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TheArt of
Communicationby
NADA MEGAHED, MBAICDL Project Manager
Regional Information Technology Institute
May 2002
PRESENTATION SKILLS
RITI/MSM-Cairo Outreach Program
Master of Business Administration
Lecture Objectives Develop and organize a presentation for any occasion.
Organize content & order for maximum impact.
Creating a good first impression and taking command of your audience.
Use gestures and body language for maximum effect.
Use visuals to enhance both your presentation & performance.
Use humor effectively.
Controlling physical skills to reduce nervousness.
Using your eyes, hand gestures, and voice to become more powerful.
Thinking on your feet and handling really tough questions.
Introduction (The 7 Aspects of a Dynamic Presentation) Preparations & Planning Building Your Talk Delivery Methods Body Language Controlling Your Nerves Finding Your Voice Creating Visual Aids Questions & Answers Practicing & Rehearsing
Lecture Outlines
Nobody is a born speaker
1. Introduction
How people Listen
Average talking speed = 150 wpmAverage brain processing speed = 500 wpm
Difference 350 wpm
Route 350
Why people fail to listen
They anticipate what is going to be said & switch off. They are planning what to say when it’s their turn. They may be tired or worried (personal problems). They can not hear or they find the speakers voice dull. The topic is too complex & difficult to follow. The topic is too simple & basic. The speaker lacks credibility & confidence. Room atmosphere is uncomfortable (chairs, temperature).
Listening is Difficult
Question: How can you overcome the problem of listening?
Answer: You must learn to distinguish clearly between the
written word and the spoken word
Don’t be a writer, be a speaker
Differencesbetween Writing & Speaking
Writing allows reader to re-read and understand at his own
pace.
Writer has more attention from reader.
Writer can not see reader.
Writer can not react.
Writer relies on words alone.
Writer can carefully choose words, but can not change them.
The different elements which dominate a speaker’s effect on his audience & their
proportions
7%55%
38%
Voice Words Visual
ALWAYS BE VISUAL
Visual Considerations:
Appearance of the speakerBody Language & posture
Facial ExpressionGestures
7 Aspects of a Dynamic Presentation
SpeakerMessageAudienceChannelFeedback
NoiseSetting
2. Preparation & Planning
Fail To PreparePrepare To Fail
Prior Proper Preparation
Prevents Poor Performance
Of the
Person Putting on the Presentation
The 9 P’s
1. Setting an objective
2. Researching your audience
3. Creating a map of ideas
4. Selection
Preparation Steps:
1. Setting an Objective
Question # 1: Why am I speaking?
A) Start with General Objectives: To persuade/convince To inform/train To negotiate To stimulate/motivate To amuse/entertain
Question # 2 : What outcome do I want?
B) Customize your Objective
Example:I want to convince my client that “Detergent A” is better than “Detergent B”, and that buying “Detergent A” will save them money.
Outcome:I want them to include “Detergent A” in their next purchase plan and discard “Detergent B”.
1. Setting an Objective
Specific
Measurable
Audience related
Realistic
Time
SMART
Your Objective Must Be…
{
2. Researching your Audience
Why are they there? What do they expect? What do they want or need?
Questions regarding audience’s information and
knowledge
How much do they already know about the topic?
How much do they want to know?
How much do you want them to know?
Questions regarding audience’s background
How many will be present?
What is their position/occupation/title?
What is their education/culture?
What is their age group?
What is their gender? (male/female)
Do not assess whether the material is relevant or logical at this stage.
Try to build it over several days. (You will be adding new angles of thought).
3. Creating a Map of Ideas
Free your mind …Think creatively ...
Take a look at each idea in the map and assess it against your objective.
Take into consideration how your audience will react. Select material that will satisfy their needs and expectations.
Be very selective. One or two good points are better than too many disorganized points.
