the following to give you a gauge on
what the audience may be feeling or experiencing:
➢ Does the audience seem happy to be there?
➢ Do they seem or look interested?
➢ Are they genuinely looking positive?
➢ Are they demonstrating positive body language?
➢ Are they responding to questions?
➢ Are they talking productively amongst themselves,
when asked to do so?
Using persuasive communication
Some persuasive communication techniques include:
➢ Capture the audience’ attention
➢ Be honest
➢ Use the right language
➢ Build your argument.
Summarising your key concepts
and ideas
Some ways in which you can do this include:
➢ Summarise as you finish each chunk or segment of
the presentation
➢ Recap or revise halfway through the presentation
➢ Recap when the presentation is
➢ Provide a review and/or question/
answer session.
Activity 2A
Deliver presentation
2.2 Provide opportunity
for audience to seek
clarification on
Providing opportunities for
participants to seek clarification
A good presentation will always provide an opportunity
for the audience to ask questions, provide feedback,
and make suggestions for improvement.
Giving the audience the chance to ask questions is the
best way to do this. You can decide if you want to
answer questions as the presentation progresses or at
the end of the presentation.
Responding to questions
When an audience member asks you a question, follow
the steps below to ensure you look and act professional
and address the question with the regard it needs.
You should make sure that you:
➢ Listen to the question
➢ Think before you answer.
Types of questions
As a presenter, you will be asked many types of
This can include:
➢ Difficult questions
➢ Hostile or impolite questions
➢ Participants asking too many questions.
Activity 2B
Deliver presentation
2.3 Confirm target
audience understand
key concepts and ideas,
and that identified
presentation objectives
have been achieved
Confirming audience
As well as summarising your key aims and hoping that
the audience has understood, you want to take active
steps to confirm this understanding.
There are a number of possible ways to do this:
➢ Ask questions at the end of your presentation
➢ Provide feedback forms
➢ Send out an email following your
Activity 2C
Review presentation
3.1 Evaluate
effectiveness of the
Reviewing presentation
Some of the ways in which you will know whether you
achieved your outcomes include:
➢ Some or all of the participants or prospects will make a
purchase – if not immediately then sometime in the
➢ Feedback from the audience will be positive
➢ The audience will take the action you wanted them to
➢ You will be asked to conduct more presentations to the
same group
➢ You will get referrals from the presentation
➢ The objectives you set out to achieve will be achieved.
Using an assessment criteria
Your assessment criteria could include points such as:
➢ Audibility
➢ Pace
➢ Fluency
➢ Tone and energy
➢ Body language
➢ Structure and cohesion
➢ Use of visual aid
➢ Response to questions.
Evaluating the effectiveness of your presentation will
not always be the easiest of tasks. In most cases, we
are often our own worst critics, and whilst the audience
might think that everything went smoothly, you will
likely be aware of certain goals or aspects which you
didn’t reach or perform to your own
Activity 3A
Review presentation
3.2 Seek and discuss
feedback and any
reactions to the
presentation from
participants and
relevant stakeholders
Seeking feedback
There are various methods that can be used to seek the
reactions to the presentation.
Some examples include:
➢ Feedback sheets from the participants
➢ Written comments
➢ Surveys and questionnaires
➢ Focus group interviews.
Discussing feedback
When discussing feedback, you should:
➢ Remember that it’s not personal
➢ Aim to learn, not argue
➢ Listen without interrupting
➢ Ask questions where appropriate
➢ Think before responding.
Activity 3B
Review presentation
3.3 Make changes to
presentation based on
feedback received
Making relevant changes
It’s important that you don’t go through the feedback
process, to just continue in the same way as before.
You will need to take this feedback on board and apply
it to your future practice.
You might make changes to the following factors:
➢ The planning stage
➢ Chosen delivery methods
➢ Communication techniques
➢ Your use of resources, props and aids
➢ How you interact with the audience.
Activity 3C
Summative Assessments
Summative assessments consist of:
➢ Skills Activity
➢ Knowledge Activity
➢ Performance Activity.
Your assessor will provide you with further guidance on
how and where to complete these assessments.
Summary and Feedback
➢ Did we meet our objectives?
➢ How did you find this session?
➢ Any questions?

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