Presentation Skills (1)

7/16/2019 Presentation Skills (1)

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Part one: Introduction to presentation skills.

Part Two: Planning a presentation.

Part three: Delivering a presentation.


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Before you start..


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Are You Ready For This Situation..?


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Lets watch this video


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Course Content7

A Presentation

TheAudience

The

Presenter

TheMaterials


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Presenting is a Skill

developed through experience

and training.

Great speakers arent born, they

are trained.

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First : the Material9


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10

A presentation is a reflection of you and

your work. You want to make the best

possible impression in the short amount of

time given to you.


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11

Audience Centered

Accomplishes Objective

Conducted Within Time Frame

Fun For Audience

Fun For You


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Three Main Purposes

to inform

to educate

to entertain

to inspire to convince


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Persuasive

Informative

Instructional Problem Solving

Decision Making

Reporting

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1."I'll be boring.

3. "People will see how nervous I am."

2. "People will laugh at me."

4. "I'll forget my next point."


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Are You in Real Life.???

Dont Focus on NegativesYou will Lose your creativity

Nervousness will surface

Narrow your focus On effective presentation


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So.. Laugh With them

Then They Are not laughing at youTheyre laughing with you

They will love you for it

Laugh will get you energized


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They wont know,

Dont call attention to your nervousness.

Just go on with your speech

To Control Nerve

1. Prepare well and know the material

2. Rehearse speech with someone

3. Mental Encouragement

4. Take A deep Breath


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Everyone suffers from nerves..

Presenting is considered as the worst

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Solution:

Logical flow of points

Take a breath and think Refer to your notes


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Determine Purpose

Assess Your AudiencePlan the Space

What Day and Time?

Organization


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Planning Your Presentation

1. Determine Purpose

2. Assess Your Audience

Success depends on your ability to reach your

audience.

Size

Demographics Knowledge Level

Motivation

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Planning A Presentation

3. Plan Space

Number of Seats

Seating Arrangement

Audio/Visual Equipment

Distracters

4. What Day and Time? Any Day!

Morning

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More Planning

5. Organization

Determine Main Points (2-5)

Prepare Outline Evidence

Transitions

Practice

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Preparation

Think of and prepare your visuals

Good visuals are clear, visible, andsimple

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There are many types of visual aids that can benefit your

presentation, such as:

Objects and models

Photographs

Tables Diagrams

Charts like flowcharts and

organizational charts.

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Types of visual aids

Preparation


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PurposePeople

PointPlace


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Get All The Details

The details that you should get will generally fall into

four categories, Which you can remember as The Four

Ps:

Purpose: (Why you doing this Presentation?)

People: ( To whom are you delivering it?)

Point: (What do you want to happen as a result?)

Place: (Where are you doing the presentation?)

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Lets watch this video


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Questions

8/4/2011


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The classic advice for presenters & writers is the

three tell rule:

Tell them what youre going to tell them.

Tell them what you want to tell them.

Then tell them what you toldthem.

As long as human nature stays the same, that

advice just makes good sense.

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Outline Format

Conclusion

Outl ine Format

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Organizing Your Presentation

The Outline of the Presentation:

Topical Chronological

Problem/Solution

Cause/Effect

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n


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The PowerPoint presentation

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ThePo

werPoin

tpresen

tation


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Options

Photos

Drawings

Animations

Video/Audio

Words (butjust a few!)

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When talking about Egypt, it would be better to

display one of the monuments that Egypt is

most known for.


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Visual Aids


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The Four BEs

There are 4 main things that we should consider

while doing a PowerPoint presentation:

1. Be Big2. Be Simple

3. Be Clear

4. Be Progressive

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First

Be Big43


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Text Size

This is Arial 12

This is Arial 18

This is Arial 24

This is Arial 32 This is Arial 36

This is Arial 44

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Text Size

This is Arial 12

This is Arial 18

This is Arial 24

This is Arial 32 This is Arial 36

This is Arial 44

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Too Small


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Be Visible

Titles should be 38-44 pt. font size

Text should be 28 pt font size at least

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44 pt. 40 pt. 36

pt. 24 pt. 18 pt.14 pt.


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Make It Big (How to Estimate)47

Look at it from 2 metres away


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Second

Be Simple

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Too detailed !

