Useful language

Unit 6

6. Read the openings of one formal presentation and one informal presentation. Decide which one is formal and which one is informal.

Presentation 1.

Good morning everyone, on behalf of myself and Focus Advertising, I’d like to welcome you. My name’s Sven Larsen. I’m Commercial

Director. This morning, I’d like to outline the campaign concept we’ve developed for you. I’ve divided my presentation into three parts. First, the background to the campaign, next the results of our market study, thirdly, the concept itself. If you have any questions, please don’t hesitate to interrupt me.

Presentation 2.

Hi, I’m Dominique Lagrange. Good to see you. As you know, I’m Creative Director of DMK. I’m going to tell you about the idea we’ve come up with for the ad campaign. I’ll give you the background and talk you through the results of the market study and tell you about our concept. If you’re not clear about anything, go ahead and ask any questions you want.

7. Pamela Pickford trains business people to make presentations. Which of the points below does she make? Read and mark each one either “True” (T) or “”False” (F).

1. …. When preparing a presentation, try to find out what your audience already knows.

2. …. Everyone in your audience should be at the same language level.

3. …. Visit the room in which you are presenting before you actually make the presentation.

4. …. The first stage of your presentation is when you should get the full attention of your audience.

5. …. If you memorize the introduction, you will be more confident when making a presentation.

6. …. The whole text of your presentation should be written on postcards.

7. …. If you use an overhead projector, you should remember to turn it off when you don’t need it.

8. …. Remember that the content of the presentation is much more important than your presenting style.

The key is preparation. So the first step is to find out who you’re going to be presenting to. Now you need to do this on two levels. Firstly, how much does

the audience know about the subject? Are they experts or do they know very little?

Unit 6

Secondly, are you presenting to a group from the same or from different countries? And adjust your language so that everybody can understand. If possible visit the room where you’ll be giving the presentation beforehand and organize it precisely to your own requirements. Check you are familiar with the equipment, re-arrange the seating and try to make yourself feel comfortable and relaxed in it.

So, once you know who you’re presenting to and where, you’re ready to start preparing what exactly you’re going to say.

So, stage one is the opening – that all-important first few moments that can make or break the presentation. Then stage two, a brief introduction about the subject of your talk. Then three, the main body of the presentation. And four, the conclusion, which should include a summary of your talk and your final opinion or recommendations. Finally, the question and answer session.

Now the most important stage is the opening minute or so and I’d suggest that people memorize it exactly as if they were actors. Write down the opening with all the pauses and the stress clearly marked, and then record it, listen to it, and practise it again and again. This is so important because if it’s properly done, you not only get the audience’s attention immediately, but you feel confident during what can be the most frightening part of the presentation.

After that, you can start using your notes. So the first step is to write those notes. Write the whole presentation out just like an essay. Then select the key points. But read the full version over and over again until it’s imprinted in your mind. The next step is to buy some small white postcards and write no more than one or two of the key points or key phrases onto each one.

Some visual aids, like overhead transparencies, are very important of course. But most people put far too much information on them. Don’t – because it’s difficult to read and it bores the audience. Limit yourself to a maximum of five points on each. Remember to turn off the projective when you’re not actually using it. And don’t talk to the machine or the transparency, which again lots of people do. Face the audience at all times. Finally, remember that it’s not just what you say. How you say it is just as important. Quite unlike meetings and negotiations, a good presentation is very much a performance.