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Effective Presentation Skills

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Why Presentation Skills Training? <ul><li>To structure your presentation to deliver your key messages </li></ul><ul><li>To hide visible signs of nerves </li></ul><ul><li>To maximize voice projection to create impact </li></ul><ul><li>To Develop powerful body language </li></ul><ul><li>To design and use visual aids to support your message </li></ul><ul><li>To deliver effective presentations </li></ul><ul><li>What not to do while presenting? </li></ul>

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Definition & Importance of Presentation <ul><li>“ A structured , prepared and speech-based means of communicating </li></ul><ul><li>information, ideas, or arguments to a group of interested people in order </li></ul><ul><li>to inform or persuade them” </li></ul><ul><li>To inform, inspire, entertain, demonstrate ,prove and to persuade, that is </li></ul><ul><li>an objective of a good presentation </li></ul>

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Objective Of Presentation <ul><li>The single most important observation is that the objective of communication is </li></ul><ul><li>Not the transmission but the reception. The whole preparation, presentation </li></ul><ul><li>and content of a speech must therefore be geared not to the speaker but to the </li></ul><ul><li>audience </li></ul><ul><li>The main problem with this objective is, of course, the people to whom you are </li></ul><ul><li>talking. </li></ul>

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The Plan <ul><li>It is difficult to over estimate the importance of careful preparation. Five minutes </li></ul><ul><li>On the floor in front of senior management could decide the acceptance or </li></ul><ul><li>rejection of a proposal. </li></ul><ul><li>As a rule of thumb for an average presentation, no less than half an hour </li></ul><ul><li>should be spent in preparation for 5 minutes of talking </li></ul><ul><li>Suppose you have a talk to give, where do you start? </li></ul>

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The Plan <ul><li>Formulate Your Objectives </li></ul><ul><li>The starting point in planning any speech is to formulate a precise objective. </li></ul><ul><li>This should take the form of a simple, concise statement of intent. Focus is key . </li></ul><ul><li>If you do not focus upon your objective, it is unlikely that the audience will. </li></ul><ul><li>Identify the Audience </li></ul><ul><li>The next task is to consider the audience to determine how best to achieve </li></ul><ul><li>your objectives in the context of these people. Essentially this is done by </li></ul><ul><li>identifying. Their aims and objectives while attending your presentation. </li></ul>

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The Plan <ul><li>Structure </li></ul><ul><li>All speeches should have a definite structure or format; a talk without a </li></ul><ul><li>structure is a woolly mess. If you do not order your thoughts into a structured </li></ul><ul><li>manner, the audience will not be able to follow them. </li></ul><ul><li>Sequential Argument </li></ul><ul><li>One of the simplest structures is that of sequential argument which consists of </li></ul><ul><li>a series of linked statements ultimately leading to a conclusion. However, this </li></ul><ul><li>simplicity can only be achieved by careful and deliberate delineation between </li></ul><ul><li>each section. </li></ul>

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The Plan <ul><li>Pyramid </li></ul><ul><li>There are two main advantages to this style for presentations. Firstly, it can </li></ul><ul><li>Increase the audiences receptiveness to the main ideas. The second </li></ul><ul><li>advantage is that the duration of the talk can be easily altered by cutting the </li></ul><ul><li>talk. </li></ul><ul><li>The Meaty Sandwich </li></ul><ul><li>The simplest and most direct format remains the meaty sandwich. This is the </li></ul><ul><li>Simple beginning-middle-end format in which the main meat of the exposition is </li></ul><ul><li>Contained in the middle and is proceeded by an introduction and followed by a </li></ul><ul><li>summary and conclusion </li></ul>

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Structuring the Presentation <ul><li>Beginning </li></ul><ul><ul><li>&quot;Tell them what your going to tell them“ </li></ul></ul><ul><ul><ul><ul><li>Getting attention </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Statement of theme </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Building rapport </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Audience needs </li></ul></ul></ul></ul>

