Presentation Skills

54

description

basics of communication

Transcript of Presentation Skills

Page 1: Presentation Skills
Page 2: Presentation Skills

To introduce the students to the concept of designing and delivering presentation

Sharing tips for making and delivering effective presentations

Page 3: Presentation Skills
Page 4: Presentation Skills

Body Language 55%

Voice 38%

Content 7%

Elements of a Good Presentation

Page 5: Presentation Skills

Presentation Steps

Page 6: Presentation Skills

Preparation

Page 7: Presentation Skills

Practice

Practice, Practice & Practice in front of the mirror, family, faculty & Colleagues

Page 8: Presentation Skills

Practice

Page 9: Presentation Skills

Here is a certain structure to the opening of Presentation that you should observe:

Get people's attention Welcome them Introduce yourself State the purpose of your presentation State how you want to deal with questions

Page 10: Presentation Skills

•Make sure you are dressed and groomed appropriately and in keeping with the audience’s expectations.

•Practice your speech standing (or sitting, if applicable), paying close attention to your body language, even your posture, both of which will be assessed by the audience.

Appearance

Page 11: Presentation Skills

•Are the visual aids easy to read and easy to understand?

•Are they tied into the points you are trying to communicate?

•Can they be easily seen from all areas of the room?

Visual Aids

Page 12: Presentation Skills

If I could have everybody's attention.

If we can start.

Perhaps we should begin?

Let's get started.

Talk to the audience: Not screen, camera, notes or self

Page 13: Presentation Skills

Welcome to ……………….

Thank you for coming today.

Good morning, ladies and gentlemen.

On behalf of ………., I'd like to welcome you.

Page 14: Presentation Skills

My name is Anand Kumar. I'm responsible for travel arrangements.

For those of you who don't know me, my name is Aditi Sharma.

As you know, I'm in charge of public relations.

I'm the new Marketing Manager.

Page 15: Presentation Skills

Today I'd like to discuss our failures in the Japanese market and suggest a new approach.

This afternoon, I'd like to share my report on the study of the German market.

What I want to do this morning is to talk to you about our new mobile telephone system.

What I want to do is to tell you about our successes and failures in introducing new working patterns.

Page 16: Presentation Skills

If you have any questions, I'll be happy to answer them as we go along.

Feel free to ask any questions.

Perhaps we can leave any questions you have until the end.

There will be plenty of time for questions at the end.

Page 17: Presentation Skills

When we are giving a presentation, there are certain key words we use to ’signpost’ different stages in our presentation.

These words are not difficult to learn but it is absolutely essential that you memorize them and can use them when you are under pressure giving a presentation.

Page 18: Presentation Skills

When you want to make your next point, you ‘move on’. Moving on to the next point. I’d like to move on to the next point if there are no further

questions

When you want to change to a completely different topic, you ‘turn to’.

I’d like to turn to something completely different. Let’s turn now to our plans for next year.

EXAMPLES

Page 19: Presentation Skills

When you want to give more details about a topic you ‘expand’ or ‘elaborate’.

I’d like to expand more on this problem we have had in Delhi.

Would you like me to expand a little more on that or have you understood enough?

When you want to talk about something which is off the topic of your presentation, you ‘digress’.

I’d like to digress here for a moment and just say a word of thanks to Anand for organizing this meeting.

Digressing for a moment, I’d like to say a few words about our Common Wealth Games.

Page 20: Presentation Skills

To repeat the main points of what you have said, you ‘recap’.

I’d like to quickly recap the main points of my presentation.

Recapping quickly on what was said before lunch,……

For your final remarks, you ‘conclude’. I’d like to conclude by leaving you with this thought

…… If I may conclude by quoting Karl Marx …….

Page 21: Presentation Skills

When you want to refer back to an earlier point, you ‘go back’.

Going back to something I said earlier, the situation in Chicago is serious.

I’d like to go back to something Jenny said in her presentation.

To just give the outline of a point, you ’summarize’.

If I could just summarize a few points from John’s report.

I don’t have a lot of time left so I’m going to summarize the next few points.

Page 22: Presentation Skills

Use 1-2 slides per minute of your presentation.

Write in point form, not complete sentences.

Include 4-5 points per slide.

Avoid wordiness: use key words and phrases only.

Page 23: Presentation Skills

This page contains too many words for a presentation slide. It is not written in point form, making it difficult both for your audience to read and for you to present each point. Although there are exactly the same number of points on this slide as the previous slide, it looks much more complicated. In short, your audience will spend too much time trying to read this paragraph instead of listening to you.

