Introduction
The process of delivering a presentation involves three phases. In broad terms, the three phases are stages when the presenter has to review the logistics, delivery when the presenter has to balance preparation and verbal and nonverbal communication, and follow-up when the presenter has to carry put evaluation and general follow-up.
Thus, this reflective treatise attempts to explicitly describe the above elements of the systems approach for effective delivering presentation.
Systems approach for delivering effective presentations
Stage
This stage basically involves reviewing the logistics such as the environmental and facility requirements. It is important for a presenter to properly prepare the meeting room in order to make the audience comfortable. For example, the seating arrangement should be welcoming in line with the theme of the presentation.
Also, the tables and the lecterns should be carefully chosen. They should be within the theme of the presentation to ensure that the presenter and the audience are not distracted. It is necessary to locate the projection screen in the most strategic and visible area within the sight range of the presenter and the audience.
Still under the stage, the various facilities that are needed to support the delivery should be procured and installed in time. For instance, the balancing of the lights should be directly related to the theme of the presentation.
It is necessary to test and properly program the various equipments such as the computers, communication hookup, and the various players supporting the computer equipment. In fact, this element forms the primary factor of the initial reception of the message to be delivered and may be used by the audience to judge the seriousness of the presenter.
Moreover, the presenter should carry out a complete test of the sound system and ensure that it will be stable throughout the presentation.
It is necessary to avoid too loud or too soft sound system to minimize cases of strained audibility. Lastly, the presentation delivery building or area should be fitted with clean and adequate break areas and restrooms to enhance the comfort of the audience.
Actual delivery
Preparation
In order to facilitate proactive delivery by a presenter, it is important to draw a comprehensive outline that accommodates the preparation strategies, delivery methods, proper response strategies for special situations, and a mind map for evaluation of the post-presentation and follow up.
The above strategies act as a cushion to the presenter from technical hiccups during the presentation and follow-up. For instance, in order to carry out a fair presentation delivery, it is healthy for the presenter to carry out a thorough pre-delivery preparation.
This involves marking the sitting or standing position, mounting the right equipment, doing a rehearsal, and choosing the right dress code in line with the theme of the message or the nature of the presentation.
The presenter should have a proper knowledge of the presentation location and the general configuration of the presentation room for the benefits of quick acquaintance and personal use. There should be a pre-plan for technical assistance when the equipments fail or there is some equipment that cannot be acquired.
Basically, this will help to bridge the gap between technical aspects of the presentation and the actual presentation delivery. For example, as part of the rehearsal, the presenter should put all the points in his or her fingertips and consult others for a pre-presentation performance rating.
If this is not satisfactory, the presenter should enhance the practice or acquire visual aids. Basically, this preparation will help to build positive confidence within the presenter during the actual presentation delivery.
It is necessary to choose the appropriate dress code to create a friendly environment and positive reception between the audience and the presenter. For a formal presentation, the presenter should dress-up in a more formal attire to appropriately identify with a formal setting.
Generally, proper dress code may play a significant role towards the reception of the message being presented, regardless whether the presentation is in a formal or an informal setting.
Verbal and nonverbal communication
Verbal communication
A good presenter should be a rational thinker who speaks after thorough evaluation of his or her thoughts. It is critical to be selective with the choice of words to ensure that the audience is part of the presentation.
Generally, the presenter should be proactive on sentence construction to minimize cases of misinterpretation or ambiguity as perceived by the audience.
For instance, to keep the audience active, a good presenter should be humorous and systematically move the audience with personal reflections while ensuring that he or she does not introduce irrelevant topics.
It is necessary to be audible and very clear in sentence pronunciation because the message or the presentation is meant for the third party.
As a matter of fact, the reception of the presentation will largely depend on the personality, communication skills, and confidence of the presenter.
Nonverbal communication
Despite being a silent means of communication, nonverbal communication speaks a volume about the confidence, seriousness, and even the scope of the presentation. The nonverbal gestures will determine the audience’s reception of the message.
Thus, it is important for the person delivering the presentation to keep eye contact with the audience and try to be as natural as possible with his or her gestures and movements to create a warm interaction atmosphere.
For example, the person delivering a presentation should maximize his or her concentration level by avoiding the common sources of distraction such as gum chewing and tapping feet. Through concentration maximization, the audience will find the presentation is engaging and very professional.
This boosts the level of confidence in the message and the presenter. In the case of power point presentation or using visual equipment, it is necessary for the presenter to face the audience and have proper knowledge of the equipment.
Before answering the questions after a presentation, a presenter should have a proper knowledge of the question requirement before giving answers. It is important to give precise answers to one question with a positive and polite mood at a time.
This will protect the presenter from giving irrelevant answers or assuming the defensive position whenever sought upon to make clarifications. This will go a long way in helping the presenter to handle hostile questions and responding to ambiguous questions or disruptive listeners.
Post-presentation follow-up
A satisfactory presentation delivery is absolute when the post-presentation follow-up is completed. It is necessary to evaluate performance of the presentation against the objectives, content, and feedback from the audience.
This gives a rough picture of future improvements and actions to be followed. For instance, it is healthy to pass a vote of thanks at the end of a presentation for the audience to feel appreciated.