Presentation Skills

Please Silence Your Cell PhonesThanks

24/12/2006

Production Engineering DepartmentFaculty of EngineeringAlexandria University

Who are We?

Ahmed Ismail Ahmed El-Sawy Ahmed Nagib Hazim Rafaat Khalid Tohamy Mamdouh Medhat

We are students at Faculty of Engineering, Production Engineering Department.

Industrial Engineering branch.

Objective

Enable our colleagues to become influential presenters.

Agenda

What is a presentation? and why give? Why are presentation skills important?Presentation Outline.How to Ruin a Presentation?Effective Presentations.The two golden rules of presentation.

“Great speakers aren’t born, they are trained.”

Word of wisdom

What is a presentation ?

Practice.

Read your audience.

Ear not eye.

Short sentences.

Examples.

Never be boring.

Transition.

Answer/Questions.

Time management.

Introduction.

Open/close.

Nervous.

Why are presentation skills important?

Job hunting. Academic field.

• Conferences, seminars, teaching classes.

Industrial field.• Training, project reports, reports to

management

Other fields.• Speaking in politics, fund raising,

community service, etc.

Why Make a Presentation?

Three Main Purposes:

1. Inform.

2. Persuade.

3. Educate.

Outline

Preparation.

Presentation structure.

Body language.

Visual aids.

Closing the presentation.

Questions.

Preparation

Presentation Yourself

Presentation Preparation

1) Setting the presentation objectives.

2) Knowing your audience.

3) Developing an outline.

4) Gathering and handling data.

5) Structuring material.

6) Slide preparation.

7) Know your venue and handle logistics.

1) Setting the presentation objectives.

Why am I speaking?My objectives = Audience objectives.What do you want your audience to:

• Know?

• Feel?

• Do?

2) Knowing your audience.

Find out as much as you can about who will be attending your presentation• Size.• Demographics• Knowledge.• Interests.• Needs.• Context and Environment.

3) Developing an outline

Give yourself 15 minutes to focus on your topic.

List as many things as want to include. (brain storm)

Start grouping the items into categories.

4) Gathering and handling data

Types of data:• Facts, studies and statistics.• Examples, Stories, Quotes.

How to choose the data?Always ask your self:

• How does this relate to my point?• Will it support your objective?

Gathering and handling data (cont.)

Always use the variety of sources …Never one :

• Books, magazines.

• Researches, articles and papers.

• Internet.

• All knowledge and experience.

Start

Body

Conclusion

Introduction.Objectives.General definitions.

Start

Body

Conclusion

Use simple and direct sentences. Prioritize “must and nice to know information”.

Start

Body

Conclusion

Clear and easy action steps.Make it memorable.

Preparation - SlidesUse Images & Graphics

Use Images & GraphicsMinimize text & numbers

Preparation - Slides

Preparation - SlidesUse Images & Graphics

Minimize text & numbers

Light text on dark background

Preparation - SlidesUse Images & Graphics

Minimise text & numbers

Light text on dark background

Avoid distracting backgrounds

Preparation - SlidesUse Images & Graphics

Minimise text & numbers

Light text on dark background

Avoid distracting backgrounds

Use large sans serif fonts

Helvetica or Arial rather than serif fonts like Times

24 pt is minimum, 32 pt, or even 36 pt is better

Preparation - SlidesUse Images & Graphics

Minimise text & numbers

Light text on dark background

Avoid distracting backgrounds

Use large sans serif fonts

Mix upper and lower case

ALL CAPITALS IS HARDER TO READ, ALTHOUGH IT MIGHT BE OK FOR THE ODD TITLE

Preparation - SlidesUse Images & Graphics

Minimise text & numbers

Light text on dark background

Avoid distracting backgrounds

Use large sans serif fonts

Mix upper and lower case

Use colour to highlight text

Use high contrast colours for important lines, symbols or text, and lower contrast colours for less important lines, symbols or text. But use a small number of colours

Preparation - SlidesUse Images & Graphics

Minimise text & numbers

Light text on dark background

Avoid distracting backgrounds

Use large sans serif fonts

Mixture upper and lower case

Use colour to highlight text

Keep figures simple

0

20

40

60

80

1 2 3 4 5 6 7 8

Condition

Y a

xis

(un

its)

*

Show means, sd, effect size statistics, but not test statistics

Preparation - SlidesUse Images & Graphics

Minimise text & numbers

Light text on dark background

Avoid distracting backgrounds

Use large sans serif fonts

Mixture upper and lower case

Use colour to highlight text

Keep figures simple

Thick lines and large symbols

0

5

10

15

20

20 30 40 50 60 70

Y A

xis

(uni

ts)

Participant 2

r = 0.89

X Axis (units)

7) Know your Venue, Audience and Logistics

Presentation Site

Things that could have an effect on how well your audience receives the information:

• Equipment available

• Size of room

• Layout of the room

Self Preparation

• Practice in front of a mirror or audience.

