Effective Presentation Skills

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Effective Presentation SkillsSkills

Dr. Ashraf S. Youssef

Student Development Program (SDP)

Course Introduction

Welcome to training by SDP!

Instructor introduction.

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Learning ObjectivesUnderstand the importance of presentation to engineers.Understand the major issues in making effective presentation.Gain integrated perspective of

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g p ppresentation skills.Learn presentation skills with a little effort and practice..Hands-on Experience with selected subjects using computer.

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Our Objective

You Enjoy While You Learn

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Training Approach

Focus on BasicsInteractiveCase StudiesRole Play

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yExercisesComputerFun !!!!!!!!!!!!!!!!!!

1. Importance of Presentation to Engineers.

2. Planning & Preparation

3. Preparing Visual Aids Visual Aids Types.Developing Visuals.Designing Visuals.

4 Computer Applications

Agenda – Day 1

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PurposeTopicAudienceMaterial.PlanningLogistics.

4. Computer Applications

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What is a presentation?

A presentation is what happens when you attempt to:

Teach

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Convince Motivate

Good presentationsare never an accident.

Importance of Presentation Importance of Presentation

1. Effective Communication Tool.90% of communication is subconscious. (Iceberg Model)

2 A good idea is not enough

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2. A good idea is not enough.

3. To convince audience of your ideas.

4. It is very important success factor.

The Iceberg ModelThe Iceberg Model

Conscious Level

Information

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Subconscious Level

Emotions

AppearancePersonality

Body Language

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Why is it important?

When you work on your ability to communicate clearly and concisely you will:

Increase your visibility

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Increase your visibilityEnhance your credibilityOpen career opportunities

Ex: Evaluate yourselves

Why do most of us HATE making presentations?What is our biggest fear?

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Any first time presenters here?

3-Ps of a Good Presentation

Prepare

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Practice

Present

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Step Step 11: Determine Your Purpose: Determine Your PurposeUse the SPAM Model

Situation: consider the time and place of where you are giving the speech.

Purpose: this refers to the goal the speaker h t hi ith hi h h

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hopes to achieve with his or her speech.

Audience: consider the people to whom the speech is directed.

Method: which methods will best accomplish the purpose

Develop Objectives

Objectives must be:RealisticSpecific

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Written-down

Ex: Write your objectives

What do you want your audience to do as a result of your presentation?What do you want to accomplish by giving this presentation?

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giving this presentation?What reaction do you want from your audience?

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Step Step 22: Initial Planning (: Initial Planning (11//22))

Before you begin preparing the presentation, you'll need to determine

The type of talk you will be expected to give.

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The composition of the audience.

The time allotted for the talk.

Expectations for information content.

Step Step 22: Initial Planning (: Initial Planning (22//22))

Researching Your Topic

Draw from the popular media .

Visit your local/campus library or one online.

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Visit local/International agencies.

Personal interviews can be helpful if they are easily obtainable.

Research is used to increase speech effectiveness as well as enhance your credibility

Step Step 33: Preparation (: Preparation (11//33))Start preparing far in advance by thinking through what needs to be said.

Using big letters and a bold pen, write a clear statement of the problem and its importance, and then pin that statement on the wall above your desk

D l thi th i t j f t th t ill t h

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Develop this theme into one jargon-free sentence that will catch the attention of the audience.

Arrange these issues in a logical sequence

Computer-based presentation programs (PowerPoint, Persuasion, etc.) can be wonderful time-savers.

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Step Step 33: Preparation (: Preparation (22//33))Avoid using lists (First ..., Second ...); you may confuse listing systems.

Retention of information by the audience is reduced as a talk proceeds.

Determine transition elements which will help your audience to f ll th li k f i t th t

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follow the link from one issue to the next .

Use short sentences with simple constructions.

Don't assume the audience will be familiar with basic concepts.

Attempt to identify problems or questions.

Determine which elements would benefit by being presented with visual aids.

