TTT Presentation Skills Workbook.pdf

PRESENTATION & FACILITATION SKILLS

Proprietary of William Ace Productivity Solutions of 61

Organization

W I L L I A M A C E

Presentation & Facilitation Skills

Gia, 264 Bellasis Road, Mumbai, India

The human mind is an amazing machine. It works perfectly well from the time we are born till the time we rise to speak in

public….

E-mail: [email protected] Visit us at: www.williamace.com



TABLE OF CONTENTS

1. Understanding Presentations…………………………………………………………………………………..3

2. Beginning with the end in mind…………………………………………….…………………………………..3

3. Preparing for the presentation...………………………………………………………………………………..5

4. Design and usage of props and aids…………………………………………………………………………..12

5. Overcoming speech anxiety…………………………………………………………………………………....29

6. Involving the audience……………………………………………………………………………………….....36

7. Handling Interruptions…………………………………………………………………………………………..41

8. Presentation Delivery………………………………………………………………………………………..….47

9. Time Management…………………………………………………………………………………………..….56

10. The Presenter………………………………………………………………………………………………......58



Please note that in this handout, the term presentation has been used to refer to both facilitation & presentations.

a. What is the objective of a presentation?

The following can be listed as the objectives of communication:

• Make your message understood and remembered.

• The reception or the response that you receive (not the transmission of the message)

The whole preparation, presentation and content of a speech must therefore be geared not to the speaker but to the audience. The

main problem with this objective is, of course, the people whom you are talking to. The average human being has a very short

attention span. Your job in the presentation is to reach through this mental fog and to hold the attention long enough to make your

point.

a) Understanding the objective of the presentation Always, begin with the end in mind. This helps you then prepare for & tailor make your presentations to meet those objectives. Ask

yourself the following questions:

1. UNDERSTANDING PRESENTATIONS

1I. BEGINING WITH THE END IN MIND



Q: What is it that you are trying to achieve from the programme? Q: What is the learning/outcome that you want to draw from the

programme?

Q: Is there any problem area that you want the training programming to help solve?

Q: Is there a change in attitude or behaviour that is being sought?

Define your objective/s lucidly.

b) Gain an in-depth understanding of your audience You may have the best matter & a killer presentation with you. You may also be the best speaker in the world but it will all be lost if

you have not ‘tailor made’ the presentation to your audience.

The task for you therefore is to determine how best to achieve your objectives in the context of your audience. Identifying their aims

and objectives while attending your presentation does essentially this. As a speaker you should analyze your listeners and then

decide how to present your ideas.



c) Understanding the Presenter’s Role

You also need to understand clearly your role as the speaker/presenter.

You are meeting the client/prospect as a representative of your company. The implications of your presentation is to

Give your prospect a favorable impression of your company

Ensure that your company bags the deal

You may use the following abbreviation as a guideline in your preparation to help you prepare the content for your presentation

A_udience - Who are the members? How many will be at the event?

U_nderstanding - What is their knowledge about the topic you will be addressing?

D_emographics - What is their age, sex, educational background, etc.?

I_nterest - Why will they be at this event? Who asked them to be there?

E_nvironment - Where will I stand when I speak? Will everyone be able to see me?

N_eeds - What are the listener's needs? What are your needs as a speaker?

C_ustomized - How can I custom fit my message to this audience?

E_xpectations - What do the listeners expect to learn from me?



The following are the steps you may follow in designing and preparing for your presentation:

a). Chalk out a rough outline

When chalking out your outline keep in mind the objectives of the presentation. See what your presentation will need to cover in

order to achieve these objectives.

Whatever your style, you have to start somewhere. If you are a beginner or feel a bit jaded or out of practice, try the following:

Make a mind map, a non linear approach using spider-like connections, coloured pens, and drawings.

• Brainstorm, by yourself or with a team.

• Make lists

• Open up named files on your PC to take the notes

• Start a card index system

• Utilise a box file for cuttings and images.

• Use one of the old fashioned research methods:

• A library visit for primary and secondary sources;

• Newspapers

• Professional journals

• Trade magazines

1II. PREPARING FOR THE PRESENTATION



• Periodicals

• Use a variety of search engines, not the same old one.

• Jot down notes on Post it notes and stick them on a board, wall, and floor.

• Speak your ideas into a Dictaphone

• Talk to people who are knowledgeable or who have controversial views on your topic to give you some impetus.

b). Collating information

Collate all possible information. Do not discard any matter at this stage. Make your matter as comprehensive as possible.

Throw all your material for any section in the air and see how it lands; it might give you fresh inspiration :-) Put it in alphabetical order

and see what sort of flow that gives you. Order it by length instead of content. :-)

Challenge yourself to incorporate something you select randomly – for example, take a word from the dictionary or technical

handbook.

Turn your title around to find out what the opposite could mean. Is that really what you are not going to talk about it?

Take the opposite view to the one you are presenting; does your story stack up?

c). Designing a Presentation

Remember that you are using a different medium to sell but the dynamics of selling do not change. Making a presentation to a

prospect should be just like speaking to a prospect you are meeting face-to-face. You have to tailor make your presentation to

address the needs of the client. Talk about how your product best adds value to your prospect.



d). Assessing the Presentation

Having worked methodically through the preparation stage, many of the potential pitfalls will have been spotted and can be avoided.

In addition, some of the requirements in the transmission stage will have emerged.

For e.g. The realization that what you want to say involves some complicated financial figures suggests finding an easily

understandable way to say it.

REMEMBER:

Presentations should be lively and entertaining. A few surprises or an eye catching illustration can work wonders with an audience.

Be careful not to build a wall between yourself and the audience with confusing facts or too much data. Visual aids helps to break

down barriers.

Jokes can be an asset- If you are expert at using them. The wrong joke can be disastrous. Avoid sex, race and politics and stick to

safe areas.

e). Structuring a Presentation

Bear in mind the objectives that you are trying to achieve through the presentation.

Ensure a logical flow to the subject.

This is where you may select relevant information/matter from that collated and reject that is not relevant.

Time your programme to ensure that you do not overshoot the stipulated time.

f). The structure of a presentation should consist of the following:

i. Welcome address & introduction



It is important to introduce your organization, your colleague accompanying you on the presentation and self. A welcome address

makes the people in the audience feel welcomed & wanted.

ii. Ice Breakers Have you ever been to a presentation where you were greeted with icy stares and have received a cold welcome? Having

icebreakers or warm-up sessions opens people out to you and to what you have to say.

iii. Introduction to the topic

Your audience needs to know what they will receive from the presentation they are attending. You need to title the topic in a way that

makes them want to hear about it. The topic itself should be a sales pitch. Instead of saying “We are going to talk about the features

of the new machine that our company has launched” say something like, “We are going to talk about how you can save costs by 35

% by using our new product”

iv. The Agenda Next tell your audience what all the presentation will cover. This gives them a chance to know what to expect. Especially mention the

question & answer session where you will address any queries or doubts that might crop up. This will prevent any questions being

asked during your presentation and will not hence disturb the flow of your presentation.

v. The Body of the presentation The body of the presentation should cover all that you want to tell your audience. It should have a logical flow, be interesting & make

your point effectively.

Do not ramble on about all the features of the product, but customize your presentation in such a way that you highlight those

features that will provide your prospect the benefits that he/she is looking for. You may add the rest of your innovative features later if



you desire, but remember the definition of selling which is: ‘Understand what your prospect wants and satisfy that need with your

product’

vi. The Question & Answer session This is a very crucial part of the presentation as it allows your prospect to clarify any doubts and to bring to the fore any issues that

may prevent him from making the purchase.

