Professional Communication

Unit - 1

Question Bank

1. What is meant by non-verbal communication? What are some non-verbal strategies that can be used in presentations?

Nonverbal communication is the type of communication that is carried out without the use of words. Nonverbal communication is usually utilized as an aid to verbal communication. This type of communication employs gestures, body language, symbols and expressions.

Nonverbal actions office set the tone of the conversation. Nonverbal communication is useful for expressing one’s mood, opinion or reaction.

Below are some fundamental strategies for using Non-verbal communication during presentations:

Walk with confidence. Have good posture. Stand tall. Walk confidently to the presentation area.

Engage in direct eye contact. Look into the eyes of your audience. Don’t look at the walls, floor or ceiling.

Use hand gestures to reinforce your message. This is an important one. When using hand gestures, make sure they look natural. Over-rehearsing gestures makes the speaker look like a mechanical robot to the audience. Gestures, when they come naturally, are interpreted as genuine and honest by the audience. With that said, be careful of a few things: Don’t over-exaggerate. Don’t use repeated gestures because they can distract the audience from your message. An example: If you have a tendency to scratch your head when you are thinking and talking, then you don’t want to continue scratching and scratching as sooner or later the audience will start paying more attention to that gesture and forget about what you are saying.

Move a little. Movement is good for presenters. Too much movement is distracting. If you walk from the front of the room to the back of the room, that’s fine. Do not move around the entire length of the room or stage as the audience will get tired of adjusting their necks and chairs to your movement. A little movement is fine. Avoid repetitive movement such as pacing back and forth as it will have an almost hypnotic effect on you audience. Watching you walk back and forth again and again in the same motion will most likely make the audience uninterested in your non-verbal cues. Robotic pacing is a death knell to any presenter.

Express yourself! There are more than 100 muscles in the face which must be used to express all kinds of emotions. If you are sharing declining numbers, show it. If you are delighted that you exceeded year-end quotas, show it. If you are sharing a melancholic anecdote, show it. Your facial expressions reinforce your message. Just make sure that they are not in conflict with your message. While saying introductory lines such as, “I’m delighted to be here today to deliver this presentation” you should smile and show the audience that you are an emotional being like them, this will also help you relate to the audience and make them feel more open which will in turn allow them to listen to you better.

Enhance your image. Your appearance is the first thing people notice when you enter a room. It speaks volumes about who you are as a person and about your level of professionalism. Take a long, hard look at your professional attire. Look at the colors you wear. You want to look current, not dated. A good grooming session will also help you look more prepared and enthusiastic.

Pause and be silent. Well timed pauses, or silence while you are speaking is one of the most powerful nonverbal strategies that you can use while presenting. There will be certain points within the presentation that you would like to emphasize, using pauses before these points and silence after is a good technique to let them echo in the minds of the audience. Let silence help you. You can either say “Our year-end sales were up 25%” or you can say “Our year-end sales were up (pause) twenty (pause) five (pause) percent.” This latter, obviously, seems much more powerful.

2.     What is an impromptu presentation?

An impromptu presentation is type of speech which you have to give in public without any preparation whatsoever. It is a presentation that one can be asked to provide with no prior notice. It can be one of the most terrifying speeches you’ll ever do; standing up in front of a crowd and having to speak for a few minutes without preparation is daunting even for the most seasons speakers. It’s not likely to happen often, however when it does, you don’t want to be caught completely off-guard.

Here are a few things to bear in mind if you’re asked to speak at short notice.

Make some quick notes

The first thing you should do when asked to speak, is to grab a pen and a piece of paper. Write down a few key words or phrases that can be used as ideas to expand upon during the presentation. If you don’t write anything else, make sure you’ve written down your starting and ending sentences as these are the most important.

Decide on the tone

Next, think about what tone to speak in. This will depend on the type of event you’re at. For example, at a wedding you would speak informally and you can have fun with the speech, whereas at a business conference you would speak more formally and stick to a professional tone.

