2. PART I - INTRODUCTION
PART II - PREPARING A PRESENTATION
PART III - PREPARING YOUR SELF
PART IV - DELIVERING A PRESENTATION
PART V - HANDLING AN AUDIENCE
PREVIEW
3. PART I - INTRODUCTION
WHAT IS A PRESENTATION ?
AIM AND IMPORTANCE OF A PRESENTATION
WHAT CAN A PRESENTATION DO FOR YOU ?
EFFECTIVE PRESENTATION SKILLS
5. AIM OF PRESENTATION
To transfer information
To communicate views
To influence another mind
Emphasis is not on transmission but on reception
and understanding by audience so that
YOUR MESSAGE IS UNDERSTOOD,
REMEMBERED AND ACTED UPON!
6. IMPORTANCE OF PRESENTATION
FOR YOUNG MANAGERS
Formal method to bring people together to
Fast & Effective Method of Getting Things Done
PLAN MONITOR REVIEW
A PROJECT
7. WHAT CAN
PRESENTATIO
N DO FOR YOU
?
•ALLOWS YOU TO
INITIATE DISCUSSIONS
•ASK QUESTIONS
•RAISE ISSUES
•INVITE VIEWS
IT PUTS YOU
ON DISPLAY
IT GIVES YOU A
CHANCE TO SPEAK
YOUR MIND
8. EFFECTIVE PRESENTATION SKILLS
Precise use of language
Knowledge of subject matter
Logical & organised thought process
Clarity of speech
Conviction
Brevity
Attractive & effective audio – visual aids
Empathy towards the audience
9. PART II : PREPARING A
PRESENTATION
PLANNING A PRESENTATION
THIRTEEN STEPS TO ORGANISED
PRESENTATIONS
TYPES OF PRESENTATIONS
10. PLANNING A PRESENTATION
IDENTIFY YOUR AUDIENCE
IMPERATIVES OF PLANNING
FACTS
STYLE
PACE
TONE
TACTICS
TIMING
FORMULATE YOUR OBJECTIVE
STATEMENT OF PURPOSE
SIMPLE, CONCISE AND
UNAMBIGUOUS
FOCUS IS THE KEY
12. THIRTEEN STEPS TO ORGANISED PRESENTATIONS
STEP 1 THINK ABOUT THE AUDIENCE
STEP2 DETERMINE THE PURPOSE
STEP 3 LIST THE DETAILS
STEP 4 GROUP THE DETAILS
STEP 5 ORDER THE DETAILS
STEP 6 NAME THE TOPICS
STEP 7 SEQUENCE THE TOPICS
STEP 8 WRITE THESIS STATEMENT
STEP 9 WRITE THE LEAD & END STRUCTURES
STEP 10 PLAN THE PARAGRAPHS, TOPIC
SENTENCES (Transitions & Reminders)
STEP 11 WRITE THE PIECE
STEP 12 PLAN THE VISUALS
STEP 13 PRACTICE, TAPE, EDIT
13. KINDS OF PRESENTATION
SEQUENTIAL ARGUMENT
HIERARCHICAL DECOMPOSITION
QUESTION ORIENTATED
PYRAMID
THE MEATY SANDWICH
14. THE BEGINNING
• THE FIVE MAIN ELEMENTS ARE
Get their attention
Establish a theme
Present a structure
Create a rapport
Enunciate administrative details
15. THE ENDING
• Summary of the main points
• Conclusions & recommendation
• Finish with a flourish
17. PART III : PREPARING YOURSELF
BELIEVING IN YOUR SELF
ANALYZING APPEARANCE
ENHANCING BODY IMAGE
IMPROVING YOUR VOICE
ELIMINATING TENSION
18. STEP 1 - BELIEVING IN
YOUR SELF
• IDENTIFY YOUR STRENGTHS.
• THINK POSITIVE.
• VISUALISE SUCCESS.
PRACTICAL TIPS.
• Behave naturally.
•Think of the audience as your natural ally.
•Think of large audience as if it were small.
19. STEP 2 – ANALYZING APPEARANCE
• STUDY YOURSELF IN THE MIRROR.
• MAKE AN IMPRESSION.
• DRESS APPROPRIATELY.
PRACTICAL TIPS
• Do not wear anything that distracts the audience.
• Make sure clothes are well fitting and laundered.
• It is important to look well groomed.
• Keep your hands out of the pockets.
20. STEP 3 – ENHANCING BODY
IMAGE
• ANALYZE YOUR STANCE.
• IMPROVE YOUR STANCE.
PRACTICAL TIPS
•Make sure your body language reflects what
you are saying.
•Learn to relax your facial muscles and smile.
•Always wear comfortable shoes when
presenting.
21. Head is high and
straight
Shoulders are pulled
back and straight
Back is straight
Stomach is held in
Arms are relaxed and
hang by sides
Bottom is held in
Hands are relaxed
fingers are loose
Legs are straight
Knee joints are
loose, not locked
Feet are
evenly spaced
22. AVOIDING BAD HABITS Eye contact with
audience lost
when you look at
podium
Speaking into
podium muffles
voice
Slouching looks
unprofessional
Standing with your back
to an audience detracts
from your speech
Visual aid
blocked by body
Crossing your legs
makes your stance
less stable and
shows lack of
authority
23. • BREATHING CORRECTLY.
