1 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 : [email protected]
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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”
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
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
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.