1.
Effective Presentations <ul><li>by </li></ul><ul><li>Chathuni B. Jayasinghe </li></ul><ul><li>Department of HRM </li></ul><ul><li>Faculty of Commerce & Management Studies </li></ul><ul><li>University of Kelaniya. </li></ul>

2.
Why Give a Presentation? <ul><li>To Persuade </li></ul><ul><li>To Sell an idea or product </li></ul><ul><li>To Inform </li></ul><ul><li>To Impress </li></ul>

3.
Presentation Planning <ul><li>What is the objective of the presentation </li></ul><ul><li>Who is the audience </li></ul><ul><li>How large is the audience </li></ul><ul><li>Where is presentation to be given </li></ul><ul><li>What resources are available </li></ul><ul><li>How much time do you have </li></ul>

4.
Organization <ul><li>Carefully outline your presentation before getting into construction details </li></ul><ul><li>Do not wait for preparation till the last moment </li></ul><ul><li>Careful use of humor </li></ul><ul><li>Organize presentation with: </li></ul><ul><ul><li>introduction </li></ul></ul><ul><ul><li>body </li></ul></ul><ul><ul><li>conclusion </li></ul></ul>

5.
Opening <ul><li>Approaching the stage </li></ul><ul><li>Using prime time </li></ul><ul><li>Greeting </li></ul><ul><li>Introduction </li></ul><ul><li>Avoid weak openings </li></ul><ul><li>State the objective </li></ul><ul><li>Preview session outline </li></ul>

6.
Delivery <ul><li>APPEARANCE </li></ul><ul><li>PHYSICAL Appearance </li></ul><ul><li>Dress neatly and tidily - first impressions are important. </li></ul><ul><li>Carry yourself in a confident and professional manner. </li></ul>

7.
Delivery cont…. <ul><li>Eye Contact </li></ul><ul><li>Keep eye contact with the class. This will: </li></ul><ul><li>keep them alert. </li></ul><ul><li>make them feel that they are being directly spoken to. </li></ul><ul><li>make them feel part of the class. </li></ul><ul><li>give them confidence in you as the instructor/presenter. </li></ul><ul><li>Monitor the class' reactions to what you are saying so that you can adjust your talk accordingly. </li></ul>

8.
Delivery cont…. <ul><li>Do not: </li></ul><ul><li>stare (intimidate). </li></ul><ul><li>move your eyes from side to side (distraction). </li></ul><ul><li>look out the window or at the clock (indicates boredom). </li></ul><ul><li>look only at the training aids or chalk board (this can be perceived as impolite). </li></ul><ul><li>look at your feet or at the ceiling (indication of nervousness or timidity). </li></ul>

9.
Delivery cont…. <ul><li>Body Movements </li></ul><ul><li>Be natural - don't move around too much or too little. </li></ul><ul><ul><li>move forward for emphasis (e.g. when standing at a podium). </li></ul></ul><ul><ul><li>relax when talking from behind a desk -this creates some intimacy with a group. </li></ul></ul><ul><ul><li>slowly and on occasion move from side to side to engage all parts of the class. </li></ul></ul>

10.
Delivery cont…. <ul><li>Gestures </li></ul><ul><li>use meaningful and appropriate gestures to make a point. </li></ul><ul><li>Do not, or at least avoid: </li></ul><ul><ul><li>play with keys or coins in your pocket. </li></ul></ul><ul><ul><li>use your hands too much, touching your nose or ears and excessive coughing. </li></ul></ul><ul><ul><li>use a pointer, pen, pencil or chalk to point at an individual may be perceived as offensive. </li></ul></ul>

11.
Delivery cont…. <ul><li>Voice </li></ul><ul><li>VOICE Volume </li></ul><ul><li>Speak loudly enough to be heard. </li></ul><ul><li>VOICE Pitch </li></ul><ul><li>Use effectively to convey meaning. </li></ul><ul><li>VOICE Rate </li></ul><ul><li>Speak more quickly to convey enthusiasm. </li></ul><ul><li>Speak more slowly to emphasize key points or issues. </li></ul>

