Soft Skills for a Digital Workplace: Verbal Soft Skills for a Digital Workplace: Verbal CommunicationCommunication

Unit E:Unit E:Making Formal PresentationsMaking Formal Presentations

ObjectivesObjectives

Plan effective presentations

Develop presentation content

Rehearse a presentation

Deliver a presentation

ObjectivesObjectives

Build rapport

Manage anxiety

Use appropriate visuals

Manage questions and answers

Planning Effective PresentationsPlanning Effective Presentations

It’s important to carefully plan and prepare for an oral presentation.

Guidelines for public speaking: Refine your message Anticipate your audience Ask what your manager wants Budget enough planning time Anticipate the extras

Improving Informal Improving Informal CommunicationCommunication

Use informal communication opportunities to: Develop and strengthen personal

relationships Promote yourself Further your ideas and goals

When communicating informally: Be professional Emphasize the positive Overcome obstacles

Developing Presentation ContentDeveloping Presentation Content

The three parts of a presentation are: Introduction Body Conclusion

Developing Presentation ContentDeveloping Presentation Content

Guidelines for developing presentation content: Include the three major parts of a

speech Show your organization to the audience Create a storyboard of your presentation Write for the ear Include attention-getters

Developing Presentation ContentDeveloping Presentation Content

Attention-getting devices Show pictures or photos Play a video or video clip Tell a story Lead an activity

Rehearsing a PresentationRehearsing a Presentation

Remember that it takes a lot of preparation to sound spontaneous.

Effective speakers know that the more they practice a speech, the more naturally they will deliver it.

When you master the content of the speech, you will feel more comfortable adjusting your rate of speech, adding pauses, and including suitable gestures and movements.

Rehearsing a PresentationRehearsing a Presentation

Do’s and Don’ts for rehearsing a presentation: Practice as though you are delivering

your speech Record yourself (audio) Record yourself (video) Ask someone to critique you Use visualization Rehearse a dry run

Rehearsing a PresentationRehearsing a Presentation

Steps in a successful rehearsal

Delivering a PresentationDelivering a Presentation

Remember that a speech is partly a performance.

The way you speak, move, and interact with the audience influences how people react to what you say.

Delivering a PresentationDelivering a Presentation

Do’s and Don’ts for delivering a presentation: Gesture appropriately Use the power of pauses Speak naturally – don’t read your

speech Use a sound system or public address

system Walk as you talk Have a backup plan

Delivering a PresentationDelivering a Presentation

Using pauses effectively

Building RapportBuilding Rapport

Rapport is mutual trust, emotional similarity, and natural personal attraction.

When you establish rapport with the audience, they become your allies, are more cooperative, and will be interested in what you have to say.

Building RapportBuilding Rapport

Guidelines for building rapport: Interact before the meeting starts Follow the three-second rule Minimize the distance Illuminate your face Make your examples personal

Building RapportBuilding Rapport

Managing AnxietyManaging Anxiety

Performance anxiety, or stage fright, is a psychological reaction to a person’s fear of public embarrassment.

Glossophobia is the fear of public speaking and is the most common of all human phobias.

Most stage fright arises while you are anticipating the performance.

Once you start to speak, much of the fear quickly goes away.

Managing AnxietyManaging Anxiety

Strategies for managing anxiety: Be well prepared Loosen up before you speak Remember to breathe Keep some water handy Don’t apologize Remember the audience wants you to

succeed

Using Appropriate VisualsUsing Appropriate Visuals

Prepare visual aids that reinforce your major ideas, stimulate the audience, and work well in the physical setting of your presentation.

People learn more readily and retain more information when learning is reinforced by visualization.

Popular visual aids include: Flip charts Overhead transparencies Slides Video clips

Using Appropriate VisualsUsing Appropriate Visuals

Visual aids that are poorly done distract from a presentation.

Well-designed visuals can significantly enhance your presentation.

Using Appropriate VisualsUsing Appropriate Visuals

Do’s and Don’ts for using visuals: Include one message per visual Let your audience read or listen (not

both) Keep the effects simple Manage your colors Use minimalist backgrounds Proofread carefully

Using Appropriate VisualsUsing Appropriate Visuals

Examples of effective visuals:

Managing Questions and AnswersManaging Questions and Answers

After the presentation, you are expected to respond to audience questions.

You can request questions during the presentation or in a period at the end of the presentation.

Handling questions with authority is part of making a successful presentation and one you should prepare for and rehearse.

Managing Questions and AnswersManaging Questions and Answers

Guidelines for managing questions and answers: Establish the ground rules Kick start the questions Listen to the entire questions Repeat each question Answer to the entire audience Don’t answer if you don’t know

Technology@Work: Technology@Work: Presentation SoftwarePresentation Software

You use presentation software to create and deliver electronic slide shows.

Presentation software has become the standard way to make and give business presentations.

Although Microsoft PowerPoint is the most well-established presentation software, there are others available.

Technology@Work: Technology@Work: Presentation SoftwarePresentation Software

The top five programs designed for business presentations: Microsoft Office PowerPoint Adobe Flash Google Docs Apple Keynote OpenOffice Impress

Technology@Work: Technology@Work: Presentation SoftwarePresentation Software

Microsoft Office PowerPoint 2007

SummarySummary

Time spent preparing and planning a presentation is critical to its success.

Speeches include three major parts: introduction, body, and conclusion.

Remember to rehearse the presentation.

Follow the guidelines for delivering a presentation.

SummarySummary

Build rapport with the audience.

Use strategies for managing anxiety before a presentation.

Use appropriate visuals.

Confidently managing questions and answers is key to a successful presentation.