Presentation Skills - WordPress.com · Learning Objectives 1 Introduction –What & Why 2 Engaging...

Presentation Skills

Course Objectives

1 Introduction – What & Why

2 Engaging Audience

3 Structuring Powerful Presentations

4 Dealing with Challenges

5 Delivering Effective Presentations

Learning Objectives


2 Engaging Audience




Introduction – What & Why

While hard work & good ideas are essential to success, ability to express those ideas and get others to join you is just as important

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As you grow in your career, there will be times when you will need to face an audience





If this thought makes you nervous, you are not alone. Many speakers lack the skills & confidence to make effective presentations





If this thought makes you nervous, you are not alone. Many speakers lack the skills & confidence to make effective presentations

But the Good News is - Skills required to give a good presentation can be developed

Let’s unlock the door to Presentation Skills…Here is the Key!



A lot of times it happens that we know the topic and the ideas are written down, but the presentation still does not go well




Why???




Why???

Was it the way you delivered the presentation?




Why???


Was it because the audience didn’t seem interested?




Why???


Was it because the audience didn’t seem interested?

“I always think a great speaker convinces us not by force of reasoning but because he is visibly

enjoying the beliefs he wants us to accept.” W.B. Yeats



What is a Presentation?




Presentation is the practice of showing and explaining content of a topic to an audience or learner. In the business world, there are sales presentations, informational & motivational presentations, interviews, briefings, status reports, image-building, and training sessions



What is an effective Presentation?






An effective Presentation is the positive experience that you create for the audience






An effective Presentation is the positive experience that you create for the audience

“They may forget what you said, but they will never forget how you made them feel.”

Carl W. Buechner




• ••


To Inform To Persuade To Build Goodwill

Why do we need Presentations?



© ManagementStudyGuide.com. All rights reserved.

Based on the purpose of the presentation, each presentation type requires a specific technique to ensure they are understood & remembered by the audience

<<

Sales /Persuasive

Sales /Persuasive

• Purpose - To convince the audience

• Seize attention in the beginning

• Create a desire• Tell them how they can

save time, make money, or reduce effort

• Provide logic, facts, & emotion to sway them to your proposal

• Close with a call to action by asking for an order

InformativeInformative

• Purpose - To inform good / bad news & ensure there are no / reduced concerns

• Keep them Brief and to the point

• Stick to the facts• Avoid complicated

information • Largely used to inform

stakeholders, community, and / or employees

Training / Instructional

Training / Instructional

• Purpose - To train / instruct employees on a new skill

• Give specific directions • Cover the “how to” steps

& list benefits they will gain by learning the new skill like working faster, reducing stress and effort, etc.

• Have them practice the skill

• Provide the opportunity to ask questions

Arousing / Decision Making

Arousing / Decision Making

• Purpose - To make people think about a problem / situation & make a decision

• Share the need to solve • Gain attention with a story

that illustrates the problem• Present suggestions &

arguments• Call the audience to help

solve the problem• Tell them what to do & how

to do it

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While Presentations could be simple or complex, few slides or multiple slides, all presentations have three core ingredients:

• ••

Content Audience Self



•

Content

Content• Make it simple, clear, & relevant• Match with audience’s expectations• Balance learning with entertainment• Be realistic about what you can present •

in limited time

Content



•

Audience

Audience


Audience• Focus on the needs of the audience• Make their needs & desires the

prominent part of your content• Understand how your audience

feels• Consider factors like age,

education, attitude, background, experience while preparing for the presentation



•

Self

Self• Employ your personal advantage• As the speaker, you are the centre of the

presentation - Look and sound comfortable and appear honest and believable

• Build your presentation around your own personality and style

• “Be yourself” is the secret to success

Self




RECAP

• Presentation Skills are very important as a person grows in his career.

• There could be various types of Presentations depending on the purpose of the presentation.

• The four different types of Presentation are:o Sales / Persuasiveo Informativeo Training / Instructionalo Arousing / Decision Making

• The three core ingredients of any presentation are: o Content o Audienceo Self


Learning Objectives


2 Engaging Audience





Engaging Audience

Joe is a Manager in the Information Technology [IT] Department of his organization. He is an expert in his field. He is asked by his supervisor to give a presentation on the new IT Process which is soon to be implemented. He is told since the participants can not take much time off work, he needs to finish his presentation in 2 hours max. He conducts the presentation on the scheduled day. He explained the new IT Process with technical diagrams and detailed process maps. However, due to lack of time, he could not take questions. He also found few participants yawning but that didn’t concern him as they were only 2-3 of them. He is very happy with the way he conducted the session. Post the session, he reviews the feedback forms and is surprised that on a scale of 1 to 10, 10 being the highest, he has got a 5 on his session.

