Presentation skills training

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A presentation of basic presentation skills for beginners prepared for Environment Protection Authority staff on Socotra island, Yemen.

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Presentation skills training

  1. 1. Powerpoint and Presentation Skills Training for EPA and project staff May 2011
  2. 2. Agenda• Preparing a presentation• Presenting to an audience• Attending a presentation• Questions
  3. 3. Preparing a presentation
  4. 4. Step 1: Template• is a unified design which will be used forevery slide of your presentation• gives identity to your presentation
  5. 5. Types of Templates• a company template with logos, company colors (example: SGBP)• a pre-set template selected from themes available in PPT
  6. 6. When choosing a templatechoose one in sober colors, light color backgroundand dark font.
  7. 7. Simple template with a light backgroundand a dark font will make your presentationeasily readable for your audience.
  8. 8. Dark background with a white fontlooks fancy but only for first few minutes. This negativecombination of colors makes people’s eyes tired quicklyand you lose their attention.
  9. 9. Step 2: Title page• is the first page of the presentation• must contain: title of the presentation, name ofthe author, logos, date• serves for later identification of the presentation
  10. 10. Powerpoint and Presentation Skills Training for EPA and project staff March 2011
  11. 11. Step 3: Agenda• means the content of your presentation. It tellsyour audience what to expect and how long it willbe.• by informing your listeners about the structure,you help them to understand where they are inyour story.
  12. 12. Agenda• Preparation of a presentation• Presentation to an audience• Behavior during a presentation• Examples of great presenters
  13. 13. Step 4: Inside slides• deliver the actual content of your presentation• use text, pictures, icons, maps, videos ☻☺
  14. 14. Inside slides - textGOLDEN RULE:Maximum 5 lines for a slide
  15. 15. Inside slides - textBetter to have 20 slides with 5 lines on eachthan5 slides with 20 lines on each.
  16. 16. Inside slides• deliver the actual content of your presentation• use text, pictures, icons, maps, videosGOLDEN RULE:Maximum 5 lines for a slide• Use bullet points• The shorter sentence the better ☻☺• Only the most important is written –the rest should be said in your own words• The purpose of you personally presentingis not to be reading exactly what’s written inPPT
  17. 17. Inside slides• deliver the actual content of your presentation• use text, pictures, icons, maps, videosGOLDEN RULE: TO OMaximum 5 lines for a slide• Use bullet points• The shorter sentence the better ☻☺• Only the most important is written – MUC Hthe rest should be said in your own words• The purpose of you personally presentingis not to be reading exactly what’s written inPPT
  18. 18. English – Arabic Translation• The GOLDEN RULE must be observed especially if youhave bi-lingual presentations
  19. 19. ‫مستوى النجاز‪Project Progress to date‬‬ ‫‪Component three: NGOs Advocacy‬‬ ‫المكون الثالث: تعزيز قدرات ودوور منظمات المجتمع المدني‬ ‫1- تم النتهاء من الستشارة الخاصة بمنظمات المجتمع المدني سقطرى حيث سلمت المستشارة الوطنية مسودة‬ ‫أولية لربعة تقارير غير إن المادة المسلمة كانت باللغة العربية‬‫‪2- NGOs consultation were carried out in the last two months and a preliminary‬‬‫.‪draft reports was prepared in Arabic‬‬ ‫2- ورشة عمل لمدة يومين استهدفت منظمات المجتمع المدني والسلطات المحلية تم خللها تقديم ثلثة عروض‬ ‫خاصة بالتعريف بالمشروع وصعوبات واحتياجات منظمات المجتمع المدني وكيفية تطوير مقترحات مشاريع‬ ‫صغيرة للحصول على التمويلت.‬‫.‪2- Two days workshop targeting NGOs and Local Authorities were organized‬‬‫,‪The following three subjects where presented: introduction to the project‬‬‫‪constraint and needs of NGOs and development of small project proposals for‬‬‫.‪possible funding‬‬
  20. 20. ‫مستوى النجاز‪Project Progress to date‬‬ ‫‪Component three: NGOs Advocacy‬‬ ‫المكون الثالث: تعزيز قدرات ودوور منظمات المجتمع المدني‬ ‫1- تم النتهاء من الستشارة الخاصة بمنظمات المجتمع المدني سقطرى حيث سلمت المستشارة الوطنية مسودة‬ ‫أولية لربعة تقارير غير إن المادة المسلمة كانت باللغة العربية‬ ‫‪TO O‬‬‫‪2- NGOs consultation were carried out in the last two months and a preliminary‬‬‫.‪draft reports was prepared in Arabic‬‬ ‫2- ورشة عمل لمدة يومين استهدفت منظمات المجتمع المدني والسلطات المحلية تم خللها تقديم ثلثة عروض‬ ‫خاصة بالتعريف بالمشروع وصعوبات واحتياجات منظمات المجتمع المدني وكيفية تطوير مقترحات مشاريع‬ ‫‪MUC H‬‬ ‫صغيرة للحصول على التمويلت.‬‫.‪2- Two days workshop targeting NGOs and Local Authorities were organized‬‬‫,‪The following three subjects where presented: introduction to the project‬‬‫‪constraint and needs of NGOs and development of small project proposals for‬‬‫.‪possible funding‬‬
  21. 21. Inside slides – visual elements• Use pictures, photos, maps, or icons for easierunderstanding and remembering• One picture says more than 100 words
  22. 22. Inside slides – visual elementsSocotra islandSocotra island is located in Arabian Sea some 380 km from thesouthern coast of Yemen with its southern coast exposed towaves of the Indian Ocean.
