Microsoft Office Tutorials and References
In Depth Information
Tutorial F: Giving an Oral Presentation
Giving an oral presentation provides you the opportunity to practice the presentation skills you will need in
the workplace. The presentations you create for the cases in this textbook will be similar to professional
business presentations. You will be expected to present objective, technical results to your organization
stakeholders, and you will have to support your presentation with visual aids commonly used in the business
world. During your presentation, your instructor might assign your classmates to role-play an audience of
business managers, bankers, or employees, and ask them to provide feedback on your presentation.
Follow these four steps to create an effective presentation:
1. Plan your presentation.
2. Draft your presentation.
3. Create graphics and other visual aids.
4. Practice delivering your presentation.
When planning an oral presentation, you need to be aware of your time limits, establish your purpose,
analyze your audience, and gather information. This section explores each of these elements.
Knowing Your Time Limits
You need to consider your time limits on two levels. First, consider how much time you will have to deliver
your presentation. For example, what are the key points in your material that can be covered in 10 minutes?
The element of time is the primary constraint of any presentation. It limits the breadth and depth of your talk,
and the number of visual aids that you can use. Second, consider how much time you will need for the process
of preparing your presentation
drafting your presentation, creating graphics, and practicing your delivery.
Establishing Your Purpose
After considering your time limits, you must define your purpose: what you need to say and to whom you will
say it. For the Access cases in this topic, your purpose will be to inform and explain. For instance, a business
owners, managers, and employees may need to know how the company
s database is organized and how they
can use it to fill in input forms and create reports. In contrast, for the Excel cases, your purpose will be to
recommend a course of action based on the results of your business model. You will make the recommendations
to business owners, managers, and bankers based on the results of inputting and running various scenarios.
Analyzing Your Audience
Once you have established the purpose of your presentation, you should analyze your audience. Ask yourself:
What does my audience already know about the subject? What do the audience members want to know?
What do they need to know? Do they have any biases or personal agendas that I should consider? What level
of technical detail is best suited to their level of knowledge and interest?
In some Access cases, you will make a presentation to an audience that might not be familiar with Access
or with databases in general. In other cases, you might be giving your presentation to a business owner who
started to work on a database but was not able to finish it. Tailor the presentation to suit your audience.
For the Excel cases, you are probably interpreting results for an audience of bankers or business
managers. In those instances, the audience will not need to know the detailed technical aspects of how you
generated your results. But what if your audience consists of engineers or scientists? They will certainly be
more interested in the structure and rationale of your decision models. Regardless of the audience, your
listeners need to know what assumptions you made prior to developing your spreadsheets because those
assumptions might affect their opinion of your results.
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