Presentation Skills - Presenting to a Group

Group Presentation
Preparation

Part 1
1. Introduction
2. Preparing group presentation
1. Objectives of the meeting
2. Setting date, time and place
3. Choosing the title
4. Invitation
5. Room arrangement
6. Material and equipment preparation
7. Audience analysis

Eating
Selling activity
Building
relations
Presentation
Indirect Bribe
Entertainment
What is Group Meeting?
Discussion

What is Your Vision of
The Ideal Presenter
in Our Environment?

“I always think a great speaker convinces us not by force
of reasoning, but because he is visibly enjoying the beliefs
he wants us to accept.”

Different Types of Group Meeting
1. Round table discussion
2. Seminar
3. Symposium
4. Conference

Round Table Discussions
 Participants agree on a specific topic to discuss and debate.
 Each person is given equal right to participate.

Academic Conference
 Formal event where researchers present results, workshops,
and other activities.

Symposium
 In ancient Greece, the symposium "to drink together"
 It was a drinking party

Seminar
 Small groups for recurring meetings, focusing each time on
some particular subject, in which everyone present is
requested to actively participate.

Objectives of Group Meeting
1. To launch a new product.
2. To create interest of a medical community toward a certain
problem related to one of your products.
3. To reinforce and increase sales potential of a hospital or a
region.
4. To overcome problems or rejections raised by certain medical
community.
5. To promote a new concept, a new indication or a recent
document related to one of your products.
6. To involve and gain opinion leaders.
7. To keep and improve regular contacts with junior doctors.

Setting Date, Time and Place
Set the date and time with both:
1. Audience
2. Place in which the meeting will be held

Choosing the Title
The title should be
INFORMATIVE and ATTRACTIVE
to the audience, as it is the first thing they will know about your
presentation.

Cont. …
Effective title should answer the following 4 questions:
1. Is the title correct, does it accurately represent the subject?
2. Does the title state the limits of the subject?
3. Is the title understandable?
4. Has the title been expressed briefly and effectively?

Cont. …
The title should be easy to be understood, so if it contains long
but necessary phrases, divide it into two parts:
 The main theme
 The limitation

Cont. …
e.g.1
 The organization & purpose of day care surgery
 Day care surgery : Organization & purpose
e.g.2
 How bile is produced & some experiments on human-beings
and animal
 Bile production: Human and animal experiments

Cont. …
 The length of title does not guarantee its accuracy and clarity.
 Non-informative phrases contribute to nothing.
e.g.
A study of…..
An investigation on …..

Cont. …
Vague titles lead to indefinite meaning
e.g.1
 A system of improving community care
 Preventive medicine in Egyptian community
e.g.2
 Effect of stopping smoking on coronary infarction
 Stopping smoking reduces heart attacks

Cont. …
Avoid single word title
 Hypertension
 Hyperglycemia
 Anemia

Invitation
 The invitation may be personal or public.

Cont. …
The written invitation should include :-
1. Company name, preferably with logo.
2. Name of the hospital (place) in which the function will take
place.
4. Title of function.
5. Name of speaker" if any“
6. Type of meeting.
7. Place, time and the date of the meeting.

Cont. …
 In addition, the personal invitation should contain the name
of the invited customer preferably typed, and it must be
delivered personally.

Cont. …
 The public invitation should be hanged
in places that allow every body to see
it, and this should happen many days
prior to the function.

Room Arrangement
 It is very important to properly arrange the meeting room.
 The objective of room arrangement is to make sure that all
attendance hear and see you clearly.

Cont. …
When arranging the room, some items are to be considered:-
1. The site of electric supply, and you should have an electric
connection wire.
2. Light intensity, light switches and Curtains.
3. The position of the projector.
4. Mic.
5. Chairs setup and passages.
6. Screen and flip chart.

Materials and Equipments
The proper preparation and the use of all your material and
equipment will give you another dimension of success.
These materials and equipment include:
1. Projector
2. Block notes and pens
3. Giveaways.
4. Pointer
5. Mic

Cont. …
Projector
1. Keep the screen at least 120 c.m.
above the floor.
2. Test the projector before using it.
3. When to turn off the projector?

