Effective Presentation Skills

Keep your Audience Hanging With every Word

* . . . . Touch Human Feeling : . * Does The Presenter Born Or Made? * * *

Good Preparation

* *

Eye Contact .

Body Language

Story Line Logical Sequence . :

How To Manage Presentation Anxiety & Fear Good Preparation Slide Design You As A Presenter

: : :

* * *

Presentation Leave Nothing To Chance What Dose The Customer Audience Want ?

Part 1
Overcoming Presentation Anxiety & Fear . . . *

.
: 1 -2 -3 You Are Not Alone

. Anxiety & Fear Effects *

The Mouth Gets Day

The Heart Start Beating Get Nauseous His Voice Tremble

Many People Dont Want To Go Through That Ordeal Again

Sources Of Fear

Fear Of Audience They Will See That I am Fearful They Will Dislike Me They Will Hear My Mistakes They Will Not Understand They Will Interrupt Me They Will Ask Difficult Question . *

-1

Fear Of Themselves

I Dont Have The Necessary Skills I Will Forget What I Want To Say I Will Not Be Able To Bring A single Word I Did It Before But It Was Not Good Enough My Body Features Are Not Appropriate I Will Be Very Nervous

* * * * * *

What Can We Do About It ?

. : Take Positive Approach . . %80 . . : .

. .

. . .

* Acknowledge That This Fear Is Perfectly Normal And You Are Not Alone

 Think That The Audience Is Friendly And Wants To Help You Rather Than Condemn

Believe In Yourself

I Can Do It

Imagine Yourself Succeeding --------------------------------------------------------------------------------Deal With Facts . %5 Accept That 5 % Of Audience Will Not Like You Or Your Speech . No Matter How Well Accept Your Body Reaction As Normal Be Aware That Many Fears Are Not Rational, Sometimes Is Often A Fear For Fear Itself :

Be In Control
What Worse Could Happen? . Cue Cards Unexpected Situations Argument Blackout .

Admit *

. --------------------------------------------------------------------------------------------Be Relaxed : * Breathing Exercises Ease Your Tension. -1 Place One Hand On Your Chest And One On Your Stomach

-2

As You Breath In Through fromYour Nose Allow Your Stomach To Swell. -3 Try To Keep The Movement In Your Upper Chest To A Minimum Hold Your Breath For 4 5 Seconds Slowly Breath Out Through Your Nose 5 4 -4 -5

12 8 -6 Repeat And Get A Rhythm Going . Aiming To Take 8-12 Breathes / Minute -7 Spend 10 Minutes Breathing An Hour Before Your Presentation

Free Your Tension

Prepare & Prepare

:5

% 75

One of the best ways to make sure you dont make foolish mistakes is to be well prepared before you speak to a group. This doesnt mean to memorize exactly what you plan to say. Rather, it is to have a good outline of facts and information that you can talk about

A professional in any field does not leave anything to chance before a big game, important performance, or critical presentation to corporate executives. Strategies are laid out, all material is ready,contingency plans are made, and every detail is taken car of

When you are well prepared, chances of failure or goof-ups are greatly reduced. You feel more relaxed and sure of yourself, because you have all the bases covered

: Content : *

Knowing Your Audience Presentation Subject Presentation Type Presentation Structure Introduction Body End Behavior :

* * * * -

Rehearsal Preparing The Arena Start Visual Aids Body Language Gestures Posture Eye Contact Voice

* * * * * *

Points To Remember

Accept anxiety as normal reaction Be well-prepared before speaking to a group Making presentation is a learned skill Leave nothing to chance Relax yourself before you speak Imagine yourself succeeding A little anxiety & fear is required to emphasize success

. .

. . .

.. ... . .. .

Select the close answer to you, You can explain in few words if you want * Why People afraid to speak to group? a) They are afraid of looking Foolish b) They are coward c) Public speaking is not a natural act . ..

* In your opinion the best way to overcome speaking fear is a) Stay away of strangers b) Be Well-Prepared before speaking c) Having chemical drugs to get relaxed .. ..

* How can you reduce your fear of the audience ? a) Face the other direction when you speak b) Use threatening gestures at them c) Visualize them as not So Important

Why should you practice your speech? a) Practicing will give you confidence b) Because my boss want that c) To check you have memorized all information in your brain .

