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Tips for presentations
- 2. “The mind is a wonderful thing……… It starts working the moment you are born, and never stops ………. Until you get up to speak in public!!” Presentation Skills
- 3. Presentation: Definition Something presented : as a : a symbol or image that represents something b : something offered or given c: an immediate object of perception, cognition, or memory
- 4. What is Communication? Nonverbal Communication -body language -eye contact
- 5. Importance of Communication Class Presentations Field Research Business Communications Public Speaking
- 6. Fear of Public Speaking Population No.1 fear=Public Speaking Fear No.2=Death Stage fright -In spotlight -unprepared -inexperienced
- 8. Effective Communication Preparation research -non-research format -speak on what you know -Notes- outline main points -note cards vs. full sized paper
- 9. Use Cards - tie/number Use headings/subheadings Bullet points Colour code/shorthand Underline/indent Write out first/last sentence in full Memorise introduction Rehearse Use large visible printing Making Notes
- 10. Sample Speech Outline I. Introduction Thesis II. Body support arguments III. Conclusion review
- 11. Effective Communication Practice - practice makes perfect - revision - get time right
- 12. Thorough preparationThorough preparation Plenty of practicePlenty of practice Preparation & Practice
- 13. Effective Communication Presence -nervousness- fright is common -Body language -voice tone -gestures -eye contact -positive attitude
- 14. Confident ?Confident ? Warmth ?Warmth ? Stance ?Stance ? Mannerisms ?Mannerisms ? Eye contact ?Eye contact ? Appearance
- 16. VolumeVolume PitchPitch SpeedSpeed MumblingMumbling Voice dropVoice drop Too highToo high Too lowToo low MonotonousMonotonous HesitancyHesitancy GabblingGabbling Voice
- 17. Voice Control Pause and pace use pause to add emphasis and drama pace should be slower than normal, but vary according to mood Emphasis say adjectives as they sound Volume louder than normal larger audiences, more modulation required Voice
- 18. Movement - why does it improve the effectiveness of your delivery? Relaxes the speaker and the audience Gains attention Involves the audience Improves emphasis and eye contact Movement
- 19. Movement - it is crucial to your delivery that you choreograph it as every part of the room has a different relationship with the speaker - examples….. Start your presentation close to the audience 1st slide/ overhead - stand still Move to the screen to emphasise side/ overhead Change energy level to match/ control mood Controlled movement stop talking - stop eye contact start talking/ start eye contact Movement
- 20. Gestures - why use them? Emphasise a point Involve the audience Visual expression Animation Demonstrates comfort How much to use? depends on the audience size and makeup A little for conservative audiences A lot for large, dynamic audiences Gestures
- 21. Eye contact - communicates the following Honesty Trust Confidence Individualism Interest Sincerity Credibility Direct relationship Eye Contact
- 22. EYE CONTACT STRATEGIES Less than the other = Humility Same as the other = We are the same Constructive = Builds relationship (same then increasing) More than the other = Dominate other/ strength of conviction Eye Contact
- 23. Eye Contact - Directing It Decision maker receives most eye contact - 60% share the remainder equally Key influencer share the majority of eye contact By role allocate by job function/ status Everyone is equal proportion eye contact equally Eye Contact
- 24. Things You Shouldn’t Do Read directly from notes Read directly from screen Turn back on audience Slouch, hands in pockets No um, ah, you know’s No nervous gestures Talk too fast, Talk too quietly
- 25. Things You Should Do Eye contact Can glance at notes Appropriate gestures Rhetorical questions to involve audience
- 26. Dry mouth: bite side of the tongue, sip water Too much saliva: breath through mouth Tight throat: yawn with your mouth closed Short of breath: apply pressure on lower abdomen Butterflies: tense & relax muscles of abdomen Drying Up: look at your note, repeat what you have just said Gestures Practice Controlling Nerves
- 27. Ten Successful Tips Control the “Butterflies” Know the room- become familiar with the place of presentation Know the audience- greet or chat with the audience before hand. It’s easier to speak to friends than to strangers Know your material-increased nervousness is due to un- preparedness
