1 PRESENTATION TECHNIQUE & SOFTWARE “Application of Information and Communication Technology to Production and Dissemination of Official statistics” 10.

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PRESENTATION TECHNIQUE & SOFTWARE

“Application of Information and Communication Technology to Production and Dissemination of Official statistics”

10 May – 11 July 2007

M Q Hasan

Lecturer/ Statistician

UN Statistical Institute for Asia and the Pacific

Chiba, Japan

Email : hasan@unsiap.or.jp

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ObjectivesObjectives

Gain experience presentation SkillsGain experience with power point softwareUse above experiences for country report

presentation

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What category describes you ?What category describes you ?AvoiderAccepterResisterSeeker

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Presentation SkillsPresentation Skills

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Presentation ChallengesPresentation ChallengesContentOrganizationDeliveryFear

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CONTENTCONTENTRelevant material for audience’s knowledge

levelAcknowledgement of audience’s wants and

needsSufficient depth in support materialInteresting examples for audienceAppropriate visual aids

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ORGANIZATIONORGANIZATION Introduction

– Grabs audience’s attention and keeps it

– States clear agenda Body

– Follows clear organizational plan Conclusion

– Summarizes main points

– Asks for clear action (if appropriate)

– Closes with strong final statement

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DELIVERYDELIVERYMoves comfortably and gestures naturallyLooks at each member of the audienceSpeaks conversationally and enthusiasticallyHandles visual aids effectively

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Fear (Being afraid!]Fear (Being afraid!]Biggest problem when speaking to

groups is fearLargely fear of the unknown Reduce fear by reducing the unknown

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Attaining Your Goals: Attaining Your Goals: Some AnswersSome Answers

1) First, do your homework2) Get the words in order3) Match the visuals to the

words4) Deliver your presentation5) Evaluate feedback

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1) First, Do Your Homework1) First, Do Your Homework

What: Situation Who: Audience Why: Objectives How: Methodology

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Define the Situation: Is it to …Define the Situation: Is it to …Inform?Teach?Solicit input?Persuade or sell?Stimulate thought?

What is the most important message that you want your audience to receive?

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Identify Your AudienceIdentify Your AudienceHow many of them are there?Why are they there? What is their present knowledge of the subject

of the presentation?What are their possible attitudes about

– You?– Your topic?– Being your audience?

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The Answers Will …The Answers Will …Determine the material

you will useGuide your approach to

the presentation situation

Pitch your presentation to the ‘right level’ of the audience.

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Define Your ObjectivesDefine Your ObjectivesGives you a goal to hit, a goal to attain as a

result of your presentationDo not include anything (data, visuals,

examples, etc.) in your presentation that doesn’t help you achieve the objectives

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Defining Specific Objectives …Defining Specific Objectives …What do I want my audience to say, think,

and/or do after my presentation?What do I want to happen after delivering my

message?What is the level of knowledge of my

audience?

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Examples of Presentation Examples of Presentation ObjectivesObjectives

“At the end of my country report presentation, the audience will …– … understand how we do our statistical work

and the work I do.”– … want to visit my country to experience her

people, culture and traditions.”

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More Examples …More Examples …

At the end of my demonstration survey report presentation, the audience will …– Appreciate why the survey topic is important– Understand the survey methodology and sample

design applied in the conduct of the survey– Agree that the conclusions and

recommendations are consistent with the main findings of the survey

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2) Get the Words in Order2) Get the Words in OrderIntroductionBodyConclusion

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… … also means—also means—

Tell them what you are going to say.Say it.Tell them what you said.

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Preparing Your Material Preparing Your Material Determine your objectivesPlan a beginning, a middle, an endSelect key ideas and results to be presentedOrganize the materialEnhance with visuals, numbers, examples

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IntroductionIntroduction(Tell them what you are going to say.)(Tell them what you are going to say.)

Grab their attentionState your purposeExplain your agendaEstablish personal benefit

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Remember to include …Remember to include …

GreetingsAcknowledgementsAgenda

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Project Work AgendaProject Work Agenda Introduction

– Background of study– Objectives of study

Research Hypotheses & Conceptual Framework Methodology

– Data, Variables and Definitions– Statistical Methods Used

Main Results and Findings Conclusions and Recommendations

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Body (Say it.)Body (Say it.)Help the audience get the greatest amount of

information with the least amount of mental effort.

Main points (maximum of 7)

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Conclusion Conclusion (Tell them what you said.)(Tell them what you said.)Summarize main pointsAsk for specific actionMake last words memorable

– Not ‘any questions?’ (“Question and answer” BEFORE the final statement)

– Not just ‘thank you’ (Do this in the introduction)

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Some AnswersSome Answers

1) First, do your homework2) Get the words in order3) Match the visuals to the

words4) Deliver your presentation5) Evaluate feedback

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Visual Aids Are …Visual Aids Are …Visible (can be seen)Aid (assist; help)

Don’t automatically improve presentations!

