Presentation skills Speaking before a group Speaking before a group - - PDF document

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Presentation skills Speaking before a group Speaking before a group - - PDF document

Dec 25, 2023 311 likes •416 views

Ten Worst Fears Ten Worst Fears Presentation skills Speaking before a group Speaking before a group 1. 1. Heights Heights 2. 2. Insects/bugs Insects/bugs 3. 3. Financial problems Financial problems 4. 4. Deep water Deep water 5.

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Presentation skills

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Ten Worst Fears Ten Worst Fears

1. 1.

Speaking before a group Speaking before a group

2. 2.

Heights Heights

3. 3.

Insects/bugs Insects/bugs

4. 4.

Financial problems Financial problems

5. 5.

Deep water Deep water

6. 6.

Sickness Sickness

7. 7.

Death Death

8. 8.

Flying Flying

9. 9.

Loneliness Loneliness

10.

  • 10. Dogs

Dogs

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Aim of today’s session Aim of today’s session

  • The nature of today

The nature of today’ ’s session is to provide s session is to provide you with you with some some important techniques that important techniques that will assist you in everyday life and when will assist you in everyday life and when giving a presentation giving a presentation

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Designing the presentation: Designing the presentation:

  • Develop the introduction: state your purpose

Develop the introduction: state your purpose in a single sentence in a single sentence

  • Narrowly focus the topic

Narrowly focus the topic– –2 to 5 key points 2 to 5 key points

  • Design the body:

Design the body:

  • Problem/opportunity

Problem/opportunity

  • Solution or recommendation with evidence

Solution or recommendation with evidence

  • Add activities, visual aids, stories, and

Add activities, visual aids, stories, and examples examples

  • Plan the conclusion:

Plan the conclusion:

  • Focus on what the audience should get from the

Focus on what the audience should get from the presentation presentation

  • End with a bang

End with a bang

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Preparation Preparation

  • Begin

Begin your your preparations preparations in in time time

  • Practice

Practice

  • Time

Time

  • Auxiliary means

Auxiliary means

  • Aim of

Aim of presentation presentation

  • Material in use

Material in use

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Problems with presentations Problems with presentations

  • Problems we may encounter with groups when

Problems we may encounter with groups when presenting: presenting:

  • Large group (lack of intimacy)

Large group (lack of intimacy)

  • Small group (lack of formality)

Small group (lack of formality)

  • Group may not be interested

Group may not be interested

  • Group may be very diverse

Group may be very diverse

  • Group may be hostile

Group may be hostile

  • Group may not have basic knowledge

Group may not have basic knowledge

How might you deal with these? How might you deal with these?

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Prevention Prevention

  • Check the facility:

Check the facility: visit the site if you can

visit the site if you can

  • Check the room setup/lighting/sound:

Check the room setup/lighting/sound: will you need

will you need help? help?

  • Check your equipment:

Check your equipment: is everything working? Do you know

is everything working? Do you know how to use it? how to use it?

  • Check the materials:

Check the materials: enough copies for everyone? Everything

enough copies for everyone? Everything in order? in order?

  • Allow plenty of time for setup:

Allow plenty of time for setup: give yourself ample room to

give yourself ample room to handle the inevitable problems handle the inevitable problems

  • Develop Plan B:

Develop Plan B: be ready for

be ready for disaster recovery disaster recovery

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“ “Body language” Body language”

  • Face

Face: your expressions, head tilt, nodding

: your expressions, head tilt, nodding

  • Figure

Figure: your demeanor, dress, physical appearance

: your demeanor, dress, physical appearance

  • Focus

Focus: if, when, how long you make eye contact

: if, when, how long you make eye contact

  • Territory

Territory: how you use space; e.g., how close you

: how you use space; e.g., how close you stand next to someone stand next to someone

  • Time

Time: how you use time; e.g., the pace of your

: how you use time; e.g., the pace of your speech, walk speech, walk

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  • First

First impression impression!!! !!! It is not important WHAT you say, but HOW you say it !

