Participant Guide-Effective Presentation Skills€¦ · Web viewTeen pregnancy impacts millions...

PARTICIPANT WORKBOOK

Effective Presentation Skills

SUSTAINABLE MANAGEMENT DEVELOPMENT PROGRAM

Sustainable Management Development ProgramDivision of Public Health Systems and Workforce Development

Center for Global HealthU.S. Centers for Disease Control and Prevention

http://www.cdc.gov/globalhealth/SMDP/


TOPIC TITLE

Introduction| III

Sustainable Management Development ProgramDivision of Global Public Health Capacity Development

Coordinating Office for Global HealthU.S. Centers for Disease Control and Prevention

www.cdc.gov/smdp

Version 1.1

EFFECTIVE PRESENTATON SKILLS

Effective Presentation SkillsCONTENTS

Introduction Sustainable Management Development Program....………………………………..………………vi Acknowledgements……………………………………………………………………………………..vi

Effective Presentation Skills About this Course……………………………………………………………………………………….. vii Target Audience…………………………………………………………………………………………. vii Learning Objectives……………………………………………………………………………………… vii Schedule…………………………………………………………………………………………………. vii Icon Glossary………………………………………………………………………………………….... viii

Introduction to Effective Presentation Skills Warm Up………………………………………………………………………………………………….. ix Why Are Presentation Skills Important?........................................................................................ x

Four Cornerstones of a Great Presentation Four Cornerstones Method………………………………………………………………………………. 1 Cornerstone Method 1: Know Your Audience……………………………………………………….... 1 Cornerstone Method 2: Know Your Purpose………………………………………………………….. 2 Cornerstone Method 3: Know The Material……..……………………………………………….…… 4 Cornerstone Method 4: Know Yourself……...……………………………………………………….… 5 Communication Is Key……………………………………………………………………….…………... 5

Presentation Content Three Parts Of A Presentation…….……………………………………………………………………..

8 Introduction………………………………………………………………………………………………… 8 Body………………………………………………………………………………………………..……… 9 Conclusion………………………………………………………..……………………………………... 11

Presentation Preparation Presentation Parameters…………..…………………………………………………………………... 12 Visual Aids & Supportative Materials…………………………………………………………………13 Questions Answers…………………...….……………………………………………………….…….15

Managing Anxiety Methods for ManagingStress……………………………………………………..……………………16 Be a Confident Speaker Checklist………………….………………………………………………...18

iv | CONTENTS


Course Conclusion Congratulations! .............................................................................................................................19 What's Next? .................................................................................................................................19

Resources 20

Appendix Appendix A Course Evaluation Form……..……………………………………………………………23

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vi | CONTENTS


IntroductionSustainable Management Development Program

SMDP works with ministries of health, educational institutions, nongovernmental organizations, and other partners to strengthen leadership and management skills and systems to improve public health in low resource countries.

Program StrategySMDP strengthens leadership and management skills and systems through—

Integration with country public health priorities Strategic partnerships Technical assistance and training Policy and systems development Advocacy and education Evaluation

For more information, visit http://www.cdc.gov/globalhealth/SMDP/.

Acknowledgements

Gronbeck B, German K, Ehringer D, Monroe A (1992) Principles of Speech Communication.

Hellstrom, D. (2008) The Certified Peer Educator Facilitator’s Manual.

Kroehnert G. (1995) A Handbook for New Trainers.

Sturrock, W. (2001) English Communication Skills: Technical Writing and Presentations IHE028/01/1

ABOUT THIS COURSE | vii



Effective Presentation SkillsAbout this Course

The goal of this course is to enable participants to prepare and deliver more effective presentations.

Target Audience

This course is designed for supervisors and managers in public health services, typically the district and provincial level, who are responsible for giving presentations to a variety of audiences.