Cont. …
Block notes and pens
 May be supplied by the hotel, but its better to be branded
 Should be related to the subject, or the company.

Cont. …
Pointer
1. The pointer can add much to your
presentation, and also can take much.
2. You have to test the pointer and make
sure of its battery.
3. How to use the pointer?

Cont. …
MIC
 Test the mic and make sure your
voice is clear.
 Check the battery if the mic is
wireless.

Audience Analysis
You will have to analyze your audience, since audience analysis
will guide you during the preparation as well as the delivery of
your presentation.

Cont. …
 Who are there? How many will be there?
 What are their knowledge about the subject?
 What is their age, gender & educational background?
 The influencer, is he supportive to you and your product?
 Where will you stand?
 What are their needs for the topic and you?
 What specific needs do you need to address?
 What do they expect to hear and learn from you?

Cont. …
Audience can be analyzed as:
1. An organization
2. Individuals

Cont. …
As an Organization
1. What is their history about group meetings?
2. Which companies held group meetings there before? How
does it sound?
3. What is my history and my company history in this place?
4. Which products used currently in this place? To what extent?
In which indication?
5. Did any one of the attendees had attended a previous
function arranged by your company?

Cont. …
As individuals according to
1. Authority within the group
2. Receptive to you and your product

Cont. …
1. Authority within the group
You have to identify the dominant and authorized person
in the meeting.
Generally speaking, the authority results from two
sources:
1. Position
2. Specialty
– Expertise a reputation based on professional and
academic accomplishment
– Expertise a reputation based on long years of
experience

Cont. …
2. Receptivity to you and your product
 There are two important questions that you should ask
yourself about every individual in the group:
1. How receptive is he/she to you and your company?
2. Which of them is likely to be positive or negative
toward you and your product?

Cont. …
Note
 Audience analysis will help you expect problems that will be
raised by negative people in order to be ready for answering.
 It also will help you identify who are your supporters in the
meeting.

Part 2
1. Preparing the presentation
– Visual aids
2. Delivering the presentation
– Before starting the presentation
• Podium panic
– Structuring the presentation
• Presentation time
– Introduction
– Body
– Conclusion
• Discussion time
• Hi tea time
3. Following up

Cont. …
Before starting preparing your presentation, try to know the
situation by answering one basic question

Preparing the Presentation
Objectives
of the presentation
End result
you want to achieve
What do you want
The Audience to Know
better from your presentation

Cont. …
Give general information
about the subject
Gain acceptance
for a new concept
Change the
basic attitude
Give more detailed
information
Correct wrong
debates
Clear defined objectives
=
Easy selection of suitable materials

VISUAL AIDS
(NOT THE STARS OF THE SHOW)

Design Concepts
 Big
 Simple
 Clear

Simple
 Should be able to read everything from the back row
 At least 28 pt, preferably 36

Big
 No more than 6 lines
 No more than 7 words per line

Clear
 Arial or Helvetica
 Blue background with yellow text
 Avoid overuse of red, shadows, animation and transitions
 Beware of busy backgrounds
 Clip art should add to the content
 Ditto on sound clips
 Use a different background only to emphasize one slide

Preparing the Presentation
Advantages
1. Increase audience interest.
2. Good slides give the impression of professionalism and
thorough preparation.
3. Increase percentage of message retention.
4. Amusing slides can add a touch of life to the presentation.

Delivering the Presentation
 Before the presentation
 Podium panic
 Structuring the group meeting
 Presentation
 Discussion
 Hi-tea time

00:30
Arrive at appointed place about 30
minutes before scheduled time of the
presentation.

Check your appearance
It must be;
 Tidy
 Neat
 Suitable for the occasion
Avoid being;
 Irritating
 Attracting the audience
attention

Check arrangement of:
1. Chairs
2. Tables
3. Screen
4. Materials
Try out any unfamiliar
equipment you will use

TALK
to your audience before the presentation
START
linking with them.

Podium Panic
For some people, the thought of
giving a presentation is more
frightening than falling off a cliff,
financial difficulties, snakes and
even death.

Causes of Podium Panic
1. Lack of knowledge.
2. Poor preparation.
3. Forgotten audience need.
4. Over practicing.
5. Too hasty.