• CONTROLLING YOUR VOICE.
• USING THE RIGHT PITCH.
STEP 4 – IMPROVING YOUR VOICE
PRACTICAL TIPS
•Suck a mint or honey flavored sweet just before you begin
to speak.
•Consider doing yoga exercises to improve the depth of
your breathing.
• Practice changing intonation of a few sentences.
24. • NEED TO REDUCE TENSION.
• EXERCISES.
STEP 5 – ELIMINATING TENSION
PRACTICAL TIPS
Simple Exercises to reduce tension:
Hand squeeze
Neck push
Body & spine stretch
25. PART IV : DELIVERING A
PRESENTATION
CONTROLLING NERVES
SPEAKING CONFIDENTLY
CLOSING EFFECTIVELY
27. FACIAL SQUEEZE
Try to squeeze your face
as though it is being
compressed between your
chin and forehead.
Start with a frown. Relax
and repeat
FACIAL SCRUNCH
Tightly close your eyes,
purse your lips, and
scrunch up your face as
if there is sideways
compression. Hold for
30 second, then relax
FACIAL STRETCH
Open both your eyes and
mouth as wide as
possible, stretching the
muscles in your face.
Repeat two or three times
as required
Tense forehead
muscles
Purse lips
tightly together
Stretch jaw as
wide as possible Open
eye lids
Eliminating Tension
28. CONTROLLING NERVES
PRACTICAL TIPS
• List the factors that make you nervous.
• Smile when it feels natural.
• Get a good night’s sleep.
• Follow the same routine.
• Use nervous energy to enhance your
speech.
• Take a deep breath, relax, smile.
• And start speaking slowly.
29.
30. • Begin confidently.
• Pace the presentation.
• Use correct body language.
• Use correct eye contact.
• Adapt your gestures to the size of the
audience
• Develop your own style.
• Limit your speech time.
SPEAKING CONFIDENTLY
31. SPEAKING CONFIDENTLY
PRACTICAL TIPS
Scan notes in small sections.
Pause briefly each time you make an important
point.
Tell an anecdote.
Make initial eye contact with a friendly person.
Make eye contact at every available opportunity.
Repeat key numbers.
Do not be afraid to use gestures & long pauses.
32. SPEAKING
AUTHORITATIVELY
This confident stance suggests a
thorough grasp of subject matter,
well establish authority and
credibility with the audience.
LOOKING AND
FEELING RELAXED
Once audience rapport has been
built, the speaker visibly relaxes
and the audience focuses more
readily on what is being said.
USING THE
RIGHTGESTURE
The speaker makes good use of
open-handed gesture to emphasize
his integrity and draw the entire
audience into his presentation
Eye contact
establishes
positive rapport with
audience
Relaxed body
language coveys
confidence
Open jacket
presents an image
of honesty
Gaze includes
entire audience
Open hand gesture
emphasize key points
33. • SIGN POST THE END.
• LEAVE AN IMPRESSION THAT LINGERS.
• SPEAK AUTHORITATIVELY.
• FINISH STRONGLY.
.
CLOSING EFFECTIVELY
PRACTICAL TIPS
•Do not leave visual aids on too long
• Do not rush as if you’re in hurry.
• Close with a strong summary.
• Use alliteration to make an impact.
• Pause between summary & Q-ans session
34. PART V : HANDLING AN
AUDIENCE
JUDGING THE MOOD
DEALING WITH QUESTIONS
COPING WITH HOSTILITY
35. • Assess the mood.
• Involve the audience.
• Look for signals.
• Spot negativity.
• Look out for signs of interest.
• Reading gestures.
JUDGING THE MOOD
36. JUDGING THE MOOD
PRACTICAL TIPS
Listen to previous speakers if possible.
Let the audience know that you are aware of
their feelings.
Involve members by asking them questions.
Watch out for hand trying to stifle a yawn.
Be aware of tapping feet – sign of impatience
37. Neutral facial
Expression indicates
unformed opinion
Chin resting on hand
shows concentration
Crossed legs suggest
contemplation
NEUTRAL POSTURE
This familiar relaxed posture
suggests an open mind. This
person has yet to be swayed
either way by the argument
and is willing to hear more.
38. Impassive impression
Folded arms form a
barrier across body
Crossed legs can
suggests negativity
NEGATIVE POSTURE
This posture – leaning back
with arms folded and legs
crossed – suggests resistance
towards the presenter.
39. Frown of concentration
Torso leans forwards
Clasped fingers indicate
thoughtfulness
QUIZZICAL POSTURE
Leaning forwards with elbow
on knee and chin resting on
clasped hand, suggests that
this person is considering a point
that the speaker is making.
40. Position of chin on
knuckles indicates
eagerness to learn
Arrangements of legs
indicates alertness
INTERESTED POSTURE
This posture expresses interest.
The body leans forward and the
chin rests on the hand. The leg
positions also reinforce the positive
stance of the upper body.