Giving an impromptu talk to a group of people

Impromptu speech frameworks

This is when it gets easy. Below are some frameworks that will serve as structures to your presentation, pick any one of these whichever feels most convenient to you. They’re easy to remember so you won’t have to write them down, and instead can just write down keywords for each point.

1. The 5 Ws

If speaking about a particular person or a specific event, the 5 Ws framework could be helpful.

Following the 5 Ws provides instant structure to your speech and you’ll be able to organise your thoughts in an easy-to-follow way. You don’t even need to change the order - starting with ‘who’ gives context to the speech and ending with ‘why’ leaves the audience with the most important, relatable point.

Who - who is involved in the event or who is attending

What - what event are you at and what are the common goals?

Where - where is the event, how did the initiative the event revolves around start?

When - is the timing of the event important? What does the future hold?

Why - why is everyone there? Why are you there?

For example, if you have to give a presentation on a great scientific discovery, you can elaborate on when it was made, who were the key people involved in it, how has it affected modern life what are its future prospects.

2. Diplomatic framework

This framework is especially useful in formal setting such as business conventions or company meetings.

For this impromptu presentation, start by giving a one or two line introduction of the topic, then talk about the pros and cons of the subject and finally end with an appropriate conclusion. This framework provides you with more material to talk about then the 5 Ws all the while making your content more informative.

Silence is a key feature in this framework which can be used to your advantage. Given that there is less room for creativity, you may find you need to pause to think about what you’re going to say next. The time you spend thinking can be used to make the audience think you are letting your point settle, to do this walk a little on the stage, ask if there are any questions, or ask for a glass of water. These techniques all buy you more time if your mind goes blank and save you (and your audience) from feeling awkward about a prolonged silence.

3. Storytelling

Although this framework is more useful for informal events such as product launches and weddings, it can also be used in formal settings to make a point.

Storytelling is a powerful method of relating with the audience. When having to present when you aren’t prepared, you can start speaking in a story format with a small beginning and a larger than life conclusion. This process basically involves starting a topic from your own perspective and then extending it to global levels.

For example, if you’re asked to give a speech at a wedding, you could start from the time you first met the groom/bride and how they became a couple and your experiences with them (small), what their relationship and marriage means to the other people present and their families (medium), and end with the importance of matrimony and love (Big).

Being able to deliver an impromptu presentation is an important skill to possess and will help you get rid of last-minute panic when you're asked to speak without prior notice. It is essential to practice impromptu speeches on a variety of topics in order to nurture the mind to learn quick thinking and how to organise ideas.

3.     What are the useful techniques involved in manuscript presentations?

A manuscript presentation is type of speech given by reading directly, word for word, from a previously prepared written message. This type of presentation involves verbatim reading of a speech and is most commonly used when there are no time constraints or the speech may be telecast.

An advantage to manuscript presentation is familiarity as one has to repeat the exact same words they see before them. However, one major downside is that it can be quite mechanical and monotonous and therefore uninteresting to the audience.

In your career you will probably deliver fewer than 20% of your presentations using a manuscript.  These presentations will require you to be well prepared in advance.  These speeches will usually be presented to large audiences in a meeting room or auditorium type facility and will be delivered from a lectern.  

Below are some techniques that may be useful while presenting a manuscript presentation:

1.      The manuscript is still a speech.  Sight and sound are still the media.  This is not to be confused with an essay standing on two legs.  You are not a talking head.

2.      Maintain your energy.  It is very easy to become lethargic and thereby come off as dull and boring to your audience.  Your passion for your presentation must come through by maintaining your energy at a high level.

Try this:  Record yourself re-iterating an article from a newspaper or magazine out loud.   Then, summarize the article in your own words, with as much passion and energy as you would do during an actual presentation.  Notice the difference.  You can quickly see the real challenges to maintaining your energy level so that you are able to support, and are not overpowered by, the multi-media presentation.

3.      Use your own wording if possible.  If at all possible, you should use your own words and phrases.  This will happen, of course, if you write your own speech.