Part 2
Preparation : The presentation objective Knowing your audience Types of presentations Subject of presentation Structure of presentation Visual aids & cue cards Define the objective : . In Control -1 -2 -3 -4 -5 -6

: What could be measured could be managed : Communication Inform. Request for an action Persuade

Knowing your audience

. Who are they ? How many will be theres ? Do they have any prior knowledge. What are their age , sex ,level of ability? What do they need to know and their expectations ? * * Do they expect to have an expanded Q & A Session ? Accordingly, what are the audiences expected question ?

Who are they Senior management . .

Size of audience Configuration . . .

Know the attitudes and biases . . . To persuade

. If your goal is to persuade or motivate your audience, what biases, concerns or fears must you first overcome to achieve you goal

As much as possible, know what motivates . . . .

How much does your audience already know ? . Never talk down

. Dont talk over the head of others. Tell them what they need to know to respond as you want them to :

What is in it for me ? Why - Should 1 Listen To You ? . :

* Gain new information * Not wasting their time * To know that what you present is relevant * The talk will be interesting * Learn something they didnt know * Be affirmed in something they did know * Get them interacting with you * Talk with not talk at * Prepare practical cases to get them involved * Establish rapport with them And .. * They want you to do well

: What do the customers want ? And how can I delight them?

Types of presentation Purpose

Describe .

-1

In this type of presentation the aim is usually to give information or explain a situation. The contents is often rather general and factual. When the speech is over the audience should have knowledge that they did not have before they started listening .

Acc. Manager .

Instruct

-2

. In this type of presentation the aim is to teach the audience knowledge and skill. After the presentation the listener should be able to do something he did not know how to do . Users How to use maximo Presuade : -3 :

. In this type of presentation the aim is to stimulate people to do something . After the presentation you want the listener to believe something he did not before the he started listening . Professional image Performance management Structure . What they want ? .

Structure * Take a subject that you are familiar with * Take a subject that is Current * Take a subject about which you have a clear opinion . Expections . .

Steps . : * What is the purpose of my presentation * Again , what is the expectations of the audience * What key information do I need to cover ? * How much time do I have ? Then , ....... * Prepare an outline or rough draft or use mind mapping as an easy technique

-1 -2 -3 -4

Mind Mapping Dose not store texts . Stores keywords and associations The brain converts the text into keywords and relationships

Idea generation It is one of the semplest and powerful tools that allow you to capture the natural flow of your ideas Key benefits * Save your time * Help you organize your random thoughts * Make you more creative * Enable you to plan routes * Help you see the big picture clearly : -1 -2 -3 -4 -5

Creating mind maps Landscape . -1 -2

Starting in the center of page allows for the greatest flexibility and helps to keep the main idea quite literally front and center . . . . Record these details as key word or short phrases . Details -4 . -3

-5

. Once you feel that you have captured the topic on the page , if the map is lopsided, too complex, or in some other way just difficult to mentally take in, you might want to do a second map to simplify or refine the topic. The structure should be balanced and so obvious . -6 Personalize your mind map with colors, symbols, and simple images . You might use several different colored highlighters to make the main subpoints stand out visually.

Start Collecting materials

: * Public library or university library search for suitable magazines and books -1

* TV. Special programs & video tapes ..... * Look for information on the internet using powerful sites ( ex . Google, yahoo.

-2 -3

Notes

Introduction
The audience will make judgement about you They will decide whether you deserve their attention

It is very important that you plan carefully what you want to say in the introduction

Introduce yourself Catch the attention of the audience

-1 -2

anecdote

Opening sentences of newspaper

-3 Indicate the aim of the presentation and the relevance of it for the audience Indicate the main topics of the presentation Slide Allotted time -4

Explain what you hope to achieve % 10 : 7 . .

-5 *

Body
. . : . Logical way : * Chronological order. Starting with the oldest event and ending with the most recent . * Spatial order. Discussing one topic in different places : . . : * Cause and effect. Describe cause and effect of something . . * Problem and solution. Offers a solution for a problem . . : -4 : -3 : -1 -2

: . * Sequential order . ( step by step ) . It explains the steps in a process . .

