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

• f 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
• rganized 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
• i. Presenter’s own

preparation

• ii. Material
• iii. Making

presentation

• B. Conducting
• i. Method
• ii. Manage your

introduction

• iii. Nerve control
• iv. Voice/speech

technique

• v. Physical Behavior
• vi. Handling Q & A

vii.Summarize

5

• A. Preparation

i.

Presenter’s own preparation:

• 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 opening (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
• f 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
• n 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

1.

T ell them what you want to tell them

2.

T ell them

3.

T ell them what you have told them

… 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
• Ask a question
• Cite a quote
• Tell a joke
• Narrate a story
• 2. Put audience and yourself at ease
• Through proper verbal non verbal signals
• Your voice should not be shaky
• 3. Preview the

T

• pic
• Helps audience understand what is going to be conveyed

• ii. Manage your Introduction
• 4. State significance of topic
• Helps to realize that presenter values their time
• Session will improve their existing knowledge
• 5. Be concise
• It helps to cut down on boredom on audience part
• 6. Be Enthusiastic and Dynamic
• 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

1.

Asking questions:

• 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

• nce you have prepared it.

Do not arrive late. Do not stand in front of visuals. Do not forget to include thanks & acknowledgement.

Thanks

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