He asks himself WHY?© ManagementStudyGuide.com. All rights reserved.Please visit https://grandemareopenseatoknowledge.wordpress.com/

Engaging Audience

Let’s get answers to Joe’s WHY as we understand more about the importance

& need for Knowing Your Audience before presenting


Engaging Audience

Always Remember the Golden Rule:

Presentations are about their audiences, not their speakers.

Before you commit anything to a Power Point slide, You must….

Give some thought to your listeners


Engaging Audience

Know Your Audience


Engaging Audience


Know Your Audience

Audience Analysis Benefits

• What are their names, designation, backgrounds, reasons for attending, etc…?

• What does the audience already know and needs to know?

• What are their needs & expectations from the presentation?

• What are their fears, hot buttons, and attitudes?

• What are their questions likely to be?

Helps building Rapport

Helps arrange points Logically & Sequentially

Helps preparing for the Questions

Helps defining Learning Objectives

Helps in handling Challenges


Engaging Audience

Know Your Audience

Audience Analysis Benefits

• Would they have taken their meal?

• What is the size of the audience?

• Is it the first presentation for the audience?

Helps identifying if they have energy to Hear Complex Ideas

Helps deciding whether the audience needs an Introduction to Presentation as mode of training delivery

Larger audiences demand more energy from the speaker. Helps Speaker Prepare for it accordingly


Engaging Audience

The worst audience [from the speaker’s point of view] is a tired audience.

That audience needs President Reagan’s rule for after-dinner speeches:

12 minutes, a few jokes, and sit down before the audience stands up

Tip

Know Your Audience


Engaging Audience

Engage Your Audience


Engaging Audience

"There is something in the air today." With those words, Steve Jobs opened Macworld


This opening statement shall sure engage any audience as it is:Short, Clear, andGenerates Curiosity

A Successful Presentation is all about Engaging Your Audience.


Engaging Audience

Consider this scenario:“First slide, please.” The hall lights dimmed, the audience hushed, and the speaker launched into his paper – the culmination of 15 years of painstaking research. Flitting from point to point, he realized that he was running out of time and read the paper even faster. He didn’t have much time to dwell on his complicated slides. By the end of the talk he was going so fast that there wasn’t time to reverse the seven slides that were projected backwards. Finally, the speaker closed the talk. The lights came on. Two thirds of the audience had let under the cover of darkness; the other third was asleep.


Let’s answer few questions…


Engaging Audience

• Did the opening of the presentation [“First slide please”] generate curiosity?

• Was the speaker well versed with his subject?

• Did the speaker try and explain his slides?

• Did the speaker tell a story / share an experience?

• Were the participants happy at the end?

NO

NO

NO… Infact , most of them were sleeping

YES

NO


So… how do we Engage Our Audience?


Engaging Audience



Engaging Audience


“Make sure you have finished speaking before your audience has

finished listening.” Dorothy Sarnoff

Tip


Engaging Audience

Dazzle Your Audience


Engaging Audience

* Inputs from: Deliver a Presentation like Steve Jobs - By Carmine Gallo on January 25, 2008


Steve Jobs was considered as the world's greatest corporate storyteller. He treated every presentation like a theatrical event, complete with a compelling narrative, supporting cast and stunning backdrops

Here is how he dazzled his audience… all the time!


Engaging Audience



1. Set the theme

"There is something in the air today." With those words, Jobs opened Macworld. By doing so he:

• Set the theme for his presentation and generated curiosity

• Hinted at the key product announcement- the ultrathin MacBook Air laptop.

Remember:Once you identify your theme, make sure you deliver it several times throughout your presentation.

2. Demonstrate Enthusiasm

When demonstrating a new location feature for the iPhone, Jobs said, "It works pretty doggone well.“ Your audience wants to be wowed, not put to sleep. Therefore:

• Inject your own personality into it.• Use words like "extraordinary,"

"amazing," and "cool."

Remember:If you are not enthusiastic about your own products or services, how do you expect your audience to be?


Engaging Audience



3. Provide an Outline

Jobs outlined the presentation by saying, "There are four things I want to talk about today. So let's get started…"

Jobs followed his outline by verbally opening and closing each of the four sections and making clear transitions in between.

Remember:Make lists and provide your audience with guideposts along the way.