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Vocal Vocal Energy Energy

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The importance of The importance of Vocal Energy Vocal Energy

  • Releases tension in the body

Releases tension in the body

  • Words are spoken clearly and

Words are spoken clearly and effortlessly effortlessly

  • Speech is understandable and

Speech is understandable and interesting interesting

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Vocal expression Vocal expression Vocal expression

  • Speak at a pace suitable for your

Speak at a pace suitable for your audience: audience:

  • Complex

Complex -

  • slower

slower

  • Simple

Simple -

  • faster

faster

  • Use pauses effectively, they give the

Use pauses effectively, they give the audience time to think audience time to think

  • Use natural expression and inflection

Use natural expression and inflection

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Voice Voice Voice

  • Tone

Tone

  • High pitch, particularly for women

High pitch, particularly for women

Variety Upspeak Clear enunciation Adequate volume

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Self Self-

  • confidence

confidence

  • Stage fright

Stage fright – – how how to to reduce reduce it it? ?

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Magic Ingredient: Magic Ingredient: Magic Ingredient: ENTHUSIASM

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  • Know issue

Know issue

  • Know yourself

Know yourself

  • Know auditorium

Know auditorium What? Whom? Where? When?

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Mistakes Mistakes in in introduction introduction

  • Starting with

Starting with “I” “I” or

  • r “me”

“me”

  • Apology

Apology

  • Starting with negative issues

Starting with negative issues

  • Banalities

Banalities

  • Politeness

Politeness

  • Long

Long start start

  • Indication to previous speaker

Indication to previous speaker

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What makes a talk poor? What makes a talk poor?

  • Little/no eye contact

Little/no eye contact

  • No engagement with the audience

No engagement with the audience

  • Mumbling

Mumbling

  • Often because not engaging with audience

Often because not engaging with audience

  • Reading from a paper

Reading from a paper

  • Too fast, monotone

Too fast, monotone

  • Little/no structure

Little/no structure

  • Lack of clarity

Lack of clarity

  • Too much information

Too much information

  • Bad visual aids

Bad visual aids

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Decent Decent start start

  • Originality

Originality

  • Comprehension

Comprehension

  • Questions

Questions

  • Episodes

Episodes and and examples examples

  • Quatations

Quatations, , proverbs proverbs, , stories stories

  • Audiovisualne

Audiovisualne start start

  • Short

Short overview

  • verview of
  • f the

the issue issue

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How to handle issue How to handle issue? ?

  • Depends from the goal

Depends from the goal of

  • f your

your presentation presentation

  • Logical sequence

Logical sequence

  • In

In transition transition from from one

  • ne issue

issue to to another another use use questions questions

  • Proposition

Proposition – – evidence evidence, , explanation explanation – – reasoning reasoning

  • If

If you you have have many many facts facts -

  • do meanwhile

do meanwhile summaries summaries

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The first two minutes The first two minutes

  • Prepare audience for content of

Prepare audience for content of presentation presentation

  • Clearly state purpose

Clearly state purpose

  • Relate topic to audience

Relate topic to audience

  • Personalize the information

Personalize the information

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Opening a presentation: Attention Opening a presentation: Attention getters getters

  • Ask a provocative question

Ask a provocative question

  • Involve the audience

Involve the audience

  • Relevant quote

Relevant quote

  • State a startling fact or statistic

State a startling fact or statistic

  • Appeal to human nature

Appeal to human nature

  • Tell a story that relates to the topic

Tell a story that relates to the topic

  • Refer to a recent well

Refer to a recent well-

  • publicized event

publicized event

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Don’t start by Don’t start by

  • Giving a dictionary definition

Giving a dictionary definition

  • Saying, “Thank you, Mr./Ms.

Saying, “Thank you, Mr./Ms. Chairperson, I am honored to address…” Chairperson, I am honored to address…”

  • Thinking small. Think big to capture the

Thinking small. Think big to capture the imagination of the audience imagination of the audience

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An An icebreaker icebreaker

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Focus attention Focus attention Focus attention

Source: Peoples (1992), p. 75

10 Attention and interest Minutes 20 30 40 50 60 Opening Body Close

6

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Some ways to focus audience attention: Some ways to focus Some ways to focus audience attention: audience attention:

  • Stories

Stories

  • Analogies

Analogies

  • Jokes and humor if directly related

Jokes and humor if directly related

  • Eye contact

Eye contact

  • Volume

Volume

  • Enunciation

Enunciation

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Avoid This Avoid This…

…

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More ways to focus audience attention: More ways to focus audience More ways to focus audience attention: attention:

  • Startling visuals

Startling visuals

  • Planned questions

Planned questions

  • Testimonials

Testimonials

  • Demonstrations

Demonstrations

  • Activities/exercises to involve the audience

Activities/exercises to involve the audience

  • Purposeful movement

Purposeful movement

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  • When you look at one person in a

