Organizing Presentation

January 13, 2026

Organizing Presentation

Presentation skills are of the essence for the success of the organizations and the managers to which they belong. Often, managers have to present their thoughts concerning their work, projects and proposals to the organizations. On some occasions, like functions and get together meetings, they may have to speak on general topics to a large number of members. To make an effective appearance, managers have to learn the principles of oral communication and also improve the art of verbal communication to professional as well as universal spectators.

A presentation is a formal talk to concentrate on one or more people and present thoughts or information in a more clear and structured way. Public speaking is speaking formally to a group of listeners. Both business presentations and public speaking differs and subtly as shown in the table below.

Business Presentations vs Pubic Speaking

Aspects

Business Presentations

Public Speaking

Purpose

Building suggestions, evaluating progress, planning tasks and so on.

To enlighten the audience on a topic of common interest.

Audience

Professionals. To a large amount consistent in terms of their knowledge, professional interest etc.

Mostly heterogeneous.

prospect of audience

Brief but comprehensive. Technical details. Critical analysis.

Appealing, knowledge, simple and interesting.

Amount of information

Comprehensive, methodical and timely.

Less. More interpretative.

Communication

High volume of viewers wishes to understand the topic thoroughly.

Low. General perceptive is desired by the audience.

Let us mention six specific types of presentations.

Brief presentations are made before small audiences, that can be often composed of decision-makers e.g., senior executives or clients.

Some presentations are usually delivered extemporaneously. It is prepared and convey from an outline.

Some presentations depend on written communication. The typical oral report complements and strengthens a longer, and more detailed written report.

Presentations sometimes need visual aid, typically computer generated presentation graphics (power point) or slides.

Presentations usually have question and answer sessions. One cannot escape a presentation without some questions from members of the audience.

Team presentations require careful scheduling and management to ensure successful outcomes. Such presentations are increasingly common in business and industry.

Presentations are generally divided into six categories based on situations.

Ø Awards and rituals

Ø Introductions and responses

Ø Giving feedback

Ø Vote of thanks

Ø Information and reports

Ø Persuasion and decision

Introductions

Giving the introduction of guests is a very common activity. It is done on many occasions. Such presentations range from highly personal contact to highly public. Whether formal or informal, the general functions of an introduction are three:

a. Organize the audience favorable towards the speaker.

b. Understanding the importance of the topic

c. Indicating the credentials and competence of the speaker in this regard.

Some of the tips for the well designed introduction

a. Prepare and ensure in advance: Don’t rely on your own memory to initiate a speaker. Try to get biographical data from the speaker. Check with the speaker what he or she wants to include. Pronounce his name or her name correctly. Do not use notes.

B. Be concise: While giving an introduction about the speaker must be brief. It should not be lengthy. Often ask yourself: why this topic? Why this time? Why this audience? Why this speaker? One can derive relevant data and a structure for remarks. The recitations of great accomplishments can be annoying to the audience if it goes on too long.

c. Relate the person with the circumstances: Suppose the audience interests share market trends, then can emphasize the association of the speaker with bond sales, financial markets and with SEBI, avoid making common information to mention, on like schooling, family, hobbies or proficiency in foreign languages.

d. Ensure to familiarize the person’s name: Be accurate in pronouncing the name exactly.

e. Highlighting accomplishments: Sometimes giving speech can be effective to single out one quality or accomplishment of the speaker rather than giving a recital of all their past. Example: “I will not spend time on his innovative research on high – yielding varieties of wheat nor on the effective reforms he has introduced into the district’s marketing structure. I rather wish to acknowledge this evening the quality that has struck me most about Sri Bhopal - his understanding and concern for the marginal farmer.”

f. Minimize details: Some introducers take so much interest in explaining their relationships and experiences with the speaker. Generally, the audience wants to hear about the speaker, not about you, therefore avoid references to yourself as much as possible. Tell the audience; what the speaker thinks is important for that occasion.

g. Be cheerful, warm and enthusiastic: Do not hold any promises that cannot be fulfilled.

