TheArt ofCommunicationbyNADA MEGAHED, MBA

ICDL Project Manager Regional Information Technology Institute

May 2002PRESENTATION SKILLSRITI/MSM-Cairo Outreach ProgramMaster of Business Administration

Lecture Objectives Develop and organize a presentation for any occasion. Organize content & order for maximum impact. Creating a good first impression and taking command of your audience. Use gestures and body language for maximum effect. Use visuals to enhance both your presentation & performance. Use humor effectively. Controlling physical skills to reduce nervousness. Using your eyes, hand gestures, and voice to become more powerful. Thinking on your feet and handling really tough questions.

Introduction (The 7 Aspects of a Dynamic Presentation) Preparations & Planning Building Your Talk Delivery Methods Body Language Controlling Your Nerves Finding Your Voice Creating Visual Aids Questions & Answers Practicing & RehearsingLecture Outlines

Nobody is a born speaker 1. Introduction

How people ListenAverage talking speed = 150 wpmAverage brain processing speed = 500 wpmDifference350 wpmRoute 350

Why people fail to listen They anticipate what is going to be said & switch off. They are planning what to say when its their turn. They may be tired or worried (personal problems). They can not hear or they find the speakers voice dull. The topic is too complex & difficult to follow. The topic is too simple & basic. The speaker lacks credibility & confidence. Room atmosphere is uncomfortable (chairs, temperature).

Listening is DifficultQuestion: How can you overcome the problem of listening?Answer: You must learn to distinguish clearly between the written word and the spoken wordDont be a writer, be a speaker

Differencesbetween Writing & Speaking Writing allows reader to re-read and understand at his own pace. Writer has more attention from reader. Writer can not see reader. Writer can not react. Writer relies on words alone. Writer can carefully choose words, but can not change them.

The different elements which dominate a speakers effect on his audience & their proportions

ALWAYS BE VISUALVisual Considerations: Appearance of the speakerBody Language & postureFacial ExpressionGestures

7 Aspects of a Dynamic PresentationSpeakerMessageAudienceChannelFeedbackNoiseSetting

2. Preparation & PlanningFail To PreparePrepare To Fail

Prior Proper PreparationPrevents Poor PerformanceOf thePerson Putting on the PresentationThe 9 Ps

1. Setting an objective2. Researching your audience3. Creating a map of ideas4. SelectionPreparation Steps:

1. Setting an ObjectiveQuestion # 1: Why am I speaking?

A) Start with General Objectives: To persuade/convince To inform/train To negotiate To stimulate/motivate To amuse/entertain

Question # 2 : What outcome do I want?

B) Customize your Objective

Example:

I want to convince my client that Detergent A is better than Detergent B, and that buying Detergent A will save them money.

Outcome:

I want them to include Detergent A in their next purchase plan and discard Detergent B.1. Setting an Objective

SpecificMeasurableAudience relatedRealisticTime SMARTYour Objective Must Be{

2. Researching your Audience Why are they there? What do they expect? What do they want or need?

Questions regarding audiences information and knowledge How much do they already know about the topic? How much do they want to know? How much do you want them to know?

Questions regarding audiences background How many will be present? What is their position/occupation/title? What is their education/culture? What is their age group? What is their gender? (male/female)

Do not assess whether the material is relevant or logical at this stage.

Try to build it over several days. (You will be adding new angles of thought).3. Creating a Map of IdeasFree your mind Think creatively ...

Take a look at each idea in the map and assess it against your objective.

Take into consideration how your audience will react. Select material that will satisfy their needs and expectations.

Be very selective. One or two good points are better than too many disorganized points.4. Selection

3. Building Your Talk

Components of a Talk:1. Open2. Body3. Close

Structure of a PresentationIntroduction (Opening)_______Body_______Conclusion (Closing)10-15 %70-80 %10-15 %100 %

Tell, Tell, Tell Tell them what you are going to tell Tell them Tell them what you told them

Your opening should contain the following elements:

Attention Benefits Credentials Direction and Destination1. The Opening

Capturing Attention

1. Ask a QuestionHave you any idea how much the company spends on taxes?

2. QuotationAdvertisements are the only truths to be believed in a newspaper Thomas Jefferson3. AnecdotesTell a short story. (Preferably a personal one)

4. Shock OpeningsYou are wasting your time sitting here listening to me..unless you are prepared to act on my suggestions.

5. Historical BackgroundTwenty years ago this hall was a public park

6. Show them your CredentialsShow them how you have come to be qualified to talk about the subject.

Example:During the past 4 years, I have supervised the computerization of records for 6 different companies, so I know the kind of problems that you are facing here

7. Tell them where you are going?Give them a brief outline of your talk (a few sentences)

Example:I will be talking to you about the problem of incorrect deliveries.This problem can be tackled in 3 ways:

One, why do they occur? Two, what can we do to stop them? Three, how much will it cost?

