Presentation skills


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  • Persuasion:It’s not just telling or presenting ideas, but it’s a matter of selling process to convince people
    i.e the effort which has been done to convince people.
  • Example: If you don’t have a shopping checklist you will never make proper shopping.
  • Background: In Lebanon (French School) and in Saudi(American School). In Egypt (Ain Shams & Kasr Alaini Schools).
  • Content: elements and details.
    Context: circumstances and external frame.
  • Content: elements and details.
    Context: circumstances and external frame.
  • Speech Notes: Road map.
  • Pacing: rate of progress.
  • Persuasion: Sell your product and push them to make a decision.(ask for a commitment).
  • Persuasion:It’s not just telling or presenting ideas, but it’s a matter of selling process to convince people
    i.e the effort which has been done to convince people.
  • Presentation skills

    1. 1. Business Presentation Skills 1
    2. 2. Objectives: 1. Acquire tools and techniques for effective planning, preparation and delivery of business presentations. 2. Practice the delivery of presentations that are relevant to your objectives. 3. Receive feedback to identify strengths and areas for improvement. 4. Work on the areas for improvement and get visible results of new skills. 2
    3. 3. The 4 +P’s of Effective Presentations • • • • Planning. Preparation. Presentation. Persuasion &…Practice, Practice, Practice! 3
    4. 4. Planning 4
    5. 5. “When a man doesn’t know what harbor he is making for, no wind is the right wind” 5
    6. 6. Planning You should ask yourself three fundamental questions: 1. WHY am I going to make this presentation? 2. WHO will be listening? 3. WHAT am I going to talk about? 6
    7. 7. 1.WHY am I going to make this presentation? • Presentation Type. • Presentation Objective. 7
    8. 8. Presentation Type: • What are you going to sell in this presentation? Product Service Idea 8
    9. 9. Presentation Objective: • Nothing is achieved without an objective. • Setting an objective is related to the presentation type. • The major presentation objective answers the question, “What do you want the audience to buy at the end of your presentation?” • The objective should be specific & stated (Let your audience know). 9
    10. 10. 2. WHO will be listening? (Audience) • Knowing the audience is the most important aspect of presentation planning. 10
    11. 11. Audience “ You must make them feel you care more about them, than they could ever care about themselves.” 11
    12. 12. Analyze your audience: (Put yourself in their shoes) • Who are they? (As people & organization) • What background knowledge do they have? • Does the presentation fit with their priorities? • Do they already know anything about the subject? 12
    13. 13. Analyze your audience: (Put yourself in their shoes) • What is the audience’s time schedule? • Their languages, and cultural differences. • What biases and feelings do they bring to the presentation? • Is the meeting room comfortable and free of distractions? 13
    14. 14. 3.WHAT am I going to talk about? (Content & Context) • Brainstorm the few important points to cover. • Decide what needs to be said regarding each point. • Think of stories and other techniques to reinforce your ideas. 14
    15. 15. 3.WHAT am I going to talk about? (Content & Context) • What is the sequence of the ideas (outline). • Develop an opening (Tell them what you are going to tell them). • Develop a body (Tell them). • Develop a closing (Tell them what you’ve told them and go for the order). 15
    16. 16. Communication Model (WHO) • Who is the communicator as a person? - Salesman. - Teacher. - Coach. • Who is the communicator as an image? - Credible. 16
    17. 17. Communication Model (WHAT) • • - What is the message? Good/Bad news. Detailing a product. Crisis. What is the environment? Internal/External. Global/Local. 17
    18. 18. Communication Model (HOW) • - How will the message be delivered (Media)? Writing. Audio/Video tape. Meeting. 18
    19. 19. Preparation 19
    20. 20. Preparation is the key to Confidence & Confidence is the key to Success. 20
    21. 21. Preparation • Speech Notes. • Rehearsal. • Overcoming Fears. 21
    22. 22. Speech Notes: • Reduce your script to a note-form and key headings written on small cards. 22
    23. 23. Rehearsal: • Where? • When? • How? 23
    24. 24. Where? • In front of a mirror. • In front of audience (family, friends or colleagues), and ask them to give you a feedback. • In the presentation setting. • On videotape. 24
    25. 25. When? • Early, to test ideas. • A week ahead, to refine content and check timing. • A day ahead, to refresh memory of content. 25
    26. 26. How? • Start and finish to check timing and pacing. • With questions, to recheck timing and rehearse answers. 26
    27. 27. Fears • It’s normal to be nervous before speaking to a group. • It occurs often, no matter how much you practice. • Fears can be re-focused for positive energy. 27
    28. 28. Ways to control fears: • • • • • Preparation. Role play worst fears. Dress in your best. Focus on audience, not yourself. Look at encouraging audience members, not at sleepy one or unhappy one. • Smile! 28
    29. 29. Lessons from YOGA • It’s important to take deep breath before speaking to get people attention and eliminate fears. 29
    30. 30. Presentation 30
    31. 31. Presentation delivery • Opening / Body / Closing. • Delivery Techniques. • Visual Aids. 31
    32. 32. Presentation Framework Opening (Tell them what you are going to tell them) Body (Tell them) Closing (Tell them what you’ve told them) •Greeting •Introduction •State objectives •Where you want questions •State main points to be explored •Details of main points •Summary of main points •Q&A •Request action 32
    33. 33. Opening the Presentation (Tell them what you are going to tell them) • 1. 2. 3. 4. An effective opening has 4 elements: Description of the presentation structure. Description of the patient or physician needs. Description of the product benefits. The product name. 33
    34. 34. Questions • • Throughout the presentation: - More interactive. - Be careful of time . OR, at the end of the presentation: - More formal. - Easier to control time. 34
    35. 35. Dealing with audience questions • Straight Answer: Reply to the question clearly, in a few words. • Return the question : 1. To the group: “That’s a good question. What do the rest of you think about Dr.Magdy’s question?” 2. To a specialist: “Good point. Dr.Ali is an expert on that, Dr.Ali, what do you think?” 3. To the person who asked it: “Well, Dr.Hisham, you have apparently given it some 35 thought, what do you think?”
