BSBCMM401

Make a presentation
Prepare a presentation

1.1 Plan and document

presentation approach
and intended outcomes
 Why present?
Types of client or customer presentations:
 Presentations to a small group of people
 A presentation to one person (usually the decision
maker)
 A presentation to a large group of people
 Team presentations – where more than one person is
delivering the content.
 Plan an approach for delivery
Some questions that you could ask yourself include:
 How do I plan on delivering the session?
 Do I need DVD’s or audio? If so, have I got a back-up
in case the equipment doesn’t work?
 Will I be using PowerPoint slides?
 What equipment do I need?
 Will I be talking most of the time?
 Do I need to prepare handouts?
 The 6 P’s of Presenting

The 6 P’s of Presenting

Prior
Preparation and
Planning
Prevents
Poor
Performance
Activity 1A
Prepare a presentation

1.2 Choose presentation

strategies, format and
delivery methods that
match the
characteristics of the
target audience,
location, resources and
personnel needed
 Aims of presentation
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
customer
 Deliver a one to one presentation for a specific client
or prospect.
 Presentation strategies
Strategies used in a presentation include:
 Verbal presentations
 Case studies
 Role plays
 Demonstrations
 Group work or discussions.
 Understanding participant
characteristics
A presenter should seek to answer the following:
 What is the current skill level of the participants?
 What industry are they working in?
 Can I use relevant terminology that they will
understand?
 Do any of them have special needs/
 Are they highly specialised (i.e. will they get bored if I
don’t use the correct terminology?).
Activity 1B
Prepare a presentation

1.3 Select presentation

aids, materials and
techniques that suit the
format and purpose of
the presentation, and
will enhance audience
understanding of key
concepts and central
ideas
 Learning principles

Participants:
 Will be tuned in to WII FM “what’s in it for me?”
 Have experience that can be shared with the rest of
the group
 Are self-directed in their learning
 Will feel resistance if they believe they are being
imposed or forced to accept ideas or concepts
 Will almost always be relating past experiences to
current experiences.
 Learning styles
The three main learning styles as identified by Bandler
and Grinder are:
 Visual - visual learners like to see what is going on
around them
 Auditory - auditory learners like to hear what is going
on, rather than read
 Kinaesthetic - kinaesthetic learners like to do things.
 A dynamic opener

Some of the best dynamic openers include:

 Stories
 Humour
 A bold statement
 Shocking statistics
 A movie/audio clip
 Brain teasers
 Tell a relevant news story.
Activity 1C
Prepare a presentation

1.4 Brief others involved

in the presentation on
their
roles/responsibilities
within the presentation
 Briefing others on their roles/responsibilities

People to brief may include:

 Guest speakers
 Admin staff
 Venue staff
 Management
 Participant representatives.
Activity 1D
Prepare a presentation

1.5 Select techniques to

evaluate presentation
effectiveness
 Evaluate presentation
Some ways in which you can evaluate a presentation
include:
 Feedback sheets from the participants
 Written comments
 Surveys and questionnaires
 Focus group interviews
 Friends and family.
 Self-reflection
Self-reflection may involve asking:
 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 1E
Deliver a presentation

2.1 Explain and discuss

desired outcomes of the
presentation with the
target audience
 Outcomes of the Session
During this time, you should talk to them
about the following;
Your expectations
The ground rules
Their expectations
Timing – e.g. break times, finish times etc
Rules for questions etc
Activity 2A
Deliver a presentation

2.2 Use presentation

aids, materials and
examples to support
target audience
understanding of key
concepts and central
ideas
 Materials include;
 Visual aids such as posters, graphs etc
 PowerPoint slides
 Flip charts
 Handouts
 Workbooks
 Notes
 DVD’s
 Audio material
 Actual samples of the material you are presenting.
 Setting up presentation aids
 You should ask yourself the following questions:
 Are the resources, aids and materials easy to
transport?
 Can they be set up in advance?
 Will I need assistance in setting them up? If so, how
available is the assistance?
 Will they create the impact I am trying to create or
deter from the presentation?
Activity 2B
Deliver a presentation