- 28. Control the “Butterflies” Relaxation- relax entire body by stretching and breathing so as to ease the tension Visualize giving your speech- Visualize yourself giving your speech from start to finish. By visualizing yourself successful, you will be successful
- 29. Control the “Butterflies” People want you to succeed-the audience is there to see you succeed not to fail Don’t apologize-by mentioning your nervousness or apologizing, you’ll only be calling the audience’s attention to mistakes
- 30. Control the “Butterflies” Concentrate on your message-not the medium. Focus on the message you are trying to convey and not on your anxieties Turn nervousness into positive energy-nervousness increases adrenaline, transform it into vitality and enthusiasm
- 31. Control the “Butterflies” Gain experience-experience builds confidence, which is key to effective public speaking
- 32. “The key to effective presentations is to manage the relationship between yourself and the audience so that a good rapport is developed with them” Presentation Skills
- 33. Short sharp paragraphsShort sharp paragraphs Simple wordsSimple words Repeat key phrases for effectRepeat key phrases for effect Repeat key phrases for effectRepeat key phrases for effect Avoid catch phrasesAvoid catch phrases HumourHumour Anecdotes: real-life examplesAnecdotes: real-life examples Rhetorical questions: don’tRhetorical questions: don’t require answersrequire answers Presentation Skills
- 34. YOU Do not use the media to hide you The audience came to see you The media should enhance the presentation, not BE the presentation If all you are going to do is read from the slides or overheads, then just send them the slides Remember, only you can prevent “Death by PowerPoint”
- 35. Questions?? 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
- 36. Questioning - Effectively Used Achieves.. Engages audience attention Establishes better 2 way communication Obtains required information Checks for understanding Checks for agreement How to Prepare Questions …… Prepare key questions ahead of time Plan the timing of questions Be alert to situations that require unplanned questions ? Use of Questions
- 37. ASK QUESTIONSASK QUESTIONS Open ended - to find outOpen ended - to find out informationinformation Closed - to gain commitmentClosed - to gain commitment Redirected - to involve groupRedirected - to involve group Rhetorical - to control groupRhetorical - to control group Leading - to give alternativeLeading - to give alternative choicechoice Initiate A Discussion
- 38. Switch off the overhead or light projector Turn flipcharts to a blank page Erase any unwanted writing from the blackboard or whiteboard Show any objects referred to and then cover them up Tips For Enhancing Discussion
- 39. Four Types: Dr Quiet Dr Disagreeable Dr Side Conversation Dr Talkative Participants
- 40. Side ConversationsSide Conversations Quiet/ShyQuiet/Shy TalkativeTalkative DisagreeableDisagreeable WHY?WHY? Keep Control - Tactics
- 41. SIDE CONVERSATIONSIDE CONVERSATION Ask to “share” their idea Restate a point & ask for their opinion Check if there is a problem “Should we include your point in the discussion?” BE DIPLOMATIC & ASSERTIVEBE DIPLOMATIC & ASSERTIVE Keep Control - Tactics
- 42. QUIET/SHY PARTICIPANTQUIET/SHY PARTICIPANT Simple questions Eye contact Recognise & encourage any contributions Ask a question & invite everyone's opinion in turn Keep Control - Tactics
- 43. TALKATIVETALKATIVE Remind everyone of time limits Summarise point & ask for comments from group Address questions to other participants Refocus on objectives/agenda Keep Control - Tactics
- 44. DISAGREEABLE Paraphrase comments, and recap their position in objective terms Find merit in one of their remarks Respond to their comment, not the attack Throw their opinion out to the group Answer their questions simply and factually Keep Control - Tactics
- 45. Scientific Presentations: Do’s and Don’ts
- 46. Scientific Presentation 1) Prepare your material carefully and logically. Tell a story. The story should have four parts: (a) Introduction (b) Method (c) Results (d) Conclusion/Summary. "Tell'em what you are going to tell'em. Tell'em. Then tell'em what you told'em."
- 47. Scientific Presentation 2) Practice your talk 3) Don't put in too much material 4) Avoid equations 5) Have only a few conclusion points
- 48. Scientific Presentation 6) Talk to the audience not to the screen 7) Avoid making distracting sounds like “ uuuhhh” and “mmm” 8) Polish your graphics 9) Use humor if possible, but don’t go overboard 10) Check your viewgraphs before you give the talk 11) Switch off your cell phones if possible.