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Delivery cont…. <ul><li>Voice cont … </li></ul><ul><li>Do not : </li></ul><ul><li>speak so quickly that no one can understand. </li></ul><ul><li>speak so quickly that materials are glossed over rather than well explained so that they are understood. </li></ul><ul><li>speak so slowly that people become bored or drowsy. </li></ul>

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Delivery cont…. <ul><li>Articulation </li></ul><ul><li>Speak clearly, pronouncing words carefully -don't mumble. Control your lips, teeth and tongue to assist you. </li></ul><ul><li>Language </li></ul><ul><li>Avoid &quot; expressions (e.g.&quot;O.K.&quot;,&quot;Like&quot;, &quot;You know&quot;). </li></ul><ul><li>Do not use profanity. </li></ul><ul><li>Humor </li></ul><ul><li>Use humor but only appropriately . </li></ul>

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Presentations…. <ul><li>Who is the best?? Men or women??? </li></ul><ul><li>If you were to meet Ranil Wickramasinghe </li></ul><ul><li>Girls and boys should get married before 25…. </li></ul><ul><li>You are the opponent candidate for Mervin Silva </li></ul><ul><li>Bachelor degree without assignments </li></ul>

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Looking Good <ul><li>Smile </li></ul><ul><li>Attire </li></ul><ul><li>Not distracting </li></ul><ul><li>Comfortable </li></ul><ul><li>A good file </li></ul>

19.
Dealing with questions <ul><li>Answer briefly and move on </li></ul><ul><li>Answer partially </li></ul><ul><li>Refer them to a source </li></ul><ul><li>See them at a break </li></ul><ul><li>Turn it back to the questioner </li></ul><ul><li>Find the answer and get back to the questioner </li></ul><ul><li>Simply say “I don’t know.” </li></ul>

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Ending <ul><li>Summerize </li></ul><ul><li>Have to end on time </li></ul><ul><li>Say something that they have to think about </li></ul>

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Types of Visual Aids <ul><li>Chalkboards </li></ul><ul><li>Overhead transparencies </li></ul><ul><li>Posters and flip charts </li></ul><ul><li>35 mm slides </li></ul><ul><li>Paper handouts </li></ul><ul><li>Physical models </li></ul><ul><li>Videotape, film </li></ul><ul><li>Computer projection </li></ul>ISSUES: Cost Lead Time Flexibility Visibility Attractiveness

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Group Presentations <ul><li>Introduction </li></ul><ul><li>Body </li></ul><ul><li>Conclusion </li></ul><ul><li>Coordination </li></ul>

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Why Use Visual Aids <ul><li>People are 43% more likely to be persuaded </li></ul><ul><li>Makes your ideas easier to understand </li></ul><ul><li>People will remember – 85% of everything we learn comes from information taken in visually </li></ul><ul><li>One picture is worth 8 minutes of talking </li></ul><ul><li>They are your notes! </li></ul>

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VA Guidelines <ul><li>Ensure all can see </li></ul><ul><li>Speak to the audience </li></ul><ul><li>Make them Big and Simple </li></ul><ul><li>Make C o l or f u l and eye catching </li></ul>

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The outline <ul><li>1 st or 2 nd slide should have an outline </li></ul><ul><li>Follow outline for your presentation </li></ul><ul><li>Place main points on outline slide </li></ul>

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Slide layout <ul><li>Use point form, not complete sentences </li></ul><ul><li>Maximum of six points per slide </li></ul><ul><li>Avoid wordiness: key words only </li></ul>

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Slide layout <ul><li>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. </li></ul>

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Slide layout <ul><li>Showing one point at a time will: </li></ul><ul><ul><li>focus attention on one point </li></ul></ul><ul><ul><li>prevent reading ahead </li></ul></ul><ul><ul><li>help keep your presentation focused </li></ul></ul>

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Slide layout <ul><li>Do not use distracting animation </li></ul><ul><li>Do not go overboard with the animation </li></ul><ul><li>Use consistent animation </li></ul>

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Slide layout <ul><li>Slide transitions should not be distracting </li></ul><ul><li>Be consistent with transitions – never Random </li></ul><ul><li>Worst effects – ‘Checkerboard or Comb’ </li></ul>

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Effective PowerPoint presentations <ul><li>Excited </li></ul>By Animations, sound and Clip art In PowerPoint? You Are ?