BE Simple (Text)

Instructional Technology:

A complex integrated process involving people,

procedures, ideas, devices, and organization,

for analyzing problems and devising,implementing, evaluating, and managing

solutions to those problems in situations in which

learning is purposive and controlled


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A process

involving people, procedures & tools

for solutions

to problems in learning

Much Simpler

BE Simple (Text)

Instructional Technology:


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Christchurch Dunedin Wellington

January 11,532,234 14,123,654 3,034,564

February 1,078,456 12,345,567 16,128,234

March 17,234,778 6,567,123 16,034,786

April 16,098,897 10,870,954 7,940,096

May 8,036,897 10,345,394 14,856,456

June 16,184,345 678,095 4,123,656

July 8,890,345 15,347,934 18,885,786

August 8,674,234 18,107,110 17,230,095

September 4,032,045 18,923,239 9,950,498

October 2,608,096 9,945,890 5,596,096

November 5,864,034 478,023 6,678,125

December 12,234,123 9,532,111 3,045,654

Too detailed !

Falling Leaves Observed


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In 106 Christchurch Dunedin Wellington

January 11 14 3

February 1 12 16

March 17 6 16

April 16 10 7

May 8 10 14

June 16 0 4

July 8 15 18

August 8 18 17

September 4 18 9

October 2 9 5

November 5 0 6

December 12 9 3

Much Simpler

Falling Leaves in Millions


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0

5

1015

20

25

30

35

40

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January February March April May June July August September October November December

Wellington

Dunedin

ChristchurchToo detailed !

Falling Leaves


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0

10

20

30

40

January March May July September November

Wellington

Christchurch

Much Simpler

Falling Leaves


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BE Simple

Too many colors TooMany Fonts and Styles

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Avoid:


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Fonts arelike colors, usesparingly

Be consistent from slide to slide

Dont overdo the use of italics, bolding andshadows

DO NOT USE ALL CAPS

Normal Capitalization Is Easier To Read

BE Simple


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BE Simple (Picture)

Art work may distract your audience

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Avoid inappropriate art

The Titanics collision with an

iceberg was a tragedy.

A cutesy drawing is

inappropriate.


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BE Simple (Transition)

This transition is annoying, not enhancing

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"Appear" and "Disappear" are better


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Third

Be Clear60


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Colors Keep them simple and consistent

Use no more than five colors for charts or graphs

Use no more than two colors for text Use colors with high contrast

Be careful with red because the eye will naturally go

there first

BE Clear


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BE Clear (Capitalisation)

ALL CAPITAL LETTERS ARE DIFFICULT TO READ

Upper and lower case letters are easier

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Embortant 2 bi wethout erorz or typos louks fery unprovesionall

beople mai not take you seriously.


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Make the Colours Clear

Use contrasting colours

Light on dark vs. dark on light

Use complementary colours

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Light on dark vs. dark on light65


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But NOT light on light or dark on dark66

id l d b k d


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Avoid loud backgrounds67

M k I Cl (Si )


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Make It Clear (Size)

Size implies importance

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M k I Cl (Si )


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Make It Clear (Size)

Size implies importance

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BE Cl (N b )


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BE Clear (Numbers)

Use numbers for lists withsequence

For example:How to put an elephant

into a fridge?

1. Open the door of thefridge

2. Put the elephant in

3. Close the door

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BE Cl (N b )


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BE Clear (Numbers)

How to put a giraffe into a fridge?

1. Open the door of the fridge

2. Take out the elephant3. Put the giraffe in

4. Close the door

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BE Cl (B ll )


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BE Clear (Bullets)

Use bullets to show a list without:

Priority

Sequence Hierarchy, ..

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F th


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Fourth

Be Progressive73

U d t di T h l


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Understanding Technology

Floppy disk

User interface

CPU

I/O Error

Backup system

Software

Mouse

Debugger

Function key

Main Storage

U d t di T h l


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Understanding Technology

Floppy disk

User interface

CPU

I/O Error

Backup system

Software

Mouse

Debugger

Function key

Main Storage

Fi l Ad i


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Final Advice

Use PowerPoint only as a helper.

YOUnot technologyshould be in control.

Be Big

Be Simple

Be Clear

Be Progressive

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Questions

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Build RapportOpening yourpresentation

PresentingMain Points

Concludingyour

Presentation

S 1 B ild R


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Stage 1: Build Rapport

Start Before You Begin

Mingle; Learn Names

Good First Impression Smile

Start on Time

People Listen To People They Like

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S O i i


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Stage 2: Opening Your Presentation

Introduce YourselfWhy Should They Listen

Grab their attention:

Humor Short Story or a short movie

Starling Statistic

A question or a challenging statement

A display of some object or picture

Outline objectives.

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S P i M i P i


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Stage 3: Presenting Main Points

Main Point-Transition-Main Point..

Supporting Evidence

Statistics.

Testimony.

Real life stories

Visual aids.

Facts. Feedback & Questions From Audience

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St 4 C l di Y P t ti


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Stage 4: Concluding Your Presentation

The first rule of presenting: End On Time.