Page 24: Presentation Skills

Show one point at a time:

• Will help audience concentrate on what you are saying

• Will prevent audience from reading ahead

• Will help you keep your presentation focused

Page 25: Presentation Skills

Do not use distracting animation

Do not go overboard with the animation

Be consistent with the animation that you use

Page 26: Presentation Skills

Use at least an 18-point font

Use different size fonts for main points and secondary pointsthis font is 26-point, the main point font is

28-point, and the title font is 36-point

Use a standard font like Times New Roman or Arial

Page 27: Presentation Skills

If you use a small font, your audience won’t be able to read what you have written

CAPITALIZE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ

Don’t use a complicated font

Page 28: Presentation Skills

Use a color of font that contrasts sharply with the backgroundEx: Blue font on white background

Use color to reinforce the logic of your structureEx: Light blue title and dark blue text

Use color to emphasize a pointBut use this occasionally only.

Page 29: Presentation Skills

Using a font color that does not contrast with the background color is hard to read.

Using color for decoration is distracting and annoying.

Using a different color for each point is unnecessaryUsing a different color for secondary points is also

unnecessary

Trying to be creative can also be bad

Page 30: Presentation Skills

Use backgrounds such as this one that are attractive but simple

Use backgrounds which are light

Use the same background consistently throughout your presentation

Page 31: Presentation Skills

Avoid backgrounds that are distracting or difficult to read from.

Always be consistent with the background that you use

Page 32: Presentation Skills

Proof your slides for:speling mistakesthe use of of repeated wordsgrammatical errors you might have make

If English is not your first language, please have someone else check your presentation!

Page 33: Presentation Skills

Use an effective and strong closingYour audience is likely to remember your

last words

Use a concluding slide to:Summarize the main points of your

presentationSuggest future avenues of research

Page 34: Presentation Skills

End your presentation with a simple question slide to:

Invite your audience to ask questions

Provide a visual aid during question period

Avoid ending a presentation abruptly

Page 35: Presentation Skills

1. Know your P.A.L. Purpose: Know what your purpose is in giving your

presentation. Is it to inform? To persuade? To entertain? Audience: Who is your audience? What age group are

they, where do they live, what attitudes do they have? Logistics: These are things that have to be organized.

You should know how much time you have to speak, what time of day it will be and how the room will be set up

Top 10 presentation techniques

Page 36: Presentation Skills

2. Pay attention to timingPlan, prepare and practice to fill 75 per cent of the

allotted time you're given to speak. If you end early, no one will mind, but ending late is poor planning. If you expect audience involvement, plan on speaking for 50 per cent of the time and using 25 per cent for audience participation.

3. Keep it relevantWhen preparing your speech, consider the ‘must

know’, ‘should know’ and ‘could know’. Limit your presentation material according to your allotted time and the audience’s interest.

Page 37: Presentation Skills

4. Push emotional buttonsInclude stories, anecdotes, analogies and metaphors

to reinforce the key points of your presentation. You’ll have more impact than by just using pure data.

5. Create user-friendly notes for yourselfAs Winston Churchill said when asked why he carried

notes but seldom used them, 'I carry fire insurance, but I don't expect my house to burn down.'

Use bullet points instead of sentences. Make the text easy to read.

Page 38: Presentation Skills

6. Practice out loud, and say it differently each timeAs management guru Peter Drucker says, 'Spontaneity

is an infinite number of rehearsed possibilities.' Follow the example of great sports people, and practice.

7. Channel your adrenaline into enthusiasmStage fright is a negative term for excitement. No football manager tells his team to be calm just before kick off. Instead, control the physical symptoms of stage fright by breathing deep. Being well prepared will also boost your confidence.

Page 39: Presentation Skills

8.Deliver with passion It's amazing how catchy enthusiasm is. If your voice is

expressive and your gestures animated, you will appear confident and passionate.

9. Think ahead about all the questions you might be asked The question-and-answer part of the presentation may be

more important than the actual presentation. Remember to paraphrase the questions before answering them and take into account the questioner’s reasons for asking. When answering, keep looking around the audience – others may have had the same question. Treat all questions and questioners with respect.

Page 40: Presentation Skills

10. Remember it’s about the audience

Avoid appearing too cocky or unprepared. As long as you stay focused on the audience, in preparation and delivery and during the Q&A session, you WILL BE successful.

Page 41: Presentation Skills

Presentation Mistake #1 - You Don't Know Your Topic!You memorized the content. Someone has a question. Panic

sets in. You never prepared for questions and all you know about this topic is what is written on the slides.

A better scenario:Know your material so well, that you could easily do the presentation without an electronic enhancement such as PowerPoint. Nothing will ruin your credibility as a presenter faster, than not knowing everything about your topic. Use key words and phrases and include only essential information to keep the audience focused and interested. Be prepared for questions and know the answers.

Page 42: Presentation Skills

The Slides Are NOT Your Presentation!An audience member says that she can't read the slides. You

graciously tell her you will be reading them and proceed to do so, while looking up at the screen. Each of your slides is filled with the text of your speech. Why do they need you?

A better scenario:Always remember that you are the presentation. The slide show should only be used as an accompaniment to your talk. Simplify the content, by using bullet points for key information. Keep the most important points near the top of the slide for easy reading in the back rows. Focus on a single topic area for this presentation and use no more than four bullets per slide. Speak to the audience, not to the screen.

