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Delivering Succesful Presentation

Group 10:
Bagus Kusumo Probo Ndaru 1606907902
Danish Rayhan Ghifari 1606907890
Wulan Silvia Ramadhani 1606907884

Faculty of Engineering, Universitas Indonesia


Depok, 2016

Delivering Succesful Presentation


A presentation is a means of communication that can be adapted to various speaking
situations, such as talking to a group, addressing a meeting or briefing a team. A presentation
can also be used as a broad term that encompasses other speaking engagements such as
making a speech at a wedding, or getting a point across in a video conference.
To be effective, step-by-step preparation and the method and means of presenting the
information should be carefully considered. A presentation requires you to get a message
across to the listeners and will often contain a 'persuasive' element. It may, for example, be a
talk about the positive work of your organisation, what you could offer an employer, or why
you should receive additional funding for a project.
Presentation have some advantages and some disadvantages if we compare to the
papers. The presentation advantages are the creation is more live, the speakers and
audiences can directly interact, and responses may be directly given. And the disadvantages
are limited opportunities correcting errors, chance of the audiences to read the presentation is
limited, and audiences can not check the bibliography. Presentation is expensive. You must
consider well what the things you should present.
Giving presentations to audiences, large or small, can be a daunting and anxietyridden task. Youre going to be in front of a group of people, some you may know, some may
be total strangers. Youre on stage, all eyes are on you, the audience has high expectations or
they wouldnt be there. Every word, every nuance, your appearance, the tone of your voice,
not to mention the content of your presentation, will be scrutinized in every way. You know
what you want to say you know the material but theres that nagging feeling that youll
say the wrong thing or youll have a spot on your suit or there will be some errant distraction.
Some people live for making presentations; others consider it their worse nightmare.
It could be five people in a boardroom or 500 in the audience, but if you are the presenter
the spotlight is on you. You'll either be the hero or the goat. How do you make sure the
audience doesnt get lost in the detail and lose focus on the overall message? Some are
informal and the difficulty is controlling the cross-talk. What about the technical aspects?
What will you do if the projector goes out; do you have a backup plan? The outcome you
want is that when the audience leaves, they will remember the information and be impressed
with the overall presentation.

According to Carmine Gallo, there are three basic to delivering successful


presentation. There are understandable, memorable, and emotional. Understandable means
that you should be able to explain what you do in 140 characters or less. If you cannot
describe what you do in a sentence, think about it until you can. Because the brain craves
meaning before details. The brain wants to see the big picture first. Therefore, before going
into details you need to make it easy for people to understand what your purpose is.
Memorable means you need to make sure this is memorable, after you have created
your one-sentence vision. And the last is emotional, because making a message
understandable and memorable is not enough. Emotional means that your messages do not
make audience bored. One of the ways is give picture about your messages, because when
you deliver information verbally, people remember 10% of it. If you add a picture, people
remember up to 65% of what you say. You should never use more than 6 words on a slide, no
matter how difficult your concept is. Thinking visually takes work. It is hard to do but it is
worth it.
The steps to preparing your presentation:
1. Know your audience and understand its perspective.
Whether your goal is persuasion, or simply to inform, you need to understand
your audience, its level of expertise and how your message will resonate. You
must know what the audiences objectives and what the effect do you want after
your presentation have done. Example, Crafting a presentation for a group of
high school interns would be very different compared to an executive report to
management, pitching a sales idea, or addressing a hostile audience about why
the company needs to cut benefits.
2. Research thoroughly.
Absolutely, you must be an expert on the subject or topic. Okay, you dont have
to be the worlds leading authority, but you have to know the critical facts as
well as much of the little-known information. Just talking about things
everybody already knows is a recipe for boredom. Its not at all unusual to
spend weeks, or months, getting the facts, alternate opinions and comments
from reputable sources as well as what the general community may think.

3. Document your sources.


Where you get your information is as important as the information itself.
Without solid, peer-reviewed data, youre just a person with an opinion. The
audience, in this exercise, is expecting facts and projections. Your personal
opinion may very well be important but it must not be the only thing you
present. You wont be listing the sources ad nauseum (you will bore them silly)
but you do want to be able to give citations when asked.
4. Write your speech.
Off-the-cuff talks are fine if youre on a soap box in a park. In a large room with
hundreds of attendees, you just cant afford that. You might not exactly "read"
the speech, but thats certainly not uncommon, especially if youre going to be
using a teleprompter. Print the speech in large print so you can easily see it at a
glance without appearing to read from it. You want to give the appearance of
talking to the audience instead of reading to them, but you also want the words
and phrases to be precise and predetermined.