Visual Aids Visual Aids ……

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Visual aids play supporting Visual aids play supporting role.role.

Who plays the major role?

You!

YouYou are the expert

YouYou are the one who was asked to speak

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Do use visuals to …Do use visuals to …Focus the audience’s attentionReinforce your verbal messageStimulate interest and add impactIllustrate factors that are hard to visualize

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Don’tDon’t use visuals to … use visuals to …Impress your audience with detail and

animationAvoid interaction with audienceMake more than one point per slidePresent simple ideas that are easily stated

verbally

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Provide outline for audience

Provide outline for you Support verbal message

with visual images to increase retention

Support words with numbers and graphics to increase understanding

VisualsVisuals

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If yes,If yes,what visuals do I need?what visuals do I need?

A visual must be necessary.

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Preparing Good Visual AidsPreparing Good Visual Aids

Appropriate Clear Consistent Dynamic

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Appropriate (Who is your Appropriate (Who is your audience?)audience?)

Type of visual aidChoice of overall design (‘template’)Choice of graphics/pictures/charts

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Present one key point per slidePresent one key point per slide… because more than one idea in a slide

– Distracts the audience– Lessens the focus and impact of the message

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Make visuals big enough to seeMake visuals big enough to seeUp to the last row of seatsShould be easy to see

– … including the labels on charts and tablesHighlight areas of a complex diagram or

flowchart or organizational chart

Large and simple works well!

Prefer this size Not this size

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Make Text and Numbers LegibleMake Text and Numbers LegibleUse a minimum of 24 point size (This is 34

point) This is 24 point size This is 20 point size This is 14 point size

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Not this way:Short bullets actually are much more effective

from a visual standpoint, while still effectively making your point compared to long paragraphs of text (like this paragraph).

Presenting TextPresenting Text

This way:Short bullets work better

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Presenting TextPresenting TextShort bullets work better

– Short bullets actually are much more effective from a visual standpoint, while still effectively making your point compared to long paragraphs of text (like this paragraph).

Don’t ferget to chack your spalling

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‘‘5 x 5’ Guideline5 x 5’ GuidelineMaximum of 5 bullet pointsMaximum of 5 words per bullet

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When presenting numbers …When presenting numbers …Maximum of 10 – 15 numbers in a slideRound to whole numbersPrefer graphs over tables of numbers

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ConsistentConsistentBackgroundFontStructureCapitalizationSpacingIllustrationsColors

Start with Design Templates in PowerPoint

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Use Color CarefullyUse Color CarefullyKeep consistent theme or templateNo more than three or four colors per slideContrasting colors provides maximum

visibility– Dark colors for background– Light color for text

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Capital Letters …Capital Letters …Only for first letter of first word in bullet point

– ALL CAPS (LIKE THIS) ARE MORE DIFFICULT TO READ

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Use Sans Serif Fonts, such as Use Sans Serif Fonts, such as ……ArialBerlin Sans FBTahoma

These are not sans serif fontsTimes New RomanCentury

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Images preferred over textImages preferred over textLists into tablesNumbers into graphsWordy descriptions into diagrams

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Transitions & AnimationsTransitions & AnimationsMovementMultimedia

– Sight and soundStages and steps

– ‘Builds’

Create interest Guide eyeSimplifyOrganize

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Using builds and animationsUsing builds and animationsHelps explain flow of complex processKeeps audience attentionBut, too much interferes with the message

– … so use sparingly.Avoid mixing different slide transition effects

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Review Your Country ReportReview Your Country ReportWhich slides can be improved?

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How to Use VisualsHow to Use Visuals

Some Do’s and Don’ts

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Talk about what’s on the Talk about what’s on the slide.slide.

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Give the audience time to see the Give the audience time to see the slide.slide.

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Enough time Enough time ……Don’t put too much on a slide!

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How Many Slides?How Many Slides?Give two-minutes for presenting a ‘full’ slideArithmetic:

– 10-minute presentation = not more than 5 slides– 15-minute presentation = not more than 7 slides– 20-minute presentation = not more than 10 slides

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Important Important Don’tsDon’tsDo not read text on slides word for wordDo not face the screen and turn your back to

the audience when pointing to slidesDo not rely on slides completely

– What do you do when there is no electrical power or when bulb of projector unexpectedly burns out?

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Uses of HandoutsUses of HandoutsReinforce important informationSummarize action items for the audience to

follow-up onSupply supporting data

Handouts are the place for detailed tables, organizational charts, explanations.

