LINKS Slides from February 2011 - Bob Novello on Effective Presentations
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Source: David Wallechinsky The Book of Lists
The “Top Ten” Human Fears
1. Speaking to a group2. Heights3. Insects and bugs4. Financial problems5. Deep water6. Sickness7. Death8. Flying9. Loneliness10. Dogs
The Importance of Presentation Skills
Presentation skills are vital for anyone who presents; trainer, project manager, team lead, meeting facilitator, speaker, etc.
No matter which role you are assuming, this brief presentation will help you become more efficient and proficient with the skills of providing information to others.
You may have the best idea, the best product, or the best proposal. However, if you cannot present it in a professional manner, it may never be recognized as valuable.
Louis DeGeorge
Your Learning Outcome
By the conclusion of today’s presentation, you will be able to apply the principles learned to prepare and deliver a brief presentation on a project management topic for a future meeting.
Group Activity: Your Worst Presentation Experiences
Discuss with your group the worst presentation you have experienced. Make a list of what in particular you thought made the presentations ineffective?
Record your group’s results and select a spokesperson to share them with the larger group.
Expected Time: 8 Minutes
My Presentation Outline
This brief presentation has been organized around what I believe are the 10 key success factors for developing and conducting effective presentations.
It is important to understand that these success factors can quickly turn into failure factors if ignored.
Success Factor #1
Make a good first impression Appearance
Promptness
Interest in the audience
Mastery of the presentation topic
Enthusiasm
You never get a second chance to make a first impression.
Unknown
Success Factor #2
Start with a Needs Analysis Purpose
Participants
Timing
Facility (pre-visit)
It takes three weeks to prepare a good impromptu speech.
Mark Twain
Needs Analysis Questions
• What is the purpose of the presentation as stated by the requester?
• What does the requester expect the participants to be able to do as a result of the presentation?
• Who are the participants and what are their knowledge levels?
• How much time is allocated for the presentation? • Should we allow time at the end of the presentation
for questions?• Where will the presentation be conducted? Can you
schedule a pre-visit?
Success Factor #3
Organize the presentation Motivator/Attention-Getter
Outline
Content ‒ Identify main points‒ Choose pattern for organizing
Summary/Closing Challenge
First you tell them what you are going to tell them. Then you tell them. Then you tell them what you told them.
Edward R. Morrow
Attention-Getters
Startling fact Attention-Grabbing question Pertinent quote Personal experience Jokes (be careful)
R.O.P.E.S. Model
This presentation model was jointly developed by Jim Moshinskie of Baylor University and the Vuepoint Corp.
Relate - The purpose of this step is to relate the presentation to the audience so they will begin to think how the topic will integrate, or mix, with other material they already know and why the information being presented is important.
Overview - This step has two specific functions: present the learning outcome(s) of the presentation, and give the outline of the presentation.
R.O.P.E.S. Model (cont.)
Present - The information is presented to the audience by chunking the content into separate sections. The new knowledge, skills, and attitudes (KSAs) that audience needs to acquire are presented here.
Exercise - In this step, the audience explores, practices, and interacts with the material covered in each section of the presentation. They become active participants in the instruction.
Summarize - The final step is to summarize the presentation. After the audience finishes all of the sections of the presentation, a summary of the content is presented.
Success Factor #4
Involve your participants Share their Learning Outcome(s)
Incorporate discussion activities
Encourage them to be resources
Allow debate and challenge of ideas
Listen to and respect their opinions
Good presenters say interesting things. Outstanding presenters link those things to their audience.
Unknown
Success Factor #5
Make it practical Focus on “real world” situations
Relate to the audience’s challenges
Emphasize applicability
De-emphasize theory
I never teach my pupils; I only attempt to provide the conditions in which they can learn.
Albert Einstein
Success Factor #6
Minimize lecturingTelling is not teachingUse appropriate delivery method(s)
‒ Group discussions‒ Role play/scenario exercises‒ Problem solving exercises
The more you say, the less the audience remembers.
Unknown
Group Discussions
Much more interesting than lecturing Select wording which promotes discussion Assign to a group to minimize individuals’ stress Ensure the discussion stays related to the learning
points Use a “Parking Lot” approach for handling off-topic
comments/questions
Role Play/Scenario Exercises
Ask for volunteers, rather than making assignments Select low-threat scenarios Most effective when participants are more
comfortable with each other (for example, work teams)
Problem Solving Exercises
Define the problem and provide the needed data Verify the problem can be completed within the
allotted timeframe When appropriate, assign to a group to minimize
individuals’ stress
Success Factor #7
Consistent verbal and non-verbal communicationYou must ensure that the words you are saying and the messages your body language is conveying are consistent.
What your body language is projecting is equally as important as what you are saying.
Bob Novello
Verbal Communication
Select your vocabulary for someone listening, not reading
Use simple, familiar words Avoid acronyms Be sure to provide the definitions of any terms
important to the learning experience Avoid reading the PowerPoint slides or flipcharts; allow
time for your participants to read the information and you provide additional comments
Verbal Communication: Voice Tone
What you say isn’t as important as how you say it Varying your tone and using pauses help add emphasis
to important points Stand up tall; your posture affects breathing, which
affects tone Have bottled water available to stay hydrated Smile; it warms up the tone of your voice Your best feedback for vocal quality is listening to and
analyzing your recorded voice
Why? Increase participation/learning Stimulate thought Check comprehension Arouse interest Focus attention
Verbal Communication: Ask Questions
How?