On the other hand, if your speech will be written for you, be sure to read it out loud several times before presenting it to make sure the words and phrases come easily to you.  If they do not, examine ways to change the wording to suit your style.

4.      Use spoken rather than written language.  Try to avoid writing the speech out longhand or on your computer.  Instead, dictate your speech into a tape recorder and have it transcribed. 

You will find it is much easier to speak the spoken word than it is to speak the written word.

5.      Use short, simple sentences.  When delivering a manuscript speech, it is important to avoid using convoluted phrases and dependent clauses that may blur the clarity of your thoughts.  Short, simple sentences will give you an opportunity to pause, look at your audience, and comfortably return to your presentation.

6.      Prepare the manuscript in large print using both upper and lower case.  The large print on the page should be triple spaced with wide margins.  Divide the paper from top to bottom in thirds.  Your prepared speech will then look like this:  one-third left margin, one-third text, one-third right margin.

Be sure to divide this speech up into paragraphs and use bold letters to set up each of your key points.

7.      "Score" the speech.  Scoring the speech means underlining the keywords and phrases that are to be emphasized during the presentation.  You also may draw arrows at particular areas where you may wish to raise or lower your voice.  Avoid using a yellow highlighter . . . In many situations the lectern lighting will cause the highlighted sentences to blend in with the rest of the presentation.

In places where you think a natural pause or inflection would occur, insert a single slash. Use this to remember where to pause while reading that sentence.  

Double slash at the end of a sentence and a triple slash at the end of a paragraph are a must.

8.      Practice the speech.  Practicing the speech is important but should not be done to such an extent that you start sounding monotonous.  Practice glancing down and picking up the words and phrases you wish to use and then looking at your listeners to deliver them.

There is no more powerful way to emphasize your passion and to drive your points home than by pausing at the end of a strong paragraph or section.  This must be rehearsed in order that you will be able to look in the eyes of your listeners as you deliver those last 12 - 15 words.  Pause for a three or four count, then look down, grasp your next point, look at your listeners, and continue your speech.

9.      Pace yourself.  Do not read the presentation too quickly or you may find yourself wandering during the speech.  Slow down if you feel you are going too fast.

If you tend to deliver a manuscript speech too rapidly.  To help yourself remember to speak slower, you can write the word "slow" in the upper right hand corner of each page.  Then as you turn each page you will be continually reminded to slow down.

10. Maintain eye contact.  The typical representation of a manuscript presentation goes as follows.  The speaker reads the speech, occasionally glances up for a brief second, and then comes back to the page.  Several seconds later, when the speaker feels the need to give more eye contact, once again the quick glance is given.

Actually, the speaker sees nothing but the speech and is largely ineffective.  While it is very difficult in a manuscript speech, try to look down to read and up to talk.

Since your speech is scored such that you only use the centre one-third of the page, it is therefore not necessary for your eyes to go from one side to the other.

You should be able to glance at your thought quickly by looking down, and then look at your audience.  See people in the audience, look to the front, the sides, the back, and let people know you care about them and are willing to show it by giving them good eye contact.

4.     What is an Extempore speech? What are the steps for preparing an extemporaneous presentation?

Extempore Speech

Extempore is a type of speech given without any prior preparation. It is a format of public speaking where the speaker is given a topic and he/she has to speak on that topic there and then with no pre-meditation whatsoever.

In some cases, the speaker is given a few minutes to organize his thoughts before speaking but in most cases the speaker has to speak on the topic as soon as it is allotted to him.

Extempore tests the knowledge of the speaker as well as their ability to express themselves articulately in a limited amount of time.

Extempore tests the following abilities of a speaker:

1. How quickly one can think of relevant information.
2. How one analyses the topic and identifies the issue that is to be addressed.
3. How prudent one is in generating ideas.
4. Logical Thinking – organizing and prioritizing ideas sequentially.
5. Ability to connect with the audience.
6. Speaking communication skills such as choice of words, tone and vocal stops.
7. Presentation skills such as body language, composure, posture, confidence etc.

