Crafting Compelling Presentations: A Comprehensive Guide

BSBCMM401 Make a presentationLearner GuideBSBCMM401 Make a presentationLearner Guide BSBCMM401 Make a presentation Learner Guide BSBCMM401 Make a presentation Learner Guide BSBCMM401 Make a presentation Table of Contents Table of Contents3 Unit of Competency6 Performance Criteria7 Foundation Skills8 Assessment Requirements9 Housekeeping Items10 Objectives10 1. Prepare a presentation11 1.1 Plan and document presentation approach and intended outcomes13 Why Present?13 Research the topic and the participants14 Plan an approach for delivery14 Prepare well in advance15 Be an excellent negotiator15 Have a good working knowledge of what they are communicating to the participants15 Inspire the participants to take further action15 Dealing with nerves15 What’s the worst that can happen?16 Activity 1.1.117 1.2 Choose presentation strategies, format and delivery methods that match the characteristics of the target audience, location, resources and personnel needed17 Verbal presentations19 Case Studies19 Role Plays19 Demonstrations19 Group Work or Discussions19 Understanding Participant Characteristics or Special Needs20 Activity 1.2.122 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 ideas23 Activity 1.3.124 Visual25 Auditory25 Kinaesthetic25 Group Discussion or Brainstorming26 Role Plays or Case Studies27 Use of Extra Resources and Demonstrations28 Activity 1.3.229 Activity 1.3.333 Activity 1.3.435 1.4 Brief others involved in the presentation on their roles/responsibilities within the presentation36 Activity 1.4.137 1.5 Select techniques to evaluate presentation effectiveness38 Activity 1.5.139 2. Deliver a presentation40 2.1 Explain and discuss desired outcomes of the presentation with the target audience41 Your expectations41 The ground rules41 Their expectations41 Timing42 Rules for questions etc42 2.2 Use presentation aids, materials and examples to support target audience understanding of key concepts and central ideas43 2.3 Monitor non-verbal and verbal communication of participants to promote attainment of presentation outcomes45 Activity 2.1.1, 2.2.1 and 2.3.146 2.4 Use persuasive communication techniques to secure audience interest47 Activity 2.4.148 Body Language48 Activity 2.4.255 2.5 Provide opportunities for participants to seek clarification on central ideas and concepts, and adjust the presentation to meet participant needs and preferences56 Activity 2.5.158 Dealing with Questions59 2.6 Summarise key concepts and ideas at strategic points to facilitate participant understanding61 Activity 2.6.163 3. Review the presentation64 3.1 Implement techniques to review the effectiveness of the presentation64 3.2 Seek and discuss reactions to the presentation from participants or from key personnel involved in the presentation68 Activity 3.1.1 and 3.2.171 3.3 Utilise feedback from the audience or from key personnel involved in the presentation to make changes to central ideas presented72 Skills and Knowledge Activity73 Major Activity – An opportunity to revise the unit74 Unit of Competency Application This unit covers the skills and knowledge required to prepare, deliver and review a presentation to a target audience. This unit applies to individuals who may be expected to make presentations for a range of purposes, such as marketing, training and promotions. They contribute well developed communication skills in presenting a range of concepts and ideas. No licensing, legislative or certification requirements apply to this unit at the time of publication. Unit Sector Communication – Interpersonal Communication Performance Criteria Element Elements describe the essential outcomes. Performance Criteria Performance criteria describe the performance needed to demonstrate achievement of the element. Prepare a presentation Plan and document presentation approach and intended outcomes Choose presentation strategies, format and delivery methods that match the characteristics of the target audience, location, resources and personnel needed 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 Brief others involved in the presentation on their roles/responsibilities within the presentation Select techniques to evaluate presentation effectiveness Deliver a presentation Explain and discuss desired outcomes of the presentation with the target audience Use presentation aids, materials and examples to support target audience understanding of key concepts and central ideas Monitor non-verbal and verbal communication of participants to promote attainment of presentation outcomes Use persuasive communication techniques to secure audience interest Provide opportunities for participants to seek clarification on central ideas and concepts, and adjust the presentation to meet participant needs and preferences Summarise key concepts and ideas at strategic points to facilitate participant understanding Review the presentation Implement techniques to review the effectiveness of the presentation Seek and discuss reactions to the presentation from participants or from key personnel involved in the presentation Utilise feedback from the audience or from key personnel involved in the presentation to make changes to central ideas presented Foundation Skills This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance. Reading Reviews and analyses documents to identify information relevant to a specific presentation Writing Develops material to convey ideas and information to target audience in an engaging way Oral Communication Presents information using words and non-verbal features appropriate to the audience and context Uses listening and questioning techniques to gather information required to develop or modify presentations Interprets audience reactions and changes words or non-verbal features accordingly Interact with others Selects and uses appropriate conventions and protocols to encourage interaction or to present information Demonstrates sophisticated control over oral, visual and written formats, drawing on a range of communication practices to achieve goals Recognises the need to alter personal communication style in response to the needs or expectations of others Get the work done Takes responsibility for planning, sequencing and prioritising tasks and own workload to achieve outcomes Uses feedback from others, analytical and lateral thinking to review current practices and develop new ideas Uses the main features and functions of digital tools to complete work tasks Assessment Requirements Performance Evidence Evidence of the ability to: Prepare and deliver presentations related to occupation or area of interest which demonstrate the use of: Effective presentation strategies and communication principles Aids and materials to support the presentation Select and implement methods to review the effectiveness of own presentation and document any changes which would improve future presentations. Knowledge