4. Make Numbers Meaningful

When Jobs announced that Apple had sold 4 million iPhones to date, he didn't simply leave the number out of context. Instead, he put it in perspective by adding, "That's 20,000 iPhones every day, on average." Jobs went on to say, "What does that mean to the overall market?" Jobs gave details to demonstrate just how impressive the number actually is.

Remember:• Numbers don't mean much unless they

are placed in context. • Connect the dots for your listeners.


Engaging Audience



5. Try for an unforgettable moment

In 2008 Macworld keynote, it was the announcement of MacBook Air. To demonstrate just how thin it is, Jobs said it would fit in an envelope. He drew cheers by opening a manila interoffice envelope and holding the laptop for everyone to see. His presentations built up to one big scene.

Remember:• This is the moment in your presentation

that everyone will be talking about.• Identify your one memorable moment

ahead of time and build up to it.

6. Create Visual Slides

There is very little text on a Steve Jobs slide. Most of the slides simply show one image. For example, his phrase "The first thing I want to talk to you about today…" was accompanied by a slide with the numeral 1. Sometimes, there were no images at all on the slide but a sentence that Jobs had delivered such as "There is something in the air."

Remember:There is a trend in public speaking to paint a picture for audiences by creating more visual graphics.


Engaging Audience



7. Give ‘em a Show

A Jobs presentation has ebbs and flows, themes and transitions. Since he gave his audience a show instead of simply delivering information, Jobs included video clips, demonstrations, and guests he shares the stage with.

Remember:

Enhance your presentations by incorporating multimedia, product demonstrations, or giving others the chance to say a few words.

8. Don't sweat the small stuff

Jobs was about to show some photographs from a live Web site, and the screen went black while Jobs waited for the image to appear. It never did. Jobs smiled and said, "Well, I guess Flickr isn't serving up the photos today." He then recapped the new features he had just introduced. That's it. It was no big deal.

Remember:

Don't sweat minor mishaps. Have fun. Few will remember a glitch unless you call attention to it.


Engaging Audience



9. Sell the Benefits

When introducing iTunes movie rentals, Jobs said, "We think there is a better way to deliver movie content. We've never offered a rental model in music because people want to own their music. You listen to your favorite song thousands of times in your life. But most of us watch movies once. And renting it is less expensive, doesn't take up space on our hard drive…“

Remember:Clearly state the benefit of every service, feature, or product. Don’t make your listeners guess.

10. Rehearse, rehearse, rehearse

Jobs rehearsed the entire presentation aloud for many hours. Nothing was taken for granted. His words were often perfectly synchronized with the images and text on the slides. When Jobs was showing examples of the films that are available on the new iTunes movie rental service, one poster of a particular film appeared at the exact moment he began to talk about it.

Remember:A Steve Jobs presentation looks effortless because it was well-rehearsed.


Engaging Audience

Now let’s get back to the Joe’s Presentation Failure

scenario & figure out what went wrong…


Engaging Audience

Joe is a Manager in the Information Technology [IT] Department of his organization. He is an expert in his field. He is asked by his supervisor to give a presentation on the new IT Process which is soon to be implemented. He is told since the participants can not take much time off work, he needs to finish his presentation in 2 hours max. He conducts the presentation on the scheduled day. He explained the new IT Process with technical diagrams and detailed process maps. However, due to lack of time, he could not take questions. He also found few participants yawning but that didn’t concern him as they were only 2-3 of them. He is very happy with the way he conducted the session. Post the session, he reviews the feedback forms and is surprised that on a scale of 1 to 10, 10 being the highest, he has got a 5 on his session.

He asks himself WHY?© ManagementStudyGuide.com. All rights reserved.Please visit https://grandemareopenseatoknowledge.wordpress.com/

Engaging Audience

Joe did not analyse his audience. [Know Your Audience]

He was a subject matter expert but failed to convert his knowledge into simple information for his non technical participants. [Know Your Audience]

He had not planned his presentation, hence failed to finish it in time. [Know Your Audience]

Subsequently, he could not take any questions. [Engage Your Audience]

He failed to dazzle his audience as they scored him very low on his presentation. [Dazzle Your Audience]

His participants were yawning but he chose to ignore and not act on this cue. [Engage Your Audience]