Dealing With Podium Panic
 Consider the presentation as an opportunity to show your
audience how professional you are.
 Audiences are forgiving.
 Nervousness is usually invisible.
 Be yourself.
 Practice deep breathing visualization techniques.
 Begin in your comfort zone.

Cont. …
 If you see some negative expressions, do not worry, nobody
hates you.
 Audience want to feel that you are friendly, so that try to be
intimate with them. If the audience feel that you are nervous
or unsure, they will form a negative opinion about you.
 Try to look confident and smile.

Humor
It is a good idea to start the
presentation with something funny.

Structuring the Group Meeting
The time of meeting would be divided into:
1. Presentation time
2. Discussion time
3. Hi-tea time

Presentation Time
20:00Maximum 20 minutes are allocated for the presentation time.

Time Frame
Presentation Time
Consequently, you will have to represent
the most important benefits to their
practice so as to attract them and also to
avoid some objections.

Warm Up
Say the first paragraph loud
Look Forward & Smile
Before saying a word
When You Start Talking
Use as much as eye contact as you can
Start with looking to a friend

Begin with a slow, well prepared
introduction
Do not rush into the core of the
subject, use the first minute to
set the pace.
Introduce yourself and your
company and then greet and
welcome the audience.

How to Use the Slides Effectively
1. Room light should be considered, not so dark since dark
rooms can make the audience feel a sleep
2. Talk to the audience not to the slides (Your eyes should
remain on the audience for 85% of time)
3. Turn face to the audience when you speak
4. Do not read what the audience can read ( it is not a reading
session)

Presentation Time
The presentation consists of three parts:
1. Introduction …. 2 minutes
2. Body … 15 minutes
3. Conclusion … 3 minutes

Presentation Time
1- Introduction
 When you start speaking, your opening statement is very
essential.
 People who have not formed an opinion about you by just
looking at you will certainly form their opinion on the basis of
what you are going to say by the start of your talk.

Cont. …
Introduction is divided into two parts
1. Opening remarks
2. Introduction body

Presentation Time
1- Introduction / Opening Remarks
Draw audience attention
and
Arouse their curiosity
Simple statement
Mysterious statement
Story

Simple Statement
Or
Fact About Your Subject
Swelling, redness, pain and
hotness are the main symptoms
of inflammation
55%
of the American population at
the age of 60 suffer from
Osteoarthritis
2.1
Million people around the
world complain about Anemia

Mysterious Statement
The word TEAM means;
Together
Each
Achieve
More
And this is what I am going to talk about it today.
Yesterday
Hardly had anyone heard of it
Today
Everyone is talking about it
I mean of course the subject
The Immunosuppression

Story
By telling a story relevant to the audience and the
subject,
of bad judgment
bad thinking
but with a happy ending

Some Opening Remarks May Spoil
the Presentation
 Joke
 I am not the best to talk about this subject
 It is a honor to be here
 Using clichés as Mr. chairman, Mr. president, Professor A,
Professor B, ladies and gentlemen.
 I prepared this last night, and I did not had enough time to
review.
 It’s a pleasure to be with you, when your body says the
opposite.

STRUCTURE
Of the presentation
MAIN POINTS
To be covered
Time
Of the presentation
Time
Of asking questions
Presentation Time
1- Introduction / IntroductionBody

Presentation Time
2- Body
 After you have drawn the audience's attention, you will move
into the main core of your presentation.
 Try to keep the contents restricted to three or four main
points which constitute the core of your presentation.

Cont. …
Your objective is to make sure that the audience are fully aware
before introducing one of the main points of the presentation,
and this could be achieved by:-
1. Asking rhetoric question just before an important point.
2. Showing a striking visual aids.

Cont. …
e.g.1
We had a look at the spectrum and penetration power of
Ciprofloxacin, let's now have a look at how can this improve your
patient convenience?

Cont. …
e.g. 2
And moving to a very important point in the treatment of these
cases, which is:
How much will it cost your patients?
Can anyone tell me the average cost of a chronic prostatitis
patient?

Cont. …
These two techniques help you to:-
1. Get the key points across to the audience.
2. Frequently remind the audience with the main message.
3. keep the audience's attention and interest through the
presentation.
4. keep an eye on time.

