Understanding the difference: formal vs informal presentations

Learn the difference between formal and informal presentations and when to use them. Enhance your presentation skills, with practical tips for any setting.

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Presentations are a valuable tool—whether in academic, professional, or social settings. How information is delivered significantly impacts its reception and comprehension.

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The two primary presentation styles that exist are formal and informal. While both serve distinct purposes, understanding their differences is crucial for effective communication.

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This article covers the characteristics, usage, and strategies associated with formal and informal presentations—providing readers with comprehensive insights into both approaches.

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Formal vs informal presentations: Definition

Creating a formal presentation requires careful planning and adherence to established guidelines. Presentations are usually structured and follow a predefined outline or agenda. This type of presentation is considered formal and is commonly given in professional settings such as board meetings, conferences, or academic seminars. Speakers maintain a professional disposition, employ formal language, and adhere to established standards of dress and conduct.

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In contrast, informal presentations take on a different approach than presenting formally. They occur in more casual settings, like team meetings, workshops, or social gatherings. Informal presentations are often spontaneous and may be loosely structured or entirely improvised, allowing for more flexibility and spontaneity in delivery. Speakers adopt a conversational tone, often engaging the audience through anecdotes, humor, or personal stories.

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When giving a formal presentation, it's common for business meetings to include a virtual presentation component, especially in today's digital age. This may involve using a slideshow to provide information to the audience. Speakers are usually given time to prepare their presentation and ensure that it meets the standards of professionalism expected in the given context.

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However, when presenting to your team in a weekly meeting, the atmosphere is typically more relaxed. Presentations may feel more like a conversation, and speakers may take a less formal approach in delivering their content. This allows for a more interactive exchange of ideas among team members.

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Characteristics of formal presentations:

The characteristics of a formal presentation encompass several key elements. Understanding and incorporating these elements can help you deliver formal presentations that are informative, engaging, and impactful.

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Structure: Formal presentations follow a structured format, typically beginning with an introduction, followed by the main body, and concluding with a summary or conclusion. Each section is explained, with transitions facilitating smooth progression between topics.

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Language: Formal presentations employ precise, technical language suited to the audience's expertise. Jargon and terminology relevant to the subject matter are commonly used, enhancing credibility and professionalism.

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Visual aids: Visual aids such as slideshows, charts, or graphs are integral parts of formal presentations, aiding in information retention and comprehension. They are carefully designed to complement the spoken content, emphasizing key points and data.

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Interaction: While interaction with the audience may occur in formal presentations, it is typically more structured, with designated question-and-answer sessions or opportunities for feedback at specific intervals.

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Strategies for effective formal presentations:

The following strategies for formal presentations will enable you to communicate, engage the audience, and achieve your presentation objectives.

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Preparation: Thorough preparation is essential for formal presentations. This includes researching the topic, organizing content logically, and rehearsing delivery to ensure fluency and confidence.

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Clarity: Clear and concise communication is paramount in formal presentations. Articulate your points clearly, avoiding ambiguity or unnecessary complexity.

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Engagement: While maintaining professionalism, you should strive to engage the audience through compelling storytelling, relevant examples, or thought-provoking questions.

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Professionalism: Research on appearance-based inferences shows that formally dressed individuals are perceived as more competent and establish credibility. Dressing appropriately, maintaining eye contact, and exhibiting confidence are all characteristics of professionalism in formal presentations.

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How to make an effective formal presentation?

Crafting an effective formal presentation involves meticulous planning, thorough preparation, and polished delivery. A well-crafted presentation script provides a solid foundation for exceptional delivery, enabling you to engage your audience and convey your message impactfully. Here are key steps to ensure success:

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Define objectives:

Clarify the purpose and objectives of the presentation as it guides your planning and content creation process. A clear purpose ensures that you stay on track, maintain audience interest, and effectively communicate your message. Identify the key messages you want to convey and the desired outcomes you hope to achieve.

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Know your audience:

Understand the needs, interests, and expectations of your audience as it allows you to create personalized content. By understanding your audience demographics, interests, and expectations, you can create content that resonates with them on a deeper level, increasing engagement and retention. Personalized content demonstrates that you value your audience's time and attention, leading to a more meaningful and impactful presentation experience for both you and your audience.

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Research thoroughly:

Conducting comprehensive research on the topic is crucial to gather relevant information, data, and examples. This step is essential for several reasons:

-    It enables you to gain a thorough understanding of the subject matter, allowing you to speak confidently and authoritatively during your presentation.
-    Thorough research helps uncover pertinent data, statistics, and examples to support your points, thereby enhancing the credibility of your presentation.
-    In-depth research allows you to anticipate potential questions or objections from your audience and prepare thoughtful responses.
-    Verifying the credibility of your sources ensures accuracy and relevance in your content.

