presentation skills - trainer's manual
TRANSCRIPT
© Brilliance Human Capital Consulting Presentation Skills
Effective Presentation Skills
Program
© Brilliance Human Capital Consulting Presentation Skills
What is a presentation? Difference between presentation and speech Mutual effect Preparing the presentation Preparing yourself Methods to combat fear Body language and non verbal signals Listening skills Questioning techniques Responding skills
Course Objectives
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A Presentation:
is a form of speaking before a group of people whereby a subject in concern is discussed.
What is a Presentation?The Definition
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Presentation vs. Speech
• Large group (50+)• 1 way communication• Nothing guarantees
audience comprehension
• Should be short, or else it will be boring
• Small group (25 max)• 2 ways communication• Commitment to audience
comprehension• Could be longer than a
speech, provided that it’s interesting & interactive
Speech PresentationThe Difference
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2 things are happening simultaneously:1. The presenter is making a commitment to the
audience. The presenter is working to generate action
2. The audience is making a judgment on the commitment.
Does this thing make any sense? Benefit to me? Are those facts accurate? Do I really need to trust this person?
PresentationMutual Effect
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“I need you! You need me”
PresentationMutual Effect
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1. Setting the presentation Objectives2. Knowing the audience3. Develop a Presentation outline4. Gather data & evidences5. Structure the material & contents 6. Knowing the equipment, visual aids 7. Check the venue
In the preparation …
Preparing a Presentation
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“Would you tell me, please, which way I ought to go?
"That depends a good deal on where you want to get to," said the Cat."I don’t much care where," said Alice."Then it doesn’t matter which way you go," said the Cat.
Alice and the cat …
Preparing a Presentation1.Setting Presentation Objectives
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Like planning a trip …
First decide where to go (objective)How you go there (Methods/Material)
1.Setting Presentation Objectives
Begin with the end in mind
“Stephen Covey”
A statement of the intended outcome of presentation which furthermore, states what the audience will be able to gain from attending the presentation
Preparing a Presentation
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- To provide information?- To represent my function?- To entertain?- To fill up the agenda?- To sell my ideas?- To defend a position?- To be provocative?
Why am I going to give this presentation?
What do you want your audience to:
KNOW?FEEL?DO?
Preparing a Presentation1.Setting Presentation Objectives
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My Objectives=
Objectives for the Audience
“What the audience will gain from my presentation ....”
Preparing a Presentation1.Setting Presentation Objectives
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• Structure your Presentation around ONE or TWO objectives only.
• Objectives should capture the main concept of the Presentation .
Preparing a Presentation1.Setting Presentation Objectives
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Find out as much as you can about who will be attending your presentation ?
• Size• Knowledge / Interests• Needs• Context & Environment
2. Knowing the audience
Preparing a Presentation
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Language skills Cultural or religion or ethnic affiliation Merge / acquisition or company’s culture Gender – How many? - How old? Job title - Length of services Nature of learners work What are learners’ Motivators and interests?
2. Knowing the audience
Preparing a Presentation
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• Give yourself adequate time to focus on the presentation topic.
• List as many things as you can think of, that you want to include. (brainstorm)
• Start grouping the items into categories
3. Develop Presentation Outline
Preparing a Presentation
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1. Start with the main topic of your presentation.
2. Write that word in the center.
3. Write down any sub-topics that are connected to that main topic.
4. Draw arrows to the sub-topics from the main topic.
COMMUNICATION
Perception
Sender Receiver
Coding Decoding
Channels
Message
Distortion
Brainstorming
Preparing a Presentation3. Develop Presentation Outline
© Brilliance Human Capital Consulting Presentation Skills
COMMUNICATION
Perception
Sender Receiver
Coding Decoding
Channels MessageDistortion
Interruption BusNoise
Verbal
Writing
pantomime
Stereotype
Halo effect
Projection
Word
Body Language
Facial Expressions
Completed 1937
Scenic View
Sender Receiver
5. If you have new ideas, connect those words to the appropriate sub-topic.
Preparing a Presentation3. Develop Presentation Outline
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Types of Data:• Facts, Studies & Statistics
Effective use of data support your presentation.