Give your listeners a framework Summarize after each of your points Select a structure2. The Body Problem/Solution Structure Chronological Structure Topical Structure (Case) Theory/Practice Structure

End on a positive note

Dont make it sudden

Dont include any new material in the close

3. The Close

Different methods for ending your talk

1. Summarizein conclusionfinallyto sum up}All indicate that you are about to finish2. Ask for ActionTherefore, I am asking you to vote for the increase in the budget.3. Ask a QuestionEffective when you have proposed a solution to a problem.Example: Now that you have heard my proposal, the decision is with you: what do you think?

4. Delivery Methods HOWam I supposed to deliver my Presentation?

1. ReadingThis is the worst method of delivery

It lacks Enthusiasm, Sincerity & Vitality.

Why?

You cant keep good eye contact. Your body language is restricted. You will sound unnatural and therefore insincere. Youll never be a convincing speaker.

Script dependence

2. MemorizingAll your energywill be directed inwards instead of outwards.

Consequences:

Your talk will sound mechanical. Forgetting one line can lead to losing track of the entire talk.

3. Speak ExtemporaneouslyThis is the most effective method

Plan your talkStrong BeginningConclusive EndingSpeak Sincerely

Use a safety net to aid you when you forget your ideas during your talk

Ideas Map Script Confidence Cards

5. Body Language HOWam I supposed to use my BODY ?

1. SmileI am happy to be here and I am glad youare here too

The Felt Smile The False Smile The Miserable Smile

2. Eye ContactWhy Eye Contact is Important Looking at someone denotes an interest in him. Eye contact denotes authority. Eye contact expresses emotion.

2. Eye ContactWhat to avoid in eye contact Avoid short, jerky glances. Practice looking at each person for at least 2 to 3 secondsAvoidspeaking to a single person during your talk.

3. Hands

What not to do with your hands

Fiddling with: rings, watch, cuff, buttons, pens, elastic bands, paper clips, coins, etc.

Touching and patting: face, hair, etc.

Scratching: any part of the body

What to do with your hands

Try to keep them empty.

Try to keep them still unless you are gesturing.

When gesturing remember that your arm begins at your shoulder.3. Hands

4. Position & Posture Avoid barriersGood speakers must learn to stand totally exposed in front of your audience.

Standing and SittingDONT sit. Standing gives you authority, makes you more visible, enables you to breathe properly to help your voice.

Stand TallPush back your shoulders and open up your chest

4. Position & Posture

Hopping from one foot to another. Taking two steps forward and two steps back. Swaying from side to side. Standing on the sides of your shoes.Avoid the following feet movements

6. Controlling your Nerves HOWam I supposed to avoid nervousness ?

The Great Truth Everyone suffers from nervesEveryone is frightened of looking foolish

1. Symptoms of nervousness

Shaking knees, shaking hands Palpitating heart and churning stomach Tight throat, unable to swallow Wet palms, feeling very hot Blushing Blank mind Stuttering Shortness of breath Nervous laugh Trembling

2. What To Do ? Face your nervousness Learn to welcome your anxiety Control your nervesTurn your anxietyinto positive power

How ToConvert PanicintoPositive Power ?

Practice: Practice, Practice

Visualize your success: Create a picture of your success. Do not allow any negative thoughts to intrude

Remember a good feeling: Think back of a time when you achieved a certain success in your life2. What To Do ?

7. Finding your voice Wherehas my voice gone ?

Another Great Truth Few people like the sound of their own voice

1. Accent Consider your accent as part of your personality, and do not let it be a hindrance to your presentation Only if it is bad enough so people can not understand, should you consider changing it.

2. What attributes arerequired for your voice ?

Volume Clarity Variety

2.1. Volume Your voice must be heardThere is no excuse for not being heard.

A load voice makes you sound more authoritative. Do not speak softlyYou will strain your listeners, and they will finally give up.

Project your voiceDo not shout.

Inorder tospeak wellyou mustbreathe well

2.2. Clarity Your voice must be understood Do not speak with your teeth together Open up your mouth Try to pronounce every letter clearly

2.3. Variety Your voice must be colorfulWhat if it isnt? You will lose credibility You will lose your listeners interest

How TO AddVariety ?

Varying Volume:

Lower your volume for emphasis Raise your volume when calling for actionVarying Pitch:

Nerves often cause your voice to go up a few notes higher.Change between high and low pitch to convey different moods.Raise your pitch as you ask a rhetorical question2.3. Variety

Varying Speed:

Generally, try to slow down during your talk.

Speed up when reviewing information that you know is familiar to your audience

Use pauses2.3. Variety Why?

