Effective Presentations Making Oral & Written Presentations Effective Presentations 1. tell’em 2....

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Effective Effective Presentations Presentations

Transcript of Effective Presentations Making Oral & Written Presentations Effective Presentations 1. tell’em 2....

Page 1: Effective Presentations Making Oral & Written Presentations Effective Presentations 1. tell’em 2. tell’em 3. tell’em.

Effective Effective PresentationsPresentations

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Effective Effective PresentationsPresentations

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Making Oral &Making Oral & Written Presentations Written Presentations

Effective Presentations

1. tell’em

2. tell’em

3. tell’em

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The Five The Five SS Approach Approach to an Effective Presentationto an Effective Presentation

SSupplement with Responsesupplement with Responses

FormulateFormulate S Strategytrategy

Develop Develop SStructuretructure

SSupport With Evidenceupport With Evidence

Presentation Presentation SStyle tyle

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The 5 The 5 SS Approach Approach

1. Formulate A Strategy

a. Identify purpose

b. Tailor message

c. Match the situation

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a. Identify Your General Purposea. Identify Your General Purpose

Inform - providing general information, demonstrating a technique, or delivering a report (transmission & retention of facts)

Persuade - use of motivational language, convincing argument, and audience adaptation

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a. Identify Your General a. Identify Your General PurposePurpose

Inform

Persuade

Demonstrate

Teach

Goodwill

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b. Tailor Your Messageb. Tailor Your Message

Understand:

their knowledge of the topic

attitude toward your message

expectations of your presentation

Start with what they know and build on it

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c. Match the Situationc. Match the Situation

Formal presentation vs “off-the-cuff”

Match the language -

slang

colloquialisms

contractions

less-rigid grammar

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The 5 The 5 SS Approach Approach

2. Develop A Clear Structure

a. Forecast main ideas

b. Choose organizational pattern

c. Use transitions

d. Conclude on a high note

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a. Forecast Main Ideasa. Forecast Main Ideas

1.Catch the listeners’ attention and sets the tone for the message

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1. Catch Attention by:1. Catch Attention by:Personal greeting Importance of subject or occasionStunning fact or opinionHumor QuoteTestimonySuspenseful questionAudience dialogVisual aid or propEmotional story, anecdote, or case study

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a. Forecast Main Ideasa. Forecast Main Ideas

1.Catch the listeners’ attention and sets the tone for the message

2. Provides your listeners (readers) with reason for listening (reading)

3. Gives a road map or quick sketch of the message

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b. Choose An Organizational b. Choose An Organizational PatternPattern

1. Chronological

2. Spatial - physical distance N,S

3. Causal

4. Topical

5. Familiarity-acceptance Order

6. Inquiry Order

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UCF’s PresidentsUCF’s Presidents1992 - Dr. John Hitt became

UCF’s 5th president1963 - Dr. Charles Millican was appointed

FTU’s first president1991 - Dr. Bob Bryan was appointed

interim president1978 - Dr. Trevor Colbourn became

the 2nd president1989 - Dr. Steve Altman became

UCF’s third president

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c. Use Transitionsc. Use Transitions

Signal when you are moving from one idea to another by summarizing the first idea, then forecasting the next one

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d. Conclude on A High Noted. Conclude on A High Note

1. Primacy and recency

2. Reach closure by summarizing one last time

3. Plan the order of your speakers

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Presentation Effectiveness Form(Speaker Effectiveness Index)

Understanding

Say

IntroductionMajor points

ClosingQuestions and

answers

Attention

Look Sound

Eye contactGestures

DressPosture

FluencyVocal energy

Timing

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Speaker Effectiveness IndexSpeaker Effectiveness Index

Understanding

–Say Introduction Major Points Closing Questions and Answers

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What You SayWhat You Say

Effective Introduction

–attention getter

–how information relates

–strong sense of purpose

–credibility

–overview of major points

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What You SayWhat You Say

Major points

– logical organization

–support with variety of evidence

– familiar terms/definitions

–nonoffensive words

– transitions and summaries

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What You SayWhat You Say

Effective Closing

–acknowledged ending

– referred to objectives

–summarized benefits

–called for action

– final message

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The 5 The 5 SS Approach Approach

