Effective Presentations Making Oral & Written Presentations Effective Presentations 1. tell’em...

Effective Effective PresentationsPresentations

Effective Effective PresentationsPresentations

Making Oral &Making Oral & Written Presentations Written Presentations

Effective Presentations

1. tell’em

2. tell’em

3. tell’em

The Five The Five SS Approach Approach to an Effective Presentationto an Effective Presentation

SSupplement with Responsesupplement with Responses

FormulateFormulate S Strategytrategy

Develop Develop SStructuretructure

SSupport With Evidenceupport With Evidence

Presentation Presentation SStyle tyle

The 5 The 5 SS Approach Approach

1. Formulate A Strategy

a. Identify purpose

b. Tailor message

c. Match the situation

a. Identify Your General Purposea. Identify Your General Purpose

Inform - providing general information, demonstrating a technique, or delivering a report (transmission & retention of facts)

Persuade - use of motivational language, convincing argument, and audience adaptation

a. Identify Your General a. Identify Your General PurposePurpose

Inform

Persuade

Demonstrate

Teach

Goodwill

b. Tailor Your Messageb. Tailor Your Message

Understand:

their knowledge of the topic

attitude toward your message

expectations of your presentation

Start with what they know and build on it

c. Match the Situationc. Match the Situation

Formal presentation vs “off-the-cuff”

Match the language -

slang

colloquialisms

contractions

less-rigid grammar

The 5 The 5 SS Approach Approach

2. Develop A Clear Structure

a. Forecast main ideas

b. Choose organizational pattern

c. Use transitions

d. Conclude on a high note

a. Forecast Main Ideasa. Forecast Main Ideas

1.Catch the listeners’ attention and sets the tone for the message

1. Catch Attention by:1. Catch Attention by:Personal greeting Importance of subject or occasionStunning fact or opinionHumor QuoteTestimonySuspenseful questionAudience dialogVisual aid or propEmotional story, anecdote, or case study

a. Forecast Main Ideasa. Forecast Main Ideas

1.Catch the listeners’ attention and sets the tone for the message

2. Provides your listeners (readers) with reason for listening (reading)

3. Gives a road map or quick sketch of the message

b. Choose An Organizational b. Choose An Organizational PatternPattern

1. Chronological

2. Spatial - physical distance N,S

3. Causal

4. Topical

5. Familiarity-acceptance Order

6. Inquiry Order

UCF’s PresidentsUCF’s Presidents1992 - Dr. John Hitt became

UCF’s 5th president1963 - Dr. Charles Millican was appointed

FTU’s first president1991 - Dr. Bob Bryan was appointed

interim president1978 - Dr. Trevor Colbourn became

the 2nd president1989 - Dr. Steve Altman became

UCF’s third president

c. Use Transitionsc. Use Transitions

Signal when you are moving from one idea to another by summarizing the first idea, then forecasting the next one

d. Conclude on A High Noted. Conclude on A High Note

1. Primacy and recency

2. Reach closure by summarizing one last time

3. Plan the order of your speakers

Presentation Effectiveness Form(Speaker Effectiveness Index)

Understanding

Say

IntroductionMajor points

ClosingQuestions and

answers

Attention

Look Sound

Eye contactGestures

DressPosture

FluencyVocal energy

Timing

Speaker Effectiveness IndexSpeaker Effectiveness Index

Understanding

–Say Introduction Major Points Closing Questions and Answers

What You SayWhat You Say

Effective Introduction

–attention getter

–how information relates

–strong sense of purpose

–credibility

–overview of major points

What You SayWhat You Say

Major points

– logical organization

–support with variety of evidence

– familiar terms/definitions

–nonoffensive words

– transitions and summaries

What You SayWhat You Say

Effective Closing

–acknowledged ending

– referred to objectives

–summarized benefits

–called for action

– final message

The 5 The 5 SS Approach Approach

3. Support Your Points

a. Choose a variety of support

b. Consider your audience

c. Use visual aids

a. Choose A Variety of a. Choose A Variety of SupportSupport

Examples

Statistics

Testimony

b. Consider Your Audienceb. Consider Your Audience

BackgroundInterestsLevel of knowledge about the

subject

c. Use Visual Aidsc. Use Visual Aids1. Makes your presentation up to

50% more memorable

2. Significantly clarifies complex or detailed information

3. Speeds up group decision making

4. Shortens meeting time up to 28%

5. Makes your message 43% more persuasive

The 5 The 5 SS Approach Approach

4. Presentation Style - Oral

a. Prepare your notes

b. Practice

c. Convey controlled enthusiasm

d. Engage your audience

e. Effective dress

f. Effective sound

a. Prepare Your Notesa. Prepare Your Notes

Outline key pointsUse of quotations or statisticsAvoid full manuscript

b. Practiceb. Practice

Similar settingTiming - distributed practiceVisual aidsOvercoming anxiety

c. Controlled Enthusiasmc. Controlled Enthusiasm

PostureTone of voiceFacial expressions

d. Engage Your Audienced. Engage Your Audience

Eye contactPhysical space and body movementsGestures

Speaker Effectiveness IndexSpeaker Effectiveness Index

Attention

–Look Eye contact Gestures Dress Posture

How You LookHow You Look

Effective Eye Contact

– looked at one person at a time

–completed thought with one person

–brief glance at visual/eye contact

–brief glance at notes/eye contact

How You LookHow You LookEffective Gestures

–animated gestures

–descriptive gestures

–natural and spontaneous gestures

–effectively timed

–neutral position when not gesturing

How You LookHow You Look

Effective Dress

– free from distracting objects

–wrinkle-free appearance

–appropriate clothing

–dress augmented credibility

–well groomed hair/no distractions

How You LookHow You Look

Effective Posture

– facial expression - interest and emotion

–head movements and erect

–squarely faced audience

The 5 The 5 SS Approach Approach

5. Supplement with Questions & Challenges

a. Anticipate questions and answers

b. Orderly responses

c. Maintain control

What You SayWhat You SayEffective Question and Answer–actively solicited/openness–created interest in your answers– rephrased questions for

understanding–bridged to reduce risk/common

bond– tiebacks to objectives

Speaker Effectiveness IndexSpeaker Effectiveness Index

Attention

–Sound Fluency Vocal Energy Timing

How You SoundHow You Sound

Effective Fluency

–no halting or hesitating

– free from filler-type words

– free from repetitions

–complete sentences

–clear pronunciation

How You SoundHow You Sound

Effective Vocal Energy

– loudly enough to convey meaning and enthusiasm

–emphasized important words by vocal inflections

– raised and lowered volume and pitch

–authoritative voice when appropriate

How You SoundHow You Sound

Effective Timing

– faster or slower rate to capture attention

–varied rate within phrases and sentences

–strategically placed pauses

–varied the length of phrases

The 5 The 5 SS Approach ApproachPresentation Style - Written

a. Develop mechanical precision

b. Practice factual precision

c. Construct with verbal precision

d. Set a tone

e. Consider the format

(see: Research Report Grading Guide)

a. Mechanical Precisiona. Mechanical Precision

Cross outs, erasures, jagged margins, general sloppiness

Grammatical precision

b. Factual Precisionb. Factual Precision

Get the facts rightAvoid ambiguityBe concise

c. Verbal Precisionc. Verbal Precision

Use the right wordsTake care over denotative vs.

connotative meaningsEmphasize clarity

d. Set A Toned. Set A Tone

Formality - appropriatenessSincerityAttitude

e. Formate. Format

Know the appropriate physical layout of:

– letters

–memos

– reports

– resumes