Ssw presents effective presentation skills

SOFT SKILLS WORLD

presents

Effective Presentation Skills

PRESENTATION SKILLS

PRESENTATION SKILLS

It is not sufficient to know what to say;

one must also know how to say it.

- Aristotle

PRESENTATION SKILLS

• After going through this session, you will be able to :

Identify the steps required in planning a speech, or

presentation.

Develop an introduction, a body and a final summary for a long,

formal presentation.

Analyse the audience for speeches and presentations.

Select, design and use visual aids.

Deliver your speech or presentation effectively.

Handle questions effectively.

EFFECTIVE PRESENTATION

Characteristics

• It should be sequential.

• It should address the needs of the customer.

• It should be timed well.

• It should be well planned, organized & delivered.

• The occasion – formal, informal or casual

EFFECTIVE PRESENTATION

Should Focus On:

• Message well understood by the

participants

• Invites participation of the entire group

4 STAGES OF LEARNING

• Unconsciously Incompetent

• Consciously Incompetent

• Consciously Competent

• Unconsciously Competent

VOICE

Purpose:

To make people want to listen• Projection

• Articulation

• Modulation

• Pronunciation

• Enunciation

• Repetition

• Speed

RULES FOR PRESENTERS

Respect your Audience• Think like a listener

• Write like a speaker

• Be interesting

• Break down the Barriers

• Maintain rapport

PRESENTATION

Time: 1.5 minutes each

• Introduction

• Company

• Your work

• The skills you would like to acquire

PERCEPTION MANAGEMENT

Accepting the responsibility to give people

you are dealing with the picture YOU

want them to see

PRESENTATION

The Beginning

• Ready Position

• Movements

• Gestures

PRESENTATION

Gestures

• To Emphasize

• To Illustrate

• Nervous Gesture

PRESENTATION DESIGN AND

DELIVERY

Define the purpose

Analyze the audience

Develop the Presentation

Deliver

Post Delivery

Design

PRESENTATION

Purpose

• To inform or analyze an idea

• To simulate people to action

• To activate people then and there

AUDIENCE ANALYSIS

Analyzing the Audience

• Profile of the group

• Expectations of the audience

• Knowledge level of the audience

PRESENTATION PLANNING

Planning

• Developing a main idea

• Developing an outline

• Deciding on the style

AUDIENCE WILL THINK

Before you start preparing consider the

followingI am Important

Consider my needs

Will your ideas help me

What are the facts

I accept

Remember audience is doing critical listening to you!

PRESENTATION

Introduction• Start with an Elevated Pitch (WIFM)

• Use technique of “Big Bang” i.e. trying to catch peoples attention by saying something different / unusual…….

• Let the audience know what lies ahead (Agenda).

• State the intended outcomes

• Set ground rules, if any.

PRESENTATION

Introduction• Elevated Pitch (WIFM)

– A humorous anecdote

– A provocative or dramatic statement

– Audience participation (a question, a reference to a local event, a survey of hands etc.)

– An object (a prop, a product, a model etc.)

– An action (a demonstration, an unexpected entry a quotation etc.)

PRESENTATION

Introduction :

Questions that may help you develop your message

• What do people need to know, believe and care about to become engaged with your issues / organization?

• What obstacles or misconceptions do you need to overcome to get people engaged?

• What needs to happen or what do people need to do to meet your organization’s goals or have an impact on your issues?

• If people did this, how would things be different?

PRESENTATION

Time: 1.5 minutes• Elevated Pitch

• Choose and write 5 gestures you would use during the presentation

• Remember:

• To maintain eye contact

• To do feet control

• To move only for a purpose

GOLDEN RULES FOR

PRESENTAERS

Be yourself made large

• Project your personality

• Be conversational

• Maintain high energy levels

GOLDEN RULES FOR

PRESENTAERS

3 P’s of Effective Presentation

Preparation

Preparation

Preparation

PRESENTATION

Body

The body should preferably be point-wise instead of

running lines of text.

• There should be a logical sequence.

• Be clear on inputs.

• Give examples related to listeners needs.

• Use powerful and sequenced visual aids.

