Reema Lodha Independent eLearning Professional How to Make Effective Presentation

I CAN’T Make Effective Presentations Don't be disheartened for that's precisely what this presentation will do – Change your CAN’T to CAN !!

I CAN Make Effective Presentations

“ Present-Tension” Sweaty hands … heart palpitates Your mind ---------- a confused jumble Just like your first date! First time (or each time) at presentations – it’s the same!

Sweaty hands

… heart palpitates

Your mind ---------- a confused jumble

Just like your first date!

First time (or each time) at presentations – it’s the same!

This might make you feel better… You Are NOT Alone! If you want to drop the “T” off the CAN’T then Act Now!! A survey has proved that people are more scared of Public Speaking than death !!

You Are NOT Alone!

If you want to drop the “T” off the CAN’T then Act Now!!

Action beats Inaction! If ACTION is what you believe in then learn to better your presentation skills! So the first thing you ask yourself is…

If ACTION is what you believe in then learn to better your presentation skills!

So the first thing you ask yourself is…

How Can I Make Effective Presentations If your questions begin with “How”, you are ready!

How to begin? First, let’s break the entire presentation process into 3 stages: The Beginning The D Day The Ending

First, let’s break the entire presentation process into 3 stages:

The Beginning

The D Day

The Ending

The Beginning “ If you have a Goal, You can begin doing!”

Begin to Define GOAL… i.e., ASK questions… Why? What? Whom? When? Where? How?

i.e., ASK questions…

Why?

What?

Whom?

When?

Where?

How?

Why is the presentation needed in the first place? Is it just because your boss wants so you are doing? Is that your purpose for giving presentation? No, so then what's the real need. Find the goal first. Ask, why does the boss want? Identify the need before you start creating the presentation.

Is it just because your boss wants so you are doing?

Is that your purpose for giving presentation?

No, so then what's the real need. Find the goal first.

Ask, why does the boss want?

See how you may define the Goal Assume you need to create a presentation to showcase the USPs of a product in the market to increase its sale. Now the goal of the presentation could be… “ The presentation should showcase the right USPs of the product to bring about an increase in its sale.” Good but is this goal definition complete or it needs more information?

Assume you need to create a presentation to showcase the USPs of a product in the market to increase its sale.

Now the goal of the presentation could be…

“ The presentation should showcase the right USPs of the product to bring about an increase in its sale.”

Good but is this goal definition complete or it needs more information?

Same Rule - Ask questions!! How can you increase the sales? “… by targeting the right market segment - the people who would buy the product – the prospective buyers” Right!! You are coming closer to spelling the Goal.

How can you increase the sales?

“… by targeting the right market segment - the people who would buy the product – the prospective buyers”

Right!! You are coming closer to spelling the Goal.

Who will you be presenting to? Yes, the prospective buyers…they are the target audience. Identify or define the characteristics of the target audience But why is the audience so important?

Yes, the prospective buyers…they are the target audience.

But why is the audience so important?

Audience spells the A-Z of presentation Delivery location Delivery style Duration Content – the complexity and depth Relevant Analogies / Examples Technology … and more Once again lets revisit the goal statement…

Delivery location

Delivery style

Duration

Content – the complexity and depth

Relevant Analogies / Examples

Technology

… and more

Once again lets revisit the goal statement…

Audience is Everything! “ The presentation should showcase the right USPs of the product to bring about an increase in its sale.” Or better maybe… “ The presentation should showcase the right USPs of the product to the users belonging to a specific group so as to compel them to buy / use the product”

“ The presentation should showcase the right USPs of the product to bring about an increase in its sale.”

Or better maybe…

“ The presentation should showcase the right USPs of the product to the users belonging to a specific group so as to compel them to buy / use the product”

I know what to say but…? Lets check: you know who your audience are and have decided: on the complexity and level of the content to use PowerPoint slides to use conversational language to use analogies and examples from real-life scenarios that the entire duration of the presentation will not be more than an hour You know what you want to say…but the question still remains unanswered…

Lets check: you know who your audience are and have decided:

on the complexity and level of the content

to use PowerPoint slides

to use conversational language

to use analogies and examples from real-life scenarios

that the entire duration of the presentation will not be more than an hour

You know what you want to say…but the question still remains unanswered…

… How do I present? How do you present the content within an hour? How do you create the outline, the flow and how do you say? If you know how to create a grocery list, you can create the outline of your presentation too. Its that easy!! Lets do it…

How do you present the content within an hour?