Improper use can make your Presentation boring.
• Examples, Stories, Quotes Examples / stories add human interest. Quoting someone well-known give your
presentation credibility.
Preparing a Presentation4. Gather Data and evidences
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How to choose data?• Always ask yourself:
How does this relate to my point? Will it support my objectives?
• Two hints when gathering information:1. Start with the most recent sources and work
back in time.2. Research general information then move into
specifics.
Preparing a Presentation4. Gather Data and evidences
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• Always use a variety of sources…never one: Books, Magazines Researches, articles, papers Internet Business examples Own knowledge and experience
Preparing a Presentation4. Gather Data and evidences
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DefeatsEvidence Doubts
EvidenceDoubts
Demonstrations Examples Facts Exhibits Analogies Testimonials Statistics
Preparing a Presentation4. Gather Data and evidences
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Introduction
Opening - INTRO Body
Summary
Closing
Greet the audience Introduce yourselflet participants introduce themselves, if needed Bridge – Link to INTRO
5. Structure the Presentation
Preparing a Presentation
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Body
Summary
Closing
Interest Need Title Range Objectives
Preparing a Presentation5. Structure the Presentation
Introduction
Opening - INTRO
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InterestNeedTitleRangeObjective
Quote – State reference - Don’t explain Pay a compliment Analogy or Example Display or Picture Relevant Personal Experience Presenting Interesting Statistics Historical or Geographical info.
Make it relevant and link it to the topic
Preparing a Presentation5. Structure the Presentation
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What's In It For Me (WIIFM)?Why would the participate
dedicate his/her time for you?
How it will help me in my job?
Lead to increase pay? Productivity? Professionalism? Ensure safety?
Don’t preach me like my big brother!
InterestNeedTitleRangeObjective
Preparing a Presentation5. Structure the Presentation
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Clear Precise Relevant to the content Sound to the audience Tailor it but Don’t fake it Check the title after
you design the presentation
InterestNeedTitleRangeObjective
Preparing a Presentation5. Structure the Presentation
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What presentation will cover?Time of presentation / breaks & snacks, if any When is the timing of questions? Would you like them to take notes?Toilets / Emergency/ Lunch Locations Mobiles / Laptops / Language
Don’t instruct – Have fun with the message
InterestNeedTitleRangeObjective
Preparing a Presentation5. Structure the Presentation
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Written from the audience viewpoint
Not only what you want to cover but also what audience wants to value
Where you are taking us?
Without it, presentation is wasted
effort
InterestNeedTitleRangeObjective
Preparing a Presentation5. Structure the Presentation
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Bridge to the materiallink smoothly to the content in
harmony & flow
Prepare your questions and flow Start with the definitions & terms Benefits and challenges Cover all the open questions about the subject What, when, who, where and how?
Preparing a Presentation5. Structure the Presentation
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Introduction
Opening
Body
Summary
Closing
Presentation Material Must to Know Nice to know
Presentation Facts and Data
Preparing a Presentation5. Structure the Presentation
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Must to know – Essential Information and Knowledge that MUST be given to reach the presentation objectives.
Nice to know - Information and knowledge that is given to enhance the presentation. Doesn’t affect the presentation objectives if omitted
Preparing a Presentation5. Structure the Presentation
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PIE CHART WORKSHEET
4% 6%
10%
4%
4%
8%
52%
12%Refrigerator
Washer/ Dryer
Water Heater
TV
Lights
Stove
Heating
Cooling
Pie Chart
Presenting Data
Preparing a Presentation5. Structure the Presentation
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Bar Graph
0
10
20
30
40
50
60
Refrigerator
Washer/ Dryer
Presenting Data
Preparing a Presentation5. Structure the Presentation
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Heating
-200
0
200
400
600
800
1000
1200
J F M A M J J A S O N D
Line Graph
Presenting Data
Preparing a Presentation5. Structure the Presentation
© Brilliance Human Capital Consulting Presentation Skills
Introduction
Opening
Body
Summary
Closing
Wrap up the presentation Emphasize on the main ideas Agree on action plan – if anyAsk if they have any questions or enquires Close
Preparing a Presentation5. Structure the Presentation
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Introduction
Opening
Body
Summary
Closing
Powerful ClosingAnalogy / Quote / StorySentence emphasize
learningIf they want them to
remember one sentence, what could be?