This however is a very difficult session as it can sometimes put you on the defensive or on the spot. How can you avoid or

substantially reduce the chances of this happening?

Prepare for your presentation thoroughly.

Read up a lot on your topic

Anticipate questions & be prepared with answers.

vii. Recap & Conclusions

This is one step a lot of presenters tend to ignore. A recap reinforces the learning or the crux of the presentation. It leaves a firm &

lasting impression of the presentation on the mind of the listener.

This part should also contain a section where you ask the client how you can carry your relationship forward or what would the next

stage of action be. Never leave without having obtained a commitment to at least take the relationship forward, if not a commitment

to a purchase.

g). Preparing Presentation Aids

The aids you can use for yourself while delivering a presentation are:



i). Cue Cards

These are small pieces of card paper/ordinary paper that fit into the palm of your hand. You can use these to jot down points, notes

etc. These are however cumbersome to carry around.

Include quotes, statistics and lists you may need NOT paragraphs of text.

VERY IMPORTANT: Number you note cards!

Don't put too much information on each note card or you will find yourself reading too much. Put only a few words or key phrases.

Leave your notes on the lectern or table and move away occasionally.

Practice using your note cards. If you find yourself reading your note cards too much, this is a sure clue you need to reduce the

amount of written text on each card.

Use pictures or picture maps to guide yourself. Pictures help you to "visualize" the key points of your speech. Use mental pictures as

well to tell the story in your head.

ii). Patterned notes Patterned notes are a diagrammatic (lateral) form rather than the linear line-by-line approach. This technique produces very

condensed notes, which should capture the essence of the material/arguments you are studying and (most importantly) aid you in

making connections within and between topics.

These are also called spider grams or spiders.

'Patterned' notes begin at the centre of the page and radiate out rather than begin at the top and work down. The logic of the lecture

is developed as a two-dimensional network, with factual and reference material displayed in their appropriate relationships to each

other.



iii). Using Visual Aids as cues You can use your visual aids as cues for the programme. You can use these to guide you through the agenda of the programme.

Using visual aids has 4 important advantages

You don't have to worry about what you're going to say. Use effective titles, which properly capture the main message of the visual

aid.

Visual aids allow you to move around the room You can have good eye contact with your audience

Your Audience feels comfortable knowing you're on your planned track

The only drawbacks are that this doesn’t allow you flexibility in the flow of the programme and it may also make you look unprepared

sometimes as your participants may think that you are not very familiar with the programme and that you need a ‘prop’ to take you

through the programme.

h). Practicing for the presentation

Even the most hardened presenters or speakers practice their speech. You cannot afford to not practice your presentation.

Remember that your presentation will ensure that your company bags the deal or not.

a) Why is it important to use props & aids in a presentation? Have you ever been for a presentation where all you had was the speaker rambling on & on? What did you feel like being part of the

audience?

1V. DESIGN AND USE OF PROPS & AIDS



Now a few speakers can hold their audience riveted by the way they speak. But not every one of us is a gifted speaker. So how can

we make our presentation more interesting and also get the message across more effectively?

We can do this by using audio-visual aids & props.

The primary reason for using visual aids is to help speakers get their message effectively communicated to their audience. In

addition, there are other reasons for using visuals, namely:

1) The audience's attention is focused more completely. The ebb and flow of the audience's attention is inevitable. The challenge for

the speaker is to direct the audience's attention at strategic periods. Visual aids provide one mechanism to direct and focus attention.

2) Visual aids make you more persuasive. A 2000 joint study by 3-M and Presentations Magazine found that presenters using

computer-generated visuals (multimedia) had more credibility, demonstrated greater professionalism, and proved to be more

persuasive than individuals using overhead slides or text.

3) The receiver retains the message better. Research has clearly shown that people retain more of what they see and hear

compared to what they simply see. For example, research has found that message retention after three days is only 10% following

oral presentation, but is 65% following an oral and visual presentation.

4) The message is transmitted more efficiently. The adage, "A picture is worth a thousand words" is true. If you want the audience to

understand how trickle irrigation is used in vegetable gardening, your message will be transmitted better if the audience can see the

components of trickle irrigation. This can be done using overhead transparencies, a field trip to see an actual garden with trickle

irrigation, or showing the actual irrigation components during your talk.



There are three basic sensory modes a presenter has to address to be successful. These three sensory modes are represent three

kinds of learning styles.

Visual: Visual learners by observing

Auditory: Auditory learners learn by listening to people speak

Kinesthetic: kinesthetic learners by doing things

A visual aid is anything the audience can see that helps the speaker get his or her message across to the audience. While this

definition sounds simple, it provides the foundation to measure the effectiveness of visual aids. You should always ask yourself these

two questions when using visuals:

Will the audience be able to see the visual aid? Will the visual aid help get my point across to the audience?

b). Types of Visuals There are two categories of visual aids:

i). Standard Visual Aids 1) The human body. This probably represents the most important and frequently used visual aid of all, though many fail to consider it

when visual aids are discussed. During your presentation you will use gestures, facial expressions, and other body movements which

are effective in helping you get your message across to your audience. If you demonstrate how to graft a citrus tree or how to prune

a hedge, you will also use your body as a visual aid.



2) Actual objects. A physical object has the advantage of exactness and realism.

3) Models of actual objects. When certain characteristics of physical objects, such as their size or complexity, make their use

inappropriate, then models of such objects might serve the same purpose. A cutaway model of the diesel engine would probably

better serve most presentations than the actual engine, since the engine's interior could be studied in much greater detail.

4) Posters and flip charts. Posters and flip charts are very effective for summarizing information. Care should be taken to ensure that

graphs and charts are as simple as possible and large enough to see.

5) Photographs and pictures. These aids serve basically the same purpose as physical models. The photographs must be quite large

for ease of viewing by the entire audience. They are not practical for use in large groups.

6) Maps. Certain presentations require the use of maps, such as talks on travel, international affairs, weather, and the location of

various activities within a county.

7) Chalkboard. The chalkboard is an extremely accessible and popular visual aid. It is available in most public-speaking and teaching

environments. The chalkboard allows unlimited flexibility and spontaneous modification. One problem is that it is too often used as a

substitute for greater creativity and preparation on the part of the speaker. The speaker should not address the audience while

writing on the board. Write neatly and large enough for the entire audience to see.

ii). Electronically Enhanced Visual Aids



Overhead transparencies. Overhead transparencies are an effective and commonly used visual aid. They can be used in large

and small meetings that are formal or informal.

35mm slides. Slides represent an easily manageable and elegant visual format. Slides allow you to bring realism into your

presentation.

Videotape. Videotape should be used when teachers want to present information that entails moving video. Professionally

produced videotapes on a wide variety of subjects can be rented or purchased for educational purposes. Also, educators may

wish to shoot their own video, using video camcorders, to show in classroom or Extension settings. Refer to the Extension fact

sheet "Producing Your Own Video Program" and "Producing an Educational Video."

Computer-generated slides/graphics. Computer-generated slides are similar to overhead transparencies in that they can provide

textual information through the use of a computer (usually a laptop) and a computer projector. However, computer-generated

slides also can encompass scanned-in photographs and slides, clip art, audio clips, and video segments. Interactive World Wide

Web pages also can be included in computer-generated slide pages. For more information on how to develop computerized

visuals, refer to the Extension fact sheet "Effective Computer-Generated Visuals for Presentations."

c). How to choose a suitable visual? Availability of aids. When preparing for a programme try and find out what kind of visual aids will be available for use at the site.

Size of audience: You wouldn’t want to use visual aids that the audience will not be able to see or read. So if you are running a

programme for a really big audience, make sure you avoid flip charts, etc., and use OHP’S, LCD projectors, etc.,

Lighting: If the room where the training programme is supposed to be conducted is going to be too bright, then you might want to

avoid using OHP’S or arrange to darken the room.



