Presentation skills for managers


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Presentation skills for managers

  1. 1. 1www.exploreHR.orgPresentation SkillsPresentation Skillsfor Managersfor Managers
  2. 2. 2www.exploreHR.org1. Developing Great CONTENTCONTENT2. Preparing Great DESIGNDESIGN3. Conducting Great DELIVERYDELIVERYContentsContentsIf you find this presentation useful, please consider tellingothers about our site (
  3. 3. 3www.exploreHR.orgContentContentThree Elements of Great PresentationThree Elements of Great PresentationDesignDesignDeliveryDeliveryGreatGreatPresentation !Presentation !
  4. 4. 4www.exploreHR.orgDeveloping Great CONTENTDeveloping Great CONTENT
  5. 5. 5www.exploreHR.orgSteps in Preparing ContentSteps in Preparing ContentAnalyzingAnalyzingYour AudienceYour AudienceGatheringGatheringRelevant Data &Relevant Data &InformationInformationConvertingConvertingYour Data intoYour Data intoan Outlinean Outline
  6. 6. 6www.exploreHR.orgAnalyzing Your AudienceAnalyzing Your Audience• Needs• Knowledge level• Attitude – how do they feel about the topic?• Demographic Information – this may include theage, gender, culture, and language of the audiencemembers
  7. 7. 7www.exploreHR.orgGathering Relevant Data & InformationGathering Relevant Data & Information• Before you start your research to gather relevantinformation, there are three questions should beconsidered :• What do I want my audience to gain?• What might they already know about my topic?• What is the objective of the presentation?
  8. 8. 8www.exploreHR.orgConverting Your Information into an OutlineConverting Your Information into an Outline• There are three steps to creating an outline :1. Determine the outline style2. Group your raw data3. Arrange into outline format
  9. 9. 9www.exploreHR.orgOutline StyleOutline StyleChronological Shows events in order as they occurredTakes the audience on a journey through aflowing presentationStates the problem, the why’s, yoursolution, and a summaryStates the cause and explains the effect(s)NarrativeProblem/SolutionCause/ Effect
  10. 10. 10www.exploreHR.orgOutline StyleOutline StyleTopical Divides the general topic into severalsubtopicsUses some or all of the what, who, where,when, why, and how questionsJournalisticQuestions
  11. 11. 11www.exploreHR.orgOutline FormatOutline FormatIntroductionIntroductionBodyBodyConclusionConclusionOutlineOutlineFormatFormat
  12. 12. 12www.exploreHR.orgOutline FormatOutline Format• IntroductionsIntroductions• Should include an agenda and clarify the goals andobjectives of your presentation.• Can include an overview of a situation, a statementof the current situation of the organization, or a recapof history.• Can use the strategies that help an introduction getattention: a quote, a question, humor, a creativea quote, a question, humor, a creativeimage, an anecdote, or a sharing of emotionsimage, an anecdote, or a sharing of emotions.
  13. 13. 13www.exploreHR.orgOutline FormatOutline Format• BodyBody• Chronological• Narrative• Problem/Solution• Cause/Effect• Topical• Journalistic Question
  14. 14. 14www.exploreHR.orgOutline FormatOutline Format• ConclusionConclusion• Summarize the main points of your presentation• Provide closure, and leave an impression• Can consist of recommendations, future directions,next steps to take, and so forth
  15. 15. 15www.exploreHR.orgBuilding Great DESIGNBuilding Great DESIGN
  16. 16. 16www.exploreHR.orgPresentation DesignPresentation DesignKey Rules when Creating Bulleted Text:Key Rules when Creating Bulleted Text:• Use one concept per slide• Use key words and phrases• Make your bullet points consistent in structure• Capitalize properly – capitalize the first letter ofthe first word only
  17. 17. 17www.exploreHR.orgThree Keys of Great DesignThree Keys of Great Design1.1. LayoutLayout2.2. ConsistencyConsistency3.3. ColorColorGreat SlideGreat SlidePresentationPresentationDesignDesign
  18. 18. 18www.exploreHR.orgLayoutLayout1.1. LayoutLayout• Consider your layout to be like the skeleton of yourpresentation….Just as our skeleton support ourbodies, your layout should support your message andprovide structure.