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Structuring the Presentation <ul><li>Middle </li></ul><ul><ul><li>“ Tell them&quot; </li></ul></ul><ul><ul><ul><ul><li>Points to be made </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Support material, examples, references, visual aids </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Possible audience objections/queries </li></ul></ul></ul></ul>

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Structuring the Presentation <ul><li>End </li></ul><ul><ul><li>&quot;Tell them what you’ve told them&quot; </li></ul></ul><ul><ul><ul><ul><li>Reiterate the theme </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Summary of points </li></ul></ul></ul></ul>

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The Delivery <ul><li>W hatever you say and whatever you show; it is you, yourself which will remain </li></ul><ul><li>the focus of the audience's attention. There are five key facets of the human </li></ul><ul><li>body which deserve attention in presentation skills: </li></ul><ul><li>The Eyes </li></ul><ul><li>The Voice </li></ul><ul><li>Expression </li></ul><ul><li>The Body </li></ul>

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Body Language <ul><li>Do not stand in front of the screen when the projector is on </li></ul><ul><li>“ SMILE” </li></ul><ul><li>Dress for success </li></ul><ul><li>Knees unlocked, head up and shoulders released down </li></ul><ul><li>Make eye contact </li></ul><ul><li>Breathe and relax </li></ul><ul><li>Do not lock your arms </li></ul><ul><li>Move </li></ul><ul><li>Connect with an audience </li></ul><ul><li>Close positively </li></ul>

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What to wear... <ul><li>The 'must' rules </li></ul><ul><li>Look at the whole picture and check every element of your appearance, </li></ul><ul><li>starting at your head and ending at your feet. </li></ul><ul><li>Hair Style </li></ul><ul><li>Make Up </li></ul><ul><li>The outfit </li></ul>

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The Three (3) Presentation Essentials <ul><ul><ul><li>Use Visual Aids where you can </li></ul></ul></ul><ul><ul><ul><ul><li>use large , bold letters for headlines </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Not more than 2 different types of fonts in the presentation </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Arial, Comic Sans to be used than Times New Roman </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Charts, Graphs, pictures, etc to be used </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Transition effects: Blinds, Boxes, Checkerboards, Dissolves & Wipes </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Props: Toolbox, notepads, clock </li></ul></ul></ul></ul>

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The Three (3) Presentation Essentials <ul><ul><li>Rehearse , Rehearse, Rehearse </li></ul></ul><ul><ul><ul><li>“ If you fail to prepare, you are prepared to fail” </li></ul></ul></ul><ul><ul><ul><li>Rehearse against the clock </li></ul></ul></ul><ul><ul><ul><li>Plan to rehearse your presentation out loud at least 4 times </li></ul></ul></ul><ul><ul><ul><li>Memorize your script </li></ul></ul></ul><ul><ul><ul><li>Video or tape record yourself </li></ul></ul></ul>

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The Three (3) Presentation Essentials <ul><li>The Rule of Three </li></ul><ul><ul><ul><ul><li>We remember three things </li></ul></ul></ul></ul><ul><ul><ul><ul><li>There are three parts to the presentation </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Less is more </li></ul></ul></ul></ul>

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Overcoming the Fear of Public Speaking <ul><li>9 P's: </li></ul><ul><li>“ Prior Proper Preparation Prevents Poor Performance of the Person Putting on the Presentation” . </li></ul><ul><ul><li>Know the room </li></ul></ul><ul><ul><li>Know Your Material </li></ul></ul><ul><ul><li>Learn How to Relax </li></ul></ul><ul><ul><li>Visualize Yourself Speaking </li></ul></ul><ul><ul><li>Concentrate on Your Message </li></ul></ul><ul><ul><li>Use involvement techniques (participation) </li></ul></ul><ul><ul><li>Learn participants' names and use them </li></ul></ul><ul><ul><li>Establish your credibility early by stating your experience, qualifications, successes etc </li></ul></ul><ul><ul><li>Use eye contact to establish rapport </li></ul></ul><ul><ul><li>Obtain information about the audience in advance </li></ul></ul><ul><ul><li>Manage your appearance (dress comfortably and appropriately) </li></ul></ul><ul><ul><li>Use your own style (don't imitate someone else) </li></ul></ul><ul><ul><li>Introduce yourself to the group in advance (via a social context) </li></ul></ul>