You can end by:

Using a Quotation Tell a Story

Call for Action

Ask a Rhetorical Question

Refer to the Beginning of the Speech

Summarize your main points

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Questions

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s


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Presenters Characteristics85presenter'sc

haracteristics

Activity


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Activity

What makes a good presenter?

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Be skilled in speech so that you will succeed. Thetongue of a man is his sword and effective speech is

stronger than all fighting".

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Delivery Your Body Language


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Delivery Your Body Language

38%

7%

55%

Message Parts

Vocal (Tone, Inflection..etc.)

Verbal (Words Only)

Non Verbal

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Presenters Characteristics:


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Body Language

First impression

The smile Eye contact

Hand movement and gestures

Position and posture

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Avoid the Following Feet


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Movements

Taking a few steps forward and few steps back.

Hopping from one foot to another.

Rocking to and fro. Swaying from side to side

Standing on the sides of your shoes.

Move naturally

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Be Careful!


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Be Careful!91


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With positive body language, you will attract

people.


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In the first few minutes, people will make judgments about

you and tell themselves:

1- I will (or will not) like this person.

2- I find this person kind (or not).

3- I find this person intelligent (or not).

4- I will trust this person (or not).


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Use positive facial expressions to

communicate feelings and emotions

smiles expressive eyes

looks of empathy and

encouragement


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Maintain eye contact with

members of the audience tokeep their attention level high


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Taking your eyes offyour listeners.

Putting something between you and your

listener(s(.

Folding arms and crossing legs.

Chewing gum.


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Tapping your fingers.

Leaning back in chair and yawning.

Hands in pockets.

Delivery Your Movement


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Delivery Your Movement

If possible, walk the room and work with your audience

Dont stay anywhere too long, except around the front

of the room.

Respect the personal space of your participants.

Dont talk with your back to the audience.

Dont move while participants are talking.

Dont move simply because youre nervous

Territories & Zones


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Territories & Zones

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1. Dont cross your arms or legs.2. Have eye contact, but dont

stare.

3. Relax your shoulders.4. Nod when they are talking.5. Smile.6. Dont touch your face.

7. Dont stand too close.8. Dont put your hands in your

pockets.9. Dont look at your watch.


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Dress appropriately - Clean tidy

comfortable clothes

Dress to Impress

Fi di Y V i


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Finding Your Voice103

Presenters Characteristics:

V i


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Voice

How loud the sound is.

Tone The characteristic of your sound.

How high or low the tone is.

Pace How long the sound lasts.

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Questions

8/4/2011105


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106The

Au

dience

Read Your Audience


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Not Always Negative!


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Not Always Negative!

Bored or Thinking?!


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o e o g

Warning Signs!


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g g

Clear & Present Danger!


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g

Asking for More


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g

Types of Body Language


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yp y g g

Bored body language:

Not being interested.

Information Technology Institute113

Get the BIG Picture


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115P

resenta

tionTi

ps

Facilitation Tips


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Dealing with tough situations1. Problem (1): Know-it-all

A participant who feels like more of an expert than you.

2. Problem (2): Unprepared participantsThose who havent prepared for the presentation as yourequested

3. Problem (3): After-lunch nap time

One of the toughest times to keep people engaged

4. Problem (4): Non-stop talkerA participant who carries on conversations during the

presentation

Our Home Work:

Dealing with tough situations


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Problem (1): Know-it-all

A participant who feels like more of an expert than you.

Solution :

Dont fight it. Involve know-it-alls in your presentation.

They may have some great information to contribute.

Allowing them to participate and share their thoughts will not

only show how confident you are, but also help them getmore out of your presentation.

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Our Home Work:



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Problem (2): Unprepared participants

Those who havent prepared for the presentation as you

requested

Solution :

Be flexible. Take something out of your agenda to allow the

group time to get up to speed.

Keep in mind your overall objective of the presentations. Dont force your agenda; modify it to meet your objective.

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Our Home Work:



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Problem (3): After-lunch nap time

One of the toughest times to keep people engaged

Solution : If you have anything to do with planning the lunch selections,

go light and no heavy desserts.

If you really need to get everyone going again, get out those

icebreakers.

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Our Home Work:



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Problem (4): Non-stop talker

A participant who carries on conversations during the

presentation

Solution :

Take a few moments to share what you talked about.

This usually makes the talker feel more involved and want to

stay engaged and participate with you instead of others.

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Presentation Tips Slides


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Alternate your attention between the slide & eye contact

with the audience.

Talk to your participants, not to the screen.

spare your participants the effort of taking notes, if youve

got the material on a handout, mention, The details are in

the handout

Always face the audience while youre finishing your

comments about a slide.

