SOFT SKILLS FOR ACADEMIC PRESENTATION.

Academic presentations are of great importance in our day to day life. Different types of topics demand different types of presentation. To make effective presentation we need to acquire certain soft skill that include an awareness regarding our audience, the use of proper language, the use of visual aids as well as time management.

 AUDIENCE This is the key to begin a presentation. The method of presentation depends on the audience whom you are going to face. Primary audience Primary audience are those who listen to you directly when you make presentation. They are your formal audience whose age, culture, education, and economics decide the nature of your presentation. They carry your message to a larger group. Secondary audience Secondary audience are the opinion leaders and decision makers. Through your primary audience your ideas reach your secondary audience. Opinion leaders are responsible for the political, cultural or religious opinion of your primary audience. For example in the case of a business presentation, they can be the directors of a company. Decision makers are people to whom your presentation is going to reach based on which they decide whether to accept your ideas or not. Your friends and family who help you design your presentation are also your secondary audience.

 THE OBJECTIVE OF PRESENTATION To decide the suitable presentation method, you need to identify the purpose or objective of your presentation, whether it is to persuade or to inform. Academic presentations are usually a combination of both. Before you start your presentation, consider the following points. 1. Language: Use a language appropriate to reveal your idea 2. Trimming the presentation: Delete unnecessary information. 3. Ice breaking: An ice breaking session where you collect information about your audience and establish a rapport through some group activity will help you to identify your objective. 4. Choosing the appropriate medium: Based on your objective, you can choose any of the following medium

Video presentation: when addressing global audiences spread across different parts of the world video conferencing is the best medium. While doing this, try to make your presentation interesting by using slides, visual aids, video clips etc.

 TECHNIQUES OF EFFECTIVE PRESENTATION: 1. Surprise and grab attention in the beginning: begin your presentation in such a way as to grab the attention of your audience. You can begin with an interesting quote or a surprising fact. Using a surprising fact as an opening line is called Von Restorff effect. 2. Repetition: Repeat your main ideas to remind your audience of its importance. 3. Summarizing: Keep summarizing each part of the presentation so as to link it with the following parts and try to draw the audience attention to the important section by using attention drawing expressions like the main idea is, in the other words etc. 4. Effective conclusion: Conclude your presentation effectively by using quotations, summaries, or by asking questions.

 STRUCTURING THE PRESENTATION: The most appropriate structure for any presentation is that of listing the main ideas and then elaborating the points. A logical ordering of the different parts of your presentation is an essential aspect of any presentation. For example, a presentation of 30 minutes can be logically structured as follows. 1. Introduction 3 minutes: Begin the presentation by stating the main idea to help the audience know the subject of presentation. 2. Main body 15 minutes: Here you elaborate your main idea by presenting the finding of your survey and your data analysis to convince them. 3. Conclusion 2 minutes: Here you conclude by giving a summary or by emphasising the main argument of your presentation. 4. Questions and answers 10 minutes: This part is meant for audience interaction where you invite questions and suggestions from your audience and try to answer their doubts seriously and honestly.

 VISUAL PRESENTATION AIDS : Visual presentation is useful where you want to: 1. Present statistical and numerical data 2. Present diagrams or topics related to arts, design or any subject which involves display of material. 3. Present or introduce a new data or plan 4. Present comparison of facts and figures in graphic or diagrammatic form. 5. Present new interpretation of old data.

ADVANTAGES OF VISUAL AIDS 1. Seeing things improves ones understanding of those things. 2. We respond easily to what we see. 3. It will promote the interest and attention of the audience. 4.A lot of information can be presented within a short time using visual aids. 5.It saves time. 6.It increases the effectiveness of the presentation. How to Use Visual Aids: 1. Do not use too many visuals. 2. Use one visual for one main point. 3. Prepare the visuals in bold and clear letter so that it can be seen by persons sitting at the back. 4. Do not use too many words on a single slide. 5. Write single words or short phrases on the slide. 6. Use various colours to highlight various points. 7. Try the method of revealing one point at a time if you have written more than one point on the slide. 8. Number the slides and rehearse the presentation to avoid confusion. 9. While showing the visual aids explain their purpose and content. 10. Keep it displayed for a sufficient period of time for the audience to read and note it down.

