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Presentation skills en Presentation skills en Presentation Transcript

  • Presentation skills Effective preparation and delivery of presentations Thai Binh, November 2008
  • Agenda
    • Effective presentations
    • Content
    • Layout
    • Delivery
    • Checklists
  • Agenda
    • Effective presentations
    • Content
    • Layout
    • Delivery
    • Checklists
  • Effective presentations
    • The key to an effective presentation is a combination of the following three elements:
      • Content
      • Layout
      • Delivery
  • Presentation effectiveness
    • To be truly effective a presentation must allow the audience to see, hear and interact with the presenter and the material being presented.
  • Agenda
    • Effective presentations
    • Content
    • Layout
    • Delivery
    • Checklists
  • Content
    • When thinking about the content of a presentation, you should ask yourself three questions:
      • What is the objective of the presentation?
      • What are the key messages?
      • What are the audience’s expectations?
  • Definition of objective
    • Presentations are about causing an effect on your audience.
    • Establish your objective before you start writing the presentation.
    • You can:
      • Inform
      • Convince
      • Call to action
  • Development of message
    • There are three different types of message:
      • Statement - expression of facts
      • Opinion – expression of a point of view
      • Recommendation – proposition of action to be taken
  • Expectations of audience
    • A presentation is most effective when written to the needs and expectations of your audience. To do so, you should know:
      • Who are they?
      • What are their expectations?
      • What is their background?
      • What is their current attitude?
  • Presentation structure
    • A typical presentation consists of three elements:
      • Introduction
      • Main section
      • Summary and conclusion
  • Introduction
    • The introduction should cover the following aspects:
      • Title and scope
      • Purpose and objective
      • Context
      • Outline
  • Main section
    • Provide the audience with an overview of the main points of each section
    • Summarize each section (if applicable)
    • Provide link to following section
  • Summary and conclusion
    • Summarize by recapitulating the conclusions of all sections
    • Reach an overall conclusion
    • Propose defined next steps
    • Leave the audience feeling positive about your messages
  • Role of text
    • When preparing a presentation, the role of text is to:
      • Prompt the speaker on points he/she has to elaborate
      • Guide the audience on points to be covered
  • Length of text
    • Long and complete texts make the audience switch off.
    • The audience is not supposed to read the presentation.
    • Keep the text concise and to the point.
      • Limit the text to three to five bullets per slide
      • Use one concept per slide
  • Effective headlines
    • The role of the headline is to grab the attention of the audience and to provide the key message of the slide.
    • Headlines should be short and straight to the point.
  • Use of words
    • Use short words
    • Use single, strong verbs
    • Use common vocabulary
    • Keep it as non-technical as possible
    • Do not use intensifying words
    • Do not use non-impact words
    • Avoid use of abbreviations and acronyms
    • Avoid excessive use of capital letters
  • Use of sentences
    • Short sentences attract attention and are more memorable.
      • Write in the active voice
      • Assure consistency in sentence structure
      • Cut dead wood from a sentence
      • Do not clutter a sentence with secondary information
      • Do not put more than three figures of any kind in a single sentence
  • Grammar and punctuation
    • When writing a presentation, keep in mind the audience will listen to it – not read it.
      • Do not worry too much about the rules of grammar and punctuation
      • If you are not a native speaker of the presentation language have the presentation checked by someone who is (if possible)
      • Avoid spelling mistakes – they weaken the impact of your message
  • Three main points
    • Three important rules to remember when preparing an effective presentation:
      • WIIFM?
        • What’s in it for me?
      • KISS
        • Keep it short and simple
      • The 3 T’s
        • Aim at telling people the important information 3 times
  • Agenda
    • Effective presentations
    • Content
    • Layout
    • Delivery
  • Layout
    • Visual aids have a positive impact on the effectiveness of a presentation.
    • They contribute to:
      • Better understanding
      • Higher retention
      • More convincing speaker
  • Presentation template
    • Create a presentation template.
