Module -IV

Lecture 16 - Individual presentation - Meaning –Steps for individual presentation; Group

presentation – Meaning – Stages of group presentation ; Impromptu presentation

Individual presentation-Meaning-steps:

Individual presentation:
In this presentation only one individual is the main and only working person. One
person create the presentation and then himself present it infront of group of listeners or
audience . No group cooperation required here .
Individual presentations enable a man to totally control the musings, thoughts,
and techniques for exhibiting without outside impact on the off chance that they pick. A
group presentation should be a topic with content that is settled upon by the majority of
the individual's presence. This takes into consideration more perspectives and can prompt
a general enhanced and compelling presentation.
While individual presentation enables somebody to work at their own relaxation
and pace, group presentations require a forfeit of time and expanded the effort to meet
outside of class and conceivably under insane circumstances. Group presentations
generally offer less adaptability and can be substantially harder to achieve things if an
excessive number of individuals are running in an excessive number of various
directions.
Steps in Preparing individual Presentation:

Planning Your Presentation

An overwhelming experience if you allow it to be one. The strategies and steps

below are provided to help you break down what you might view as a large job into
smaller, more manageable tasks.

Step 1: Analyze your audience

The first step in preparing a presentation is to learn more about the audience to whom
you'll be speaking. It's a good idea to obtain some information on the backgrounds,
values, and interests of your audience so that you understand what the audience members
might expect from your presentation.

Step 2: Select a topic

Next, if possible select a topic that is of interest to the audience and to you. It will be
much easier to deliver a presentation that the audience finds relevant, and more enjoyable
to research a topic that is of interest to you.

Step 3: Define the objective of the presentation

Once you have selected a topic, write the objective of the presentation in a single concise
statement. The objective needs to specify exactly what you want your audience to learn
from your presentation. Base the objective and the level of the content on the amount of
time you have for the presentation and the background knowledge of the audience. Use
this statement to help keep you focused as you research and develop the presentation.

Preparing the Content of Your Presentation

Step 4: Prepare the body of the presentation

After defining the objective of your presentation, determine how much information you
can present in the amount of time allowed. Also, use your knowledge about the audience
to prepare a presentation with the right level of detail. You don't want to plan a
presentation that is too basic or too advanced.

The body of the presentation is where you present your ideas. To present your ideas
convincingly, you will need to illustrate and support them. Strategies to help you do this
include the following:

 Present data and facts

 Read quotes from experts
 Relate personal experiences
 Provide vivid descriptions

And remember, as you plan the body of your presentation it's important to provide
variety. Listeners may quickly become bored by lots of facts or they may tire of hearing
story after story.

Step 5: Prepare the introduction and conclusion

Once you've prepared the body of the presentation, decide how you will begin and end
the talk. Make sure the introduction captures the attention of your audience and the
conclusion summarizes and reiterates your important points. In other words, "Tell them
what you're going to tell them. Tell them. Then, tell them what you told them."

During the opening of your presentation, it's important to attract the audience's attention
and build their interest. If you don't, listeners will turn their attention elsewhere and you'll
have a difficult time getting it back. Strategies that you can use include the following:

 Make the introduction relevant to the listeners' goals, values, and needs
 Ask questions to stimulate thinking
 Share a personal experience
 Begin with a joke or humorous story
 Project a cartoon or colorful visual
 Make a stimulating or inspirational statement
 Give a unique demonstration
During the opening you want to clearly present your topic and the purpose of your
presentation. Clearly articulating the topic and purpose will help the listeners focus on
and easily follow your main ideas.

During the conclusion of your presentation, reinforce the main ideas you communicated.
Remember that listeners won't remember your entire presentation, only the main ideas.
By reinforcing and reviewing the main ideas, you help the audience remember them.

