PRESENTATION SKILLS Part 1 : Background to the presentation. Knowing your audience. The venue and other presentations details. Developing a clear theme or purpose. Length and timing. Understanding how audience process’s material. Part 2 : Preparation & Writing your Presentation. Generating relevant ideas. Researching and collecting information. Developing a clear flow. Structuring your presentation / discussion – both formal and informal. Preparing a flexible presentation. Strengthening your support. Tailoring the presentation to your audience. Creating an opening which has impact. Selecting and using the appropriate language for your audience. Selecting and designing your visual support. Building in relevant stages. Adding creativity. Editing your presentation.
<ul><ul><li> PRESENTING </li></ul></ul><ul><li>Part 3 Why do have nerves and how to control them. </li></ul><ul><li> What to wear. </li></ul><ul><li>What to do when speakers before you go overtime. </li></ul><ul><li> How to handle the first minute of your presentation. </li></ul><ul><li> How to make contact with your audience. </li></ul><ul><li> What makes you persuasive ? </li></ul><ul><li> How to set an appropriate time . </li></ul><ul><li> Hand gestures and body language. </li></ul><ul><li> How to use notes. </li></ul><ul><li> The importance of stance and positioning. </li></ul><ul><li> How to interact with your visual support. </li></ul><ul><li> Effective ways of handling questions. </li></ul><ul><li> How to control audience involvement and deal with challenging people. </li></ul><ul><li> Ways of dealing with negative or unresponsive audiences. </li></ul><ul><li> When and how to inject humor. </li></ul><ul><li> The different ways of using your voice. </li></ul><ul><li> How to motivate the audience . </li></ul><ul><li> The importance of pause and how to control the pace of your delivery. </li></ul><ul><li> When to smile and why. </li></ul><ul><li> How to present to familiar audiences. </li></ul><ul><li> Ways of delivering a powerful close or conclusion. </li></ul>
Part 4 : When you have finished & how to handle special occasions How to evaluate your performance and plan for next time. Following up with the audience when required. Deciding what to leave behind. Tips for critiquing others.
PRESENTATION SKILLS 1. What can a presentation do for you ? - It puts you on display - It allows you to ask questions and to initiate discussion. - Presentations can be fun. They are your chance to speak your mind, to state your stuff and tell the people what the world is really like. 2. The objectives of Communication. 3. The Plan. 4. Formulate your objectives. - Focus is key. - Identify the audience 5. Structure - The overview. - The lead. - The Thesis statement. - The internal structures : Reminders, Transitions, Topic sentences and details. - The end structures.
<ul><ul><ul><li>OTHER TYPES OF PRESENTATION </li></ul></ul></ul><ul><li>1. Hierarchical Decomposition. </li></ul><ul><li>2. Questions Orientated. </li></ul><ul><li>3. Pyramid. </li></ul><ul><li>4. The Meaty sandwich. </li></ul><ul><li>SEQUENCE OF PRESENTATION </li></ul><ul><li>1 . The Beginning </li></ul><ul><li>- Get their attention. </li></ul><ul><ul><ul><li>Establish a theme. </li></ul></ul></ul><ul><ul><ul><li>Present a structure </li></ul></ul></ul><ul><ul><ul><li>Create a rapport. </li></ul></ul></ul><ul><ul><ul><li>Administration. </li></ul></ul></ul><ul><li>2. The Delivery </li></ul><ul><ul><ul><li>The Eyes. </li></ul></ul></ul><ul><ul><ul><li>The voice. </li></ul></ul></ul><ul><ul><ul><li>Expression. </li></ul></ul></ul><ul><ul><ul><li>Appearance. </li></ul></ul></ul><ul><ul><ul><li>Stance. </li></ul></ul></ul><ul><ul><ul><li>Use Silence. </li></ul></ul></ul><ul><li>3. Visual Aids. </li></ul><ul><li>4. The Ending. </li></ul>
THIRTEEN STEPS TO ORGANSIED PRESENTATIONS 1. Think about the audience 2. Determine the Purpose (s). 3. List the details. 4. Group the details. 5. Order the details. 6. Name the topics. 7. Sequence the topics 8. Write the thesis statement. 9. Write the lead and end structures. 10. Plan the paragraphs, topic sentences, transitions and reminders. 11. Write the piece. 12. Plan the visuals. 13. Practice, tape and edit.