To be an articulate speaker, one must practice their vocabulary, pronunciation and grammar as much as he can.

The extemporaneous presentation is a type of presentation which is prepared, but not memorized. In an extemporaneous presentation, you do not write down

Your whole presentation word for word but instead use bullet points, key words and key phrases to trigger the next thought. . Note cards or sheets of paper encased in plastic covers are the most efficient methods of delivering this presentation.

In this type of presentation, the contact with the audience is the maximum. The content and length of the presentation can be altered even while the presentation is in progress. Even though you are carefully prepared, you should not sound memorized or that you are reading your notes to the audience during an extemporaneous presentation.

Here are some steps you can take to assure you that you are preparing an extemporaneous presentation.

Step 1. The first step is to think about the topic, not writing, just thinking. The topic should be pondered upon and ideas surrounding the topic should be focused on. Writing can be perilous at this point as it will slow down the thinking process.

Step 2. Once you have spent a few hours thinking about the topic, write notes down on paper. The organisation or structure of these thoughts don't matter at this stage. You should write in bullet points instead of complete sentences as it will help you trigger new thoughts instead of formulating a full speech.

Step 3. Now all the ideas and thoughts written down earlier should be organised so as to form a rough outline, again, you should only group together similar thoughts instead of writing a complete speech. Based on this organisation, mark key ideas and jot down supporting ideas for these central ones. Which part would be the best way to start and where are you going to place the strongest argument?

Step 4. After writing down all your thoughts regarding the subject, you are now prepared to practice your speech. Don't think about articulation or organisation of ideas while speaking. Practicing will provide you the best ways to transition between ideas, which words you should use for key concepts and when to use non-verbal cues.

Step 5. Practice aloud in front of friends or family members as they can provide you with appropriate feedback. While practicing use the notes you are going to use in the actual presentation.

Step 6. To increase comfort level and build confidence on the day of the presentation, look through the points you wrote and practice elaborating one of those points, such as one of your stories and the introductory points.

5.     How to deliver a presentation? Describe in detail.

Public speakers, politicians, and professional actors get nervous before they get on stage, why shouldn't you? Ironically, a certain level of 'nervousness' works to your advantage because it keeps you alert and boosts your performance. However, learning to channel that energy takes time and practice. Delivery can make or break a presentation, so start planning it early. Prepare your delivery as follows:

6.     What is the importance of visual aids in a presentation? Give guidelines for using visual aids.

Spoken words are ephemeral: as soon as they come out of our mouth they evaporate into air. Because of this limitation, speeches often need strong visual support – handouts, chalkboards, flip chart, slides, computers, charts, tables, film, etc.

The importance of visual aids:

• Increase audience interest
• Illustrate key points
• Signal transition from one part of the presentation to the next
• Increase impact of message
• Help listeners retain information
• Help you; present ideas without depending on notes
• For those not familiar with your language or accent, turn the incomprehensible to understandable.

Guidelines to make effective visuals:

1. If you feel that the audience needs explanations for your visual aids explain to them lest they should misunderstand it.
2. Organize the visual aids as a part of the presentation. Fit them into the plan.
3. Emphasize the visual aids. Point to them with bodily action and with words.
4. Talk to the audience, not to the visual aids. Make sure that lecterns, pillars, charts, and such don’t block anyone’s view. Take care not to stand in anyone’s line of vision.
5. Refrain from removing the aid before the audience has an opportunity to absorb the material.
6. Don’t talk about the visual aid after you have put it aside.
7. Use enough visuals to make your points clear, but don’t overdo it.
8. Don’t use too many lines or figures on one aid, make sure that it’s visible to one and all from all the corners of room.
9. It should not be very light that the audience finds it too hard to see. Too small an illustration will not be visible to those in the back of the audience.
10. Keep them at an inconspicuous place, if aids are too many, or they may distract the attention of the audience.
11. Be familiar with the basic operation of the electronic devices which you would use for your presentation.

