INTERNATIONAL ISLAMIC UNIVERSITY ISLAMABAD
ORAL COMMUNICATION AND PRESENTATION SKILLS
SUBMITTED BY:
SANDLEEN TARIQ (1097-FMS/BSAF/F23)
ALIA UROOJ (1093-FMS/BSAF/F23)
LAIBA MUSHTAQ (1104-FMS/BSAF/F23)
FILZA FATIMA (1090-FMS/BASF/F23)
TAIBA FATIMA (1059-FMS/BSAF/F23)
SIDRA SHAFI (1064-FMS/BASF/F23)
SUBMITTED TO:
MAM KIRAN KAYANI
KEY CONSIDERATIONS IN DEVELOPING AND ORGANIZING
PRESENTATIONS
INTRODUCTION:
Presentations are an effective way to communicate ideas, share
information, and persuade an audience. Whether the purpose is
educational, persuasive, or informative, developing and organizing a
presentation requires careful planning and execution. This report outlines
the essential factors to consider while creating a presentation, including
understanding the audience, defining objectives, structuring content,
designing visuals, and practicing delivery.
HOW TO ORGANIZE A PRESENTATION:
From health care facilities and pharmaceutical companies to law firms and
finance agencies, virtually every business relies on high-quality
presentations to communicate with team members and sell their products
to investors, other companies, and potential consumers. The ability to craft
a strong, compelling presentation is a vital skill for professionals involved in
all industries, but most people find the prospect of presenting to an
audience stressful and intimidating. Thankfully, carefully planning and
structuring a presentation can help you to deliver a persuasive message,
demonstrate your experience and authority on the subject, and accomplish
your goals.
Why Is Organization of a Presentation Important?
People have undoubtedly experienced several presentations throughout
their business career with varying degrees of success. Some presentations
may have educated or inspired us, while others were so dull we may have
forgotten about them as soon as we left the room. The difference between
the two presentations was likely not solely due to the knowledge or
enthusiasm of the speaker, but because the former understood the
importance of organizing the presentation to engage the audience.
Powerful speakers know how to structure their message in a simple,
straightforward, and logical manner to capture the audience’s attention,
keep them interested, and ensure they can gain valuable information from
the presentation.
In fact, research from Stanford University has demonstrated that an
audience is able to retain information 40% more accurately when the
speaker presents their message in a meaningful structure than when they
do so in an unstructured format. Establishing a solid structure for your
presentation helps your audience know what to expect at each stage and
guides them along the process so they can absorb what you are sharing
with them. This not only helps the audience follow along, but it is also vital
for you as the speaker. By structuring your presentation, you can ensure
you remember your talking points, keeping you on track and letting you
avoid awkward pauses or confusing transitions.
● Understanding the Audience
Before preparing a presentation, it is essential to understand the
audience. Knowing their expectations, interests, and knowledge level
will help tailor the content accordingly.
The audience is the group of people who will listen to you, so
knowing who they are and what they need helps you connect with
them.
1. Who Are Your Audience Members?
Think about the characteristics of the people who will attend your
presentation.
1. Age:
• Are they children, teenagers, adults, or older adults?
• Younger audiences may prefer simple language and exciting
visuals, while adults might focus more on facts and examples.
2. Job or Profession:
• Are they students, business professionals, or experts in a
specific field?
• Example: If you’re speaking to doctors, you can use medical
terms. But for a general audience, you’ll need to simplify those
terms.
3. Cultural Background:
• Different cultures may have different values, traditions, or
preferences.
• Example: In some cultures, humor might be appreciated, while
in others, it might not be suitable.
4. Knowledge Level:
• Do they already know a lot about the topic, or are they
beginners?
• Example: If you’re talking about technology to a beginner
audience, explain the basics first. But if they are experts, focus
on advanced topics.
Tip: Think about what the audience already knows and build on that.
2. Why Are They Attending?
People come to a presentation for different reasons. Understanding their
purpose helps you focus on what they need.
1. To Learn Something New:
• Some audiences attend to gain knowledge.
• Example: A workshop on time management would attract
people who want to improve their productivity.
2. To Solve a Problem:
• If your audience has a problem, they will look for solutions in
your presentation.
• Example: If you’re presenting on reducing workplace stress,
offer practical tips they can use immediately.
3. For Decision-Making:
• Sometimes, your audience needs information to make a
decision.
• Example: A company’s management team might attend your
presentation to decide on adopting a new software.
Tip: Ask yourself, “What does the audience want to take away from
this presentation?”
3. How Does the Audience Prefer to Learn?
Different people have different learning styles. Adapting to their
preferences makes your presentation more effective.
1. Visual Learners:
• They learn best through images, charts, and videos.
• Example: Use colorful slides, graphs, or videos to explain your
points.
2. Auditory Learners:
• They prefer listening to explanations and discussions.
• Example: Explain concepts clearly and include interesting
stories or examples.
3. Interactive Learners:
• They like hands-on activities and discussions.
• Example: Include a group activity, a poll, or ask questions to
involve them.
Tip: Use a mix of visuals, speech, and interaction to keep everyone
engaged.
4. What Is Their Attitude Towards the Topic?
It’s important to know how the audience feels about your topic.