• The cost Factor: Sometimes it might be uneconomical for you to use certain visual aids especially if the usage for those aids

is not going to be high. In cases such as these it might not be advisable to go for very expensive equipment or aids

The presenter's skill in using visual aids. Only use aids with which you feel comfortable. Don't try to use multi-media for the very first

time during an important presentation. Any visual aid should fit naturally into the presentation. It should not draw excessive attention

to itself or be the main focus of the presentation.

d). General rules for designing visuals

We have discussed the use of visuals and importance of visuals. Good message design is also important. Over the years, educators

have found several design principles we can use to enhance visuals. These major principles are presented below:

Simplicity. You should ask yourself this question: Are there any unnecessary words, symbols, or ideas? The number of points to be

made should be limited; key words should be shown instead of complete sentences. As a general rule, a visual should have: one

idea;

• No more than five points; about six words per line;

• Mixed upper and lower case letters;

• Simple, clean typefaces; and

• Large enough type to be read easily.

• Be sure to avoid useless decoration, eliminate fancy borders and backgrounds, and use artwork selectively. Also, leave a

lot of empty space.



Harmony. The elements of the visual should fit together in a harmonious relationship. Distracting visual elements might include color,

layout, type style, visual symbols, or background. Associating pictures with names sometimes helps relationships become more

concrete. Only one or two type styles should be used during a presentation unless they are used for special effects. Simple lettering

styles should be used.

Emphasis. The use of color, arrows, underlining, and bolding are ways to emphasize the major elements in a visual. To attract

attention, extreme colors of red and blue may be used. Visuals that vary in size, coloring, brightness, and shape attract more interest

than visuals that remain the same for an entire presentation. Novel visuals also help gain audience attention.

Readability. The lettering on the visual must be legible. When the content suggests a list, use numbers or bullets. The visual list is

better retained than the same information presented as part of a sentence. Legibility can also be improved by mixing upper- and

lower-case letters.

Organization. The visual should be arranged in a pattern that is easy for the viewer to comprehend. Visuals should use arrows,

numbers, underlining, and other visual cues to organize how the audience will perceive the content.

Balance. The elements of the visual should be arranged in a manner, which is interesting but not distracting.

Unity. Are the elements of the visual arranged so they form a single unit?

Clarity. Is the purpose of the visual obvious to the audience for whom the message is intended? You should logically organize the

visuals; divide complex information into smaller units, and present important information more than once.

d). Type of Visual Aids i. Flip Charts:



These are an economical (as compared to most other visual aids) and effective visual aid and can be used pretty easily too. This

consists of large sheets of paper or card paper hung placed or hung on an easel or stand. The trainer can write on these using

coloured markers or use them to display pictures, charts, diagrams, formulas etc.,

When to use flip charts

Use a flip chart when the size of the audience is not too big (for not more than 20 people).

Sometimes use a flip chart may also be your only option when an OHP/LCD projector is not available.

Use flip charts to list down any points being made by the audience, any learning drawn from any part of the programme etc.,

You may also use charts that you have prepared in advance.

When not to use flip charts

Do not use flip charts when your audience is too big for the obvious reason that they will not be able to see what’s written on it or

when the room is not sufficiently lit up.

Also if you are a short trainer and the easel is high, you will struggle to turn the page over to the next one. You may choose to enlist

the help of one of the course participants, choose a smaller, more manageable easel or do away with a flip chart altogether.

Advantages of flip charts

They allow for flexibility. You can write on the spur of the moment any thing you wish to.

Participants can write their thoughts, ideas and opinions on flip charts for all to see.

They do not use up a lot of space, can be placed at any spot in the classroom, do not require any external power source and do not

have wires dangling from them and are hence easier to use.

Disadvantages and how to overcome them.



You may be breaking eye contact with the audience and the participant whose ideas you may be jotting down. You can work around

this by first letting the audience finish what they have to say and then listing it down or getting someone from the audience itself

(other than the speaker) to write these down.

If you are not using paper that is ruled, your lines may appear to taper upwards or downwards. Using paper that is ruled can negate

this.

If you are bad at spelling this could place you in a bad light. You may ask the audience itself for help in spellings. You could even use

your bad spellings as a lighter moment in your training programme by making a joke out of it.

ii). Tips for Flip Chart use

Use markers of different colors. This will make the chart look a lot more attractive.

Stand to one side of the easel when you are writing. If you are right handed stand to the left of the easel and vice-versa. This ensures

that you are not obstructing the participants view when you are writing and also allows you to glance over your shoulder to make eye

contact with the audience.

Don’t hang on to the easel for support.

Never write and speak at the same time because your voice is being directed onto the flip chart and may not be clearly heard by the

audience.

Never hold a marker in your hand when you are not writing. You will unconsciously begin fidgeting with it and cause a great deal of

distraction.

Always face you audience even when giving any learning on something that is written/drawn on the flip chart.

Use a laser pointer to point out anything written on the flip chart.

2. The Overhead Projector (OHP)



This consists of a simple box with a transparent top. The light source is a bulb in the box and translucent or transparent material is

placed on top of this, which is projected onto a screen by a lens and mirror arrangement on top of this.

It is a very effective aid to use as it can used to display any matter both for large as well as small audiences. Transparencies are

used to write and/or draw the matter that needs to be projected.

Setting up the OHP

Make sure the screen is at least two screen lengths from the from row and not more than five screen lengths from the back row.

Place the screen in a corner and not in the centre of the room.

Place the screen in a position that will ensure that no sunlight or any other bright light falls directly on the screen.

Make sure that the trolley carrying the OHP or the table it is placed on has enough places for you to keep your transparencies.

Tips on transparency design and OHP usage

Use bold fonts on the transparency. Do not include more than four points per transparency.

Never ever write entire paragraphs on the transparency. Sum up paragraphs and learning.

If you are copying diagrams on to transparencies make sure that they can be read/seen clearly.

Never switch on the OHP till you have the transparencies on. It is very distracting.

Always switch off the OHP before taking off your transparency.

Allow sufficient time for the audience to be able to take in the matter on the transparency.

Do not speak when the visual is being shown. OR let sufficient time elapse before you speak.

Point to the projector and not the screen. Even then use a pencil or pointer. You may however use a laser pointer to point at a

screen.

Never, never look at the screen. You are allowed to look once at the screen to see that it has come on right. You should know the

contents of the presentation thoroughly well.



Never walk in between the screen and the projector.

Switch off the projector when you have finished your point.

3. LCD projectors using videos/Computer Presentations This is one of the most effective visual aids as it allows for sounds and movements to be combined along with the visual.

This consists of slides made using any relevant software and projected onto screens using a LCD projector.

These are really effective as it appeals to both auditory as well as visual learners as it combines sound and movement.

Tips on usage

Follow the same rules as when using an OHP.

When designing slides follow the below mentioned rules:

Make sure the background for the slide is not distracting. Use a simple light shade of blue and yellow as a background.

Use bold fonts. Never write more than four points to a slide.

Use animations, movement and even 3D images. But don’t let these distract the audience from the message.

Add humor to your slides.

4. White Boards, Magnetic White Boards and Black Boards. Of these the best and most widely used today are magnetic white boards. These allow one to make the programme very colorful and

lively. You can use multi-colored markers to write on the board, you can prop up posters, charts, colored tacks or any other learning

aid on the white board using magnets. This can make the whole atmosphere very colorful.

Tips on using magnetic white boards

Use different colored markers.