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Presentation Tips Notes


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Its better to have any notes on cards 5X7, rather thanon sheets of paper.

Write out only key points & essential phrases & words.

Be sure to number your cards

Maintain eye contact as you speak

Use proper transitions, like This slide shows ... & Nextwe have ... & We end with a slide that ....

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Break Time


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You need to schedule enough breaks at propertimings to ensure keeping your audience fresh &alert

If youre presenting in an off-site facility, indicatethe location of the place resources & support staff

Allow enough time, but not so much time.

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Handling Questions & Other

Issues


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Issues

For some people, this is the hardest part of doing apresentation.

Here is a five-step process for handling questions:

1. Anticipate the questions that might come up.

2. Listen carefully to the questioner.

3. Repeat or rephrase the question.

4. Answer clearly & concisely.5. Go to the next question.

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The first part of any disaster strategy shouldbe to not panic.

Usually, a good laugh will break the tension.

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Disaster (1):You find out that the time

allotted has been reduced.

Solution: At the very worse, you can make your points,

support the with the essentials, ask and answer

the most likely questions on your list, and then

open it up for additional questions.

Allow just enough time to do your conclusion.

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Disaster (2): The slide equipment fails.

Solution:

You know the saying, The show must go on.

Apologize to the audience and then add

something like Now, return with me to a distant

past, before PowerPoint, when all we had for

presentations was our notes and perhaps ablackboard or flip chart.

Then, make the most of your primitive tools.127


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Disaster (3): You tell a joke that falls flat.

Solution:

Ouch! Just shrug your shoulders and apologize: Im

sorry. I got that joke at a Carrefour clearance sale.

Just let it pass & continue your presentation, & be

careful with using humor again.

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Disaster (4): You get nervous and flustered

and lose track of where you are.

Solution:

Pause & start to figure out where you are from your

slides and notes.

If you cant, just be honest & talk to your audience: Mybrain has derailed. Who can back me up so I can get on

the track again?

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Disaster (5): You stumble over a chair or trip

over a cord.

Solution:

Just get up, dust yourself off, summon up what remains of

your dignity, and laugh at your misfortune, with a

comment such as And the entertainment is free or Thisis the last time I work with a choreographer!

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The 10 Worst Presentation Habits

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Bad Habit #1


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Reading from notes

Great communicatorsdo not read fromscripts, notes, orPowerPoint slides.

It breaks down therapport betweenlistener and audience.

Instead

Review your material tothe point where youhave so completelyabsorbed the material.

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Bad Habit #2


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Avoiding eye

contact

Great communicatorsunderstand that eyecontact is critical to

building trust,credibility, andrapport.

Instead

Maintain eye contactwith your listeners atleast 90% of thetime.

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Bad Habit #3


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Dressing Down

Some speakers tend

to dress beneath

their position. They

show up with a

cheap suit, worn

shoes, and ill-fittingclothes.

Instead

Always dressappropriately for the

culture, but a little

better than everyone

else.

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Bad Habit #4


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Fidgeting, Jiggling,

and Swaying

Fidgeting with yourhands, jiggling coins,or swaying back and

forth all reflectnervousness.

Instead

Videotape yourpresentations orrehearsals from timeto time to catch yourflaws.

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Bad Habit #5


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Failure to Rehearse

Most badpresentations are theresult of failing topractice talking out

loud.

Instead

Rehearsing everycomponent of thepresentations, fromthe material to theflow of slides .

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Bad Habit #6


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Standing at

Attention

Great communicatorsare not stiff.Standing at attention

like a soldier waitingfor orders mightwork for the army,but it makespresentations tedious.

Instead

Move, walk, use handgestures.

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Bad Habit #7


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Reciting Bullet

Points

Many speakers readthe bullet points ontheir slides word forword.

Instead

Don't write too many

words on the slide. Agood rule of thumb isno more than fourwords across and sixlines down..

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Bad Habit #8


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Speaking Too

LongStudies show that

listeners lose their

attention after

approximately 18

minutes.

InsteadDo you spend five

minutes saying

something that you

could otherwise say in30 seconds? What

can you cut out? Be

thorough, yet concise.

Bad Habit #9


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Failing to

Excite

Audiences

remember the first

thing you say andthe last.

Instead

Give your

audience a reason

to care.

Bad Habit #10


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Ending with an

Inspiration Deficit

Most listeners will

walk away from a

presentation

remembering what

was said at the

end.

Instead

Go ahead and

summarize whatyou just said in the

presentation, but

leave your

audience with one

key thought


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Presenting is a Skill

developed through experienceand training.

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Finally


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Finally

Enjoy yourself.

The audience will be on your side

and want to hear what you

have to say!


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Documents

Presentation Skills (1)