Effective Presentation Techniques

Angela Clark

University of South Alabama

University of South Alabama - CIS 250 2

Planning Your Presentation

First things to consider Purpose Audience Situation

University of South Alabama - CIS 250 3

Purpose of Your Presentation

Informative presentation Persuasive presentation Training presentation

University of South Alabama - CIS 250 4

Needs of Your Audience

What knowledge or understanding do you want the audience to walk away with?

What are the demographics of the audience? Knowing your target audience will help

ensure the info you provide will be useful, interesting, and relevant

University of South Alabama - CIS 250 5

Setting and Location of the Presentation Dictates the level of formality Seating arrangement, size and shape of the

room, size of the audience Also affects the medium you use and the size

of your visuals required

University of South Alabama - CIS 250 6

Developing Your Presentation

1. Identify main points or main ideas that are most relevant

2. Brainstorm and capture ideas, concepts, and information to be presented

3. Group ideas into natural associations; give each category a name or title

4. Organize groups in order of how they should be presented from most important to least important

University of South Alabama - CIS 250 7

Parts of the Presentation

1. Introduction

2. Body

3. Conclusion

University of South Alabama - CIS 250 8

The Introduction

Enables you to capture the audience’s attention

Sets the tone for the rest of the presentation Allows you to create a positive relationship

with the audience and provides listeners with an overview or preview

University of South Alabama - CIS 250 9

The Introduction (cont)

Introduce yourself Briefly list any relevant credentials to

establish credibility Give general overview of presentation to

prepare audience for what will follow Tell audience how information presented will

benefit them

University of South Alabama - CIS 250 10

Capture the Audience’s Attention Anecdotal stories or personal experiences Surprising facts or questions about the topic Quotations, familiar phrases, or definitions

University of South Alabama - CIS 250 11

The Body

Contains the message you are trying to deliver

Should be well-organized and follow a logical manner

Keep information simple and relevant Use specific examples, data, supportable

facts, and expert opinions to substantiate main points of your presentation

Provide a smooth transition from one point to the next

University of South Alabama - CIS 250 12

The Conclusion

Most powerful part of the presentation Allows you to reemphasize main points Gives audience a final impression Have a clear, obvious transition so audience

realizes you are about to conclude Include any recommended actions or

reinforce beliefs presented Tie back to real benefits to audience

University of South Alabama - CIS 250 13

Preparing Visuals

Used to help audience comprehend and retain ideas presented

Especially useful explaining difficult concepts, displaying data, or illustrating steps in a process

Useful for highlighting organization of presentation, to preview and review main points or differentiate from main points and sub-points

Visuals lend credibility

University of South Alabama - CIS 250 14

Preparing Visuals (cont)

Help to stimulate and maintain attention; help to vary pace of presentation

Provides a focal point for speaker and assists in keeping on track

University of South Alabama - CIS 250 15

Types of Visuals

Tables – useful when displaying systematic information in categories

Graphs – used to show relationships between two variables, comparing quantities and changes over time, or indicating patterns or trends

Pie charts – show percentages or proportions of parts that make up a whole

Organizational charts – display a hierarchical structure

University of South Alabama - CIS 250 16

Visuals (cont)

Flowcharts – useful for describing steps in a procedure or stages in a decision-making process

Illustrations or diagrams – show how parts of an item or process are related to each other

University of South Alabama - CIS 250 17

Pointers Regarding Visuals

Limit amount of text and numerical data Use descriptive titles and headings Use labels and legends to describe what is

being illustrated Limit number of comparisons being made Use color, shading, and emphases sparingly Use consistent size and color Illustrations should supplement main points

University of South Alabama - CIS 250 18

Additional Pointers Regarding Visuals Take into account audience’s knowledge and

experience Assess the situation, location, and equipment

available Abide by copyright laws and avoid plagiarism

University of South Alabama - CIS 250 19

Types of Delivery Methods

Written or memorized Extemporaneous Impromptu

University of South Alabama - CIS 250 20

Written or Memorized Presentations

Effective if you are unfamiliar with the material or if it is a highly complex topic

Useful if addressing a large or formal audience, have a strict time limit, or if you are inexperienced in public speaking

Can be difficult to alter presentation in response to changes and does not allow for natural delivery

University of South Alabama - CIS 250 21

Extemporaneous Presentations

Ideal if you are familiar with the topic, in an informal setting, and have a flexible time limit

Allows greater flexibility for audience participation and questions

Enables more natural delivery and presentation can be adapted as needed

University of South Alabama - CIS 250 22

Impromptu Presentations

Most flexible, but can be more difficult Involves speaking without notes, outline, or

memorized text Should be very familiar with topic and

audience and be presenting to a small group

University of South Alabama - CIS 250 23

Addressing Questions

Be sure to allocate time to address any questions

Listen carefully to the question and repeat it to be sure the audience heard it

Keep answers brief If you can’t answer it, admit it, and move on

to the next question Questions should be welcomed – shows the

audience had an interest in what you said

University of South Alabama - CIS 250 24

Preparation

Key to a relaxed and effective presentation Begin with a script Observe other presenters Think positively Allow for plenty of time before the

presentation begins Inspire enthusiasm Practice speaking with the audience – not at

them

University of South Alabama - CIS 250 25

Addressing Your Audience

Focus on the listener Look at audience and smile Don’t read!!! Use proper grammar and pronunciation;

avoid filler words Establish eye contact Pause for emphasis Breathe!

University of South Alabama - CIS 250 26

Vocal Security

Speak naturally, confidently, and inspirationally

Deliver message at about 80% of pace of normal speaking

Vary rate, pitch, and tone to avoid monotone Repeat yourself with different words and

phrases for emphasis Use good posture to improve voice quality Breathe deeply to speak properly

University of South Alabama - CIS 250 27

Non-verbal Communication

Most of human communication is non-verbal Body language

Makes the message more meaningful and memorable

Punctuates the presentation Relieves nervous tension

Be sure to look professional and polished

University of South Alabama - CIS 250 28

Five Elements of Body Language

1. Posture – exudes confidence, enthusiasm, and control; do not lean on the podium

2. Gestures - May be descriptive, emphatic, suggestive, prompting

3. Body movement – attracts audience’s attention, reinforces message, burns up nervous energy

4. Facial expressions – reflect attitude, feelings, and emotions

5. Eye contact – second most powerful tool; signals sincerity and allows you to monitor visual feedback

University of South Alabama - CIS 250 29

Use of Humor

Universally appreciated, but timing is crucial Best time is at beginning or end to relax

audience or raise spirits Never use put-downs Avoid politically-incorrect topics

University of South Alabama - CIS 250 30

Visual Objects

Introduce at a key time Use only to reinforce your message Don’t allow them to distract from the

presentation

University of South Alabama - CIS 250 31

Problems with Using PowerPoint It is the presenter’s job to change the audience It is the message that’s important, not the Slide

Show The Slide Show may divert the audience’s

attention away from the speaker Visual learners do not learn from reading words

on a screen, but instead from pictures Audience must absorb from multiple senses –

inefficient PPT may become a crutch

University of South Alabama - CIS 250 32

PowerPoint Pointers

Slides should ONLY be a visual aid Keep the presentation simple and moving; use

animation and transitions to keep attention Choose visuals after you develop your speech Limit amount of text on the screen; be brief Presenter should be the focus; visuals should

reinforce what the presenter says Visuals must aid in clarity of the presentation

University of South Alabama - CIS 250 33

Questions