Post on 06-May-2015
description
SOFT SKILLS WORLD
presents
Effective Presentation Skills
PRESENTATION SKILLS
PRESENTATION SKILLS
It is not sufficient to know what to say;
one must also know how to say it.
- Aristotle
PRESENTATION SKILLS
• After going through this session, you will be able to :
Identify the steps required in planning a speech, or
presentation.
Develop an introduction, a body and a final summary for a long,
formal presentation.
Analyse the audience for speeches and presentations.
Select, design and use visual aids.
Deliver your speech or presentation effectively.
Handle questions effectively.
EFFECTIVE PRESENTATION
Characteristics
• It should be sequential.
• It should address the needs of the customer.
• It should be timed well.
• It should be well planned, organized & delivered.
• The occasion – formal, informal or casual
EFFECTIVE PRESENTATION
Should Focus On:
• Message well understood by the
participants
• Invites participation of the entire group
4 STAGES OF LEARNING
• Unconsciously Incompetent
• Consciously Incompetent
• Consciously Competent
• Unconsciously Competent
VOICE
Purpose:
To make people want to listen• Projection
• Articulation
• Modulation
• Pronunciation
• Enunciation
• Repetition
• Speed
RULES FOR PRESENTERS
Respect your Audience• Think like a listener
• Write like a speaker
• Be interesting
• Break down the Barriers
• Maintain rapport
PRESENTATION
Time: 1.5 minutes each
• Introduction
• Company
• Your work
• The skills you would like to acquire
PERCEPTION MANAGEMENT
Accepting the responsibility to give people
you are dealing with the picture YOU
want them to see
PRESENTATION
The Beginning
• Ready Position
• Movements
• Gestures
PRESENTATION
Gestures
• To Emphasize
• To Illustrate
• Nervous Gesture
PRESENTATION DESIGN AND
DELIVERY
Define the purpose
Analyze the audience
Develop the Presentation
Deliver
Post Delivery
Design
PRESENTATION
Purpose
• To inform or analyze an idea
• To simulate people to action
• To activate people then and there
AUDIENCE ANALYSIS
Analyzing the Audience
• Profile of the group
• Expectations of the audience
• Knowledge level of the audience
PRESENTATION PLANNING
Planning
• Developing a main idea
• Developing an outline
• Deciding on the style
AUDIENCE WILL THINK
Before you start preparing consider the
followingI am Important
Consider my needs
Will your ideas help me
What are the facts
I accept
Remember audience is doing critical listening to you!
PRESENTATION
Introduction• Start with an Elevated Pitch (WIFM)
• Use technique of “Big Bang” i.e. trying to catch peoples attention by saying something different / unusual…….
• Let the audience know what lies ahead (Agenda).
• State the intended outcomes
• Set ground rules, if any.
PRESENTATION
Introduction• Elevated Pitch (WIFM)
– A humorous anecdote
– A provocative or dramatic statement
– Audience participation (a question, a reference to a local event, a survey of hands etc.)
– An object (a prop, a product, a model etc.)
– An action (a demonstration, an unexpected entry a quotation etc.)
PRESENTATION
Introduction :
Questions that may help you develop your message
• What do people need to know, believe and care about to become engaged with your issues / organization?
• What obstacles or misconceptions do you need to overcome to get people engaged?
• What needs to happen or what do people need to do to meet your organization’s goals or have an impact on your issues?
• If people did this, how would things be different?
PRESENTATION
Time: 1.5 minutes• Elevated Pitch
• Choose and write 5 gestures you would use during the presentation
• Remember:
• To maintain eye contact
• To do feet control
• To move only for a purpose
GOLDEN RULES FOR
PRESENTAERS
Be yourself made large
• Project your personality
• Be conversational
• Maintain high energy levels
GOLDEN RULES FOR
PRESENTAERS
3 P’s of Effective Presentation
Preparation
Preparation
Preparation
PRESENTATION
Body
The body should preferably be point-wise instead of
running lines of text.
• There should be a logical sequence.
• Be clear on inputs.
• Give examples related to listeners needs.
• Use powerful and sequenced visual aids.
EFFECTIVE POWER
POINT PRESENTATION
Mistakes
• People tend to put every word they are going to say on PPP.