Different kinds of visual aids: 1. Boards: A board is a primary aid used in classrooms. It can be either black or white. While writing on the board, it is better to divide it into parts for writing down points, for doing calculations as well as for drawing figures. The writing must be bold and clear. Clean the board when you end the presentation. 2. Flip chart: While making presentations for a small group of 15 to 20 people, you can use a flip chart which is a large pad of paper on a stand. Advantages of using flip chart are: a. They can be prepared in advance for presenting diagrams, graphs or charts. b. They can be used for prompting you. You can write the main points faintly in pencil and use it during the presentation. c. It can be used for creating, presenting and recording audience’s feedback at the end of the presentation. d. Flip chart, which can be written using water soluble ink can be used repeatedly. 3. Overhead projectors (OHP): This is the most commonly used visual aid. This can be used while speaking to the audience with a prepared transparency of bright, large and colourful image projected on the screen. It is better to use a transparency with neatly and clearly typed matter.

How to prepare transparencies: 1. Make it clear and visible. 2. Write one point on one transparency. 3. Do not include too many points or diagrams on a single transparency. 4. Write a maximum of eight lines of six words (48 words) on a single transparency. 5. Use different bulletins to make main points and the sub points. 6. Place the information at the centre. Points for using OHP 1. Check that the projector switches are working. 2. The projector lens and the projection surface must be clean. 3. Adjust the focus to get the brightest and the largest image. 4. Switch off the projectors between the visuals. 5. Keep the fan inside the projector on while showing the visuals. 6. Use a pointer or a pen or pencil to point to the transparency. 7. Unfold the points one by one. 8. Look at your audience while making presentations. 4. Power point projections: With the advent of computers, the OHPs are being replaced by power point presentations in which images and information are projected using a multimedia projector. In this entire presentation is prepared in the form of a floppy disc or prepared directly in a laptop and is projected using an LCD projector. While making power point presentations, ensure that the place where you are going to present has enough size, ventilation and seating arrangement.

 • Clarity and persuasion: To make your presentations clear 1. You must understand your topic well. 2. Use simple and appropriate language. 3. Establish a friendly relation with your audience. 4. Structure your presentation properly. 5. Use examples and illustrations that can be understood by the audience. 6. Use audio visual aids effectively. • To make your presentation persuasive 1. Use clear and accurate statement of the topic. 2. Give logical explanatios. 3. Give only the relevant details. 4. Try to appeal to the audience’s emotions. 5. Give real life examples. Non verbal communication: While making presentations, it is important to consider how you present yourself in front of the audience. Non verbal communication (communication without using language, such as body language, expressions, actions etc.) is equally important. Hence give attention to the following aspects while making presentations:

1. Your appearance. 2. Maintain positive posture. 3. Maintain eye contact. 4. Use positive gestures(actions) and hand movements. 5. Do not stand fixed. Move between the screen and the audience. 6. Smile and be relaxed while answering the questions. Guidelines for Effective Presentation: 1. Tryto involve your audience in the presentation and encourage their participation. 2. Prepare and perform well and be confident. 3. Don’t speak in a low feeble voice. 4. Don’t shout, which will make you sound angry. 5. Maintain eye contact to arouse audience interest. 6. Be simple and clear. 7. Ask interesting questions to the audience. 8. Invite volunteers from audience for role play. 9. Stand close to the audience so that you are fully visible to them. 10. Avoid stage fright. 11. Visualize the successful end of your presentation.

Opening and closing: Opening: This is a very important stage of the presentation. While beginning your presentation, try to arouse the interest of your audience within 30 to 40 secondas. You can do this by doing the following: 1. Have a pleasant expression on your face. 2. Maintain a positive and confident posture. 3. Ask questions to the audience. 4. Narrate an incident that will arouse their curiosity. 5. Use stories or interesting statistics. Closing: While closing the presentation 1. Give s summary of the presentation. 2. End it positively. 3. Call for action. Time Management: Time management is very important for the success of any presentation. To observe the time limit strictly 1. Plan and organoize the presentation properly. 2. Try to limit the speed of your presentation between 110 to 120 words per minute. 3. Give equal importance to the discussion and the solution of the problem. 4. Time should be given to the audience to ask questions or to give their suggestions to make them feel that they are the active participants of the presentation. 5. Organize the arguments well in advance. 6. Make swift transitions. 7. Make an impressive introduction. 8. Be objective.