<ul><ul><ul><li>THE TECHNIQUES OF PRESENTATION </li></ul></ul></ul><ul><li>1. Make an impression. </li></ul><ul><li>2. Repeat. </li></ul><ul><li>3. Draw a Sign. </li></ul><ul><li>4. Draw a picture. </li></ul><ul><li>5. Jokes. </li></ul><ul><li>6. Short and sweet. </li></ul><ul><li>7. The Narrative. </li></ul><ul><li>8. Rehearsal. </li></ul><ul><li>9. Relaxation. </li></ul><ul><li>10. Conclusion. </li></ul>
WAYS TO RESPOND TO TOUGH QUESTIONS I don’t know. Please leave your name and I will call with the answer. That’s beyond my area of expertise. That question is beyond the scope of this talk. That question can’t be answered at this time. That question would take too long to answer now. The research doesn't give answers to that. Thank you for asking that question. Can anyone in the group answer ? That question is inappropriate. Would you want to answer a question like that ?
HOW NOT TO ASK QUESTIONS I only wanted to ask about …… I just wanted to know. I wondered if you could talk about. I want to ask a question. Can I ask a question ? HOW TO ASK QUESTIONS How…….. What …… When …… Where ……. Why ……… Who …….. Please (describe, tell, detail, defend and so on) ……..
TECHNIQUES THAT WORK Set a formal agenda to ensure everyone has a turn. Work with the chair to prevent damaging interruptions. Open with comments that review or reinforce what the speaker said. Plan before speaking. Start with the subject, not with “I”. Listen to others when they speak. Open with someone else’s name quote. Say intelligent things, and say them powerfully. Use rhetorical techniques to prevent rambling. Never just talk. Earn a reputation for making substantive contribution everytime you speak. If your comments cover more than one topic, start by saying “Three critical points affect our decision”. Then enumerate each point. Use the body language of success.
TECHNIQUES TO HANDLE DESTRUCTIVE INTERRUPTIONS Please….. Just a moment …. I’m not finished …. Kindly hold the remarks till I ‘m done. Please hold the questions till the end. Push with open palm or sweep the arm to show that you’re not finished. These interruptions break everyone’s train of thought.
USEFUL PHRASES FOR PRESENTATIONS Signaling a start : Right, ladies and gentlemen. Shall we begin ? Ok, I’d like to begin by…. Right then, everybody…. Greetings : Good morning, ladies and gentlemen. I’d like to welcome you all on behalf of NKS. I’d like to say how happy I am to be here today. Introducing yourself : My name is Rajeev Gupta. I’m the Marketing Manager here. I’d like to introduce myself. My name is …. Let me introduce myself. My name is ….. Introducing people : I’d like to introduce Mr. Shinde from Datacom. May I introduce…. Let me introduce…..
The objective of your presentation : My objective this afternoon is to inform you… I’m here today to give you…. My purpose today is to introduce you to ….. My aim this morning is to….. The length of time your presentation will take : My presentation will last twenty-five minutes. I will talk for fifteen minutes. Structuring : My presentation is split into three key areas. Firstly …. Secondly…. Thirdly ….. To begin with … After this …. Finally ….. Saying when your audience may ask questions : There will be time for questions at the end … Please feel free to interrupt me as I go along. Introducing topics : I want to look at …. I’d like to review…. I want to discuss …. I’m going to analyze …. I want to cover …. I ‘d like to talk about ….
Moving on : Let’s now move on to…. I’d like to go on to …. This brings me to …. I now want to …. Looking back : Let’s look back for a moment …. To go back to …. As I said before …. Adding : In addition …. I might add that … Furthermore …. Moreover …..