By prioritizing comprehensive research, you equip yourself with the necessary knowledge and evidence to deliver a compelling and credible presentation.

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Organize content:

Structure your presentation logically and coherently. Develop an outline or storyboard to organize key points, transitions, and visual aids effectively. A presentation outline acts as the foundation for a well-organized and impactful presentation. Here's why having one is crucial:
-    Clarity and structure: An outline offers a clear framework, allowing you to organize your ideas logically. It ensures a smooth flow of information from start to finish, helping your audience grasp the main message effectively.
-    Prevention of information overload: With a structured outline, you can prioritize key points and avoid overwhelming your audience with excessive details. This keeps your presentation focused and engaging.
-    Time management: Effective time allocation is vital in presentations. An outline helps you manage time efficiently by dividing your content into manageable segments. This ensures that you stay within the allotted time and maintain a steady pace throughout your delivery.

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Create compelling visuals:

Research indicates that over 50% of our brain is dedicated to processing visuals, highlighting the importance of visual storytelling in communication. Designing visually appealing slides or multimedia presentations to accompany your spoken content can significantly enhance audience engagement and improve information retention.

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Compelling visuals not only make presentations more captivating but also facilitate the understanding of complex information. By incorporating clear and concise visuals such as charts, graphs, or images, you can effectively break down dense data or intricate processes into easily understandable and memorable segments.

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This approach is particularly beneficial for business presentations, which often involve conveying valuable insights, system workflows, or customer journeys. Visual representations of statistics or stages help simplify complex information, making it more accessible and digestible for your audience.

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Practice delivery:

Rehearse your presentation multiple times to familiarize yourself with the content and flow. It goes beyond just explaining your topic and data—it's also about mastering soft skills like speaking without reading, maintaining eye contact, and controlling your pace. This combination helps convey confidence and professionalism. Here's how rehearsing your presentation can benefit you in an effective presentation delivery:
-    Enhances confidence: Regular practice boosts confidence and reduces anxiety, leading to a more polished and assured performance.
-    Improves timing: Rehearsing helps refine the timing of the presentation, ensuring it fits within the allotted time frame.
-    Enhances clarity: Practicing enables presenters to articulate their message clearly, improving audience comprehension.
-    Refines delivery style: Repeated rehearsal allows presenters to refine their tone, pacing, and body language, enhancing overall communication effectiveness.
-   Increases preparedness: Regular practice ensures presenters are well-prepared to handle unexpected situations or questions during the actual presentation.

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Engage the audience:

An engaging and interactive presentation is more memorable as it prevents distractions and effectively communicates key messages. It also fosters a connection between the presenter and the audience, building rapport, trust, and a positive impression. To keep your audience engaged, consider the following tips:

-    Start with a compelling opening: Grab the audience's attention with a thought-provoking question, surprising fact, or relevant anecdote.
-    Use visual aids: Incorporate visually appealing slides, videos, or images to enhance the presentation and reinforce key points.
-    Tell stories: Share relevant stories or examples to make your points more relatable and evoke emotional connections.
-    Encourage interaction: Foster engagement through polls, quizzes, or group discussions, and invite audience questions and thoughts.
-    Involve the audience: Invite volunteers to participate in demonstrations or role-plays to encourage active participation and experiential learning.
-   End with a call to action: Conclude with a clear call to action that motivates the audience to take the next steps, whether it's signing up for a newsletter or implementing new ideas.

Creating an interactive environment during a presentation is an art but it is not impossible to learn how to engage your audience. By incorporating the above-given tips into your presentation, you can help you create an engaging and memorable experience that resonates with your audience and achieves your presentation goals.

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Handle Q&A sessions:

Q&A sessions are vital components of successful presentations as they gauge your preparedness, establish credibility, and provide clarity to stakeholders. To handle them effectively, it's essential to:

-   Prepare in advance: Anticipate potential questions and objections from the audience, and formulate clear, concise responses to address them effectively.
-    Maintain composure: When facing challenging or confrontational questions, remain composed and avoid becoming defensive. Acknowledge concerns respectfully and respond thoughtfully.
-   Restate and clarify: If necessary, restate questions for clarity before providing your response. This ensures that everyone understands the context and facilitates a more effective exchange.
-    Redirect tactfully: If a question veers off-topic or becomes disruptive, tactfully redirect the conversation back to the presentation's focus while acknowledging the importance of the audience's input.

By following these strategies, presenters can navigate Q&A sessions with confidence, professionalism, and effectiveness.

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Evaluate and adjust:

Evaluating and adjusting your presentation is essential for continuous improvement. After delivering your presentation, it's essential to seek feedback from audience members or peers to identify areas for improvement. If possible, take the time to review a recording of your presentation, paying close attention to verbal and non-verbal cues, audience reactions, and overall flow.

