Presentation Skills

Welcome to the Workshop on…

Presentation Skills

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Introductions

Let’s get to know each other !

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Your Expectations

Tell me your expectations from this workshop

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TEAM CHALLENGES...

POINTS SUMMARY

GAINED FOR DEDUCTED FOR

• Correct answers to specific questions• Specific help to the whole group• Team on time for sessions• Team Activity

• Not participating• Not asking questions• Late for session - per team member• For Derailing any session• Mobile Phone Rings/is Answered

• HTTT

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OBJECTIVES

Understand the art of giving presentations.

Be aware of your own individual strengths and weaknesses in

presenting and of how you can use your own style to best

advantage.

Understand the importance of the presentation techniques, which

can be used to increase its effectiveness.

Be able to identify the effects of ‘nerves’ on your ability to present.

Be aware of the issues involved in working with an audience.

Be able to select and use visual aids appropriately.

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Key IssuesWhat are the key Issues if asked to give a presentation?

* Nervousness* I don’t know my Existing Strengths* Cant Free up Body Language* What am I supposed and Not supposed To Do* Cant Develop an Individual Presentation Style* How to Stimulate Easy Interaction with an Audience* Ways of Getting Ideas Across* How to be Entertaining and Stimulating* How to Create Effective Support Materials

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Why Presentation?

Presentations are an effective way to communicate to large numbers of people at the same time

So it is not just about communicating information, but more importantly, to have presentation skills you should be able to create interest and excitement in your subject with trust and enthusiasm in you

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Many presentations fail because people try too hard to achieve perfection in the content of the

presentation

As opposed to spending time, rehearsing the delivery of the message

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When asked to present in front of a group, 8 out of 10 begin to feel butterflies in their stomachs

WHY?

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You talking to yourself

Communicating with Individuals

Presenting to groups

POWERFUL IMPRESSIVE PRESENTATIONS START FROM :

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How does an actor rehearse before a play?

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REHEARSE

Rehearse in the actual room if possible

Use the actual visuals

Go through the actual movements and gestures

Visualize the audiences’ reaction

Act out your response(s)

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TOP SIX INTRODUCTIONS TO AVOID

The apology

The cliché

The con-man (or woman)

The nerd

The space-case

The pest

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WAYS TO BEGIN

The quotation opening

Rhetorical question opening

Joke opening

Story or anecdote opening

Opening with statistics

Factual opening

Definition opening

Visual opening

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BODY LANGUAGE

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SHOULDERS AND HEAD POSITIONINGSHOULDERS AND HEAD POSITIONING

Shoulders backHead UpSmileFull of energyReady to performI am great!Yes I can!

My Job is great!

Shoulders droopingHeads downFrownLow energyNot readyI’m no good!No I cannot!

Confident and Positive

My Job is rotten!

Nervous and Negative

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SOME COMMON GESTURESSOME COMMON GESTURES

The scratcher

The over groomed person

The handcuff syndrome

The adjuster

The pocket finder

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The pen-clicker

The personal hygiene expert

The stimulator

The throat clearing syndrome

The fig-leaf position

SOME COMMON GESTURESSOME COMMON GESTURES

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So how do I compose myself?

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• Open

• Sincere

• Conciliatory

Postures and Gestures: Standing

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• Self Control

• Tense

Postures and Gestures: Standing

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• Authoritative

• Involved

Postures and Gestures: Standing

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Postures and Gestures: Hands

• Anxious

• Controlled

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• Self confidence

• Intellectual arrogance

Postures and Gestures: Hands

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WHERE TO PUT YOUR HANDSWHERE TO PUT YOUR HANDS

Let your hands and arms drop naturally to your side.

Gently fold your index fingers together without wringing or

gripping the hands in any way.

Start your presentation and let your hands do what they want to

do – as long as they do not want to go into your pockets or

make obscene gestures to your audience!

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HOW YOU STAND IS EVERYTHINGHOW YOU STAND IS EVERYTHING

Tilt your head slightly upward

Stick your chin out

Drain the air from your cheeks.Exhale

Smile softly

Let your eyes shine,sparkling and clear

Move your eyes slowly,but surely and look at each participant

as you go around the room

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Stand with your shoulders back

Stand erect

Hold your hands open,relaxed.Do not stick them in your pockets

Have your knees relaxed and not locked

Your spine should be straight- Do not slouch!

Stand with your feet slightly apart – both men and women!

