Public Speaking

Delivering Powerful Oral Presentations

FOR

TriC Training and Consulting (718) 229-4909 carolann@tri-ctraining.com

PRESENTATION SKILLS Table of Contents

KNOWING YOUR AUDIENCE Step 1: Who is my audience? Audience Analysis Worksheet Step 2: Whats in it for them? Step 3: How can I impact what they take away? DELIVERY SKILLS Eye Contact Voice Body Language Word Choice Appearance Putting It All Together: Your Speaking Style Tips for Overcoming Nervousness VISUAL AIDS Guidelines for Interacting with Visual Aids Presenting while Seated Revealing Information from Visuals General Guidelines for Using Visual Aids Visual Aid Equipment Options Types of Visuals HANDLING QUESTIONS Plan Your Strategy Potential Question Worksheet The Question and Answer Process Monitor Your Body Language Handling Challenging People ORGANIZING A PERSUASIVE PRESENTATION Develop Purpose Select Objective Analyze Audience Brainstorm Organize Information Structured Outlines Types of Evidence Develop Visual Aids APPENDIX PRESENTATION FEEDBACK FORM IMPROVEMENT OBJECTIVES FORM 1-1 1-2 1-5 1-6 2-1 2-2 2-3 2-5 2-7 2-8 2-9 2-10 3-1 3-2 3-4 3-5 3-6 3-7 3-11 4-1 4-2 4-3 4-4 4-6 4-7 5-1 5-2 5-3 5-4 5-4 5-5 5-6 5-11 5-12

Introduction

With advent of Microsoft office, presentations have become a very popular and simple way of conveying ones message at the work place. Be it a top management review panel or a small departmental meeting, they are incomplete without a formal presentation. The topics vary from presenting of a change in organizational structures, positions or general discussions regarding the company policies, or a proposal on a new product, proposal for new projects, even asking for more resources, or plain presentation of facts to a visitor or a prospective client. If management is the art of getting things done then a presentation is a fast and potentially effective method of getting things done through other people The presentation provides an opportunity to display your skills in front of seniors, peers, coworkers, colleagues and subordinates. A good performance immediately gets you noticed while a fumble may lead to oblivion for a long time. Moreover, a well crafted and presented presentation can bring out problems and questions to surface and allow discussion and solutions to emerge. Thus such an opportunity should never be wasted and seized upon to enhance your standing in the organization. It is very important that the presentation should be carefully prepared with the type of audience for which it is intended kept in mind. The presentation is a failure if the people do not understand what is being talked about. Hence, there should be clear focus on one or two themes or objectives. The main idea of presentation is to make your message understood and remembered. All human beings have very short memory and until and unless, the subject is interesting enough, people do not pay attention. So, the challenge is to make your presentation in such a way, that the audience is forced to pay attention. Some seasoned presenters start off 3

with a light jovial note to prepare the audience for hard facts later. If you manage to hold the audience attention, then you have a winner on your hand. Another point to remember is to keep your presentation short. Do not increase the duration just for the sake of it. No one wants a lecture from you nor do they want to see slides filled with text which is mostly unreadable. Talk in points and keep them limited. Better still, use visual aids such as pictures, diagrams, graphs, charts etc. to convey your message. It has been proved that people remember things if they can associate some visual memory to it. Thus your visual messages will be better received than the hard facts in text. And most of all, build your presentation around one or two main points only. Keep reinforcing them without being overtly repetitive. A good presentation is not only dependent upon the presentation itself but also on the presenter. The presenter should rehearse or practice well before the final day. This is especially true if you are a manager and have asked one of your subordinates to make a presentation. The audience not only looks at the presentation, they also look at the presenter. In fact, the presenter is more important and he/she should take care of the style, pace, tone to be used. There are five key facets of the human body which deserve attention in presentation skills: the eyes, the voice, the expression, the appearance, and how you stand. Make sure that you pay attention to all these when you present. The voice should be normal and not too wavy or weak. But make sure you are not shouting as well. Try to maintain eye contact with the people in the audience. This will help you relax and be more natural. Bring variation to your tone and expression. Do not over do but do not be monotonous either. Maintain a fine balance between over doing and under doing.