Giving Feedback

Giving feedback can improve ability to communicate. Similarly, giving feedback is an important skill of managers. The feedback should be brief and consist of two parts:

a. Emphasize about the important point.

b. Give suggestion for improvement.

Vote of Thanks

The vote of thanks should be brief, pleasant and memorable.

Tips to follow:

Be relevant to present the central thought.

Be positive to display analytical skills. Emphasize the positive, and forget about the negative.

Know the people with their contributions.

Be brief when you speak.

Information and Reports

Managers have to make informative presentations quite often when they conduct or attend meetings and conferences. These presentations vary in their nature depending upon the occasion and audience. A manager speaking to consumer groups will be less technical in their approach. On the other side, when addressing his own staff on a functional issue, he will be making it purely technical.

Persuasion

Know the purpose: Be clear about your purpose. State in one clear sentence what you wish to accomplish, The objective of the presentation may not be the same as the objective of the proposal.

Preparation: research your audience (whether individual or organization) thoroughly. what problems do they have related to the proposal? Who are decision makers? etc

Know the time you would be given to accordingly plan it for in-put, audio-visuals, questions and answers.

See the room where you give the presentation. where will you stand? Will you need a microphone?

Make an equipment ready to use: charts, transparencies and slides checked for proper order, projector, tape recorder and the like at the desired volume and focus all preset, tested and adjusted, needing only a switch on to run.

Presentation Steps

Effective speaking has three phases:

Planning

Structuring

Delivering

Let us go in detail with each one of these:

Planning involves deciding what to say and how to say.The contents of your speech and how you deliver it are based on five important factors;

Context: It refers to the circumstances under which presentation has to be made. The factors that influence decisions on how the speech should be are: facilities available for your presentation, time and the occasion of your presentation.

· Facilities include the venue, keeping in mind the seating, light, projection facilities, ventilation acoustic provision etc.

· Time refers to both the time of the day you are going to present and the duration of your talk. Straightforward and factual presentations may work well during the morning hours. If it is an after dinner speech brief remarks appropriate to the occasion are desirable.

· The occasion will dictate not only the content of your speech, but also the duration, the tone and the expectations of your audience. For example, humor may be inappropriate during a business presentation while it may welcome during a sports event.

Audience Analysis

Try to know the audience for the message you give should have a good effect. On any occasion, speech should be always targeted to the audience. Know the audience – their level of knowledge, their comprehension abilities, their interests and the probable roles they play during the speech.

If the knowledge of the audience is high, presentation can be technical and critical. On the other hand, if listeners are laypersons, presentation should be simple and general. If the audience are internal and interested in business related information, presentations tend to be technical.

Preferences of the audience may vary. Some may insist on a formal presentation, while others satisfy themselves with a casual one, some appreciate humor, while others prefer serious explanations, some prefer electronic presentation, while some prefer human touch. Audiences may differ in number or size of the group. If audience size is large, audio-visual aids are necessary. Presentation cannot allow lengthy question-answer discussion. The number of handouts to distribute. Also, the speaker should stand near the podium; it would not be wise to be seated while addressing a large audience.

Purpose: Before your presentation, you should ask yourself, why am I making this presentation? And classify your purpose in two broad categories – general and specific.

General purpose of Presentations

Elaborated facts and figures

Sales project status, new employee orientation status, proposed training program

Persuade

Convincing logic and arguments

Gaining acceptance to experimenting a creative idea

Entertain

Jokes, humorous episodes, colorful pictures

After dinner speech

Reinforce

Proposals with case examples

A lecture at the end of a training program

Motivate

Achievements and expectations

Sales manager addresses sales reps t boost sales.

Specific Purpose

Specific purpose refers to the objective of an individual speaker. The purpose statement should clearly specify the desired outcomes or impact of the presentation. For example, in a training program when you are given the task of explaining the techniques to marketing your purpose statement would be; I want everyone in this group to understand the techniques of marketing after my presentation.

Body of the Speech

The body of the speech can be developed by appropriate choice of sequence and style. Sequencing can be done in two ways.