Practicing and Delivering

Step 6: Practice delivering the presentation

Most people spend hours preparing a presentation but very little time practicing it. When
you practice your presentation, you can reduce the number of times you utter words and
phrases like, "um,""well," and "you know." These habits can easily diminish a speaker's
credibility. You can also fine-tune your content to be sure you make your most important
points in the time alloted.

In addition to planning the content of your presentation, you need to give advanced
thought to how you want to deliver it. Do you want to commit your presentation to
memory, use cards to guide you, or read from a script? Or, you might want to use a
combination of methods. To help you decide, read the advantages and disadvantages of
the four delivery methods described below.

Speaking from Memory

A distinct advantage of speaking from memory is your ability to speak to the

audience without relying on notes or a script. This allows you the flexibility to move
away from the podium and to maintain eye contact with the audience. However, speaking
from memory has disadvantages, too. Presentations from memory often sound rehearsed
and the possibility exists that you'll forget an important point, present information that's
inaccurate, or completely lose your train of thought. If you decide to deliver your
presentation from memory, have notes handy to jog your memory just in case!

Speaking from Notes

Many people like to speak from notes. Typically these notes are either on cards or
paper in outline form and contain key ideas and information. If you are using an
electronic presentation tool, you may be able to include your notes in the presentation
itself. The benefit of delivering a presentation from notes is that you sound natural rather
than rehearsed and you can still maintain relatively good eye contact with the audience.
The down side is that you might not express your key ideas and thoughts as well as you
may have liked had you planned your exact words in advance.
Speaking from text:

Speaking from text involves writing your speech out, word for word, then
basically reading from the text. As with speaking from memory, an advantage of this
method is that you plan, in advance, exactly what you're going to say and how you're
going to say it. A disadvantage is that you might appear to the audience to be stiff or
rehearsed. You will need to make frequent eye contact and speak with expression to
maintain the audience's interest.

Using a Combination of Methods

You may find the best method to be a combination of all three. For instance,
experts suggest you memorize the first and last ten minutes of your talk so that you can
speak flawlessly and without notes. Notes may be suitable for segments of your
presentation that you know very well, for example, relating a personal story. Finally,
speaking from a text might be appropriate when you have quotes or other important
points that you want to make sure you communicate accurately and completely. You can
make a smooth segue to written text by saying something like: "I want to read this quote
to you verbatim, to ensure that I don't distort the original intent."

Individual presentations:

1. Individual Presentations allow a person to completely control the thoughts,

ideas, and methods of presenting without outside influence if they choose
2. While individual presentations allow someone to work at their own leisure and
pace, group projects require a sacrifice of time and increased effort.
3. Individuals can control how they present, what they present, and many other
aspects when presenting individually.
4. An individual presentation is based solely on one person‘s thoughts, time,
and effort.
5. An individual presentation is your own unique ideas and you can work at your
own pace
6. Individual presentations are always easier. It‘s an individual‘s work, ideas and
creativity‘ that will either make the presentation successful or unsuccessful.
7. In individual presentations, the Whole burden is on a single individual.

Group presentation-Meaning-Stages of group presentation

Group presentation :

In the the group of few person are collaborate with each other and whole group
make the presentation then divide this presentation to present it in front of other. The
every participation of the group is important here and everyone have to participate.
Stages:
  Stage 1: Forming
 Stage 2: Storming
 Stage 3: Norming
 Stage 4: Performing
 Stage 5: Adjourning

This article provides background on each stage and an example of a team going through
all five stages.

Stage 1: Forming

The "forming" stage takes place when the team first meets each other. In this first
meeting, team members are introduced to each. They share information about their
backgrounds, interests and experience and form first impressions of each other. They
learn about the project they will be working on, discuss the project's objectives/goals and
start to think about what role they will play on the project team. They are not yet working
on the project. They are, effectively, "feeling each other out" and finding their way
around how they might work together.