- 49. Scientific Presentation 12) Be personable in taking questions. First, repeat the question. If you don't know the answer then say "I don't know, I will have to look into that." If the questioner disagrees with you and it looks like there will be an argument then defuse the situation. Never insult the questioner ( S/he may have contacts you don’t know about! 13) Thank you Slide
- 50. Size of roomSize of room Tables andTables and chairschairs SocketsSockets LightsLights EquipmentEquipment Display tableDisplay table EntranceEntrance Check :Check : Presentation Checklist
- 51. 30 minutes before30 minutes before Arrange table & chairsArrange table & chairs Set up equipmentSet up equipment CateringCatering DisplayDisplay Start PromptlyStart Promptly Finish on TimeFinish on Time Presentation Day & Practice
- 53. Handouts Passing out Handouts: Can pass it out during presentation If flow interrupted, pass out before start If more than one, can give out “package” Avoid passing around objects (“I will walk around with it”)
- 54. Summary: Dos and Don’ts of Presentation Don’t gesticulate wildly Do speak distinctly Do vary your speed and pitch Do look at your audience Don’t use jargon, slang and superfluous words Do pause after important points Do watch the time Do speak with conviction and enthusiasm Do be natural and sincere Do try to simile Don’t use jokes unless they are really funny and relevant
- 55. Know your audience Know the occasion Know your speaking environment Pin down your topic Brain storm Research Prepare a rough draft of your presentation Transfer your presentation to mental/ written notes Practice ...To overcome nervousness! Summary
- 56. Now is the time to deliver your whole presentation to the group using all of the delivery techniques we have discussed.
- 57. Practice takes you from this..
- 58. To this….
Notas do Editor
- ## * * 07/16/96 “You may be disappointed to learn that there is no magic formula or clever tricks to make someone a great presenter. There is no such thing as a born brain surgeon any more than a born presenter, but I can provide some guidelines. A newspaper survey revealed Death to be number seven in a list of fears people have in their mind, whereas Public Speaking was number one! “So why are we more frightened about Public Speaking than Death?! Well, we are in good company. A certain amount of fear is actually necessary as it produces adrenaline which enhances your presentation. What are we frightened about? (Ask group and list on a flip chart) Possible answers could be: Fear that you will make a fool of yourself, and the only way to overcome that fear is to prepare and practice as this removes fear of the unknown.
- ## * * 07/16/96 It is important to have some kind of written prompt. Notes jog the memory and help maintain a flow of ideas. They also help control and structure the presentation enabling a logical and coherent flow while keeping to the time plan. It is often useful to learn the first and last paragraph in full. The rest of the notes should be written in the form of headings and subheadings on cards, on one side only and numbered. Highlighting or underlining your notes may help remind you of important points.
- ## * * 07/16/96 A quote from Mark Twain: “It usually takes no more than three weeks to prepare a good impromptu speech” We will look in detail at what you need to do to prepare thoroughly. You then need to practice out loud until you’re sick of it, and you’re then ready to make a great presentation! Remember - you know your subject, your audience will be glad it’s not them presenting and they are unlikely to heckle or walk out and it will end!
- ## * * 07/16/96 Even if you don’t feel confident, you will want to control your nerves, take some deep breaths and have a glass of water at hand. Don’t forget to smile, however nervous you feel - it will help you relax and appear to have warmth. Check your posture - stand straight, feet slightly apart, with your cards in your hands. You can sit down if it is an informal presentation, but you lose control. Check your bad habits - playing with your hair, or for men playing with money in your pockets. The rules for eye contact are to look at your audience extensively, glance around at the beginning and end of sentences and look at faces, not bodies. Don’t fix on the friendly face or ignore the scowling or disinterested one.
