1.1 Explain best practice in developing presentations
Using best practise whilst creating and developing presentations in the work place will help to keep them professional. It includes but is not limited to ensuring you use the same font, layout and colour scheme throughout. Further to this, having a colleague read over work to ensure there are no grammar and spelling mistakes is a constant needed in implementing best practise. A common factor within presentations is the use of charts to present data. It is important that when developing you presentation that you use the appropriate type of chart whether that be pie, bar, scatter etc. You need the graph to quickly and effectively provide evidence for your talking point. Visual consistency and concise slides are essential to obtain and retain your audience’s attention. Following this you need to decide what form of hand-out is most appropriate, which will more than likely be a be a document that describes each slide in detail that your audience can glance read during the presentation and then use after the meeting as well.
1.2 Explain who needs to be consulted on the development of a presentation
In the start-up stages of developing a presentation it is essential to consult the following: anyone involved in delivering the presentation, anyone quoted in the presentation (including any data you may use from third parties) and anyone who will be a part of the deliverance of the presentation. It is essential that all who will be delivering the presentation, in the case that there is more than one person involved, is included in the developmental stages in order to input their thoughts and ideas into the overall presentation. Further to this, to produce a successful presentation it is necessary to take into consideration the audience you will be presenting to. Using factors such as their level of knowledge on the presentation subject and (if known) the style of presentation that is more likely to connect with them you will be able to produce a more successful presentation. Whilst discussing all the components with the coordinator of the presentation, it will be useful if applicable to assess the venue you will be presenting in. If this is to be offsite, then either a phone call or a site visit may be necessary to find out what facilities will be available to you and what you will need to prepare beforehand. This will also allow you to figure out a seating plan and help with the planning of the delivery of the presentation. At the final stages of developing your presentation it is beneficial to gain a second opinion from an experienced employee and use their feedback to make the last alterations that ensure it is successful when rolled out to an audience.
1.3 Explain the factors to be taken into account in developing a presentation
When developing a presentation it is important to take into account the following factors: specific aims and objectives, research topic, include key points, use colour appropriately, produce relevant hand-outs and, of course, the 5 p’s. It is essential that you stick to one particular topic during a presentation in order to retain your audience’s attention and keep them genuinely interested. Once you have decided on the main topic of discussion, you can then begin to develop the other factors of the presentation to help communicate the tone of discussion chosen. Further to this, it is imperative that you research your topic in depth so you are able to confidently convey your points across to the audience as well as feeling prepared if and when your audience asks you any questions. However, do not put every point of research into the presentation, just include the key points and develop them with the accompanying speech and hand-outs. All of this result in you completing the 5 p’s – “Planning and Preparation Prevent Poor Performance”. If you stick to concise arguments, research them thoroughly and develop a theme in your presentation to reflect this, you will have developed a presentation that will be of high quality.
1.4 Analyse the advantages and limitations of different communication media
There are various types of communication media such as meetings, email, conference calls, reports and, of course, presentations. A meeting is advantageous in regards to being able to get a specific group of people together to discuss points of interest within a company. It gives a chance for more than one person to be involved with any issues which will create debates and discussion. The limitations to a meeting include that it has the capacity to move off point within the debates therefor losing clarity in the discussion. Using email as a form of communication allows for communication between colleagues easily if they are in different geographical locations as well as the inclusion of supporting documents and files. In today’s society which is ever dependent on technology, email is essential to communicate with a variety of people instantaneously. However, the main limitation with this is the fact you have to rely on WIFI and phone signal to complete this action. This, although often reliable, can go down rendering the user unable to send emails. A conference call essentially acts like a remote meeting which is able to include people who otherwise unable to attend the meeting physically.
2.1 Identify the purpose content style timing and audience for a presentation
In the very first stages of developing a presentation it is essential that you identify the following factors: purpose, content, style, timing and audience.
When deciding on the purpose of your presentation, which will set the tone of the entire presentation, it’ll more than likely fall into the following categories: guide, enthuse, teach, inform and support. Upon a receiving the outline of the presentation off of the co-ordinator, sit down with them and discuss what they would like to achieve by the end of the presentation. By discussing this you will be able to identify the purpose accurately. Following this you will then be able to work on the content of your presentation. As this is the main bulk of your presentation, it is important to establish the key points you wish to discuss on the chosen subject matter. Once you have clarified the key points, you will need to gather evidence to support them and of course explore different ways of presenting them to make them easy to follow for your audience. Whilst exploring different ways of presenting your key points you will be exploring different styles of presenting. Dependant on factors such as the audience and time allocated, the style of your presentation can be slow, fast, storyboard and informal/formal. Deciding on the style is important as it is going to be a huge factor on delivering your points in the most effective way possible. To keep the presentation compelling and informative to your audience, it is key to assess the timings before you deliver. In order to practise this correctly, you will need to find out from your co-ordinator the length of time you have to deliver your presentation – and don’t forget to take into consideration question time at the end! As always throughout the development of the presentation, keep in mind who you will be presenting to. Make sure you are aware of their existing knowledge on the subject matter, what they need to gain from the presentation and the size of the audience. All these factors will directly impact your purpose, content, style and timing.