EFFECTIVE POWER

POINT PRESENTATION

Mistakes

• People tend to put every word they are going to say on PPP.

• People do not run spell checks

Please realize the impotence of ruining a spell cheek.

EFFECTIVE POWER POINT

PRESENTATION

Mistakes•Too

•Many

•Bullets

•&

•Your

•Key

•Message

•Will

•Not

•Stand

•Out

• Adding

• Excessive

• Bullet

• Points

• Only

• Bullet

• Key

• Points

GOLDEN RULES FOR AVM

To be useful visual aid must be both

Necessary and

Visual


It is not desirable to show data in a chart

Sales

TrendQtr 1 Qtr 2 Qtr 3 Qtr 4

Person A 2254 2589 3008 2199

Person B 1254 1357 1288 1466

Person C 3542 3645 3467 3798


Graphical representation is more appealing

0

500

1000

1500

2000

2500

3000

3500

4000

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Person A

Person B

Person C


Visuals

BOLD BIG

BRIGHT


Make short words out of the long ones

Currently - Now

Require - Need

Visualize - See

Endeavor - Try

Sufficient - Enough

Terminate - End

Dispatch - Send


First ask:

“What can it show”

Then ask:

“What can it say”

i.e. Pictures precedes words


Example:

Study shows that Indian females

are more loyal towards their

families as compared to those

living in other countries


Example:

INDIAN


Remember:

Your AVM should never

draw more attention than you do

AIDS TO MAXIMISE IMPACT

I Integrate into your style

M Moves the presentation on

P Gives Professional Appearance

A Appropriate to the moment

C Communicates to the audience

T Technically sound

PRESENTATION

Conclusion• Reinforce the main points and summarize the main ideas.

• Make it memorable by enthusiastic remarks.

• End on a positive note.

• Ask for questions and clarifications, if any (look for non verbal

clues ).

• Involve the audience to outline the next steps.

Behavior Analysis

INITIATING BEHAVIOURSProposing

A behavior which puts

forward a new suggestion,

proposal or course of action

BuildingA behavior, usually in the formof a proposal, which extendsor develops a proposal madeby another person

and your plan would be even better if we added a second reporting stage

Let’s leave this item and move on to the

next

I suggest we reduce stocks by 15% to return to target You suggested we

should try to raise money to buy now.

Let’s do it by ...OK. I think we should focus on the IT market

If I can take that further, we could also adapt the system to give us better

cost control

REACTING BEHAVIOURSSupporting

A behavior which makes a conscious and direct declaration of agreement or support for another person or their concepts and opinions

Disagreeing

A behavior which states a direct

disagreement or which raises objections

and obstacles to another person’s

concepts or opinions (note: disagreeing

is about issues)

Fine, sounds OK to me

I’m afraid that won’t work - the system would overload

Yes, I go along with that ...

I don’t like that idea one bit

CLARIFYING BEHAVIOURSTesting UnderstandingA behavior which seeks to

establish whether or not an

earlier contribution has been

understood

Summarizing

A behavior which summarizes, or otherwise restates in a compact form, the content of previous discussion or events

Can I check that we’re talking about the same thing here? So, we have agreed:

1 To take legal action

2 To take it before May

3 To introduce it by March

Before I go on, does this data make sense to you

What additional information do you want from me?

CLARIFYING BEHAVIOURSSeeking Information

A behavior which seeks facts,

opinions or clarification from

another person

Giving Information

A behavior which offers facts,

opinions or clarification to

another person

Who were you

working with on the

said project?

How have things

gone for you

this year?

I think, on balance,

things have gone

pretty well this year

There are three of those on

stream at the moment

Can anyone tell me

which page this is on?

PROCESS BEHAVIOURSBringing In

A behavior which invites views

or opinions from a member of

the group who is not actively

participating in the discussion

Shutting OutA behavior which excludes

another person or reduces their

opportunity to contribute

Sue has been very quiet, I wonder whether she has anything to add?

John: What do you think, Carol?

Steve: What I think is ...

Jack, have you anything to say on this one?

Well, what I think we should

do in this case is ...

... I believe we should ...