    36. 36. Dealing with Difficult Participants 1. The Talker: • • • This individual tries to monopolize the group discussion and wastes time. Handle him by avoiding asking him questions. A tactful way to cut him short and to involve others is to turn one of his statements into a question directed to the group. “That’s interesting. What does anyone else think about that point?”. 36
    37. 37. Dealing with Difficult Participants 2. The Human Calm: • This individual won’t volunteer comments, and is very brief in his answers to questions. • Handle him by directing questions to him. And whenever he speaks up, reinforce it by thanking him for his comment, or telling him his comment is interesting. (This reinforcement must be neutral) 37
    38. 38. Dealing with Difficult Participants 3. The Sharpshooter : • • • This individual is hostile to you or your product, and seems to take every available opportunity to take a shot. Handle him by allowing him to vent his hostile feelings. Acknowledge him, but don’t agree with him. Regain control by stating that the purpose of the discussion is to hear all views. 38
    39. 39. Dealing with Difficult Participants 4. The Argument: • • • • You shouldn’t be surprised by little disagreement within the group. It’s a normal thing during discussions of medical practice. To handle, You welcome a difference of opinion. A tactful way to end an argument, is to thank the participants for bringing out both sides, reminding them that complete agreement was not expected. And move on to another point. 39
    40. 40. Dealing with Difficult Participants 5. The Whisperers: • The two individuals at the end of the table who are carrying on their own private conversation. • Handle them by stop talking and politely wait for them to finish, then move on. 40
    41. 41. Dealing with Difficult Participants 6. Off The Subject: • Keep the group close to the topic under discussion by saying “That is an interesting subject, but I’m afraid we will not have enough time to cover it today. Let us plan to discuss it at another meeting..meanwhile, let us back to today’s topic. 41
    42. 42. Closing the Presentation (Tell them what you have told them) • Business presentations are most effectively closed by asking a series of questions that request easy commitment from the audience. • After a mood of positive acceptance for the product has been established, a final assumptive closing question is asked. 42
    43. 43. Closing the Presentation (Tell them what you have told them) • Give the impression that the time has been too short. • If you finish on time and there have been many questions, say “The meeting could go on all day. However our time is up, and regrettably we have to adjourn”. • If you finish early, acknowledge it as an achievement. • Remember to thank the head or senior person. 43
    44. 44. Delivery Techniques • • • • • • • Confidence. Eye contact. Hands. Body movement and Gestures. Dress. Voice. Timing. 44
    45. 45. Confidence • Everybody feels nervous. • Before speaking gain inner control by finding a few minutes quietness. • Breathe slowly and deeply. • Use your nervous tension as a positive generator to give force and dynamism to your words. • Smile. 45
    46. 46. Eye contact • The eyes are a very important link between the speaker and the audience. • Sweep the audience with your eyes. • Staying only a few seconds on each personunless in a dialogue. • Do not keep your eyes on your notes. • Avoid looking at a fixed point on the wall. 46
    47. 47. Hands • To appear natural and at ease, your hands should be relaxed. • They should be free from irritating gestures. • Vary hand position from time to time. • Use purposeful hand movements to give emphasis to important points. 47
    48. 48. Body movement and Gestures • Gestures should be appropriate to reinforce words. • Any nervous mannerisms that draw the group attention away from your ideas should be eliminated, like playing with your pointer. • Don’t keep loose change in your pocket. • Don’t hide behind a podium. • Come forward and make contact with the audience. 48
    49. 49. E le m e n t s o f C o m m u n ic a t io n W o rd s ( 7 % ) Tone ( 38 % ) B ody Language ( 55 % ) 49
    50. 50. Dress • Check your hair, tie, trousers, buttons, dress,… before standing up. • Clothes must not call attention to themselves, they should be appropriate for the occasion . • Wear comfortable clothes(Formal or informal). • Avoid man-made fibers and take extra care with personal hygiene. 50
    51. 51. Voice • A monotonous, inaudible voice makes the audience restless and irritable. • Consider: volume/clarity/tone/speed/use of pause. • Use easy vocabulary. • Be enthusiastic about your subject. • Avoid hesitational “uh, umms”. • Use humour. • Practice on a tape recorder. 51