As a graduate, you will usually use PowerPoint in your slide projects, but you should be aware of its limitations. Remember three principles:

7.     How can the content in a presentation be organised?

Most presentations have three different sections: Introduction, The Middle, and Conclusion.

8.     What do you mean by creating an outline for a presentation? What are the steps that must be undertaken to create an outline?

While defining the scope of a presentation, it is essential to know what is to be included in the main content and what isn't. One way to achieve this objective is by making a preliminary outline of the key content in the presentation.

This preliminary outline is made up of a number of topics which support the main content of the presentation. The most difficult part of a presentation is to decide what to include and what to exclude from the presentation. Therefore, the main content of the presentation should be supported by 3-5 key points. If more than 5 points are presented the audience might not be able to keep up and might lose interest in the presentation.

To create an outline for a presentation:

1. Note down all the topics that are to be covered in the presentation

2. Brainstorm each topic for 10-15 minutes and come up with key points which can be put into a mind map.

3. Do not spend more time on this activity because you will very quickly hit diminishing returns

4. If you remember a certain key point later you can always add it to the list.

Using a mind-map can be very advantageous at the outlining stage of a presentation. Mind maps allow you to make associations, form links and group similar topics together.

To draw a mind map, take a black piece of paper and start the subject of the presentation at the centre. After that think of all the ideas and concepts associated with the subject and start writing it around the central idea. Try to be as inclusive as possible at this stage. Don't try to edit the list down, just write down everything that occurs to you and don't worry about where to begin, it doesn't matter.

A presentation Outline comprises of several stages:

 ● State your purpose and main idea and then use these elements to guide the rest of your

Planning.

 ● Organize your major points and sub-points in logical order, expressing each major

Point as a single, complete sentence.

 ● Identify major points in the body first, then outline the introduction and close.

 ● Identify transitions between major points or sections, then write these transitions in

Full-sentence form.

 ● Prepare your bibliography or source notes; highlight those sources you want to identify

By name during your talk.

 ● Choose a compelling title. It should be brief, action oriented, and focused on how the audience can benefit from the presentation.

 ● Add delivery cues, such as places where you plan to pause for emphasis or use visuals.

 ● Arrange your notes on numbered cards or use the notes capability in your presentation software.

Most speakers like to prepare both a simple and complex outline that provides them with all the necessary cues and reminders they will require to present their material.

9.     What are the various sources for obtaining materials for presentations?

After you have identified the main ideas and key concepts you want to incorporate into your presentation, the next step involves converting this information into factual representations such as graphs, models, charts etc.

Manuals, research papers, dissertations, reports, catalogues, news articles etc. obtained from the internet or the local library can prove to be very useful in obtaining information that you would want to include into your presentation.

These supportive materials not only make the presentation more attractive but also make it more informative and interesting. Statistics are often significant with respect to persuasive presentations.

These support materials can be classified into two types viz. Verbal and visual material. Verbal material includes examples (instances used to state a point), explanations, statistics (numerical facts), illustrations (short stories, anecdote, personal experiences), testimonies (expert quotes from various fields), comparisons (similarities and differences). Visual material includes graphs, charts, tables, slideshows, models, objects, handouts, photographs etc.

The various sources from which you can obtain materials for you presentation are as follows:

LIBRARY CATALOGS

A key tool you need to familiarize yourself with is the library catalogue. Today’s modern library has replaced the card catalogue system with a computer that can search several databases for the information you are looking for. It will also usually tell you if this resource is available or already signed out by someone. This computerized system is very similar to those used in your large bookstores today. The process is the same. The library electronic catalogue will also allow you to search other libraries if your local library does not have the information you are looking for.

PERIODICALS

Another wonderful resource available to you is the periodical database. This database contains hundreds of thousands of articles and publications from a large variety of journals, magazines, and publications. Much of the recent and past research done within universities is published in a number of journals, each specific to a particular type of industry. When you are looking to find some good published material to reference for your presentation, this is great place to look.