When you look at one person in a large crowd, 15 will think you are large crowd, 15 will think you are looking at them looking at them

  • Spread eye contact randomly around

Spread eye contact randomly around the room the room

Maintain eye contact Maintain eye contact

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Development of Sensorial Skills Development of Sensorial Skills

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Developing visuals Developing visuals

  • KISS:

KISS: keep it short, simple

keep it short, simple

  • Illustrate

Illustrate major major points only points only

  • Beware of complicated charts/graphs

Beware of complicated charts/graphs

  • Size does matter; bigger is better

Size does matter; bigger is better

  • Consider room size and configuration:

Consider room size and configuration:

can everyone see? can everyone see?

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Using visuals Using visuals

  • Talk to the

Talk to the audience audience

  • Stand to the side

Stand to the side

  • Write LARGE

Write LARGE

  • Duplicate complicated visuals (charts

Duplicate complicated visuals (charts and graphs) in your handout and graphs) in your handout

  • Post as appropriate for reinforcement

Post as appropriate for reinforcement

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Basic principles for preparing visuals: Basic principles for preparing Basic principles for preparing visuals: visuals:

  • Large letters: 5 x 5 rule

Large letters: 5 x 5 rule

  • Use block letters

Use block letters

  • Adequate contrast

Adequate contrast

  • Images and graphics must be

Images and graphics must be appropriate to the topic appropriate to the topic

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Basic principles for preparing visuals: Basic principles for preparing Basic principles for preparing visuals: visuals:

  • Use charts and graphs

Use charts and graphs instead of grids of numbers instead of grids of numbers

  • Keep diagrams as simple as

Keep diagrams as simple as possible possible

  • Don’t talk to slides

Don’t talk to slides

  • Only use when needed

Only use when needed

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Using PowerPoint: yes… Using PowerPoint: yes…

  • Basic bullets

Basic bullets

  • Short sentences

Short sentences

  • Few fonts

Few fonts

  • Facile over fancy

Facile over fancy

  • Match template to tone

Match template to tone

  • Allow reading of long quotes

Allow reading of long quotes

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Using PowerPoint: no… Using PowerPoint: no…

  • Generic, overdone clip art

Generic, overdone clip art

  • Default backgrounds

Default backgrounds

  • Bells, whistles, drums, gongs

Bells, whistles, drums, gongs

  • Excess transition

Excess transition

  • Excess animation

Excess animation

  • More than six bullets

More than six bullets

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Developing handouts Developing handouts

  • Less is more:

Less is more: excess paper isn’t read

excess paper isn’t read

  • Target

Target major major areas and ideas areas and ideas

  • Follow your organizational outline

Follow your organizational outline

  • Provide references to other resources

Provide references to other resources

  • Include samples of complicated forms

Include samples of complicated forms

  • Use branding and logos if you have

Use branding and logos if you have them to identify your materials them to identify your materials

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Using handouts Using handouts

  • Consider best distribution time for your

Consider best distribution time for your purpose: purpose: beginning, during, after

beginning, during, after

  • Do a walk through of your presentation

Do a walk through of your presentation with the handouts with the handouts

  • Encourage questions

Encourage questions

  • Reference handouts on PowerPoint

Reference handouts on PowerPoint slides to help orient your audience slides to help orient your audience

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Selection Selection of

  • f material

material

  • Sensible

Sensible

  • Vital

Vital

  • Trustworthy

Trustworthy

  • Control

Control your your data data

Leave inadequate Avoid repetitions

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Auxiliary means Auxiliary means

  • Always

Always control control! !

  • Not

Not too too many many

  • Pictures

Pictures are are always always remembered remembered

  • Turn off projector

Turn off projector, , if you do not use it if you do not use it

  • Do

Do not not demonstrate demonstrate row row after after row row in in your your transparent transparent

  • Do

Do and and speak in turn speak in turn

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Begin your preparations in time Write your introduction and conclusion part always If possible, practice with somebody Prepare your voice If first minutes are hard, look to somebodys eyes Smile – this improves your selfconfidence

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  • Do not confuse your presentation

Do not confuse your presentation

– Do not use implicit, self-evident things –Do not use foreign words –Do not distribute materials during your presentation –Do not play with auxiliary means

NB! Parasite words!!! Do not let auditorium to

confuse you!

