EFFECTIVE PRESENTATION SKILLS

4 MAJOR INGREDIENTS

1- PRESENTER

2- AUDIENCE

3- PRESENTATION 4- USE OF PRESENTATION AIDS & EQUIPMENT

Part 1
Overview and need for effective presentations

4 Ingredients of a presentation
#1: The Presenter Roles Requisite skills and competencies Tips on effective use of: Verbal Visuals Eye contact Voice (tone & pitch) and Body language skills Various types of questions and their usage techniques
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Part 1
#2: The Audience Adult learning principles

Analysing various types of audience and Their handling techniques Rapport building tips

Extra tips for managing difficult audience behaviour Way forward plans for part 2
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Part - 2
#3: The Presentation The 6 step process Design challenges Sequencing for effectiveness Considerations Inclusions & exclusions Time management Big picture
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Part 2
#4: Training Aids & Equipment Need for right selection What, why & when to use Tips (dos & donts) for effective handling of : Multimedia projector Overhead projector Flip charts and white board
Tips for mastering the art of presentation

Individual Presentations/Critique
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OVERVIEW

#1

THE PRESENTER
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ROLES OF A PRESENTER ?
Change Agent Mentor

Coach Instructor

Leader Co-learner

Friend
Role Model

Counselor
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WHAT ARE THE REQUISITE SKILLS

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PRESENTATION SKILLS
SPEAKER Motivation

Credible
Competent Dynamic

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DETERMINE OBJECTIVES
Who Suggested When & Where Will It Happen Sequence/Time How Much Do You Know Now

Should It be: Technical, Theoretical, Practical

Why Are You Presenting
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PRESENTATION SKILLS
MESSAGE (Verbal/Non-verbal) Content

Style
Structure

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PRESENTATION SKILLS
Content ( Zero draft & Mind Map)
Organization Delivery

CONCEPT OF THREE S S=stories S= simulation S= summary of scientific evidence

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PRESENTATION SKILLS
VERBAL Structure: Introduction Core Conclusion Objectives (time) Language: Simple Concise Clear
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RECEPTIVITY CURVE

Pause, joke, break

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Receptivity Level
8

10

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Time

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PRESENTATION SKILLS
VERBAL Informal: Personal touch Quote examples/experiences

Summarise
Tone: Variations Pauses Size of room

3T

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SPEAK LOUDLY ENOUGH . TO BE HEARD CLEARLY A clearly audible voice reflects Directness of Message Firm Grasp of the subject Full commitment of speaker
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LISTENING
Speaking Thinking 100-200 wpm 400-500 wpm

LAG TIME
TRUE LISTENING Focus attention on what the speaker Says, Thinks and Feels

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FOR EFFECTIVE COMMUNICATION

Speak Effectively
Be Understandable Be Positive Create & Maintain Interest Illustrate Clearly Avoid Distracting Mannerisms
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EYE CONTACT ------- MAKE IT & KEEP IT Except for your voice, your eyes are the most important tools used in speaking. People trust you People care about what you say People believe you

(If they can see your eyes looking directly at them)

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NON VERBAL LANGUAGE

Relax Smile Maintain Eye Contact

Central Position in U-Shape Seating

Non Threatening Posture/Gestures
Visual

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THE STAR MODEL

Method

Presentation

Aim

Content

Situation

Feedback

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QUESTIONING

SKILLS

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USE OF QUESTIONS
To: Revise Promote Participation Check Learning Level Recall Attention

Draw In Silent Members

Seek Knowledge & Opinion
Driver
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TYPES OF QUESTIONS TO BE ASKED

1. DIRECT - Question - Pause - Name 2. INDIRECT Avoid Too Many - Question - Answer by Anyone

3. RE-DIRECTED - By Presenter to Individual/Group

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TYPES OF QUESTIONS TO BE AVOIDED

1. MULTIPLE - Easiest Answered - Other Parts Forgotten 2. VAGUE/AMBIGUOUS - Several Answers - Some Hypothetical 3. OBVIOUS OR LEADING - No Thought Required - Answer Implied In Question 4. CLOSED (Yes/No) - Answer May Be Guessed
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QUESTIONS MANAGEMENT
Commend Sound Reasoning

Accept Principally Correct Answers

Avoid Yes & No Type Questions Avoid Ambiguous Questions

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QUESTIONS MANAGEMENT
Confirm When Correct Repeat So All Can Hear Expand Teaching Element The Diplomatic Pass

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QUESTIONS MANAGEMENT
In Case Of Incorrect Response: Rephrase Add More Information

Shift To Another Participant Re-discuss With Original Participant

Avoid Self Answering

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AMOUNT OF QUESTIONS
Depends On:

Subject
Objective (s) Type Of Audience Experience In Use Of Questioning Technique
Two Way Participation

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#2

AUDIENCE

ANALYSIS

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WHY ANALYSE ?
Achievement of pre-set objectives

Bridge gaps
Develop potential: solutions individuals teams departments

Change behaviour
Better understanding Satisfy needs
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CHALLENGES
Maintain Environment Time Frames

