Effective Presentations Skills

1. Effective Presentations Skills

2. Definitions
Presentation
“Something set forth to an audience for the
attention of the mind “
Effective
“…producing a desired result”
Source: http://www.merriam-webster.com

3. Types of presentation
Press conference: two chief executives tell journalists why
their companies have merged.
Briefing: a senior officer gives information to other
officers about an operation
Demonstration: the head of research and development
tells non-technical colleagues about a now machine.
Product launch: a car company announces a new model.
Lecture: a university professor communicates information
about economics to 300 students.
Talk: a member of a stamp-collecting club tells other
members about 19th century British stamps.
Workshop: a yoga expert tells people how to improve
their breathing techniques

4. “Great speakers aren’t born, they
are trained.”
Presenting is a Skill…
Developed through experience
and training.

5. The presenter
Interpersonal impressions are based on:
 Verbal messages (what is said) 7%
 Vocal messages (how it is said) 38%
 Nonverbal messages (face/gestures) 55%
 First impressions 100%

6. Presentation strategy
DON’T dive right into the content of
your presentation!
That’s like saying
READY……… FIRE!
Without taking AIM first!

7. You must first take AIM!
• Analyze Your Audience
• Clearly Identify the Intent of Your Presentation
• Make your Message Stick
Intent
AIM
Audience Message

8. Why Give A Presentation?
Main Purposes
1. Inform
2. Persuade
3. Educate/ Entertain

9. Make Your Message Stick
If we choose to present, remember …
People only remember
a small portion of what is said.
AUDIENCE MEMORY CURVE
High
BEGINNING of Presentation END of
Presentation

10. Make Your Message Stick
Other tips for retention:
 Limit it to 3 to 5 key points
 Include a preview
 Use transitions
 Use repetition
 Flag information “if you only remember one thing
today….”
 Throw in the unexpected (humor, audio/video)
 Involve the audience

11. Problems with presentations
Problems with groups when presenting:
 Large group (lack of intimacy)
 Small group (lack of formality)
 Group may not be interested
 Group may be very diverse
 Group may be hostile
 Group may not have basic knowledge
How might you deal with these?

12. Effective Presentations
Are when…
Anxiety is under control
Audience Centered
Accomplishes Objective
Fun For Audience
Fun For You
Conducted Within Time Frame

13. Organizing Your Presentation
Organizational Patterns
Topical
Chronological
Problem/Solution
Cause/Effect

14. More Planning
Organization
 Determine Main Points (2-5)
 Evidence
 Transitions
 Prepare Outline

15. Presentation Outline
Keyword Reminders
Conversational Flow
Flexibility
More Responsive to Audience

16. Ten Worst Fears

17. Some Fears
1. Speaking before a group
2. Heights
3. Insects/bugs
4. Financial problems
5. Deep water
6. Sickness
7. Death
8. Flying
9. Loneliness
10. Dogs

18. #1 Fear
Feared More Than Death!
THE FACTS: Shaky hands, blushing
cheeks, memory loss, nausea, and knocking
knees
NORMAL!

19. Causes of the Anxiety
Fear of the Unknown OR Loss of Control
Fight or Flight Mode
No Backup Plan
No Enthusiasm For Subject
Focus of Attention
Proper preparation reduces this fear by about 75%.
Proper breathing techniques reduce this fear by another
15%.
Your mental state accounts for the remaining 10%.