Evidence To complete the unit requirements safely and effectively, the individual must: Identify information collection methods that will support review and feedback of presentations Identify regulatory and organisational obligations and requirements relevant to presentations Describe the principles of effective communication Describe the range of presentation aids and materials available to support presentations. Assessment Conditions Assessment must be conducted in a safe environment where evidence gathered demonstrates consistent performance of typical activities experienced by individuals using interpersonal communication skills in the workplace and include access to: Equipment, materials and business software packages for making a presentation Business technology Interaction with others. Assessors must satisfy NVR/AQTF assessor requirements Links Companion volumes available from the IBSA website: http://www.ibsa.org.au/companion_volumes - http://www.ibsa.org.au/companion_volumes Housekeeping Items Your trainer will inform you of the following; Where the toilets and fire exits are located, what the emergency procedures are and where the breakout and refreshment areas are. Any rules, for example asking that all mobile phones are set to silent and of any security issues they need to be aware of. What times the breaks will be held and what the smoking policy is. That this is an interactive course and you should ask questions. That to get the most out of this workshop, we must all work together, listen to each other, explore new ideas, and make mistakes. After all, that’s how we learn. Ground rules for participation; Smile Support and encourage other participants When someone is contributing everyone else is quiet Be patient with others who may not be grasping the ideas Be on time Focus discussion on the topic Speak to the trainer if you have any concerns Objectives Discover how to prepare a presentation Learn how to deliver a presentation Understand how to review the presentation Gain the skills and knowledge required for this unit 1. Prepare a presentation 1.1Plan and document presentation approach and intended outcomes 1.2Choose presentation strategies, format and delivery methods that match the characteristics of the target audience, location, resources and personnel needed 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 1.4Brief others involved in the presentation on their roles/responsibilities within the presentation 1.5 Select techniques to evaluate presentation effectiveness 1.1 Plan and document presentation approach and intended outcomes Why Present? Delivering a presentation provides an opportunity for the presenter to share knowledge or impart information to the people who are being presented to. It can be a daunting experience to some, but with careful preparation and a few tricks up your sleeve, it should be a fairly painless procedure. Stephen Covey states that you should “Begin with the end in mind”. This is true for any presentation. By knowing what you want the participants to get out of the presentation, you can then develop the presentation around these objectives. 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 decision maker) A presentation to a large group of people Team presentations – where more than one person is delivering the content Ideally, most presentations should be delivered in an enthusiastic manner. Enthusiasm alone is not enough however. The presenter 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 Let’s look that the steps outlined above in further detail; Research the topic and the participants A good presenter should always be well versed in the topic they are delivering – that is the basic prerequisite for a good presentation. It is also a good way to ensure nerves are kept under control, and it means there is less likely to go wrong. There may always be a small amount of nervousness when presenting, and it is a good idea to use some of that adrenaline to your advantage to keep the audience motivated and inspired. Knowing the topic is usually achieved by determining who the target group is going to be, then deciding on the intended outcomes based on the group and their needs. Prior to preparing a presentation that is to be delivered to a group of participants however, you should ask yourself the following questions to determine who the participants are; Why have I been asked to do the presentation? What do the participants hope to get out of the presentation? What is their current knowledge on the subject I am presenting? Why are they attending the presentation? How many people are attending? Where is it being held? What equipment and resources will I have access to? What are the backgrounds of the participants? What are their job roles? Would they have already attended something like this in the past? If so, how can I make my presentation different? Plan an approach for delivery When preparing 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? Prepare well in advance You should always be well prepared and well versed on what you will be saying during the presentation. This means you as the presenter can appear more confident and professional, and far more organised (even if sometimes you may not fee so confident). Preparation involves doing your research and understanding the content of your presentation, understanding the target group and what they hope to get out of the presentation you are delivering. Be an excellent negotiator An effective presenter can negotiate so well that everyone wins from the situation. Develop these skills and practice them every day so you can be the best negotiator you can be. You may like to consider doing a negotiation course to improve your skills. Have a good working knowledge of what they are communicating to the participants Not only should you know the content that you plan on communicating to your audience, your actual communication skills should be well developed also. Communicating with others is based on the following; Sharing and communicating our opinions and ideas with others Communicating so that our needs can be met Communicating so that the needs of others can be met Influencing people to take further action Inspire the participants to take further action The participants should walk away from a presentation inspired to take further action. You as the presenter should be relaying back a story to them about your services, yourself or your company, depending on what you the objectives of the presentation are. A successful presentation usually means that when you are finished, the participants have agreed to do something or to take further action. Dealing with nerves Being nervous before a presentation can be a normal situation for most people. You can utilise the nerves and make them work to your advantage by using the adrenalin to make the presentation more inspiring and energetic. However, when your nerves get in the way o