Logical sequences are essentially rational ad message oriented. Your emphasis is on getting ideas into the nervous system of your receivers without great concern for their feelings. Psychological sequences are essentially feeling oriented. The primary focus is on handling the receiver’s emotional state in order to prepare him to listen to your message.

Style of Presentation

The style adopted should be simple and easy to understand. Make the subject interesting by using examples and comparisons. Remember that we get our ideas from things we touch, smell, hear and see. We get the idea of a tree by seeing a tree. So think about things to ideas, not ideas to things. Suppose you want to speak about Gavaskar , speak of him not the hero, speak about cricket . Speak about Everest to Mountain , not Mountain to Everest. Then people will stay awake and follow you.

Conclusion

The speech should end on a firm ground. The speaker should show enthusiasm in closing the topic on the positive, optimistic note either substantiating or demonstrating. The possible ways of closing the talk. Example:informing,convincing,reinforcing,action.

Delivering

The oral presentation phase is the most critical one. This is the real action phase.

Types of Delivery

Business presentations can be delivered in any of the following four e modes:

1. Speaking aided by notes and planning

Reading from a manuscript

Speaking from notes

2.Speaking without notes and planning

Speaking impromptu

Reciting from memory

Reading from a manuscript

Business presentations require verbatim reading from the manuscript. It is very common to watch the presidents and prime ministers read from a text when they deliver some important messages to the nation because the omission or addition of some words may be interpreted differently by their audience. Similarly, while delivering a highly technical or complex presentation for business purposes, we may use this type of delivery. Some important decisions of the courts of law, policy statements by government etc are to be read out rather than paraphrased.

Speaking from notes

It is also known as extemporaneous delivery. It is a planned note. Example, a project report can be presented to the management committee, a sales presentation to a group of salesperson or clients or a keynote address to be delivered at a conference.

To make an impressive presentation, i)plan and prepare carefully, ii) rehearse your presentation several times in front of a mirror, your friends and colleagues and iii)take the help of an outline, note cards or visual aids.

Speaking Impromptu

In most business situations, you maybe asked to talk suddenly because:

i)You know a person or you know the subject better than others or you are an important guest.

The contexts can be

In a function arranged to honour your colleague for his brilliant idea, you may be suddenly asked to say a few words about his approach to problem solving.

In a meeting, the superior may ask to give background to a problem.

At a retiring employee dinner, you may be chosen to say best wishes.

Make your presentations effective, here are some tips

Anticipate that you may be asked to speak

Think fast and decide the points

Present your viewpoint

Be as brief as possible

Speaking from memory

In this type of presentation, the speaker memorizes the entire text of the speech and delivers it word by word without any difficulty. It is the most difficult of all the four modes of delivery. In an effort to recall the speech, novice speakers fail to make purposeful eye contact with their audiences. Struggling to remember the sentences, they look dull and confused.

To be effective, improve your memory power and rehearse before you make your real speech. If you cannot rely on your memory do not memorize full text. Focus on the following.

Memorize a quotation, a story, an incident, or an opening/concluding remark. It always strengthens your delivery.

Memorize the beginning and the end of the presentation. By doing so, you will walk to the lectern, look directly at the audience, pause a moment, and begin to speak. The first impression should be the best one to deliver with confidence and command over the content of the presentation. At the end of the presentation, do the same in reverse. Look at your outline, pause and speak directly to the audience and can conclude the presentation. Your last impression should also be one with confidence and control.

Prepare Presentation Outline

Preparing an outline for delivery should be effective. The content of the manuscript presentation outline can be alphanumeric or decimal; outlines may be a full sentence, a key phrase, or key word. The key word can be risky because it leaves out so much information. After developing an outline, material should be prepared in a suitable form to deliver.

Many speakers find it helpful to write reminders about effective oral delivery in the margins of the outline. Some examples are:

Look at the audience!

Along with comments about delivery, important instructions for the presentation such as these should also be included:

Demonstrate the model

Crack a joke

Tell the story

Show slide

Practice your presentation

Here are some suggestions for practicing presentation

Introduction: to the close.

