PREPARE AND DELIVER A
PRESENTATION
Unit Code:D1.HSM.CL5.04
D2.TCS.CL5.19
Slide 1
Prepare and deliver a presentation
This unit comprises three Elements:

Prepare a presentation

Deliver a presentation

Review a presentation.
Slide 2
Assessment
Assessment for this unit may include:

Oral questions

Written questions

Work projects

Workplace observation of practical skills

Practical exercises

Formal report from employer/supervisor.
Slide 3
Prepare a presentation
Performance Criteria for this Element are:

Describe different types of presentation that may be
made

Identify the logistics of the presentation

Identify audience for the presentation
(Continued)
Slide 4
Prepare a presentation

Research the topic for the presentation

Select material for inclusion in the presentation

Plan and write the presentation

Develop and/or acquire supporting materials
and visual aids for the presentation
(Continued)
Slide 5
Prepare a presentation

Determine presentation equipment required for the
presentation

Trial and practice the presentation

Revise the presentation on the basis of the trial.
Slide 6
Describe different types of
presentation
Presentation may be conducted for:

Sales and marketing events – conducted on-site or at
client’s location

Mentoring and coaching – on the floor, in training room,
in office of staff member
(Continued)
Slide 7
Describe different types of
presentation

Staff meetings and briefings – in the Board room, within
a department, in a training room

Conferences addresses – in the workplace, at a
conference centre

Business planning meetings.
Slide 8
Identify the logistics of the
presentation
Planning and preparation is vital for all presentations.
‘Logistics’ refers to:

All the details that need to be attended to so a
presentation occurs as planned and achieves the
required outcomes.
Slide 9
Identify the logistics of the
presentation
Logistics for a presentation means determining:

Date

Time

Duration

Location
(Continued)
Slide 10
Identify the logistics of the
presentation

Style of venue where presentation is to occur

Content and topic or topics to be covered

Nature of the presentation.
Slide 11
Identify the logistics of the
presentation

Objectives for the presentation

Context of the presentation

Guidelines imposed or required for the presentation.
Slide 12
Identify the logistics of the
presentation
Reasons to plan and prepare:

To ensure all topics and requirements are covered

To give you confidence

To meet expectations

To project the ‘right’ image

To demonstrate professionalism

To show respect.
Slide 13
Identify audience for the
presentation
You must identify your audience as part of the planning
process. This involves finding out:

How many there will be

Ratio of males to females

Seniority and status of those attending
(Continued)
Slide 14
Identify audience for the
presentation

Level of existing knowledge those attending have about
the topic

What they expect to get from the presentation

Required seating arrangements.
Slide 15
Research the topic for presentation
‘Research’ is a critical element of planning and
preparation. A presentation will not be effective if there is:

Only one research option

No research

Insufficient research.
Slide 16
Research the topic for presentation
In relation to research for a presentation:

It determines the success or failure of the actual event

“If you fail to plan, you plan to fail”

Research provides focus and direction

Information provided must be factual

A failed presentation can always be traced back to a
lack of research and/or planning.
Slide 17
Research the topic for presentation
All information provided in a presentation must be:

Current

Comprehensive

Accurate

Relevant.
Slide 18
Research the topic for presentation
Research may require studying ‘internal’ information such
as:

Documents/documentation

Enterprise policies

Establishment procedures
(Continued)
Slide 19
Research the topic for presentation

Schedules

Price lists

Database information
(Continued)
Slide 20
Research the topic for presentation

Product information sheets

Promotional brochures

Contracts

Inclusions in packages.
Slide 21
Research the topic for presentation
‘External’ information may relate to:

Suppliers and manufacturers

Carriers

Service providers
(Continued)
Slide 22
Research the topic for presentation

Government agencies

Competitors

Industry peak bodies

National and international bodies.
Slide 23
Select material for inclusion in the
presentation
Research could also include:

Talking to others

Collecting workplace information from management

Reading media

Searching the internet.
Slide 24
Research the topic for presentation
Research for presentations should seek to identify:

Established trends

Emerging trends.
Slide 25
Research the topic for presentation
You should also seek to identify if similar presentations
have previously been made so as to:

Lessons learned

Discover existing content

Identify strategies and techniques
used

Obtain script
(Continued)
Slide 26
Research the topic for presentation

Determine duration

Learn about activities and inclusions

Seek inspiration

Save time

Provide a draft outline for next presentation

Identify who made the presentation

Identify resources required.
Slide 27
Research the topic for presentation
Check information you have is approved for release to
others and is not deemed ‘commercial-in-confidence’:

Industry and wholesale prices

Costs and sales

Security matters

Information about other clients/customers

Negative information

Legal issues involving the business.
Slide 28
Select material for inclusion in the
presentation
All materials to be used must be checked to:

Determine relevancy

Confirm validity

Guarantee currency

Ensure they address all required need

Verify content.
Slide 29
Select material for inclusion in the
presentation
Materials for use in a presentation may include:

Handouts

Hard copy print outs of PowerPoint slides

Sample products

Reports, photographs and advertisements

Fact sheets
(Continued)
Slide 30
Select material for inclusion in the
presentation

Workplace policies and procedures

Legislation

Computer-based simulations and present

Diagrams, models and charts

Models

DVDs/videos

Flip charts and posters

Gift vouchers and promotional merchandising.
Slide 31
Select material for inclusion in the
presentation
It may also be possible to use:

An enterprise-specific DVD/video

Comparative advertising

Audio and/or visual support or effects

Company advertising and signage.
Slide 32
Plan and write the presentation
Planning a presentation can be seen as an 8-Step process:

Step 1 - Obtain the necessary information about and for
the presentation

Step 2 – Work out the structure of the
actual presentation

Step 3 – Arrange all required information
in the required sequence

Step 4 – Identify the key points to be made
in the presentation
(Continued)
Slide 33
Plan and write the presentation

Step 5 – Write a draft presentation

Step 6 – Rehearse the draft presentation

Step 7 – Develop or acquire the
necessary presentation aids and materials

Step 8 – Practice the total presentation.
Slide 34
Plan and write the presentation
Step 1 – Obtain necessary information about and for the
presentation.
Gather together all the information related to:

Topic that is the focus of the presentation

Achieving identified objectives for the presentation

Meeting stated requirements of the audience.
See ‘Identify the logistics of the presentation’ notes
Slide 35
Plan and write the presentation
The ‘Introduction’ should include:

A welcome/greeting

Thanks

An overview of the presentation

Explanation of purpose of the presentation

Information about audience involvement.
Slide 36
Plan and write the presentation
Questions to be answered at this stage include:

How will you begin the presentation?

How long will the Introduction last?

Who will do it?

What will you use?
(Continued)
Slide 37
Plan and write the presentation

How will you generate immediate interest?
• Anecdotes
• Use of actual examples or samples
• Statement of facts
• Use of DVD or PowerPoint presentation
• Reading from an article
(Continued)
Slide 38
Plan and write the presentation
The ‘Main Body’ of the presentation:

Should contain the information necessary to achieve
identified objectives

Must be presented clearly

Should use ‘sections; to separate
information into ‘chunks’ that flow
logically and sequentially

Should cover topics mentioned at Introduction

Should use AV supports.
Slide 39
Plan and write the presentation
The ‘Main Body’ of the presentation. Points to note are:

Keep focussed

Put information into context

Move from ‘known’ to ‘unknown’

Move from ‘simple’ to ‘complex’

Move from ‘concrete’ to ‘abstract’
(Continued)
Slide 40
Plan and write the presentation

Cover all necessary legal issues

Include relevant organisational policies and procedures

Use AV aids and technology

Ensure logical flow of information

Explain new terms or industry terminology
(Continued)
Slide 41
Plan and write the presentation

Strive for clarity of information presented

Involve and engage the audience

Promote the wider enterprise.
Slide 42
Plan and write the presentation
‘The Ending’:

Also known as the Conclusion or the Summary

Should be brief

Must summarise the presentation

More on later slides.
Slide 43
Plan and write the presentation
Points about ‘Questions’:

Encourage them

Respond enthusiastically

Never get annoyed by them or the person asking them

Provide concise answers
(Continued)
Slide 44
Plan and write the presentation

Acknowledge good incisive questions

Observe confidentialities in the answers to questions

Never be afraid when you do not know an answer

Thank people for their questions.
Slide 45
Plan and write the presentation
Step 3 – Place the information in order:

Write down a series of sub-headings you want to
present in the Main Body

Arrange these headings into a logical order/sequence

Number each item of information in each sub-heading.
Be prepared to re-order and re-number.
Slide 46
Plan and write the presentation
Step 4 – Identify key points.
The number and nature of key points will depend on:

Objectives

Type of presentation

Information available

Audience

Time

Personal knowledge and experience.
Slide 47
Plan and write the presentation
Points to note about Step 4:

Consider using a checklist

Avoid information overload

Give each key point a name/title

Be prepared to provide ‘could know’ and/or ‘nice to
know’ information in take-away form
Slide 48
Plan and write the presentation
Step 5 – Prepare a draft:

Sets out what will be covered

Identifies what will be said

Identifies what will be used

Allocates time

Determines where activities and strategies will be
included.
Slide 49
Plan and write the presentation
When writing a presentation draft:

Clarify each key point

Use headings and sub-headings

Stay focussed on objectives

Do not get ‘blown off course’
(Continued)
Slide 50
Plan and write the presentation

Keep audience characteristics or profile in mind

Always ask ‘is this the best or most effective way?’

Use clear language and short sentences

Ensure it is ‘interesting’ and ‘informative’
(Continued)
Slide 51
Plan and write the presentation

Identify where use of AV would be best option

Write ‘Intro’ and ‘Ending’ after writing Main Body

Be prepared to re-write the first draft – sometimes
several times.
Slide 52
Develop and/or acquire supporting
material and visual aids
This is Step 7:

All presentations require support materials/visual aids

Some materials have to be created, some can simply
be acquired

Materials/visual aids add variety and interest

Materials/visual aids may be the most
effective option for presenting statistics
and other information.
Slide 53
Develop and/or acquire supporting
material and visual aids
Also note:

Materials must reflect identified need and contribute to the
presentation

Options include:
•
PowerPoints
•
Slides
•
Handouts
•
Samples/examples
•
Combination of all the above.
Slide 54
Develop and/or acquire supporting
material and visual aids
Tips on preparing visual aids:

Do not overload slides

Make sure they are clear and concise

Use large print and easy to read fonts

Use dot points
(Continued)
Slide 55
Develop and/or acquire supporting
material and visual aids

Only use high clarity and quality pictures and
photographs

Ensure diagrams and charts are easy to read and
interpret

Summarise statistics

Keep images simple
(Continued)
Slide 56
Develop and/or acquire supporting
material and visual aids

Use same font and slide structure throughout entire
presentation

Make use of colours

One image = one idea

Check for spelling and grammar.
Slide 57
Develop and/or acquire supporting
material and visual aids
Common mistakes when developing slides/visual aids:

Trying to fit too much on the one slide

Using elaborate diagrams

Applying a difficult to read font.
Slide 58
Determine presentation equipment
required
Presentation equipment must reflect materials/visual aids
to be used and how the presentation will be delivered –
options include:

Microphone

Lectern

Overhead projector

Slide projector

Screen
(Continued)
Slide 59
Determine presentation equipment
required

PowerPoint projector

Laptop computer

Video monitor/TV

DVD player

Tape player

White board

Chalk board.
Slide 60
Determine presentation equipment
required
In relation to presentation equipment:

Check it is available, you know how to use it and it is
working properly

Check and adjust the microphone

Position and check the OHP – focus and keying

Position and check the data projector – trial some slides

Check the slide projector – focus, sequence of slides,
correct way up
(Continued)
Slide 61
Determine presentation equipment
required

Check video player – cue tape, adjust volume

Check DVD player – ensure correct DVD

Check TV – right channel, volume

Check audio equipment – volume, clarity

Check recording equipment is operational

Check whiteboard – clean, non-permanent markers,
duster

Verify audience can see.
Slide 62
Determine presentation equipment
required
‘Plan B’ – what will you do if there are problems or
equipment fails?