Let them feel good while they leave
Preparing a Presentation5. Structure the Presentation
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Flipchart / white board / Smart board
Data Show/ Overhead projector
Video Equipment
Others (handouts, pointer, ..etc)
Types of Visual aids
Preparing a Presentation6. Knowing Equipment and Visual aids
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Capture attention Reinforce and emphasize key points Organize information Promote understanding Support the spoken message
Preparing a Presentation6. Knowing Equipment and Visual aidsAdvantages of visual aids
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Can be prepared in advance No power supply / portable Easy to refer to previous pages Can be created on the spot especially
with audience inputs Easy to use and obtain Low cost
Advantages Flipcharts
Preparing a Presentation6. Knowing Equipment and Visual aids
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Attractive • Alternate color (Dark ones)• Give each flip a title• Use bullet points
Big and bold Capital letters
• Key words – No sentences Watch how you stand Only in small groups Be careful of the bottom
When use Flipcharts, Consider this
Attractive
BIGCapital
MILK SHAKE• FLAVORS• MILK• SUGAR
Tools and Equipment
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PowerPoint Slides
Tools and Equipment
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Seen as professional Produces a large image Notes can be written on margin Can be taken easily anywhere Presenter can face the group Prepared in advance & ready to work on
Advantage PowerPoint Slides
Tools and Equipment
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Look at the screen not to the display DO NOT READ Keep it Short and Simple Legibility depends on font size Use pictures when appropriate Use color, illustration graphic to add interest
When use slides, consider this
Tools and Equipment
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Reds and Orange are high-energy but can be difficult to stay focused on.
Greens, blues, and browns are mellower, but not as attention grabbing.
White on dark background should not be used if the audience is more than 20 feet away.
ColorsTools and Equipment
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Can be used for illustration or Feedback Can provide powerful reinforcement Can be paused or rerun for discussion
Advantage Video or DVD
Always test your equipment See it first Select the relevant video to your
presenation Expensive and needs lots of preparation
Consider this…
Tools and Equipment
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Pointer Only in large rooms Put it down when not in use Move in circle, don’t fix it Don’t move in random Check the batteries Don’t point unprofessionally
Other Visual aids
Tools and Equipment
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Design And Development Model
SeatingStyle
RoomCondition
s
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Light Ventilation Space/ participant Noise & disturbances Accessibility of participants to visual Comfort ability of the Presenter
Room Physical ConditionsCheck before Function
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Presentation Skills
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Its like playing a piano, first you
need to play by the rules, then you can play from the heart
Presentation SkillsIt’s a skill - Gained by training and practice
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Winston Churchill
I must apologies formaking a rather
long speechthis morning.
I didn’t have time to
prepare a short one!
Presentation SkillsThe shorter, the harder
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1. Speaking before a group2. Heights3. Insects/bugs4. Financial problems5. Deep water6. Sickness7. Death8. Flying9. Loneliness10. Dogs
Ten Worst Fears in US
The Book of Lists, David Wallechinsky
Presentation Skills
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Essential information … Feared More Than Death! Shaky hands, blushing cheeks,
memory loss, nausea, and knocking knees
NORMAL! Presenting is a Skill… Developed through experience
and training.
Presentation Skills
“Great speakers
aren’t born,
they are trained.”
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Acceptance Murphy’s law Tongue tied Losing train of thought Difficult participant Too much, too little time Equipment failure Prepared for wrong audience
What presenter Fears?
Presentation Skills
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MURPHY’S LAW‘If something can go wrong - it will’!
O’Connor’s corollary:‘Murphy was an optimist’!