Pauses mean Power

Pause is effective ONLY if it is silent

Different uses of a pause:

To indicate a change of subject To draw attention To allow you recollect your information (much better than muttering ums and ers)2.3. Variety

Other methods for achieving variety

a) Inflexion I have just lost my jobReally? (horror) Your work is exceptionally good Really.(pleasure) We will be finishing on timeReally.(disbelief) Truly I am looking forward to working for him.Really.(disbelief)

b) Try reading the following sentence by stressing a different word each time:

Are you coming with me?2.3. Variety

8. Creating Visual Aids Who was it that said A Picture is worth a thousand Words? You know, they were right!

To help increase understanding.They save you timeThey help control nervousnessWhy Use Visual Aids? Types of Visual AidsModels / DiagramsCharts / GraphsDrawings / MapsPhotographs / MoviesComputer Projections / OverheadsThe Most Forgotten The Speaker

9. Questions & Answers Questions are important for your audience to get a full understanding of what you are saying

During your talkAPPROPRIATE FOR SMALL GROUPSAdvantages: The monotony of one voice is broken Allows audience to participate actively Allow YOU to check that your talk has been understood

Disadvantages: They can disrupt the flow and structure of your talk The answer may be contained later on in your talk The question could be of interest to the questioner alone1. When to Allow Questions

After your talkAPPROPRIATE FOR LARGER GROUPS

Controlling questions during your talk would be difficult

In your opening, let your audience know when you shall be receiving their questions

In this case, leave your final summing up (conclusion) until after question time to ensure you will end in a positive note1. When to Allow Questions

Tell the audience when you expect their questions Ask them to write down questions during the talk Allow them enough time, to change gear from being passive to active Suggest a question: You may be wondering why ... 2. How to encourage Questions

Allow your audience enough time to change gear from being passive listeners to active participants

Do not look anxious or threatening

Indicate that the ball is in their court by leaning backwards, sipping some water, etc 2. How to encourage Questions If you choose to leave questions till the end of your talk

Make sure you understand the question; if in doubt ask!Make notes of the main points of the questionAsk for the questioners name (and company) so that you can refer to him by nameRestate the question (for your audience)Answer it concisely (do not turn it into a new talk)3. How to answer Questions Listen to the Question

Do not be defensiveDo not rush into your answerDo not bluff (if you do not know the answer, say no)Do not embarrass the questioner (e.g.: Ive already answered that, but obviously you were not listening)4. What NOT to do when answering QuestionsTo be continued ...

Do not get into a dialogue with one questioner. (If he insisting on a supplementary question, break eye contact, or indicate there is another question)

Do not answer questions which are irrelevant to your talk, or uninteresting to your audience4. What NOT to do when answering Questions

5. How to answer Difficult QuestionsHypothetical Questions What if

Answer by saying this is not a likely situation

Answer by saying there is too much supposition for giving a sound answer

Leading/Loaded Questions

Everyone knows that this company is making vast profits, so what we want to know is .

You must correct the first statement before answering the question

If you do not, it will be taken that you agree with it5. How to answer Difficult Questions

The YES or NO Questions

yes or no Has the increase been approved or not?

There is no obligation to answer by a YES or a NO. Respond in your own words

E.g.: We have considered the proposal from three, angles and 5. How to answer Difficult Questions

No Win Questions

Can you explain the decline in sales - Is it due to poor management or poor selling?

There is no obligation to choose one of the posed alternatives5. How to answer Difficult Questions

6. How to deal with RamblersRamblers are people who do not ask a direct question, but give a long speech insteadYou can:Highlight one part of the Ramble which makes sense, re-phrase it and give a short answerHold up your hand to indicate you will give an answerUse your voice to interrupt while explaining that time is running out

7. Your Body Language during Question time Your positive, confident stance should not disappear during question time

Look at the speaker directly as he poses his question

Try to look pleasant even if he seems to have misunderstood your point, or you disagree.

10. Practicing & Rehearsing How important is Rehearsing?

1.The Importance of Rehearsing Some EXPERTS recommend one hour of preparation for EVERY MINUTE of presentation

Rehearsing helps you to:

Become familiar with your material Conquer the blank-mind syndrome Feel more confident Control your nerves Develop an effective speaking voice Use positive and appropriate body language

2. Three Stages of Rehearsing

Practice Rehearsal Site Visiting & Dress Rehearsal

2.1. PracticePracticing your presentation by yourself

Speak aloud. You will be hearing what you have decided to say for the first time

Add anecdotes, examples, or make any changes which you feel will enhance your talk

Do not get too carried away with the changes

Try to simulate the conditions of your real presentation

Use body language Pretend you are talking to somebodySelf-Assessment Stand in front of a mirror Use a tape recorder2.1. Practice

Practicing in front of one or several people. (A live audience)

Use friends or family and give them the background of your presentationTake the situation seriously and make sure they doAsk for feedback about your positive and negative sides Check your timing

2.2. Rehearsal

2.3. Site Visiting & DressRehearsalAlways try to visit the site before your presentationDouble check everything to make sure nothing goes wrongPerform a Dress Rehearsal

This takes place on site and with the visual aids that you intend to use

Note:

The Dress Rehearsal brings you very close to the final situation during your presentation

Our presentation skills will become the tools we willUse daily to meet the ever increasing demands on us toPresent our messages and proposals effectivelyIn the Business WorldConclusion