42. • Prepare well.
• Appear confident.
• Stay in control.
• Handling questioners.
• Analyzing questions.
• Gaining time.
• Dealing with hidden agenda.
• Being honest with the audience.
DEALING WITH QUESTIONS
43. DEALING WITH QUESTIONS
PRACTICAL TIPS
Practise answering impromptu questions.
Remain calm whatever the tone of the
questioners.
Encourage shy or nervous questioners.
Divert hostile questions back to the questioner
or the audience.
Address answers to the whole audience.
Win over the audience with your knowledge.
Take care not to patronize your audience.
Prepare one or two lengthy answers in advance.
44. • THE SUMMARY QUESTION: “What you seem to be saying
is… am I right ?”
THIS IS AN EFFORT TO RECAP ON PROCEEDINGS.
•THE STRAIGHT QUESTION : “Can You Tell Me About the
Services You Offer in Brazil?”
THIS IS A DIRECT APPEAL FOR INFORMATION.
•THE ME AND MINE QUESTION : “When my mother tried,
she found the opposite. How do you explain that?”
PERSONAL EXPERIENCE IS USED TO MAKE A POINT.
TYPES OF QUESTION TO EXPECT FROM
AN AUDIENCE
45. TYPES OF QUESTIONS…….
THE CARTESIAN QUESTION : “How can you say X, yet
insist on Y?”
HERE LOGIC IS BEING USED TO DEFEAT THE SPEAKER.
THE RAW NERVE QUESTION : “When are vou going to get
back to 1995 Levels?”
THIS IS AN ILL- NATURED DIG.
THE WELL-CONNECTED QUESTION : “ Have you talked
to my good friend Bill Clinton about this problem?”
NAME DROPPING IS USED TO EMPHASIZE POWER.
46. • There are a number of standard replies you
can use in response to difficult questions.
• If you do not know an answer, try to offer a
satisfactory reply to show you have not
ignored the question.
• If a questioner persists, throw the question
open to the audience.
RESPONDING TO UNANSWERABLE
QUESTIONS
47. “I DON’T KNOW THE ANSWER, BUT
I CAN FIND OUT FOR YOU. IF YOU
LEAVE ME YOUR ADDRESS, I WILL
GET BACK TO YOU”
48. “I’M NOT SURE I KNOW THE ANSWER TO
THAT ONE . PERHAPS WE COULD DISCUSS
IT AFTER THE SESSION”
49. “I NEED TO THINK ABOUT
THAT ONE . COULD WE
COME BACK TO IT LATER ?
NEXT QUESTION, PLEASE.”
50. “THERE REALLY IS NO RIGHT
OR WRONG ANSWER TO THAT
HOWEVER, MY PERSONAL
BELIEF IS …”
51. • RECOGNIZING DISRUPTERS.
• DEALING WITH HECKLERS.
• DEALING WITH CONFLICT WITHIN
THE AUDIENCE.
• FACING AN UNRESPONSIVE GROUP.
• DEALING WITH HOSTILITY.
• LEARNING FROM YOUR
EXPERIENCE.
COPING WITH HOSTILITY
52. PRACTICAL TIPS
Remember the hostility is at your opinion not you.
Avoid prolonged eye contact.
Back your facts with evidence.
Don’t lose your temper but assert your authority.
Try to find some common ground with the audience.
Give questioner other sources of information.
Wait for a question even if none are forthcoming.
Be honest with your audience.
Stay relaxed but alert and enjoy your presentation.
COPING WITH HOSTILITY
53. KEEPING ON TRACK
This illustration shows two
possible courses of a
presentation – a negative and a
positive outcome . Despite a
strong start, there may be
hecklers and mishaps. This
could cause a presentation to
end in chaos. To stay on course,
stay calm, deal with mishaps as
they occur and move on with
composure and aplomb. Hold
the audience’s interest and you
can make a success of any
situation
Respond well to
questions from audience
Conclude with
clear summary
Illuminate points with
interesting example
Sum up main points so far
Pause to take a drink of water
and renew eye contact since
this can change the course of
events
Tell a joke at your
own expense
Presentation
degenerates
Into chaos
Hecklers
shout
“rubbish”
Drop notes
on floor
Start off
strongly
KEEPING ON TRACK
54. DEALING WITH MEDIA
If you have to speak at a public meeting
or represent your organization at a
press conference, it is important to :-
Handle the media confidently.
Always answer queries calmly,politely and
intelligently.
Be careful not to let journalists put words
into your mouth.
55. I HAVE ALREADY STATED MY POINT OF VIEW DURING MY
PRESENTATION. I DON’TTHINK I HAVE ANYTHING MORE TO
ADD AT THIS JUNCTURE.
YOU HAVE CERTAINLY MADE A VALID POINT . BUT I PREFER
TO THINK THAT ……………
NO , THAT IS NOT WHAT I AM SAYING AT ALL. I WANT TO
REITERATE THAT WHAT I AM ACTUALLY SAYING ………
WHERE AS I APPRECIATE WHAT YOU ARE SAYING I FEEL THAT
I MUST EMPHASISE THAT………..