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Use this review to pinpoint areas where adjustments can be made to enhance your delivery, such as modifying slides, refining talking points, or practicing delivery techniques. Each presentation should be viewed as a learning opportunity, encouraging continuous growth and refinement of your skills based on audience response and evolving objectives.

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Understanding the significance of different types of formal presentations is essential for achieving presentation objectives effectively. Each type serves a specific purpose, catering to various communication needs in business contexts. By exploring these different forms, you can tailor your approach to suit the specific requirements of their audience and message. Dive into our article, "Exploring 8 different types of presentations to excel in business communication," to gain valuable insights on different types of presentations and enhance your presentation skills.

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Characteristics of informal presentations:

In the realm of formal vs. informal presentations, it's essential to recognize the unique characteristics that set informal presentations apart. Here's what distinguishes them:

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Flexibility: Informal presentations offer greater flexibility in content and delivery. Speakers may deviate from a predefined structure, responding to audience feedback or incorporating spontaneous ideas.

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Tone: The tone of informal presentations is conversational and relaxed, fostering a sense of fellowship and connection with the audience. Humor, personal anecdotes, and informal language are often employed to create a more engaging atmosphere.

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Interactivity: Informal presentations encourage active participation from the audience, fostering conversation and collaboration. Speakers may invite questions, facilitate group discussions, or encourage audience members to share their experiences.

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Visual aids: While visual aids may still be used in informal presentations, they are typically simpler and less formal than those used in formal settings. Hand-drawn diagrams, whiteboard sketches, or multimedia clips may supplement verbal communication.

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Strategies for effective informal presentations:

When delivering an informal presentation, certain strategies can significantly enhance its effectiveness. By creating a relaxed and engaging atmosphere, informal presentations allow for a more conversational approach. Here are some key strategies to help you make the most of this dynamic setting:

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Authenticity: Authenticity is key in informal presentations. You should express genuine enthusiasm and passion for the topic, fostering rapport and connection with the audience.

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Adaptability: Flexibility and adaptability are essential in informal presentations. Be prepared to adjust their approach based on audience reactions, improvising as necessary to maintain engagement and interest.

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Interactivity: Encouraging audience participation is crucial in informal presentations. You should create opportunities for dialogue, actively listening to audience feedback and incorporating it into the presentation where appropriate.

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Engagement: Captivating the audience's attention is paramount in informal presentations. Make smart use of storytelling, humor, or interactive activities to maintain interest and foster a memorable experience.

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How to make an impactful informal presentation:

Crafting a compelling informal presentation involves creating a relaxed and engaging environment while effectively conveying key messages. Here's how to enhance the impact of your presentation:

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Start strong:

Starting your presentation strong is crucial to capture the audience's attention and set the tone for the rest of the session. A compelling opening statement, question, or anecdote can stimulate curiosity and encourage active participation from the outset.

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Research suggests that when we anticipate a specific outcome, our attention may fade, but uncertainty about what comes next keeps us engaged. Therefore, using this principle can help maximize audience engagement and retention throughout your presentation.

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Foster conversation:

Establishing a connection with your audience is key, and adopting a conversational tone and demeanor can help achieve this. By speaking naturally and using relatable examples, you can ensure clarity and engagement throughout your presentation. Avoiding complex jargon makes your message easier to follow, fostering a deeper connection with your audience. This approach creates a more inclusive and interactive atmosphere, enhancing the overall effectiveness of your presentation.

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Harness the power of storytelling:

Storytelling is a powerful art form that can significantly enhance your overall message and captivate your audience. By incorporating storytelling, you can effectively illustrate complex ideas in a memorable and relatable manner. Share personal anecdotes or case studies that resonate with your audience, evoking emotions and deepening their understanding of the topic at hand. Through a compelling narrative, you can create a connection with your audience, making your message more impactful and memorable.

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Encourage participation:

Encouraging participation involves involving the audience in the conversation right from the beginning. While presenting exhibit authenticity and confidence to foster an environment where questions, comments, and feedback are welcomed. This approach creates a participatory atmosphere where open dialogue and collaboration thrive, enhancing engagement and a sense of involvement among the audience members. By actively involving the audience throughout the presentation, you can create a more dynamic and interactive experience that resonates with the audience and encourages active participation.

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Use visuals wisely:

When it comes to visual aids in informal presentations, simplicity and relevance are key. While formal presentations may rely heavily on polished powerpoint presentation slides, informal settings often favor more spontaneous tools like whiteboards, hand-drawn charts, and multimedia clips. These tools offer unique benefits, as they allow presenters to build visuals in real time, enhancing the impact of their spoken words.

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Using whiteboards or hand-drawn charts enables presenters to illustrate complex concepts on the spot, simplifying them for the audience's comprehension. This interactive approach fosters engagement and encourages audience participation. Additionally, multimedia clips can supplement verbal explanations, providing visual and auditory reinforcement to enhance understanding.