How do you create the outline, the flow and how do you say?

If you know how to create a grocery list, you can create the outline of your presentation too. Its that easy!! Lets do it…

Create a Simple Grocery List!! Lets list the steps you follow when you create the grocery list – List all the items that needs to be purchased Cross check if you have missed anything Maybe if you have defined a budget, and if the list exceeds the budget limit , then prioritize your list and strike what's not essential If you need to visit multiple shops then plan the route you will take, probably you plan to buy the diary items at the last or veggies first Now lets proceed with our Presentation content…

Lets list the steps you follow when you create the grocery list –

List all the items that needs to be purchased

Cross check if you have missed anything

Maybe if you have defined a budget, and if the list exceeds the budget limit , then prioritize your list and strike what's not essential

If you need to visit multiple shops then plan the route you will take, probably you plan to buy the diary items at the last or veggies first

Now lets proceed with our Presentation content…

Grocery List to Presentation Create a list of the content that needs to be presented You may want to use index cards or PowerPoint slides for your list, use what you are comfortable with. If you are using index cards, then use different colored pencils and highlighters While doing research, document all the content at one place or ensure that you have links / reference materials handy and easy access to the Subject Matter Expert. In your list, just attach the link to the content source. Don’t worry about the time constraint of the presentation at this moment, keep collecting the content and reading as much about the subject as you can.

Create a list of the content that needs to be presented

You may want to use index cards or PowerPoint slides for your list, use what you are comfortable with. If you are using index cards, then use different colored pencils and highlighters

While doing research, document all the content at one place or ensure that you have links / reference materials handy and easy access to the Subject Matter Expert. In your list, just attach the link to the content source.

Don’t worry about the time constraint of the presentation at this moment, keep collecting the content and reading as much about the subject as you can.

But Grocery List and Presentation content… … should have difference… Yes there is! You need to present the content to an audience whereas in the Grocery one you simply use it as information for buying the items. So, how do you bridge the gap?

… should have difference…

Yes there is!

You need to present the content to an audience whereas in the Grocery one you simply use it as information for buying the items.

So, how do you bridge the gap?

Simple…TALK, TALK, and TALK! Pick the list and start talking about each item. Don’t read the content, but use your own words as if you are conversing with one of your audience member. Try and remember the audience background and knowledge about the subject while you are talking Note down all that you have assumed about your audience’s prior knowledge. Keep noting the assumptions. We will understand its need later.

Pick the list and start talking about each item.

Don’t read the content, but use your own words as if you are conversing with one of your audience member.

Try and remember the audience background and knowledge about the subject while you are talking

Note down all that you have assumed about your audience’s prior knowledge. Keep noting the assumptions. We will understand its need later.

Pause, Check and Talk You may want to change, rearrange the list give a flow to your talk…go ahead do it… Strike out what you feel is non essential Add comments on the section where you think gaps exist Research to gather more information to fill the gaps Add appropriate links or transitions to make the content flow from one to another, weave a story and link the list items together Go through the new outline once again and see if it requires any more strikes, adds, flows… Don’t forget to update the Assumptions you made about your audience. You may feel the need to correct / update the assumptions you made earlier.

You may want to change, rearrange the list give a flow to your talk…go ahead do it…

Strike out what you feel is non essential

Add comments on the section where you think gaps exist

Research to gather more information to fill the gaps

Add appropriate links or transitions to make the content flow from one to another, weave a story and link the list items together

Go through the new outline once again and see if it requires any more strikes, adds, flows…

Don’t forget to update the Assumptions you made about your audience. You may feel the need to correct / update the assumptions you made earlier.