“Make sure you have finished speaking before your
audience has finished listening.”
Dorothy Sarnoff
NEVER
Exceed the Time

Presentation Time
3- Conclusion
It is very important to finish the presentation in a way leaves the
audience thinking about what you have said long after you have
finished.

Cont. …
You can use some signal words such as “finally” or “ as a
conclusion” to start the conclusion.

Cont. …
Many techniques used to strongly end the presentation:
A call to action
 Asking the people to act on what you have told them to gain
the experience on their own.
A quotation
 Very effective, just make sure that it is relevant to your talk.

Cont. …
A challenge
 If your presentation advocates changes, challenge the
audience to try it as many people accept challenges.
A strong summary
 A clear summary of the main points of what you said will be
retained in the audience mind.

Cont. …
In the conclusion, you have to avoid:
1. Ending weakly.
2. Adding any new information.
3. Adding any unimportant points.
4. Going on too long.
5. Using clichés ( I repeat again, as last word)
6. Showing a table or a diagram.

How to Make Audience Remember?
Audience always tend to recall things happened in some
situations, and these situations are:
1. The beginning of the talk
2. Something repeated several times
3. Something unusual that attracted attention
4. Something highlighted by the presenter as of special
importance
5. Something in which the audience involved in as answering
questions
6. The end of the talk

Discussion Time
After every presentation, there is a time for questioning, and this
period may enhance the presentation or may not.

Cont. …
Usually, discussion is after the
presentation, and here you will receive
the audience questions about your
subject.

Cont. …
That’s why there is no time limit for the
discussion period, as long as it is productive and
the whole questions are direct to you.
The effective discussion may be a sign of a
successful presentation.

Cont. …
 During the discussion, if you don’t know the answer of a
question say so, without neither hesitation nor
embarrassment.
 If the question is related to the product, take the name and
address of the doctor who gave the question, refer to the
office and send the answer back to him.

Controlling Discussion
Here are some tips that help you to properly handle questions
and ensure supporting your presentation:
1. Listen to the whole question before answering it.
2. Make a pause to give yourself time to evaluate the question.
3. If needed, answer the question by a question to give yourself
more time.
4. Repeat the question loud so that everybody can hear it.

Cont. …
5. Credit the person who asked the question
" Thank you very much for this question"
" That's a very important point you raised "
5. Respond to the question honestly.
6. Always after answering any question say " does that reply
your question?' and the "Yes" here is your permission to
move to the next question.

DIFFERENT CHARACTERS THAT
MAY APPEAR DURING THE
DISCUSSION AND HOW TO
HANDLE THEM

The Talk Hog
Definition
This individual want to monopolize the group discussion and
waste time.

Cont. …
Handling
 Avoid eye contact with him in order to prevent his
participation.
 What if he is already talking?

The Argumentative
Definition:
 This individual shows disagreement within the group.
 This naturally occur during any discussion in the medical
practice.

Cont. …
Handling:
 Interrupt this individual and point out that the total
agreement is not expected and there are always two sides of
an issue.
 Then, direct a question to an uninvolved person about a detail
that was not included in the disagreement.

NEVERargue with a member of the audience

THE
STATUS SEEKER
The Status Seeker

The Status Seeker
Definition:
 This individual wants to use the discussion as an opportunity
to manifest his personal knowledge to the group.
 He does not really care about your product, but his concern is
to impress other members of the group.

Cont. …
Handling:
When the status seeker comments, direct his statement back to
the group as overhead question, or direct him a question to
bring his comment back to the subject.

The Calm
Definition:
This individual will not volunteer comments and he has a
tendency to stay silent.

Cont. …
Handling:
Direct a question to him, and whenever he speaks up, reinforce
it by thanking him for his participation and express how
interesting it was.

The Joker
Definition:
This individual is not serious about the topic of the presentation,
but he interjects humorous remarks and jokes.

Cont. …
Handling:
 This is not a serious problem, it can even help the group to
relax and enjoy the presentation.
 If you are an experienced discussion leader, you will get use of
the joker.
 Do not be afraid to laugh at his jokes.

The Sharp-shooter
Definition :
This individual is a hostile to you and/or your product, and
seems to use every available opportunity to embarrass you.