2.3 Monitor non-verbal

and verbal
communication of
participants to promote
attainment of
presentation outcomes
 Check for Body Language
You could check the following:
 Do the participants seem happy to be there?
 Do they seem or look interested?
 Are they genuinely looking positive?
 Do they looking like they are falling asleep?
 Are they yawning a lot? Perhaps the room
temperature needs to be adjusted
 Are they looking at each other suspiciously?
Activity 2C
Deliver a presentation

2.4 Use persuasive

communication
techniques to secure
audience interest
Body Language
 Body Language

55% of our message is delivered via body language

38% is in the tone of voice we use
7% is in the actual words
Activity 2D
Deliver a presentation

2.5 Provide
opportunities for
participants to seek
clarification on central
ideas and concepts, and
adjust the presentation
to meet participant
needs and preferences
 Questions?
Questions at end of the presentation
Advantages – the presentation can flow in a logical order and be timed
accordingly.
Disadvantages – the presenter may not be able to put the answer into a
context as well as if the question had been asked at the time.

Questions during delivery of the presentation

Advantages – the clarification can be immediate therefore easier for
participants to understand concepts. Material can be contextualised
immediately.
Disadvantages – can steer the presentation off course a little if not
managed correctly. The logical progression of the presentation can be
interrupted.
 Listen to the question
This ensures:
 You have completely understood the question they
are asking
 The participants have heard and understood the
question
 You have a bit of time to think of an answer.
Activity 2E
Deliver a presentation

2.6 Summarise key

concepts and ideas at
strategic points to
facilitate participant
understanding
 Summarise Key Concepts
Some ways in which you can do this include:
 Summarise as you finish each chunk or segment of
the presentation
 Re-cap or revise half way through the presentation
 When the presentation is finished
 During the review or question / answer session.
 Do’s and Don’ts of Presenting
Do Don’t

Use resources effectively Bore the participants with details or resources

they don’t need or understand
Get the participants involved Be late or disorganised
Provide relevant content and information Be patronising
Speak clearly, be confident, use correct Mumble or be difficult to understand
posture and body language
Make eye contact with everyone and sweep Lecture or sound like a broken record without
the room with your gaze varying the pitch and tone of your voice

Build rapport Read from notes or handouts for a long time

Break the session into manageable chunks or Let the session go over the time allocated to it
segments
Use terminology the participants will Discourage the participants from asking
understand questions
Answer questions or get back to them if you Act defensive is a participant is speaking
don’t know the answer badly about your product
Use real life stories or case studies to make a Assume everyone knows what you are talking
point about at all times
Activity 2F
Review the presentation

3.1 Implement
techniques to review
the effectiveness of the
presentation
 Reviewing effectiveness
This may include:
 Some or all of the participants or prospects will make
a purchase
 Feedback from the participants will be positive
 The participants will take the action you wanted
them to take
 You will be asked to conduct more presentations to
the same group
 You will get referrals from the presentation.
 Assessment criteria
Assessment criteria to measure presentation standard:
 Audibility
 Pace
 Fluency
 Tone and energy
 Body language
 Structure and cohesion
 Use of visual aid
 Response to questions.
Activity 3A
Review the presentation

3.2 Seek and discuss

reactions to the
presentation from
participants or from key
personnel involved in
the presentation
Seeking reaction from participants
You should get an idea from the participants or other
stakeholders involved in your presentation on how
successful it was.
One way to do this is to get the participants to fill in a
feedback form. The presenter should also complete a
reflection form.
Activity 3B
Review the presentation

3.3 Utilise feedback

from the audience or
from key personnel
involved in the
presentation to make
changes to central ideas
presented
 Utilising feedback
Reasons for utilising feedback:
 It allows the presentation delivery to be continually
improved
 The presentation will become suited to the needs of
clients rather than what you think they need
 It will make participants and other key personnel feel
that their opinions are valued
 Improving style and content may lead to more
people seeking to take part.
Activity 3C
 Summative Assessments
Summative assessments consist of:
 Skills assessment
 Knowledge assessment
 Performance assessment.

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?