Presentation Skills - Trainer's Manual

© Brilliance Human Capital Consulting Presentation Skills

Effective Presentation Skills

Program


What is a presentation? Difference between presentation and speech Mutual effect Preparing the presentation Preparing yourself Methods to combat fear Body language and non verbal signals Listening skills Questioning techniques Responding skills

Course Objectives


A Presentation:

is a form of speaking before a group of people whereby a subject in concern is discussed.

What is a Presentation?The Definition


Presentation vs. Speech

• Large group (50+)• 1 way communication• Nothing guarantees

audience comprehension

• Should be short, or else it will be boring

• Small group (25 max)• 2 ways communication• Commitment to audience

comprehension• Could be longer than a

speech, provided that it’s interesting & interactive

Speech PresentationThe Difference


2 things are happening simultaneously:1. The presenter is making a commitment to the

audience. The presenter is working to generate action

2. The audience is making a judgment on the commitment.

Does this thing make any sense? Benefit to me? Are those facts accurate? Do I really need to trust this person?

PresentationMutual Effect


“I need you! You need me”

PresentationMutual Effect


1. Setting the presentation Objectives2. Knowing the audience3. Develop a Presentation outline4. Gather data & evidences5. Structure the material & contents 6. Knowing the equipment, visual aids 7. Check the venue

In the preparation …

Preparing a Presentation


“Would you tell me, please, which way I ought to go?

"That depends a good deal on where you want to get to," said the Cat."I don’t much care where," said Alice."Then it doesn’t matter which way you go," said the Cat.

Alice and the cat …

Preparing a Presentation1.Setting Presentation Objectives


Like planning a trip …

First decide where to go (objective)How you go there (Methods/Material)

1.Setting Presentation Objectives

Begin with the end in mind

“Stephen Covey”

A statement of the intended outcome of presentation which furthermore, states what the audience will be able to gain from attending the presentation



- To provide information?- To represent my function?- To entertain?- To fill up the agenda?- To sell my ideas?- To defend a position?- To be provocative?

Why am I going to give this presentation?

What do you want your audience to:

KNOW?FEEL?DO?



My Objectives=

Objectives for the Audience

“What the audience will gain from my presentation ....”



• Structure your Presentation around ONE or TWO objectives only.

• Objectives should capture the main concept of the Presentation .



Find out as much as you can about who will be attending your presentation ?

• Size• Knowledge / Interests• Needs• Context & Environment

2. Knowing the audience



Language skills Cultural or religion or ethnic affiliation Merge / acquisition or company’s culture Gender – How many? - How old? Job title - Length of services Nature of learners work What are learners’ Motivators and interests?

2. Knowing the audience



• Give yourself adequate time to focus on the presentation topic.

• List as many things as you can think of, that you want to include. (brainstorm)

• Start grouping the items into categories

3. Develop Presentation Outline



1. Start with the main topic of your presentation.

2. Write that word in the center.

3. Write down any sub-topics that are connected to that main topic.

4. Draw arrows to the sub-topics from the main topic.

COMMUNICATION

Perception

Sender Receiver

Coding Decoding

Channels

Message

Distortion

Brainstorming

Preparing a Presentation3. Develop Presentation Outline


COMMUNICATION

Perception

Sender Receiver

Coding Decoding

Channels MessageDistortion

Interruption BusNoise

Verbal

Writing

pantomime

Stereotype

Halo effect

Projection

Word

Body Language

Facial Expressions

Completed 1937

Scenic View

Sender Receiver

5. If you have new ideas, connect those words to the appropriate sub-topic.

Preparing a Presentation3. Develop Presentation Outline


Types of Data:• Facts, Studies & Statistics

Effective use of data support your presentation.

Improper use can make your Presentation boring.

• Examples, Stories, Quotes Examples / stories add human interest. Quoting someone well-known give your

presentation credibility.

Preparing a Presentation4. Gather Data and evidences


How to choose data?• Always ask yourself:

How does this relate to my point? Will it support my objectives?

• Two hints when gathering information:1. Start with the most recent sources and work

back in time.2. Research general information then move into

specifics.



• Always use a variety of sources…never one: Books, Magazines Researches, articles, papers Internet Business examples Own knowledge and experience



DefeatsEvidence Doubts

EvidenceDoubts

Demonstrations Examples Facts Exhibits Analogies Testimonials Statistics



Introduction

Opening - INTRO Body

Summary

Closing

Greet the audience Introduce yourselflet participants introduce themselves, if needed Bridge – Link to INTRO

5. Structure the Presentation



Body

Summary

Closing

Interest Need Title Range Objectives

Preparing a Presentation5. Structure the Presentation

Introduction

Opening - INTRO


InterestNeedTitleRangeObjective

Quote – State reference - Don’t explain Pay a compliment Analogy or Example Display or Picture Relevant Personal Experience Presenting Interesting Statistics Historical or Geographical info.