Cont. …
Handling:
 Allow him to express his hostile feeling in front of the group.
 Answer his question by a question while you are looking at
him and moving closer to him.
 Get back to your position and rephrase his question and then
answer it.

Cont. …
 You may have to point out that one of the purposes of the
presentation is to hear all opinions.

“Better to keep your mouth shut
and appear ignorant
than open it
and remove all doubt”
Mark Twain

Time Frame
Hi-teatime
The Function is not over by the end
of the discussion.

Time Frame
Hi-teatime
Do not leave your audience taking their hi-tea alone, you should
be with them to show great hospitality and care.
Your attended colleagues and your direct boss should
accompany all audience during the hi-tea, especially the hospital
director and the head of department.
Let everybody talk about the
subject while they are taking
their hi-tea.

What is Meant By Following Up?
Following up is the conversion of:
 Information received during the function
Into
Motivation reinforcement of:
 The content the
 Purpose of the information
 The message transmitted at the meeting
To ensure achieving your presentation objectives

Why Following-up is Important?
Because if it is neglected;
objectives of the group meeting might not be achieved
Participants will be engaged in new projects after your group
meeting.
So; reinforcement of the purpose of the group meeting is not
achieved.

Documentation
Right after the presentation:
You have to prepare a report about the function and it should
include:
1. The time and date of the meeting
2. The subject of the presentation
3. Product
4. The number of attendees and the cost
5. The names of attended doctors, their specialty, private clinic
address and phone numbers
6. Major objections raised by the audience

Part 3
 Channels of communication
 10 presentation mistakes

Channels of Communication
The more the channels of communications you can use at the
same time, the better the retention of your message in the
audience's mind.

Cont. …
1. Gesture
2. Facial expression
3. Body movement
4. Posture
1. Diagrams
2. Charts
3. Pictures
1. Tone of voice
2. Variation in pitch
and volume
Non-Verbal PictoricalVerbal

Cont. …
People grasp ideas by two ways
 Verbal way: Which stimulates the left hemisphere of the
audience brain.
 Visual way: Which stimulates the right hemisphere of the
audience brain.

Posture
Your posture is preferably comfortable to you and your audience,
so that everybody can see and hear you. You should avoid
1. Putting your hands in your pockets
2. Putting your hands on your waist
3. Stand crossing your legs
4. Leaning on a desk, a chair or a wall

Gesture
 Your gesture should be natural and spontaneous.
 Remember that gestures are reflections of your personality,
and what may be right for one person is not necessarily right
for another.

Cont. …
Every gesture has three parts:
1. The approach:
Your body begins to move in anticipation
2. The stroke:
The gesture itself
3. The return:
This brings your body back to a balanced posture

Cont. …
Some recommendations may guide you to effective gesture:
 Respond naturally to what you think, feel and see.
 Create a condition to gesture.
 Suit the action to the word and occasion.
 Do not overdo gesturing.

Manner
During the presentation, you have to be;
1. Confident
2. Courteous and carefully choose your language and humor
3. Sincere
4. Enthusiastic

Voice
 Your voice should reflect confidence, emotion and emphasis.
 Vary your voice occasionally to avoid monotony.
 Use pauses and silences to create suspense, emphasis or mark
question.

Cont. …
 Control your emotion of fear, anger or disappointment, at all
times keep a little smile but not laughter.
 Avoid mannerism.
 Learn to relax by two exercises;
1. Breathing exercise
2. Isometric exercise

Eyes
 Eyes are said to be the key to soul.
 They represent the first and the most effective weapon in
convincing the audience with your honesty, credibility and
confidence in the subject.
 You should use your eyes to enhance rapport with your
audience, by establishing eye contact with every member of
the group as often as possible.

Cont. …
 Visualize your audience as individuals not as a mass.
 In addition, shortly after each change in posture, a slight smile
will convince everyone in that direction that you have seen
and acknowledged him/her.

You Don't Know Your Topic!
 You memorized the content….
 Someone has a question…..
 Panic sets in
 You never prepared for questions and all you know about this
topic is what is written on the slides.

A Better Scenario
 Know your material so well, that you could easily do the
presentation without an electronic enhancement such as
PowerPoint.
 Nothing will ruin your credibility as a presenter faster, than
not knowing everything about your topic.
 Use key words and phrases and include only essential
information to keep the audience focused and interested. Be
prepared for questions and know the answers.