- ## * * 07/16/96 Dress: Appearance can have a big impact on the way people respond to you. Remember the following - consider the audience, a business suit is generally acceptable but may be too formal for some audiences, personal grooming conveys respect for oneself and the audience, dress for comfort, check yourself in a mirror prior to going into the presentation. Posture: You need to be aware of the meanings of posture when presenting - Nervousness/Restlessness - pacing about, Formality - standing behind a lectern or desk, Informality - sitting in a chair or perched on a desk, Confidence - standing up straight, feet slightly apart Facial Expression: Facial expression can give an inaccurate message and therefore needs to be carefully managed. The emotions that are easily distinguishable are happiness, surprise, fear, sadness, anger, disgust/contempt and interest. Try to develop your facial expressions to help you convey emotion and attitude in your presentation.
- ## * * 07/16/96 By varying your voice it is possible to stimulate and increase the attention of the audience. The way in which the voice is used can completely change the meaning of a phrase or sentence. Th voice can effectively be controlled and used in the following ways: Volume, Pitch and Speed.
- ## * * 07/16/96 Voice: By varying the voice it is possible to stimulate and increase the attention of the audience. The way in which the voice is used can completely change the meaning of a phrase or sentence. The voice can effectively be controlled and used in the following ways - pitch, tone, intonation, speed, pause, volume and accent.
- ## * * 07/16/96 Many speakers when they start out tend to be static, delivering their presentation from behind a lectern. Often, nervous speakers move about too much to use up their nervous energy. The appropriate type and amount of movement conveys confidence to the audience. In addition it involves the audience in the presentation and gains attention.
- ## * * 07/16/96 Movement can control the mood of the audience. If you want to energise the audience you can use faster paced, bolder and more dynamic movements. To make a serious point, you can remain relatively still and simply use eye contact with each member of the audience to emphasise your point. Try and match your movements to the energy level and mood of the audience.
- ## * * 07/16/96 Gesture: These can be used in three ways; to support verbal communication, to contradict verbal communication, to be independent of verbal communication. Gestures to avoid are; hands in pockets, tapping, waving a pointer or ruler, toying with an item, fiddling with clothing or loose change.
- ## * * 07/16/96 Eye Contact: The rules are as follows; look at your audience extensively at the start, glance around at the beginning and end of sentences, look at peoples faces not bodies, don’t fix on just one person, don’t miss anyone out.
- ## * * 07/16/96 The amount of eye contact you employ sends different signals to the audience. Avoiding eye contact with an individual can suggest humility or even a lack of confidence. Too much eye contact with an individual can suggest domination or even aggression.
- ## * * 07/16/96 The tendency can be for a nervous speaker to avoid eye contact with a decision maker through feeling intimidated by their perceived importance. However, the individual you should be most keen to influence in a presentation is the decision maker. Consequently this person should receive most eye contact. In this way they will feel that the presentation is particularly directed towards them and they should involved and important. The bullet points above describe how you should allocate eye contact depending on the nature of the audience. The general rule is that the key influencers/ decision makers should receive most eye contact. If everyone in the audience is of equal status/influence, then eye contact should be proportioned equally.
- ## * * 07/16/96 Even the most experienced presenter can feel nervous - in fact a degree of nervous energy will allow you to give your best performance. However it is desirable to control some of the signs of nervousness. The following actions may help you: Dry Mouth - Biting the sides of the tongues gently causes saliva to flow. Have a glass of water. Too Much Saliva - Put the tip of your tongues on the hard ridge behind the top teeth and breath through the mouth. This dries the saliva without drying the mouth. Tight Throat - Learn to yawn with your mouth closed. Short of Breath - Put your arm across the lower part of your abdomen applying a little pressure. Breathe out and then in again slowly. Butterflies - Tense the muscles of the abdomen, relax and repeat. Facial Tension - Smile! Drying Up - Look at your notes and collect your thoughts. Repeat what you’ve just said to give you time. the most common time to dry up is when you get to complex names or facts - make notes!
- ## * * 07/16/96 This is a summary slide that describes the key to effective presentations.
- ## * * 07/16/96 Use short, sharp sentences and simple words. (Write these words on a flip chart: facilitate, demonstrate and duplicate - ask group what words can be used instead) Use humour carefully. Not everyone may appreciate your jokes The same goes for cliches and catch phrases. The audience may not understand them. The audience will relate more readily to your key/learning points if you can illustrate them with examples from real life, e.g. anecdotes. Rhetorical questions are those that you ask but don’t require an answer. They are used to gain the attention of an audience. Remember the power of silence, and pause occasionally.