1. Supportive:
• If the audience agrees with you, focus on strengthening their
understanding.
• Example: If you’re presenting about environmental protection
a group of activists, give them more ideas to act on.
2. Neutral:
• If the audience doesn’t have strong opinions, use facts, stories,
and examples to persuade them.
• Example: If you’re discussing renewable energy with a general
audience, explain why it’s beneficial.
3. Skeptical:
• If the audience disagrees or is unsure, address their concerns
respectfully.
• Example: If talking to a skeptical audience about the benefits of
electric cars, share real-life success stories and data to build
trust.
Tip: Be respectful and prepared to handle different opinions.
5. How Big Is the Audience?
The size of the audience can also affect your approach.
1. Small Groups:
• You can be more interactive and have personal discussions.
• Example: In a team meeting, ask everyone to share their
thoughts.
2. Large Groups:
• Focus on clear visuals and strong delivery since personal
interaction may be limited.
• Example: In a conference hall, use a microphone and slides to
reach everyone.
Tip: Adjust your presentation style to suit the size of the audience.
6. How can you gather information about the audience?
To understand your audience better, collect information before the
presentation.
1. Ask Questions:
• Talk to the event organizer or use a survey to ask about the
audience’s background, interests and expectations.
2. Research:
• Example: A company’s management team might attend your
presentation to decide on adopting a new software.
3. Observe:
If you're presenting to a group you know, pay attention to their
preferences and behavior during previous interactions.
Tip: The more you know about your audience, the better you can
connect with them.
7. Why Is Understanding the Audience Important?
Knowing your audience helps you:
• Choose the right content:
Focus on what they need and avoid unnecessary details.
• Speak their language:
Use words and examples they understand.
• Keep them interested:
Present ideas in a way that matches their preferences.
• Build a connection:
Show them that you care about their needs and concerns.
● Defining Objectives
Every presentation should have a clear goal. Your objective is your main
goal. The objectives provide direction and keep the presentation focused.
What do you want your audience to know, feel, or do after your
presentation?
a) What to Teach?
• Decide what knowledge or skills you want to share.
Example: Teach three time management tips.
b) How to Make Them Feel?
• Do you want them to feel motivated, confident, or curious?
c) What Action Should They Take?
• Should they buy something, change a habit, or think
differently?
SMART Objectives:
Make sure your goals are Specific, Measurable, Achievable, Relevant, and
Time-bound.
Example: “By the end of this presentation, the audience will understand
three easy ways to save money.”
● Structuring Your Content
A good presentation has a clear beginning, middle, and end.
The three-part format:
a) Introduction:
• Start with something that grabs attention, like a story or a
question. Then explain what your presentation is about.
b) Body:
• Present your main points (3 to 5 points are ideal). Use
examples, facts, or stories to explain each point.
c) Conclusion:
• Summarize the key points and end with a strong message or
call to action.
Logical Flow:
Make sure your ideas connect smoothly. Use transitions like, “Now let’s
move to…”
● Designing Visual Aids
Slides and visuals make your presentation easier to understand.
a) Keep It Simple:
• Don’t overload your slides with too much text. Use bullet points.
Example: Instead of writing a paragraph, write:
• Improves focus
• Saves time
• Reduces stress
b) Use Pictures and Charts:
• Visuals like graphs, photos, or videos make the content more
interesting and easier to understand.
c) Readable Text:
• Use big fonts and high-contrast colors (e.g., white text on a
dark
background).
Why This Matters:
Visual aids help your audience focus and remember your message better.
● Practicing Your Presentation
Practicing makes you confident and helps you deliver smoothly.
a) Rehearse the Timing:
• Practice to ensure your presentation fits the time limit.
b) Know Your Material:
• Don’t just read from slides. Understand your topic so you can
explain it naturally.
c) Practice Speaking:
• Speak clearly and at a steady pace. Pause after key points to
let the audience process them.
d) Test Your Equipment:
• Check your laptop, projector, or microphone to avoid technical
issues.
● Engaging the Audience
Keeping the audience involved makes your presentation more effective.
a) Ask Questions:
• Example: “How many of you have faced this challenge before?”
b) Tell Stories:
• Use examples or personal experiences to make your points
relatable.
c) Encourage Participation:
• Use polls, quizzes, or activities to keep the audience engaged.
● Dealing With Nervousness
It’s normal to feel nervous, but you can manage it.
a) Prepare Well:
• The more you practice, the less nervous you’ll feel.
b) Relaxation Techniques:
• Take deep breaths or visualize a successful presentation
before
you begin.
c) Focus on the Audience:
• Remember, the audience is there to learn from you—they’re on
your side!
● Evaluating Your Presentation
After your presentation, take time to reflect and improve.
a) Collect Feedback:
• Ask your audience for feedback through surveys or casual
conversations.
b) Self-Reflection:
• Think about what went well and what could be improved.
c) Make Adjustments:
• Use what you learned to make your next presentation even
better.
Conclusion
A great presentation doesn’t happen by chance. It requires planning,
understanding your audience, setting clear objectives, and practicing your
delivery. By following these steps, you can create a presentation that is
engaging, clear, and impactful.