During this initial stage of team growth, it is important for the team leader to be
very clear about team goals and provide clear direction regarding the project. The team
leader should ensure that all of the members are involved in determining team roles and
responsibilities and should work with the team to help them establish how they will work
together ("team norms"). The team is dependent on the team leader to guide them.

Stage 2: Storming

As the team begins to work together, they move into the "storming" stage. This
stage is not avoidable; every team - most especially a new team who has never worked
together before - goes through this part of developing as a team. In this stage, the team
members compete with each other for status and for acceptance of their ideas. They have
different opinions on what should be done and how it should be done - which causes
conflict within the team. As they go progress through this stage, with the guidance of the
team leader, they learn how to solve problems together, function both independently and
together as a team, and settle into roles and responsibilities on the team. For team
members who do not like conflict, this is a difficult stage to go through.

The team leader needs to be adept at facilitating the team through this stage -
ensuring the team members learn to listen to each other and respect their differences and
ideas. This includes not allowing any one team member to control all conversations and
to facilitate contributions from all members of the team. The team leader will need to
coach some team members to be more assertive and other team members on how to be
more effective listeners.

This stage will come to a closure when the team becomes more accepting of each
other and learns how to work together for the good of the project. At this point, the team
leader should start transitioning some decision making to the team to allow them more
independence, but still stay involved to resolve any conflicts as quickly as possible.

Some teams, however, do not move beyond this stage and the entire project is
spent in conflict and low morale and motivation, making it difficult to get the project
completed. Usually teams comprised of members who are professionally immature will
have a difficult time getting past this stage.

Stage 3: Norming

When the team moves into the "norming" stage, they are beginning to work more
effectively as a team. They are no longer focused on their individual goals, but rather are
focused on developing a way of working together (processes and procedures). They
respect each other's opinions and value their differences. They begin to see the value in
those differences on the team. Working together as a team seems more natural. In this
stage, the team has agreed on their team rules for working together, how they will share
information and resolve team conflict, and what tools and processes they will use to get
the job done. The team members begin to trust each other and actively seek each other
out for assistance and input. Rather than compete against each other, they are now
helping each other to work toward a common goal. The team members also start to make
significant progress on the project as they begin working together more effectively.

In this stage, the team leader may not be as involved in decision making and
problem solving since the team members are working better together and can take on
more responsibility in these areas. The team has greater self-direction and is able to
resolve issues and conflict as a group. On occasion, however, the team leader may step in
to move things along if the team gets stuck. The team leader should always ensure that
the team members are working collaboratively and may begin to function as a coach to
the members of the team.

Stage 4: Performing

In the "performing" stage, teams are functioning at a very high level. The focus is
on reaching the goal as a group. The team members have gotten to know each other, trust
each other and rely on each other.

Not every team makes it to this level of team growth; some teams stop at Stage 3:
Norming. The highly performing team functions without oversight and the members have
become interdependent. The team is highly motivated to get the job done. They can make
decisions and problem solve quickly and effectively. When they disagree, the team
members can work through it and come to consensus without interrupting the project's
progress. If there needs to be a change in team processes - the team will come to
agreement on changing processes on their own without reliance on the team leader.

In this stage, the team leader is not involved in decision making, problem solving
or other such activities involving the day-to-day work of the team. The team members
work effectively as a group and do not need the oversight that is required at the other
stages. The team leader will continue to monitor the progress of the team and celebrate
milestone achievements with the team to continue to build team camaraderie. The team
leader will also serve as the gateway when decisions need to be reached at a higher level
within the organisation.

Even in this stage, there is a possibility that the team may revert back to another
stage. For example, it is possible for the team to revert back to the "storming" stage if one
of the members starts working independently. Or, the team could revert back to the
"forming" stage if a new member joins the team. If there are significant changes that
throw a wrench into the works, it is possible for the team to revert back to an earlier stage
until they are able to manage through the change.