Convert everything to verbal
presentation

Use the whiteboard more

Convert overheads and slides to handouts

Cancel and/or re-schedule.
Slide 63
Determine presentation equipment
required
Consider developing your own ‘Presentation Kit’:

Toothbrush and toothpaste

Pain relief tablets

Extension cords

Power boards

Extra connection cords

Shoe shine kit
(Continued)
Slide 64
Determine presentation equipment
required

Spare globes

Instruction/Operator/User manuals for equipment

Portable printer

Whiteboard markers

Chalk

Name tags

Business cards.
Slide 65
Trial and practice the planned
presentation
Step 6 – Practice your verbal presentation:

Read it aloud

Be prepared to make changes

Time it

Record your practice

Evaluate your performance.
Slide 66
Trial and practice the planned
presentation
Things to look for when practicing:

Information that does not flow smoothly

Information that is too wordy – or not sufficiently
detailed

Sections that are unclear

Topics best presented in another way

Areas which present difficulty to you personally.
Slide 67
Trial and practice the planned
presentation
Practice should also:

Use the technology intended to be used

Distribution of materials

Involve wearing the clothes intended

Operation of all ancillary equipment and items
anticipated.
Slide 68
Trial and practice the planned
presentation
After several trials you might also benefit by:

Practicing by delivering to a trusted colleague to obtain
feedback

Delivering to a simulated audience (a group of people)
to get experience of delivering to a group.
Slide 69
Revise the presentation on the
basis of the trial
Need for revision to draft can be identified as a result of:

Feedback received

Timing issues

Personal feelings

Analysis of recordings made.
Slide 70
Revise the presentation on the
basis of the trial
Changes may be needed to Intro, Main Body and/or
Ending:

Language – terms used, phrases

Sequence/order of content

Addition or deletion to script

Activities used

Room layout

Technology used.
Slide 71
Revise the presentation on the
basis of the trial
When changes have been made to the draft, rehearse the
entire presentation (Step 8):

Read what is intended to be read

Use the technology/AV materials and aids

Determine your physical stance

Identify pace the presentation needs to take

Control breathing

Integrate other presenters.
Slide 72
Revise the presentation on the
basis of the trial
Further points to consider:

Practice more than once

More practice is required early in your career

There tends to be more need for practice where the
presentation is off-site

Factor in time for Q and As

Never do a presentation without practice.
Slide 73
Summary – Element 1
When preparing a presentation:

Identify what your employer uses presentations for

Determine how your workplace uses presentations

Find out the basic facts relating to the presentation –
date, time, duration, location, numbers attending,
objectives, topics/content
(Continued)
Slide 74
Summary – Element 1

Determine the audience for all presentations as part of
preparation

Plan all presentations

Research the presentation to obtain current,
comprehensive and accurate facts

Select relevant material for inclusion in the presentation
(Continued)
Slide 75
Summary – Element 1

Try to use a variety of materials and delivery styles for
each presentation

Prepare a script/written plan for the presentation

Generate or obtain supporting materials and aids to
assist delivery of the presentation
(Continued)
Slide 76
Summary – Element 1

Ensure necessary delivery equipment is available to
enable use of prepared materials

Trial and practice the planned/scripted presentation

Revise the planned presentation on the basis of the
trial/practice, as required.
Slide 77
Deliver a presentation
Performance Criteria for this Element are:

Set-up and organise the venue, where applicable

Thank audience for the opportunity to make the
presentation

Make the presentation according to prepared plan
(Continued)
Slide 78
Deliver a presentation

Modify presentation to optimise impact and success
as required on the basis of immediate feedback from
audience

Respond to questions as required

Conclude presentation.
Slide 79
Set-up and organise the venue,
where applicable
Set up the venue before the presentation and make basic
checks:

Who is attending?

Do a final review of your presentation:
• Recap your notes
• Double check everything needed is,
in fact, present

Prepare the venue – see following slides.
Slide 80
Set-up and organise the venue,
where applicable
Tips for setting up the room/venue for a presentation:

Divert phones

Adjust lighting

Set/adjust air conditioning

Check catering has arrived
(Continued)
Slide 81
Set-up and organise the venue,
where applicable

Eliminate or control external noise and/or distractions

Position directional signage – on door to room, at
entrance, in lobby

Advise others not to interrupt you

Lay out support materials
(Continued)
Slide 82
Set-up and organise the venue,
where applicable

Turn cell phone off

Verify seating is as required

Check and test all equipment

Ensure appropriate personal presentation.
Slide 83
Set-up and organise the venue,
where applicable
Proper personal presentation is vital because:

It shows respect for audience/client

It helps generate self-confidence

It indicates or infers competence

It shows the presentation has merited time and trouble.
Slide 84
Set-up and organise the venue,
where applicable
Personal presentation checks:

Visit and use the toilet

Check appearance in mirror

Brush teeth

Brush/comb hair

Brush shoes

Check/spot clean clothes.
Slide 85
Set-up and organise the venue,
where applicable
To help overcome anxiety:

Arrive early

Take confidence from the planning and
preparation you have done
– you are ready!