Breaks
Sequence Concept Vs. Experience Simple Vs. Complex
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AUDIENCE ANALYSIS
How Much Do They Already Know What Is Their Attitude Towards The Topic/Subject Why Are They Attending What Is Their Present Vocabulary Level Relative To Your Presentation

How Open Minded Are They

What Techniques Would Attract/Distract
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AUDIENCE ANALYSIS (Profiling)

Age Background: Educational Professional Gender Attitude Future potential ------36

ADULT LEARNING
PRINCIPLES
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LEARNING LEVELS
Synthesis Level

Analysis Level Application Level Comprehension Level

Knowledge Level

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Important Points To Remember

ADULTS Want To Practice In Risk Free Environment
Appreciate Feedback Listen Actively

Need To Be Challenged
Learn: Differently At Different Levels
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PRESENTATION DESIGN PRINCIPLES

Problem centered rather than content centered

Encourage and permit active participation

Collaborative rather than authority oriented environment Mutual planning

Mutual evaluation
Experiential activities and not transmittal
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FACTORS AFFECTING THE PRESENTATION PROCESS (Objectives)

Motivation

Participation & Practice Knowledge of results (feedback) Individual differences

Structure of the presentation

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TYPES OF AUDIENCE

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MAIN TYPES
1. Introverts 2. Shy 3. Unwilling 4. Extroverts

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INTROVERTS
CHARACTERICS 1. Think Before Talk

2. Less Need To Influence

3. Internal Satisfaction From New Ideas

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INTROVERTS
TECHNIQUES FOR INVOLVEMENT

Conduct Round Robin

Advance Notice Of Topic Suggestions By Name

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SHY
CHARACTERICS 1. Unwilling To Share Ideas 2. Lack Of Confidence 3. Nature

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SHY
TECHNIQUES FOR INVOLVEMENT

1. Write Ideas
2. Low Risk Questions 3. Low Risk Opinion (Yes/No) 4. Thank Them On Input 5. Watch & Respond To Their Body Language
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UNWILLING
CHARACTERICS

1. Negative Attitude
2. Inappropriate Topic/Subject 3. Difficult Subject/Presenter/Language 4. Presentation Requiring Deliverables 5. Substitute
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UNWILLING TRAINEES
TECHNIQUES FOR INVOLVEMENT Speak With Conviction (Not Zeal) Practical Benefits

Group Addresses Negative Comments

Include Challenging Quizzes Self Assessment Exercises Team Exercises
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ALL TYPES
TECHNIQUES FOR INVOLVEMENT Never Put People Down Get Comment On Point Of Interest Use Group Activities Avoid Class Room Style Seating

Buddy Pair
Post Training Action Plans

(contd.) 50

ALL TYPES
TECHNIQUES FOR INVOLVEMENT Listen Develop Trust (Seating/Ice Breakers) Project Positive Body Language Ask Open Ended Questions

Interact Via Names

Delegate Tasks
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HANDLING DIFFICULT BEHAVIOUR

Victim, Survivor,Thriver THE NEGATIVE PERSON Genuine Frustration Empathize Move On Deal Right Now Defer Control Your Response Dont: Take Issue Personally Get Drawn In Argument Show Anger

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HANDLING DIFFICULT BEHAVIOUR

THE NEGATIVE PERSON Canvass Other Opinions Ask For Ideas Call Time-out & Regroup Use Of Peer Pressure

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HANDLING DIFFICULT BEHAVIOUR

THE OVERLY TALKATIVE PERSON
Establish Learning Contract Do Round Robin Avoid Frequent Eye Contact Direct Questions To Others Talk Privately In Break
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HANDLING DIFFICULT BEHAVIOUR

THE RAMBLER
Summarize/Bring Clarity Emphasize Staying On Schedule Record Ideas On Flip Chart Reduce Repetition Forced Organisation Of Thoughts
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RAPPORT BUILDING

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RAPPORT BUILDING
Acknowledge Participants Feelings Assuage Their Fears Share Something About Yourself Dont Whine About Your Problems

Identify & Address Subgroups

(contd.)
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RAPPORT BUILDING
Express Your Emotions

Focus On Their Needs

Not Yours Build Anchors Maintain Your Cool

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TIPS
FOR PRESENTERS
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TIPS FOR PRESENTERS

Change Pace Of Presentation

Something Different Every 10 Minutes

Modulating Voice Animating Face Gestures

Use of Humor

Positive Body Language/Gesturing

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TIPS FOR PRESENTERS

Move Around Close Proximity To Audience Challenge: Who What When Where Why How Quote Shocking Statistic/Stance
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TIPS FOR PRESENTERS

Involve Participants Poll Opinion Personal Examples Improve Retention & Interest: Share: Anecdotes Stories Analogies Use Props, Articles, Magazines End With A Challenge
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TIPS FOR HANDLING VISUAL AIDS

Visible To All Allow Participants To Read First

Then Speak/Explain
Limit One Idea Per Aid

Illustrate Only Main Points

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TIPS FOR HANDLING VISUAL AIDS

Should Not Conflict With Verbal Do Not Read Text - Paraphrase Remove Once Discussion Is Completed

AIDS ARE TO SUPPLEMENT YOUR WORDS

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Ingredient # 3: The Presentation The 6 step process Design challenges Sequencing for effectiveness Considerations Inclusions & exclusions Time management Big picture
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THE 6 STEP PRESENTATION PROCESS

Identify Needs

Practice Practice Practice

Define Objectives

Finalise Presentation

Presentation Outline

Visual Inputs

4
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RECALL PROCESS
I HEAR AND I I SEE AND I I DO AND I ASK ME AND I

FORGET REMEMBER

UNDERSTAND

KNOW !

