presentation skill for trainer - nguyen trong quy

Copyright © Nguyen Trong Quy. All Rights Reserved

Better Presentation

Better Presentation

Nguyen Trong Quy: [email protected] 2

Purpose of this course

1.I would like you to understand that the presentation is not just a skill, but the way of thinking. And you are required to change your way of thinking.

2.In order for you to improve your presentation, you should keep on considering and following the basic rules

3.Ability to develop presentation can be applied to any kind of communication. You should obtain ability as your fundamental ability


What is Presentation

Presentation is made to convince audience and make appropriate decisions or actions.

Audience needs to know the goal and benefit

In order for audience to make decisions or

actions…

Audience needs to understand what to do

Audience needs to have reason to do

Defining goal and benefit from audience stand point

But, the difficulties in…

Defines what to do of Audiences

Define reasons for audience to take actions

Express you idea and Convince the other are totally differentYou need 180 degree change of your way of thinking


What is good presentation

Like you were the doctor of the company, you need to fully inform the patient.

The most important goal of informed consent is that the patient have an opportunity to be an informed participant in his health care decisions. It is generally accepted that complete informed consent includes a discussion of the following elements:

1. The nature of the decision/procedure2. Reasonable alternatives to the proposed intervention3. The relevant risks, benefits, and uncertainties related to

each alternative4. Assessment of patient understanding5. The acceptance of the intervention by the patient

University of Washington School of Medicine

Can you believe the doctor who… Only tells the result Uses much of technical words Explains too much but never tells exact solution

What information do you expect from the doctor ? Name and nature of disease, bad effects to be

caused by disease, root cause, alternatives to cure and recommendation, preventive behavior changes etc..


Exercise

What I should have for lunch today?


Analytical, Professional

,Sophisticat

ed

Steps toward better presentation

Presentation Ability

Am

big

uity

of d

ecis

ion

ConvinciblePresentation

ProfessionalPresentation

Insightful Presentation

Applying basic rules of

presentation

Applying thinking abilities

Applying creative original idea

Simple, Easy to understand,

well structured

Creative,Advanced,Meaningful


Basic Rules of PresentationConvincible

PresentationProfessionalPresentation

InsightfulPresentation

Pre

para

tion

Develo

pm

en

tD

eliv

erin

g

Use Paper Define goal of presentation Clarify the message Develop simple scenario Structure the content Let the fact talk Conclusion first One sheet, One

message Crystallize the message Not to read, but to look Alignment, Font, 3/5/7,

Asymmetric Let audience find the answer

Face up, Eye contact, Gesture, Voice tone, Skin ship

Posing, Questioning Activities and Games Being Confident

Abstract ThinkingIdentify the true nature

Framework ThinkingDefine the universe

Logical ThinkingStructure your idea

Strategic ThinkingStart from hypothesis

Creative ThinkingThink from nothing

SHITENWhat to look

SHIZAFrom where to look

KIRIKUCHIHow to look

Always from audience point of view


The way to develop your ability

Write, Write, WriteNumber of presentation is equal to the ability you developed

Look and LearnLearn from other’s presentation

Read BooksUsual professionals read 1 book in a month.If you don’t read book, knowledge difference will become 120 volume of books in 10 years


Use Paper

PowerPoint is the tool to describe idea, not to invent idea.

You shouldn’t start working with PowerPoint at least until you will have finish defining following items

1. Who is the audience?

2. What are the expectations of audience?

3. What is the goal of the meeting ?

4. What is the key message of your presentation?

5. What is the presentation scenario?

6. What is the presentation structure?

7. What information do you need to support messages


Define Goal of Presentation

Depending on expected decision or action, presentation will differ.

Proposal to customer(Purchasing decision)

Examples of Decisions/Actions

Examples of required information Current situation and

Issue Value Proposition Value realization plan

(5W2H) Status Reporting(Necessity of support)

Current status(Variance between target and actual)

Analysis of variance Other risks and issues Actions to be taken to

variance Updated target

Idea Presentation(Apply or Not)

General description and value

Source of value with detailed explanation of idea

Required skills and ability The way to implement idea


Clarify the Message

Good message will create compassion of customer

No-good examples of message “My idea is as

follows”This is not a message and customer won’t be able to understand your idea until they will finish reading all the sentences “This is excellent idea”Even if you believe it’s the best, you won’t be able to convince customer, if you don’t think for customer’s benefit “From the data…, then…, if…, because…”Shorter message is the better. Message shouldn’t be more than 3 lines.