Stage 5: Adjourning

In the "adjourning" stage the project is coming to an end and the team members
are moving off into different directions. This stage looks at the team from the perspective
of the well-being of the team rather than from the perspective of managing a team
through the original four stages of team growth.

The team leader should ensure that there is time for the team to celebrate the
success of the project and capture best practices for future use. (Or, if it was not a
successful project - to evaluate what happened and capture lessons learned for future
projects). This also provides the team the opportunity to say good-bye to each other and
wish each other luck as they pursue their next endeavour. It is likely that any group that
reached Stage 4: Performing will keep in touch with each other as they have become a
very close knit group and there will be sadness at separating and moving on to other
projects independently.

Group presentations:

1. A group presentation is supposed to be a subject matter with content that is agreed

upon by all of the members present. This allows for more viewpoints and can lead
to an overall improved and effective presentation.
2. Group presentations offer less flexibility and can be much harder to accomplish
things if too many people are running in too many different directions.
3. Group presentations involve a team or group of people. These group presentations
can be productive or not productive because of the different skills and levels of
the group members.
4. A group presentation needs to incorporate the thoughts and opinions of the people
in that group.
5. With a group presentation, you can get a variety of different opinions and
combine each other‗s ideas and strengths.
6. A group presentation may be able to save time because of a lot of people are
working on it; however, scheduling can delay time with a group as well.
 7. Whereas, group presentations entails less stress and less overall work and allows
people to get to know one another.

Group presentations require more responsibility.

Impromptu Presentation:

An impromptu speech, by definition is the one that a speaker delivers without

any prior preparation on the topic.Impromptu,itself,means “doing something
without preparation”

Rule of Three:

Organize your speech or presentation into three main categories: an opening,

a body, and a closing. Managing these three pieces of the demonstration is a quick
way to coordinate your information in a concise and simple way. Remember to use
supporting visuals – pictures, graphs, media – and use technology to your
advantage. For example, if you’re having trouble incorporating a video (a classic
PowerPoint letdown), you can use plugins to insert video into PowerPoint for you.
Taking the tech shortcuts allows you to speed the organization process up so you
can focus on the actual content of your message.
Back to the structure. Your opening should be attention grabbing. Just because
you‘re on short notice doesn‘t mean you should miss any opportunities to be humorous or
witty. Chances are that if you‘re asked to report on the fly, you‘re going to do so on a
specific subject—such as a status report on a remote team, or the progress of a particular
project in your department. This knowledge should help you telescope your effort to
contain only the most important information that you‘ll place in the body of your
message.

In the body of the meeting, you should plan to cover no more than three main
pieces of information. It is generally regarded that people retain information better when
it comes in chunks of three (A-B-C, 1-2-3, Three Blind Mice, Three Musketeers, etc.).

For example, in your body the three main points might be:

1. This is where we are in the project

2. These are our budget restrictions/concerns/roadblocks
3. This is how we plan to traverse the roadblocks and move forward

If the information being covered in these three points seems unclear or needs further
explanation, now is the time to clarify.

When wrapping up the presentation, remember to summarize your main points and end
with a closing statement. For example, a powerful closing statement could reference your
opening question or hook. Finish the presentation by calling the audience to action or
reaffirming everyone‘s commitment or role in the project.
Lecture 17 - Public speaking : meaning – Points to be considered in public speaking –
Effective public speaking: Group Discussion: Meaning –Procedure – Advantages –
Limitations ;Seminar Conferences : Definition and meaning – Steps in organizing
seminar / conferences / symposium / workshop
Public speaking-meaning:
It is the process of communicating information to an audience.it is usually done
before a large audience like in school and workplace.
Points to be considered in making effective public speaking:
1. Prepare the speech
2. Research your audience
3. Don‘t read your speech
4. Think beyond the words
5. Practice makes perfect
6. Avoid the PowerPoint death sentence.
7. Personalize what you have to say
8. Being nervous is good
9. Hope for the best, prepare for the worst
10. Observe and learn from the experts

1. Prepare the speech:

If you are giving a presentation or seminar, preparation will be crucial. You will also
have to practice and decide how much use you will make of the following:

 All written out or just notes?

