Part A: If you were asked to advise someone on how to prepare for and deliver an important presentation, what would you say? For each step listed, state why it is important.
The presentation of a project needs to be as clear and effective as possible. A project can be presented either orally or through other methods such as PowerPoints, multimedia, short impromptu or long planned. The advice that I would offer any person concerning the preparation for and the delivery of a presentation will be as follows.
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The first step will be for him or her to determine the purpose of the presentation. The purpose can either be to educate about something or to persuade the audience to engage in a specific activity. This identification process will help to ensure that the presentation achieves its intended purpose.
The second step will be to know the audience in terms of their knowledge and familiarity either the concerned subject. This will enable the presenter to hear the presentation to the audience he or she expects.
The third step involves making an outline of the presentation in order to organize your thoughts.
The fourth step involves using a language that is simple to understand for the audience to have an easy time understanding the concept rather than have a lot of time trying to understand what the presenter is talking about,
It is important to make small notes and final outlines that you will be referring to in the time of the presentation. This is important because it helps the delivery to flow smoothly.
The other important issue is doing practice; a lot of practice is needed before to help one to feel they are much more comfortable while doing the presentation. Practice will help you to bolster your self-confidence and maintain calmness
After practice, prepare all the necessary equipment and be sure to test them before the presentation time in order to avoid the possibility of any complications during the actual presentation.
Prepare copies of handouts materials so that in case the members of the audience don’t have to make notes. This will capture the attention of the members of the audience and they will be able to comprehend what the presentation is about.
Request for all the necessary equipment’s that will be needed during the presentation process. Example of such equipment includes the audiovisual equipment. Having the equipment on time helps avoid last minute rush.
Finally, pre-visit the meeting room in order to get the feel of the surroundings. This helps when it comes to comfortability of the presentation process.
During the presentation, it is normal to be a little nervous. Turn off your cell phone and other auxiliary devices that may distract you during the presentation process. Be prepared with at least two or three sentences that will act as the opening statements during the presentation process. Using the 3-T approach, first tell what you are going to talk about, provide a description of the subject and later finish by doing a summary of what the presentation has been about.
Be clear and confident while talking to the audience, use appropriate nonverbal cues during presentation, instead of reading the slides, elaborate on them, do not obstruct the audiovisual aids, build interest in the presentation, maintain the major points in the key areas and combine all the important points prior to doing the closing lines.
After the presentation is complete, allow time for the audience to ask any questions through audience interactions and then respond to the questions sincerely, candidly, and confidently.
Part B: Why is progress reports an integral part of project communications? What should they include? How are they different from a final report?
The importance of progress reports is that they provide information about team member and the accomplishments of the customers, problems, goals, and current status. The components of the progress reports include:
The accomplishment of the project since the last report was done.
The current performance status of the project.
The progress that has been made in dealing with previous problems.
Potential and newly discovered problems
Planned corrective measures for listed problems
It also contains milestones that are expected to be reached in next time the project will be reported.
The final report has the purpose of summarizing the whole project. The final report contains the following: original needs of the customer, original objectives of the project, future consideration, and test data from the final acceptance testing, actual and the anticipated customer benefits that result from the project. This makes it different from the progress report in that it brings together the entire projects summary that is important for policy creation and implementation. The needs of the project are addressed in the final report and this makes it more important than the progress report even though they are both needed in the projects management process.