Make it relevant and link it to the topic



What's In It For Me (WIIFM)?Why would the participate

dedicate his/her time for you?

How it will help me in my job?

Lead to increase pay? Productivity? Professionalism? Ensure safety?

Don’t preach me like my big brother!




Clear Precise Relevant to the content Sound to the audience Tailor it but Don’t fake it Check the title after

you design the presentation




What presentation will cover?Time of presentation / breaks & snacks, if any When is the timing of questions? Would you like them to take notes?Toilets / Emergency/ Lunch Locations Mobiles / Laptops / Language

Don’t instruct – Have fun with the message




Written from the audience viewpoint

Not only what you want to cover but also what audience wants to value

Where you are taking us?

Without it, presentation is wasted

effort




Bridge to the materiallink smoothly to the content in

harmony & flow

Prepare your questions and flow Start with the definitions & terms Benefits and challenges Cover all the open questions about the subject What, when, who, where and how?



Introduction

Opening

Body

Summary

Closing

Presentation Material Must to Know Nice to know

Presentation Facts and Data



Must to know – Essential Information and Knowledge that MUST be given to reach the presentation objectives.

Nice to know - Information and knowledge that is given to enhance the presentation. Doesn’t affect the presentation objectives if omitted



PIE CHART WORKSHEET

4% 6%

10%

4%

4%

8%

52%

12%Refrigerator

Washer/ Dryer

Water Heater

TV

Lights

Stove

Heating

Cooling

Pie Chart

Presenting Data



Bar Graph

0

10

20

30

40

50

60

Refrigerator

Washer/ Dryer

Presenting Data



Heating

-200

0

200

400

600

800

1000

1200

J F M A M J J A S O N D

Line Graph

Presenting Data



Introduction

Opening

Body

Summary

Closing

Wrap up the presentation Emphasize on the main ideas Agree on action plan – if anyAsk if they have any questions or enquires Close



Introduction

Opening

Body

Summary

Closing

Powerful ClosingAnalogy / Quote / StorySentence emphasize

learningIf they want them to

remember one sentence, what could be?

Let them feel good while they leave



Flipchart / white board / Smart board

Data Show/ Overhead projector

Video Equipment

Others (handouts, pointer, ..etc)

Types of Visual aids

Preparing a Presentation6. Knowing Equipment and Visual aids


Capture attention Reinforce and emphasize key points Organize information Promote understanding Support the spoken message

Preparing a Presentation6. Knowing Equipment and Visual aidsAdvantages of visual aids


Can be prepared in advance No power supply / portable Easy to refer to previous pages Can be created on the spot especially

with audience inputs Easy to use and obtain Low cost

Advantages Flipcharts

Preparing a Presentation6. Knowing Equipment and Visual aids


Attractive • Alternate color (Dark ones)• Give each flip a title• Use bullet points

Big and bold Capital letters

• Key words – No sentences Watch how you stand Only in small groups Be careful of the bottom

When use Flipcharts, Consider this

Attractive

BIGCapital

MILK SHAKE• FLAVORS• MILK• SUGAR

Tools and Equipment


PowerPoint Slides

Tools and Equipment


Seen as professional Produces a large image Notes can be written on margin Can be taken easily anywhere Presenter can face the group Prepared in advance & ready to work on

Advantage PowerPoint Slides

Tools and Equipment


Look at the screen not to the display DO NOT READ Keep it Short and Simple Legibility depends on font size Use pictures when appropriate Use color, illustration graphic to add interest

When use slides, consider this

Tools and Equipment


Reds and Orange are high-energy but can be difficult to stay focused on.

Greens, blues, and browns are mellower, but not as attention grabbing.

White on dark background should not be used if the audience is more than 20 feet away.

ColorsTools and Equipment


Can be used for illustration or Feedback Can provide powerful reinforcement Can be paused or rerun for discussion

Advantage Video or DVD

Always test your equipment See it first Select the relevant video to your

presenation Expensive and needs lots of preparation

Consider this…

Tools and Equipment


Pointer Only in large rooms Put it down when not in use Move in circle, don’t fix it Don’t move in random Check the batteries Don’t point unprofessionally

Other Visual aids

Tools and Equipment


Design And Development Model

SeatingStyle

RoomCondition

s


Light Ventilation Space/ participant Noise & disturbances Accessibility of participants to visual Comfort ability of the Presenter

Room Physical ConditionsCheck before Function


Presentation Skills


Its like playing a piano, first you

need to play by the rules, then you can play from the heart

Presentation SkillsIt’s a skill - Gained by training and practice


Winston Churchill

I must apologies formaking a rather

long speechthis morning.

