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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
      • ?