Grade 10 – Paper 2

TOPIC: PRESENTATION and DATA RESPONSE

Introduction

Presentation is the act of communicating information or data to an audience or

stakeholders in an organisation.
Data response is the interpretation and analysis of information provided.

Methods used to present information

Verbal / oral presentation

It refers to the spoken word

It is the most common means of sharing business information
Immediate feedback can be given or received
It is preferable to follow up with written information.
Examples: telephone conversations, interviews
The presenter’s voice may be too soft
There can be possible language barriers

Written information / reports / manuals / notices

This type of information is based on feedback from research / investigation / surveys.
Reports in printed form may be distributed to all participants
Accurate information or reports may result in better decision making.
Organised information can save on reading time.
The written information must be relevant to the target audience.

Graphics / Visual presentation

Graphics is used to make complicated information easier to understand.

Examples of graphics include diagrams, maps, plans, wall charts, flow charts, pie
charts and graphs.
It helps to keep the audience focused
It is very useful when presenting financial information to management
Not all people have the same understanding of graphs
Too many graphics may lead to confusion or a loss of interest in the presentation.

Electronic presentation

It includes faxes. Video conferencing, telephone conferencing, e-mails, twitter,

Facebook pages, websites or e-commerce
The information reaches its target users quicker
It can help to reduce the meeting time
The target audience may not be familiar or able to use new electronic
communication technology
The target audience may not have access to electronic technology

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PowerPoint presentation

Simple or less cluttered slides may capture the interest of the audience
Video clips can provide variety and capture the attention of the audience
Variation of colour and background immediately capture the attention of the
audience and keep their attention throughout the presentation
Reading of the slides makes a presentation boring and meaningless
It is less effective to people with audio visual impairment
The unprofessional handling of Power point presentation material may result in the
audience losing interest.

Outline/Explain factors that must be considered when PREPARING for a

presentation

Identify the method of presentation to be used – written information, electronic

information, visual presentation or oral communication.
Consider the audience (learners, shareholders, managers) and prepare accordingly.
Consider the venue and the facilities available – electrical outlets, flip charts, data
projector – so that you can plan accordingly.
Be clear about the objectives of your presentation – the financial position of the
company presented to the shareholders.
Obtain all the information that is necessary and ensure that all the figures you
present are accurate relevant and up to date.
You must also consider the time and allow for questions and discussions.
You can also plan the format of your presentation which could include
welcome/introduction, the body of the presentation and a conclusion.
Ensure that you are mentally prepared for the presentation by rehearsing to ensure
that the presentation is a success.

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

presenting

Make eye contact. Allow your eyes to move around the room so that you make eye
contact with as many members of the audience as possible.
Avoid reading your presentation from notes.
Prepare and use cue cards which have keywords and phrases on them.
Make sure that everyone in the room can hear you, but don’t talk too loudly.
Vary the pace, pitch and tone of your voice so that you do not become monotonous.
Use your hands to emphasise points, but avoid excessive hand waving.
At the end of the presentation, ask if there are any questions and be prepared to
hold some discussions.

Examples of non – verbal presentation / visual aids

Written reports
A report is a document that communicates business information and is used to
monitor and evaluate performance.
A report must be short and to the point.

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Transparencies/slides
Transparencies or slides can enhance a verbal presentation and can include simple
tables, graphs, diagrams and images.
Use keywords on slide not full sentences.
Slides should only be used where they can enhance what you are saying or
summarise information to make it more memorable.
The slides should never be the focus. The focus should be what you are saying with
the slides aiding you in getting the message across.
Slides should never have too much writing or very busy tables or complicated graphs
that cannot be read with ease by your audience.
The presenter should not look at the slides, but at the audience when speaking.

