Presentation SkillsPresentation Skills

Jamshed Khan Quaid-i-Azam university Islamabad Pakistan

Sequence of Lecture Sequence of Lecture

1. What is presentation.

2. Need of Presentation Skills

3. Elements of Effective presentations

4. Appearance and body language of presenter.

5. Best practices of effective presentations

6. Guidelines for preparation of power point slides

7. Exercises

What is a Presentation?What is a Presentation?

1. The process of presenting the context of a topic to an audience.

2. A performance, as a drama.

3. Something, such as a lecture or speech, that is set forth for an audience: e.g., giving a presentation on Environment Degradation

Need for Presentations skillsNeed for Presentations skills

• Situations in the Punjab Public Service require effective presentation skills.

• Seniors • Field work • Trainers

Elements of an Effective PresentationElements of an Effective Presentation

1. Appearance 2. Eye Contacts 3. Body Movements 4. Gestures 5. Voice 6. Language and Humour 7. Quality of presentation8. 90 Second Rule.

AppearanceAppearance

Do Do not

a. Dress neatly and tidily – first impressions are important.

b. Carry yourself in a confident and professional manner.

a. Dress to distract – no loud and outlandish outfits.

b. Attention grabbing accessories.

Eye contact

Do Do not

a. Keep eye contact. This will:i. Keep audience alert.ii. Make them feel that they are being directly spoken to.iii. Make them feel part of the presentation.

b. Monitor the audience’ reactions.

c. You can adjust your talk accordingly.

a. Stare.

b. Move your eyes from side to side.

c. Look out the window or at the clock.

d. Look only at the training aids or chalk board.

e. Look at your feet or at the ceiling.

Body MovementsDo Do not

a. Be natural – don’t move around too much or too little.

b. Relax when talking from behind a desk , this creates some intimacy with a group.

c. Slowly and on occasion move from side to side to engage all parts of the audience.

d. Move forward for emphasis.

a. Stand rigid.

b. March.

c. Slouch back toward audience

GesturesGestures

a. Play with keys or coins in your pocket.b. Use your hands too much, touching your nose or ears and

excessive coughing.c. Use gestures that indicate you are washing your hand or

wringing your hands because of frustration.d. Use a praying gesture as some may find this offensive or foot

tap as this may be perceived as patronizing.e. Use a pointer, pen, pencil or chalk to point at an individual

may be perceived as offensive.

f. Put hands in pockets.

Voice and Articulation

Do Do not

a. Power / volume: Speak loudly enough to be heard.

b. Pitch: Use effectively to convey meaning.

c. Pace / Rate: Speak more quickly to convey enthusiasm. Speak more slowly to emphasize key points or issues.

d. Pronounce – Speak clearly, pronouncing words carefully.

a. Speak so quickly that no one can understand.

b. Speak so quickly that materials are glossed over rather than well explained so that they are understood.

c. Speak so slowly that people become bore or drowsy.

d. . Control your lips, teeth and tongue to assist you.

Language and Humor

Do Do not

a. Use humour but only appropriately.

a. Avoid “pet” expressions (e.g., “O.K.”, “Like”, “You know”).

b. Do not use profanity.

• The first 90 seconds of any presentation are crucial.

• The audience will scan for every personal detail about you for clues to character and

temperament.• Is taking notice of you and forming an

impression.

• Every thing you say and do in the presentation will be considered but the first 90 seconds are critical.

90 Second Rule 90 Second Rule

Engaging Audiences – Reading Engaging Audiences – Reading Audience GesturesAudience Gestures

Body Language / Behaviour Interpretation

• Nodding • Leaning Forward • Shaking Head

• Frowning

• Yawning • Looking out of Window

• Crossing arms

• Avoiding eye contact

• Talking

• Agreement or approval• Interest, Pay attention• Despair or disbelief,

disagreement or disapproval • Not following your line of

thought, confused • Tired or board• Board, disinterested,

avoiding/eye-contact• Disagreement or feeling

defensive • Disagreement or feeling

defensive

• Disinterest

Best practice of Effective PresentationsBest practice of Effective Presentations 1. Be prepared.2. Believe in your message is important.3. Know your purpose.4. Be focused, have a central theme and core

points.5. Know your audience and address their needs.6. Make visuals that aid.7. Practice and get good feedback8. Be alert and flexible 9. Anticipate and manage questions well 10. Enjoy yourself.

Establishing Rapport with your Establishing Rapport with your AudienceAudience

1. Never tell jokes. 2. Dress a little better. 3. Look them in the eye. 4. Smile. 5. Tell stories. 6. Speak the language of the audience. 7. Help them laugh. 8. Talk about things they can relate to. 9. Be comfortable.

Effective Power Point Slides – Effective Power Point Slides – Some GuidelinesSome Guidelines

Back Ground

Simple Colors. Complex Templates should be avoided. Use cool colors for backgrounds. If room is bright, use dark text on light background.

Type ofFonts, Use ofCAPS and Italics

CAPS symbolize shouting at people – so avoid that. Italics should be used sparingly as it is hard to read.Use easy to read fonts i.e SANS-SERIF (Aril, Tahoma).

Back Ground

Simple Colors. Complex Templates should be avoided. Use cool colors for backgrounds. If room is bright, use dark text on light background.

Font Sizes:

The minimum font size that should be on aslide is 24 point. Title Font – 36 to 44 point.Main Body Font – 28 to 32 point Sub-Point Font - 24 to 28 point

Contd…Contd…

Font Colour Depending on the background colour, ensures that it Has a good contrast

White SpaceRule

Have lots of it so that the slide looks simple and clean

Visuals, Pictures

Use Professional Images and photographs. Photographs create a more emotional connection than clip arts.

Sounds, Transitions andAnimations

Avoid using them if it distracts people. If used purposefully can be very effective.

Slide Structure Always write in point Never write full sentence

Background of slide

• Use dark background if room is light • Avoid background that are distracting or difficult to read

them

Contd…Contd…

Font Type Which font is easier to read • Sons serif type size 34 • Script font • Serif type font • Red words are considered rude for chinease.

Animations &

Training

Show one point at a time: • Do not use distracting animation • Do not go overboard with animation • Be consistent with animation that are used • Customs animation and slide transitions

have been classified by UN as weapons of destruction

Contd…Contd…

Graphs • Don’t use tables • Use charts /bars • Colum may be logical

Spelling & Grammar

• Proof reading your slides.

Final Point Keep it simple & Short Your are the message

Field work Trainers