5. Prepare the slide show.


If you're going to use a slide show, the visuals you will show to the audience
need to be designed to support what youre saying. Avoid showing a slide that
has an inordinate amount of detail the visuals are for impact. A spreadsheet
with dozens of rows and columns will be basically meaningless. Titles on the
slide should reflect the content of the slide and support what youre saying. Do
not read the slide!Assume the audience can read. The visuals should support
your words, not duplicate them. There are very few things you can do that will
have a worse impact than reading what the audience can read on their own. If
all youre going to do is put up slides and repeat whats on them, then they
dont need you.

PowerPoint slides, overhead projectors, blackboards, and whiteboards are


"visual aids" and should be treated as such. First, they should be visual,
focusing on graphics, illustrations and plots rather than text. If your slides
contain large blocks of text--or even a few sentences in bullet points--your
audience will spend their time reading instead of focusing on you and the

points you want to draw attention to. Second, they should be aids--don't rely
on the slides to make the presentation for you. Your speech should have

more content than the slides.


Don't pack slides too densely. If you put too much information up at once,
the audience will lose focus. Have your bullet points have around ten words

or less. This is a PowerPoint, not a PowerEssay.


Don't use too many flashy graphics and animations. They distract attention
from the information content of the slides--and they will distract attention

away from you, the speaker, and what you are saying.
Time your presentation to fit the information. If there is a time limit, be sure
you stick to it including time for questions, if that is planned. It is better to
pare down the material rather than to rush through it more quickly. Time
your visuals to coincide with your speech. Avoid unnecessary or redundant

slides such as outlines that describe the presentation to follow.


If you have more material than you can fit in the time limit, push that
material onto "extra" slides after the end of your presentation. Those slides
might come in handy if, during Q&A, someone asks you for more detail.

Then, you will look extra-well-prepared!


Make sure the color schemes of slides are appropriate for the presentation
venue. Make sure they are clear. In some situations, dark text on a light
background looks best, while sometimes light text on a dark background is
easier to read. You might even prepare a version of your presentation in
both formats just in case.

6. Rehearse alone.
Read your speech and watch your presentation dozens of times. This needs to
be so familiar to you that you know what slide is next; what youre going to say
about each one, how you will segue between slides this must be second nature
to you. When you begin to get completely bored with doing this and you know
it by rote, then youre ready for the next step.
7. Do a dress rehearsal.
Enlist some people that you trust to give honest opinions. These should be
people that are reasonably representative of your expected audience. Give them
the whole presentation. Have them make notes during the rehearsal where are
you confusing; what is particularly good? Have them also concentrate on you:

Are you moving around too much or not. You dont want to appear "hyper" but
you also dont want to come across as a monotone statue.
8. Tweak the presentation.
Take what you learned in the dress rehearsal and make modifications. Try to put
yourself in the audience when you do this. What will they hear when the slides
are on the screen?
The steps when you are on the stage:
1. Prepare yourself.
Now, its time to think about you. Unless you do this for a living, youre going
to be nervous. Do some visual imagery of yourself in front of the crowd; doing
a perfect job; getting applause, oohs and aahs. Find a quiet spot, close your
eyes, and go over the presentation, imagine yourself being completely in
control without any stumbling. This is a very, very important step. Professional
athletes use this virtually every time before they go out to perform. Its a proven
technique. Use it. You should also be doing this immediately before you go on
stage.
2. Smile and make eye contact with your audience
This sounds very easy, but a surprisingly large number of presenters fail to do
it. If you smile and make eye contact, you are building rapport, which helps the
audience to connect with you and your subject. It also helps you to feel less
nervous. Make sure that you share eye contact with all members of a small
audience and all areas of a large audience. Regularly shift your focus around the
room, not so that you look nervous, but to help involve as many people as
possible in your talk.
3. Use your Voice Effectively
Make sure that your voice is loud enough for your audience to hear clearly.
Speaking too loudly or too quietly can make it difficult for your audience to
follow your presentation. The spoken word is actually a pretty inefficient means
of communication, because it uses only one of your audiences five senses.
Thats why presenters tend to use visual aids, too. But you can help to make the
spoken word better by using your voice effectively.
Varying the speed at which you talk, and emphasising changes in pitch and tone
all help to make your voice more interesting and hold your audiences attention.

