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Importance of Presentation & Communication skills

Tess Field HR Director, Microsoft

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Overview• The value of great presentation and

communication

• Presentation

• Communication skills

• Presenting power

• Questions

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Think

• Last person to impress you

• Someone who has impacted your thinking

• Great speakers or personalities

• Someone who you aspire to be like

• Your own prejudices

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Presentation

• Professional success is related to the ability to present ideas

• Public speaking is a cornerstone of business communication

• You are the most important visual

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The ABCs of Effectively Presenting Yourself

• A relates to Authenticity: – The truth of who I am flows through me as I speak

• B relates to Believability: – What is coming out of my mouth matches what is going on

in my head

• C relates to Clarity: – I know where I’m going, where I want to go, and how to go

there

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Communication skills • Verbal• Listening • Feedback • Written• Presentation• Appearance

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Presentation Power

Public speaking is a cornerstone of business communication

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Perfecting a Presentation• Not about making great speeches but about achieving

desired results • Answering the questions:

– What do I want to happen?– How do I want the audience to feel?– What will “success” be?– What do I communicate in an authentic manner?

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Steps for Preparing a Presentation

• Step 1: Establish objectives

• Step 2: Get organized

• Step 3: Draft and revise

• Step 4: Format and layout

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Step 1: Establish Objectives

• What story do you have to tell?• Ask WHY something happened, not WHAT happened• Objectives

– Clarify expectations– Provides focus– Evaluate success– Inspire to action

• Match your message to the audiences needs

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Step 2: Get Organized

Mental preparation: – What do you want and need to say?– Mapping– Affinity charting

How to express your message:– Structure: opening/ body/ closing

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Step 2: Get Organized Mentally: Mapping

• Identify your subject (or target)• Dump all your ideas quickly• Separate ideas into groups• Add/remove as necessary• Choose sequence• Identify “path”

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Mind Mapping Example

Presentation Skills

Graphic Design

PowerPoint Slides

Color Choice

Facilitation Questions

Handling Problem

Audio Visuals

AnxietyTips

EstablishObjectives

Audience

PresentationTechniques

Use of Voice

OrganizationTechniques

Outlines Mapping

Drafting

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4

5

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1a

2a2b2c

3a

3b

3c

4a

5a

6a

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Step 2: Get Organized: Structure

Tell them what you are going to tell them

Tell themTell them what you

Have told them

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Step 2: Get Organized :Opening Effectively• Breaks pre-occupation

• Sets the tone

• Sets expectations

• Creates rapport

• Provides reason for listening

• Describes why they are here

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Step 2: Get Organized : Opening• Grab their attention

– Your name– News– A story– Visual or picture– A request

Prepare your opening last & write it out!

• Introduction– Warm greeting– Ask a question– Make a promise– Say your name– Give your credentials

Tell them what you are going to tell them

Tell themTell them what you

Have told them

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Step 2: Get Organized : Body• Explain = how and why• Streamline material: must know, should know, nice to

know• Writing to sound natural

Tell them what you are going to tell them

Tell themTell them what you

Have told them

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Step 2: Get Organized : Closing• Summarize key points & main idea

• Match your conclusion to your mission

• Ties everything together

• A strong ending

Tell them what you are going to tell them

Tell themTell them what you

Have told them

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Step 3: Draft and Revise

• Read it out loud

• Keep the language simple

• Avoid long sentences

• Use an active voice

• Vary the pace

• People centered not media centered

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Step 4: Format and Layout

• Put your title to work so it’s memorable!• 6 X 6 rule: Six bullets of six words each

per slide• Use simple font / one key point per slide• Use color sparingly – 3 or 4 is enough,

ensure they work when projected• Use templates if possible

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International Presenting• Learn as much as you can about the relevant culture

– Pay particular attention to their business and presentation protocols and norms

– Pay attention to arrangement details – power requirements, equipment, etc. may be different

• Make sure all parties understand goals and agenda• Stress clarity and simplicity in all aspects • Remember the importance of non-verbal communication• Be respectful and on your best behavior at all times

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How to Present Successfully• Visualizing success• Awareness of your personal style• Self awareness of reaction to the audience• Understanding and applying the “A, B, Cs” of presenting• Effective presenting skills:

– Voice– Confidence– Credibility– Interaction

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Not what you say but how you say it– Short crisp phrases with pauses– Pitch down on endings– Energy: show you care

• A learned skill: practice• Communication and credibility

– 38% vocal qualities – 55% facial expressions, gestures, and movements– 7% spoken word

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And how you present yourself

• You are the most important visual– Dress right, feel right– Free your hands

• Video tape yourself if possible, it is the best practice

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Voice• Key elements

– Articulation– Pace – Pitch/Volume – Tone

• Vocal variety • Don’t be afraid to pause

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Confidence• Eye Contact

– Speak into their eyes– Look at a variety of people– Maintain contact for a min. of 3 to 5 seconds

• Stand steady, use pauses• Drop pitch• Use “You, we, us, our”• Authentic• Avoid passive voice

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Gestures

• Stress, demonstrate or compliment

• Create a picture

• Practice in advance

• Gesture fit the space – elbow or shoulder

• Often described as “holding a globe”

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Credibility• Answering questions adds credibility to

your topic• Anticipate most difficult questions • Prepare answers • Listen and repeat the question • Don’t guess: don’t lie

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Professional success is related to the ability to present ideas

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Questions

Thank you