Step Step 33: Preparation (: Preparation (33//33))The earlier you start on the visuals, the better they will be.

The most important preparation factor is to REHEARSE!

You can then try the presentation out in front of a few colleagues.

If you start preparing early, you'll have plenty of time to refine

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the presentation based on your colleagues' feedback.

Don't waste your colleagues' time.

Be strict about including only what is essential information for the presentation (Go to the point)

Logistics Checklist

Audience comfort (temperature)

Seating arrangement

Lighting (control, access)

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Electrical outlets

Equipment

Stage

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Step Step 44: Analyzing Your Audience (: Analyzing Your Audience (11//33))

Questions to Consider Regarding Your 'Target Audience‘.

What is the appropriate channel and medium geared to the size of the particular audience?

Does the speech appeal to the audiences

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Does the speech appeal to the audiences common interests?

Did you identify 'key' members of the audience?

Have you anticipated audience reaction?

Is the information geared towards the audiences level of language?

Step Step 44: Analyzing Your Audience (: Analyzing Your Audience (22//33))

What is the occasion of the speech?

Where is the speech taking place?

How long should the speech be? Time constraints are a great consideration.

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Collect statistical information about groups of people. This data tells you about group characteristics.

Age, occupation, religion , ethnic or cultural backgroundsocial - economic status , gender , educational background , and political background

Step Step 44: Analyzing Your Audience (: Analyzing Your Audience (33//33))

Motivation: Audience needs, wants, and wishes constitute motivation, the force that impels them to act and directs their behavior toward specific goals.

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Consider the following:

Comfort, Safety, Friendship, Recognition, Variety, Control, Independence, Curiosity, Success, Nurturance, Enjoyment

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Composing Messages Suited for the Composing Messages Suited for the Audience:Audience:

Short sentences 15-20 words to achieve your complete thought.For a receptive audience:

Focus on conclusions and recommendations. For skeptical audience: Focus on logical arguments

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For skeptical audience: Focus on logical arguments. 2+2=4 approach:Introduction, Reason #1 (for support), Reason #2 (for support), Recommendations, and how it will be implemented , Summary.Scientific Method: A logical step by step set of procedures.Yardstick approach: Based on criteria

Step Step 55: Outlining (: Outlining (11//22).).

Outlining your points willHelp you see key words easier,

Let you add to your notes at the last minute without crowding.

All h t fl t ll

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Allow your speech to flow naturally.

You can write an outline in words and phrases or in complete sentences but, it is best to use as few complete sentences as possible.

Step Step 55: Outlining (: Outlining (22//22).).

Reasons to use an introduction gets the audience's attention introduces the topic shows the topic's importance forecasts the major ideas

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What a conclusion should do: inform the audience that you are about to close summarize the major ideas leave the audience with an idea to remember

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Step Step 66: How much material?: How much material?

Two ways people try to reduce the length of a presentation are to

Speak more quickly.Reduce the number of words used.

the practice talk will be about 20% faster than the real presentation

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real presentation. Try the following suggestions to get into a good ballpark range:

Estimate a rate of about 100 words per minute (slow!).Each statement you make will require an average of 12 words.Each concept will need to be supported by 3 - 4 statements.

Ex: Decide supporting materials

Link examples, comparisons, graphs, results, diagrams, flowcharts, tables, references, etc., with main ideas on your

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references, etc., with main ideas on your mind-map.

Important ElementsImportant Elements

Rate: The optimal rate for a scientific talk is about 100 words per minute. Any faster and the audience can't absorb the additional information. repeat critical information. Opening: The opening should catch the interest and attention of the audience

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interest and attention of the audience immediately, while avoiding trite filler phrases (Thank you for having me . . .).Conclusion: Summarize the main concepts you've discussed, and how your work relates to issues you've raised

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Step Step 77: Visual Aids (: Visual Aids (11//33))

Why use Visual Aids?

Visual Aids enhance understanding of the topic. Visual Aids add authenticity.