4. Use your Body


Your body language is crucial to getting your message across. Make sure that
you are giving the right messages: body language to avoid includes crossed
arms, hands held behind your back or in your pockets, and pacing the stage.
Presenters will therefore look rather awkward if they keep their hands in their
pockets or rooted firmly at their sides. Use gestures to welcome your audience,
to add emphasis to your main points or to indicate an ending. Try to use open
gestures which move away from your body, extending them out to your
audience. This helps to break any audience/presenter divisions.
Make your gestures open and confident, and move naturally around the stage,
and among the audience too, if possible.
5. Give it focus
No one is impressed by a presentation that rambles. Rambling happens when
the speaker is both self-indulgent and unorganized. Your purpose and prose
must be specifically directed to interests of your listeners or they will mentally
shut you down. Even if you hit upon a topic of interest, you will lose them
quickly if they can't follow the logic of your ideas. Outline the structure of your
presentation in a way that people can follow easily. Research your audience to
make sure the topic is truly of interest.
6. Introduce the presentation.
Youve done a great job preparing, you know the material, youve rehearsed,
youve visualized perfection in short, youre ready. One of the very important
things to which you must pay close attention is your physical demeanor. You
don't want to look too stiff, and you don't want to look too casual. You should
have already gotten the right stance and movement in your dress rehearsal.
7. Present the material and Tell compelling stories
Obviously, this is the meat of the subject. Remember you are the expert. Also
remember you will be nervous. The serious tip how to avoid "stage fright"
varies from person to person is to use eye contact. Present to one person then
another then another. Dont think of it as a large crowd, youre talking to one
person at a time. Remember that you are the presentation.
There must be a reason you are presenting to these people. Most likely you
want them to take action of some kind. Maybe you want them to write you a
check, get involved in an activity, or to make something happen in their own

lives. They won't likely take action just because you tell them to do so. You
need to connect with them emotionally and inspire them to change behavior.
Stories do more for emotional connection than any other speech technique. The
more personal and authentic, the more powerful the response you'll receive.
Learn how to construct stories that excite, motivate and compel people to
action. Most importantly, make sure your stories have humor to give them
moments to make memorable.
8. Give an entertaining performance
Not every presenter has to be an actor or comedian, but no one wants to listen
to someone drone on in dull monotone. There are powerful dynamics in
movement and vocal inflections that will help your listeners feel your passion
and energy. Give them an awesome experience. Take the time to create a script
and memorize it so you own the material. You don't have to know it word for
word but you should be able to clearly articulate the key points without your
notes.
9. Question and Answer (Q&A)
Question and answer sessions are important elements of any presentation. Q&A
is important way to clarify key points and be certain that your audience
received your message. How to do a Q&A session is worthy of an article in
itself but there are a few things you should consider.

You must be in control. Some questions will undoubtedly be less than


friendly. When you get those, answer them factually and move on. Just

dont call on that person again.


You also might get "soft" questions that dont really ask anything new
be careful with those. Theyre easy and dont deserve a lot of time.
Dont dismiss them or brush them off, but dont spend too much time
rehashing what youve already said. Answer factually, bring in some

new information, then move on.


Open the QA with, "before I close, are there any questions". This allows
for a strong close and not a presentation that withers away with poor

audience participation.
When you get a question, first repeat the question to the audience so
everyone can hear it, then proceed to answer.

Take a few seconds to formulate a clear answer before replying to a


question. Failing to do so can lead to wandering or vague responses that
do not reflect well on you as a speaker. Make sure you respond to the
question being asked and have practiced methods for dealing with

awkward questions.
Avoid common pitfalls by responding to questions positively and
enthusiastically whilst keeping your answers brief and focused. Above
all, dont be afraid to admit what you dont know: it is better to admit
the limits of your knowledge than attempt an uninformed answer.

10. Exit the stage.


Thank everyone for their attention, tell them the presentation is available in
printed form. If you will be available for personal consultation, make sure you
mention that. Dont spend a lot of time in the exit; youre finished exit
graciously.

References :

1. http://www.skillsyouneed.com/present/what-is-a-presentation.html
2. http://www.wikihow.com/Deliver-Effective-Presentations
3. http://www.inc.com/kevin-daum/5-tips-for-giving-really-amazingpresentations.html
4. http://www.forbes.com/sites/carminegallo/2013/02/22/the-three-basic-secretsof-all-successful-presentations/#361946a22138
5. http://www2.le.ac.uk/offices/ld/resources/presentations/delivering-presentatio
6. http://www.skillsyouneed.com/present/presentation-tips.html
7. https://scele.ui.ac.id/berkas_kolaborasi/konten/mpktb/1617gsl/024.pdf
8. English for academic purposes chapter:speaking page 184

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