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Presentation skills en

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