Presentations are one of the first managerial skills which a junior engineer must acquire.
Management is the art of getting things done. A Presentation is a fast and potentially effective method of getting things done through other people. In managing any project, presentations are used as a formal method for bringing people together to plan,–monitor and review its progress.
But let us look at this another way: what can a presentation do for you?
Firstly; it puts you on display. Your staff need to see evidence of decisive planning and leadership so that they are confident in your position as their manager. They need to be motivated and inspired to undertaking the tasks which you are presenting. Project leaders from other sections need to be persuaded of the merits of your project and to. provide any necessary support. Senior management should be impressed by’your skill and ability so that they provide the resources so that you and your team can get the job done.
Secondly; it allows you to ask questions and to initiate discussion. It may not be suitable within the presentation formats of your company to hold a discussion during the presentation itself but it does allow you to raise the issues, present the problems and at least to establish who amongst the audience could provide valuable input to your decision making.
Finally; presentations can be fun. They are your chance to speak your mind, to strut your stuff and to tell the people what the world is really like. While you hold the stage, the audience is’bOund by good manners to sit still and watch the performance.
The Objectives of Communication
The single most important observation is that the objective of communication is not the transmissions but the reception. The whole preparation, presentation and content of a speech must therefore be geared not to the speaker but to the audience. The presentation of a perfect project plan is a failure if the audience does not understand or are not persuaded of its merits. A customers’ tour is a waste of time if they leave without realising the full worth of your product. The objective of communication is to make your message understood and remembered.
Formulate your Objectives
The starting point in planning any speech is to formulate a precise objective. This should take the form of a simple, concise statement of intent. For example, the purpose of your speech may be to obtain funds, to evaluate a proposal, or to motivate your team. No two objectives will be served equally well by the same presentation; and if you are not sure at the onset what you are trying to do, it is unlikely that your plan will achieve it.
Identify the Audience
The next task is to consider the audience to determine how best to achieve your objectives in the context of these people. Essentially this is done by identifying their aims and objectives while attending your presentation. If you can somehow convince them they are achieving those aims while at the same time achieving your own, you will find a helpful and receptive audience. For instance, if you are seeking approval for a new product plan from senior management it is useful to know and understand their main objectives. If they are currently worried that their product range is out of date and old fashioned, you would emphasize the innovative aspects of your new product; if they are fearful about product diversification you would then emphasize how well your new product fits within the existing catalogue.
All speeches should have a definite structure or format; a talk without a structure is a woolly mess. If you do not order your thoughts into a structured manner, the audience will not be able to follow them. Having established the aim of your presentation you should choose the most appropriate structure to achieve it.
However, the structure must not get in the way of the main message. If it is too complex, too convoluted or simply too noticeable the audience will be distracted. If a section is unnecessary to the achievement of your fundamental objectives, pluck it out.
Defining the transactions that must be supported through interfaces is part of the system specification. The requirement model includes the interface objects and what information they should present.
Each interaction includes presentation. Presentation describes the layout of information. Designers must provide interfaces that will help users to solve their problems, and the presentation must include object that the user can readily understand in terms of their everyday work.
The presentation and dialog often depend on what users are doing There are many reasons for people to interact with computers. The most common are to :
- Capture information for storage and later use by system users.
- Retrieve inforniation — often called the system output.
- Solve problems or make decisions, such as designing a computer.
- Support workgroup interactions.
- Control remote facilities, such as machine tool.
This mide variety of interfaces and users means that interface design is not a straight forward process. The kinds of tasks that particular users do on a computer must first be identified and then the ideal interactions for these tasks sought and program written to support these interactions. Consequently, interface design tools have been developed that simplify the design and .,upport easy change.
Presentation should be made adaptable to the user.