Put the presentation into context

Practice breathing techniques

Focus on the presentation – not the audience.
Slide 86
Thank audience for opportunity to
make the presentation
Starting a presentation (Introduction) should:

Thank the audience for the their time and the
opportunity to present

Demonstrate respect for the attendees

Explain the purpose, aim and content
of the presentation

Engage with audience members

Build your self-confidence.
Slide 87
Thank audience for opportunity to
make the presentation
When starting a presentation:

Begin on time

Introduce self

Thank attendees

Provide an overview of the presentation

Give rationale for the presentation
(Continued)
Slide 88
Thank audience for opportunity to
make the presentation

Introduce others

Give an idea of how long the presentation will take

Advise the audience in relation to handouts
(Continued)
Slide 89
Thank audience for opportunity to
make the presentation

Advise about materials given prior to the presentation

Advise about scheduled breaks, when they will occur
and what they will entail.
Slide 90
Make presentation according to
prepared plan
When delivering your presentation:

Stick to the plan

Stick to the script

Be astute enough to identify the need
to modify the plan or script

Be flexible enough to make necessary changes.
Slide 91
Make presentation according to
prepared plan
‘Speech delivery’ is difficult for many and can be learned
with practice. Tips include consideration of:

Volume

Speed/pace

Tone, pitch and modulation

Pronunciation and enunciation.
Slide 92
Make presentation according to
prepared plan
During the presentation:

Focus on the prepared message

Involve the attendees using eye contact

Breathe normally.
Slide 93
Make presentation according to
prepared plan
Gestures and facial expressions:

People believe non-verbal language more than verbal

Smiling is positive and conveys a relaxed disposition

Use a comfortable stance

Minimise hand movements or gestures.
Slide 94
Make presentation according to
prepared plan

Try to look relaxed

Use a range of expressions and
gestures

Avoid nervous mannerisms and
movements

Avoid fidgeting.
Slide 95
Make presentation according to
prepared plan
Cue cards:

Jog the memory

Remind of difficult concepts or ideas

Provide focus to help stay on track

Give the correct sequence for information

Enable correct facts and figures to be quoted.
Slide 96
Make presentation according to
prepared plan
Humour in presentations:

Use with caution

May best be avoided

May be OK for internal presentations
but not for external ones

Adhere to company policies

Avoid contentious or controversial topics

No bad, offensive or suggestive language or gestures.
Slide 97
Make presentation according to
prepared plan
Stories and anecdotes can be used to give:

Realism

Personal experience

Build personal credibility

Experiences of a third party

Enhancement to a point.
Slide 98
Make presentation according to
prepared plan
Finish by the expected time:

It is OK to finish early

Be prepared to omit certain points

Conduct the Q and A session after the
presentation

Speed up

Skip a non-important part.
Slide 99
Modify presentation to optimise impact
and success on basis of feedback
Be alert to the need to modify your plan and:

Always be prepared and willing to modify it

Never show annoyance at having to modify the
presentation

Engage the audience.
Slide 100
Modify presentation to optimise impact
and success on basis of feedback
Indicators of the need to modify a presentation:

Direct request from the audience

An overheard comment from the audience

Your interpretation of body language.
Slide 101
Modify presentation to optimise impact
and success on basis of feedback
Analyse the feedback:

Is it just one person or the group?

What is the status of the person giving
the feedback?

What is your ‘gut feeling’?

Can it be ignored?

Ask the audience – what is their suggestion?

