Presentation skills en

Presentation skills

Effective preparation

and delivery of presentations

Thai Binh, November 2008

Agenda Effective presentations Content Layout Delivery Checklists

Effective presentations The key to an effective presentation is a

combination of the following three elements: Content Layout Delivery

Presentation effectiveness

To be truly effective a presentation must allow the audience to see, hear and interact with the presenter and the material being presented.

Content When thinking about the content of a

presentation, you should ask yourself three questions:

1. What is the objective of the presentation?

2. What are the key messages?

3. What are the audience’s expectations?

Definition of objective Presentations are about causing an effect on

your audience. Establish your objective before you start writing

the presentation. You can:

Inform Convince Call to action

Development of message There are three different types of message:

Statement - expression of facts Opinion – expression of a point of view Recommendation – proposition of action to be taken

Expectations of audience A presentation is most effective when written to

the needs and expectations of your audience. To do so, you should know: Who are they? What are their expectations? What is their background? What is their current attitude?

Presentation structure A typical presentation consists of three

elements: Introduction Main section Summary and conclusion

Introduction The introduction should cover the following

aspects: Title and scope Purpose and objective Context Outline

Main section Provide the audience with an overview of the

main points of each section Summarize each section (if applicable) Provide link to following section

Summary and conclusion Summarize by recapitulating the conclusions of

all sections Reach an overall conclusion Propose defined next steps Leave the audience feeling positive about your

messages

Role of text When preparing a presentation, the role of text

is to: Prompt the speaker on points he/she has to

elaborate Guide the audience on points to be covered

Length of text Long and complete texts make the audience

switch off. The audience is not supposed to read the

presentation. Keep the text concise and to the point.

Limit the text to three to five bullets per slide Use one concept per slide

Effective headlines The role of the headline is to grab the attention

of the audience and to provide the key message of the slide.

Headlines should be short and straight to the point.

Use of words Use short words Use single, strong verbs Use common vocabulary Keep it as non-technical as possible Do not use intensifying words Do not use non-impact words Avoid use of abbreviations and acronyms Avoid excessive use of capital letters

Use of sentences Short sentences attract attention and are more

memorable. Write in the active voice Assure consistency in sentence structure Cut dead wood from a sentence Do not clutter a sentence with secondary information Do not put more than three figures of any kind in a

single sentence

Grammar and punctuation When writing a presentation, keep in mind the

audience will listen to it – not read it. Do not worry too much about the rules of grammar

and punctuation If you are not a native speaker of the presentation

language have the presentation checked by someone who is (if possible)

Avoid spelling mistakes – they weaken the impact of your message

Three main points Three important rules to remember when

preparing an effective presentation:1. WIIFM?

What’s in it for me?

2. KISS Keep it short and simple

3. The 3 T’s Aim at telling people the important information 3 times

Agenda Effective presentations Content Layout Delivery

Layout Visual aids have a positive impact on the

effectiveness of a presentation. They contribute to:

Better understanding Higher retention More convincing speaker

Presentation template Create a presentation template. Use of a template will give a consistent and

professional look

Graphic layout Maintain a consistent graphic layout Vary the graphical elements such as graphs,

images, text (if appropriate) every three to five slides to keep your audience interested

Use of colors Colors impact on:

Attractiveness, readability and clarity Power of recollection

Avoid more than three colors plus black and white on the same slide

Be aware of what humans associate with different colors in different parts of the world

Animation Animation has a guiding function only.

When used carefully it can improve the message clarity of graphs, charts, complex structures and processes.

When used excessively, however, animation destroys presentations.

It limits the printability of a presentation.

Images When using images remember the following

points: Make sure that the images add value to your

message Do not use Word Art Avoid Clip Art Shrink images to keep the file size to a minimum

Graphics Graphics make information easier to understand

and remember. To create effective graphics you should do the

following: Identify the message Choose the chart type most appropriate for your

message Put key message at the center of your chart Sort information by relevance / importance Label axes

Examples of chart types

Delivery is key The key to a successful presentation is in the

delivery. Obviously, what we say lays the foundation but the impact depends to a large extent on the way that we say it.

First impression Be aware of the power of the first impression:

Memorize the first two minutes of your presentation Start strong, confident and in control Make and maintain eye contact Breathe!!!

Breaking the ice Within the first 90 seconds, every member of the

audience will have formed an opinion of you. You should: Introduce yourself Get their attention Outline the objectives of the presentation Establish context

Body language Body language is the single most important

factor in getting your message across. Stand straight, not stiff Be relaxed, not lazy Face your audience, not the screen Use your hands Move around

Spoken language There is a natural communication gap between:

What the presenter meant to say What the presenter actually said What the audience think they understood What the audience think the presenter meant

Some tips to help you to improve your presentation language: Use short sentences and words Only use words you know how to pronounce correctly (specially

if presentation is done in another language) Emphasize sense of shared experience Eliminate empty fillers

Voice There are three ‘voice’ characteristics you should get

right when presenting: Volume

Speak loudly, do not shout Adjust the volume to your content

Intonation Speak with feeling, change intonation Avoid patterns that do not contribute to your words Do not rise at the end of a sentence Do not speak in a monotone

Pronunciation Speak slowly, clearly and distinctly Pause at the end of a sentence Pause before and after making an important point If the language of the presentation is not your mother tongue ensure

correct pronunciation of long or multisyllable words

The ending The closing section is important because it does

not only summarize the presentation but also builds a bridge to whatever happens after the event.

You should: Be precise, brief and to the point Not re-do the presentation Propose defined next steps Close strongly and memorably

Practice, practice, practice… Practice makes perfect. Even if you are short of time you should run

through your presentation at least once before presenting it to your audience.

The best way to rehearse is not against a wall or a mirror.

Rehearse with somebody you trust and who can provide you with feedback on the content of your presentation, layout of the slides and your delivery style.

Content checklist Define objective Develop key messages Know the audience Create presentation outline / structure Draft content Write presentation Remember the role of text

Layout checklist Stick to the presentation template Maintain consistent graphic layout Be aware of what humans associate with colors Use animation carefully Use images in a message-enhancing way Use graphics to present information more

concisely

Delivery checklist Remember the importance of the first impression Break the ice in the first 90 seconds Ensure your body language supports your

messages Go for precise and well-pronounced language Control your voice Present a powerful and memorable conclusion

And finally… Practice, practice, practice Get feedback from someone you trust!

Questions

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