Presentation & Communication

SkillsTrainer/Resource Person

Muhammad Qaisar Kamran

Training Wing

• Much of verbal expression will be one on one or in small groups, but periodically we will be involved in more formal and public speaking in front of larger numbers.

• If this thought makes us nervous, we are not alone.

• Many speakers lack the skills and confidence to make effective presentations.

• We have all been victims of speakers who put us to sleep.

• Despite knowing how ineffective many speakers are, many of us have found that, despite the best intentions, we haven’t fared much better.

“The biggest problem with communication is the illusion that it has been accomplished.”

-George Bernard Shaw

What is your vision of the ideal presenter in

our environment?

“I always think a great speaker convinces us not by force of reasoning but because he is visibly enjoying the beliefs he wants us to accept.”

-W.B. Yeats

Objectives of this Presentation

• By the end of the session, participants will be able to…

• Utilize eye contact, body language and voice to their advantage in a presentation,

• Apply the 3 A’s in preparing content for a presentation,

• Preparation of Presentation• Respond to questions in an effective manner.

General Competencies• Interpersonal Communication

• Context • Effect• People

• Professionalism• Appearance • Impression

• Practice-Based Learning & Improvement• Active Learner• Social Interaction as a Mentor

Podium PanicFor some people, the thought of giving a presentation is more frightening than• falling off a cliff•financial difficulties•snakes Bites

even •Death.

Dealing with Podium Panic

• Audiences are forgiving• Nervousness is usually invisible• Be yourself• Practice deep breathing/ visualization

techniques• Begin in your comfort zone

•Check out the room in advance

•Concentrate on the message•Begin with a slow, well prepared introduction

•Have a confident and clear conclusion

•Be prepared and practice

• Never let them (The Audience) out of your sight.

• Looking them in the eye makes them feel that they are influencing what you say.

• Eye contact allows the presenter to approximate conversation—the audience feels much more involved.

Body Language

•Lean on or grip the podium•Rock or sway in place•Stand immobile•Use a single gesture repeatedly•Examine or bite your fingernails

Body Language

• Cross your arms in front of your chest• Use obviously practiced or stilted

gestures• Chew gum or eat candy• Click or tap your pen, pencil or

pointer

Body Language

•Lean into the microphone•Shuffle your notes unnecessarily•Tighten your tie or otherwise play with your clothing

•Crack your knuckles• Jangle change or key in your pocket

• Voice Intelligibility• Articulation• Pronunciation• Vocalized

pauses• Overuse of stock

expressions• Substandard

grammar

• Voice Variability• Rate of

speech• Volume• Pitch or tone• Emphasis

Preparing Content

•Analyze your AUDIENCE.•Define what ACTION you want them to take.

•Arrange your ARGUMENT to move them.

3 A’s

Analyze Your Audience• What are their names, titles, backgrounds,

reasons for attending, etc…?• What are their big concerns?• What are their objectives, fears, hot

buttons, and attitudes?

Analyze Your Audience•What is their perception of you and your institution?

•What are their questions likely to be?

•What is personally at stake for them?

•How much detail do they need?

Define What Action•What action do you want the audience to take?

•Define it in terms of the audience.

•What will they feel, believe, and do after hearing your talk?

Visual Aids

should be

on the

speaker’s

left.Visual Aid

10 Steps of Preparing the Presentation• Determine the purpose of your presentation and

identify your own objectives. • Know your audience and what it knows. • Define your topic. • Arrange your material in a way that makes sense for

your objectives. • Compose your presentation. • Create visual aids.• Practice your presentation (don’t forget to time it!)• Make necessary adjustments. • Analyze the room where you’ll be giving your

presentation (set-up, sight lines, equipment, etc.).• Practice again.

Dealing the MS Power Point• Selection of Design:

• Colour Scheme: soft and medium bright colours.• Font Size and Style• Inclusion of Audio and Videos only when highly relevant

• Only Bullets – Avoid paragraphing on Slides• Use of graph and Charts: only when inevitable• Power Point should be used as aid only. Thorough

dependency can be fatal.• keep a backup of slides in paper form too.• Focus should be upon performance rather than

reading the slides

The Colours

Beginning of Presentation on Stage• Use Silence

• Look at the faces of the audience and talk with eyes and your expressions only and try to listen what their expressions are speaking that loud. Then try to give interpretation to their reaction to you silence in their silence.

• Point to the Future or Past• Prospective (looking to the future): “30 Years from now, your job won’t

exist.”

• -Retrospective (looking to the past): “In 1970, Japan owned 9% of the market. Today, they own 37%.”

• Quote Someone• The Joys of Parents are secret, so are their fears and grieves; they

cannot utter the one, nor will they utter the one; children sweeten labour. (Francis Bacon)

• Share Something Extraordinary• I don’t know about you, but I love Snapple. Even more so, I love their bottle caps since they

always share fun facts or extraordinary insight into ordinary things. Is my life going to be improved because I know how many times a bee’s wings flaps in a second? No. Is it crazy interesting? Yes.

• Tell a Story

Your turn!

Questions & Answers

“Does anyone have any questions for my answers?”-Henry Kissinger

Questions & Answers

• Beginning of a whole new interactive presentation

• Opportunity to make a point

• Most presentations are won or lost here

Questions & Answers• Anticipate lines of

questioning• Rehearse• Don’t rank

questions• Keep answers

brief• Be honest—don’t

BS• Avoid negative

words

• Don’t repeat negative questions

• Clarify question• Defer to experts• Move your eyes off

questioner• If negative, end your

response focused on somebody else

NEVER argue with a member of

the audience.

THE RULE

Instead…

• Look at the questioner.• Remain neutral and attentive.• Listen to the whole question.• Pause before you respond.• Address the questioner, then move your eyes

to others.

Easy as A B C

“I can’t Answer that question Because …, but I Can tell you…”

“Better to keep your mouth shut and appear ignorant than open it and remove all doubt.”

-Mark Twain

Objectives for Today

• By the end of the session, participants will be able to…• utilize eye contact, body language and voice to their

advantage in a presentation,• apply the 3 A’s in preparing content for a

presentation,• develop visual aids that reflect good instructional

design properties, and• respond to questions in an effective manner.

“Make sure you have finished speaking before your audience has finished listening.”

Dorothy Sarnoff