Date post: | 19-Jul-2015 |
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Presentations & Public Speaking |
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Steps in Preparing Content
Analyzing Your Audience
Gathering Relevant Data & Information
Converting Your Data into
an Outline
Analyzing Your Audience Needs Knowledge level Attitude – how do they feel about the
topic? Demographic Information – this may
include the age, gender, culture, and language of the audience members
Gathering Relevant Data & Information
Before you start your research to gather relevant information, there are three questions should be considered : What do I want my audience to gain? What might they already know about my topic? What is the objective of the presentation?
Converting Your Information into an Outline There are three steps to creating an
outline : Determine the outline style Group your raw data Arrange into outline format
Outline StyleShows events in order as they occurred
Takes the audience on a journey through a flowing presentation
States the problem, the why’s, your solution,and a summary
States the cause and explains the effects
Chronological
Narrative
Problem/ Solution
Cause/ Effect
Outline Style
Divides the general topic intoseveral subtopics
Uses some or all of the what,who, where, when, why, andhow questions
Topical
Journalistic Questions
Outline Format Introductions
Should include an agenda and clarify the goals and objectives of your presentation.
Can include an overview of a situation, a statement of the current situation of the organization, or a recap of history.
Can use the strategies that help an introduction get attention: a quote, a question, humor, a creative image, an anecdote, or a sharing of emotions.
Outline Format Body
Chronological Narrative Problem/Solution Cause/Effect Topical Journalistic Question
Outline Format Conclusion
Summarize the main points of your presentation
Provide closure, and leave an impression Can consist of recommendations, future
directions, next steps to take, and so forth
Presentation Design Key Rules when Creating Bulleted
Text: Use one concept per slide Use key words and phrases Make your bullet points consistent in structure Capitalize properly – capitalize the first letter
of the first word only
Layout Layout
Consider your layout to be like the skeleton of your presentation….
Just as our skeleton support our bodies, Your layout should support your message and
provide structure.
Consistency Consistency
You must be consistent in the following design elements:
Your placement of text and images Your fonts style and sizes Your background The style and treatment of your imagery Your charts
Color Color
Use high contrast to increase legibility (e.g., black text on clear and yellow on dark blue)
Colors should not clash – they should have a high degree of harmony.
Avoid clutter by using no more than four colors.
Consistent Fonts The two main classifications of fonts are serif and
sans serif fonts. Serif fonts have small flourishes extending from
the main strokes of each letter. (examples: Times New Roman, Book Antiqua , Bookman Olds Style, Garamond).
Sans serif don’t; they are straight and clean (examples: Arial, Verdana, Helvetica).
Sans serif fonts are best suited for electronic presentations.
Avoid use these fonts: Cac font ch la th ng kho nhân ra ư ươ c biêt la cac font ch nh chung ta th ng viêt tayĐă ư ư ươ
Tips for Planning Great Slides Use slides sparingly. Avoid the overuse of
slides or unnecessary slides. Make slide pictorial. Graphs, flowcharts, etc.,
all give the viewer an insight that would otherwise require many words.
Make text and numbers legible. Minimum font size for most room set-ups is 20 pt.
Make pictures and diagrams easy to see.
Managing your voiceTry to sound natural, so your rhythm
and tone is appropriate to the message you are delivering
Develop three important qualities Volume Intonation Pacing
Managing your voice
Volume
Intonation
Pacing
Speak loudly enough to reach all the members audience without overpowering those closest to you.
Avoid to speak in monotone. Put more feeling into your voice and make it livelier by changes in your intonation. Speak loudly enough to reach all the members audience without overpowering those closest to you.
For most of us, this is natural – except when we are nervous or excited. Practice, and you can figure out what sounds natural and appropriate for the points you are making
Language Usage
When you speak, convey confidence and show interest in what you’re presenting. Speak with feeling .
Use short sentences and short, simple words .
Speak slowly and clearly enough that everyone in your audience can understand every word.
Movement If possible, “work the room and work
the audience ” . Move appropriately and with purpose
– don’t move simply because you’re nervous
Your movements should be natural and support your words and the rest of your presentation
Don’t move constantly. Pause for effect. Stand still to make an important point
Body Language
Stand straight, but not stiff. You should radiate energy.
Be relaxed, be casual, but don’t be lazy. Use your hands, arms and gestures. Just
let your body react to how you feel. Make good eye contact – the rule of
thumb for eye contact is three to five seconds per person.
Body Language Do not keep hands in your pockets Do not keep hands “handcuffed” behind
your back Do not keep your arms crossed Do not put hands in “fig leaf” position Do not wring your hands nervously
In advance of your presentation
Practice – a lot .
Memorize the first two minutes of your presentation.
In the hours before presentation Think positive thought: visualize yourself
feeling at ease with the audience Use affirmation (e.g., “I can do this. I am
prepared. It will go well”) Make sure all the equipment is working
properly.
When you enter the room
Focus on making your movements fluid and confident, neither too slow nor too fast
Find a few friendly faces in the audience, for reassurance
Smile. Show that you want to be there Be yourself
Principle to make a good slide K.I.S.S = Keep it short and simple. K.I.L.L = Keep it large and legible.
How to handle tough situations Problem: Know-it-all – A participant who feels like more of
an expert than you. Solution: Don’t fight it. Involve know-it-alls in your
presentation. They may have some great information to
contribute. Allowing them to participate and share their thoughts will not only show how confident you are, but also help them get more out of your presentation.
How to handle tough situations Problem: Unprepared participants – Those who haven’t
prepared for the presentation as you requested. Solution : Be flexible. Take something out of your agenda to
allow the group time to get up to speed. Keep in mind your overall objective of the
presentations. Don’t force your agenda; modify it to meet your
objective.
How to handle tough situations Problem: After-lunch nap time – One of the
toughest times to keep people engaged. Solution: Take a few moments to share what you
talked about. This usually makes the talker feel more involved and want to stay engaged and participate with you instead of others.
Planning for the questions
Anticipate the questions that might come up
Listen carefully to the questioner Repeat or rephrase the question Answer clearly and concisely Go to the next question
Dealing with Disasters You find out that the time allotted has been
reduced. At the very worse, you can make your points, support the with the essentials, ask and answer the most likely questions on your list.
The slide equipment fails. You know then saying, “The show must go on”. Apologize to the audience and then add something like “Now return with me to a distant past, before PowerPoint, when all we had for presentations was our notes and perhaps a blackboard or flipcharts.” Then, make the most of your primitive tools.
Dealing with Disasters You tell a joke that falls flat.
Ouch! Just shrug your shoulders and apologize: “I am sorry. I got that joke at a Henry Youngman clearance sale.” (You can choose your own comedian).
You get nervous and flustered and lose track of where you are. Figure out where you are from your slides and notes. If you can’t, just be honest : “My brain has derailed. Who can back me up so I can the on the track again?”