Page 43: Presentation Skills

Too Much Information!

You know so much about the topic, that you jump from here to there and back again talking about everything there is to know about your brand new widget, and no one can follow the thread of the presentation.

A better scenario:Use the K.I.S.S. principle (Keep It Silly Simple) when designing a presentation. Stick to three, or at the most, four points about your topic and expound on them. The audience will be more likely to retain the information.

Page 44: Presentation Skills

Poorly Chosen Design Template or Design Theme!

You heard blue was a good color for a design template or design theme. You found a really cool template/theme on the internet, with a beach scene. Water is blue, right? Unfortunately, your presentation is about some Finance data. Is it right?

A better scenario:Choose a design that is appropriate for the audience. A clean, straightforward layout is best for business presentations. Young children respond to presentations that are full of colors and cartoons.

Page 45: Presentation Skills

Presentation Mistake #5

Electrifying Color Choices!

Audiences don't like unusual color combinations. Some are unsettling and red and green combos can't be differentiated by those with color blindness.

A better scenario:Good contrast with the background is essential to make your text easy to read. Dark text on a light background is best. Off white or light beige is easier on the eyes than the typical white. Dark backgrounds are very effective, if the text is light for easy reading. Patterned or textured backgrounds make text hard to read. Keep the color scheme consistent.

Page 46: Presentation Skills

Presentation Mistake #6

Poor Font Choices!

Small, script type fonts might look great when you are sitting 18 inches away from the monitor. However, you didn't consider the lady sitting 200 feet away from the screen who can't read them.

A better scenario:Stick to easy to read fonts such as Arial or Times New Roman. Avoid script type fonts which are hard to read on screen. Use no more than two different fonts – one for headings, another for content and no less than a 30 pt font so that people at the back of the room can read them easily.

Page 47: Presentation Skills

Presentation Mistake #7

Extraneous Photos and Graphs!

You figured no one will notice your deep research on the topic unless you add lots of photos and complicated looking graphs.

A better scenario:“Time is Money” is really true in today's world. No one wants to waste their time sitting through a presentation with no substance. Use photos, charts and diagrams only to emphasize key points of your presentation. They add a nice break to the material, and when used correctly, can only enhance your oral presentation. Illustrate, don't decorate.

Page 48: Presentation Skills

Presentation Mistake #8W-A-Y Too Many Slides!

Your vacation cruise was so fantastic that you took 500 photos, and put them all in a digital photo album to impress your friends. After the first 100 slides, snores were heard in the room.

A better scenario:Ensure your audience stays focused by keeping the number of slides to a minimum. 10 to 12 is plenty. Some concessions can be made for a photo album, since most pictures will be on screen for only a short time. Be kind though. Think how much you enjoy everyone else’s vacation pictures!

Page 49: Presentation Skills

Presentation Mistake #9

Different Animations on Every Slide!

You found all the really cool animations and sounds and used 85% of them in your presentation, to impress everyone with your flair. Except -- the audience doesn’t know where to look, and have totally lost the message of your presentation.

A better scenario:Animations and sounds, used well, can heighten interest, but don't distract the audience with too much of a good thing. Design your presentation with the "less is more” philosophy. Don't let your audience suffer from animation overload.

Page 50: Presentation Skills

Presentation Mistake #10Hardware Malfunctions - Always Have a Plan B!

The audience is settled. You are all set to start your presentation and - guess what? The projector doesn't work. You didn’t bother to check it out earlier.

A better scenario:Check all the equipment and rehearse your presentation, using this projector long before your time to present. Unexpected things happen. Be prepared for any disaster. Your Plan B should be that the show must go on, no matter what. Know your topic so well that you can make your presentation "off the cuff" if need be, and the audience will leave feeling that they got what they came for.

Page 51: Presentation Skills

TO CONCLUDE—FOLLOW THE PRESENTATION CHECKLIST!!!

Talk loudly & clearBe in FormalsKeep an eye contact with all Face your audienceChange the strength, speed & color of your voiceUse short & simple sentencesUse breaksDo not use street language or abbreviationsDon’t show fear & be relaxedAsk questionsRepeat what they sayNever show your back to the audience

Page 52: Presentation Skills

Adjust the presentation to the audienceKeep it short & simpleBe EnthusiasticDo not talk over wideGive the presentation a visual aspectWrite responses on white board or flip chartUse detailed picturesPresent the facts colorfulDo not learn the speech from word to wordKeep track of the timeGive a strong conclusion at the end

TO CONCLUDE—FOLLOW THE PRESENTATION CHECKLIST!!!

Page 53: Presentation Skills

Time for questions???

Page 54: Presentation Skills

ALL THE BEST!!! As the saying goes, don't try to get rid of the butterflies - just get them flying in formation.