“Vietnam raised interest rates from Monday in a move that aims to tackle double-digit inflation by strengthening the dong, the local currency, putting money into banks and reducing credit growth.The State Bank of Vietnam increased its base rate to 12 percent from 8.75 percent, and allowed commercial banks to offer depositors rates of up to 150 percent of the benchmark rate, or 18 percent.”

What is the Question from investor?

“Do not Invest but Save in the bank”


Develop Simple Scenario

Good presentation will be understood just by reading messages

How do you present the issue of “Documents are left on the desk”?1. Describe the problem happened

Documents used are left on the public space

2. Describe the immediate action takenPicked up documents and brought those back to shelf

3. Understand the situation Documents, tools and glasses are often left at the space where it was used

4. Analyze the root causePeople are often leave things until it will become bothersome

5. Preventive actions to be takenMaintain check list for toolsRe-train people to get things back


RequirementComparison

Recommendation


Recommendation


Recommendation


Recommendation

Structure the Content

Logically structured content enables audience to understand whole picture easily.

To make a decision to order polo, what information do you need ?

I want to order Polo

How much is

the price?

What is the

quality?How soon it will be delivered

?How is the

durability?

Are material safety ?


Recommendation


Let the Fact Talk

In God we trust. All others must bring data.

Prove your message by showing the fact

Difficulty to obtain

Relia

bility

The fact we Thought

The fact weHeard

The fact weSaw

141Copyright 2007 © Global Management Laboratory. All rights Reserved

1979 1980 1981 1982 1983 1984 1985 1986 1987 1988 1989 1990 1991 1992 1993 1994

54（Ｓ） 55（Ｓ） 56（Ｓ） 57（Ｓ） 58（Ｓ） 59（Ｓ） 60（Ｓ） 61（Ｓ） 62（Ｓ） 63（Ｓ） 01（Ｈ） 02（Ｈ） 03（Ｈ） 04（Ｈ） 05（Ｈ） 06（Ｈ）C,Y,M,S,K⇒ HB⇒ EG,H⇒ Mo⇒ HSG⇒ HSG除く T⇒ HG⇒

サークル 1,247 1,337 1,501 1,722 1,818 2,087 2,202 2,441 2,245 2,394 2,438 2,470 2,401 2,550 2,485 2,379

人数 12,050 12,819 13,043 16,771 19,008 20,012 21,076 24,224 22,947 22,275 23,398 23,739 23,389 23,874 23,649 22,912

⇒関連会社

サークル 2,635 2,983 4,387 4,874 6,591 6,467 6,480 7,047 7,635 7,479 7,574 6,984 7,388 7,124 7,576 7,777

人数 20,400 35,985 53,892 52,581 52,537 54,854 56,178 58,965 56,636 57,132 58,523 63,270 60,541 62,202 57,814

2R,4R⇒

サークル 617 1,203 1,357 1,637 1,700 1,780 2,185 2,053 2,004 1,688 759

人数 1,336 10,949 10,676 11,900 14,253 13,993 14,573 12,315 5,279

⇒ﾀｲ ⇒ﾌﾗ゙ｼﾙ゙ ⇒ﾊｷ゚ｽﾀﾝ ⇒ｲﾝﾄﾞ ⇒ｵｰｽﾄﾗﾘｱ海外事業所サークル 1 29 58 147 306 391 478 608 963 771 1,243 1,712 1,931 2,173 1,967 1,862

人数 4,072 3,719 5,407 5,665 9,459 11,149 12,941 14,088 13,331 13,343

サークル 3,883 4,349 5,946 6,743 8,715 9,562 10,363 11,453 12,480 12,344 13,035 13,351 13,773 13,851 13,716 12,777

人数 12,050 33,219 49,028 70,663 71,589 72,549 80,002 85,457 98,268 95,252 101,889 107,664 113,593 113,076 111,497 99,348 合計

参

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数

ホンダ全事業所

取引先関連会社

販売会社2 4・輪

年度

( )サークル数

サー

クル数

海外

販社

ホンダ

2R

取引先

年度

( )サークル数

サー

クル数

2,000

4,000

6,000

8,000

10,000

12,000

14,000

海外

販社

ホンダ

2R, ,ﾒｷｼｺﾍﾙ゚ｰ,ｽﾍｲ゚ﾝｶﾅﾀﾞ

取引先

2R,ﾍﾙ゙ｷﾞー

⇒ｲﾝﾄﾈ゙ｼｱ,ｲﾀﾘｰﾏﾚｰｼ

⇒ｱ,韓国ｱﾒﾘｶ

⇒ﾅｲｼｪ゙ﾘｱ,ﾆｭｰｼﾞーﾗﾝﾄﾞ

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⇒ｱ,ﾌｨﾘﾋﾝ゚

⇒台湾

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1995 1996 1997 1998 1999 2000 2001