You!

YoYouu

are the expert

YoYouu

are the one who was asked to speak

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Some AnswersSome Answers

1) First, do your homework2) Get the words in order3) Match the visuals to the

words4) Deliver your presentation5) Evaluate feedback

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A Good Speaker …A Good Speaker …Knows the presentation materialHas verbal and nonverbal skillsExpresses confidence

I am who I am.

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Show You Know Your MaterialShow You Know Your MaterialUse written notes with discretion– don’t read

word for word.Manage visual aids smoothly

– Use pointers– Know how to move around in PowerPoint slides

viewDon’t rush your deliveryHandle questions well

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Effective Public Speaking: 7% Effective Public Speaking: 7% WordsWords

Voice: 38%Tone Inflection

Face & Body: 55%Facial Expression &

Body Language

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Verbal Skills: Your VoiceVerbal Skills: Your Voice Speak clearly

– Pronunciation

– Volume

– Pitch

Speak expressively– Tone

– Pace and Speed

– Timing

TechnicalTechnical

DramaticDramatic

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VolumeVolumeProject your voice to be heard—

– Aim for back of the roomGain maximum attention

– Say some words louder

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ToneToneEmphasis placed on a

word to create meaning

Variation prevents monotonous presentations

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Pace and SpeedPace and SpeedSpeed at which speaker presents different topics or thoughts within a topic

Speaker adjusts pace according to listeners’ and speakers’ interest

Effective speakers change their rate of speed to fit their purpose, content, listeners’ & personal style

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TimingTiming

Go s l o w e r to emphasize major points

Pause often & look at audience

Give emphasis with voice & body

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Nonverbal Skills: Face & BodyNonverbal Skills: Face & Body

Exhibit physical control– Face

– Hands

– Feet

– Space

Dress appropriatelyHow you lookHow you look

How you moveHow you move

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Body Language:Body Language:Messages You Send Thru--Messages You Send Thru--

Facial expressionsPostureGesture

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Facial ExpressionsFacial ExpressionsEyes are the windows

to the soulFace is the front of the

house– SMILE!– Act out what you’re

saying. Frown Shake your head Raise your eyebrows

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Posture ‘Do’Posture ‘Do’Stand up straight.

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Posture Don’tsPosture Don’tsLean on the podiumStand with hands on hipsSway back and forthStand with arms folded across chestArms behind backBury hands in pockets

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GesturesGesturesWhat to do with hands?

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Eye ContactEye ContactUsing your eyes

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Use Your Eyes to …Use Your Eyes to …Look at individuals

– Not one but manyEstablish eye contact at the end of a thought

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Eye Contact– Don’t:Eye Contact– Don’t:Look out the window, at ceiling, at wall, at floorLook at one spotForget to look at the back rowLet notes get in the way of eye contactLook over the heads of the audience

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ImageImageAppropriate attire enhances credibilityYour attire is part of your messageWear comfortable clothes

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Basics of Q&ABasics of Q&AAnticipate questionsListen to the questionRepeat the question

– Make sure everyone heard the question– Make sure you heard the question correctly

Don’t guessKeep your answer brief

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Express Confidence!Express Confidence!Smile.Stand up straight.Look your listeners in the eyes.Be yourself.

Practice, practice, Practice, practice, practice.practice.

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Some AnswersSome Answers

1) First, do your homework2) Get the words in order3) Match the visuals to the

words4) Deliver your presentation5) Evaluate feedback

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Evaluate FeedbackEvaluate Feedback

GiveSolicitReceiveEvaluate

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Why Do You Need Feedback?Why Do You Need Feedback?Find out if you have met your communication

objectivesRealistically assess impact of your

communication on your audience

Did the audience understand Did the audience understand your material the way you your material the way you

intended?intended?

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Giving FeedbackGiving Feedback

SpecificDescriptive, not

judgmentalReceiver asks for itWell timed

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Asking for FeedbackAsking for FeedbackIdentify people you trustAsk them in advance to

evaluate youTell them what points

you would like to be observed

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Receiving FeedbackReceiving FeedbackBe receptiveListen activelyAsk for specificsAccept responsibilityFind the truthSay ‘Thank you!”

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When Silence Is GoldenWhen Silence Is Golden Wise men think without

talking; fools reverse the process.

Half of wisdom is being silent when you have nothing to say.

We were given two ears and one mouth, so we ought to listen twice as much as we speak.

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Feedback FormFeedback Form

1) Rate yourself.2) Ask someone to rate you during

the country report presentation.3) Compare (1) with (2).

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AcknowledgementsAcknowledgements

Slides from previous SIAP lecture notes