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Visual Aids add variety. Visual Aids help your speech have lasting impact. Visual Aids can help the speaker build ethos(speaker character credibility).

Step Step 77: Visual Aids (: Visual Aids (22//33))

Varieties of visual aids:

Sketches Maps GraphsCharts Photographs and Pictures

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Charts Photographs and Pictures Chalkboard: Textual GraphicsPostersObjects or ModelsAudio-Visual equipmentHandoutsFilms, Videotapes, audio tapes, CD-Rom

Step Step 77: Visual Aids (: Visual Aids (33//33))Using your Visual Aid successfully

Practice. Make sure Visual Aid is integrated into your speech. Plan placement of Visual Aid prior to the speech Check to see that your electronic equipment is running, and that you know how to properly operate it.

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Do not display it until you are ready to use it. When finished with it remove, or cover it. Do not stand directly in front of it, stand to the side and face the audience as much as possible. When referring to the Visual Aid, point, don't leave your audience searching. Do not distribute materials during your speech. If you have prepared handouts, distribute them before or after you speak

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When to use visual aids?

To open presentation

To focus attention

To emphasize key points

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To present visual information (graphs, pictures, etc.)

To make comparisons

To explain new concepts

Design of Visual Aids

Six Rules:Unity (1 point per visual)

Simplicity

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Legibility

Consistency

Clarity

Quality

Computer ApplicationComputer Application

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End of Day One

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THANK YOU!!

1. Importance of practiceRehearsingControl your VoiceElements of an effective speech

3. Presentation DeliveryGuidelines for effective delivery.guidelines for ethical speech and delivery in

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Agenda – Day 2

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Control your Time2. Before the presentation

Tips on controlling nervousnessNonverbal Communication Personal Appearance.

communication.Handling Questions.

4. Computer Applications

Step Step 88: : Practice Importance of Practice (1/3)

Practice makes perfectPractice is the single most important factor contributing to a good presentation.It is necessary to run through the talk a few

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y gtimes to get an idea of how the talk will flow.seek some outside feedback to make sure you are on the right track. Finally, practice all parts of the talk equally.My own rule of thumb is a minimum of 10 practice runs for any one presentation.

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Step Step 88: : Practice Importance of Practice (2/3)

Hints for efficient practiceRead through the text before you begin.Practice making eye contact with your imaginary audience.Avoid looking at your notes when you don't need to do so

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so.Watch your reflection in the mirror as you speak, looking for odd and distracting habits.Speak slowly and clearly, and use gestures.A tape recorder or videotape are the most useful tools for feedback.What you say should be readily understandable by the audience

Step Step 88: : Practice Importance of Practice (3/3)

Before the day begins, or last thing the night before, run through your talk once more. Use a mirror or visualize standing in front of an audience as you practice If

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in front of an audience as you practice. If you've brought a slide carousel with you (a good idea), check their arrangement. You probably won't have time to do this later.

Before The presentation

Tips of controlling Nervousnessbe familiar with your topicpractice your speech until you feel comfortable with it

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practice your speech in front of others

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Step Step 99: : Physical Stress Reducers (1/2)

Deep breathing

Relaxation techniques

Do something physical

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During presentation:Move

Look at audience

Ask a question

Step Step 99:: Psychological Stress Reducers (2/2)

Acceptance of stressSurrender to itWorst-case and best-case scenarios

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VisualizePrepare and practicePositive attitude Have fun!

Importance of Nonverbal Communication

It reinforces verbal communicationMaking eye contact will make you appear more credibleErect posture leads to easier breathing and better voice projection

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better voice projectionUse movement appropriately when emphasizing points or moving closer to the audienceUse gesture appropriately when expressing emotions - too much gesturing can make you appear nervous

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Step Step 1010:: Appearance (1/3)

PHYSICAL Appearance

Dress neatly and tidily - first impressions are important.Carry yourself in a confident and professional manner.