Your questions should be: Clear and concise, covering a single issue Reasonable, based on what participants are expected
to know Relevant and challenging, to provoke thought
Verbal Communication: Ask Questions (cont.)
Humor is a popular way to “liven up” a presentation It helps your participants relax and aligns them with
your message Use jokes only if:
‒ They are pertinent to your message‒ You can deliver them confidently and comfortably‒ They are not offensive to anyone (gender, race,
age, disability, politics)
Verbal Communication: Use Humor
Non-Verbal Communication Non-verbal communication is the process of
communication through sending and receiving visual messages (body language)
It is the single most powerful form of communication It can cue you in to what is on another person’s mind,
even more than voice or words can do Hand gestures attract attention; they should be used
for emphasis Always maintain eye contact with your participants,
avoiding talking to the projection screen, flipchart, or whiteboard
Success Factor #8Use visual aidsThey focus attention on what is being discussedThey increase interest in the topicThey improve participants’ retention
The most popular visual aids are:PowerPoint slidesFlipcharts/whiteboardsVideo clips
Technology makes it possible for people to gain control over everything, except over technology.
John Tudor
Audio
Video
Audio & Video
Participative Exercises
Job-Related Activities
“Real World” Experiences
Towards Better Learning
Retention Pyramid
Why? Allows you to add emphasis to important concepts,
helping to increase retention of information Adds variety to your presentation Makes it easier to display images, charts or graphs,
possibly too complex for a flip chart. Allows for last minute changes (for example, you can
change the length of an activity if the class is running over the scheduled time)
Using PowerPoint
To create and use a Microsoft PowerPoint file to support your presentation outline, you will need:
PowerPoint software installed on your computer An LCD or DLP projector A projection screen (if a light wall is not available)
Optionally, you may wish to add the following to your toolkit: A power strip and compatible 12 ft. extension cordA laser pointer for emphasis during the discussion of a PowerPoint slide.
Using PowerPoint: Required Tools
Learn how to effectively use PowerPoint Make sure your slides match the purpose of the
presentation Select a slide background theme and stick to it for a
consistent look and feel Use the Master Slide templates to create your slides Well before your presentation start time, turn off
screensavers, instant messaging, email notifications, and power management
Using PowerPoint: Preparation
Display only one major concept on each slide Use bullet points or short sentences rather than
longer paragraphs; helps avoid reading the slides Use clip art sparingly, ensuring it complements the
concept being presented on the slide Use effects, transitions, animation, and sound very
sparingly
Using PowerPoint: Usage Tips
Use simple fonts such as Arial, Helvetica, or Calibri for readability
Select a point size of 40 or larger for titles, and 26 or larger for body text
Use colors that work well together, such as white on a dark background, or black on a light background
Limit your color combinations to two or three; bright colors like red and orange should be used for accent
Check the readability and visibility of your presentation with the lighting in the room in which you will present
Using PowerPoint: Fonts
Using Flipcharts/Whiteboards
Information recorded on flip charts or whiteboards focuses attention on a topic
It allows the presenter to easily refer back to previous information discussed
Print using large letters so you and the participants can read them from a distance
Although somewhat more expensive, use flipcart paper with light lines to avoid writing “downhill”
Using Flipcharts/Whiteboards
Always check the markers before the start of the presentation and remove/replace those that are worn out
Be sure to separate the dry erase markers from regular chart markers, and keep the regular markers far away from the whiteboard
Video should complement the presentation, not be the presentation
It must be clearly pertinent to the topic being presented; explain the connection if it’s that subtle
Since the video clip should be brief, you should store it on your computer’s hard drive; you can have a CD or DVD in your computer’s electronic reading device as a backup
Most video requires audio capability, so connect speakers to your computer adequate enough to handle the volume needed for the room size
Using Video Clips
There are three main ways to obtain video materials:‒ Purchasing off-the-shelf video designed for
training presentations‒ Creating your own video media using a personal
video camera‒ Hiring a professional video production companyThe type of presentation, your media budget, the
amount of available preparation time, and your comfort and skill level with video will all influence the direction.
Using Video Clips (cont.)
Success Factor #9Avoid distractionsRequest participants to silence their electronic devices; be sure you do itRemove change and keys from pocketsRemove things from your hands when not using them (for example, pointers, pens, markers, etc.) Movement can be used very effectively, but can be very distracting if overusedCheck all electronics well before the start of the presentation
It's a visual world and people respond to visuals.
Joe Sacco
Success Factor #10Remember Murphy’s LawHave backups!
Copy of PowerPoint slides to handout Another version of your PowerPoint
presentation using a light background, if you chose a dark background
Memory stick with PowerPoint slides Hardware (Notebook PC, LCD projector,
etc.) Pre-prepared flipcharts with key points
Murphy’s Law
Anything that can go wrong will go wrong.
Summary/Review An eloquent speaker and good materials will certainly contribute to the quality of a presentation, but there are other important things that must be done to ensure success.
Bob Novello
10 Key Success Factors1.Make a good first impression2.Start with a Needs Analysis3.Organize the presentation4.Involve your participants5.Make it practical6.Minimize lecturing7.Match verbal and non-verbal
communication8.Use visual aids9.Avoid distractions10. Remember Murphy’s Law
Contact Information
Bob NovelloPresident, Fastrack Training, Inc.Web Site: www.FastrackTrainingInc.comOffice Phone: 512-864-7387Cell Phone: 512-507-7799E-mail: bnovello@mail.utexas.edu
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