• People do not run spell checks
Please realize the impotence of ruining a spell cheek.
EFFECTIVE POWER POINT
PRESENTATION
Mistakes•Too
•Many
•Bullets
•&
•Your
•Key
•Message
•Will
•Not
•Stand
•Out
• Adding
• Excessive
• Bullet
• Points
• Only
• Bullet
• Key
• Points
GOLDEN RULES FOR AVM
To be useful visual aid must be both
Necessary and
Visual
GOLDEN RULES FOR AVM
It is not desirable to show data in a chart
Sales
TrendQtr 1 Qtr 2 Qtr 3 Qtr 4
Person A 2254 2589 3008 2199
Person B 1254 1357 1288 1466
Person C 3542 3645 3467 3798
GOLDEN RULES FOR AVM
Graphical representation is more appealing
0
500
1000
1500
2000
2500
3000
3500
4000
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
Person A
Person B
Person C
GOLDEN RULES FOR AVM
Visuals
BOLD BIG
BRIGHT
GOLDEN RULES FOR AVM
Make short words out of the long ones
Currently - Now
Require - Need
Visualize - See
Endeavor - Try
Sufficient - Enough
Terminate - End
Dispatch - Send
GOLDEN RULES FOR AVM
First ask:
“What can it show”
Then ask:
“What can it say”
i.e. Pictures precedes words
GOLDEN RULES FOR AVM
Example:
Study shows that Indian females
are more loyal towards their
families as compared to those
living in other countries
GOLDEN RULES FOR AVM
Example:
INDIAN
GOLDEN RULES FOR AVM
Remember:
Your AVM should never
draw more attention than you do
AIDS TO MAXIMISE IMPACT
I Integrate into your style
M Moves the presentation on
P Gives Professional Appearance
A Appropriate to the moment
C Communicates to the audience
T Technically sound
PRESENTATION
Conclusion• Reinforce the main points and summarize the main ideas.
• Make it memorable by enthusiastic remarks.
• End on a positive note.
• Ask for questions and clarifications, if any (look for non verbal
clues ).
• Involve the audience to outline the next steps.
Behavior Analysis
INITIATING BEHAVIOURSProposing
A behavior which puts
forward a new suggestion,
proposal or course of action
BuildingA behavior, usually in the formof a proposal, which extendsor develops a proposal madeby another person
and your plan would be even better if we added a second reporting stage
Let’s leave this item and move on to the
next
I suggest we reduce stocks by 15% to return to target You suggested we
should try to raise money to buy now.
Let’s do it by ...OK. I think we should focus on the IT market
If I can take that further, we could also adapt the system to give us better
cost control
REACTING BEHAVIOURSSupporting
A behavior which makes a conscious and direct declaration of agreement or support for another person or their concepts and opinions
Disagreeing
A behavior which states a direct
disagreement or which raises objections
and obstacles to another person’s
concepts or opinions (note: disagreeing
is about issues)
Fine, sounds OK to me
I’m afraid that won’t work - the system would overload
Yes, I go along with that ...
I don’t like that idea one bit
CLARIFYING BEHAVIOURSTesting UnderstandingA behavior which seeks to
establish whether or not an
earlier contribution has been
understood
Summarizing
A behavior which summarizes, or otherwise restates in a compact form, the content of previous discussion or events
Can I check that we’re talking about the same thing here? So, we have agreed:
1 To take legal action
2 To take it before May
3 To introduce it by March
Before I go on, does this data make sense to you
What additional information do you want from me?
CLARIFYING BEHAVIOURSSeeking Information
A behavior which seeks facts,
opinions or clarification from
another person
Giving Information
A behavior which offers facts,
opinions or clarification to
another person
Who were you
working with on the
said project?
How have things
gone for you
this year?
I think, on balance,
things have gone
pretty well this year
There are three of those on
stream at the moment
Can anyone tell me
which page this is on?
PROCESS BEHAVIOURSBringing In
A behavior which invites views
or opinions from a member of
the group who is not actively
participating in the discussion
Shutting OutA behavior which excludes
another person or reduces their
opportunity to contribute
Sue has been very quiet, I wonder whether she has anything to add?
John: What do you think, Carol?
Steve: What I think is ...