4. Selection
3. Building Your Talk
Components of a Talk:1. Open2. Body3. Close
Structure of a Presentation
Introduction (Opening) _______
Body _______
Conclusion (Closing)
10-15 %
70-80 %
10-15 %
100 %
Tell, Tell, Tell
Tell them what you are going to tell
Tell them
Tell them what you told them
Your opening should contain the following elements:
Attention Benefits Credentials Direction and Destination
1. The Opening
Capturing Attention
1. Ask a Question“Have you any idea how much the company spends on taxes?
2. Quotation“Advertisements are the only truths to be believed in a newspaper” Thomas Jefferson
3. Anecdotes“Tell a short story. (Preferably a personal one)”
4. Shock Openings“You are wasting your time sitting here listening to me…..unless you are prepared to act on my suggestions.”
5. Historical Background“Twenty years ago this hall was a public park”
6. Show them your CredentialsShow them how you have come to be qualified to talk about the subject.
Example:“During the past 4 years, I have supervised the computerization of records for 6 different companies, so I know the kind of problems that you are facing here”
7. Tell them where you are going?Give them a brief outline of your talk (a few sentences)
Example:“I will be talking to you about the problem of incorrect deliveries.This problem can be tackled in 3 ways:
• One, why do they occur?• Two, what can we do to stop them?• Three, how much will it cost?”
Give your listeners a framework Summarize after each of your points Select a structure
2. The Body
• Problem/Solution Structure• Chronological Structure• Topical Structure (Case)• Theory/Practice Structure
End on a positive noteDon’t make it sudden
Don’t include any new material in the close
3. The Close
Different methods for ending your talk
1. Summarize“in conclusion”“finally”“to sum up” } All indicate that you
are about to finish
2. Ask for Action“Therefore, I am asking you to vote for the increase in the budget.”
3. Ask a Question“Effective when you have proposed a solution to a problem.”Example: “Now that you have heard my proposal, the decision is with you: what do you think?
4. Delivery Methods
HOWam I supposed to
deliver my Presentation?
1. ReadingThis is the worst method of delivery
It lacks Enthusiasm, Sincerity & Vitality.
Why?
• You can’t keep good eye contact.• Your body language is restricted.• You will sound unnatural and therefore insincere.• You’ll never be a convincing speaker.
Script dependence …
2. Memorizing
All your energywill be directed inwards instead of
outwards.
Consequences:
Your talk will sound mechanical. Forgetting one line can lead to losing track of the entire talk.
3. Speak Extemporaneously
This is the most effective method
Plan your talk
Strong Beginning
Conclusive Ending
Speak Sincerely
Use a safety net to aid you when you forget your ideas during your talk
Ideas Map Script Confidence Cards
5. Body Language
HOWam I supposed to use my BODY ?
1. Smile
I am happy to be here and I am glad youare here too
The Felt Smile The False Smile The Miserable Smile
2. Eye Contact
Why Eye Contact is Important
Looking at someone denotes an interest in him.
Eye contact denotes authority.
Eye contact expresses emotion.
2. Eye Contact
What to avoid in eye contact
Avoid short, jerky glances.
Practice looking at each person for at least 2 to
3 secondsAvoid
speaking to a single person during your talk.
3. Hands
What not to do with your hands
Fiddling with: rings, watch, cuff, buttons, pens, elastic bands, paper clips, coins, etc.
Touching and patting: face, hair, etc.
Scratching: any part of the body
What to do with your hands
Try to keep them empty.
Try to keep them still unless you are gesturing.
When gesturing remember that your arm begins at your shoulder.
3. Hands
4. Position & Posture
Avoid barriersGood speakers must learn to stand totally exposed in front of your audience.
Standing and SittingDON’T sit. Standing gives you authority, makes you more visible, enables you to breathe properly to help your voice.
Stand TallPush back your shoulders and open up your chest
4. Position & Posture
Hopping from one foot to another. Taking two steps forward and two steps back. Swaying from side to side. Standing on the sides of your shoes.
Avoid the following feet movements
6. Controlling your Nerves
HOWam I supposed to
avoid nervousness ?
The Great Truth
Everyone suffers from nerves
Everyone is frightened of looking foolish
1. Symptoms of nervousness Shaking knees, shaking hands Palpitating heart and churning stomach Tight throat, unable to swallow Wet palms, feeling very hot Blushing Blank mind Stuttering Shortness of breath Nervous laugh Trembling
2. What To Do ?
Face your nervousness Learn to welcome your anxiety Control your nerves
Turn your anxietyinto positive power
How ToConvert Panic
intoPositive Power ?