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- ## * * 07/16/96 Presentations are more effective if they feature interaction with the audience. The use of questions is the best way to gain input and involvement with individuals in the audience. This can also be a very useful means to gain valuable information from the audience. The key element is to prepare questions in advance: - what information to gather? - who to ask to gain the information? - how are they likely to respond? - how will you react to the anticipated responses?
- ## * * 07/16/96 Show this slide and get the group to give examples of each type of question and note them on the flip chart. Encourage participants to note examples on page 34 of their manuals. Examples : Open: How often do you see these doctors? How would you go about identifying his needs? Given the same situation, how would you have done differently? Closed: Will you consider using that approach? Redirected: An interesting point, what are your views? Rhetorical: I agree, you must feel that way as well. Leading: This presents us with a choice, which would you prefer?
- ## * * 07/16/96 The tips in the bullet points will help to maintain the attention and focus of the audience. It is important to ensure that the audience aren’t distracted from your key communication points. For this reason it is best not to hand out objects for people to inspect or read. While they are inspecting the object, they aren’t listening to your presentation.
- ## * * 07/16/96 These four role-play briefs can be used during presentations given by delegates during the presentation skills course. It is suggested that these are included no earlier than day 2 once delegates feel more confident about presenting. You may decide to divide the group (depending on it’s size) and put just one or two roles in each group. You may allocate one or two roles to several presentations to the whole group. Your decision should be based on how each delegate has performed and how much time you can dedicate to this exercise. Number 1: Dr. Quiet During the presentation, you should say nothing at all. Look interested, but if the presenter tries to gain eye contact, look away. Do not answer any questions that may be directed at the group as a whole. If you are asked any questions directly, give very short, if possible, one word answers. Do not make any comment on the presentation or challenge what is being said. Number 2: Dr. Disagreeable The individual you are role-playing is someone who thinks that what is being said is incorrect or is not understood or is generally disinterested. You need to decide which you will choose. You should interrupt the presenter (not too much), challenge what is being said and suggest that your point of view is more valid. Do not over play as this will disrupt the group, keep it realistic. If the presenter handles the situation well, reduce or stop your interruptions.
- ## * * 07/16/96 Show this slide and introduce a syndicate session. Divide the group into 4 teams (if possible) and get each to address why audience members may act in these ways at a meeting. Also get them to think how they would deal with each type and consider the consequences of those actions. Give 30 minutes for this and use the following 4 slides to confirm each groups findings. There is space in the participant workbook to make notes on pages 35 & 36
- ## * * 07/16/96 Explain each point on the slide after the group have given their feedback.
- ## * * 07/16/96 Repeat as for previous slide.
- ## * * 07/16/96 As previous slide.
- ## * * 07/16/96 As previous slide.
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- ## * * 07/16/96 Always try to visit the room where you are making the presentation in advance and check the size, seating and room layout,sockets, equipment, and ensure that you rearrange the room if you feel people may be unable to see/hear/participate. Think about a strategic place to put a display table, and it’s often an idea to present near the entrance to stop people slipping out! If you are responsible for refreshments, make sure you always confirm the caterer, or if buying food, allow plenty of time to do so. When do you eat - before or after the presentation?
- ## * * 07/16/96 We have prepared thoroughly, and now it’s the big day! Make sure you start on time and remember it is unacceptable to overrun. So that’s preparation - the other part is practice! Practice 1: Each delegate should now prepare a 5 minute presentation to be given to the group. They may choose their own topic. Feedback forms are available on pages 41 - 43 these may be photocopied.) By picking a topic where you may feel emotional, we usually see your natural presentation style. Let’s feedback on our natural presentation style before we look at how to refine it. Practice 2: Trainer should now focus on job specific context training at sales team meeting. Delegates will be required to use presentation skills learned to train his/ her team of Sales Representatives on specific performance deficiency.
- ## * * 07/16/96 Before showing this slide, split delegates into 4 groups, and ask them to refer to page __ of the workbook and do the workshop on the Dos, and Don’ts of presentation.
- ## * * 07/16/96 This is a summary slide that incorporates the key ingredients of an effective presentation.