Learning Objectives

When participants complete this course they will be able to:

Apply the four cornerstones method of a successful presentation Develop and organize presentation content Prepare and deliver a more effective presentation Use visual aids and supportive materials effectively

Schedule

Introduction to Effective Presentation Skills

Four Cornerstones of a Successful Presentation

Presentation Content

Presentation Preparation

Managing Anxiety

viii | SUSTAINABLE MANAGEMENT DEVELOPMENT PROGRAM


Conclusion

ABOUT THIS COURSE | ix


Icon GlossaryThe following icons are used in this workbook:

TIP: SUPPLEMENTAL INFORMATION TO HELP PERFORM A TASK MORE EASILY

EXERCISE

x | SUSTAINABLE MANAGEMENT DEVELOPMENT PROGRAM


Introduction to Effective Presentation SkillsWarm-Up

Exercise 1: Investigation UnitWelcome to the SMDP Investigation Unit. For this exercise, you have been chosen to serve as one of our lead detectives for a case. Part of your job is to review the evidence that has been received and document your findings. In addition, you will be asked to work within a group to answer some key questions for solving this case.

Investigation ReportCase of the ineffective presentation

Step 1: Record your observations below.

Observations:

Step 2: Think about some of the good and poor presentations you have seen or given. In small groups, use the spaces below to record your observations of a good presentation and a poor presentation.

Good Presentations Poor Presentations

Step 3: Who is the culprit in this crime?

WARM-UP | ix


Why Are Presentation Skills Important?

In many fields, the ability to communicate orally is just as important as the ability to write well. As managers, you will be asked to give presentations on behalf of your employer or as part of a team. Unfortunately, many people fear public speaking and try their best to avoid it as much as possible causing them to lose out on key opportunities to:

Deliver information about their programs and services

Influence and persuade stakeholders, government leaders, etc.

Educate the public on specific health issues Enlist support for financial and managerial needs.

This highly participative workshop is designed to help participants learn basic techniques for improving their one-on-one and group presentations in a comfortable setting and with content that is easy to learn.

At the end of this session, participants will know how to apply various techniques in public speaking. When speakers use these skills, they can speak confidently and in a way that makes a favorable impression on the listener(s).

x | WHY ARE PRESENTATION SKILLS IMPORTANT?


Four Cornerstones of a Successful PresentationFour Cornerstones Method

“You may have the best idea, the best product or best proposal. However, if you cannot present it in a professional manner it may never be recognized as valuable.”

- Louis DeGeorge

To create a successful presentation, there are four simple steps that are required called the Four Cornerstones Method.

Mastering these four areas will give you the skills needed to prepare and deliver a more effective presentation.

Cornerstone Method 1: Know Your Audience

Why is it important to know your audience?

_______________________________________________________ _______________________________________________________ _______________________________________________________

FOUR CONERSTONES METHOD| 1


Purpose: Knowing your audience allows you (the speaker) to determine what and how you need to present.

The speaker can demonstrate concern for the audience’s interests and greatly enhance the effectiveness of a presentation by gathering pertinent information about the audience and tailoring the presentation accordingly.

Start by creating an audience profile that includes:

Audience Information Why?Roles and Responsibilities Use job related examples

Age Ensure the use of age appropriate content/materials

Knowledge Base Tailor presentation based on knowledge of the audience

Learning Styles Incorporate all learning styles

Culture Use culturally sensitive content/materials

Number of Participants Ensure enough materials/handouts are available

Purpose for Attending Address the question, what’s in it for me (WIFM)?

Here are some ways to gather information about your audience:

Talk with members of the audience beforehand Distribute a survey before the presentation Talk with the organizer Review evaluations from past presentations Attend a presentation before yours to get a sense of

what the group is like Ask for information or written materials that describe

the audience

2 | CORNERSTONE METHOD 1: KNOW YOUR AUDIENCE


Exercise 2: Hidden TreasuresCan you find the hidden treasures?Take a few minutes to find some of the treasures this group holds. Find a different person who matches each description on the handout and get that person’s signature. When interacting with one another, ask questions to further discover their interest, knowledge or skills in the area. Once completed, a couple of people will be asked to recap what they learned about one of their classmates. Enjoy treasure hunting!

What was the purpose of this exercise?

_______________________________________________________ _______________________________________________________ _______________________________________________________

Cornerstone Method 2: Know Your Purpose

It is essential to know your purpose for giving a presentation. A simple sentence can be a means for defining the purpose of a presentation. In addition, it can start in helping to determine the content.