Practice: Practice, Practice
Visualize your success: Create a picture of your success. Do not allow any negative thoughts to intrude
Remember a good feeling: Think back of a time when you achieved a certain success in your life
2. What To Do ?
7. Finding your voice
Wherehas my voice gone ?
Another Great Truth
Few people like the sound of their own voice
1. Accent
Consider your accent as part of your personality, and do not let it be a hindrance to your presentation Only if it is bad enough so people can not understand, should you consider changing it.
2. What attributes arerequired for your voice ?
Volume
Clarity
Variety
2.1. Volume
Your voice must be heardThere is no excuse for not
being heard. A load voice makes you sound more authoritative. Do not speak softly…You will strain your listeners, and they will finally give up.
Project your voice…Do not shout.
Inorder to
speak wellyou must
breathe well
2.2. Clarity
Your voice must be understood
Do not speak with your teeth together Open up your mouth Try to pronounce every letter clearly
2.3. Variety
Your voice must be colorful
What if it isn’t?
You will lose credibility You will lose your listeners’ interest
How TO AddVariety ?
Varying Volume: Lower your volume for emphasis Raise your volume when calling for action
Varying Pitch: Nerves often cause your voice to go up a
few notes higher. Change between high and low pitch to
convey different moods. Raise your pitch as you ask a rhetorical
question
2.3. Variety
Varying Speed:
Generally, try to slow down during your talk.
Speed up when reviewing information that you know is familiar to your audience
Use pauses
2.3. Variety
Why?
Pauses mean Power
Pause is effective ONLY
if it is silent
Different uses of a pause:
To indicate a change of subject To draw attention To allow you recollect your information (much better than muttering um’s and er’s)
2.3. Variety
Other methods for achieving variety
a) Inflexion “I have just lost my job” ‘Really?’‘Really?’
(horror) “Your work is exceptionally good” ‘Really.’‘Really.’
(pleasure) “We will be finishing on time” ‘Really.’‘Really.’
(disbelief) “Truly I am looking forward to working for him.” ‘Really.’Really.’
(disbelief)
b) Try reading the following sentence by stressing a different word each time:
““Are you coming with me?”Are you coming with me?”
2.3. Variety
8. Creating Visual Aids
Who was it that said “A Picture is
worth a thousand
Words?” You know, they were
right!
To help increase understanding. They save you time They help control nervousness
Why Use Visual Aids?
Types of Visual Aids Models / Diagrams Charts / Graphs Drawings / Maps Photographs / Movies Computer Projections / OverheadsThe Most
Forgotten… The Speaker
9. Questions & Answers
Questions are important for
your audience to get a full
understanding of what you are
saying
During your talkAPPROPRIATE FOR SMALL GROUPSAPPROPRIATE FOR SMALL GROUPS
Advantages: The monotony of one voice is broken Allows audience to participate actively Allow YOU to check that your talk has been understood
Disadvantages: They can disrupt the flow and structure of your talk The answer may be contained later on in your talk The question could be of interest to the questioner alone
1. When to Allow Questions
After your talkAPPROPRIATE FOR LARGER GROUPSAPPROPRIATE FOR LARGER GROUPS
Controlling questions during your talk would be difficult
In your opening, let your audience know when you shall be receiving their questions
In this case, leave your final summing up (conclusion) until after question
time to ensure you will end in a positive note
1. When to Allow Questions
Tell the audience when you expect their questions
Ask them to write down questions during the talk
Allow them enough time, to change gear from being
passive to active
Suggest a question:
““You may be wondering why ...”You may be wondering why ...”
2. How to encourage Questions
Allow your audience enough time to change gear from being passive listeners to active participants
Do not look anxious or threatening
Indicate that the “ball is in their court” by leaning backwards, sipping some water, etc
2. How to encourage Questions
If you choose to leave questions till the end of your talk
Make sure you understand the question; if in doubt … ask!