Knowing Your Audience

Successful presentations are designed to meet the needs and expectations of the audience. The information and delivery should be relevant and presented in a way so that the audience will listen and keep listening. Many presenters get caught up in the details of the topic and what they want to say, and lose sight of the audience and what they need to gain. The emphasis should be on the listener, not the presenter.

STEP 1: Who is my audience? STEP 2: Whats in it for them? STEP 3: How can I impact what they take away?

STEP 1: Who is my audience?

Analyzing your audience will help you decide what to include in the presentation and how to best present the information. You will have determined what information will appeal to them and this will increase your persuasiveness. As you respond to each question, ask yourself how you are going to adapt your presentation content and delivery based on your answers.

AUDIENCE ANALYSIS WORKSHEET

Name of group: Location: Date: Timeframe: Contact person:

STEP 1: Who is my audience?

Who will be at this presentation? Clients Prospective Clients Internal Clients What is their primary concern/reason for attending? Will someone be introducing you? What will they say about you? How will they view you as a presenter? Expert Qualified Uncertain Not Qualified Your department/division Colleagues Other __________________

Knowing Your Audience 1-2 6

How will your personal characteristics (age, sex, accent, experience, etc.) affect their perception of you? Positively Negatively Uncertain No affect What details of your appearance must you consider? How much do you know about what they do? Significant amount Basic understanding Very little

What facts from your experience(s) can you utilize to help them identify with you? What examples from their work experiences or responsibilities can you refer to? Who are the decision makers? Will anyone challenge the presentation? Why? Who will provide support?

NEED
Why do they need this information? To keep up to date To make decisions How important is this to them? Critical Important Where do they stand on your topic now? Agree______% Disagree________% Informative To carry out decisions Nice to know

No Opinion ________%

Are they likely to have a negative point of view toward your subject? Yes No To be determined How much change is needed in order to accept your idea? Substantial Significant Minimal

Knowing Your Audience 1-3 7

INFORMATION
How familiar is the audience with the subject? High Low Mixed Unknown

What is their level of expertise on the subject compared to yours? Far greater Surpasses Equals Lesser Will they have difficulty understanding you because of: Terminology Acronyms Names Events Products Language Will your presentation have more information than the audience needs? Yes No To be determined Will you be providing materials (handouts, brochures) to supplement the presentation? Yes No To be determined What information is most beneficial for the group? What supporting ideas and arguments would work well? What supporting ideas and arguments are likely to cause a negative reaction?

PRESENTATION ENVIRONMENT
How many people are expected to attend? _______________________ Will there be other presenters, and, if so, in what order will you speak? What topics are they presenting? What time of the day are you presenting? ________________________ How long will it be since they have had a break or eaten? _____________ What is the length of the presentation, including the questions and answers?

The mind can absorb as much as the seat can endure.

Knowing Your Audience 1-4 8

STEP 2: Whats in it for them? People do things for their reasons, not yours. Listening is an active process, hearing is passive.
What do they need to get out of the presentation? NEEDS What current audience needs are you aware of? What motivates them to action? What does the group think they need? Which need can you help fulfill? Is there a discrepancy that you need to address? What else is happening? How important is this compared to other elements? What is preventing them from currently using your idea? ROADBLOCKS Roadblocks include one or several of the following areas: Political Its important to ask yourself: What conflicts exists? Who must I gain support from? What role does personality play? How could these factors interfere with the presentations success? Financial Anything that costs money. Anticipate this resistance and find ways to overcome it in your presentation. Knowledge Your audience will have various levels of knowledge concerning your subject. Using technical language, acronyms, and jargon that are unfamiliar could lose or confuse them. If in doubt, ask if they are familiar with the term(s) and explain when necessary. If the experience level of the group varies widely, consider splitting the audience accordingly, when possible. Above all, keep in mind that overlooking any of these concerns could result in a failure to meet your objective.

Knowing Your Audience 1-5

STEP 3: How can I impact what they take away?