 Will you use PowerPoint slides?
 Are you aware of your breathing while practicing?
 Are you familiar with the venue?
 Do you know what equipment is available?

2. Research your audience

In my case this was easy, as it was family and friends. Anecdotes about my brother were
expected and appreciated. But when you are in front of a business audience, it is
important to know their background. Are they colleagues, middle managers or trainees?
Finding out about their business experience and their companies will be very important.
Armed with this information, you can make a passing reference to their company‘s
history or profile, which they can relate to.

3. Don’t read your speech

There are several reasons why this could be disastrous:

 You may bore the audience

 You will almost certainly not succeed in getting their attention
  You will never make eye contact
 You are at risk of mumbling or failing to speak clearly.

4. Think beyond the words

Let‘s face it. You are communicating a message or information, or entertaining. Or it

may be a combination of all three. The words you are using are merely a vehicle for
conveying your ideas. They are not sufficient on their own. You also have to use the
following:

 Body language
 Tone of voice
 Speed of delivery
 Pauses
 Emphasis
 gestures

Get the combination of all these right and you will make a great speech.

5. Practice makes perfect

You need to get really familiar with the contents of your speech. If you lack confidence,
the best way to do this is to try and memorize the main points, and you can use a list of
notes for this. You have to go over and over it again, timing yourself so that you do not
go over the time allocated. If you prefer, you can also use cards with the main points on
them, just in case you forget. A good idea is to number the cards, just in case you drop
them!

6. Avoid the PowerPoint death sentence

People refer to ‗death by PowerPoint‘ because these visuals, while an excellent tool, can
become deadly boring, especially if you read what is written on them. Your audience can
read too!

It is important to keep the number of slides to a minimum. It is a visual aid and it is not
supposed to substitute for you. Go for facts and figures, charts, graphs, or something
visually stimulating such as a dramatic photo.

7. Personalize what you have to say

People still love stories. An anecdote or two can work wonders. Tell them about your
personal involvement in a project and what went right or wrong. Jokes are great too,
although these should be kept to a minimum. All these things are important for bonding
with your audience.
8. Being nervous is good

You may think that all those irritating and embarrassing symptoms of butterflies in your
stomach and a tremor in your voice and hand is going to mean you fail.

But look at it this way: These are just minor things that are happening because your
adrenaline is flowing. This is giving you more energy, more determination, and also a
much sharper you. Concentrate on these aspects so that you can power up rather than
become a frightened mouse. These are primeval instincts to help you fight. Forget the
flight bit. It will all be over soon.

9. Hope for the best, prepare for the worst

While remaining upbeat and confident, there‘s no harm in being aware of what could go
wrong and to have a contingency plan up your sleeve. Here are some common situations
you may encounter:

 Make sure there is a glass of water on the lectern. When your mouth becomes
impossibly dry, this is a life saver.
 Check to see that everything is working beforehand and that the PowerPoint is all
set up. Do a trial run, if possible.
 If you forget the next point, refer to your notes. These should be brief and
clear, with main points highlighted.
 You will not be judged on your quivering voice. You are not doing an audition for
a Hollywood film, so concentrate on getting your message across.

10. Observe and learn from the experts

When practicing your presentation or speech, watch people speaking on YouTube.

Observe people who you think are great communicators and whom you admire. Watch
how they use pauses for effect. Study their speed of delivery and also their body
language. Remember that they started out like you and were probably just as nervous and
phobic about the whole thing.

One comforting thought is that one journalist noted that President George Washington, in
making his inaugural speech, was as nervous as hell. He was ―so visibly perturbed that his
hand trembled and his voice shook so that he could scarcely be understood.‖ Nobody ever
judged George Washington‘s achievements by his public speaking