Breathe slowly,deeply and evenly

HOW YOU STAND IS EVERYTHINGHOW YOU STAND IS EVERYTHING

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• Hands in pockets

• Increased blinking of eyes

• Failure to make eye contact

• Looking at the floor

• Shaking legs

• Licking and biting of the lips

• Clenching teeth

• Finger tapping

• Jittery hands

• Fist clenching

• Faster jerkier gestures

SIGNS OF NERVOUSNESSSIGNS OF NERVOUSNESS

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• Sweaty hands and armpits

• Cracking voice

• Increased rate of speech

• Clearing of the throat

• Pulling at skin

• Frequent smoothing of hair

• Standing on sides of feet rather than flat on the floor

• Toes wiggling

• Dry mouth

• Buttocks clamped tightly together

SIGNS OF NERVOUSNESSSIGNS OF NERVOUSNESS

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Eye Contact

Use lighthouse method

Sweep the audience with your eyes

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Orientation

Face the audience

Don’t hide

You, not your back should face the audience

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VOLUME YOUR VOICE YOU COME

LEVEL SOUNDS ACROSS AS

9-10 forced, strident overbearing

7-8 firm, lively authoritative,

interesting

5-6 monotonous boring

3-4 weak lacking conviction

1-2 inaudible timid, confused

Imagine the overall volume of your voice

On a scale of 1 to 10:

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Practice deep breathing

Breathe deeply as you go to sleep , drive your car or at any

time.

Slow down your rate of speech.

The slower you speak, the deeper your voice will sound.

Repeat the following aloud several times, clearly pronouncing

each syllable :

“ Lah , Lee , Lie , Low , Lu.”

IMPROVE YOUR VOCAL CHORDSIMPROVE YOUR VOCAL CHORDS

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What is a STAR Presentation?What is a STAR Presentation?

The A B C D E of a STAR Presentation?

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MAKING A STAR PRESENTATIONMAKING A STAR PRESENTATION

ANALYZEThe purpose

ANALYZEThe purpose

BUILDThe content

BUILDThe content

EXECUTEThe confidence

EXECUTEThe confidence

CONSIDERThe Audience

& Environment

CONSIDERThe Audience

& Environment

DESIGNThe Approach

DESIGNThe Approach

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START WITH THE END WHAT WOULD I LIKE TO SEE HAPPEN?

HOW DO I DO IT?

WHAT WILL I NEED THE AUDIENCE TO KNOW

WHAT DO I NEED?HOW WILL I START?

PREPARING THE PROCESSPREPARING THE PROCESS

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ANALYZE THE PURPOSE

DESIGNthe approach

CONSIDERthe audience

andenvironment

BUILDthe content

EXECUTEwith

confidence

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ANALYZE THE PURPOSEANALYZE THE PURPOSE

What do I want the audience to know?

What do I want the audience to do?

What do I want the audience to feel?

To determine your purpose for the presentation,

ask yourself these questions:

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THE 3 Ws

WHY am I going to give this presentation?

WHAT is the objective?

WHO are the participants? Level? Background?

Keep asking these questions until it becomes obvious WHAT your essential message must be.

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BUILD THE CONTENT

CONSIDERthe audience

andenvironment

DESIGNthe

approach

ANALYZEthe purpose

EXECUTEwith

confidence

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HOW TO BUILD THE CONTENT

• Brainstorm of ideas - accumulate them on paper, index cards or

post -its.

• Use headings,key words or phrases to label each page.

• Create your own “STRAWBOOK ”.

• Decide the sequence or flow.

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IN / OUT BOX

NOT NECESSARY TO KNOWNOT NECESSARY TO KNOW

NICE TO KNOWNICE TO KNOW

MUST KNOWMUST KNOW

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CONSIDER THE AUDIENCE AND ENVIRONMENT

DESIGNthe approach

BUILDthe content

EXECUTEwith

confidence

ANALYZEthe purpose

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CONSIDER THE AUDIENCE

The speaker is clearly the central figure in any presentation and conveys to the audience:

• Knowledge• Experience• Reliability• Friendliness• Cooperation• Confidence• Energy• Helpfulness

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CONSIDER THE AUDIENCE

We give presentations to and for an audience, not for ourselves. The speakers adapt presentations to their audiences whose reactions are influenced by their:

Knowledge Experiences Expectations Concerns Positions Involvement Interests

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Time of the day

Day of the week

Occasion

Physical setting

Facilities

CONSIDER THE ENVIRONMENT

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Arrive at your presentation room the day before to inspect the

venue or at least one hour prior to your session

Know where all the light switches are hidden.