Let’s Use our Grocery List…Oh no!.. the product sales Recall our example, and try to make a list of items to discuss: Details about the product The prospective buyers / consumers Reasons why they need the product Other competing products available in the market The USP of the product

Recall our example, and try to make a list of items to discuss:

Details about the product

The prospective buyers / consumers

Reasons why they need the product

Other competing products available in the market

The USP of the product

Let’s Try Talking… Begin with a case study to bring out the problems faced by the prospective buyers - The solution of their problem is our product Tell them what all the product can do and how it can do – quote credible instances where the product has made a difference – research reports There exist competitors but what our product offers that no one else offers – Sell those ideas Conclude by telling them where they need to go to buy the product

Begin with a case study to bring out the problems faced by the prospective buyers - The solution of their problem is our product

Tell them what all the product can do and how it can do – quote credible instances where the product has made a difference – research reports

There exist competitors but what our product offers that no one else offers – Sell those ideas

Conclude by telling them where they need to go to buy the product

Cross Check and Fill the gaps Some of us make the Grocery list everyday, it’s a continuous process as soon as we find an item missing we add it to our list or if we find a new requirement we do the same - add to the list When you are researching the content do the same as you do for your grocery list – keep updating your list. Update your list while you are doing the research, while you are defining the flow, while you are creating the draft… The mantra is - Keep going through your content, keep updating the flow, add examples, and start timing your presentation every time you talk.

Some of us make the Grocery list everyday, it’s a continuous process as soon as we find an item missing we add it to our list or if we find a new requirement we do the same - add to the list

When you are researching the content do the same as you do for your grocery list – keep updating your list.

Update your list while you are doing the research, while you are defining the flow, while you are creating the draft…

The mantra is - Keep going through your content, keep updating the flow, add examples, and start timing your presentation every time you talk.

How to Time and Stick to the Time!! Invest approximately 5 minutes in getting to know your audience – introductions. Increase the time frame as and when there are more audience members. In large gathering, you don’t have to ask each members name, just Introduce yourself and greet them and move on. Keep 5 min break after every 0.5 hour or else it would tire your audience and yourself Keep 5 min as buffer time for every hour of your lecture. Even if you don’t need to use this time, its better that you finish your presentation 5 min early than stretch it even a minute longer. Tip – If you have an hour long presentation, always plan so that your content does not exceed 40 minutes.

Invest approximately 5 minutes in getting to know your audience – introductions. Increase the time frame as and when there are more audience members.

In large gathering, you don’t have to ask each members name, just Introduce yourself and greet them and move on.

Keep 5 min break after every 0.5 hour or else it would tire your audience and yourself

Keep 5 min as buffer time for every hour of your lecture. Even if you don’t need to use this time, its better that you finish your presentation 5 min early than stretch it even a minute longer.

Tip – If you have an hour long presentation, always plan so that your content does not exceed 40 minutes.

Using Aids - Slides Content should be concise, to the point, and tell an interesting story. To begin: Write down the outline as individual slides, and fill in the content in each When you write, make sure it’s written with KISS principle in mind - short sentences, action verbs and simple grammar. Revise and delete items that are irrelevant or superfluous. Check the story if its consistent and flows smoothly. Repeat these steps till you are comfortable with the content

Content should be concise, to the point, and tell an interesting story.

To begin:

Write down the outline as individual slides, and fill in the content in each

When you write, make sure it’s written with KISS principle in mind - short sentences, action verbs and simple grammar.

Revise and delete items that are irrelevant or superfluous.

Check the story if its consistent and flows smoothly.

Repeat these steps till you are comfortable with the content

Environmental Policy We have consistently shown an environmental policy that is: Fully coordinated with our other activities Constantly improves with time Adopts a range of innovative measures

We have consistently shown an environmental policy that is:

Fully coordinated with our other activities

Constantly improves with time

Adopts a range of innovative measures

Our Environmental Policy Integrated Improving Innovative

Integrated

Improving

Innovative

What goes and what stays? Remember content may be: NTK (Need to Know) [The Must Have] Or nTK (Nice to Know) [The May Have] Concentrate on the casing of “n” here. Classify your content and then decide what goes in and what goes out!

Remember content may be:

NTK (Need to Know) [The Must Have]

Or

nTK (Nice to Know) [The May Have]

Concentrate on the casing of “n” here.

Classify your content and then decide what goes in and what goes out!