NEWSPAPERS

Your local library will also have a section with several of the various local and national newspapers. They usually have the current paper along with some of the recent and past newspaper publications. On the morning of all my presentations, you can look at some of the local newspapers in your area (or the area you may be speaking at). You will be amazed how many times you will find a timely article related to your presentation. This not only serves as a good visual aid and prop, it also visually adds credibility to the information you read from the publication. When your audience sees you read from a source, they more readily accept that information. If that newspaper happens to be that morning’s newspaper, then you automatically have shown you have used the most current data.

REFERENCE WORKS

Several types of reference works are available. All of these sources have information collected and organized in an easy-to-use and easy-access format. Two of the most popular types of reference work are: Encyclopaedias. Finding just the right quotation for your presentation can add that special flare you are looking for.

THE INTERNET

The amount of information available to you today on the Internet is staggering. You can find the exact information you are looking for with a few clicks of your mouse. The Internet has changed how people do research and has had a big impact on your local library. You are actually able to search your local library’s database online without leaving your house. In fact, you can search libraries from all over the world and then request to have the book or resource sent to your local library, where you can pick it up. There are many Internet tools you can use, such as search engines, online databases, virtual libraries, and even private publications. Like any other resource, you need to verify and validate the information you find; there is a lot of incorrect information online as well. Regardless of which resources you use, the process from here remains the same. You have to select the information to use and then decide how much of it you will include in your presentation. To accomplish this, you need to know how long your presentation will be. The amount you will be able to discuss in a one-hour presentation differs from the amount you will talk about in a full-day workshop or even a 15-minute overview presentation. The level of the detail may be different in each case; however, the format or structure of your presentation should be the same in all cases. Deciding on the format is your next challenge. It is at this point that you need to decide how much material you will use and in what sequence you will present the material you have chosen. How much material you comfortably present will depend on the length of your presentation.

10. What role does audience and locale play while delivering a presentation?

We will consider an Engineer as a speaker, you will deliver official presentations to a wide variety of audiences with different levels of technical knowledge: graduate students, graduates, professors, university administrators, and managers and industry colleagues. Think about what your audience already knows about your topic. If you are not sure how to speak to your audience, imagine discussing your topic with a member of the audience. You could hire different dictionaries and sentence structures to discuss your work with another engineering student rather than defining a marketing student, right? Ideally, you talk to audience members in the field of shared knowledge and lead them to more understanding.

And try to anticipate the feelings of your audience. You should organize your presentation in a different way to a friendly audience than you would a stranger or hostile. Typically, friendly listeners can agree to an instant mention of your main point, followed by supporting information. Doubtful audiences, however, respond positively to the production of shared anxiety, followed by a “delayed thesis,” or the main point (Ramage & Bean, 1995, 164).

Finally, make sure you know what your audience likes the presentations. Does your audience expect or need PowerPoint or other presentation software? Do your audience, like Edward Tufte (2010), despise PowerPoint? Would your audience like other presentation modes, such as showing slides as Web pages (Olivo, 2006)? These types of questions may be difficult to answer for someone with limited knowledge of referrals, but doing the initial research on your audience's expectations will make you a more successful broadcaster/ effective presenter.

A thorough understanding of your audience is important for an effective

Presentation. Never overestimate an audience’s knowledge, never

Underestimate their intelligence. The following questions regarding the audience should be kept in mind before designing a presentation:

1. Who are they?

2. How many will be there?

3. Why are they coming?

4. What do they know about the subject?

5. Why are they interested in the subject?

6. What is their relationship to you?

These questions will hep you determine the perfect strategy to create and present your presentation. Remember your audience can be: friends, colleagues, clients, unknown people or a combination of all of these.

At the start of your presentation make eye contact with your audience. This

Will help you to assess whether they are reluctant, hostile, accepting, interested or simply dull.

One should always begin the presentation with a pleasant greeting and a smile.