Put out fewer chairs that you know will be used. Stack the rest at

the back of the room.

Put a reserved sign in the last row of the chairs .

Tips on arranging the ENVIRONMENT

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Close the curtains.

Disconnect / call forward all the telephones in the room.

Rearrange whatever you must in order to feel comfortable in the room.

Put your own phone on silent

Rehearse

Tips on arranging the ENVIRONMENT

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BUILDthe content

EXECUTEwith

confidence

ANALYZEthe purpose

CONSIDERthe audience

andenvironment

DESIGN THE APPROACH

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BODY

INTRODUCTION

CONCLUSION

DESIGN THE APPROACH

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ORGANIZING YOUR PRESENTATION

THE STRUCTURE

TELL THEM WHAT YOU ARE GOING TO TELL THEM

TELL THEM!!

TELL THEM THAT YOU HAVE TOLD THEM

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STRUCTURE OF YOUR PRESENTATION

B ang

O pening

M essage

B ridge

E xamples

R ecap

B ang

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DEVELOP MAIN BODY

In designing the structure and outline of the

body, some of the approaches could be:

Chronological

Topical

Categorical

Problem - Solution

Compare - Contrast

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In designing the structure and outline of

the body, some of the approaches could be:

Ideal – Reality

Feature & Benefit

Old – New

Advantages – Disadvantages

Goal – Roadmap

Objectives - Answers

DEVELOP MAIN BODY

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10% OF WHAT THEY READ

20% OF WHAT THEY HEAR

30% OF WHAT THEY SEE

PEOPLE REMEMBERPEOPLE REMEMBER

50% OF WHAT THEY SEE AND HEAR

70% OF WHAT THEY SAY AND WRITE

90% OF WHAT THEY SAY AS THEY DO

REMEMBERREMEMBER

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GUIDELINES FOR VISUALS

Design visuals as part of message development.

Focus on relevance: don’t overuse visuals.

Use visuals to stimulate interest.

Make visuals simple, clear and easy to understand.

Use 1 major idea per visual.

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Translate numbers into pie charts, bar charts, or

graphs.

GUIDELINES FOR VISUALS

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GUIDELINES FOR VISUALS

Minimize words - use bullet points or headings.

Bullet -Point Words -  Follow the 5-by-5 rule:

- Five bullets per slide

- Five words to a bullet

The best visual is the real thing.

Use color with logic

Make the slides easy on the eyes

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VISUALS IN YOUR PRESENTATION

Communicate ideas faster than the spoken word

Arouse and hold interest of the audience

Can explain complicated ideas more easily

Reinforce and enhance your spoken word

Add variety to otherwise serious or dull presentation

They take the pressure off the presenter by diverting the audience’s attention

Cut across language barriers

Help to clarify different viewpoints / opinions in a controversial subject area

Makes the presentation look more professional

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CONSTRUCT A CONCLUSION

Summary

Positive vs. Negative

Worst case scenario vs. Best that could happen

Cost - Benefit Analysis

Now vs. Future

Motivational Quote / Video

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DESIGNthe

approach

CONSIDERthe audience

and environment

ANALYZEthe purpose

BUILDthe content

EXECUTE WITH CONFIDENCE

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The 6 The 6 PP’s of Presentation’s of Presentation

Perfect Prior

Preparation Prevents

Poor Performance

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3 S OF PRESENTING

In presenting the main points, it will be useful to keep in mind a 3S structure.

STATE the main point

SUPPORT it

SUMMARIZE it

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REMEMBER

DO

Use inflection to emphasize meaning to your words.

Pause to breathe, so you can project your voice.

Increase your volume to a level of 8.

DON’T

Speak in the same volume level as in a one-to-one

conversation.

Speak in a monotone

Think that everyone will strain to listen to you.

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WRAPPING IT UP IN STYLEWRAPPING IT UP IN STYLE

Refer to the opening

Use a quotation

Ask a question

Tell a story

Tell them what to do

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Make them Laugh,

Make them think,

Make them stand up,

Make them Applaud,

Make them cry,

Do Something, but don’t just leave them

END OF THE DAY….END OF THE DAY….

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Using your arms in an animated way can bring energy, enthusiasm and a bit of fun to the proceedings

However, too much gesticulation can look a little bit needy of the audience's attention and there will be situations where this is the wrong tactic

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THANK YOU