Planning Your Presentation
Transcript of Planning Your Presentation
Planning your Planning your Presentation Presentation
Powerful Presentation skills Powerful Presentation skills
Contents• Background for Presentation• Planning your Presentation - Overview• Characteristics of Powerful Presenters• Focusing on Audiences• Creating Openers and Transitions• Developing Presentation Structure and
Close
Background for Presentation
• What is the topic of your presentation? • What are the date and time of the
presentation? • How long is the presentation going to
be? • Where is the presentation to be made? • Who is the point of contact?
Planning your Planning your Presentation - OverviewPresentation - Overview
Eight steps for Planning your Presentation
1. Develop Objectives2. Know your audience 3. State the main ideas4. Decide on supporting materials5. Create an Opener6. Develop a transition7. Structure the main body 8. Prepare the close
Step7: Structure the main body
• Use one or more of the following approaches to sequence the main body:– Chronological Order – Priority – Spatial Arrangement – Topical Approach (Least, More & Most
important) – Problem/Solution
Characteristics of Characteristics of Powerful PresentersPowerful Presenters
Characteristics of Powerful Presenters
• Principles of Powerful Presentations
• Becoming a Powerful Presenter• Developing Your Objectives
Principles of Powerful Presentations
• People are overwhelmed with Information• People have short attention and retention spans• Skillful presentation is not same as public speaking
– Presenting is audience-oriented, while public speaking is speaker-oriented.
– Presenting focuses on value, While public speaking focuses on entertainment.
• The purpose of every presentation is to persuade• The audience's perception is more important than the
presenter's perception• Every presentation must be attention-getting,
meaningful, memorable, and activating
Becoming a Powerful Presenter
Nine characteristics:• Enthusiasm • Organization• Audience focus rather than presenter focus• Flexibility
– Lot of questions from audience– Logistics failure
• Appropriate body language (, eye contact)
Becoming a Powerful Presenter
• Sense of Humor• Appropriate vocabulary• Varied voice tone
– change the ‘Pace’ to emphasize key points– change the ‘Pitch’ to create the interest– change the ‘Volume of Voice’ to emphasize contrast– ‘Pause’ to provide a sense of anticipation
• Focus on purpose
Developing Your Objectives
• Determine your presentation objectives – Inform?– Gather ideas and explore them?– Make recommendations?– Evaluate, interpret, or clarify?– Set the stage for further action?– Arouse interest?– Instruct?– Sell?
Developing Your Objectives
• It should be possible to state the objectives in clearly – By the conclusion of this presentation, you will
______– My objective is to ______– I want to talk about _____ so that _____
• Objectives should be attainable and measurable– Attainable and measurable objectives can keep
your presentation focus on the topic
Focusing on Focusing on AudiencesAudiences
Focusing on Audiences• Knowing Your Audience• Stating the Main Ideas• Deciding on Supporting Materials
Knowing Your Audience• Ways to gather information about the audience
– Request a list of attendees and their titles– Send out a questionnaire or use a focus group– Talk to the attendees before your presentation– Interview other who have spoken to the
audience– Study background information on the
organization, such as an annual report, publicity material, organizational charts, and position descriptions.
Knowing Your Audience• Depending on audience, one has to
prepare presentation. For example:– Keep the information fairly general, if
the group is mixed in age, gender and position
– Adress and disarm it early, if an audience may be anxious about particular factors
– Increase enjoyment or humor level as much as you can, if an audience may harbor ill will towards you
Stating the Main Ideas• Initially, two questions to be
answered by Presenter:1. What ideas will best lead to my
objectives?2. What ideas do I want my audience
to remember the most?
Stating the Main Ideas• Main ideas should:
– State conclusions– Accomplish specific objectives– Be interesting– Be few in number
Stating the Main Ideas - Example
• Example showing three techniques applied for a presentation:
– You will present to the executives from regional offices in your company on sexual harassment. You want the audience to understand what sexual harassment is, why your company will not tolerate it, abd what should be done in case of a sexual harassment incident. Your challenge id to persuade your audience to take sexual harassment seriously. The executives will be expected to implement sexual harassment policy in their own offices. Three techniques for stating main ideas.
Example – Outline technique
I. Sexual harassmentA. What sexual harassment isB. Why the company will not tolerate itC. What should be done in case of
sexual harassment incidentII. Implement a sexual harassmentIII. ……..
Example – 5 Ws & 1 H technique
• Who: Executives from regional offices
• What: Sexual harassment• Why: Company will not tolerate
sexual harassment • How: Implement a sexual
harassment policy• Where: In each regional office
Example – Brainstorming
technique• Sexual Harassment
Awareness Procedures Intervention Policy implementation
Deciding on Supporting Materials
• Sources of information– Inside the organization
• Product descriptions, statistic, newsletters, and annual reports
– Outside the organization• Trade journals, newspapers, books and database
services outside the organization– Personal
• Own ideas, insights, examples, and personal anecdotes or stories that may support your main ideas
Deciding on Supporting Materials
• Types of supporting materials– Examples– Comparison– Quotation– Findings– Statistics– Graphics – audiovisual Media– Experts' Testimony
Creating Openers and Creating Openers and TransitionsTransitions
Creating Openers and Transitions
• Creating openers• Developing transitions
Creating openers• Opener should can contain:
– Attention-getting segments• Quotation or a statistic
– Key points on the topic• Key points that highlight your topic and the most
important ideas that are addressed in the presentation– Benefits to the audience
• Outline benefits to the audience– Appropriate words and gestures
• Make sure your gestures suit what your are saying
Creating openers• Seven types of openers:
– Quotations– Rhetorical question– Declarative statement– Real-world situation– Current events– Scenarios– Anecdotes
Creating openers• Do not start presentation with a joke • Avoid remarks about gender, race, religion,
politics, mothers-in-law and so on• Avoid 5 Deadly sins of openers
– Apologies– Long or slow-moving statements– Obvious observations– Trite questions– Stories not related to your topic
Developing transitions• Transition provides a natural flow between
the key points of your presentation, while maintaining audience's interests
• Good transitions should be:– Short– Attention-getting– Use statistics– Appropriate humor or shock statement– Right Pauses, Hand and body movements, and
voice modulations
Developing Developing Presentation Structure Presentation Structure
and Closeand Close
Developing Presentation Structure and Close
• Structuring the Main Body• Preparing Strong Closing
Statements• Developing Stimulating Closings
Structuring the main body
• Use one or more of the following approaches to sequence the main body:– Chronological Order – Priority – Spatial Arrangement – Topical Approach (Least, More & Most important) – Problem/Solution
Structuring the main body
• Main ideas should be supported using Combination of:– Examples– Quotations– Statistics– Stories– Definitions– comparisons– contrasts
Preparing Strong Closing Statements
• A powerful presentation should achieve following three objectives:
1. Provide a summary of the main ideas2. Review the purpose of your entire
presentation3. Appeal directly for the audience's action
Preparing Strong Closing Statements
• Key ingredients of a closing for presentation:
– Bridging of the key points (Let me summarize... or As a wrap-up...)
– Restatement of the key points– Summary of main ideas (so that audience
are convinced to take action)– Appropriate benefit statement– Brief and memorable statement
Developing Stimulating Closings
• Types of closings:– A return to the opening theme– A future challenge– A call for action– A reference to what follows the
presentation– Different types of openers
Developing Stimulating Closings
• Five deadly sins of closings to avoid:– Changing your delivery style– Admitting you have forgotten a point– Stopping without summarizing the key
points– Apologizing– Rambling
Thank youThank you