PRESENTATION CONTENT Focus their attention Start with a clear, relevant purpose statement that shows the benefit to them Use language that is clear and easily understood Start with the familiar Use examples and analogies Stay focused on your main objective(s) Use concrete examples Make it memorable PHYSICAL ENVIRONMENT Keep room temperature on the cooler side Give them a break if they have been sitting more than 1 hour If a break isnt possible, ask them to stand up and stretch Eliminate unnecessary noise distractions Lighting should be bright Visuals should be easily viewed by all audience members THE SPEAKER Create an attention-getting introduction Make a positive first impression Use your voice, gestures, and facial expressions for emphasis to increase retention

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Knowing Your Audience 1-6

Delivery Skills

There is no question about the importance of content. A presentation without good content will always fall flat. However there are many skills that must be applied to bring good content to life. Even with solid research, subject expertise, good planning and excellent facilities, some presentations fail. If a presenter does not have a confident, enthusiastic delivery style, the audience quickly loses interest and becomes bored. Research has shown that an audiences opinion of a presentation is based 7% from the presentation content, 38% from voice and 55% from facial expressions and gestures. Presenters need to use their own personality while focusing on their delivery skills to project the professional and confident style needed to create a successful presentation. Utilizing an interactive and lively presentation style uses nervous energy in a positive way instead of as an inhibitor. Delivery skills are comprised of effective eye contact, volume, pacing, tone, body language, word choice, and appearance.

Its important to be aware of not only what you are saying, but also how you are saying it.

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Knowing Your Audience 2-1

Eye Contact
In our culture, we expect good, direct eye contact. In many presentations, speakers look at the walls, floor, their notes, anywhere but at the audience members! We need to look at individuals. Eye contact opens the channel of communication between people. DO:

Maintain direct eye contact. Pick out individual people in the

audience and maintain direct eye contact for a complete thought, approximately 5 seconds. Then, pick out someone else and say the next thought or sentence to them.

Focus on one person. Not long enough to make that individual feel
uncomfortable, but long enough to pull him or her into your presentation. Then move to another person. This limits the visual stimulus going to your brain from outside sources such as lighting, colors, etc., allowing you to think more clearly.

DONT:

Let your eyes dart around the room. This habit is problematic.

You become over stimulated by the overabundance of images. You then become nervous which makes it hard to think. Additionally, when you scan, no one feels seen or drawn into the presentation.

Speak unless youre eye to eye. While speaking, avoid looking at

the floor, back wall, ceiling, or visual aid equipment.

Just look at your audience see them. Most speakers look; few

speakers see. Looking at individuals helps relax you by connecting you with an audience member and creating the feeling of being in a one on one dialogue or discussion.

Try to look at every face in a large audience. If the group is

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too large, make eye contact with individuals in different parts of the room. As the distance increases, a larger number of people feel your eye contact.

Knowing Your Audience 2-2

Voice
The sound of your voice can be a major detractor from the content of your presentation, or it can be one of your most effective tools. The pitch, tone and volume of your voice is crucial for effective delivery. DO:

Relax your vocal cords. Uneasiness increases muscle tension

which attacks your larynx, and changes the natural sound of your voice. Your audience reads this as a negative; therefore it detracts from your message. To bring back the natural animation, you must relax and release tension. Upper and lower body movements as well as deep breathing are critical ways to accomplish this.

Vary your pace. The use of variety within your normal tempo
range is a positive way to maintain audience interest. Deliver key words and concepts slowly. Less important material can be covered more quickly.

Examine the pitch of your voice. Speaking at a natural pitch is

helpful to inflection. Be loud enough to be heard well without shouting. Use a range from enthusiastic to more conversational tones.

Use inflection for emphasis. Inflection, the rise and fall of

pitch, is important in conveying the relative importance of words within a statement. Use an upward inflection to emphasize key words. Contrast is attention getting.

Use pauses effectively. Pausing during a presentation can be an

effective devise to allow your important points to stick in. dont be afraid to allow periods of silence. The audience needs time to digest what youre saying, its the first time theyre hearing this information. Pausing also allows you to breathe, which ensures that your voice stays strong.