Eye ContactKeep eye contact with the class. This will:

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Keep eye contact with the class. This will: keep them alert.make them feel that they are being directly spoken to.make them feel part of the class.give them confidence in you as the instructor/presenter.

Monitor the class' reactions to what you are saying so that you can adjust your talk accordingly.

Step Step 1010:: Appearance (2/3)

Body MovementsBe natural - don't move around too much or too little.

Do not: stand rigid.march.slouch.

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Do: move forward for emphasis (e.g. when standing at a podium).relax when talking from behind a desk -this creates some intimacy with a group.slowly and on occasion move from side to side to engage all parts of the class.

Step Step 1010:: Appearance (3/3)

Gesturesuse meaningful and appropriate gestures to make a point.

VOICEVolume

Speak loudly enough to be heard

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Speak loudly enough to be heard.Pitch

Use effectively to convey meaning.Rate

Speak more quickly to convey enthusiasm.Speak more slowly to emphasize key points or issues

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Step Step 1111:: Create an Opener

Must have attention-grabbing statement

Includes key points highlighting the t i

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topic

Includes benefits to the audience

Step Step 1111:: Types of Openers

Quotations

Rhetorical question

Declarative statements

R l ld it ti

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Real-world situations

Current events

Scenario or illustration

Anecdotes and personal stories

Ex: Write an Opener

Think of an attention-grabbing opener that will highlight key points and

l i b fit f

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explain benefits of your presentation.

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Step Step 1212:: Presentation Delivery (1/3)

Guidelines for Effective Delivery

be naturalbe livelybe appropriate

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be appropriatepair delivery and message

Step Step 1212:: Presentation Delivery (2/3)

Seven guidelines for ethical speech and delivery in communication

Understand the power of the lectern. Being in front of people gives you a certain amount of credibility.Speak truthfully and be sure of your facts.Be willing to rock the boat Stand for what you

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Be willing to rock the boat. Stand for what you believe, but do not alarm your audiences.Do not lie.Avoid excess and inappropriate emotional appeals.Use credible and current sources.Avoid ambiguity. Be concrete in your statements.

Step Step 1212:: Presentation Delivery (3/3)

Formats of Delivery ImpromptuExtemporaneousManuscriptMemorized

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Delivery Distractions

Avoid:physical distractions (swaying)

tapping pen or table

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staring at notes

words like “umm”

hands in pocket

don’t slouch or keep your head down

Prepare the Close

Key ingredients of closing:A bridging statement that announces the closing (eg. let us summarize as we close finally

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summarize, as we close, finally, …)

A summary of main ideas

Ex: Write Closing

Write your closing.

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Step 13: Handling Questions

Listen carefully (rephrase question)

Think before responding

Repeat question (buy time, allows all di b t h )

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audience members to hear)

Step 13: Handling Questions

Keep same delivery style (pace, pitch)

Involve other audience members

The S.E.E.R. approach

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ppSummarize answer in 1 sentence

Elaborate on 1 sentence answer

Example to illustrate answer

Restate 1 sentence answer

Step 13: Handling Difficult Questions (1/2)

The off-the-subject questionask how this question relates to topic

The limited interest question

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ask to see questioner after presentation

The “stupid” questionAsk person to repeat it

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Step 13: Handling Difficult Questions(2/2)

The rambling or long-winded questioninterrupt and say “your question is”

The multi-question

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q

The “don’t know” question

The hostile questionask speaker to identify him/herself

When To Take Questions

Before presentation

During presentation

After presentation

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p

tell audience at beginning

Step 14: Handling Audience Disruptions

Always handle disruption immediatelyNever embarrass audience detractorNever show anger

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Step 14: How to Manage Disruptions

Maintain your perspective (not the end of the world!)Remain calm

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Have a “plan B”Stay in controlConcentrate on audience

Final Words

To overcome a fear, you must face itLook for opportunities to

ti t ti

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practice your presentation skillsWhatever you do, you can only get better at it!

Computer ApplicationComputer Application

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THANK YOU!!