As supervisors and managers, decide whether the main purpose of your talk is to…

Provide information (increase awareness) Change attitudes (create emotion) Build new skills (training activities)

Types of PresentationOne of the first things to decide when preparing a presentation is the type of speech.

Informational (provide information) – The purpose of an informational speech is to inform the audience about a specific topic or issue. For example, a speaker may want to inform the clinical staff of the Ministry of Health’s 5-year plan.

CORNERSTONE METHOD 2: KNOW YOUR PURPOSE | 3


Motivational (change attitudes) – The purpose of a motivational speech is to interest the audience in your topic and motivate them to take action. Inspire your audience to make a change by using personal and emotional appeals. For example, the speaker might tell a story about a child killed in a car accident to motivate the audience to pass laws regarding the need for child safety seats.

Demonstration (build new skills) – The purpose of a demonstration speech is to teach the audience something new. For example, today you are learning techniques for delivering a more effective presentation.

Extemporaneous – An extemporaneous speech is when a person is asked to speak without preparation. For example, at the beginning of this workshop a few people were asked to speak about their peers.

Exercise 3: Getting StartedEach small group will be given a topic to create a presentation outline. As a group, complete the following sentence.

As a result of my presentation, the audience will…

_______________________________________________________ _______________________________________________________ _______________________________________________________

Cornerstone Method 3: Know the Material

One way to increase your confidence as a speaker is to know where your content information is coming from (know your source).

a) Conduct research on the topicb) Use content information from credible sources c) Incorporate data/statistics that are relevant to the

audienced)List some resources that will be helpful to the

audience

8 | THREE PARTS OF A PRESENTATION


Cornerstone Method 4: Know Yourself

Part of knowing yourself as a speaker is knowing …

a) Your Style: Describe the speaking or presentation style you are comfortable with.

_______________________________________________________ _______________________________________________________ _______________________________________________________

b) Your Skills/Strengths: List your skills/strengths as they pertain to presenting (such as: humor, ability to build rapport with listeners, graphical design, etc.)

_______________________________________________________ _______________________________________________________ _______________________________________________________

c) Your Weaknesses: List weaknesses as they pertain to presenting.

_______________________________________________________ _______________________________________________________ _______________________________________________________

Communication is Key

Non-Verbal Communication:Our body language can positively or negatively impact the way we interact with one another. It can be a powerful tool for reinforcing or contradicting a message. To avoid communicating negatively through body language, get feedback from family members or friends on how you deliver a presentation.

Communication Techniques:Below are simple steps that can be used to better communicate with audiences.



Eye Contact – Using eye contact as a form of communication varies from one country to another. In the United States, a speaker who makes appropriate eye contact with the listener(s) while speaking makes a favorable impression. In other countries, making direct eye contact, especially with a more senior person, can be perceived as rude. However, in most countries today, making some eye contact with listeners in a group presentation is perceived as appropriate and makes the speech more interesting and credible. Tip: If you know your audience and their cultural beliefs, you will be better prepared to determine if eye contact is appropriate.

Vocal Variety – Speaking clearly and projecting your voice helps the listener(s) maintain interest in your presentation. Avoid giving monotone presentations by considering these four ways of varying your voice:

Speed – from slow to fast Volume – from soft to loud Pitch – from low to high sound quality Enthusiasm – from low to high energy

Stance and Gestures – Using stances and gestures appropriately can help convey a confident image and reinforce key points in an interesting way. Stand with your feet directly below your shoulders (not in a stiff manner) and make slow gestures to emphasize or illustrate key points.

Pause and Breathe – Taking time throughout a presentation to pause and breathe helps the presenter to remain calm, remember speech content, and maintain the audience’s interest. In order to pause and breathe, the speaker simply pauses for a few seconds at the end of a thought or sentence and take a deep breath.

Avoid Filler Words:These are words (also known as vocalized pauses) that some speakers use instead of pausing and breathing. Examples include “um,” “ah,” “uh,” “and so,” and “you know.” Most speakers are unaware that they use these words and how distracting it is to their message.