Make notes of the main points of the question
Ask for the questioner’s name (and company) so that you can refer to him by name
Restate the question (for your audience) Answer it concisely (do not turn it into a
new talk)
3. How to answer Questions
Listen to the Question
Do not be defensive Do not rush into your answer Do not bluff (if you do not know the answer,
say no) Do not embarrass the questioner (e.g.: I’ve
already answered that, but obviously you were not listening)
4. What NOT to do when answering Questions
To be continued ...
Do not get into a dialogue with one questioner. (If he insisting on a supplementary question, break eye contact, or indicate there is another question)
Do not answer questions which are irrelevant to your talk, or uninteresting to your audience
4. What NOT to do when answering Questions
5. How to answer Difficult Questions
Hypothetical Questions “ “What if …”What if …”
Answer by saying this is not a likely situation
Answer by saying there is too much supposition for giving a sound answer
Leading/Loaded Questions““Everyone knows that this company is Everyone knows that this company is
making vast profits, so what we want making vast profits, so what we want to know is ….”to know is ….”
You must correct the first statement before answering the question
If you do not, it will be taken that you agree with it
5. How to answer Difficult Questions
The YES or NO Questions ““yes or no … Has the increase been yes or no … Has the increase been
approved or not?”approved or not?”
There is no obligation to answer by a “YES” or a “NO”. Respond in your own words
E.g.: “We have considered the E.g.: “We have considered the proposal from three, angles and proposal from three, angles and
…”…”
5. How to answer Difficult Questions
“No Win” Questions““Can you explain the decline in sales - Is it Can you explain the decline in sales - Is it due to poor management or poor selling?due to poor management or poor selling?
There is no obligation to choose one of the posed alternatives
5. How to answer Difficult Questions
6. How to deal with Ramblers
RamblersRamblers are people who do not ask a are people who do not ask a direct question, but give a long speech direct question, but give a long speech
insteadinsteadYou can: Highlight one part of the Ramble which
makes sense, re-phrase it and give a short answer
Hold up your hand to indicate you will give an answer
Use your voice to interrupt while explaining that time is running out
7. Your Body Language during Question time
Your positive, confident stance should not disappear during question time
Look at the speaker directly as he poses his question
Try to look pleasant even if he seems to have misunderstood your point, or you disagree.
10. Practicing & Rehearsing
How important
is Rehearsin
g?
1.The Importance of Rehearsing
Some Some EXPERTSEXPERTS recommend one recommend one hour of preparation for hour of preparation for EVERYEVERY
MINUTEMINUTE of presentation of presentationRehearsing helps you to: Become familiar with your material Conquer the blank-mind syndrome Feel more confident Control your nerves Develop an effective speaking voice Use positive and appropriate body language
2. Three Stages of Rehearsing
Practice
Rehearsal
Site Visiting & Dress Rehearsal
2.1. Practice
Practicing your presentation Practicing your presentation by yourselfby yourself
Speak aloud. You will be hearing what you have decided to say for the first time
Add anecdotes, examples, or make any changes which you feel will enhance your talk
Do not get too carried away with the changes
Try to simulate the Try to simulate the conditions of your real conditions of your real
presentationpresentation
Use body language Pretend you are talking to somebody
Self-AssessmentSelf-Assessment Stand in front of a mirror Use a tape recorder
2.1. Practice
Practicing in front of one or Practicing in front of one or several people. (A live audience)several people. (A live audience)
Use friends or family and give them the background of your presentationTake the situation seriously and make sure they doAsk for feedback about your positive and negative sides Check your timing
2.2. Rehearsal
2.3. Site Visiting & DressRehearsal
Always try to visit the site before your presentation
Double check everything to make sure nothing goes wrong
Perform a Dress Rehearsal
This takes place on site and with the This takes place on site and with the visual aids that you intend to usevisual aids that you intend to use
Note:Note:The Dress Rehearsal brings you very
close to the final situation during your presentation
Our presentation skills will become the tools we willUse daily to meet the ever increasing demands on us to
Present our messages and proposals effectivelyIn the Business World
Conclusion