Impact / Effectiveness of graphs/tables/images

Positives
Used when information needs to be shown in parts.
Graphs are invaluable visual summaries as it enhances a better understanding of the
presentation.
Visually more appealing, therefore important facts could be remembered better.
It is easier to read and keep the attention of the audience.
It communicates figures much clearer than just being a set of numbers.
Negatives
Graphs can be confusing if they are not simple and clear.
It is time consuming because it involves calculations.
Too many variables may make it difficult to read.
The audience can be distracted by the graphs and not concentrate on the
presentation itself.
Some graphs may only show the percentage, but they do not indicate the major
trends.

Photos, maps, illustrations and diagrams

Photos add reality and provide a visual record.
A marketing manager may use photos to show how competitors advertise their
products.

Maps enable presenters to show activities geographically, such as dot indicating

where different branches are located across the country.

Illustrations and diagrams are useful in showing how something looks or operates.
A drawing showing the parts of a printer with labels describing their functions, is
more useful than a photograph or verbal description.

Factors to consider before choosing visual aids

• How formal or informal is the presentation?
• Which types of visuals will attract the audience and will they be able to
understand?
• Which headings to use in the presentation?
• Should sub – headings be used?
• How to create a good first impression?
• Is the language right.

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Principles to consider about the layout of visual aids

• Keep it simple, the simpler, the better
• Avoid full sentences or paragraphs; just give summaries
• Make sure that people at the back of the room can read the text
• Avoid fancy decorations
• Use black text on a light background; it is easier to read than white on black.
• Make sure that the colours are easy to see and read.
• Allow for enough empty space in the layout. A visual aid that has too much
crammed onto it, is off-putting and gives less information, because people cannot
take in too much information in one go.
• Use different letter sizes to convey the relative importance of the different pieces
of information.

The advantages of good visual aids

•
• Visual aids support the main topics points of the topic.
• Visual aids help the audience to understand the topic.
• Visual aids make a presentation more understanding and memorable.
• Visual aids summarise large amounts of facts to keep the presentation short and
to the point.
• Eye catching visual aids can attract and keep the attention of the audience.
• Visual aids are very useful when presenting financial information to management.

Improvement of the next/ future presentation

The presenter should revise objectives that were not achieved.
Use humour appropriately.
Always be prepared to keep the information relevant.
Reflect on any problem or criticism and avoid it in future presentations.
Any information that the presenter receives as feedback from a presentation should
be analysed and where relevant used to update his presentation.
Reflect on the time or length of the presentation and then add or remove content.
The presenter should determine whether to replace or remove visual aids that did
not work well during the presentation.
The presenter should determine whether to increase or decrease the use of visual
aids.
Reflect on the logical flow of the format and application of visual aids.

Conclusion
Give yourself time and distance from the presentation and then analyse the feedback
and see if there is any truth in it and then you look for ways to improve and grow.

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 Grade 10 – Paper 2

TOPIC: PRESENTATION and DATA RESPONSE – ACTIVITY

1. Recommend aspects to consider when preparing a successful presentation. (10)

2. Name the type of presentation described in each statement below:
2.1 Reports in printed form may be distributed to all participants
2.2 It is the most common means of sharing business information
2.3 Production figures for 2017 and 2018 on a histogram.
2.4 A short video explaining the steps to complete an application form.
2.5 A flow chart explaining the steps in the production process. (10)
3. Evaluate Power point as a presentation method. (8)
4. Recommend possible focus areas that will improve the quality of John’s
presentation. (10)
5. Name FOUR types of graphs. (4)
6. Evaluate the effectiveness of using graphs when presenting information. (6)
7. List FOUR methods of presenting information. (4)
8. Describe the principles when preparing the layout for visual aids. (10)
9. Advise John on his presentation of the business plan so that it is of high quality
and extremely successful in meeting its objectives.
You must include the following aspects in your answer:
• Outline the factors that John must consider while presenting his presentation.
• Evaluate any four methods that he can use to present the information.
• Explain to John the advantages of using visual aids
• Discuss any FOUR suitable types of visual aids that may support his
presentation. (40)