Even though your audience might be well educated, don’t go for words rarely used in

Conversation, rather than impressing you will end up in confusing them.

The more meticulous you are in your choice of words, the greater are the

Effects of your oral presentation.

11. What is the importance of the subject of a presentation?

The first thing that must be kept in mind while making a presentation is the subject. Since content is central to any presentation, your content must be accurate, factual, and well-organized before there comes any kind of ornamentation to the main content. In an ideal world, you would have a thorough knowledge of your subject matter before you start to present, but we all know that doesn't happen every time. Our clients and supervisors give us assignments just outside our comfort zones, or we change jobs and have to learn new product lines, or a new issue comes up that we have to quickly learn, digest, and be able to explain to someone else.

Advances in presentation technology (like PowerPoints and multimedia) has made it easier to get distracted from the main content of the presentation. Many times, people spend hours working on slideshows and various little details in those slideshows when what really matters is the actual message. It's pretty easy to understand how this happens. Research is hard if you're working on a new subject. And if it's a familiar subject, you feel like you know it so well you don't even have to prepare.

However, keep in mind the great and famous presenters who shaped world history: Moses; Jesus; Gandhi; Martin Luther King, Jr.; Abraham Lincoln. What stands out about these speeches are the concepts expressed and the words used to express them. Most of these orators lived in a time before any kind of visual aids were available (except for Moses, who had the stone tablets) a lack of visuals forced speakers to focus on the message.

People will say that we live in an MTV-world, where everyone is so accustomed to bright colours and flashy packaging that they can't pay attention to anything else. But remember that glitz without substance is just like a tin-foil necklace--something to be tossed aside and forgotten at the earliest opportunity.

12. Explain what is meant by scope and purpose of a presentation.

The Scope of the Presentation

After the subject of a presentation is defined, the second step is defining the scope of the presentation. The scope of a presentation refers to how much of the subject is covered in the presentation or how much detail the presentation will encompass.

Depending upon the objectives of your presentation and the time you have been allotted, the scope of your presentation can be divided into two types:

1) A broad scope with less detail, or

2) A narrow scope allowing for greater detail.

The broader the scope of a presentation, the harder it becomes to go into detail of each specific topic. Similarly of the scope of the presentation is narrow, it allows you to go in depth regarding specific topics. Depth and scope of a presentation to be decided before starting to create the actual presentation, otherwise a lot of time would be wasted.

Depth and scope decide a duration of the presentation, it is essential to have a balance of depth and scope as the audience often tends to find longer presentations tedious and boring. There is a well-known saying that states 'a successful presentation needs a good beginning and a good ending, and these should be as close together as possible'.

This sentiment is truer now than ever before. Most people have more work than they can comfortably deal with in a working week and they do not appreciate having their time wasted unnecessarily. Even a well-structured and well-delivered presentation will be unpopular if the audience feels that it went on too long.

Know Your Purpose

The purpose of a presentation is a key factor in deciding the content and style of a presentation. Depending upon your purpose – to inform, to analyse, or to persuade – you can create a presentation that will elicit your required response from the audience and eliminate possibilities of unexpected output from them.

Below are some key points one must keep in mind while creating a purposeful presentation:

What's the Purpose of Your Presentation?

1. Specific. The objectives of a presentation must be precise, if they are too general or unspecific you might digress from the central idea of the presentation.
2. Measurable. They only way to know if you have achieved the purpose of your presentation is by measuring it. Therefore, it is essential to set measurable goals and not some far-fetched wayward objective.
3. Achievable. A good presentation is made with the audience in mind. The goals of a presentation should always be achievable with regards to the audience. If the goals are too distant the presentation might fail to make an impact on the audience.
4. Relevant. The presentation should be relevant to your audience and locale. It should be perfectly understood by every member of the audience.
5. Time. Is your purpose achievable in the available time? This is because a fifteen-minute presentation might be too short for a detailed understanding of a new product or a new piece of technology. But it might be just sufficient enough to explain a new procedure to a well experienced audience.