Discuss different elements of communication you keep in mind in presenting a report.

Discuss different elements of communication you keep in mind in presenting a report.

Difference elements of communication that we should consider while presenting a report are summerise as follows :-
1) Purpose of communication
The first step is to think through the purpose of the presentation and to focus it sharply. The presenter can try to achieve a variety of purposes. Some instances of presentation purposes are as follows:

Informing?
Selling?
Exploring?
Decision making?
Persuading?
Changing attitude or behaviour?

Within each of these, the focus can be sharpened by breaking them into subsets. For example, if it is a decision making situation, would the presenter be interested in persuading the audience to

a) accept a decision which has already been taken
b) vote on a decision
c) provide feedback for decision making
d) take a decision, or
e) explore areas which need attention for decision making at a later time.

2) Audience on target
In a presentation, multiple audiences interact at the same time. The sender and the receivers of the message keep changing roles through clarification queries, question and answer, dialogue, and discussion. It is a live and dynamic situation in which the presenter shapes the message in the open

3) Media
Moreover, a presentation helps to broaden or open up the horizon of thought. Therefore, to treat presentation as an extension of written medium by projecting written data on the screen and making the screen and making the audience read it is a self-defeating and expensive proposition. Also concentrating on any one medium – sight or sound—failing to take full advantage of the potentialities of presentation.

4) Message to be deliver
The presenter has to think of the focus of the message – its breadth and depth – as much as a writer does. But the dimensions are different. The presenter cannot get as much depth and complexity as a writer can achieve. Therefore, the focus of a presentation has to be different from that of a report.
A presentation concentrating on a single theme or a few major strands of a theme is more comprehensible to the audience and leaves a more lasting impression than the one with too many diverse issues.
Organization of the message is as important in presentation as in writing. Confused
Organization confuses the audience and leads them to focus their attention on unimportant or unintended issues.

5) Time of communication
Another major aspect is how much time is given to the presenter to make the presentation. This is a crucial dimension which decides the length and the overall communication mix.
The timing or sequencing of the message or its various parts is also significant. Is your audience prepared for it? When can get their maximum attention?
6) Place of communication
The presenter may not have much choice in selecting the place. But to make the best use of the place and the facilities available will depend on the presenter. Whether the room is square or rectangular, whether it is large or small enough for the audience, whether the seating arrangement is fixed or movable are some examples of the questions which bother a presenter. On the room arrangement depend the kind of audio-visual tools that can be used and the type of interaction that the presenter can have with audience.
7) Cost of communicatioin
The preparation of a good presentation is time consuming and expensive. The presenter should ask himself a ) whether he is trying to achieve thorough presentation what he could have easily achieved through written communication and b) whether he could use cheaper production methods and aids then the ones he has chosen to put across the message.