Tips: Audiotape yourself Ask a friend or family member to watch and inform

you when you are using these words Videotape yourself


Presentation ContentThree Parts of a Presentation

Structuring the presentation content is perhaps one of the most important aspects of a presentation. There are three main parts of a presentation:

Presentation Parts Time SpentIntroductionBodyConclusion

Introduction:


One of the functions of the introductory part of a presentation is to gain the attention of the audience. Capture the interest of the audience by making your opening statement strong.

In the introduction, you want to:

Sections Example StatementsGet the audiences’ attention This year alone more than

1,000,000 teen girls in the United States will become pregnant. Of the 1,000,000, one-half are 17 years old or younger.

Introduce yourself Hello, my name is Mary Jones.Announce the topic Today I am going to talk to you

about the problem of teen pregnancy.

Justify the topic Teen pregnancy impacts millions of mothers, children, school systems, and our economy.

Establish your credibility I have first-hand knowledge of teen pregnancy because…

Give the audience a preview statement

Today I am going to tell you the problems with teen pregnancy, then I will cover the causes, and finally I will offer several solutions to combat teen pregnancy.

Exercise 4: In small groups, use the space below to create the introduction for the topic given.

_______________________________________________________ _______________________________________________________

THREE PARTS OF A PRESENTATION | 9

Body:

The body is where the bulk of your main points and supporting information are located.

Focus on three main points Support each main point with facts, evidence and

reasons Use a variety of learning styles and interactive

exercises to help emphasize each main point

Exercise 5: In small groups, use the space below to create the body for the topic given.

Main Point 1:____________________________________________ Support:________________________________________________ Transition:______________________________________________



Keep in mind, the interest of the audience should be maintained throughout the presentation.

What are some activities that can be used to engage the audience while emphasizing key points?

_______________________________________________________ _______________________________________________________ _______________________________________________________


Exercise 6: Presentation Styles:There are various types of activities that can be used to engage the audience while emphasizing key points. Use the table below to check the appropriate group(s) for each activity.

Type of Activity

Large Group

Small Group

Pairs/Threes

Individual

LectureGroup discussionQuestion and answerCase studyBrainstormQuizGamePanel DebateStoryProblem solvingRole-playingDemonstration

Learning Styles:People learn, process, and absorb information in different ways. For this reason, information needs to be presented in a variety of ways so that it appeals to people’s different learning styles.

The three main learning styles are:Visual - People who absorb information best if it is presented visually, such as through books, reports, handouts, diagrams, graphs, and imagery. Visual learners will tend to learn best through slide presentations, pictures, charts, videos, etc.

Auditory – People who prefer to talk out problems and listen to speeches but with plenty of variety of tone, pitch, and rate. They tend to learn best through lectures, discussions, etc.

THREE PARTS OF A PRESENTATION | 9

Kinesthetic – People who prefer action, movement and like to be involved. They prefer a relaxed, non-threatening environment. They learn best by doing, i.e. role plays, activities, demonstrations, etc.

Conclusion:

Bring your presentation to a close by finishing as strongly and clearly as you started. Provide your audience with a clear “take-home” message by returning to the main points in your presentation. Do not end suddenly; give your audience some idea that you are coming to a close.

Summarize the main points Incorporate a memorable closing or call for action Provide a list of resources or references Ask participants to fill out the evaluation form Allow time for questions and answers

Exercise 7: In small groups, use the space below to create the conclusion for the topic given.

_______________________________________________________ _______________________________________________________


Presentation PreparationPresentation Parameters

Use a presentation checklist to ensure all elements of your presentation have been thought out and checked.

Presentation Checklist

Yes No N/A Comments

FacilityIs the room set up appropriately?

Have you made arrangements for an adequate number of tables and chairs?

Do you know the location of the light switches and electrical outlets?

Do you know the location of the restrooms?

Have you made arrangements for refreshments? (if appropriate)

Equipment and Supplies: Do you have all the equipment you need for the presentation:

Overhead projector (with a spare bulb)

Projection screen

Computer with appropriate software installed

Television

DVD or VCR player

Movie projector

Is the overhead, slide, or movie projector in focus?

Do you have extension cords?

Is the whiteboard or flip chart in place?