The Slides are Not Your Presentation
 An audience member says that she can't read the slides.
 You graciously tell her you will be reading them and proceed
to do so, while looking up at the screen. Each of your slides in
filled with the text of your speech.
 Why do they need you?

A Better Scenario
 Always remember that you are the presentation. The slide
show should only be used as an accompaniment to your talk.
 Simplify the content, by using bullet points for key
information.
 Keep the most important points near the top of the slide for
easy reading in the back rows.
 Focus on a single topic area for this presentation and use no
more than four bullets per slide.
 Speak to the audience, not to the screen.

Too Much Information
 You know so much about the topic, that you jump from here
to there and back again talking about everything there is to
know about your brand new widget, and no one can follow
the thread of the presentation.

A Better Scenario
 Use the K.I.S.S. principle (Keep It Simple Silly) when designing
a presentation.
 Stick to three, or at the most, four points about your topic and
expound on them.
 The audience will be more likely to retain the information.

Poorly Chosen Design Template Or Design
Theme
 Blue was a good color for a design template or design theme.
 You found a really cool template/theme on the internet, with
a beach scene. Water is blue, right?

A Better Scenario
 Choose a design that is appropriate for the audience.
 A clean, straightforward layout is best for business
presentations.
 Young children respond to presentations that are full of color
and contain a variety of shapes.

Electrifying Color Choices
 Audiences don't like unusual color combinations.
 Some are unsettling and red and green combos can't be
differentiated by those with color blindness.

A Better Scenario
 Good contrast with the background is essential to make your
text easy to read.
 Dark text on a light background is best.
 Off white or light beige is easier on the eyes than the typical
white.
 Dark backgrounds are very effective, if the text is light for easy
reading.
 Patterned or textured backgrounds make text hard to read.
 Keep the color scheme consistent.

Poor Font Choices
 Small, script type fonts might look great when you are sitting
18 inches away from the monitor.
 You didn't consider the lady sitting 200 feet away from the
screen who can't read them.

A Better Scenario
 Stick to easy to read fonts such as Arial or Times New Roman.
 Avoid script type fonts which are hard to read on screen.
 Use no more than two different fonts:
1. One for headings
2. Another for content
 No less than a 30 pt font so that people at the back of the
room can read them easily.

Extraneous Photos and Graphs
 You figured no one will notice that you didn't do much
research on your topic if you add lots of photos and
complicated looking graphs.

A Better Scenario
 “Time is Money” is really true in today's world.
 No one wants to waste their time sitting through a
presentation with no substance.
 Use photos, charts and diagrams only to emphasize key points
of your presentation.
 They add a nice break to the material, and when used
correctly, can only enhance your oral presentation.
 Illustrate, don't decorate.

W-A-Y Too Many Slides
 Your vacation cruise was so fantastic that you took 500
photos, and put them all in a digital photo album to impress
your friends.
 After the first 100 slides, snores were heard in the room.

A Better Scenario
 Ensure your audience stays focused by keeping the number of
slides to a minimum.
 10 to 12 is plenty.
 Some concessions can be made for a photo album, since most
pictures will be on screen for only a short time.

Different Animations on Every Slide
 You found all the really cool animations and sounds and used
85% of them in your presentation, to impress everyone with
your flair.
 Except …..
 The audience, doesn’t know where to look, and have totally
lost the message of your presentation.

A Better Scenario
 Animations and sounds, used well, can heighten interest, but
don't distract the audience with too much of a good thing.
 Design your presentation with the "less is more” philosophy.
 Don't let your audience suffer from animation overload.

Hardware Malfunctions
 The audience is settled.
 You are all set to start your presentation
 And … guess what?
 The projector doesn't work.
 You didn’t bother to check it out earlier.

A Better Scenario
 Check all the equipment and rehearse your presentation,
using this projector long before your time to present.
 Carry an extra projector bulb.
 If possible, check the lighting in the room you will be
presenting in, prior to your time in the limelight.
 Make sure you know how to dim the lights if the room is too
bright.

Presentation Skills - Presenting to a Group

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Presentation Skills - Presenting to a Group