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Fonts – good <ul><li>Use different size to show hierarchy </li></ul><ul><ul><li>the Title font is 36-point </li></ul></ul><ul><ul><li>the main point font is 28-point </li></ul></ul><ul><ul><li>this font is 24-point </li></ul></ul><ul><li>Use a standard font like Arial </li></ul><ul><ul><li>Use at least an 18-point font and Bold </li></ul></ul>

33.
Fonts - bad <ul><li>If you use a small font, your audience won’t be able to read what you have written </li></ul><ul><li>CAPITALISE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ AND LOOKS LIKE YOU ARE SHOUTING. </li></ul><ul><li>Don’t use a complicated font in your presentation </li></ul>

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Spacing - bad <ul><li>If you have a set of points </li></ul><ul><li>space them out on the slide </li></ul><ul><li>rather than in one corner </li></ul>

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Spacing - good <ul><li>If you have a set of points </li></ul><ul><li>space them out on the slide </li></ul><ul><li>rather than in one corner </li></ul>

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Colour - good <ul><li>Use a font colour that contrasts sharply with the background </li></ul><ul><li>Use colour to reinforce the logic of your structure </li></ul><ul><li>Use colour to emphasise a point </li></ul><ul><ul><li>But only use this occasionally </li></ul></ul>

37.
Colour - bad <ul><li>Don’t use non-contrasting font colours </li></ul><ul><li>Using colour for decoration is distracting and annoying </li></ul><ul><li>Using a different colour for each point is unnecessary </li></ul><ul><ul><li>Using a different colour for secondary points is also unnecessary </li></ul></ul><ul><li>T r y i n g t o b e c r e a t i v e c a n a l s o b e b a d </li></ul>

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Background - good <ul><li>Use a simple background </li></ul><ul><li>Use backgrounds that contrast with text/imagery </li></ul><ul><li>Use the same background consistently throughout your presentation </li></ul>

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Background – bad <ul><li>Avoid backgrounds that are distracting or difficult to read from </li></ul><ul><li>Always be consistent with the background that you use </li></ul>

40.
Red Background <ul><li>A red background is not very effective </li></ul>

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Graphs <ul><li>Use graphs rather than just charts and words </li></ul><ul><ul><li>Data in graphs is easier to comprehend and retain than raw data </li></ul></ul><ul><ul><li>Trends are easier to visualise in graph form </li></ul></ul><ul><li>Always title your graphs </li></ul>

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Graphs

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Graphs

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Graphs- bad

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Spelling and Grammar <ul><li>Proof your slides for: </li></ul><ul><ul><li>speling mistakes </li></ul></ul><ul><ul><li>the use of of repeated words </li></ul></ul><ul><ul><li>grammatical errors you might have make </li></ul></ul><ul><li>Have someone check your presentation </li></ul>

46.
On the day <ul><li>Get there early </li></ul><ul><li>Handouts </li></ul><ul><li>Does everything work? </li></ul><ul><li>Can your audience read the slides? </li></ul><ul><li>Keep an eye on the time </li></ul><ul><li>Don’t read directly from the slides </li></ul>

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Conclusion slide <ul><li>Use an effective and strong closing </li></ul><ul><li>Use a conclusion slide </li></ul>

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Questions? <ul><li>End your presentation with a simple question slide to: </li></ul><ul><ul><li>Invite your audience to ask questions </li></ul></ul><ul><ul><li>Provide a visual aid during question period </li></ul></ul><ul><ul><li>Avoid ending a presentation abruptly </li></ul></ul>