-5

-6 Start with agreement views, then display disagreement details

End : Lasting impression -1 Use the last couple of minutes to repeat important points and key information Leave sometime for discussion, questions and answers Thank audience for attendance -2 -3 -4 Share business cards & e mail to enhance the communication with your audience

How to keep your audience hanging with every word : The attention is high at the beginning Tends to fall after 10 minutes Attention span * *

. How .......... Use your body language to boost level of attention

It is important to highlight and repeat key ideas

Creating anticipation

. Start everyday creating anticipation . It delights all of us : .......... Whet their appetite . What is coming . Create positive anticipation . Best practices ......... Best practices

Use the power of the pause to fuel anticipation . .

You need to build up the audience anticipation by slowing down, pausing , and letting them catch up and start to fill in the spaces on their own.

....

Building anticipation before your presentation

. . . . This will create anticipation for your presentation by their peers before you ever take the platform .

Visual aids & cue cards . : Crystalize ideas Assist in retention of information Keep the speaker on track Generate interest Provide variety : Wipe board Flipchart power point presentation Overhead projecter Video tapes Product samples

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*

*
*

: * Will the VA improve my presentation ? * Have I used the VA before and is it easy to use ? * Will the VA help to maintain the audiences attention ? * Will the audience be able to see the VA ? * * * *

 One topic

Cue Cards

Data show projector Slide

Power Point

Part 3
Slide Design Power point

: . Projector

* Color contrast * Relationship between colors * Emotional meaning of colors * Color combination to avoid * Color combination suggestions * Background patterns * Slide font * General ground rules

* *

Color Contrast

High contrast Foreground text Accent color .

Background

Contrast

Color wheel 12 The primary colors The secondary colors

The tertiary colors Blue Violet Yellow Green

* Red Violet Yellow Orange Red Orange , Blue Green :

Complements Create a dynamic effect

Analogous .........

Directly next to each other

Analogous . Slide Foreground text

Emotional meaning of colors

-3

. . Color Black Brown Blue Purple Green Gray Red Orange Yellow White General feelings Evoked mournful , formal , death Earth , outdoors Peace, tranquility, confidence wisdow Royalty, spirituality Nature, health Conservative, reliability Passion, aggression , blood Warmth , expansive Optimism, happiness, idealism purity, simplicity Guide

* .

Colors condination to avoid Clashes

Red & Green

Please Dont Use

Please Dont Use

Very hard to read Red Green color blind

-1 -2 *

Orange & Blue

Pease Dont Use

The two colors seem to vibrate against one another

Red & Blue

Please Dont Use

Please Dont Use

Enough contrast .

Color combination suggestions Power point . : Dark background with light text Dark purple Dark blue Accent color . Contrast .

-1

Dark Background with Light Text

Accent color Red or Lime Green

Light background with dark text . Accent color

Warm beige . White Brown Over Use

-2

Light Background with Dark Text

Accent color: Dark Green

Background patterns Color contrast Not actually one uniform shade .

Very little difference between the lightest shade and darkest shade

: Slide Font
-- - - - - - - - - - - - - - - - - - - - - - - -

Slide : Slide Font American Times . Bold

. High quality projection * Arial Font Projector

Font Size Use as large a font as possible 32 Point 28 Point 24 Point

Main Title: 32 point

Sub-Title: 28 point
Text Lines: 24 point

General guidelines

: * Visibility * Clarity *Simplicity

Positive impact on your message * * *

Slide Audience . No more than 30 words per page No more than 6 lines in page 30 * * Slide Presenters

-1

Slide Use colors, spacing, bullets to clarify and simplify . Distract the audience Keep concepts as simple as possible and , limit each page to one main idea .

-2 -3

 Copy

. Make duplicate copies of a page if you plan to refer to it more than once

-4

-5 . ... * Dont make all slide words capital letters

Use graphics rather than tables

-6

One graph per slide is better than two Line graph Bar graph

* * *

Too mach animation distract audience . Animation Animated .

-7

. Pictures .

-8

Do like me

How to work Safely?

