(A). Preparation is the single most important part of making a successful presentation. This is the crucial foundation and you should dedicate as much time to it as possible avoiding short-cuts.
Planning Your Presentation
Step 1: Analyze your audience -The first step in preparing a presentation is to learn more about the audience to whom you’ll be speaking.
Step 2: Select a topic – select a topic that is of interest to the audience and to you. It will be much easier to deliver a presentation that the audience finds relevant, and more enjoyable to research a topic that is of interest to you.
Step 3: Define the objective of the presentation – write the objective of the presentation in a single concise statement. The objective needs to specify exactly what you want your audience to learn from your presentation.
Step 4: Prepare the body of the presentation – After defining the objective of your presentation, determine how much information you can present in the amount of time allowed. Also, use your knowledge about the audience to prepare a presentation with the right level of detail.
The body of the presentation is where you present your ideas. To present your ideas convincingly, you will need to illustrate and support them. Strategies to help you do this include the following:
• Present data and facts
• Read quotes from experts
• Relate personal experiences
• Provide vivid descriptions
Step 5: Prepare the introduction and conclusion – Once you’ve prepared the body of the presentation, decide how you will begin and end the talk. Make sure the introduction captures the attention of your audience and the conclusion summarizes and reiterates your important points.
Practicing and Delivering
Step 6: Practice delivering the presentation – When you practice your presentation, you can reduce the number of times you utter words and phrases like, “um,” “well,” and “you know.”
Speaking from Memory – This allows you the flexibility to move away from the podium and to maintain eye contact with the audience presentation from memory, have notes handy to jog your memory just in case
Speaking from Notes – The benefit of delivering a presentation from notes is that you sound natural rather than rehearsed and you can still maintain relatively good eye contact with the audience.
Speaking from Text – Speaking from text involves writing your speech out, word for word, then basically reading from the text.
Using a Combination of Methods – You may find the best method to be a combination of all three.
(B) Progress reports
Importance: Regular progress reporting creates a valuable written record of the projects’ life. This can be used later to look back and decide how to improve the running of future projects.
They should include the following: report date, project status, project summary, key issues, identified risks, tasks and next steps, decisions needed, key future dates and milestones, and budgeted cost.
Differences between progress report and final report
• Final reports are written once at the end of a project while progress reports are issued regularly as the project goes on.
• Progress reports stresses tasks in the project while final project stresses the whole project