Do you have markers or erasers for the whiteboard, flipchart, or overhead transparencies?

Do you have an extra supply of pencils, paper, etc. for the audience?

PRESENTATION PARAMETERS | 11

Visual Aids and Supportive Materials Visual aids are tools used to help reinforce the main points

of a presentation and cater to the different modes in which individuals learn and retain information.

The table below highlights six commonly used types of visual aids, tips, and advantages/disadvantages for each. Identify the appropriate visual aid and write it on the boxes below.

Types of visual aid

Advantages Disadvantages Tips

Can tear off sheets and post as a record during a meeting

Almost always available

No technology needed

Inexpensive

Can’t correct if you make a mistake

Stands are unwieldy to transport

Usually must prepare sheets for each meeting

Can’t save electronically

Cover pages that are not being used

Alternate between blank and written pages

Bigger than a flipchart

Looks nicer than a flipchart

Can be erased if you want to make a change

No technology needed

Hard to clean if you write on it with the wrong marker

Cannot tear off and post pages as you can with a flipchart

Odor of white board markers bothers some

Cannot save electronically

Write legibly Use the right

type of pen Use more than

one color Turn and face

the audience to speak when finish writing

Can distribute at appropriate time

Good for detailed information

Easy to revise

Extra detail that is not a part of the main presentation

Can distract listeners from the presentation

Consider the right time to give handouts

Great for showing desired behaviors

Adds variety to a meeting

Can let an “expert” do the talking

Some VCRs/DVDs are expensive

VCRs/DVDs cannot be altered or customized easily

Requires electricity

Have the VCR/DVD set up prior to the presentation

14 | VISUAL AIDS AND SUPPORTIVE MATERIALS

Types of visual aid

Advantages Disadvantages Tips

PowerPoint™ slides look classy

Can prepare ahead of time

Can make changes and save easily

Can use “Notes” feature to make facilitator notes or a Leader’s Guide

Can use “Handouts” feature to make handouts

Can add photos and clip art

Projectors require electricity

Room must be somewhat dark for the screen to be visible, especially when using light-colored text

Can show just one frame at a time (as opposed to flipchart sheets pasted on walls)

Should have a spare bulb

Keep the slides simple

Avoid placing too much text on one slide

Avoid using to many different colors and sounds

Make the text large enough so the audience can easily read

Do not use slides as giant note cards

When choosing which visual aid to use, select one that best suits the presentation and audience. It is also important to think about the availability and reliability of the technology where you will be presenting.

General tips for using visual aid equipment: Practice beforehand Do not obscure the screen Cover the information until you are speaking about it.

Otherwise the listeners will read what is on the slide or overhead, rather than concentrate on what you are saying

Ensure all listeners can see the visual aid Talk to the audience – not the board or screen Check the light in the room to ensure it is not too

bright if using slides or projector. Have a backup plan just in case the equipment does

not work Keep the layout simple and with minimum detail

VISUAL AIDS AND SUPPORTIVE MATERIALS | 13

Questions and Answers It is essential to factor time in for questions and answers,

whether it is during or after the presentation.

Tips: Consider what questions may be asked and prepare

answers ahead of time Do not be afraid to say you do not know the answer

to a question Always be polite when answering questions Allow the audience to answer some of the questions

asked in order to enhance their experience and allow knowledge sharing

14 | QUESTIONS AND ANSWERS

Managing Anxiety Methods for Managing Stress What are some common signs of stress?

_______________________________________________________ _______________________________________________________ _______________________________________________________

Overcoming presentation anxiety is a struggle for many speakers. A common fear many people have is the thought of “going blank” in front of an audience. Below are some techniques for overcoming and managing anxiety.

Techniques for managing presentation anxiety: Accept that it is perfectly normal to feel nervous or

anxious to some extent Practice and get feedback from friends, coworkers,

etc. Be realistic and set realistic goals for yourself Anticipate questions and prepare for them Use relaxation exercises such as deep breathing Encourage yourself and avoid self-criticism Have a glass of water handy in case you develop

dry throat or nervous couch Get plenty of rest the night before and get to the

venue early

Techniques for managing stress: Progressive Muscle Relaxation reduces muscle

tension and general mental anxiety by isolating one muscle group and creating tension for 8-10 seconds, and then letting the muscle relax (allowing the tension to go).

