Preparing part i

Presentation Skills

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Presentation Skills

A)Preparing Presentation

B)Giving Presentation

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A)Preparing Presentation

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How to prepare for presentations successfully??(1)

Effective presentation achieved by well prepared one to maximizes your confidence

and ensures you're in control.

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How to prepare for presentations successfully??(2)

Clarify the purpose of your presentation and make it relevant to your audience's needs.

Organize any background administrative tasks.

Arrange material and prepare an outline structure.

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How to prepare for presentations successfully??(3) Develop a detailed structure and

supporting notes. Design and utilize a range of visual aids. Prepare yourself for the presentation. Organize your room.

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1-Determine your Objective

Presentation Objective can be to: Inform/explain/train/demonstrate/report. Initiate action . Persuade/sell/compare . Review progress Build enthusiasm/motivation . Discussion with other departments.

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2-Define Your Audience

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Who are my audience

Why are they here What do they want

Ask yourself...

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GIVE what the audience Expect

You Should:. Produce an overview of your main

objectives. Make your presentation more interesting. Research your topic

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Remember!!!

Any presentation fails if it doesn't match the

audience's needs.

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THINK!!

At the end of the presentation, what will the audience have learned??

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Examples

let's assume you are head of a small department which manufactures specialist components for a multinational electronics company. You will give a presentation on what your department does

Each time your audience are different Which type of presentation is more

suitable in the following situation???

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Audience No 1:

A delegation of managers and consultants from the new American branch of the company.

A- Explain performance & Plan

B-Positive Introduction of department

C- Show Main Function

D- Show detailed work procedure

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Audience No 2:

conference of technicians specializing in your field

D- Show detailed work procedure

A- Explain performance & Plan

B-Positive Introduction of department

C- Show Main Function

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Remember!!

present what your audience EXPECTS

The level of details and how you intend conveying your ideas must vary accordingly.

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Find out your audience

Your should know some information about your audience (culture , position , sex ,….) to meet their expectations

Required information differs according to situations

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3-Administration

Deal with a range of simple administrative tasks.

you must complete to ensure a successful presentation.

Most of it is very simple and obvious. But ignoring it will shape a problem.

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Think!!!You will need to:

book a room?  arrange a start time? invite the audience? schedule lunch or coffee breaks?

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Determine needed equipments

Projector and screen Transparencies Computer and video projector Tape recorder Flipcharts and pens Video player and television

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Room Layout

The 'Lecture Room' layout is fine for larger groups The 'House of Commons' plan is fine if you are

having a debate The 'Open Box' layout for the presentation room is

the most sociable plan

Take care positioning the projector and screen. Test that everybody will be able to see it

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Check space on the table for notes, slides, pens, etc.

Make sure the room's ventilation and heating are adequate

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4-Preparing Your Subject

Triple ‘S’ RULE

Prepare an outline structure based on:

Say what you're going to say

Say it 

Say what you said

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Preparing Your Subject

Decide:

What research you require. This might involve detailed research or simply require you to identify key points.

What you can leave out. Always ask yourself: "Does my audience need to know this?". This ensures you cover material at the right level of detail. 

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Preparing Your Subject

Decide Speak from a complete script OR

Speak from key notes OR Speak from memory

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Preparing Your Subject

The success or failure of your presentation can depend on the INTRODUCTION.

Plan to make the audience at ease and let them know what the purpose of the presentation is. 

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Preparing Your Subject

Start preparing the detailed material before preparing the introduction or the end of the presentation

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Preparing Your Subject

write a full script to give you confidence. Reduce your script down to prompt cards ensure there's the right level of detail on a

prompt card for you

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Keep Slides CLEAR CONCISE COMPLETE

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Prompt Card

Good Preparing is a key to give an effective presentation

Prompt Card is helpful especially in long presentation

Prompt Card

Converting a detailed script into notes is a Prompt Card

Prompt Card

Prompt Cards should contain summaries

of main parts of your script

organize your prompt cards in the same

order as your script

Tips for prompt Cards

Don't crowd your prompt cards with too many words .

Highlight key words in phrases Identify the place of visual aids on each

card.

Prompt Card

If you can't read the words on a prompt card

in 10 seconds then it is too detailed.

Prompt Card

KISS

"Keep It Short and Simple"

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5-Using Visual Aids

Overhead projector Flip chart Video projector Using charts, photes

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Using Charts & Graphs

Using charts and graphs can have a big impact on the audience

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Handouts

A pre-printed handout given After the presentation.

The audience is generally more satisfied with a presentation if there is something to take away.

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Using Visual Aids

Support your communication objective Enhance your verbal message Set tone and emotional content of verbal

message with the use of colors and images

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Using Visual Aids

More interesting Clearer  More memorable for the audience Act as a prompt to the presenter

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Using visual aids

Use the same principles as creating prompt cards

Write them on paper first Use key words and phrases, NOT

sentences Choose one basic design and stick to it

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Before giving a presentation, practice: Where you stand, to avoid obscuring the screen

Putting the OHP slides on the projector the right way up!

Managing the sequence of OHP slides

Masking information when writing a handout,

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OHP OR Flip Chart

overhead projectors also apply to 35mm slide projection and to computer projected presentations.

Think Which is suitable in the presentation??

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OHP Advantages

Presenter faces audience when writing Large screen Professional graphics possible  Easy masking and overlay

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Flip Chart Advantages

Quieter

Cheaper

Can include points from audience

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Practice & Tips

Practice Standing To One Side Of The FlipchartTIP: Decide which side of the flipchart you are going to stand and stay there!

WRITE AT LEAST 10 cms HighTIP: Use 2 or 3 colors to emphasize key points and words

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Practice & Tips

pause before turning over sheets

TIP: Turn them from the bottom - this will avoid paper cuts 

Flipcharts are ideal for smaller

groups 

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Prepare Well

For inexperienced presenters, visual aids can be a nightmare

You should organize and prepare them well

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Organizing Slides

One idea or message per slide or sheet is ideal

take up a few lines or bullet points. This will have the best impact on the audience and won't confuse the presenter

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Golden Tips

Don't Learning a script by heart Having prepared your administration,

notes and visual aids Practicing with the Projector, flipchart is

essential

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Golden Tips

Practice In front of a mirror Practicing with the notes in your hand is

vital You MUST use a watch Make a rehearsal

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Final Preparation

your presentation to 'iron out the rough spots'

Always time a rehearsal

Review everything you need

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Preparing Yourself well

The success or failure of your presentation is down to YOU

Without you, your presentation isn't a presentation ( you could have written a report).

You must be in good form Go in well prepared and you can face any

audience

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