PRESENTATIONS SKILLS

M.S.S.VaradanOm Consultants (India) Pvt.Ltd.

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S BIM session 9/6/06

PRESENTATIONTalk about the Audience Talk about the Previous SpeakerTalk about the Event Talk about a Moment in HistoryTalk about the PlaceTalk about the point of the Speech

Objective of the Session(1) Understand the need for good presentations(2) Understand the benefits and disadvantages(3) Be aware of your own individual strengths and

weeknesses & choice Your Style(4) Be aware of how to connect with the audience(5) Be able to select and use visaul aids

appropriately

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U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S BIM session 9/6/06

PRESENTATION SKILLS

• Qualities of a good Presenter - Professionalism - Sincerity - Knowing the subject

well - Self-confidence - Empathy - Respect for the audience

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U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S BIM session 9/6/06

NEED FOR A GOOD PRESENTATION

• Information Needs - New policies and procedure - New research & technical

Information

• Belief changing• Belief strengthening• Action Needs

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U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S BIM session 9/6/06

ELEMENTS OF A GOOD PRESENTATION

• ’s of a good Presentation

* Planning

* Preparation

* Practice

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U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S BIM session 9/6/06

INGREDIENTS FOR THE RIGHT MIX

• You and the audience are clear on the aim• You understand the needs of the listeners• You know your subject well and have

planned adequately• You have rehearsed • You are confident in manner and style

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U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

7BIM session 9/6/06

PLANNING

Ask 3 questionsWhat does your audience expect out of this ?• What is the goal and purpose of the

presentation ?• What are the results you expect to achieve

from the presentation ?

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

8BIM session 9/6/06

PREPARATION

Answering the Six QuestionsWho is attending ?• What do they want to hear ?• Why am I doing this ?• When am I doing this ?• Where am I doing this ?• How can I put my message across ?

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

9BIM session 9/6/06

• Who is attending ?Audience Profile

- Demographic - Size, Gender Age, Sex. - Psychographic - Attitude, values, level of understanding, motivating factors

• What do they want to hear ?

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

10BIM session 9/6/06

• Why am I doing this ?

• 3 questions guiding goal analysis

(1) Purpose - to train, inform, persuade, entertain (2) Stake - Company’s expectations and personal

expectation (3) Results

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

11BIM session 9/6/06

• When am I doing this ? - Appropriate time - Time required for preparation

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

12BIM session 9/6/06

• Where and how ?

Location : Venue and other arrangements Mode of Presentation : Lecture, Briefing, Discussion Equipment and material required

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

13BIM session 9/6/06

•Define your objective•Understand the audience•Decide what to say•Get organized•Develop effective visuals•Rehearse

Six-step approach to preparing for a speech or presentation

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

14BIM session 9/6/06

•Talk about the Audience •Talk about the Previous Speaker•Talk about the Event •Talk about a Moment in History•Talk about the Place•Talk about the point of the Speech

Presentations

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

15BIM session 9/6/06

Tips for Reviewing the Content of Your Presentation

Make sure of the following: • Your key message supports the objectives of the presentation.• Arguments you have prepared are well developed and understandable to all

members of the audience.• The content will convince the audience to agree with you.• Contrary arguments are effectively neutralized.• Include only those details that will persuade. If you are not sure about the impact of

a particular detail, leave it out.

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

16BIM session 9/6/06

Tips for Adding Interest

•Variety in pitch, time, speed, and body language

•Personal stories•Analogies•Humour•Examples•Quotes

• Illustrations•Expert testimony•Statistics•Charts and graphs•Audience involvement•Personal energy and

eye contact

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

17BIM session 9/6/06

Tips on Using VisualsOpen : Help you audience focus on the purpose of the presentation.Present the agenda : List the key elements of what is to come.Highlight key points : Use memorable words and phrases, or illustrate points with charts or graphs.Review a structured process : Analyze the whole process and relevant key points.Close : End with a powerful image of the message you want the audience to carry away.

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

18BIM session 9/6/06

Tips for handling Q&A

• Make a clear transition to the Q&A session.• If the audience is large, repeat the question

for the audience to hear.• Maintain control of Q&A by rephrasing the

question and giving the answer to the whole group, not only to the questioner.

• If you don't know the answer to a question, direct the person to a source for the answer, or offer to get the answer later.

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

19BIM session 9/6/06

Tips for handling Q&A (Contd..)

• If you get a hostile question, find out the reasons for the hostility. Acknowledge valid points, and reject those that are not accurate. Then politely move on.

• Don't allow a long-winded questioner to monopolize the Q&A session. Say, "So that other people get a chance to talk, let me stop you there and see if I can answer the question."

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

20BIM session 9/6/06

• FAMOUS QUOTES• HUMOUR• ANECDOTES • STORIES• TOPICAL EVENTS• TEAM PRESENTATIONS

TIPS FOR LIVELY PRESENTATIONS

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

21BIM session 9/6/06

• Team Introductions (to be done by individual team members )

• Project overview and goals• Milestones and deliverables• Project risks• Recommendations for mitigating the risks• Support desired from US team

BROAD OUTLINE OF PRESENTATION

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

22BIM session 9/6/06

• Clear Objectives - Presenting background information - Explaining purpose

• Making a start - Self introduction - Giving a good introduction to the topic

ORGANIZING THE PRESENTATION

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

23BIM session 9/6/06

• Linking the Parts - Signposting the organization of a presentation - Explaining purpose

• Using the right kind of language - Conversational Style - Speaking Vs Reading

• Visual Aids - Using well designed & well presented visual aids - Using appropriate aids for different sizes of audience

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

24BIM session 9/6/06

• Body language - Using body language effectively to communicate message clearly - Avoiding irritating mannerisms

• Finishing Off - Effective with a “Punch Line”

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

25BIM session 9/6/06

• Question Time - Handling question effectively - Providing for audience “space” • Putting it all together - Evaluating effectiveness through feedback - Review delivery

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

26BIM session 9/6/06

Tips for E-mail Messaging

• Key message in your subject line to lessen the risk of your reader's ignoring or deleting an important message.

• Keep your message short. All pertinent information on the first screen page.

• Only one topic per e-mail.

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S

27BIM session 9/6/06

Tips for E-mail Messaging (Contd..)

• Edit and spell-check before sending anything -unless you don't mind looking bad.

• Never send an e-mail message when you're angry. Ask yourself, "Would I say this to the person's face?" If the answer is no, then don't send the message.

• Add the address as the last step before you click "Send." Reduces the chance that you'll send an unfinished message.