  19. 19. 19www.exploreHR.orgConsistencyConsistency2. Consistency2. Consistency• You must be consistent in the following design elements:• Your placement of text and images• Your fonts style and sizesYour fonts style and sizes• Your background• The sytle and treatment of your imagery• Your charts
  20. 20. 20www.exploreHR.orgColorColor3. Color3. Color• Use high contrast to increase legibility (e.g., black texton clear and yellow on dark blue)• Colors should not clash – they should have a highdegree of harmony• Avoid clutter by using no more than four colors
  21. 21. 21www.exploreHR.orgConsistent FontsConsistent Fonts• The two main classifications of fonts are serif and sans seriffonts• Serif fonts have small flourishes extending from the mainstrokes of each letter (examples : Times New Roman, BookAntiqua, Bookman Olds Style, Garamond). Sans serifdon’t; they are straight and clean (examples : Arial,Verdana, Helvetica)• Sans serif fonts are best suited for electronicSans serif fonts are best suited for electronicpresentationspresentations
  22. 22. 22www.exploreHR.orgTips for Planning Great SlidesTips for Planning Great Slides• Use slides sparingly. Avoid the overuse of slides orunnecessary slides.• Make slide pictorial. Graphs, flowcharts, etc., all give theviewer an insight that would otherwise require many words.• Make text and numbers legible. Minimum font size for mostroom set-ups is 20 pt.• Make pictures and diagrams easy to see.
  23. 23. 23www.exploreHR.orgDesign GuidelinesDesign GuidelinesAvoid thisAvoid thisThis is better
  24. 24. 24www.exploreHR.orgEffective Charts and GraphsEffective Charts and Graphs
  25. 25. 25www.exploreHR.orgAvoid slide like this one……Avoid slide like this one……
  26. 26. 26www.exploreHR.orgConducting Great DELIVERYConducting Great DELIVERY
  27. 27. 27www.exploreHR.orgDelivering Your PresentationDelivering Your PresentationVoiceVoiceLanguage UsageLanguage UsageMovementMovementBody LanguageBody LanguageGreatDelivery
  28. 28. 28www.exploreHR.orgManaging Your VoiceManaging Your Voice• Try to sound natural, so your rhythm and tone isappropriate to the message you are delivering• Develop three important qualities:• Volume• Intonation• Pacing
  29. 29. 29www.exploreHR.orgManaging Your VoiceManaging Your VoiceVolumeAvoid to speak in monotone. Put morefeeling into your voice and make it livelier bychanges in your intonation.Speak loudly enough to reach all themembers audience without overpoweringthose closest to you.Intonation
  30. 30. 30www.exploreHR.orgManaging Your VoiceManaging Your VoiceFor most of us, this is natural – except whenwe are nervous or excited. Practice, and youcan figure out what sounds natural andappropriate for the points you are making.Pacing
  31. 31. 31www.exploreHR.orgLanguage UsageLanguage Usage• When you speak, convey confidence and show interest inwhat you’re presenting. Speak with feelingSpeak with feeling.• Use short sentencesshort sentences and short, simple wordsshort, simple words.• Speak slowly and clearly enoughslowly and clearly enough that everyone in youraudience can understand every word.
  32. 32. 32www.exploreHR.orgMovementMovement• If possible, “work the room and work the audiencework the room and work the audience”• Move appropriately and with purposeappropriately and with purpose – don’t movesimply because you’re nervous• Your movements should be natural and support yournatural and support yourwordswords and the rest of your presentation• Don’t move constantly. Pause for effect. Stand still toStand still tomake an important pointmake an important point
  33. 33. 33www.exploreHR.orgBody LanguageBody Language• Stand straightStand straight, but not stiff. You should radiate energy• Be relaxedBe relaxed, be casual, but don’t be lazy• Use your hands, arms and gestures. Just let your bodyJust let your bodyreact to how you feelreact to how you feel• Make good eye contactMake good eye contact – the rule of thumb for eyecontact is three to five seconds per person
  34. 34. 34www.exploreHR.orgBody LanguageBody Language• Do not keep hands in your pockets• Do not keep hands “handcuffed” behind your back• Do not keep your arms crossed• Do not put hands in “fig leaf” position• Do not wring your hands nervously
  35. 35. 35www.exploreHR.orgIn advance of your presentationIn advance of your presentation• Practice – a lotPractice – a lot. Don’t just think your presentation through :act it out, in front of friends, or family. Time each section ofyour presentation and develop a schedule.• Memorize the first two minutesMemorize the first two minutes of your presentation, soyou breeze on through the time when the butterflies aremost active.