●The only way to beat Murphy is to be a professional and use the 3 P’s:
•Preparation • Preparation • Preparation
Presentation SkillsWhat presenter Fears?
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Fear of the Unknown OR Loss of Control
Fight or Flight Mode No Backup Plan No Enthusiasm For Subject Focus of Attention Lack of proper preparation
Causes of the Anxiety
Presentation Skills
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Methods to Combat Fear1. Ask yourself “So What?”
So what if you trip and everybody laughs? Put things in perspective, you will be less afraid.
2. Rehearsal• Be on top of your material, learn it by heart• Practice with an audience & invite
feedback• Practice with your Audio-Visual Aids
Presentation Skills
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Never read from a script Verbal fillers for silence
• “Um”, “uh”, “like”• Any unrelated word or phrase
Swaying, rocking, and pacing Whiskers Hands in pockets / Lip smacking Failure to be audience-centered
Consider this with yourself …
Presentation Skills
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Talking too rapidly & quietly Not smiling enough and when appropriate Do not present without passion or enthusiasm Avoid using too many ‘big’ words Never ignore definitions of Terms &
expressions Avoid using unfamiliar technical jargons Use proper grammar Finish On Or Under Time
Consider this with yourself …
Presentation Skills
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Do not know you audience Talking down to people Insulting the audience intelligence Tell them understandable things Do not make eye contact with audience Do not use any body language Deceive the audience or manipulate them
7 Deadly sins in Presentation…
Presentation Skills
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The Art Of Delivery
The Audience
FOCUS
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Body language • the facial expressions, • the body movements, • the arm movement, • the head movement,
and • How you stand/move.
Use your ALL!
55% Body Language
38% Voice 7% Words
Elements of Delivery
55% Body Language7% words
38% Voice
Body Language
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•Moving…. Proves you are alive &
enthusiasm and confident.
Forces audience to keep their eyes open.
Reduces your own stress.
Body Language
Body Language
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Tips and Tricks … Dress for success You are the message What is the message How you say it? What do you do? Why you?
Body Language
You must earn the right to speak
Dale Carnegie
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The Art Of Delivery
The Audience
FOCUS
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The philosopher Epictetus stressed the power of listening in this quote:
“Nature gave us one tongue and two ears so we could hear twice as much as we speak.”
Listening Skills
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“Most people don’t communicate, they just take turns talking”
“Most communication is competitive talking”
“Hearing just happens. Listening is a conscious choice”
Listening SkillsThey said about listening
Hearing or listening?
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Not really listening at all
Ignoring
Yeah! Huh.. Right
Hearing certain parts of the conversation
Paying attention on the words said
The Intent to understand
PretendingSelectiveListeningAttentiveListening
ActiveListening
Levels Of Listening
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"You cannot truly listen to anyone and do
anything else at the same time.”
M. Scott Peck
Author & Psychiatrist
Word of Wisdom
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Do Listen truly Wait for them to finish Show interest in them Avoid interrupting them Hold your opinion till the end Don’t make assumptions Show you are following Maintain eye contact Listening only to what you want
Tips for Listening
Listening Skills
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I know that you believe you understand what you think I say
but I am not sure you realize that you heard is not what I meant.
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The Art Of Delivery
The Audience
FOCUS
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Why using Questions? To discover existing knowledge To recap and summarize To establish awareness To involve audience To check understanding To gain interest & keep people
alert To make learning pints out of the
participants
Anything starts by
question ? ?
Questions Technique
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Benefits of Questions? To encourage participants To create multiple argument
sides To cut off unnecessary debates To guide discussions To keep the conversations To keep the energy up in the
room
The right question is your magic
stick
Questions Technique
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ABOUT Questions … Prepare .. Prepare .. and Prepare questions If you think knowledge in the room, don’t tell,
ASK. If someone else has the knowledge, Hoard yours. If knowledge is not in the room, Don’t ask to
brag. If the knowledge is wrongly said, ASK. If you need some time to think, ASK. When you are in doubt, ASK. Prepare not to follow a rigid mind map. Don’t lose continuity. Build on what they say.