• Time yourself.

• Prepare note cards.

• Write an outline.

• Be familiar with the topic.

Self preparation

Time Management Breath Appearance Humor

Self preparation (cont.)

Time Management:• Watch the clock.

• Wear a watch.

• Have a time keeper.

• Allow time for questions/discussions.

Self Preparation (Cont.)

Breath • Practice deep breathing.

• Breathe slowly and deliberately.

Self preparation (Cont.)

AppearanceDress for the occasion.

• What are others wearing?

• What do you feel comfortable in?

• What you wear can effect your attitude.

• When in doubt, err on the side of over-dressing.

Self Preparation (Cont.)

Humor

• Can be useful to deliver a point.

• But can backfire if the joke isn’t funny.

• Choose appropriate material.

• Let the audience laugh - don’t cut them off.

Saying the Presentation

Introduction Tell them what you are going to

tell them.

Body Tell them.

Conclusion Tell them what you have told

them.

Word of wisdom

“ Make sure you finish speaking before your audience finish listening.”

Participation

People remember what they participate in.

Include games or quizzes.But WATCH OUT:

• Don’t pressure.

• Don’t humiliate, just move on…

Body language

Body language always says something.

Face the audience.• If you must turn away, do so briefly.• Don’t hide behind the podium.• Keep your body open to the audience.

Body language (cont.)

Eye Contact:– 4 – 6 seconds per person.– Look At Audience.

• Not notes.• Not PowerPoint Presentation.

Gestures:– Face.– Hands.

Volume:• Speak loudly enough for the back

end of the room.

• Don’t shout or whisper.

Speed:• Speak naturally.

• Don’t rush, or speak too slowly.

Voice

Visual Aids

The Purpose of Using Visual Aids:

Enhance Understanding . Add Variety. Support Claims. Lasting Impact.

Visual Aids – Examples:

PowerPoint Slides. Graphs/Charts. Pictures. Films/Video. Sketches.

Visual Aids (cont.)

Visual Aids Should…

• Supplement presentation.

• Serve audience’s needs, not speaker’s.

• Simple and clear.

Closing the Presentation

The end of a talk should never come as a surprise to an audience.

Closing the Presentation

Always leave a memorable close.Be concise, brief, and to the point.Recap only high and critical issues.After the presentation:

• Evaluate yourself.• Ask for audience feedback.

Questions

Managing the question and answer section

Questions

Paraphrase questions

1. To that other people hear the question.

2. To check you understand the questions.

3. To stall while you think about an answer.

?

Questions

If you don’t know the answer, say so.

Offer to find out.Ask the audience.

How to Ruin a Presentation

• Hogging: too much talking by one person.

• Bogging: staying on a subject too long.

• Fogging: avoiding a topic or being vague.

• Flogging: jumping from topic to topic.

• Clogging: slowing down the pace.

How to Ruin a Presentation (cont.)

Common Problems:

• Verbal fillers.• “Um”, “uh”, “like”.• Any unrelated word or phrase.• Hands in pockets.• Lip smacking.• Failure to be audience-centered.• Fear.

Effective Presentations

Control Anxiety.Audience Centered.Fun For Audience.Fun For You.Conducted Within Time Frame.

Avoid

Too many visuals

RushingFidgeting

Presentation Tips

1. Smile.

2. Breathe.

3. Water.

4. Notes.

5. Finish On Or Under Time.

6. Sleep well on the day before presentation.

The two golden rules of presentation

1) Keep an eye on the time and do not run over your limit. Ever

2) Practice your presentation. A lot

Word of wisdom

Like most things;

The best way to learn is to do.

Summary

What is a presentation? and why give? Why are presentation skills important?Presentation Outline.How to Ruin a Presentation?Effective Presentations.The two golden rules of presentation.

Thank You

Questions?

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