  36. 36. 36www.exploreHR.orgIn the hours before presentationIn the hours before presentation• Think positive thoughtThink positive thought : visualize yourself feeling at easewith the audience• Use affirmationUse affirmation (e.g., “I can do this. I am prepared. It willgo well”)• Make sure all the equipment is working properlyworking properly• Remember that the people in your audience are human too,just like you. They want you to succeed !They want you to succeed !
  37. 37. 37www.exploreHR.orgWhen you enter the room:When you enter the room:• Focus on making your movements fluid and confidentFocus on making your movements fluid and confident,neither too slow nor too fast• Find a few friendly faces in the audience, for reassurancefor reassurance• Smile.Smile. Show that you want to be there• Be yourselfBe yourself
  38. 38. 38www.exploreHR.orgHow to Handle Tough SituationsHow to Handle Tough SituationsProblem :• Know-it-all – A participant who feels like more of an expert thanyou.Solution :• Don’t fight it. Involve know-it-alls in your presentation.• They may have some great information to contribute. Allowingthem to participate and share their thoughts will not only showhow confident you are, but also help them get more out of yourpresentation.
  39. 39. 39www.exploreHR.orgProblem :• Unprepared participants – Those who haven’t prepared for thepresentation as you requested.Solution :• Be flexible. Take something out of your agenda to allow the grouptime to get up to speed.• Keep in mind your overall objective of the presentations.• Don’t force your agenda; modify it to meet your objective.How to Handle Tough SituationsHow to Handle Tough Situations
  40. 40. 40www.exploreHR.orgProblem :• After-lunch nap time – One of the toughest times to keep peopleengaged.Solution :• If you have anything to do with planning the lunch selections, golight – and no heavy desserts.• If you really need to get everyone going again, get out thoseicebreakers.How to Handle Tough SituationsHow to Handle Tough Situations
  41. 41. 41www.exploreHR.orgProblem :• Non-stop talker – A participant who carries on conversationsduring the presentation.Solution :• Take a few moments to share what you talked about. This usuallymakes the talker feel more involved and want to stay engaged andparticipate with you instead of others.How to Handle Tough SituationsHow to Handle Tough Situations
  42. 42. 42www.exploreHR.orgPlanning for the QuestionsPlanning for the Questions• Anticipate the questions that might come up• Listen carefully to the questioner• Repeat or rephrase the question• Answer clearly and concisely• Go to the next question
  43. 43. 43www.exploreHR.orgDealing with DisastersDealing with Disasters• You find out that the time allotted has been reduced.You find out that the time allotted has been reduced. At thevery worse, you can make your points, support the with theessentials, ask and answer the most likely questions on your list.• The slide equipment failsThe slide equipment fails. You know then saying, “The showmust go on”. Apologize to the audience and then add somethinglike “Now return with me to a distant past, before Powerpoint,when all we had for presentations was our notes and perhaps ablackboard or flipcharts.” Then, make the most of your primitivetools.
  44. 44. 44www.exploreHR.orgDealing with DisastersDealing with Disasters• You tell a joke that falls flat.You tell a joke that falls flat. Ouch! Just shrug your shouldersand apologize: “I am sorry. I got that joke at a Henry Youngmanclearance sale.” (You can choose your own comedian).• You get nervous and flustered and lose track of where youYou get nervous and flustered and lose track of where youareare. Figure out where you are from your slides and notes. If youcan’t, just be honest : “My brain has derailed. Who can back meup so I can the on the track again?”
  45. 45. 45www.exploreHR.orgRecommended Further Readings:1. Jennifer Rotondo and Mike Rotondo, Presentation Skills for Managers,McGraw Hill2. David A. Whetten and Kim S. Cameron, Developing Management Skills,Harpers Collins Publisher.
  46. 46. 46www.exploreHR.orgEnd of MaterialEnd of Material