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12 telltale signs that Audience is not Listening <ul><li>Start to look down </li></ul><ul><li>Touch or rub the face, hand or hair </li></ul><ul><li>Eyes glaze over and look at the screen </li></ul><ul><li>Fidget </li></ul><ul><li>Yawn </li></ul><ul><li>Flip through their notes </li></ul><ul><li>Make copious notes </li></ul><ul><li>Sigh heavily </li></ul><ul><li>Lie back in the chair and cross their arms </li></ul><ul><li>Scan across the room </li></ul><ul><li>Whisper </li></ul><ul><li>Tap their feet </li></ul>

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Tips and Techniques for Effective Presentation Skills

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Tips and Techniques for Effective Presentation Skills <ul><li>Maintain good eye contact </li></ul><ul><li>Taking a stand </li></ul><ul><li>Vary your speaking volume </li></ul><ul><li>Use pauses </li></ul><ul><li>Do not read your presentation </li></ul><ul><li>Give handouts </li></ul><ul><li>Prepare and be confident </li></ul><ul><li>Use props, stories, questions, clips, examples etc </li></ul>

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Tips and Techniques <ul><li>For Delivery </li></ul><ul><li>If you have handouts, do not read straight from them </li></ul><ul><li>Do not put both hands in your pockets for long periods of time </li></ul><ul><li>Speak to the audience…NOT to the visual aids </li></ul><ul><li>Speak clearly and loudly enough for all to hear </li></ul><ul><li>Learn the name of each participant as quickly as possible </li></ul><ul><li>Circulate around the room as you speak </li></ul><ul><li>List and discuss your objectives at the beginning of the presentation </li></ul><ul><li>Get to the presentation before your audience arrives; be the last one to leave </li></ul>

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Presentation Planning Checklist <ul><li>Pre – Presentation Check </li></ul><ul><li>Check the audience seating arrangement. If it is unacceptable to you, modify it to suit your needs </li></ul><ul><li>Check the podium or stage. Decide how you are going to arrange your workspace to make your talk run smoothly </li></ul><ul><li>Visualize your self speaking & make sure you know all your participants name </li></ul><ul><li>If you plan to use the chalkboard at any point, make sure chalk and erasers are available </li></ul><ul><li>Cont….. </li></ul>

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<ul><li>Presentation </li></ul><ul><li>Does your introduction grab participant’s attention and explain your objectives? </li></ul><ul><li>Do you follow this by clearly defining the points of the presentation? </li></ul><ul><li>Do the main points need support from visual aids? </li></ul><ul><li>Is the conclusion strong? </li></ul><ul><li>Have your tied the conclusion to the introduction? </li></ul><ul><li>Delivery </li></ul><ul><li>Are you knowledgeable about the topic covered in your presentation? </li></ul><ul><li>Do you have your notes in order ? </li></ul>

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<ul><li>Appearance </li></ul><ul><li>Make sure you are dressed and groomed appropriately and in keeping with the audience’s expectations </li></ul><ul><li>Practice your speech standing (or sitting, if applicable), paying close attention to your body language, even your posture, both of which will be assessed by the audience. </li></ul><ul><li>Visual Aids </li></ul><ul><li>Are the visual aids easy to read and easy to understand? </li></ul><ul><li>Are they tied into the points you are trying to communicate? </li></ul><ul><li>Can they be easily seen from all areas of the room? </li></ul>

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Thank You