Presentation Skills What is Presentation? Presentation is the - PowerPoint PPT Presentation

Presentation Skills

What is Presentation? Presentation is the process of showing and explaining the content of a topic to an audience.

Why we need Presentation skills? • Briefing the team members • Getting a rise • Conducting training • Conducting meetings • Explaining different reports • Public speaking

Three important things for presentation • The speaker must have a clear aim • The material must be prepared and organized in such a way that the aim is supported • The presentation should be engaging for both speaker and audience

Basic guidelines for Presentation A . Preparation B. Conducting i. Presenter’s own i. Method preparation ii. Manage your ii. Material introduction iii. Making iii. Nerve control presentation iv. Voice/speech technique v. Physical Behavior vi. Handling Q & A vii.Summarize 5

A . Preparation Presenter’s own preparation: i.  Clear about purpose/objectives  Knowledge (background Information)  Be really clear about your audience-level  Language  Time factor  Rehearsal (If you fail to prepare, you are prepared to fail)  Appearance (proper dress up)

A . Preparation ii. Material preparation a) Equipment: Multimedia-Screen-White board-Camera b) Stationary: Charts-Markers-Writing pads etc. c) Handouts/Reference Material: • Credibility of information • Selection of words • Simple • Relate directly to the objectives • Not distract the audience

A . Preparation iii. Making presentation:  Presentation structure: • Design a brief openin g (about 5-10% of total time of presentation) Present your goals for presentation   Clarify the benefits of the presentation to the audience Explain the overall layout of the presentation  • Prepare the body of your presentation (about 70-80% of total time of presentation)

A . Preparation … Presentation Structure: Design a brief closing (5-10% of total time of • your presentation) Summarize the key points from your presentation • Questions & Answers (about10% of total time • of your presentation) • Summarize at the end

Power Point Presentation • Use of T emplate • Use a set font and color scheme. • Different styles are disconcerting to the audience. • Use of Bullets • Limit the number of bullets in a screen to 6-8, four if there is a large title, logo, picture etc.

……PowerPoint presentation • Fonts • Choose a clean font that is easy to read. Roman and Arial typefaces are easier to • read than Script or Old English . Stick with one or two types of fonts. • • Font size Bulleted items should be no smaller than 22 • points. • The title should no smaller than 28 points.

……PowerPoint presentation • T ext • If you crowd too much text, the audience will not read it. Why should they spend the energy on • reading it, when you are going to tell them what it says? • Caps Do not use all capital letters • Makes text hard to read •

……PowerPoint presentation • Italics • Used for “ quotes ” Used to highlight thoughts or ideas • Used for book, journal, or magazine titles • • Colors • Red and orange are high-energy but can be difficult to stay focused on. • Green, blue, and brown are mellower, but not as attention grabbing.

Flipcharts First design your charts on the paper before • drawing them on the actual Flipchart pad. • Use 7 X 7 rule (have no more than 7 words on each line and no more than 7 lines to a sheet. Do not use all block letters • Use Flipchart markers and not regular • erasable markers. Avoid using too many colors. • Prepare your Flipcharts early/timely

B. Conducting the presentation T ell them what you want to tell them 1. T ell them 2. T ell them what you have told them 3.

… Conducting the presentation i. Method/T echnique:  Lecture  Interactive (Brain storming)  Audio-visual (PPTs, charts, tables, graphs etc)  Group work, Role play • Use of cue cards with key words and phrases for memory

ii. Manage your Introduction 1. Capture the audience attention o Ask a question o Cite a quote o Tell a joke o Narrate a story 2. Put audience and yourself at ease o Through proper verbal non verbal signals o Your voice should not be shaky 3. Preview the T opic o Helps audience understand what is going to be conveyed

ii. Manage your Introduction 4. State significance of topic o Helps to realize that presenter values their time o Session will improve their existing knowledge 5. Be concise o It helps to cut down on boredom on audience part 6. Be Enthusiastic and Dynamic o Maintain audience attention; prevent them from falling asleep

iii. Nerve control  Be cool and relax  Through sufficient preparation and planning  Through practice  Visualizing success  Positive self-talk  Fish walk  Hold something in your hands

iv. Voice/speech technique  Speak naturally (be yourself)  Be sure you are heard  Be sure you are understood  Speak clearly  Vary the pitch and pace ( sometimes pausing is more powerful than speaking )

v. Physical Behavior Personal Appearance  Dress appropriately  Be clean Posture  Keep the body erect without appearing stiff  Comfortable  Be natural Facial Expression  Smile, expressive eyes, encouragement

v. Physical Behavior Eye contact  It helps the audience involved with the speaker Movement  Fish walk Gestures  Gestures add to the message you communicate

vi. Handling Questions and Answers Types of questions Open: Require more than a yes or no answer • Allow the respondent to elaborate • Can you explain that? What do you mean by...? Closed: Yes/no • True/false • Does everyone understand the changes we have discussed?

vi. Handling Questions and Answers Questioning process Asking questions: 1. • Phrasing: ask clear concise questions • Directing: to a group or individual 2. Handling learners answers of questions • Positive reinforcement • Acknowledge the effort

vi. Handling Questions and Answers Questioning process 3. Responding to learners questions • Provide answer yourself • Redirect the question to a learner

Tips for Handling Questions  Listen closely for the concept in question  Repeat or rephrase the question, if necessary  Answer clearly  Do not lie – if you don't know the answer say so  Do not enter into an argument with an individual  Do not rush an answer – pause and think about what you are going to say  Own participants’ knowledge & experience

vii. Summarize at the end  Main points

Do’s  Assess the audience profile, formal requirements and accordingly prepare the presentation material.  Set the duration, subject or topic for the same in advance.  Work on your posture so that you look relaxed and comfortable.  Be careful about your dressing, verbal communication and appearance.  Get the audience involved.  Use example role models frequently.

Dont’s Do not leave things to the last minute Do not simply read your speech/lecture. Do not forget to review and revise the material once you have prepared it. Do not arrive late. Do not stand in front of visuals. Do not forget to include thanks & acknowledgement.

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