I didn’t have time to

prepare a short one!

Presentation SkillsThe shorter, the harder


1. Speaking before a group2. Heights3. Insects/bugs4. Financial problems5. Deep water6. Sickness7. Death8. Flying9. Loneliness10. Dogs

Ten Worst Fears in US

The Book of Lists, David Wallechinsky

Presentation Skills


Essential information … Feared More Than Death! Shaky hands, blushing cheeks,

memory loss, nausea, and knocking knees

NORMAL! Presenting is a Skill… Developed through experience

and training.

Presentation Skills

“Great speakers

aren’t born,

they are trained.”


Acceptance Murphy’s law Tongue tied Losing train of thought Difficult participant Too much, too little time Equipment failure Prepared for wrong audience

What presenter Fears?

Presentation Skills


MURPHY’S LAW‘If something can go wrong - it will’!

O’Connor’s corollary:‘Murphy was an optimist’!

●The only way to beat Murphy is to be a professional and use the 3 P’s:

•Preparation • Preparation • Preparation

Presentation SkillsWhat presenter Fears?


Fear of the Unknown OR Loss of Control

Fight or Flight Mode No Backup Plan No Enthusiasm For Subject Focus of Attention Lack of proper preparation

Causes of the Anxiety

Presentation Skills


Methods to Combat Fear1. Ask yourself “So What?”

So what if you trip and everybody laughs? Put things in perspective, you will be less afraid.

2. Rehearsal• Be on top of your material, learn it by heart• Practice with an audience & invite

feedback• Practice with your Audio-Visual Aids

Presentation Skills


Never read from a script Verbal fillers for silence

• “Um”, “uh”, “like”• Any unrelated word or phrase

Swaying, rocking, and pacing Whiskers Hands in pockets / Lip smacking Failure to be audience-centered

Consider this with yourself …

Presentation Skills


Talking too rapidly & quietly Not smiling enough and when appropriate Do not present without passion or enthusiasm Avoid using too many ‘big’ words Never ignore definitions of Terms &

expressions Avoid using unfamiliar technical jargons Use proper grammar Finish On Or Under Time

Consider this with yourself …

Presentation Skills


Do not know you audience Talking down to people Insulting the audience intelligence Tell them understandable things Do not make eye contact with audience Do not use any body language Deceive the audience or manipulate them

7 Deadly sins in Presentation…

Presentation Skills


The Art Of Delivery

The Audience

FOCUS


Body language • the facial expressions, • the body movements, • the arm movement, • the head movement,

and • How you stand/move.

Use your ALL!

55% Body Language

38% Voice 7% Words

Elements of Delivery

55% Body Language7% words

38% Voice

Body Language


•Moving…. Proves you are alive &

enthusiasm and confident.

Forces audience to keep their eyes open.

Reduces your own stress.

Body Language

Body Language


Tips and Tricks … Dress for success You are the message What is the message How you say it? What do you do? Why you?

Body Language

You must earn the right to speak

Dale Carnegie


The Art Of Delivery

The Audience

FOCUS


The philosopher Epictetus stressed the power of listening in this quote:

“Nature gave us one tongue and two ears so we could hear twice as much as we speak.”

Listening Skills


“Most people don’t communicate, they just take turns talking”

“Most communication is competitive talking”

“Hearing just happens. Listening is a conscious choice”

Listening SkillsThey said about listening

Hearing or listening?


Not really listening at all

Ignoring

Yeah! Huh.. Right

Hearing certain parts of the conversation

Paying attention on the words said

The Intent to understand

PretendingSelectiveListeningAttentiveListening

ActiveListening

Levels Of Listening


"You cannot truly listen to anyone and do

anything else at the same time.”

M. Scott Peck

Author & Psychiatrist

Word of Wisdom


Do Listen truly Wait for them to finish Show interest in them Avoid interrupting them Hold your opinion till the end Don’t make assumptions Show you are following Maintain eye contact Listening only to what you want

Tips for Listening

Listening Skills


I know that you believe you understand what you think I say

but I am not sure you realize that you heard is not what I meant.