Engaging Audience

RECAP

• Audience is an important component of any presentation

• You must Know Your Audience, Engage Your Audience & Dazzle Your Audience

• Know Your Audience includes:o Age, sex, experience, educational

backgroundo Attitudes, hot buttonso Expectations from the presentation

• Engage Your Audience includes:o Making it interactiveo Using visual aidso Providing opportunity for asking

questions• Dazzle Your Audience includes:

o Creating a positive and unforgettable moment in your presentation


Learning Objectives


2 Engaging Audience





Structuring Powerful Presentations

Effective Presentations do not just happen…

they are structured & planned for

The Presenter must structure powerful presentations so as to

'WOW' his / her audience



5

4

3

2

1

Step 1. Preparation



• Understand the importance of preparation before presentation

• Understand the objective of the presentation

• Analyze & understand the audience

• Understand time constraints & schedule presentation

• Prepare for Content [what is the presentation about], Purpose [why is the

presentation required] and Place [where will the presentation take place]

Step 1. Preparation



5

4

3

2

1

Step 1. Preparation

Step 2. Design



• Use an effective title

• Craft the storyline & build a presentation story board

• Write the introduction & plan the ending

• Use visual aids & animations

• Add Interim summaries / recaps

• Present one idea per slide

• Do not crowd slides with text

• Font size of text should be legible from the back row

• Avoid overuse of red, shadows, animation, & transitions

Step 2. Design



5

4

3

2

Step 1. Preparation

Step 2. Design

Step 3. Delivery



• Deal with nervousness & pressure

• Present yourself professionally

• Use different presentation styles considering the audience

• Use appropriate body language

• Handle questions with confidence

• Modulate your voice when required,

to create impact

• Repeat your main idea

• Summarize important points

• Suggest action - what to do and when, where, and how to do it

Step 3. Delivery



5

4

3

Step 1. Preparation

Step 2. Design

Step 3. Delivery

Step 4. Persuasion



• Understand the role of persuasion

• Adopt various techniques of

persuasion – getting buy in by quoting

examples, stating facts

• Bring logic while presenting

• Do not get into argument

• Do not apologize for being firm if

required

• Be assertive not aggressive

• Carry a smile

Step 4. Persuasion



5

4

Step 5. Logistics

Step 1. Preparation

Step 2. Design

Step 3. Delivery

Step 4. Persuasion



• Equipment needs

• Contingency planning in case of failure

of equipment

• Audio Visual connections

• Air conditioning temperature

• Lighting – not to dark & not too over lit

• Handouts printed and ready to be distributed

• ‘Do Not Disturb’ sign placed at the door

• Name and time of the presentation

mentioned outside the room to avoid confusion.

Step 5. Logistics



RECAP

• Presentations need to be structured logically & sequentially for greater impact.

• Presentations should be structured as below:o Preparationo Designo Deliveryo Persuasiono Logistics

• All the stages of creating any presentation are equally important.

• The Structure of Presentation links back to the three core ingredients of any presentationo Contento Audienceo Self


Learning Objectives


2 Engaging Audience





Dealing with Challenges

For some people, the thought of giving a presentation is

more frightening than falling off a cliff, financial difficulties,

snakes and even death



1. Stage Fright: It is the fear of going on stage in

front of an audience.

Remember:

• Stage Fright is normal, be open about it

• Audiences are forgiving

2. Handling Questions: It is the fear of answering questions as they may be unknown, unpredictable, and might not have an answer always.

Remember:

• You are not supposed to know everything

• Sometime questions lead to answers

Why this Fear?


Practice your presentation, do pilot tests in front of a mirror or friends. There is no substitute for practice

Greet students as they enter. Shake hands, welcome them to the lecture & talk to them. Use audiovisual aids for a visual impact. Avoid eating a big meal before the lecture

Relax, breathe deeply, visualize yourself successfully. Have a glass of water available during the lecture

Check the equipment and the room in advance. Arrive early to ensure everything is ready. Check lighting & temperature controls. Decide where the lecture notes will be placed when they are not being held


Research your audience, get them to participate, establish a rapport by using names & eye contact. Never let them out of your sight

Dress comfortably & appropriately. Use your own style. Do not imitate anyone. Reach on time

Rehearse

How to overcome Stage Fright?


Anticipate lines of questioning & keep answers ready. However, do not rank questions


Do not get confused or panic. Clarify question. In case you do not have an answer, defer to experts

Listen to the whole question. Keep answers brief. Be honest. Avoid negative words. Remain neutral and attentive

Look at the questioner. Pause before you respond. Address the questioner, then move your eyes to others. Do not get defensive

Always practise your response for the anticipated questions

How to handle Questions?



“Better to keep your mouth shut and appear ignorant than open it and

remove all doubt.” Mark Twain

Tip



RECAP

• Stage Fright & Handling Questions are two reasons why people hesitate to present.