Jack, have you anything to say on this one?
Well, what I think we should
do in this case is ...
... I believe we should ...
GENERAL BEHAVIOURAL
CATEGORIES
ReactingSupporting
Disagreeing
Defending/Attacking
ProcessShutting Out
Bringing In
InitiatingProposing
Building
ClarifyingTesting Understanding
Summarizing
Seeking Information
Giving Information
HANDLING QUESTIONS
• Remain unemotional, cool, reserved.
• Answer the questions to the best of your ability, do not bluff.
• Do not answer questions on topics which you are unaware.
• Convert negative questions in your favor.
• Do not be rude at any cost to any member of the group.
• Be relevant and speak to audience needs.
A QUICK RECAP…
INTRODUCTION
BODY
CONCLUSION
SUMMARIZE CLARIFY DOUBTS ACTION ('NEXT STEP') EXIT
MAIN CONCEPT(S)SUPPORTING INFORMATION
DEMONSTRATION OF SOLUTION
ENTRYPURPOSE
STATEMENT BENEFIT(S)
OVERVIEW
REVIEW
BLUEPRINT FOR A PRESENTATION
AUDIENCE ATTENTION SPAN
High
Low
Start End
Presentation
You indicate end is near-
verbally or non verbally
CHALLENGES FOR A
PRESENTERHow can I
Establish
credibility?
How can I
Prevent/ minimize
the dip
in interest?
How do I keep
everyone involved?
If interest level falls
how do I get them
back again?
BODY LANGUAGE SHOWS
• Openness
• Frustration
• Defensiveness
• Confidence
• Active listening
• Nervousness
UNDERSTANDING NON
VERBAL CUESDefensiveness is
displayed through
• Arms crosses on chest.
• Fist like Gestures.
• Pointing index finger
Confidence is displayed
through
• Back straight.
• Purposeful movement.
• Eye contact
UNDERSTANDING NON
VERBAL CUESActive listening is
displayed through
• Putting hand on the chin.
• Stroking chin
• Head tilted.
Nervousness is displayed
through
• Clearing throat -“whew”
sound.
• Tugging the ear
• Not making eye contact
• Leaning on the chair.
SOME PRACTICES IN
NONVERBAL COMMUNICATION
Practices Reinforce Avoid
Word Choice Speak to inform, not
impress
Words with numerous
meanings
Non-words Pause Silence to add
impact
“UH”, “OK”, “You know”
Voice
modulation
Enthusiasm, Varying
Pitch and Pace
Monotone,
Squeakiness
Posture Straight and tall whether
sitting or standing
Slumped
Draped over the
lectern
Slouched
over chair
SOME PRACTICES IN NON-
VERBAL COMMUNICATION
Practices Reinforce Avoid
Movement Purposeful,
controlled
Shifting weight, Jerky
Constant pacing
Gestures Above waist Below waist
One finger pointing
Hands Palms up Both hands in pocket
Arms crossed, Hands on
hips
Eye Contact Purposeful
Look at eye
level
Light house sweep
Only to friendly
face
FLOW OF THE
PRESENTATION DELIVERYDuring delivery the flow should be like driving AC car :
– Focus on the traffic not on which gear you are in –
that’s a part of learning how to drive.
– Focus on the audience not on what to say when –
that’s part of preparation.
REACTING BEHAVIOURSDefending/Attacking
A behavior which attacks
another person either directly, or
by defensiveness. These
behaviors usually involve value
judgments and often contain
emotional overtones (note:
Defending/ Attacking is usually
about people, not issues)
DisagreeingA behavior which states a direct
disagreement or which raises
objections and obstacles to another
person’s concepts or opinions (note:
Disagreeing is about issues)
I’m afraid that won’t
work - the system
would overload
I don’t like that
idea one bit
That’s bloody rubbish
Trust you to try
and dodge the
issue!
ENDING
• Restate the main points and summarize the main ideas.
• Make it memorable by enthusiastic remarks.
• End on a positive note.
• Ask for questions and clarifications, if any (look for non
verbal clues ).
• Involve the audience to outline the next steps.
LAST BUT NOT LEAST
“It’s always helpful to learn from your
mistakes because then your mistakes
are worthwhile” Garry Marshall
THANK YOU