: Be carefully selecting the colors, font , graphics .. of your presentation slides, you can increase the impact your message will have on your audience

Part 4 You as a presenter * Delivery

A well planned , and well- structured presentation can almost be ineffective because of bad presentation delivery. the delivery phase can make or ruin a presentation Marketing What you need to remember that , you cant sell anything before you can sell yourself face to face communication * Practice & rehearsal * Before the delivery * Within the presentation * Body language Gesture Posture Movement Eye contact Facial expressions - Voice * You are the most important visual . -1 -2 -3 -4 -5

Practice & Rehearsal . Uu Satisfactory : The more practice you can do , the more confident you will be Allow the emotion of the subject to fill your heart Ensure that timing is reasonable Slide .

-1

* * * *

Practice alone Presentation slides To get the materials in your memory Check logical sequence Slides . Comfortable flow

Uncomfortable Section to section

Videotape , Mirror Enable you to evaluate your body language .

Audiotape : . . . ................ Use friendly audience ............... mms Ah's Getting closer to veal event What needs improvement Feedback Speed Grammer -

Practice . Makes .. Perfect

Practice , Practice ..& Practice

Before the presentation Arena Preparing the Arena

-2

* Assess the available space seating capacity , configuration , lighting . .

* Check how to use the available equipment

* Check the exit doors Emergency Situations Safety precautions

* Walk around the room and sit in different places Be Familiar Getting the feeling of the room

* Make the last practicing and check the readability of your slide .

On the day : * Address appropriately . The big day has come

* The way you dress will determine how the audience will react to your presentation . - Always wear your best clothes. - Know your audience's style, and try to dress in the same style - Wear shoes that are confartable is which you wont trip or get sore feet - Avoid bulky , flashy jewelry or pockets filled with distracting items like coins , keys - If you have a mobile phone , turn it off

* Arrive Early Nametag Check everything is fine

* Start receiving the audience . Establishing rapport Be ready The presentation starts .

Exercise Presentation

............................................................................................ -1 ............................................................................................ -2 ............................................................................................ -3 ............................................................................................ -4

Within the presentation : * Be solemn if your topic is serious . .

-3

* Look pleasant , enthusiastic & confident . .

Lion

* Look proud but not arrogant

* Appear relaxed & be committed to allotted time

. .

Speak slowly & clearly .

* Establish rapport with your audience . Close . .

* Analyze your audience feedback Monitoring . . Feedback . . Side talks

* Be good listener

. Talk with

. Talk at

Within good presentation , the time flies . Talk at Encourage & ask questions

* Keep the audiences attention high

Audience anticipation Hanging with every word Know the audience

Donts : * Dont read from slide Slide . Verbal & non verbal . . Slide

* Dont be defensive .

* Lose your temper out of control In control .

. .

* Waste time at the beginning . Boring

* Handling questions & dealing with unfriendly audience

. a) Before answering , take same time to think

b) Answer question as briefly as possible . Satisfy questioner & does not waste allotted time

c) If deep answer is required .

Give a brief answer and offer to answer more fully after the talk

d) If you dont know the answer .

 . e- mail

- Dealing with unfriendly audience

Hostile question

. Resist the temptation to react and maintain your composure to respond in kind

Hecklers . Handling hecklers by pausing

. . .

Body language While youre talking , what is your body saying ? Visual

. More than half of your impact as a speaker depends upon your body language . . . .

However well supported and prepared your speech content is , It is your non- verbal delivery that establishes your credibility on audience So,.. It is so significant to realize what is your body says ? : : Build your credibility , express your emotions & connect with your listners

. . Make your listeners focus more intently on you and what you say

: * Gestures * Posture & movement * Eye contact * Facial expression First : Gestures . It is hand and head movements that are as mach a part of language as speech ........ What do I do with my hands ? The answer .., Do something How do you gesture * Your hands dont belong on your hips or in your pocket or folded across your chest or held behind your back. So .., a) Keep your hands in view b) Let your gesture flow naturally , they are reflection of your authentic presence c) Turn up the volume on your gestures , practice being more animated d) When making points, use your fingers to count , hold your hand high Gestures

. . The most effective gestures arise from shoulder .................. * Shoulders gestures project better * Release more of the presenter energy * Helping compact any tension So, ..............