What will produce the greatest good for the greatest
number?
Slide 102
Modify presentation to optimise impact
and success on basis of feedback
Modifications may include:

Changing pace of delivery

Departing from the plan

Using extra or different examples to illustrate a point
(Continued)
Slide 103
Modify presentation to optimise impact
and success on basis of feedback

Adjusting the environment

Talking louder – or quieter

Avoiding activities or delivery strategies the audience
says they do not like

Omitting points identified as not being necessary.
Slide 104
Respond to questions as required
Answering questions is a critical part of every presentation
– they may be answered:

At the end of the presentation in a specific Q and A
session

As they arise during the presentation.
Slide 105
Respond to questions as required
Tips for dealing with questions:

Try to anticipate questions and prepare appropriate
responses

Consider using ‘Dorothy Dixers’

Indicate complex questions – or questions
you cannot answer – will be handled at the
end
(Continued)
Slide 106
Respond to questions as required

Ask for clarification if unsure about the question

Consider repeating the question aloud for the benefit of
others in the audience

Think before you answer

Make sure the person asking the question has finished
talking before you start responding
(Continued)
Slide 107
Respond to questions as required

Refer an irrelevant question to the end of the
presentation

Nominate the person whose question you will take if
there are multiple people asking a question

Take questions from all sections of the audience

Refer a ‘boring’ question till after the presentation
Slide 108
Conclude the presentation
Presentations should ‘conclude’ and not just ‘stop’ –
important considerations are:

Stick to the script, stick to the plan

Never rush the conclusion.
Slide 109
Conclude the presentation
When concluding a presentation:

Be brief

Summarise information

Address key points only

Indicate future action attendees could/should take

Give contact details
(Continued)
Slide 110
Conclude the presentation

Indicate your availability after the presentation

Nominate others who are available to provide
information/answer questions

Invite attendees to take refreshments

Thank the audience.
Slide 111
Conclude the presentation

Use a DVD to close the presentation?

Provide a set of conclusions or recommendations?

Arrange for another presentation – or enquire if one is
required

Organise a follow-up meeting
(Continued)
Slide 112
Conclude the presentation

Apologise for any problems encountered

Mention action you will take to follow-up as promised
during the presentation

List questions you will follow-up on, as promised.
Slide 113
Summary – Element 2
When delivering a presentation:

Arrive early

Set-up the venue in readiness for the presentation
before the audience arrives (where possible)

Check all items to be used in the presentation to
ensure they are available and working as expected
(Continued)
Slide 114
Summary – Element 2

Welcome attendees

Start the presentation by thanking audience for
opportunity to make a presentation

Implement the script/plan for the presentation

Stick to the script, stick to the plan
(Continued)
Slide 115
Summary – Element 2

Tell ‘em what you’re going to tell ‘em; Tell ‘em’; Tell ‘em
what you told ‘em

Be prepared to modify the plan as required on the
basis of feedback received and/or other factors

Respond to questions as determined in the planning
phase – either throughout the presentation or in a Q
and A session at the end of the presentation

Thank the audience for their time, interest and
opportunity to present.
Slide 116
Review a presentation
Performance Criteria for this Element are:

Follow-up on matters raised during the presentation

Evaluate personal performance in the planning and
delivery of the presentation
Slide 117
Follow-up on matters raised during
the presentation
Following a presentation:
Followup

Expect there to be a need to follow-up

Take notes about anything and everything requiring
follow-up action

A follow-up should be seen as a ‘request for more
information’.
Slide 118
Follow-up on matters raised during
the presentation
Examples of possible follow-up action:

Contacting people. The most common requirement:
• In the manner agreed
• Providing extra information or
clarification
• Responding to issues
• Seeking to close a sale
• Involving others
(Continued)
Slide 119
Follow-up on matters raised during
the presentation
Follow-up may require you to ‘provide information’ which
can include:

Supplying extra copies of materials

Providing extra information

Giving information in a different form

Forwarding draft contracts or agreements.
Slide 120
Follow-up on matters raised during
the presentation
Points to note about provision of information:

One request can trigger other requests – expect them

Be alert to the need to explain information – not just
provide it

Supply hard copy information whenever possible

Physically hand material to potential customers or
clients.
Slide 121
Follow-up on matters raised during
the presentation
‘Responding to issues raised’ during a presentation may
involve:

Clarification of points

Updating and/or verifying currency of
information

Preparing revised proposals

Negotiating prices and/or deals.
Slide 122
Follow-up on matters raised during
the presentation
When responding to issues raised:

Thank customer for their request

Respond promptly

Provide necessary detail and information

Check to determine the extra information has, in fact,
effectively addressed the issue.
Slide 123
Follow-up on matters raised during
the presentation
‘Distribution of materials’ refers to provision of:

More/different materials

Electronic or paper-based materials

Promotional merchandise

Documentation for signing

Anything that was promised during the presentation.
Slide 124
Evaluate personal performance
You should evaluate your presentations in order to:

Determine the extent to which intended objectives were
achieved

Identify lessons learned.
Slide 125
Evaluate personal performance
Evaluations of presentations:

Not every presentation needs to be formally evaluated
– only the ‘more important’ ones

Informal evaluations include:
• Personal reflection
• Review of materials
• Consideration of feedback.
Slide 126
Evaluate personal performance
Keys in evaluating personal performance in relation to
presentations are:

Be honestly critical of your own performance

Seek objective feedback

Consider:
• The planning and preparation phase
• The delivery of the presentation.
Slide 127
Evaluate personal performance
Criteria for evaluation include ‘Time and activities in planning
stage’. For example:

Did you allocate enough time to
planning and preparation?

Was the planning and preparation
rushed?

Did you give the presentation the priority it deserved?

Was there plenty of time available but you were just lazy?
Slide 128
Evaluate personal performance
Evaluate ‘support materials used’:

Were sufficient quantities available?

Were materials appropriate?

Were support materials used or referred to at the most
appropriate time?

Did support materials distract from the presentation, or
enhance it?
Slide 129
Evaluate personal performance
Evaluate ‘content’ of the presentation:

Was content arranged in most effective
order to optimise understanding?

Was the scope or extent of the content sufficient?

Was the content accurate, or did it contain mistakes?

Was content current with up to date prices, statistics,
data and other information?
Slide 130
Evaluate personal performance
Your personal performance as a presenter must be evaluated:

Presentation methods

Subject/topic knowledge

Personal enthusiasm

Audience interaction

Personal presentation and appearance.
Slide 131
Evaluate personal performance
Set-up of the venue should also be evaluated:

Did you find out what was available at the presentation
forum?

Did you arrive early enough to set-up properly?

Did the planned set-up for the presentation work?

Could all attendees hear and see what was being
presented?
Slide 132
Evaluate personal performance
Consider also:

How many attended?

Start and finish times

Outcomes from the presentation

Use of ‘critical friends’.
Slide 133
Evaluate personal performance
Obtain feedback from:

Colleagues who assisted with planning and preparation

Colleagues who assisted with/were present at the
delivery

Management.
Slide 134
Evaluate personal performance
Feedback from attendees is useful data for personal
evaluation:

Actively seek it:
• Ask for it
• Distribute ‘feedback’ sheets

Observe attendees:
• Observe and interpret body language
• Listen for comments
• Note comments made directly to you.
Slide 135
Evaluate personal performance
Take notes when evaluating personal performance:

Focus on issues of concern

Be customer-focussed

Focus on areas where there have been
complaints
(Continued)
Slide 136
Evaluate personal performance

Concentrate on ‘trends’

Record the ‘why’ as well as the ‘what’

Create solutions for identified problems

Act on identified issues

Refer to these notes before the next presentation.
Slide 137
Evaluate personal performance
Additional evaluation information may be gleaned from:

Taping, reviewing and critiquing presentations

Using a ‘focus group’.
Slide 138
Evaluate personal performance
You must apply the results of your evaluations. Possible
applications include:

Adjusting content as required

Adjusting delivery as required

Adjusting planning as required

Adjusting personal approach as required
(Continued)
Slide 139
Evaluate personal performance

Adjusting personal approach

Adjusting the environment

Working with management or your workplace ‘decision
maker’

Changing start and/or finish times

Ensuring mistakes are not repeated.
Slide 140
Summary – Element 3
When reviewing a presentation:

Follow-up on matters raised during the presentation –
such as promises for future action, information,
research, contact, clarification, documents, quotations

Accept follow-up is as important as the presentation
itself

Review the planning phase and the delivery phase
(Continued)
Slide 141
Summary – Element 3

Review your personal appearance and performance

Review the materials used

Review the presentation style, content and script

Review the set-up activities
(Continued)
Slide 142
Summary – Element 3

Be as objective as possible

Seek feedback from multiple sources

Be proactive in seeking feedback

Makes notes about lessons learned

Apply lessons learned.
Slide 143