Introducing visuals : I’d like you to look at this graph. Let’s have a look at this model. Let’s turn to this map. To illustrate my point lets look at some diagrams. Explaining diagrams : Sales rose slightly. Profits increased dramatically. Demand decreased steadily. At the beginning of this year sales stagnated. In the middle of August profits slumped. At the end of last year demand peaked.
Dealing with interruptions : Perhaps I could return to that point later on ? If I might just finish ? If you’d allow me to continue ? Summarizing and concluding : To sum up them … To summarize my main points …. I’d like to conclude by reminding you that …. I’d like to finish …. In conclusion, may I remind you ….. Finally,,, Asking for questions : You no doubt have many questions…. If there are any questions…. I’m sure you have many questions …. Playing for time : That’s an interesting question ….. I’m glad you asked that question…. You’ve raised an important point here. .. That’s a difficult question…..
Closing question time : Perhaps on that note we could end ? I’m afraid that’s all we have time for. I’d like to thank you all for your participation . Thanking : I’d like to thank you all on behalf of SFS … I’d like to thank you all for your participation…
What breaks a Presentation Looking and sounding nervous Sounding monotonous Speaking too softly Making little direct eye contact Using overloaded slides Using too much jargon Overloading with data Tinkering with AV equipment Sounding like a know-it-all Being vague Rambling Coming across as disorganized Trying to be funny too often Having no closure
What makes a Presentation Being well organized : Getting to the point ; Displaying confidence : Showing sincerity : Giving you a message : Sounding positive : Relating well to the audience : Having enthusiasm : Using visual aids to support the presentation.
TELEPHONE ETIQUETTES 1. Quality of your voice - smile in your voice 2. Telephone Solicitations 3. Placing Business calls - Posses writing material, desk calendar, data sheets, etc. - Identify yourself. - Identify your company / firm. - Quickly explain why you’ve called and ask if its convenient time to talk. 4. Wrong Numbers 5. The Art of the Hold. - Explain the reason - Get the acknowledgement from the caller - Thank you for Holding 6. Answering business calls - Importance of the way you answer a call (Potential client or customer) - Call attended by the actual person - Forget your personal problems
7. If you share an Extension - State the department name before giving your own - Do not volunteer gratuitous information - Pass all information of the caller to whom the calls being transferred - Use of caller ID devices 8. Mechanical Glitches - Master the button on your office phone - On disconnection, it is the caller’s responsibility to call back 9. Call Ending (First close the call) - I will get the final figures to you by noon Friday or I think we agree we need more research. Shall we talk again, may be tomorrow? - Thank you for calling or Its been nice talking with you 10. Using Videophones, Cellular phones, Answering machines and TDD Devices 11. Using speakerphone. Note :- Not calling back is the equivalent of standing someone up.
MEETING ETIQUETTES Participant Preparations - Prepare adequately - Carry out, additional research to offer stimulating and well-grounded views. - Avoid the passive role. SEVEN BASIC PARTICIPANT FUNCTIONS
LISTEN ACTIVELY TO ALL ASPECTS OF THE DISCUSSION
THE DEVILS ADVOCATE ROLE 1. Research evidence and arguments contrary to current group thinking. 2. Present this contrary information and make sure it gets a fair hearing. 3. Require that all decision consensus procedures are observed : for example, “Can we please take a few minutes to see how many of us still have strong reservations?” 4. Challenge and test all major assumptions, evidence, and arguments in support of various propositions through sound critical thinking techniques and common sense questions. Following are some examples : -What real evidence do we have that this is significant problem ? -Is it possible that a change like this will bring about more problems than the current program ? -Do we have any precedents to give us insight about this new procedure ? -Are the conditions of that study similar enough to our organization so that is is applicable ? -Does anyone have evidence or experience that contradicts this conclusion? -Is it possible this is just symptom and not an underlying cause? -Do we have enough evidence and planning to adopt this decision? -Are we sure that the cost/benefit analysis is complete and correct? 5 . Non Verbal Dimensions of Influence