Make sure your gestures are high enough as low gestures draw the eyes of the audience down and away of your face . Build your own gestures vocabulary 1) Start in private, add one or two gesture to a sentence . .

2) Use words that have obvious gesture associated exact, large , small , .. Etc it probably will not look natural at first . ..... -

3) With a bit of practice, you will build on your innate gestural vocabulary . -

Recommended type of gestures . . * Emphatic gestures Lean forward . * Descriptive . Visualize . * * .

* Locative gestures . * Transitional gestures . . Locative

: Diversify your gestures , most speakers do one particular motion too much : Be aware of 1) Avoid using a pointed finger at your audience . This makes you look accusatory 2) Dont play with the keys or pens 3) Dont put your hands in your pockets 4) Avoid doing any gestures repetitively 5) Try to gestures as naturally as possible 6) Avoid arrogant gesture seating on chair 7) Avoid clasping your hands together either or in front of you more than a few seconds 8) Use open palm facing upwards or away from your body indicates openness 9) Dont hanging your thumb into your pockets 10) Crossing arms indicates a defensive position and tighten your body 11) Rubbing an earring or your mustache 12) Pushing back your hair

Second : Posture & movement : * Being is control * Being comfortable When we are fearful or stressed * Our shoulders tend to draw up towards our ears * Our backs arch slightly * The muscles across the chest will shorten and grow tight * It will become difficult to take full complete breaths

: An exercise for good posture * Square your shoulders and let them relax, this communicate power and stability some people use shoulder pads . ,

* Practice rowing a boot pulling the double oars forward and back all the way with each stroke to stretch and strengthen neck and shoulder muscles .

* Each morning , stand with your head & shoulder against the wall , to make sure your body is straight and tall . * As you speak, imagine wearing a royal cape to build your confidence . -: * Make sure you are in place * Make sure you are standing up straight and are facing your audience head - on * Keep your posture open - Squared -up to your audience - Standing tall and confident - Your arms are hinging loosely with open paln and slight curve at the elbow

* Movement * Avoid a slumped stance leaning to one side that can says the speaker doesnt care . * Avoid excessive movement it distracts the Audience

* You can move around , but remember to punctuate it with stillness to get your movement purposeful

* The distance during interacting is depending on with whom you will talk peers or seniors : * The intimate zone * The personal zone * The social zone * The public zone ( 0 -45 cm ) ( 45 120 cm ) ( 120 360 cm ) ( 360 750 )

* Eye contact Very important because of ; * When you make eye contact , you relating to your audience, help to get your message across . * Helping to form a continuous link to your audience . * Effective eye contact increase your credibility .

* How to make an effective eye contact . Use the 3 seconds method * Look straight into the eye of a person in the audience for 3 seconds at a time . * Have a direct eye contact with a number of people . * Every now and then, glance at the whole audience while speaking . * This will make everyone in your audience feel involved

Eye contact ground rules *Dont look at one person for more than a few seconds * Weak eye contact , get your audience away of you

Important point Try to have eye contact with the audience at least 50% of the time % 50

* Facial expression Be aware of you facial expressions if possible , look at a mirror each time you are is the phone do this for one week . Watch your face when you are taking on phone . .. .

Practice smiling and looking pleasant

Arching eyebrows

Frowning Keeping you composure

Your Voice . The qualities of your voice should be used to their fullest . This including

* Loudness * Speed fast or slow * Varity * Pitch high or low * Pauses silent movement : * Indicate importance * Confirm meaning * Hanging audience's attentions * Avoid monotonous and putting audience to sleep Voice Qualities

Be aware of * It is very critical use sufficient volume * Modulation is also important varying the level of voice * Try to speak calmly, this implies confidence as many speakers tend to speak faster * If you Are one of them, pause occasionally and say slow down, slow down to yourself * Use pauses and silence effectively

Dont . * * Speak in a monotone mannre or at the same level. Why ? It might put the audience to sleep

Also . * Monotonous high level voice should also be avoided Why ? It might be tiring to listen to *

Posture , Movement & Gesture

Remember
All your body language are working together

If you have a good posture and gesture, this allow you to stand comfortable and relaxed, in which enable you to make an effective eye contact and speak calmly