Questions Technique
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Framing Questions … Use Open Questions Minimize Closed Questions Vague / Ambiguous / Personal Complex Questions Leading Questions Multi Questions (DOUBLE BARRELED) No Several Questions at a time
Questions Technique
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The Art Of Delivery
The Audience
FOCUS
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Listen to the entire question Pause and allow yourself time to value
the question and listener. Repeat the question out load so the
entire audience can hear it or ask the participant to repeat – if it wasn’t heard
Credit The Person for asking the question
Handling questions …
Responding to audience
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DO’s and Don'ts … Acknowledge the person Pass it to the group Catch the question depth Collect the participants’ responses Thank and encourage question Don’t rush to answer or fill the silence Don’t grade answers or questions Don’t Patronize / Don’t “Parroting” Don’t astonish or get shocked
Responding to audience
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Guided question – to get the answer of the question closer to the mind.
Overhead - to the group Reverse – to the participant Relay – on others Rhetorical – to stimulate thinking or influence people.
Does not use with the purpose to get answer
Handling questions …
Responding to audience
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“You don’t understand”“Well, obviously”“Let me start at the beginning”“In simple terms”“Let me explain something to you”“You probably don’t now this but”“As I said before”Don’t put words in the participants’ mouth
Avoid put down phrases such as:
Responding to audience
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Know-it-all participantA show off.Well informed and anxious to show it.
Handle difficult audience
What to do: Wait till he takes a breath: thank,
refocus & move on. Jump in & ask group to comment. Ask a question to the group. Slow him with a question needs
thinking
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The whisperer Doesn’t understand what’s going
on. (Clarifying or translating) Boredom Sharing stories triggered by your presentation.What to do: Stop talking and wait for them to look up & non-
verbally ask for their permission to continue. Get close and stress on your presentation Encourage involvement
Handle difficult audience
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The gloomy participant Often depressed & discouraged. “I hate it & so should you” club.What to do: Stick to fact-based questions. In the break show real interest in his problems. Show that the purpose is to be positive &
constructive. Show some interest in him/her
Handle difficult audience
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Most hostile type. Gets satisfaction from needling. Aggressive & argumentative.
The Sniper
What to do: Never get upset or drawn to an argument Find merit, express agreement & move on. When an incorrect statement is made, open
discussion to class Ask him to continue his points in the break
Handle difficult audience
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Never loose your temper, it will gain you nothing Be polite but firm. Your goal must be to get the audience on your side. If someone objects to what you are saying do NOT
enter into an argument. If it is a fact, prove it. Everyone deserves a fair hearing even if you can
not agree with their point of view.
Handle difficult audienceDeal with hostility
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Handling Different opinions
Keep Relation
With Evidence
My opinion
Link
Acknowledge
Listen Accept others’ Opinion Give people the right to say
opinionsDon’t rush to replyDon’t reflect the feelings of
resentment or being upset. Use proper body languageShow understanding/
respectDon’t get into an argument
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Never say: “NO” “you don’t understand”“let me explain to you” “it seems you don’t get it”“How come you don’t
know?!”“Its very well known”“let me repeat what I told you
before”!!
Handling Different opinions
Keep Relation
With Evidence
My opinion
Link
Acknowledge
Listen
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“I can see your point”“I appreciate your concern”“Thank you for raising this
point”“I can feel the same thing if I
were in your place”“I know where you come
from”“I understand your concern”
Handling Different opinions
Keep Relation
With Evidence
My opinion
Link
Acknowledge
Listen
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What do I think?Why do I think that?What evidence do I have?
My evidence is…The evidence shows that…Therefore, I think that...
Present pinions with Evidence
Handling Different opinions
Think
Speak
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DefeatsEvidence Doubts
EvidenceDoubts
Demonstrations Examples Facts Exhibits Analogies Testimonials Statistics
Handling Different opinionsPresent pinions with Evidence
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Word of Wisdom
“Make sure you finish speaking before your
audience finish listening”Anonymous