Use Visual Aids - One picture is worth ten thousand words… It improves the interest of a presentation. It saves a lot of time on explanations. It can show a process, for example by using a flow chart. It can make abstract ideas like trends considerably more concrete for the audience. It can help to understand and recall. However, visual aids must be relevant to what you want to say.

It improves the interest of a presentation.

It saves a lot of time on explanations.

It can show a process, for example by using a flow chart.

It can make abstract ideas like trends considerably more concrete for the audience.

It can help to understand and recall.

However, visual aids must be relevant to what you want to say.

“ Pretend to be confident, even if you are not, one can hardly make a difference!” The D Day

The Present-tension day! So you arrive a good 15-20 min early to the venue. Be comfortable with the aids that you are going to use – projector, lights, slide… On the white board / flip chart, list what you are going to cover in the presentation and what you are NOT going to cover Greet the audience member as they arrive and let them fill in the attendance sheet / any other sheet as required Set the ground rules ….no cellular phone, save queries to be asked at question hour or interruptions to ask queries allowed… Tip: You can have a area designated as Parking Space, where you list the queries posed by the audience which you will cover at a later stage or post session.

So you arrive a good 15-20 min early to the venue.

Be comfortable with the aids that you are going to use – projector, lights, slide…

On the white board / flip chart, list what you are going to cover in the presentation and what you are NOT going to cover

Greet the audience member as they arrive and let them fill in the attendance sheet / any other sheet as required

Set the ground rules ….no cellular phone, save queries to be asked at question hour or interruptions to ask queries allowed…

Tip: You can have a area designated as Parking Space, where you list the queries posed by the audience which you will cover at a later stage or post session.

Handling the “Questions” Maintain your poise at all times. Remember , you don’t have to know Everything and answer all questions during the session. You can choose to answer some questions post-session after research. If you don’t know the answer to any question, choose to either: Post it in the Parking Space and assure the Audience member that you will get back at a later stage or maybe after the session. Be sure to get back to the audience member. Bounce it back to the other audience members and maybe someone among them can answer it. You can anyways choose to research a bit more and post a reply to the question later.

Maintain your poise at all times.

Remember , you don’t have to know Everything and answer all questions during the session. You can choose to answer some questions post-session after research.

If you don’t know the answer to any question, choose to either:

Post it in the Parking Space and assure the Audience member that you will get back at a later stage or maybe after the session. Be sure to get back to the audience member.

Bounce it back to the other audience members and maybe someone among them can answer it. You can anyways choose to research a bit more and post a reply to the question later.

Getting the “Feedback” Don’t forget to collect feedback from audience member! Provide them a questionnaire which includes feedback on the content, delivery, duration, and other aspects of presentation

Don’t forget to collect feedback from audience member!

Provide them a questionnaire which includes feedback on the content, delivery, duration, and other aspects of presentation

Conclusions Don’t forget to wrap up the session with a recap of the concepts covered If the session had ended earlier, use the spare time to involve the audience to do the recap for you

Don’t forget to wrap up the session with a recap of the concepts covered

If the session had ended earlier, use the spare time to involve the audience to do the recap for you

How to Reach You! Remember to provide the ways to reach you: Email Phone … .

Remember to provide the ways to reach you:

Email

Phone

… .

“ This is the beginning…” The Ending

Post Analysis First a pat on your back and a round of Applause! Then, analyze how your presentation went. Read the feedback and list the action items Add / modify / delete the content, examples… Check if your Assumptions matched with the audience profile, update if otherwise Note the areas of improvement and try and incorporate them in your future rehearsals

First a pat on your back and a round of Applause!

Then, analyze how your presentation went.

Read the feedback and list the action items

Add / modify / delete the content, examples…

Check if your Assumptions matched with the audience profile, update if otherwise

Note the areas of improvement and try and incorporate them in your future rehearsals

Next Steps… Check the Parking Space and research the queries and post the answers to the audience member Check if a follow-up session is required, then schedule one If you had given any tests / post- assignments, remember to follow-up with the members for completion and also evaluate and provide feedback

Check the Parking Space and research the queries and post the answers to the audience member

Check if a follow-up session is required, then schedule one

If you had given any tests / post- assignments, remember to follow-up with the members for completion and also evaluate and provide feedback

Feedbacks welcome! Please provide them. Thank You!