3. Support Your Points

a. Choose a variety of support

b. Consider your audience

c. Use visual aids

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a. Choose A Variety of a. Choose A Variety of SupportSupport

Examples

Statistics

Testimony

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b. Consider Your Audienceb. Consider Your Audience

BackgroundInterestsLevel of knowledge about the

subject

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c. Use Visual Aidsc. Use Visual Aids1. Makes your presentation up to

50% more memorable

2. Significantly clarifies complex or detailed information

3. Speeds up group decision making

4. Shortens meeting time up to 28%

5. Makes your message 43% more persuasive

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The 5 The 5 SS Approach Approach

4. Presentation Style - Oral

a. Prepare your notes

b. Practice

c. Convey controlled enthusiasm

d. Engage your audience

e. Effective dress

f. Effective sound

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a. Prepare Your Notesa. Prepare Your Notes

Outline key pointsUse of quotations or statisticsAvoid full manuscript

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b. Practiceb. Practice

Similar settingTiming - distributed practiceVisual aidsOvercoming anxiety

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c. Controlled Enthusiasmc. Controlled Enthusiasm

PostureTone of voiceFacial expressions

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d. Engage Your Audienced. Engage Your Audience

Eye contactPhysical space and body movementsGestures

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Speaker Effectiveness IndexSpeaker Effectiveness Index

Attention

–Look Eye contact Gestures Dress Posture

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How You LookHow You Look

Effective Eye Contact

– looked at one person at a time

–completed thought with one person

–brief glance at visual/eye contact

–brief glance at notes/eye contact

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How You LookHow You LookEffective Gestures

–animated gestures

–descriptive gestures

–natural and spontaneous gestures

–effectively timed

–neutral position when not gesturing

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How You LookHow You Look

Effective Dress

– free from distracting objects

–wrinkle-free appearance

–appropriate clothing

–dress augmented credibility

–well groomed hair/no distractions

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How You LookHow You Look

Effective Posture

– facial expression - interest and emotion

–head movements and erect

–squarely faced audience

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The 5 The 5 SS Approach Approach

5. Supplement with Questions & Challenges

a. Anticipate questions and answers

b. Orderly responses

c. Maintain control

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What You SayWhat You SayEffective Question and Answer–actively solicited/openness–created interest in your answers– rephrased questions for

understanding–bridged to reduce risk/common

bond– tiebacks to objectives

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Speaker Effectiveness IndexSpeaker Effectiveness Index

Attention

–Sound Fluency Vocal Energy Timing

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How You SoundHow You Sound

Effective Fluency

–no halting or hesitating

– free from filler-type words

– free from repetitions

–complete sentences

–clear pronunciation

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How You SoundHow You Sound

Effective Vocal Energy

– loudly enough to convey meaning and enthusiasm

–emphasized important words by vocal inflections

– raised and lowered volume and pitch

–authoritative voice when appropriate

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How You SoundHow You Sound

Effective Timing

– faster or slower rate to capture attention

–varied rate within phrases and sentences

–strategically placed pauses

–varied the length of phrases

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The 5 The 5 SS Approach ApproachPresentation Style - Written

a. Develop mechanical precision

b. Practice factual precision

c. Construct with verbal precision

d. Set a tone

e. Consider the format

(see: Research Report Grading Guide)

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a. Mechanical Precisiona. Mechanical Precision

Cross outs, erasures, jagged margins, general sloppiness

Grammatical precision

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b. Factual Precisionb. Factual Precision

Get the facts rightAvoid ambiguityBe concise

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c. Verbal Precisionc. Verbal Precision

Use the right wordsTake care over denotative vs.

connotative meaningsEmphasize clarity

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d. Set A Toned. Set A Tone

Formality - appropriatenessSincerityAttitude

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e. Formate. Format

Know the appropriate physical layout of:

– letters

–memos

– reports

– resumes


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