    52. 52. Timing • Always stick to schedule. • Leave time for questions. 52
    53. 53. Don’t forget Be natural & Smile 53
    54. 54. Visual Aids • 75% of the information retained in the brain has been received visually. • Good visual aids stimulate and help audience understanding. • Choose the most appropriate visual aid. • Visual aids are aids to be used in addition to, not as a substitute for the speaker. 54
    55. 55. Visual Aids • • • • Flip Charts. Overhead Projector. Slide Projector. Power Point. 55
    56. 56. “Flip Chart” 56
    57. 57. “Flip Chart” • Make sure you have enough paper and a spare roll. • Check that there are several thick, working, and colored markers. • Check flip chart stand for stability. 57
    58. 58. “Flip Chart” • Ask yourself; “When I write, am I blocking audience viewing?” • Write more clearly and use BIGGER letters. • Space out ideas (max 8 lines of max 8 words). • When you know what you want to write, always plan ahead. 58
    59. 59. “Overhead Projector” 59
    60. 60. “Overhead Projector” • Make sure the projector lens and projection surface are clean before starting your presentation. • Check for a spare projector lamp. • Test projector/screen distance with a sample transparency for positioning and focus. 60
    61. 61. “Overhead Projector” • Create transparencies which are simple, concise and expressive. • Illustrate only one topic per transparency. • Limit message to 6-8 lines of 6 words each. • Project images designed to catch attention. 61
    62. 62. “Slide Projector” 62
    63. 63. “Slide Projector’ • Check the projector lamp before going on. • Mark each slide for correct insertion in the carousel. • Do a dry run to check that the slides are in the right order, the right way up, and in focus. • Explain what is on the screen-but don’t read text. • Never show more than 6 lines of maximum 6 words. 63
    64. 64. “Power point” 64
    65. 65. “Power point” • Use a consistent design for series of slides. • Always use several colours. • Be aware of “colour camouflage” (i.e. no yellow on white, blue on green, etc.) • Never put more than 6 lines of max. 6 words. • Use photos, cartoon as much as possible. (A picture is worth a thousand words.) 65
    66. 66. Presentation Checklist 66
    67. 67. Presentation Checklist Flip Chart Notes Slide Projector Notes •Marking Pens •Spare Lamp •Flip Chart Stand •Slides/Screen •Spare Flip Chart •Remote Control Overhead Projector Data Show / Laptop •Spare Lamp Speech Notes •Projection Screen Handouts •Pointer Paper pads/Pens •Transparencies Microphone(s) •Overhead Pens Plugs/Extensions 67
    68. 68. Make sure you: • • • • • • Avoid complex and highly detailed visual aids. Allow audience time to study the slide. Have slides/overheads in correct sequence. Don’t block the view. Don’t read the visual. Don’t leave the visual on, when you have moved to the next point, so plan where to fit each visual into the speech. • Practice presentation at least twice. 68
    69. 69. Make sure you: • Fill out participants name badges or name plates and set them at participants’ seats. • Set out paper pads and pens. • Chairs and tables for participants. • Small table for storage of materials. • Confirm arrangements for coffee breaks, lunch, transportation and any other scheduled activities. 69
    70. 70. Make sure you: • Use a Presentation Checklist. • Go to the conference room the day before the presentation to check: - Room set-up for proper number of chairs and tables. - Location of equipments. • Go to the conference room again at least 30 minutes before the start of the session and go through everything once again. 70
    71. 71. Persuasion 71
    72. 72. Persuasion • If you want to convince others, seem open to convince yourself. 72
    73. 73. A Last Thought To measure your success; • Notice audience signals. • Collect formal feedback. • Request honest critique from friends among the audience. • Seek evidence that the sale was made. 73
    74. 74. Summary of key points 74
    75. 75. The 4 +P’s of effective presentations • • • • Planning. Preparation. Presentation. Persuasion &…Practice, Practice, Practice! 75
    76. 76. Planning • Presentation type and objective. • Audience. • Content & Context. 76
    77. 77. Preparation • Speech Notes. • Rehearsal. • Overcoming Fears. 77
    78. 78. Presentation • Opening, body, and closing. • Delivery techniques. • Visual aids. 78
    79. 79. Persuasion • Making sure that you are understood. • Notice audience signals. • Seek evidence that the sale was made. 79
    80. 80. 7 P’s • • • • • • • Proper Planning, Preparation & Practicing Provides Productive Performance. 80
    81. 81. Thank You 81