20. Hiding Nervousness
It is possible to hide nervousness!
Don’t let the shaking show!
 Make a fist; hold the lectern
 Speak loudly
 Take a deep breath
Look at a friendly face

21. Planning Your Presentation

22. A.U.D.I.E.N.C.E. Analysis
Assess Your Audience
 “Success depends on your ability to reach your
audience.”
 Size
 Demographics(age, gender, race, culture, political
affiliation)
 What is their familiarity with the jargon?
 Knowledge Level
 Motivation

23. Planning the Venue
Plan Space
 Number of Seats
 Seating Arrangement
 Audio/Visual Equipment
 Distracters
 Develop Plan B: be ready for disaster recovery
What Day and Time?
 Any Day!
 Morning

24. The Presentation Sequence

25. Build Rapport…
… relation marked by harmony or affinity
 Audience members who trust you and feel that you care
Start Before You Begin
 Mingle; Learn Names
 Opportunity to reinforce or correct audience assessment
 Good First Impression
People Listen To People They Like

26. Opening Your Presentation
Introduce Yourself – Why Should They Listen
Get Attention, Build More Rapport, Introduce
Topic
 Humor
 Short Story
 Starling Statistic
 Make Audience Think
 Invite Participation
Get Audience Response

27. Completing the Opening
Clearly Defining Topic
If Informative…
 Clear parameters for content within time
If Persuasive…
 What’s the problem
 Who cares
 What’s the solution
Overview

28. Presenting Main Points
Main Point-Transition
Supporting Evidence
Examples
Feedback & Questions From Audience
Attention to, and Focus on, Audience
(Listening)

29. Key phrases: Introduction
Introduce yourself and your subject.
My name’s ……and I work for ….. My talk is
Called…….
Outline what you’re going to talk about: describe
the different sections of your talk.
There are three main skills areas I want to talk
about today…
Say whether people should ask questions during
the talk, or at the end If you have any

30. Language Checklist ( Introduction)
Greeting
Good Morning…
Hello Everyone….
Subject
I’m going to speak about
The theme of my presentation is…
I’d like to give you an overview of…

31. Language Checklist ( Introduction)
Structure
My talk will be in three parts
I am going to divide
First, Second, Third, Finally.
Timing
My talk will last for about 15 minutes
The presentation will last about 20 min

32. Key phrases: main part
OK. To begin, let’s look at the first type
Of course, related to …
But I’m digressing: …
that’s all we have time for …..
Let’s move on to the second area: interpersonal skills.
As you can see on this transparency, there are two key
areas …
I think that covers everything on
Time is moving on, so let’s turn to the third area:……

33. CONCLUSIONS ‘R Remembered
Goal
Inform audience that you’re about to close
Summarize main points
Something to remember or call-to-action
Answer questions
“Tell ’em What You Told ‘em.”

34. Language Checklist ( End )
Ending the main body of the presentation
Right, That ends my talk…
That’s all I want to say for now…
Beginning the summary/ or conclusion
I’d like to end by emphasizing the main ..
Concluding
There are two conclusions
I think we have to….

35. Language Checklist ( End )
Inviting questions and/ or introducing discussion
That concludes my talk. ( Thanks for listening)..
Now I’d like to invite your comments
Now we half half an hour for questions and
discussions

36. Questions
Paraphrase questions
so that other people hear the question
to check you understand the questions
to stall while you think about an answer
If you don’t know the answer, say so.
Offer to find out.
Ask the audience.

37. Useful phrases:Questions
That’s confidential. I’m afraid I’m not at liberty to tell
you….
That’s not really my field. But I can put you in touch
with someone in my organization who is working…..
Well, I think that goes beyond the scope of today’s
presentation. Today I wanted to concentrate on……
I’m afraid we’ve run out of time. But if you’d like to
come and discuss that with me now, I’ll try and give
you and answer….
I think that’s a good place to stop. Thank you….

38. Presentation Style
Voice

39. Presentation Style
Vocal Techniques
 Loudness
 Pitch
 Rate
 Pause
Deviations From the Norm for Emphasis

40. Assessing the personality of your voice
 Were you rushing through the words?
 Were you in a hurry to get it over with?
 While speaking, were you breathing normally?
 Because you were speaking formally, were you trying to
sound professional?
 Were you trying to imitate someone else's speaking style?
 Were you pronouncing the vowels from the depths of your
diaphragm?
 Were you enunciating the consonants completely and
carefully?