    • Use of a template will give a consistent and professional look
  • Graphic layout
    • Maintain a consistent graphic layout
    • Vary the graphical elements such as graphs, images, text (if appropriate) every three to five slides to keep your audience interested
  • Use of colors
    • Colors impact on:
      • Attractiveness , readability and clarity
      • Power of recollection
    • Avoid more than three colors plus black and white on the same slide
    • Be aware of what humans associate with different colors in different parts of the world
  • Animation
    • Animation has a guiding function only .
      • When used carefully it can improve the message clarity of graphs, charts, complex structures and processes.
      • When used excessively, however, animation destroys presentations.
    • It limits the printability of a presentation.
  • Images
    • When using images remember the following points:
    • Make sure that the images add value to your message
    • Do not use Word Art
    • Avoid Clip Art
    • Shrink images to keep the file size to a minimum
  • Graphics
    • Graphics make information easier to understand and remember.
    • To create effective graphics you should do the following:
      • Identify the message
      • Choose the chart type most appropriate for your message
      • Put key message at the center of your chart
      • Sort information by relevance / importance
      • Label axes
  • Examples of chart types
  • Agenda
    • Effective presentations
    • Content
    • Layout
    • Delivery
    • Checklists
  • Delivery is key
    • The key to a successful presentation is in the delivery. Obviously, what we say lays the foundation but the impact depends to a large extent on the way that we say it.
  • First impression
    • Be aware of the power of the first impression:
      • Memorize the first two minutes of your presentation
      • Start strong, confident and in control
      • Make and maintain eye contact
      • Breathe!!!
  • Breaking the ice
    • Within the first 90 seconds, every member of the audience will have formed an opinion of you. You should:
      • Introduce yourself
      • Get their attention
      • Outline the objectives of the presentation
      • Establish context
  • Body language
    • Body language is the single most important factor in getting your message across.
      • Stand straight, not stiff
      • Be relaxed, not lazy
      • Face your audience, not the screen
      • Use your hands
      • Move around
  • Spoken language
    • There is a natural communication gap between:
      • What the presenter meant to say
      • What the presenter actually said
      • What the audience think they understood
      • What the audience think the presenter meant
    • Some tips to help you to improve your presentation language:
      • Use short sentences and words
      • Only use words you know how to pronounce correctly (specially if presentation is done in another language)
      • Emphasize sense of shared experience
      • Eliminate empty fillers
  • Voice
    • There are three ‘voice’ characteristics you should get right when presenting:
      • Volume
        • Speak loudly, do not shout
        • Adjust the volume to your content
      • Intonation
        • Speak with feeling, change intonation
        • Avoid patterns that do not contribute to your words
        • Do not rise at the end of a sentence
        • Do not speak in a monotone
      • Pronunciation
        • Speak slowly, clearly and distinctly
        • Pause at the end of a sentence
        • Pause before and after making an important point
        • If the language of the presentation is not your mother tongue ensure correct pronunciation of long or multisyllable words
  • The ending
    • The closing section is important because it does not only summarize the presentation but also builds a bridge to whatever happens after the event.
    • You should:
      • Be precise, brief and to the point
      • Not re-do the presentation
      • Propose defined next steps
      • Close strongly and memorably
  • Practice, practice, practice…
    • Practice makes perfect.
    • Even if you are short of time you should run through your presentation at least once before presenting it to your audience.
    • The best way to rehearse is not against a wall or a mirror.
    • Rehearse with somebody you trust and who can provide you with feedback on the content of your presentation, layout of the slides and your delivery style.
  • Agenda
    • Effective presentations
    • Content
    • Layout
    • Delivery
    • Checklists
  • Content checklist
    • Define objective
    • Develop key messages
    • Know the audience
    • Create presentation outline / structure
    • Draft content
    • Write presentation
    • Remember the role of text
  • Layout checklist
    • Stick to the presentation template
    • Maintain consistent graphic layout
    • Be aware of what humans associate with colors
    • Use animation carefully
    • Use images in a message-enhancing way
    • Use graphics to present information more concisely
  • Delivery checklist
    • Remember the importance of the first impression
    • Break the ice in the first 90 seconds
    • Ensure your body language supports your messages
    • Go for precise and well-pronounced language
    • Control your voice
    • Present a powerful and memorable conclusion
  • And finally…
    • Practice, practice, practice
    • Get feedback from someone you trust!
  • Questions
    • ?