If using paper tacks, make sure they are sufficiently large for people to read and write on them using markers with thicker points and

preferably use darker colored markers.

Never speak into the white board.

Use a pointer to point to the white board. Preferably use a laser pointer

5. Physical Objects You may choose to display the object itself to teach your class.

These allow for the class to see firsthand the subject matter and feel it as well. This also eliminates the need to prepare other visual

aids.

The disadvantage of this is that passing things around for the class to see is time consuming.

6. Charts: Charts provide easy-to-interpret visual representations of data. While charts do not provide the detail typically found in tables, they

allow audiences to understand the "big picture" easily. Consider using a chart to depict group data over time. harts convey the

correlation between trends and time. Depending on the information you need to depict, you'll have to use the appropriate chart:

Line Graphs

Column Graphs

Bar Graphs

Pie Charts

Scatter plots



i) Line Graph: Line graphs depict trends over long, continuous intervals. For instance, you would use a line graphs to show the number of women

and men in Congress over thirty years.

The axis and grid provide a background for curves on a line graphs. Since you will typically have more than one trend depicted on

this type of graphs, use different colors and label each trend.

Please note: If you can present your data in groups of time (i.e. 1960, 1970, 1980, 1990), consider using a column graphs instead.

ii) Column Graphs: Column graphs are easy for audiences to understand. These charts present trends over a few (or grouped) time intervals. If you

need to show the number of African Americans, Asian Americans, Native Americans, and Hispanic Americans in Congress during

specific years (1962, 1975, 1982, and 1995) over a thirty year period, a column chart is a good choice.

A column graphs should have no more than eight single bars and a maximum of four bars per group. (i.e. all ethnic groups are

represented under each specific year). For your column graphs to be legible, the spacing between each bar should be:

1/2 bar width for single bars and

One bar width between grouped bars.

iii) Bar Graphs: Bar graphs are similar to column graphs, except the bars run horizontally rather than vertically. These charts compare groups at a

single point in time. For example, bar graphs would accurately depict the number of African Americans, Asian Americans, Native

Americans, and Hispanic Americans in the 1982 Congress.

Visually-effective bar charts should be spaced as follows:

1/2 bar width between single bars and



One bar width between grouped bars.

iv) Pie Charts: A pie chart effectively displays the proportion of the parts of a whole. For instance, a pie chart can visually display the percentage of

men and women in Congress during a particular session.

Each slice of the pie chart must be labeled, and the number or percentage should be placed under the corresponding label. Avoid

clutter by having no more than six slices within a pie. Consider combining smaller groups to reduce the slices to six.

v) Scatter plots: Scatter plots show correlations between raw data, but they are relatively difficult to see and understand. Use scatter plots only with

specialized audiences. Otherwise, you may confuse your audience.

Typically, a point on a scatter plot represents thousands of cases. A scatter plot is useful to show how citizens vote during an

election.

vi) Tables: Tables are useful in conveying information to technical audiences. Tables are used to highlight precise data to technical audiences.

Depending on your audience, you may need to present your information in simpler terms.

Figures, Drawings, Pictures, Models

These visual aids are different from others because they are iconic and show an image as it really is. They are most effective when

the image will enhance an audience's appreciation or understanding. Do not use images simply because they are available or to fill

"dead space" in a presentation, rather they should be simple and used carefully:

Using Figures, Drawings, Pictures, and Models:



One of the greatest errors in using iconic visuals is having too small a visual for audiences to see well. Solve this problem by:

Enlarging the visual to show only significant parts.

Providing a handout before you begin your presentation. Use this technique only if critical data cannot be handled any other way.

Inviting audience members to view them after your presentation.

Labeling significant components clearly.

Remember, over-detailed icons will distract an audience. Consider simplifying as much as possible.

7. POWERPOINT Presentations: 1. Hold up your end with compelling material:

In a way, PowerPoint's ease of use may be its own worst enemy. However simple and engaging it can be to build eye catching slides

and graphics, bear in mind that PowerPoint isn't autonomous. The audience has come to hear you, not merely to stare at images

tossed onto a screen. Build a strong PowerPoint program, but make sure that your spoken remarks are no less compelling.

"PowerPoint doesn't give presentations — PowerPoint makes slides. “Remember that you are creating slides to support a spoken

presentation."

2. Keep it simple:

We've all likely seen PowerPoint and other presentations where the speaker seemed ready to propose to the program. After all, it

was clear that he fell in love with every wrinkle, special effect and other bit of gadgetry available. But the most effective PowerPoint

presentations are simple — charts that are easy to understand, and graphics that reflect what the speaker is saying. Some



authorities suggest no more than five words per line and no more than five lines per individual slide. "Don't gum up the works with too

many words and graphics,".

"Do you really need to have everything up on the screen?"

3. Minimize numbers in slides:

PowerPoint's lure is the capacity to convey ideas and support a speaker's remarks in a concise manner. That's hard to do through a

haze of numbers and statistics. For the most part, most effective PowerPoint displays don't overwhelm viewers with too many figures

and numbers. Instead, leave those for a later, more thorough digestion in handouts distributed at presentation's end. If you want to

emphasize a statistic in PowerPoint, consider using a graphic or image to convey the point. "For instance, when I once was talking

about the

prevalence of Alzheimer's patients, I used a photograph of an old woman rather than just throwing up a number on the screen.”

4. Don't parrot PowerPoint:

One of the most prevalent and damaging habits of PowerPoint users is to simply read the visual presentation to the audience. Not

only is that redundant — short of using the clicker, why are you even there? — but it makes even the most visually appealing

presentation boring to the bone. PowerPoint works best with spoken remarks that augment and discuss, rather than mimic, what's on

the screen. "Even with PowerPoint, you've got to make eye contact with your audience."

"Those people didn't come to see the back of your head."

5. Time your remarks:

Another potential land mine is a speaker's comments that coincide precisely with the appearance of a fresh PowerPoint slide.

That merely splits your audience's attention. A well-orchestrated PowerPoint program brings up a new slide gives the audience



a chance to read and digest it, then follows up with remarks that broaden and amplify what's on the screen. "It's an issue of

timing."

"Never talk on top of your slides."

6. Give it a rest:

Again, PowerPoint is most effective as a visual accompaniment to the spoken word. Experienced PowerPoint users aren't bashful

about letting the screen go blank on occasion. Not only can that give your audience a visual break, it's also effective to focus

attention on more verbally-focused give and take, such as a group discussion or question and answer session.

7. Use vibrant colors:

A striking contrast between words, graphics and the background can be very effective in conveying both a message and emotion.

8. Import other images and graphics:

Don't limit your presentation to what PowerPoint offers. Use outside images and graphics for variety and visual appeal, including

video. "I often have one or two very short video clips in my presentations."

"It helps with humor, conveys a message and loosens up the crowd."

9. Distribute handouts at the end — not during the presentation:

Some people may disagree with me here. But no speaker wants to be chatting to a crowd that's busy reading a summation of her

remarks. Unless it is imperative that people follow a handout while you're presenting, wait until you're done to distribute them.

10. Edit ruthlessly before presenting:



Never lose the perspective of the audience. Once you're finished drafting your PowerPoint slides, assume you're just one of the folks

listening to your remarks as you review them. If something is unappealing, distracting or confusing, edit ruthlessly. Chances are good

your overall presentation will be the better for it.

a) What makes you anxious/nervous?

Exercise 9: What color & shape is your fear?

Think of the last time you felt really nervous or fearful when having to make a presentation. Now think of ‘fear’. What color or shape is

your fear? Does it move? List down whatever you feel about fear.