Mindfulness helps cultivate inner calmness by increasing one’s awareness of thoughts and feelings. It has been shown to help people with stress-related conditions by focusing on body sensations and breathing.

Meditation is clearing the mind of stressful outside interferences. Meditation involves

METHODS FOR MANAGING STRESS | 17

achieving a state of consciousness in which the individual focuses on a single thing, such as a key word, sound, image, or their breathing.

Guided Imagery is designed to direct one’s thoughts to a safe, comfortable place free of stress such as a beach or garden. A variety of tapes, videos, CDs, and scripts are available to help guide your imagination to a relaxed and focused state.

Humor Therapy – uses the power of smiles and laughter to aid healing. Laughing is found to lower blood pressure, reduce stress hormones, and increase muscle flexion. Laughter also triggers the release of endorphins, the body’s natural painkillers, and produces a general sense of well-being.

16 | METHODS FOR MANAGING STRESS


Be a confident speaker checklist:

Are You Worried About: Then Try:

Check the Items You Want to

ConsiderFear Be well prepared

Use ice breakersAcknowledge the fear (to yourself!)

Credibility Don’t apologizeHave an attitude of an expertShare personal background

Personal Experiences

Report personal experiencesReport experiences of othersUse analogies, movies or famous people

Difficult Learners

Confront problem learnerCircumvent dominating behaviorUse small groups for timid behavior

Participation Ask open-ended questionsPlan small group activitiesInvite participation

Timing Plan wellPractice, practice, practiceAllow time for questions

Adjust Instruction

Know group needsRequest feedbackRedesign during breaks

Questions Anticipate questionsParaphrase learners’ questionsAdmit if you don’t know

Feedback Solicit informal feedbackEvaluate the classObserve other instructors

Media, Materials, Facilities

Know the equipmentHave materials readyHave a back-up plan

Openings & Closings

Develop an ‘openings’ fileRelax the studentsSummarize concisely

Dependence on Notes

Use cardsUse visuals

CONGRATULATIONS | 19

Are You Worried About: Then Try:

Check the Items You Want to

ConsiderPractice

18 |CONFIDENT SPEAKER CHECKLIST


Course ConclusionCongratulations!

Now that you have completed this course you should be able to:

Apply the four cornerstones method of a successful presentation

Develop and organize presentation content Prepare and deliver a more effective presentation Use visual aids and supportive materials effectively

What’s Next? Practice your new skills in front of a mirror Learn more about how to use technology such as

PowerPoint to best convey your message Learn about effective health education techniques

CONGRATULATIONS | 19

Resources

Gronbeck B, German K, Ehringer D, Monroe A (1992) Principles of Speech Communication. Hellstrom, D. (2008) The Certified Peer Educator Facilitator’s Manual. Kroehnert G. (1995) A Handbook for New Trainers.

Sturrock, W. (2001) English Communication Skills: Technical Writing and Presentations IHE028/01/1

18 |CONFIDENT SPEAKER CHECKLIST

AppendixAppendix A Course Evaluation Form…………………………………………………………………………23

APPENDIX | 21

Appendix A Course Evaluation Form

Effective Presentation Skills EvaluationPlease help us improve the workshop by responding candidly to the following statements.

Scale Definition: 1-Strongly Disagree 2-Disagree 3-Neither Agree nor Disagree 4-Agree 5-Strongly Agree

1. Course objectives were well communicated 1 2 3 4 5

2. The training was built to match the way I need to do my job 1 2 34 5

3. Adequate time was allotted for explanations/practice 1 2 3 4 5

4. The training materials were well written 1 2 3 4 5

5. Job aids are available to support what I learned 1 2 3 4 5

6. I know where to get assistance when I return to my job 1 2 3 45

7. Overall the class was satisfactory 1 2 3 4 5

What did you like most about the class?

How can we improve the class?

Do you have any additional questions regarding this topic?

If you wish us to contact you, please provide the following information:Name Email Telephone Number

APPENDIX | 21

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