Articulate your words clearly. Each word should be crisp and

clear. Clear diction is especially important when speaking with people who might have hearing difficulties, or those who are unfamiliar with the language you will be speaking.
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Knowing Your Audience 2-3

Voice (Continued) DONT:

Speak too fast. When you are nervous, trying to show enthusiasm, or
see your time is running out, you may begin to race through material. You know you are talking too fast when you trip over words. The audience may draw the conclusion that you dont know your material or that youre bored with your subject matter.

Speak too slowly. Long pauses and hesitations negatively broadcast to

the audience that youre not prepared, you are avoiding a direct answer, or this isnt your field.

Sound monotone. Delivery without a variation in speed, pitch and

volume creates the dreaded monotone, whose hypnotic effect will put your audience to sleep. Being monotone is one of the easiest ways to lose your audience.

Speak lower than your natural pitch. In business, sometimes a

loud speaking voice is perceived as authoritative.

Speak too softly. When speaking softly you run the risk of not being
heard. The audience will think you are unsure of yourself or youre boring. People will not strain to listen to you. No only should the audience be able to hear, but you want to make it easy for them to keep listening.

The way you say it can alter what the listener thinks you said.

Knowing Your Audience 2-4 14

Body Language
When you prepare for a presentation, you organize your thoughts and prepare your words. When the moment arrives to present, your adrenaline starts pumping and produces extra energy. How can you make this energy enhance your presentation rather than aggravate your nervousness? Mastering key techniques allows you to channel your nervous energy in a way that brings life to your presentation. Using your body language properly will help your presentation become interesting and engaging. DO:

Balance your stance. Keep your weight balanced equally over

both feet. Your feet should be approximately shoulders width apart. Keep your posture erect, but relaxed. Move with a purpose. Standing in several spots around the room has benefits. Just be sure to move in silence and in-between statements, then stop your feet and resume your balanced stance before speaking again. Keep your feet pointed toward the audience. Stand facing the audience. If you need to see the visual behind you, twist at your waist and keep your feet facing the front. Above all, dont speak unless you have eye contact with the audience. Keep arm gestures above waist. Arm gestures should be above the waist and away from your body. It may feel awkward at first, however the gestures need to be seen by the entire audience and create a lasting visual impression. Use meaningful gestures. Gestures add visual emphasis to your words and help your listeners remember the content. When used in conjunction with inflection, your key points become memorable to your audience. For example, use gestures to illustrate or highlight: Compare/Contrast Audience/Self Increase/Decrease Bring together/Push apart Negative/Positive Impact Build up/Tear down Match/Opposites Return hands to sides between gestures. This neutral arm position does not distract an audiences attention and results in the gestures you use being remembered.
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Knowing Your Audience 2-5

Body Language (Continued)

DONT:

Shift or pace. Avoid shifting your weight from one hip to the other and
back again, as well as pacing back and forth. The audience will be distracted by the pattern and focus more on this than on listening.

Lean on equipment. Tables, lecterns, and equipment are not meant to

serve as a crutch for you. Leaning may come across as too casual and unprofessional.

Stand behind the lectern. This creates a barrier between you and the
audience. Instead, move to the side or in front of the lectern to get closer to the audience. Lecterns also inhibit gestures and often lead speakers to read from their notes.

Use repetitive gestures. By using gestures constantly, your

meaningful gestures get lost.

Use confidence-robbing gestures. The following gestures

broadcast to the audience that you are nervous or uncomfortable and detract from your message: Hands on hips Crossed arms Clenching or fiddling with objects (i.e. glasses, markers, notes, pointers, transparencies) Pointing with pen Hands in pockets Hands clasped in front or handcuffed behind back Fiddling with hair, tie, jewelry Wringing your hands

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Knowing Your Audience 2-6

Word Choice
Word choice itself can portray confidence and openness, as well as uncertainty or intolerance. When preparing your presentation, keep the following points in mind: DO:

Communicate on a personal level. Use words that you know your

audience understands.

Slow down when using technical words. Be sure to clearly

pronounce words that are difficult or technical. State the meaning of acronyms the first time they are used in the presentation.