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

_________________________________________________________________________________________________________

________________________________________________________________________________________________________

_________________________________________________________________________________________________________

V. OVERCOMING SPEECH ANXIETY



Exercise 10: Causes of fear & how to overcome it.

Fill in the following table. Fill it in one column at a time beginning with fear.

Fear Cause of fear How to overcome it



b) Tips on reducing speech anxiety

You want to know the great truth? Everybody, no matter how good a speaker or how many times he /she has been on stage, feels

nervous to some extent or the other. That is the truth. The good speakers just know how to control their nervousness and fears

better. You can learn this too.

Also it pays to know that this fear is key to your success as a speaker. This fear or nervousness, nervous energy as it is called, is

what good speakers learn to harness in order to be successful speakers.

Here are a few tips that you can use to reduce speech or presentation anxiety:

i). Practice It’s your best bet against nerves or failure for that matter. Practice in front of a mirror. Even better try and videotape you giving the

speech. But practice the whole speech or training programme. Right up till the end. You don’t want to have a superb first half and an

insipid second half.

ii). Visualize your success Picture yourself succeeding. This is a technique that most performers and sports persons use. In their mind they rehearse the

moment and their success time and again. This is a process called visualization. Picture yourself standing in front of the audience

confidently. In your mind hear your own voice sounding confident. Picture your audience following and loving every moment of your

presentation. See yourself giving a perfect presentation. Do this again and again.



iii). Visit the venue beforehand if possible Go to the site of the venue before the programme to get a good feel of the place:

This will help you make you feel comfortable with the place and you won’t feel like a fish out of water when d-day arrives.

iv). Use breathing exercises Ever notice your breath when you are nervous? You will be drawing in short, quick gasps of air. In order to calm down your body

needs a lungful of oxygen. So practice breathing when you are nervous. You can do this on the way to the presentation or in the time

ensuing between your arrival at the venue of the presentation and the beginning of your presentation.

v). Relaxation technique: Sit in a chair with your feet together on the floor in front of you and your back straight either unsupported or resting lightly against an

upright chair back. Let your hands hang limp along the sides of the chair or rest it in your lap.

Focus your attention on your right thumb. Become fully aware of it. Do not move it, but simply allow any tension to slip away. Move

your attention to the rest of the fingers of your hand, each one in turn.

Focus your attention on the following parts of your body (on the right side) forearm, elbow, shoulder, armpit, ribcage, hip, thigh,

buttock, knee, calf, heel, sole of the foot, big toe and remaining toe in turn.

Repeat the same for the rest of the body.

Become aware of your abdomen, chest, throat, chin, mouth, nose, eyes, forehead, ears and the crown of the head.



vi). Coping with nerves:

• Experiment with ways of handling your nerves

• Build your confidence

• Increase your visibility

• Get some presentation practice

• Position yourself from promotion

• Be better known for your profession

• Influence the right people

• If you are clear about your key objectives and your main messages, you can make a start on your Preparation, Planning and

Rehearsal routine.

1. The number one protection against nervousness is knowing your subject cold. Be over-prepared and you'll automatically feel

better about your presentation.

2. Talk to one person at a time. Literally, look directly into the eyes of one listener at a time, just as you normally do in one-on-one

conversation. This will be difficult at first if you're used to scanning or avoiding eye contact, but it's worth the effort to acquire this

basic habit of effective speech.

3. Stand up straight. Correct posture will make it easier for you to breathe properly, which will in turn make it easier to get your words

out naturally.

4. Don't rely on alcohol or drugs to calm your nerves. The result may be slowed reaction time, slurred speech, and hazy memory.



5. Know exactly what your opening line is going to be. Knowing your opening statement will reduce worry about getting started, the

most bothersome time for most speakers.

6. Just before you get up to speak, say to yourself: "I know what I'm going to say and I'm glad for this chance to say it."

REMEMBER:

First, keep two things in mind. Even "professional" speakers get nervous. In fact, one very well known speaker that I’ve corresponded

with confides that he comes close to being physically sick prior to almost every presentation he makes; this despite the fact that he is

an outstanding, even legendary, speaker. Also, remember that your audience probably is not expecting a lot, certainly much less

than you expect from yourself. So, read on to learn about putting your presentation into perspective.

In addition to the fear of failure, I believe that there are FOUR reasons why most speakers get nervous before a presentation. These

reasons are directly related to the four key components of a presentation that this series of articles discusses:

The Situation—not being sure of the reason for your presentation or being in an unfamiliar or awkward setting or situation.

The Audience—not being sure of the expectations of the audience or being with a group of "strangers" or even a hostile

crowd.

The Speaker—not being sure of yourself as a public speaker or having unrealistic expectations relative to your experience

level as a speaker.

The Presentation—not being sure of your material or not properly planning, preparing and/or rehearsing your presentation.

When we speak on a familiar topic to a group with which we are acquainted with, we are almost always at ease. However, if we

are doing a new program and don’t feel confident in my mastery of the subject matter, we feel anxious. Likewise, when we



speak to an unfamiliar group, we are often nervous. Don’t believe anyone who tells you they never get nervous. As Mark Twain

said, "There are two types of speakers: those that are nervous and those that are liars." However, once you’ve identified and

understood the source(s) of your anxiety, you can set out to control and ultimately conquer your fears. In accomplishing that

mission, here are SEVEN things to keep in mind:

• Anxiety is better than apathy. Fear means you care. • Keep things in perspective. Don’t take yourself too seriously and don’t overestimate the importance or consequences of

your presentation. Remember that most audiences will be thrilled if you’re just not awful!

• Ask yourself, "What's the worst thing that could happen?" Don’t worry about what people will think, even if things don’t go

perfectly. Follow the advice of speaker Steve Eggleston: "I stopped worrying about what people would think about me

when I realized how seldom people think about anyone but themselves."

• Believe in your message. Show your conviction and deliver the presentation you would want to hear.

• Practice the 3 P's...Preparation, Preparation, and Preparation. Study the final phase of the process involving planning,

preparing and delivering a presentation. Despite what you may have been told, it’s virtually impossible to overprepare for

a speech. And, take every opportunity you can to speak before a group. The more you do it, the better you’ll get.

• Never apologize. Don’t make a production out of the fact that you’re nervous...believe me, you’re much more aware of

your anxiety than the audience. In most instances, the audience won’t even suspect you’re nervous unless you tell them.

• Never forget that the audience is almost always on your side. Have you ever gone to a presentation hoping that the

speaker would be terrible? Of course not. Your audience isn’t there to see you fail either. About 10% of the audience will

like you no matter what happens...we’ll forget, for the moment, the 10% that will not like you no matter how good you are.

Identify the former in your audience (hint: they’re the ones awake and smiling) and focus on them as your confidence and

comfort level builds.



“The great thing about being famous is that you can bore them and they think its their fault”----HENRY KISSINGER.

Making your presentation interesting is one of the cornerstones of presenting. Some of the audience will always have part of their

mind or feelings involved with something else: their internal emotions or some external event.

You may not know about their feelings but you can acknowledge external or corporate events.

If there has been an international or national event of great importance or a local incident that is consuming people’s hearts or minds,

give them the opportunity to share how they feel or describe what’s happen to them.

Decide on a time limit. Let them get of their chest to the whole group or to a neighbour. Refocus and begin again.

Depending on the strength of interest in the room, you could include an update slide in your PowerPoint presentation or write a note

on the flip chart following a break:

Sports results: Tennis, Golf, Football and Athletics and so on.

The information is particularly easy to access if the company is the sponsor of the sport.

Oscar Winners

Lottery Winners

Breaking news such as election results

Hot gossip about celebrities, departmental or Corporate gossip

VI. INVOLVING THE AUDIENCE



You may have the best matter & a killer presentation with you. You may also be the best speaker in the world but it will all be lost if

you have not ‘tailor made’ the presentation to your audience.