The Art Of Delivery

The Audience

FOCUS


Why using Questions? To discover existing knowledge To recap and summarize To establish awareness To involve audience To check understanding To gain interest & keep people

alert To make learning pints out of the

participants

Anything starts by

question ? ?

Questions Technique


Benefits of Questions? To encourage participants To create multiple argument

sides To cut off unnecessary debates To guide discussions To keep the conversations To keep the energy up in the

room

The right question is your magic

stick

Questions Technique


ABOUT Questions … Prepare .. Prepare .. and Prepare questions If you think knowledge in the room, don’t tell,

ASK. If someone else has the knowledge, Hoard yours. If knowledge is not in the room, Don’t ask to

brag. If the knowledge is wrongly said, ASK. If you need some time to think, ASK. When you are in doubt, ASK. Prepare not to follow a rigid mind map. Don’t lose continuity. Build on what they say.

Questions Technique


Framing Questions … Use Open Questions Minimize Closed Questions Vague / Ambiguous / Personal Complex Questions Leading Questions Multi Questions (DOUBLE BARRELED) No Several Questions at a time

Questions Technique


The Art Of Delivery

The Audience

FOCUS


Listen to the entire question Pause and allow yourself time to value

the question and listener. Repeat the question out load so the

entire audience can hear it or ask the participant to repeat – if it wasn’t heard

Credit The Person for asking the question

Handling questions …

Responding to audience


DO’s and Don'ts … Acknowledge the person Pass it to the group Catch the question depth Collect the participants’ responses Thank and encourage question Don’t rush to answer or fill the silence Don’t grade answers or questions Don’t Patronize / Don’t “Parroting” Don’t astonish or get shocked



Guided question – to get the answer of the question closer to the mind.

Overhead - to the group Reverse – to the participant Relay – on others Rhetorical – to stimulate thinking or influence people.

Does not use with the purpose to get answer

Handling questions …



“You don’t understand”“Well, obviously”“Let me start at the beginning”“In simple terms”“Let me explain something to you”“You probably don’t now this but”“As I said before”Don’t put words in the participants’ mouth

Avoid put down phrases such as:



Know-it-all participantA show off.Well informed and anxious to show it.

Handle difficult audience

What to do: Wait till he takes a breath: thank,

refocus & move on. Jump in & ask group to comment. Ask a question to the group. Slow him with a question needs

thinking


The whisperer Doesn’t understand what’s going

on. (Clarifying or translating) Boredom Sharing stories triggered by your presentation.What to do: Stop talking and wait for them to look up & non-

verbally ask for their permission to continue. Get close and stress on your presentation Encourage involvement



The gloomy participant Often depressed & discouraged. “I hate it & so should you” club.What to do: Stick to fact-based questions. In the break show real interest in his problems. Show that the purpose is to be positive &

constructive. Show some interest in him/her



Most hostile type. Gets satisfaction from needling. Aggressive & argumentative.

The Sniper

What to do: Never get upset or drawn to an argument Find merit, express agreement & move on. When an incorrect statement is made, open

discussion to class Ask him to continue his points in the break



Never loose your temper, it will gain you nothing Be polite but firm. Your goal must be to get the audience on your side. If someone objects to what you are saying do NOT

enter into an argument. If it is a fact, prove it. Everyone deserves a fair hearing even if you can

not agree with their point of view.

Handle difficult audienceDeal with hostility


Handling Different opinions

Keep Relation

With Evidence

My opinion

Link

Acknowledge

Listen Accept others’ Opinion Give people the right to say

opinionsDon’t rush to replyDon’t reflect the feelings of

resentment or being upset. Use proper body languageShow understanding/

respectDon’t get into an argument


Never say: “NO” “you don’t understand”“let me explain to you” “it seems you don’t get it”“How come you don’t

know?!”“Its very well known”“let me repeat what I told you

before”!!


Keep Relation

With Evidence

My opinion

Link

Acknowledge

Listen


“I can see your point”“I appreciate your concern”“Thank you for raising this

point”“I can feel the same thing if I

were in your place”“I know where you come

from”“I understand your concern”


Keep Relation

With Evidence

My opinion

Link

Acknowledge

Listen


What do I think?Why do I think that?What evidence do I have?

My evidence is…The evidence shows that…Therefore, I think that...

Present pinions with Evidence


Think

Speak


DefeatsEvidence Doubts

EvidenceDoubts

Demonstrations Examples Facts Exhibits Analogies Testimonials Statistics

Handling Different opinionsPresent pinions with Evidence


Word of Wisdom

“Make sure you finish speaking before your

audience finish listening”Anonymous

Documents

Presentation Skills - Trainer's Manual