1) Audience Analysis: If the speaker has properly analyzed the audience before the presentation, his presentation will be more effective. On the other hand, poor or improper audience analysis leads to ineffective presentation. The style of the presentation is largely dependent upon the type and size of the audience. If the audience is large, the presentation should be more formal whereas an informal presentation can work for a small audience.
2) Communication Environment: The communication environment affects the effectiveness of the presentations. Much of the audience notices the physical things surrounding the speaker, the stage, lighting arrangement, background, etc. Proper arrangement of these things can enhance the impact of the presentation. If there is noise in the surrounding environment, it detracts the audience from listening and consequently leaves unhealthy messages.
3) Personal Appearance: Personal appearance of the speaker has a great impact on the audience. Well, a dressed person can deliver a good presentation. Therefore, the speaker should wear neat and clean clothes and take time to check his appearance just before starting the presentation.
4) Use of Visuals: Visuals can enhance the professional image of the presentation. Different research studies demonstrate that presenters using the latest visual techniques are perceived as better prepared, more persuasive, more credible and more interesting than speakers who do not use visuals. But visuals work only if the technology on which they depend works well. Therefore, the presenter should check the equipment in advance before presenting.
5) Opening and Closing of Presentation: The beginning and closing of a presentation are the positions of emphasis. Those presenters who can open the presentation with interesting remarks are likely to create more interest and enthusiasm for listening to the presentation. On the other hand, presenters with poor openings are likely to leave the audience bored. Similarly, the ending of the presentation has a profound impact on the audience. Endings, with vivid and positive pictures,, are more likely to have a profound impact on the audience.
6) Organization of Presentation: Clarity in presentation is essential which comes with proper organization of the information. Properly organizing the information can make the message more understandable, keep the audience happy and boost the image of the speaker. Proper organization of the presentation enhances its effectiveness of the presentation. On the other hand, improper organization of the presentation will not influence the audience. Improper organization of presentation is reflected as follows:
i) Taking a long time to get to the point.
ii) Inclusion of irrelevant material.
iii) Leaving out the necessary information.
iv) Mixing up of ideas.
To overcome these problems, the presentation can be organized in one of the five standard patterns:
i) Chronological: It starts with the past, moves to the present and ends by looking ahead.
ii) Problem-Causes-Solution: It explains the symptoms of the problem, identifies its causes and suggests remedial measures.
iii) Excluding Alternatives: It shows the symptoms of the problem, suggests possible solutions, explains the reasons why these don’t work and ends the discussion with a solution that will work.
iv) Pros-Cons: It expla of the proble advantages and disadvantages advantages and disadvantages advantages and disadvantages advantages and disadvantagesm(s).
v) 1-2-3: It discusses three aspects of a topic: introduction, body and conclusion.
7) Language and Words: The quality of presentation is affected by language and words. To make the audience understand the message, the speaker has to talk in the language known to the audience. To enhance the impact of the presentation, he should choose catchy words that appeal to the heart and emotions of the audience. If the language spoken by presenter is different from the audience's language, and the words used are stereotyped, it is likely to have the most negligible impact on the audience.
8) Quality of Voice: The quality of the voice of the presenter affects the effectiveness of the presentation. Voice modulation is likely to have a greater impact on the audience whereas a monotonous voice will bore the audience.
9) Body Language: The effectiveness of the presentation is also affected by the body language of the speaker. A speaker having eye contact with the audience is likely to impress more than a speaker reading out the handouts. A speaker who looks more at the audience is judged as better informed, more experienced, more honest and friendlier than a speaker who delivers the speech with less eye contact. With eye contact, members of the audience feel that the speaker is talking to them.
Similarly, confidently moving speakers are likely to have more impact than nervous speakers. To calm one’s nervousness, one should be well-prepared, take several deep breaths, relax one’s muscles, pause and look at the audience and use body energy in strong gestures and movements.
10) Answering Questions: The effectiveness of the presentation is also affected by the presenter's skill in handling questions asked at the end of production. A speaker who answers the audience’s questions and handles hostile questions with tact is likely to influence the audience more. On the other hand, a speaker who answers rudely will leave a negative impact on the audience.
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