Chapter 15 - Presentation and data response

Question 1

• Outline/Explain factors that must be considered when preparing for a presentation. (Before the presentation)

Answer 1

• Must have a clear purpose/intentions/objectives and main points of the presentation.
• Main aims captured in the introduction/opening statement of the presentation.
• Information presented should be relevant and accurate.
• Fully conversant with the content/objectives of the presentation. - Know what you are talking about
• Background/size/pre-knowledge of the audience to determine the appropriate visual aids. - how much do they know already
• Prepare a rough draft of the presentation with a logical structure (intro, body, conclusion)
• The conclusion must summarise the key facts and how it relates to the objectives
• Find out about the venue for the presentation, e.g. what equipment is available/appropriate/availability of generators as backup to load shedding.
• Consider the time frame for presentation, e.g. fifteen minutes allowed.
• Rehearse to ensure a confident presentation/effective use of time management.
• Prepare for the feedback session, by anticipating possible questions/ comments.

Question 2

Outline/Explain factors that must be considered by the presenter while presenting

(During the presentation)

Answer 2

• Establish credibility by introducing yourself at the start.
• Mention/Show most important information first.
• Make the purpose/main points of the presentation clear at the start of the presentation.
• Use suitable section titles/headings/sub-headings/bullets.
• Summarise the main points of the presentation to conclude the presentation.
• Stand in a good position/upright, where the audience can clearly see the presenter
• Avoid hiding behind equipment.
• Do not ramble on at the start, to avoid losing the audience/their interest.
• Capture listeners’ attention/Involve the audience with a variety of methods, e.g. short video clips/sound effects/humour, etc.
• Maintain eye contact with the audience.
• Be audible to all listeners/audience.
• Vary the tone of voice/tempo within certain sections to prevent monotony.
• Make the presentation interesting with visual aids/anecdotes/Use visual aids effectively.
• Use appropriate gestures, e.g. use hands to emphasize points.
• Speak with energy and enthusiasm.
• Pace yourself/Do not rush or talk too slowly
• Keep the presentation short and simple.
• Conclude/End with a strong/striking ending that will be remembered.

Question 3

Explain how to respond to questions about work and presentations/handle feedback after a presentation in a non-aggressive and professional manner.

(After the presentation)

Answer 3

• Ensure you stand up throughout the feedback session.
• Ensure you are polite/confident/courteous.
• Ensure you understands each question/comment before responding.
• Listen and then respond.
• Provide feedback as soon as possible after the observed event.
• You should be direct/honest/sincere.
• Use simple language/support what you say with an example/ Keep answers short and to the point.
• Encourage questions from the board of directors.
• Always address questions and not the person.
• Acknowledge good questions.
• Rephrase questions if uncertain
• Do not get involved in a debate.
• Don’t avoid the question if you don’t know the answer; but rather refer it to the board of directors.
• Address the full board of directors and not only the person asking the question.

Question 4

Explain/Suggest/Recommend areas of improvement in the next presentation. (After the presentation).

Answer 4

• Revise objectives that were not achieved.
• Use humour appropriately.
• Always be prepared to update/keep her information relevant.
• Reflect on any problem/criticism and avoid it in future presentations.
• Any information that you receive as feedback from a presentation should be analysed and where relevant, incorporated/used to update/amend the presentation.
• Reflect on the time/length of the presentation to add/remove content.
• Increase/Decrease the use of visual aids or replace/remove aids that did not work well.
• Reflect on the logical flow of the format/slides/application of visual aids.

Question 5

Discuss/Explain how to design a multimedia presentation to include visual aids

Answer 5

• Start with the text.
• Select the background.
• Choose images/graphics that may help to communicate the message.
• Add special effects, like sound and animation
• Use legible font and font size
• Keep slides/images/graphs/font simple.
• Make sure there are no spelling errors.
• Use bright colours to increase visibility.
• Limit the information on each slide.

Question 6

Give examples of non-verbal presentations as well as other non-verbal types of information such as pictures and photographs

Answer 6

Non-verbal presentation

• Electronic Slides/slide shows
• Hand-outs
• Tables
• Graphs
• Diagrams
• Illustrations
• Flip-charts

Non-verbal types of information

• Pictures
• Photographs

Question 7

Explain/Evaluate the effectiveness/advantages/ disadvantages of power point slides

Answer 7

POWERPOINT SLIDES

Advantages

Disadvantages

• Easy to combine with sound/video clips
• Video clips provide variety and capture the attention of the audience.
• Unable to show slides without electricity/data projector.
• Less effective to people with visual impairments.

Question 8

Effectiveness of overhead projector

Answer 8

OVERHEAD PROJECTOR

Advantages

Disadvantages

• Summaries/Simple graphics may be easily explained on transparencies.
• Transparencies can be prepared manually or electronically on the computer.
• Not easy to combine with sound/audio.
• Unorganised transparencies may convey

an unprofessional image.

Question 9

Effectiveness Interactive whiteboard

Answer 9

INTERACTIVE WHITEBOARD/SMART BOARDS

Advantages

Disadvantages

• Images can be projected directly from a computer so no external projector is necessary.
• Additional notes that were added during the presentation can be captured on the computer after the presentation.
• Can only be used by a presenter who knows its unique features.
• Cannot be connected to any computer as special/licensed software is needed to use
  *

Question 10

Effectiveness: Handouts

Answer 10

HANDOUTS

Advantages

Disadvantages

• Meaningful hand-outs may be handed out at the start of the presentation to attract attention.
• Copies of hand-outs can be distributed at the end of the presentation as a reminder of the key facts.
• Handing out material at the start of the presentation may distract the audience.
• Some details might be lost/omitted as it

only summarises key information.

Question 11

Effectiveness Posters

Answer 11

POSTERS/SIGNS/BANNERS/PORTABLE ADVERTISING STANDS/FLAGS

Advantages

Disadvantages

• Useful in promoting the logo/vision of the business.
• Able to make a positive impact when placed strategically in/outside the venue
• Only focusses on visual aspects as it

cannot be combined with sounds.

• May not always be useful in a small venue/audience as it can create a

‘crowded’ atmosphere.

Question 12

Effectiveness Flipcharts

Answer 12

FLIPCHARTS/WHITEBOARDS

Advantages

Disadvantages

• Mainly used for a small audience to note down short notes/ideas.
• Very effective in brainstorming sessions as suggestions are summarized/listed
• Illegible handwriting may not contribute to a professional image.
• It is time consuming to prepare