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DESIGN CHALLENGES
Maintain Learning State Time Frames Breaks Sequence

Concept Vs. Experience

Simple Vs. Complex

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#4

USE OF
PRESENTATION AIDS & EQUIPMENT
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NEED FOR RIGHT SELECTION

Save Time Create Interest Add Variety Make An Impression

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NEED FOR RIGHT SELECTION

Explain & Illustrate Difficult: Ideas Concepts Highlight Presentation Call Attention To Main Points
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SELECTING THE RIGHT MEDIUM

Handouts
White Board Flip Charts Overhead Slides
USAGE

Multimedia
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FLIP CHART- DOs

Write in Bold & Capital Use Dark Colours Alternate Colour Number Each Point Use Colour for : Highlighting Underlining Bullets Keep One Idea Per Page
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FLIP CHART- DOs

Post Key Ideas on Wall

Use Diagrams & Flowcharts

Add Pictures Use Pencil Reminders Label Pages

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FLIP CHART- DONTs

Block While Writing Talk While Writing Write With Strong Chemical Markers

Use Light Colours

Use Thin Tipped Markers

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OVERHEAD DOs
Check Light Bulb (Main/Spare)
Learn Use (switching systems) Focus Machine Clean Faceplate & Lens Number & Sequence Transparencies

Use Six By Six Rule

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OVERHEAD DOs
Use Bold & Capital Letters Emphasize Headings Show Overview First Use One Idea/Concept Per Transparency

Use Diagrams & Graphs

Add Clear/Colour Pictures Keep Each Transparency SIMPLE
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OVERHEAD DONTS
Use Fingers/Hand As Pointer On Transparency Block Audiences View

Use Red/Yellow Colour

Use Folded/distorted Transparency

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MULTIMEDIA PROJECTOR DOs

Know: Connections Starting mode Standby mode Stopping mode Usage features Zoom & Focus Features

Presentation Dummy Run

Use Of Colours

BACKUP TRANSPARENCIES

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MULTIMEDIA PROJECTOR DONTs

Block Participants View Use Finger As Pointer, but use: Laser Pointer Pen Type Pointer Overdo Graphics/Visuals

Overdo Effects (Visual/Audio)

Too Close Proximity
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PRESENTATIONS AND CRITIQUE

JURY
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TIPS FOR
MASTERING THE ART OF PRESENTATION
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GETTING OFF ON THE RIGHT FOOT

Types Of Openings Quotation

Rhetorical Question
Joke Story or Anecdote 3 Stages : What You Will TELL TELL What You Have TOLD
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GETTING OFF ON THE RIGHT FOOT

Statistics
Fact Definition Prop Title

Audio/Visual Aids
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SETTING THE TONE

Use Power Words Use Of Jargon Creating A Catch Phrase

Create Mental Picture

Use Active Tense

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FOR EFFECTIVE COMMUNICATION

Speak Effectively Be Understandable

Be Positive
Create & Maintain Interest Illustrate Clearly Avoid Distracting Mannerisms
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NERVOUSNESS Overcoming Butterflies

One Day Before Training:

Preparation (P-P-P)
Learn About Participants Anticipate Potential Reactions Interact/meet Trainees Prepare Index Cards
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NERVOUSNESS Overcoming Butterflies

One Hour Before Training:

Check : Venue Arrangements Time Schedule Training Equipment Lights, Cooling/Heating etc. Training material Stationary
Test Training CDs, Videos etc.
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NERVOUSNESS Overcoming Butterflies

One Hour Before Training:
Arrange Transparencies/Presentation

Stop Preparation
Spend Few Minutes Alone Eliminate Possible Distractions

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NERVOUSNESS Overcoming Butterflies

During The Introduction:
Casual Two Way Discussion

Be Sincere
Dont Overdo Enthusiasm Make Individual Eye Contact Avoid Starting With A Flat Joke
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WRAP UP STYLES
Refer Back To Opening

Use A Quotation
Ask A Question Tell A Story

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WRAP UP STYLES
Recite A Poem Tell A Joke

Way Forward
Candid Assessment Match Conclusions With Objectives
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REMEMBER The Most Crucial Link is

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CRITIQUE
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ASSESSMENT CRITERIA
The presenter verbal non verbal questioning skills

Audience questioning handling various types

The presentation Topic, sequence, visuals, time etc.

Use Of presentation aids/equipment

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