GENERAL BEHAVIOURAL

CATEGORIES

ReactingSupporting

Disagreeing

Defending/Attacking

ProcessShutting Out

Bringing In

InitiatingProposing

Building

ClarifyingTesting Understanding

Summarizing

Seeking Information

Giving Information

HANDLING QUESTIONS

• Remain unemotional, cool, reserved.

• Answer the questions to the best of your ability, do not bluff.

• Do not answer questions on topics which you are unaware.

• Convert negative questions in your favor.

• Do not be rude at any cost to any member of the group.

• Be relevant and speak to audience needs.

A QUICK RECAP…

INTRODUCTION

BODY

CONCLUSION

SUMMARIZE CLARIFY DOUBTS ACTION ('NEXT STEP') EXIT

MAIN CONCEPT(S)SUPPORTING INFORMATION

DEMONSTRATION OF SOLUTION

ENTRYPURPOSE

STATEMENT BENEFIT(S)

OVERVIEW

REVIEW

BLUEPRINT FOR A PRESENTATION

AUDIENCE ATTENTION SPAN

High

Low

Start End

Presentation

You indicate end is near-

verbally or non verbally

CHALLENGES FOR A

PRESENTERHow can I

Establish

credibility?

How can I

Prevent/ minimize

the dip

in interest?

How do I keep

everyone involved?

If interest level falls

how do I get them

back again?

BODY LANGUAGE SHOWS

• Openness

• Frustration

• Defensiveness

• Confidence

• Active listening

• Nervousness

UNDERSTANDING NON

VERBAL CUESDefensiveness is

displayed through

• Arms crosses on chest.

• Fist like Gestures.

• Pointing index finger

Confidence is displayed

through

• Back straight.

• Purposeful movement.

• Eye contact

UNDERSTANDING NON

VERBAL CUESActive listening is

displayed through

• Putting hand on the chin.

• Stroking chin

• Head tilted.

Nervousness is displayed

through

• Clearing throat -“whew”

sound.

• Tugging the ear

• Not making eye contact

• Leaning on the chair.

SOME PRACTICES IN

NONVERBAL COMMUNICATION

Practices Reinforce Avoid

Word Choice Speak to inform, not

impress

Words with numerous

meanings

Non-words Pause Silence to add

impact

“UH”, “OK”, “You know”

Voice

modulation

Enthusiasm, Varying

Pitch and Pace

Monotone,

Squeakiness

Posture Straight and tall whether

sitting or standing

Slumped

Draped over the

lectern

Slouched

over chair

SOME PRACTICES IN NON-

VERBAL COMMUNICATION

Practices Reinforce Avoid

Movement Purposeful,

controlled

Shifting weight, Jerky

Constant pacing

Gestures Above waist Below waist

One finger pointing

Hands Palms up Both hands in pocket

Arms crossed, Hands on

hips

Eye Contact Purposeful

Look at eye

level

Light house sweep

Only to friendly

face

FLOW OF THE

PRESENTATION DELIVERYDuring delivery the flow should be like driving AC car :

– Focus on the traffic not on which gear you are in –

that’s a part of learning how to drive.

– Focus on the audience not on what to say when –

that’s part of preparation.

REACTING BEHAVIOURSDefending/Attacking

A behavior which attacks

another person either directly, or

by defensiveness. These

behaviors usually involve value

judgments and often contain

emotional overtones (note:

Defending/ Attacking is usually

about people, not issues)

DisagreeingA behavior which states a direct

disagreement or which raises

objections and obstacles to another

person’s concepts or opinions (note:

Disagreeing is about issues)

I’m afraid that won’t

work - the system

would overload

I don’t like that

idea one bit

That’s bloody rubbish

Trust you to try

and dodge the

issue!

ENDING

• Restate the main points and summarize the main ideas.

• Make it memorable by enthusiastic remarks.

• End on a positive note.

• Ask for questions and clarifications, if any (look for non

verbal clues ).

• Involve the audience to outline the next steps.

LAST BUT NOT LEAST

“It’s always helpful to learn from your

mistakes because then your mistakes

are worthwhile” Garry Marshall

THANK YOU

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