• Practice is the key to both overcoming Stage Fright & Handling Questions.

• Knowing Your Audience and building a rapport with them by getting them to participate also helps in overcoming stage fright.

• Remember – Audiences are forgiving and everyone has a stage fright. The key is to stay calm, and be in control of the situation.


Learning Objectives


2 Engaging Audience





Delivering Effective Presentations

John, a conscientious, informed planner, always gets his reports in before they’re due. His presentations sound like commodities futures reports, and his audience looks half asleep.

Frank, also a planner, hands in reports at the last minute, and they’re not always complete. But when he speaks, people listen. He sounds as though he knows what he’s talking about.

Clearly, Frank has an edge when it comes to plum assignments and even promotion. His advantage is the ability to make highly effective presentations to public officials, citizens, peers, and businesses. However, he didn’t necessarily start out that way.

Let’s understand what makes a Presentation – Effective!



Body LanguageCreating the ‘WOW’ factor

Introduction

Open the lecture with a good introduction designed to capture the interest and attention of the participants

Communicate

Communicate on a personal level. The presenter should attempt to relate to the students

Kinesics

Maintain eye contact with the audience. It provides feedback on how well participants understand the content. Gesture with hands and arms project a feeling of energy and excitement

Energy

Exhibit enthusiasm about the topic. Smile and move around the room.

Voice Projection

Project the voice so that those in the back of the room can hear clearly. Use a microphone if necessary, with a long cord that will permit movement around the room



Body LanguageCreating the ‘WOW’ factor

Word Choice

Avoid the use of slang or jargons, phrases or gestures that may become distracting. Avoid the use of fillers [e.g., “um,” “er,” “you know”]

Engage

Ask a number of questions & encourage students to ask questions. Provide positive feedback when students ask questions, answer questions or make commentsBuild Rapport

Use students’ names as often as possible. Display a positive use of humour

Transitions

Highlight transitions by including a overview of next topic, an interim summary before a new topic, an activity [case study or problem-solving activity]

Evaluate

Evaluate your performance as a presenter. Seek feedback



Feedback from Participants

Ask participants to complete the feedback form post the session

Self Evaluation

Record yourself and analyze your performance

Feedback from Observer

Have an observer sit through your session and rate your performance as presenter

Evaluation Techniques



Role of Text, Visual, & Vocal

Professor Albert Mehrabian did a lot of research into how we take in information during a presentation. He concluded that 55% of the information we take in is visual and only 7% is text




Make the Presentation Memorable

• Use visuals [pictures, graphs, tables, props] whenever you can

• Create an unforgettable moment

Inputs from: Study at the Wharton Research Centre




Make the Presentation Fruitful

• Your Presentation could expect roughly to double the chance of achieving your objectives by using visual aids

Inputs from: Decker Communications



Basic Rules: DON’TS

Lean on or grip the podium

Rock or sway in place

Stand immobile

Use a single gesture repeatedly

Examine or bite your fingernails

Cross your arms in front of your chest

Chew gum or eat candy

Click or tap your pen, pencil or pointer

Lean into the microphone

Shuffle your notes unnecessarily

Tighten your tie or play with your clothing



Basic Rules: DON’TS

Crack your knuckles

Jangle change / key in your pocket

Read Slides

Use Small Text

Use very bright colors

Use lot of text

Use Complex diagrams / charts

Turn your back to audience

Go back in slides for repeating

Turn off the lights any longer than

necessary



Basic Rules: DO’S

Articulate yourself for greater impact

Pronounce words correctly

Vocalize your pauses

Use correct grammar

Use appropriate rate of speech – neither

too fast nor too slow

Volume – Speak at a neutral volume

Pitch or tone – Use a pitch that is soothing

to the ears

Emphasize on the key message repetitively

in your presentation



Structure Practice Body Language

Anticipate Confidence Communication

Key Components of Effective Delivery



RECAP

• Have a logical order: Introduction, Middle, Main Points, & Conclusion

• Have handouts that audience can take afterwards

• Keep slides clean & simple

• Build a rapport with your audience

• It’s normal to be nervous

• Practise in front of a mirror or a friend

• Speak clearly, concisely, & confidently

• Smile, make eye contact, stand up straight, and move around – do not hide behind a podium


Summary

Don’t just talk infront of the audience, talk to them

Your primary duty is to understand what your audience needs to know and prepare the message and supporting materials in a way that delivers your message clearly and powerfully.


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