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Inject humor appropriately:

Utilize humor to create a lively atmosphere and enhance audience engagement during your presentation. Incorporating wit and playful anecdotes not only lightens the mood but also encourages the audience to connect with and retain the information more effectively. By infusing your presentation with humorous elements, you can captivate your audience's attention and leave a lasting impression.

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Stay flexible:

Stay responsive to your audience's reactions and feedback during your presentation to maximize your impact as a presenter. Pay attention to their non-verbal cues, which can offer valuable insights into their engagement and feelings toward the content. Embrace spontaneity and remain flexible, allowing space for improvisation to address audience interests or concerns in real time. This adaptability ensures that your presentation remains dynamic and relevant, fostering a deeper connection with your audience.

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End on a strong note:

A strong conclusion ensures that the audience retains the most important information from the presentation and can motivate the audience to take certain actions. Additionally, it shows that the speaker has carefully considered the structure and content of the presentation, leaving a positive impression on the audience, and enhancing the speaker's credibility.

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By implementing these strategies, speakers can create informal presentations that resonate with the audience, foster meaningful interactions, and make a lasting impact.

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FAQ on informal vs formal presentation

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1. What are the key differences between formal and informal presentations?

Explore the distinct characteristics and usage scenarios of formal and informal presentation styles, from the structured design of formal slideshows to the conversational flow of impromptu exchanges.

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2. How can I effectively craft a formal presentation?

Discover the essential elements and strategies required for creating a polished formal presentation, including meticulous preparation, clear communication of main points, and engaging presentation design services.

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3. Are impromptu presentations common in virtual settings?

Understand the prevalence of impromptu presentations in virtual environments and learn how to adapt presentation styles to effectively engage audiences during virtual meetings or discussions.

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4. What organizational methods are typically employed in formal presentations?

Explore the organizational methods utilized in crafting a formal presentation, from outlining main points to structuring content for maximum impact and retention.

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5. How can I engage my audience during a formal presentation?

Learn effective techniques for captivating your audience during a formal presentation, such as incorporating storytelling, utilizing persuasive presentation styles, and fostering interaction through questions and discussions.

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Summarizing key takeaways:

• Understanding the difference: Presentations can be categorized into formal and informal styles, each requiring a different approach. Formal presentations are structured, planned, and usually occur in professional settings, while informal ones are more relaxed and spontaneous, akin to a conversation.
• Crafting effective formal presentations: Crafting a successful formal presentation involves meticulous preparation, clear communication, and professionalism. Speakers must dress appropriately, maintain eye contact, and employ precise language suited to the audience's expertise.
• Strategies for formal presentations: Key strategies for formal presentations include thorough preparation, clarity in communication, engagement through storytelling, professionalism in demeanor, and the use of compelling visual aids.
• Characteristics of informal presentations: Informal presentations offer flexibility, encourage interactivity, and adopt a conversational tone. They may include impromptu elements, involve the audience in discussions, and utilize simpler visual aids like whiteboards or multimedia clips.
• Strategies for informal presentations: Effective informal presentations prioritize authenticity, adaptability, interactivity, engagement through storytelling, visual aids tailored to simplicity and relevance, appropriate use of humor, flexibility in response to audience reactions, and a strong conclusion.
• Meeting audience expectations: Whether giving a formal or informal presentation, understanding audience expectations is crucial. Crafting presentations that align with audience needs, interests, and preferences enhances engagement, fosters connection, and increases the likelihood of achieving presentation goals.

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How does Prezent help you in presentation creation?

Prezent uses Generative AI features to transform the process of presentation creation. It offers a wide range of features designed to streamline workflow, enhance visual appeal, and engage audiences effectively. Here's how it enhances workflow efficiency:

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Templates and themes: Prezent provides you with a wide range of professionally designed templates and themes, offering the flexibility to choose the ideal layout and design for their presentations. With thousands of layouts available, covering various corporate agendas and topics, Prezent saves your valuable time and effort in creating visually appealing presentations tailored to their needs.

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Collaboration tools: Prezent enables seamless collaboration among team members, allowing multiple users to edit and review presentations in real time. With features such as commenting, and shared access controls, teams can collaborate effectively and ensure consistency and accuracy in their presentations.

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Data visualization tools: Prezent includes robust data visualization tools, allowing users to create compelling charts, graphs, and infographics to illustrate key points and trends. With customizable chart styles and interactive features, users can effectively communicate complex data in a visually appealing manner.

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Audience analytics: With Prezent's communication fingerprint feature, you gain access to valuable audience analytics that offer insights into their data preferences and unique communication styles. This enables you to better understand your audience and tailor your content to their specific preferences, ultimately making your presentations more effective and impactful.

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Learn more about Prezent and how it can boost your presentation effectiveness by booking a free trial. You can alternatively schedule a demo with our experts to explore Prezent’s AI capabilities.