Start with introduction and continue to practice with your outline until your way through the conclusion.

Use of your visual aids. If you plan to use visual aids practice using them in presentation. Be sure to indicate in your outline when to use each visual aid.

Time your presentation. Time will vary a bit from practice session to practice session. If you are an inexperienced presenter, allow your presentation to run a little longer in your practice sessions. When you stand before your actual audience, your rate of speech will increase because of nervousness. Therefore, a 16 minute practice session may well be 14or15 minute presentation.

Use audio-visual feedback while practicing. If possible, tape your delivery during practice on a tape recorder or video camera to provide feedback. Listen to your vocal delivery Observe body language and use self evaluation. If possible ask for colleagues and superiors feedback.

Making an Oral Presentation

It is true that some people are naturally talented at public speaking, but with some helpful guidance, anyone can prepare and deliver a successful speech that will be remembered for all the right reasons. Dale Carnegie says: “A well prepared speech is already nine tenths delivered.” Real preparations consist in allowing the speech to grow and develop courage and self-confidence. The effective speaker while depending upon the structure employs flexibility and in delivering the speech depends upon the presentation situations.

Use Body Language

Most of the message, meaning we convey is in our posture, facial expression and gestures.

Speak with your body. Like an actor or actress let your face, eye, shoulders, hands, tone all channels help in getting your message across.

Eye contact. Look at the audience, front left and center. Read their faces for feedback. Speaking is not a word process. It is a people process.

Have voice control

Very few people are endowed with a good voice. However, most speakers can increase their effectiveness substantially if they make some effort. There are five considerations with voice.

Peculiar sounds The uh! Has long been a problem of public speakers

Faulty pronunciation is distracting to the audience and undermines their confidence in the speaker.

End the talk

There are two aspects to be considered finishing on time and finishing memorably

Finish on time. The effective speaker is time conscious. Audience becomes itchy if a speaker drags on beyond the allotted time. Take off the watch. Note at the top of the note paper or cards the starting time and the target finishing time. Occasionally, examine your progress.

Rehearsing a presentation

The difference between great speakers and average ones often lies in their preparation, voice and presenting. To be effective in expressing with confidence should rehearse in detail and be ready to deal with potential objections.

a. Speaking With Confidence:

If you have prepared a talk, then there are a number of techniques that may help to speak with passion and project confidently. Put interest in to your voice so that you may engage your audience, particularly at the start and finish. Try to bring out the sound of your voice in your throat rather than chest. Make important points and convey with enthusiasm. To understand your body language, try to practice in front of a mirror, so that there can be change in the body language.

b. Using Imagination

Before you deliver, imagine in your mind about the presentation. Imagination can be limitless, with feelings that may take to higher levels with confidence. Can imagine the presentation’s success, with a good talk and picture the response of the audience.

C. Expect opposition

In Spite of well briefing and thorough research before a presentation, there can be difficult questions or criticism with ease. Sometimes the best arguments meet with criticisms. Can imagine with worst critic and pick holes in the arguments. Try to write down answers to the objections. Before anything could happen worse with the critics , increase the confidence level to handle the situation.

c. Refreshing the presentation

Invest the time in preparing visual aids for a presentation – slides should be rich while giving presentation. A well-planned slide and flip-chart are helpful. A diagram or image often gives an idea that is better understood rather than hundred words. Using anecdotes to give examples for the points include wherever possible, think of a slogan to unite your material into a common theme.

d. Outlining the ideas

The fact is, there is a natural limit of the audience to remember the event and the amount of information they take in. Therefore summarize the key points and repeat two or three times – preferable at the start and at the end of your talk. It is necessary to use an overhead projector to be visible throughout your talk.

In the United States, public speakers often adopt an emotive style of speech. The language used is often fast – paced, and it is designed to make listeners feel personally involved in events.

In Western Europe, however, the style of public speaking is often more factually based and low-key. In the UK, speakers often use self-directed humor to break the ice and defuse tension.

Reference

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Organizing Presentation