07（Ｈ） 08（Ｈ） 09（Ｈ） 10（Ｈ） 11（Ｈ） (H12) (H13)

2,209 2,066 2,049 1,942 1,809 1,811 1,740

22,595 21,229 20,356 19,500 18,096 19,101 17,909

7,019 7,327 6,968 6,835 6,870 7,165 6,061

55,187 61,372 54,094 54,344 56,213 55,186 50,827

304 900 1,026 1,129 1,161 1,153 1,252

2,301 6,841 7,735 8,369 7,488 9,124 8,307

⇒中国 ⇒ﾍﾄ゙ﾅﾑ2,172 1,926 2,737 2,981 3,773 3,824 3,900

14,846 14,228 19,102 17,535 25,136 24,343 25,104

11,704 12,219 12,780 12,887 13,613 13,953 12,95394,929 103,670 101,287 99,748 106,933 107,754 102,147

2,000

4,000

6,000

8,000

10,000

12,000

14,000

QC Circle Example

Num

ber of C

ircles

Foreign branchForeign branch

Sales OfficeSales Office

SupplierSupplier

Factory and HQFactory and HQ

QC Circle activities have been expanded to covering the entire value chain of the company


Conclusion First

Way of presentation is opposite to the way of thinking

Way of Thinking Way of Presentation

Time for dinner

But, it’s raining…

And, I’m not so hungry

I have small things to eat at

home

So, I decided to stay at home

It was raining…

I was not so hungry

I had small things to eat at home

I ate dinner at home last night,

because


One Sheet, One Message

Slides which don’t have any message are meaningless slides.

Before and During

developing the presentation, you

need to ask yourself “What is

the message?”

When you can’t find the message…

Ask yourself , what question is to be answered by this slide?

When you find more than 2 messages…

Separate slides into number of messages while keeping the story simple When you still can’t find messages…

You would better to reconsider the necessity of the slide


Crystallize the Message

All the greatest persons makes people move by simple words

Understandable Level

Crystallization of the message is eternal and artistic work

Convincible Level

Emotional Level “Independence” “Freedom” “Happiness”

"My only desire is that all of our Party and people, closely united in struggle, construct a peaceful, unified, independent, democratic and prosperous, and make a valiant contribution to the world Revolution.""Nothing is more valuable than independence and freedom." "It is better to sacrifice everything than to live in slavery!"


Not to Read, But to Look

Good illustration has more power than the wordsDescribe things in easy to

memorize

PDCA ("Plan-Do-Check-Act") is an iterative four-step problem-solving process typically used in quality control.

Describe things in structural way

A value chain is a chain of activities. Products pass through all activities of the chain in order and at each activity the product gains some value. The chain of activities gives the products more added value than the sum of added values of all activities.


Alignment, Font, 3/5/7, Asymmetric There also be a manner in developing presentation

Alignment

• Task A• Task B

• Task C• Task D• Task E

• Task A• Task B• Task C• Task D• Task E

Font

• Task A• Task B• Task C• Task D• Task E

• Task A• Task B

• Task C• Task D• Task E

Magic # 3/5/7

4 rules• Task B• Task C• Task D• Task E

3 Points• Task B• Task C• Task D

Asymmetric


Let Audience Find the Answer

Recent training business calls lecturer as facilitator

Traditional Training

Trainer

Teach

Trainee

Learn

Modern Training

Facilitator

Navigate

Participants

Think

People learn from experience rather than listening Knowledge is only a tool, application of tool generates value Developing ability of way to learn


Face up, Eye Contact etc…

Supportive attitude encourages participants will to learn

Distance

Heights

Angle


Posing and Questioning

Consultant’s role is to make good questions to customer

How you will reply to the question, “What time is it?” from the customer

Answer exact time

Better to hire when the issue is clear

Ask, “What time do you want me to say ?”

Better to hire when the issue has to be examined

Ask, “Why do you ask me the time ?”

Better to hire when the issue is not clear


Activity & Games

People can concentrate on lecture only 20-40 minutesCycle time ball game

Teamwork, ImprovementProject Management

Look at the sum game

Change

Change 3 things

Change

9 dot game

Out of box thinking

Picaso game

Communication

Stand on square game

Out of box thinking

Find the number

Standard

Birth date game

Listen to the other

Who wants this?

Take action

Watch game

Sense of issue


Being Confident

Be Confident!!You know better than the others.

Otherwise, You shouldn’t

presentation skill for trainer - nguyen trong quy

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