  23. 23. Inside slides – visual elementsSocotra islandSocotra island is located in Arabian Sea some 380 km from thesouthern coast of Yemen with its southern coast exposed towaves of the Indian Ocean.
  24. 24. Inside slides – animations• Use animations But not too much Or you will look like a fool
  25. 25. Inside slides – video
  26. 26. Final slide Thank you for your attentionPossible to include your email in case you want to be contacted by members of the audience
  27. 27. So you think the job is done and you can relax?NOT YET !!!
  28. 28. Finalizing a presentationRead your presentation again to:  correct spelling mistakes, grammar, missing words…  unify form of all slides (eg. all slides will be written in Calibri font size 28, aligned to the left)  check that inserted video and audio files work properly
  29. 29. Saving a presentation• Save your presentation in your computer but also on a flashdisk, email it, or burn a DVD – just in case one medium doesn’twork• In PPT format, changes can be always made• If you want to give your presentation to people but don’t wantthem to mess with it, save it as PDF (but you’ll lose allanimations and videos – attach them separately)
  30. 30. Handing out a presentation• Prepare DVDs with your presentation and your business cards tobe handed out to your audience• If you are on budget: upload the PPT online (eg. Dropbox,Yousendit)* and give people a link from which they can download it• www.dropbox.com, www.yousendit.com
  31. 31. Rehearsal• Rehearse your presentation• Great presenters rehearse 10times longer than is the actualduration of their presentation
  32. 32. And now you are ready. Relax.
  33. 33. Presenting to an audience
  34. 34. Before you start• Come in advance to connect your computer with a projectorand to make sure that all technical parts work well.• Distribute DVDs or print outs of your presentation around atable/on chairs for the audience• Have a glass of water ready
  35. 35. Before you start• Come in advance to connect your computer with a projectorand to make sure that all technical parts work well.• Distribute DVDs or print outs of your presentation around atable/on chairs for the audience• Have a glass of water ready
  36. 36. Starting• Have yourself introduced by the organizer of the meeting orintroduce yourself at the beginning of your performance• Announce a goal of your presentation(eg. At the end of this presentation, you will be able to create a wellstructured presentation and present it in a satisfactory way.)
  37. 37. Presenting – eye contact• If youre speaking to a small group (2-15 people), then try toaccomplish eye contact with each person for a few secondsthroughout your delivery.• Look up from your materials, or notes, every 5-10 seconds, tolook into the audience.
  38. 38. Presenting – voice• Speak a little bit louder and a little bit slower than younormally would do with a friend.• Vary the volume and rate of your speech. A monotone voicewill kill your audience’s attention.
  39. 39. Presenting – position• Stand with your feet at shoulder-length apart.• Keep your hands relatively still.• Always face your audience when speaking – never turn yourback to them. Read from your laptop screen, not from the wallbehind where the presentation is projected.
  40. 40. Presenting – translation• Translation – speak in short sentences.• It’s not recommended to translate your presentation yourselfFor official presentation, have a professional interpreter for simultaneoustranslation.An unofficial, workshop-like meeting, you can translate yourself but you willhave to divide your concentration between what you are saying andtranslation.
  41. 41. Presenting – questions• Complementary questions (to clarify what has been said) canbe asked during your delivery• For other questions (which need more time to reply), there isa “question part” after you finish presentingA presenter should also ask questions to the audience to check whetherthey understand his message and to keep them attentive by interactivity.
  42. 42. Presenting – conclusion• Thank your audience for their attention• Encourage them to contact you in case they have morequestions or relevant issues
  43. 43. Attending a presentation
  44. 44. Mobile phones• Switch off your mobile phone. It is absolutely rude to disturb apresentation by your mobile ringing.• If it is necessary to have it on, turn silent mode on.
  45. 45. Late arrival• Do not knock on the door, greet loudly, shake hands withpeople.• It is your mistake that you are delayed so try to disturb theongoing presentation as little as possible. (You will greet thefellow guys from the audience after the presentation.)
  46. 46. Asking questions• If you want to ask a question, you need to ask for being giventhe floor – by rising hand or saying “excuse me…”.• One person always speaks at a time. Interrupting otherperson’s speech is unacceptable and also harms thecommunication.
  47. 47. Printing a presentation• It’s not necessary to print out eachsheet separately – printing from PPThas options to print 2, 4 or 6 sheetson a single page.• NEVER print out PPT with a darkbackground
  48. 48. Summary• Preparation: KEEP IT SIMPLE• Presentation: ENTERTAIN• Attending a presentation: DO NOT DISTURB
  49. 49. THANK YOU FOR YOUR ATTENTION

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