The task for you therefore is to consider the audience to determine how best to achieve your objectives in the context of these

people. Identifying their aims and objectives while attending your presentation does essentially this. As a speaker you should analyze

your listeners and then decide how to present.

ASK THE AUDIENCE… …To answer a question. They can call out the answer, share it with their neighbour, keep it in their heads or write it down.

“How do you feel right now?” Ask the audience to respond by using descriptive alliterative word pairs, example: Tired Tessa

“Who is the most respected person in your company today?”

“What is the exchange rate for the Canadian dollar today?”

…To divide into groups:

They can discuss topics from one of your key points:

….For a Volunteer:

This immediately gets their attention. You can feel the buzz as the keen one hope to be picked and the shy ones pray that they will

magically acquire Harry Potter’s invisibility cloak.

….To ask Questions or make Observations:

Invite the audience to divide into small groups to discuss an issue you’ve raised or to formulate questions or observations to share

with you and the rest of the audience.



….To vote on something:

They could put their hands up, or do it roman style: Thumbs up, thumbs down or flat palm wriggle to signify so so.

…To write on the Flipchart:

Ask someone from the audience to write in the flipchart instead of doing it yourself.

Tape something under their chairs….

Questions in sealed envelopes, a number or a coin; the audience has to look for them at the given moment.

AWARD A PRIZE:

A book, booklet, bar of chocolate or give something away.

Invite the Audience to use their imagination:

“I would like you to imagine a situation in the future when everyone works from home” or “How do you feel if your team was relocated

to Sydney, Australia?”

GIVE THEM A PENCIL AND PAPER TASK TO PERFORM:

The following are some suggestions:

Acrostic- Ask the audience to device a poem or other composition in which certain letters in each line form a word or words.

Anagram- Invite the audience to unravel an anagram, or one of the key words or phrases from the presentation.

Bingo- Use key words from the presentation.



Crossword Puzzle- Let the audience solve a puzzle in which the answers are key words and phases that you would be using or have

been using in your presentation.

Quiz- Find out how much they know or do not know about your topic before and/or after you have done your slot.

GIVE THEM A PHYSICAL ACTIVITY TO DO: Ask them to put their hands up, stand up or sit down in answer to a question, Example “how many people traveled here by car today,

how many walked, cycled, came by train?”

USE EVERYDAY OBJECTS: Incorporating everyday objects that people are likely to have on tem can provide you with opportunities for some interaction with your

audience. The trick is to find the connection between one of your points and the object in a way it does not appear silly.

Or use this device to wake them up, challenge them or engage them in a bit of impromptu rivalry.

Small change: Do you remember a 10 paisa coin, how many sides does it have?

Season ticket: When does it expire?

Credit card: What is the account number?

Driving License: When does it expire?



vi) TIPS TO REMEMBER:

- Speak up. Talk a little louder than you think you have to. Most people speak far too softly and the result is often mumbling.

(Speaking up also helps you feel less nervous).

- Use stories that force the audience to visualize. The listener's mind is hungry for pictures. Give them something to "see."

- Use "first person" stories when possible. The audience perks up for phrases like "the other day I...," "I have found from my

own experience...," and "a friend of mine once told me...."

- Pause occasionally. Pauses are perhaps the most effective technique for regaining the attention of the audience. Most

speakers neglect this powerful idea because the silence is deafening to them; however, the pause is welcomed by the

audience. Try it and you'll see all eyes looking back to you for your next statement.

- Save handouts until after your presentation. If you give people materials at the beginning of your talk, they'll read instead of

paying attention to you.

- Throw in some rhetorical questions, like, "What would you think if...?" These are questions you don't expect anyone to answer

out loud. The effect is usually to force people to respond mentally, hence keeping them on track with you.



‘If you lose your rag, you lose your audience!’

Handling questions well is another cornerstone of presentations and is a good way to enhance your credibility, because this is

where the audience test out what you really know and whether they should follow you.

May be this why some people in the audience seem to have a mission to discomfort you. It is as though they were genetically

programmed to ask the most awkward questions, to sit with a disapproving look glued to their faces, to interrupt, to be sarcastic or

otherwise, undermining your efforts.

May be their bored, attention seeking, showing off their own skills or knowledge or want to out you right on a matter of fact.

They might even set off on a rambling observation unconnected to the topic, or want to put their own concerns on your agenda.

Let’s consider some tactics of dealing with them.

The simplest rules of engagement are:

- Do not retaliate

- Do not argue

- Stay polite

- Do not panic

- Ask them to repeat the question/criticism/ objection.

VII. HANDLING INTERRUPTIONS



- Do not make a promise you cannot keep just to get out of the situation.

General Tactics for handling Questions: • If thinking o your feet is not one of your gifts, then try to anticipate what questions might be asked- what kind of

questions are possible, probable or unlikely.

• Prepare answers to them all- easy and the tough ones

• State in your introduction how you would like to take questions.

• Taking questions as you may go along might slow things down and you may lose focus, but you can make the

presentation more interesting because you will keep your presentation audience- focused, addressing issues the

audience really wants to address.

• Asking questions at the end means you can control the timing, and keep yourself focused.

• Listen carefully to the questions-

• The actual words, the tone of voice and any underlying message.

• What kind of question is it?

• Is it really an opinion disguised as a question?

• Is it intended to test your knowledge?

• Is it a real quest for information?

• Jot down keywords while the questioner is speaking to help you frame your response.

• If appropriate, restate the question for other people in the audience who may not have heard it clearly.



• Answer briefly. Let’s not make it another mini presentation.

• If you do not know the answer to the question, give yourself time to think, then if you still do not know just say so; do not try to

bluff your way out. You can always suggest you look up the answer later and get back to the person.

• Suppose you gave out the wrong facts? In that case, admit you were wrong, thank the questioner to pointing it out and move

on.

• If the questioner is aggressive, keep your cool. The audience will usually be on your side and not support the questioner’s

behaviour. Indicate that you would be willing to meet them alone later. Just because they have asked the question does not

mean you have to answer it.

• They come in all shapes and sizes, whether you’re delivering a training seminar, sales presentation or employee information

session. Sometimes you can see it in their eyes; sometimes they sneak up on you. In either case, I’m talking about

participants who resent your being in control–hecklers.

• The techniques hecklers use to battle presenters for control of the moment range from the brazen rudeness of reading a

newspaper or conversing with peers to the more subtle tactic of frequently asking questions or making comments. Some will

go so far as to question your expertise or call you a liar. What do you do?



A Few Common Causes of Presentation Heckling:

It’s important to understand some of the reasons hecklers feel the need to heckle.

Unfortunately, you may be causing the problem. One of the most common causes of heckling is a slow tempo. If your

presentation is moving too slowly, particularly in the case of a training seminar, there will be an energy vacuum that someone

may try to fill to alleviate the boredom.

Another cause is lack of audience interaction. If your audience isn’t stimulated, attention will drift, and the resulting boredom may

cause a certain type of audience member to create some excitement by trying to get under your skin.

A poor presentation is another catalyst for heckling. If you don’t prepare well and deliver your presentation without excitement,

you risk making the audience feel you’re wasting their time. It may spawn prickly questions from someone who wants to turn the

screws.

Another thing to watch out for: Your need for absolute, autocratic control. If you’re a control freak, an honest comment or normal

give-and-take between you and a participant might be construed as heckling. The moment you assume the defensive, the “crisis”

escalates.

On the other hand, be careful about how familiar you get with the audience. Going beyond polite, friendly business behavior by

telling inappropriate jokes, discussing intimate topics or kidding with participants can create a heckler in no time.