41. Vocal Warm Up
Warm up your voice
Good speech takes muscle
Tips for keeping your voice clear….
 Get a good night’s sleep & get up early
 Take a hot shower
 AVOID milk
 Drink warm liquids (but avoid caffeine)
 Hum
 Breathe deeply
 Drink tap water (not cold!)

42. Body Language

43. Key Elements of Body Language
Eye Communication
Facial Expressions
Gestures
Posture
Movement
Dress and Appearance

44. Eye Communication
The most important tool for personal impact
Look forward at audience (trust)
 Don’t shift eyeballs; don’t look in corner.
 Don’t look too much at computer screen or your notes.
Look at people’s faces (not eyes)
 3-6 seconds per person.
 Shift randomly.
 Nod, smile, use facial expression.

45. Visual Skills – Hands
Gesture complements talk
 Should come naturally, without thinking
 Make sure they match!
Need to exaggerate a little
 Especially with large audience
Don’t fidget or put in pocket
Videotape whole talk & watch

46. Presentation Style ( Non- Verbal)
Body Language
 Eye Contact, Gestures, Posture
Use of Space
 Can Everyone See You?
 Movement
Firmly planted feet,
square with shoulders
Clean-cut, pleasant dress

47. Facial Expressions
Energy and Openness for effectiveness
What are your habits?
Is your face –
 Open and Smiling?
 Neutral?
 Serious and Intense?
 Smiles have muscles
Personality factor - Connecting at the emotional
level

48. Tips About Facial Expressions
Leave that deadpan expression
Show emotion!
Most of the time:
 “I care a lot about this.”
 “I really believe in this.”
 “I love my work.”
Sometimes (in response to questions).
 “This is the most outrageous thing I’ve ever heard.”
 “I will have nothing to do with this.”
People watch a speaker's face during a
presentation

49. Gestures ,Postures, Movements
Find your nervous gestures
Open and closed gestures
The Hands
Stand tall and stand erect
Watch your lower body
The ‘ready’ position – keep your energy forward
Walk away from the wall
Do the two-step
Move to add energy

50. Common Problems
Verbal fillers
 “Um”, “uh”, “like”
 Any unrelated word or phrase
Swaying, rocking, and pacing
Hands in pockets
Lip smacking
Fidgeting
Failure to be audience-centered

51. Some More Tips
1. Smile
2. Breathe
3. Water
4. Notes
5. Finish On Or Under Time
6. Don’t go overtime. Ever.

52. Creating Effective Visual Aids

53. Top 10 most predictable
presentation mistakes
Electrifying Color Choices:
Zoom, Zoom - The Animation Wizard:
W-A-Y Too Many Slides:
Design Templates Are Great -- When Used
Correctly:
Poor Font Choices :

54. Top 10 most predictable
presentation mistakes
Photos and Graphs Should Only Illustrate
Key Points:
The Audience Came to See YOU -- Not
Your Slides:
T. M. I. ~ Too Much Information:
Hardware Malfunctions:
You Don't Know Your Topic!

55. Visual Aids
Enhance Understanding
Add Variety
Support Claims
Lasting Impact
Used Poorly…A Distraction…Ineffective
Presentation

56. Visual Aids - Examples
 PowerPoint Slides
 Overhead Trans
 Graphs/Charts
 Pictures
 Films/Video
 Flip Charts
 Sketches

57. Visual Aids Should…
Supplement presentation
Outline of main points
Serve audience’s needs, not speaker’s
Simple and clear

58. Purpose of Using Visual Aids
Visual aids:
Support your ideas
Improve audience comprehension
Add variety
Gives the audience a break from listening
Illustrates complex ideas or concepts
Helpful in reinforcing ideas

59. Be Visible
Titles should be 38-44 pt. font size
Text should be 28 pt font size
ALL CAPITALS IS HARDER TO READ,
ALTHOUGH IT MIGHT BE OK FOR THE
ODD TITLE
Use color wisely
 Contrasting colors

60. Thank You