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Note cards Note cards Note cards

  • Numbered, should contain a max. of

Numbered, should contain a max. of 5 lines with 5 words per line 5 lines with 5 words per line

  • Do not write everything you plan to

Do not write everything you plan to say say

  • Include time checks

Include time checks

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  • Be overly familiar with your material,

Be overly familiar with your material, never memorize never memorize

  • Preplan the first three to five words for

Preplan the first three to five words for each key point each key point

  • Practice, practice, practice, and use

Practice, practice, practice, and use note cards note cards

  • Arrive early and check out the room

Arrive early and check out the room and equipment and equipment

  • Have backup for all materials

Have backup for all materials

Dealing with Nerves Dealing with Nerves Dealing with Nerves

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Check out the venue Check out the venue

  • Know how the room will be

Know how the room will be arranged arranged

  • Know how the equipment works

Know how the equipment works

  • Test the equipment, then test it

Test the equipment, then test it again again

  • Know where lighting controls are

Know where lighting controls are

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Movement Movement

  • Don’t move anywhere without

Don’t move anywhere without deciding deciding to to move there move there

  • Move with

Move with intention intention

  • Lock, Talk, and Pause

Lock, Talk, and Pause

  • Use movement to signal a change

Use movement to signal a change in topic in topic

  • Imagine your audience within a

Imagine your audience within a sphere and “fill” that entire space sphere and “fill” that entire space

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Gestures Gestures Gestures

38% 38% 7% 7%

55% 55%

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Gestures Gestures Gestures

  • Appropriate to what you are saying

Appropriate to what you are saying

  • Appropriate for the audience

Appropriate for the audience

  • Appropriate for the size of the audience

Appropriate for the size of the audience and the space and the space

  • Match facial expression, body language,

Match facial expression, body language, tone of voice with statement tone of voice with statement

  • Above the waist, so audience can see

Above the waist, so audience can see them them

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  • Add emphasis

Add emphasis

  • Illustrate

Illustrate

  • Express emotion

Express emotion

  • Punctuate

Punctuate

  • Help visualize ideas

Help visualize ideas

  • Create rapport with the audience

Create rapport with the audience

  • Match the message to the style of the

Match the message to the style of the presentation presentation

Gestures can be used to: Gestures can be used to: Gestures can be used to:

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Be Careful, gestures can also Be Careful, gestures can also Be Careful, gestures can also

  • Be distracting

Be distracting

  • Create confusion

Create confusion

  • Reveal a speaker’s nervousness

Reveal a speaker’s nervousness

  • Make the speaker seem insincere

Make the speaker seem insincere and less capable and less capable

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Distracting habits to avoid: Distracting habits to avoid: Distracting habits to avoid:

  • Clutching, scratching, picking items or

Clutching, scratching, picking items or body parts body parts

  • Any repetitive gesture, word or phrase

Any repetitive gesture, word or phrase

  • Empty words: “you know,” “like,”

Empty words: “you know,” “like,” “whatever” “whatever”

  • Awkward, jerky movements

Awkward, jerky movements

  • Reading

Reading

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Dress Dress Dress

  • At same level, or one level above

At same level, or one level above audience. audience.

  • Clothes: are neat, clean and fit well

Clothes: are neat, clean and fit well

  • Proper attire indicates

Proper attire indicates professionalism and credibility professionalism and credibility

  • No white socks with dark pants or

No white socks with dark pants or shoes shoes

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How we gather information How we gather information How we gather information

13% 13% 12% 12%

75% 75%

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Closure Closure of

  • f your presentation

your presentation

  • Summarising

Summarising main main idea idea

  • Figurative

Figurative expression expression

  • Action oriented incentive

Action oriented incentive

  • Do not push with your suggestions

Do not push with your suggestions

  • Prepare to objections

Prepare to objections

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Typical Typical mistakes mistakes in in the the end of end of the the presentation presentation

  • “

“I I am am sorry sorry, I did , I did not not had had time time to to .... “ .... “

  • “

“Time Time do do not not allow allow me ...” me ...”

  • “

“About About current current issue issue I I could could continue continue ...” ...”

  • “

“Thank Thank you you for for allowing allowing me ...” me ...”

Do not repeate, that you are going to finish soon. Do not make long summaries. Do not leave without conclusion.

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Conclusion Conclusion

  • Never say, “the end,” “I’m done,” etc.

Never say, “the end,” “I’m done,” etc.

  • Summarize main points and lessons

Summarize main points and lessons learned learned

  • End strong:

End strong:

  • Have a well prepared final statement

Have a well prepared final statement

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