Remember this Golden Rule about dealing with hecklers: Look inward first for the source of the problem, and only then at the

heckler.

5 Ways to Deal with Hecklers:

Of course, you may deliver a perfect presentation and heckling still occurs. Typically it’s due to a participant’s need for control or

someone with a genuine neurosis. There’s no silver bullet for handling hecklers because every situation is different, but here are

some approaches that have worked:

Ignore. Remember, hecklers either crave attention or are trying to make you react in some way. Don’t give them the pleasure. If

you can swallow your ego and ignore them completely, they’ll eventually tire of their antics.

Overwhelm. This technique works only for extroverted presenters. The trick is to intensify the delivery of your presentation to the

degree that it dwarfs the personality of the offender. When the heckler begins, acknowledge him by looking right into his face,

smile broadly and launch exuberantly into your next point. This communicates that you are in control and consequently the

heckler will often stop the interruptions.

Involve. If it’s appropriate to ask a rhetorical question during your presentation, ask the group, and then single out the heckler to

provide the answer. Frequently, this recognition will eliminate their need for control and make them more willing to listen for the

rest of your presentation.

Contain. If your presentation allows it, break your audience into small groups. This is a proven technique to contain hecklers so

they don’t infect an entire audience. Often, the smaller group is able to manage the person’s need for control.

Confront. As a last resort, confront the heckler directly by stopping your presentation and asking the heckler to speak with you

privately. Listen to the heckler’s complaint, and then seek their cooperation for the remainder of your presentation.



Questions and Answers: Sometimes the hardest part of Q&A is getting people to ask questions. This is especially true with large audiences because no one

wants to be first. Try to break the ice by asking easy "conversational" questions related to your subject. Once the first person speaks,

the questions will follow.

Unless you want to be interrupted in the middle of your talk, tell the audience in advance that you are saving plenty of time for

questions at the end and ask them to hold their questions until that time.

With audiences of 30 or more people, it's a good idea to repeat each question so the entire audience knows exactly what question

you're answering. This also gives you valuable thinking time. You don't have to repeat each question verbatim; just make sure you

restate the essential elements.

Look directly at the person asking you a question and make sure they're finished before you start your answer. During your answer,

don't look just at the questioner, but talk to the rest of the audience. If you direct your attention only to the questioner, you'll lose the

others' attention.

Don't return to the person who asked the question and ask them if you've answered their question. You probably haven't, but the rest

of the audience probably doesn't care, so why start a detailed discussion with one person. Keep it moving, go on to the next

questioner. (What if a previous questioner comes back for a more thorough answer to his question? If it's your boss, you already

know the answer. If it's a nitpicker, be polite, give some additional information, but don't get bogged down. If he or she persists, tell

them you'll be happy to meet with them afterwards for a longer discussion of that specific point.)



Let the audience know when you're wrapping up by announcing that you have time for only one more question. Be specific. If you

intend to take two more, tell them that, but don't say "one or two more." That sounds indecisive.

a) Body language during a presentation

The walk: Your presentation begins the moment your name has been announced or the moment the focus of the audience is turned

towards you. If you can project a confident image through your walk it’s a good beginning. So walk at an easy pace, head held high

with a pleasant smile on your face, shoulders drawn back.

Posture: Just like your walk let your posture also conveys confidence. Adopt a comfortable posture. Stand erect; preferably with one

foot slightly in front of the other, feet shoulder width apart. Don’t slouch or sway. Also don’t be stiff. Learn to relax. Your audience

should see a confident speaker who is comfortable with the presentation and in command of the situation.

An attention-grabbing introduction: If your introduction is catchy, you have won half the battle in getting the attention of the

audience. Remember, not always will you have an audience who is there because they absolutely want to listen to you. Some of the

members in the audience may be there because they were offered no other choice. A great introduction will ensure you grab the

attention of the bulk of the people in the audience.

VI. PRESENTATION DELIVERY



Eye Contact: The eyes are said to be the key to the soul and are therefore the first and most effective weapon in convincing the

audience of your honesty, openness and confidence in the objectives of your presentation. It will also maintain their interest.

Sweep your gaze in an M and a W shape across the audience, again holding your gaze at each person for about two seconds.

Facial Expressions: The audience watches your face. If you are looking listless or distracted then they will be listless and distracted;

if you are smiling, they will be wondering why and listen to find out. In normal conversation your meaning is enhanced by facial

reinforcement. Thus in a speech you must compensate both for stage nerves and for the distance between yourself and the

audience. The message is quite simply: make sure that your facial expressions are natural, only more so.

Movement, gestures and all those nervous mannerisms

The way you look, move and behave sends out a very strong message to the audience. So one should be aware of ones own

movements, gestures and any irritating habit because one can then control the message being conveyed.

Hands

Use gestures to emphasize any point you make. However make sure that they are appropriate and not too loud. One especially

needs to be aware of the following members of ones own body. It is normally your hands that give the indication that you are either

nervous or confident.



What not to do with your hands

Don’t fiddle with rings, pens, etc.,

Avoid touching your face, patting your hair or wiping your hands on your trousers etc

Refrain from clutching the back of your chair, notes podium etc.,

Please don’t ever scratch any part of your body

Don’t hide them behind your back, put them in your pocket

Pointing at the audience is rude.

The thought of spending the next half hour in front of the audience may fill you with despair. But don’t wring your hands.

You may be enthusiastic but rub your hands in glee.

What to do with your hands

Keep them empty and still

Use your whole arm to gesture

Let your arms hang loosely at your side or clasp them lightly in front of you. Let them be free enough to be used to gesture.



Feet What not to do with your feet. Don’t

• Hop from one foot to another.

• Standing on one leg.

• Rock to and fro.

• Sway from side to side.

• Flex at your knees

• Rise on your toes every third word.

• Go on little undirected walkabouts.

• Pace the floor like a caged animal



b) Your Voice

To be an effective speaker, your voice should

Be Heard.

Be understood.

Display variety.

How to be heard A soft voice makes you inaudible. In addition you may have to contend with noise from outside, the sound of late-arrivals, the rattle of

china and cutlery and sneezing and coughing.

The secret of voice projection is using your breath to support your voice as you speak from the stomach, to be heard we need to

learn to use our lungs more effectively. When we use the full capacity of our lungs, we do not run out of breath and we have enough

breath to complete our sentence. The deeper you breathe, the more air you will have to sustain your breath and project your voice.

Try this exercise

Place your hand on your ribs and feel your lungs inflate. Now take a deep breath and count till 30 on that breath but don’t cheat.

How to be understood

To be understood let your voice display

Clarity



Enthusiasm

Correct diction/pronunciation

Enunciation

Enunciation – ‘this is using a combination of your lips, teeth and tongue while speaking’.

To Display variety

If you want to enliven your voice and your speech, you need to

Vary your pace—Learn to slow down.

Vary your volume—practice voice modulation.

Be aware of the pitch of your voice—Practice speaking at a lower pitch. Learn to deliberately vary your pitch as this adds colour to

your speech.

Developing a good voice

The quality of the voice depends on the position of the head and the ability of the larynx and the vocal chords to move freely. If the

head is moved backwards, the vocal chords are stretched and are unable to respond fully to the demands of voice production. If the

head is in the forwards and upwards position the vocal chords are free to vibrate in a way, which provides the voice with strength and

resonance.

Each of the variants in voice production can be practiced separately. Listed below are the different variants in voice production.



Pitch:

If you feel that your voice is too high pitched or squeaky, try the following exercise to reduce your pitch. Do this for five minutes every

morning and evening.

Imagine you are a big Chinese gong. Now say aloud the words “Chinese gong, Chinese Gong, Gong, gong, bong, bong”. Elongate

each ‘ong’ as you go along. You should feel the vibrations in your throat. Do this five minutes in the morning and evening every day

and you will find your pitch getting lowered. Your voice will stay permanently lowered as long as you keep doing this exercise. Check

for results by recording your voice over a period of time.

Inflexion: Changing the pitch of your voice while speaking. Practice inflexion by using the word ‘Really’ as a response to different

statements/questions.

‘’I have just lost my job’’. Really? (Horror)

‘’You need to get your hair cut.’’ Really. (Annoyance)

“I love the gift you gave me” Really (Pleasure)

‘He divorced his lovely wife” Really (disbelief)

‘I’d love to work for him.” Really (sarcasm)

Clarity: You should aim to make the consonants clear and precise. The consonants carry the meaning of the language, the vowels

the sound. In order to make the consonants clear, the organs making the sound should be clear and precise in their movements.

These organs are: lips, tongue, soft palate, in combination with your teeth and soft palate. Here are some exercises to perform to

induce clarity in your voice. Do these the morning of the programme or just before the programme.



Loosen Jaw Draw your hands down your face and let your jaw relax.

Open and close your mouth easily as you repeat FAH FAH FAH FAH, BLAH BLAH.

SAH KAH SHE FAH RAH

PAH KAH SHE FAH RAH

WAH KAH SHE FAH RAH

BAH KAH SHE FAH RAH

DAH KAH SHE FAH RAH

Loosening lips : WWW WWW WWW WWW BBB BBB WBW WBW WBW

Loosening Tongue: Tongue tip to behind upper teeth and then to behind lower teeth (keep jaw open and still) . LLD DDD LLL

DDD LDL LDL LDL

Phrases for precise articulation The tip of the tongue, the teeth and the lips

Lah lee loo lee. Zip e do da

Repetition, repetition, repetition.

Whenever the weather is hot, whenever the weather is cold

We’ll weather the weather whatever the weather, whether we like it or not.



Exercise 11: Reading aloud exercise

He came into the room, looked at the disorder and was perplexed. How it came to be like this he could not imagine. The silence was

unbroken. He waited anxiously for some sign of life. Nothing at all. His eyes moved furtively from wall to door, from door to…

corner…There in the corner, slumped between overturned chairs was a man, face drained to a pallor, and still as a lifeless creature.

There was no phone in the house, no means of contact with the outside world. There was nothing to be done but to leave

immediately and run, run as fast as he could away from the disorder, away from the chaos, away from responsibility. Tell no one, tell

no one, get away, far away, run, run, fast, faster, faster: feet moving, feet, feet, feet, feet…. out of step, not my step; step, other step,

louder nearer, quicker, thus, thud. Stop!!



Time is the enemy, but judge and use it well, and your speech and presentation should prosper. Most experienced business

people are expert in time management except when on their feet. Aloft in their private joy, they ignore both the minutes and the

agony of their audience.

Whether you are making a speech or a presentation, your object is to capture, to captivate and to convince your audience. This

means keeping it alive, not boring it to death.

How rare is that precious compliment: ‘I wish he had spoken longer, I could listen to him for hours’?

How common is its converse: ‘I thought he would never stop.’

Respect your audience and its mobility. To antogonise any other audience- especially one that is either standing or seated in

comfort- all you have to do is to speak too long.

Work out your timing in advance; adapt it to your audience; and keep in touch with them while you speak.

In general, the smaller your audience, the shorter you should keep your presentation. Use the extra time to communicate, listen,

invite and answer questions, and establish and keep rapport.

Your object is to win friends and to influence business? Then do your audience the courtesy of including them into your time

calculations.

VIII. TIME MANAGEMENT



REMEMBER:

• Start by arriving on time rather always arrive before time.

• There is no greater thief than a man who steals the time of another. It is the only commodity that can never be recovered.

• Plan the timing of your presentation. Recognise that while time creeps slowly for the prisoner, it races for the speaker.

• Concentrating on your subject and the audience, you will not notice the passing minutes.

• Always underestimate the time you need and you will seldom be wrong. If you are preparing a half- hour presentation, then

plan for 20 minutes.

• You can always use balance for questions. Ask a colleague or confederate in the front row of your audience, to give you a

signal when you have, say, five minutes left.

• If you not have a watch or clock within easy view, you must consult the time with due cunning. A glance at your wrist watch

will be noted by your audience- which is at least less disconcerting than your audience looking at theirs.

Queen Elizabeth has elevated the art of surreptitious watch watching to its ultimate.

She wears hers on her right wrist, facing inwards. When she holds out her arm- whether to shake hands, to lift her cup, or even

in a simple gesture- time appears before her eyes.

Keep your eye on the time and your listeners will be grateful.



a) Understanding ‘Moments of Truth’

Moments of truth are the moments when another person receives an impression of you, your product and your company and

associates this impression with the quality of yourself, your product or your company.

Why is it important for us to be aware of this?

It is important to learn this because according to research, it takes just 90 seconds for a person to receive an impression of you.

In a study conducted by noted psychologist Albert Mehrabian of UCLA he discovered that…

55 % of all first impressions are based on appearance: dress, grooming and body language.

38 % of first impressions depend upon the sound of your voice.

Only 7% of first impressions have got to do with what you say.

For a presenter/speaker moments of truth are vital. Remember that in your profession you are always ‘on display’. If the audience

has a bad impression of you right at the start, it could severely impact negatively the rest of your programme.

IX. THE PRESENTER



Constituents of Moments of Truth

1) Dress and Grooming As stated earlier 55% of all first impressions are created by the way you are dressed and groomed and your body language. So pay

careful attention to the way you are dressed.

Tips on dressing for men

Wear light colored shirts. Whites & Light blues are recommended.

Wear dark colored trousers. Avoid colors like beige, khakis etc., Never ever wear jeans or chinos.

Wear a blazer or a jacket for effect.

Wear a sober tie. Avoid ties with bright colors, cartoon characters etc., Your tie should match your shirt and your trousers.

Learn to knot a tie properly. Your tie should be quarter of an inch below your belt buckle & remember a well-knotted tie always has

a dimple in the middle..

Wear a belt. Your belt should be same color as your shoes. Avoid belts with large chunky or loud golden buckles. Also ensure that

they are not scruffy

Make sure your shoes are well polished and that your socks match your trousers.

Avoid white socks. Go for socks in black, navy blue or dark shades of grey.

Tips on dressing for women

1. Ethnic wear. a. Saris: Handloom saris, starched and well ironed, pin it up at the shoulder, don’t wear a very short blouse.

b. Salwar Kameez: Cotton handloom, simple, smart, made of a comfortable material.

2. Western wear:



a. Trousers, blouses/shirts, skirts, jackets.

Grooming Tips for men & women

Clean the corner of your eyes Make sure your hair is clean and tidy Trim your nails. Ensure that they are not dirty.

Shave. Don’t wear stubble to a presentation.

Trim your moustache.

Be aware of body odor

Be aware of bad breath.

Women if you have a problem with facial hair please do take care of it

Ladies should avoid bright nail polish

2. Never let your emotional state show during a presentation

The same is true of any negative energy you bring with you owing to any mental duress you are under. If this negative energy is

visible, the class will catch it too and this will lower their enthusiasm towards the programme. How do you then work around this

problem?

You have to consciously take charge of his body movements and voice and use them to convey a message of enthusiasm and

cheerfulness. Only in this way can you win the attention and cheerfulness of the class.

TTT Presentation Skills Workbook.pdf

Documents

Transcript of TTT Presentation Skills Workbook.pdf