Choose confident words and phrases. Use phrases such as the

following:
Ill find out and get back to you We can solve that Heres what I can do We want to work with you I can explain that Let me see what I can do I will be glad to help you We are here to support your needs

DONT:

Use non-words. Avoid the use of repetitive words or phrases such as

ok, now, like, and you know. Try to break bad habits such as unconscious long pauses between sentences and using um and uh while pausing.

Choose inflammatory or skeptical phrases. Do not use phrases such

as:
Youll have to You must Its against our policy You dont understand You should 17 Ill try Hopefully Would you mind If I get a chance We never

Knowing Your Audience 2-7

Appearance
Your appearance affects the audiences perception of you. Any distraction it creates can detract from your message. Many questions about appropriateness can only be answered by you. Much depends on the company culture, the formality of the event, and any preconceptions the audience has of you. When possible, check your physical appearance in a full-length mirror prior to your presentation. Do you see any visual distractions? Things to look for: Poorly fitting jacket Inappropriate or excessive accessories Distracting colors or clothing designs Jacket buttoned or unbuttoned

What else can you think of?

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Knowing Your Audience 2-8

Putting It All Together: Your Speaking Style

The best way to come across as sincere and interested is to be yourself. How do you let your own personality shine through without compromising the structure and content of the presentation? Share personal experiences Use humor (appropriately), tell stories not jokes Relax Speak in a natural, conversational style Avoid reading from a script Use your visual aids as your notes rather than reading from them or a script Become involved and committed to your topic. It will show.

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Knowing Your Audience 2-9

Tips for Overcoming Nervousness

Everyone experiences nervousness before presentations. The trick is to make your excess energy work for you by fueling it into your presentation. Prepare. Research has shown that 50% of nervousness is caused by lack of preparation. Knowing your topic and that your presentation is well organized gives you confidence. (Section 5 provides a guide for organizing your presentation.) Practice. Stand up and practice your presentation. Ask a few friends or family members to serve as your audience. Practice answers to questions you anticipate from the audience. Videotape yourself if possible or stand in front of a full-length mirror while practicing. Visualize. Think positively. Mentally rehearse the entire presentation in vivid detail. See yourself as a dynamic, knowledgeable speaker, it will also help you focus on what you need to do to be successful. Eat and drink right. Eat a light meal beforehand. Drink fluids the previous day. Stay away from sugar, dairy, caffeine, and alcohol. Breathe. Breathing from your abdomen releases stress-producing toxins. The first thing to do is sit up, erect but relaxed, and inhale deeply a number of times. Stretch. To relax, you need to release tension by allowing your muscles to flex.

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Knowing Your Audience 2-10

Visual Aids

People depend on what they see visually as their primary source of information. Adding visual aids to your presentation has a dramatic impact on how much your audience takes away. In one study, a presentation that only delivered information verbally achieved a 7% comprehension rate; the addition of visuals raised comprehension to 87%. This shows that information seen and heard has a much better chance of being remembered than information just heard. Good visuals help support and organize a presentation. They focus the audiences attention and clarify and augment ideas. Visuals enable you to get more content across in a shorter period of time, simplify complex information, and eliminate misunderstanding.

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Knowing Your Audience 3-1

Guidelines for Interacting with Visual Aids

As the presenter, you are the primary source of information. Visuals enhance your presentation. Knowing how to handle the equipment and move around it correctly prevents it from taking center stage. Interacting with visuals effectively will ensure that you maintain rapport with the audience.

DO:

Stand to the side of the visual. Face the audience with the screen to
the left. People are accustomed to moving their eyes left to right. This way, their eyes begin with you, review the visual, and then return to you.

Focus the audiences attention. Direct their attention to one part of

the visual by gesturing with an open palm towards that part. Use your left hand and stand with your feet pointed to the audience.

Maintain eye contact. Concentrate your eye contact on your listeners,

not on the visuals.

Sequence your visuals. Number transparencies in the upper right-hand

corner. Create your flipcharts in the sequence needed, or tab them so you do not fumble when looking for the one you want. Number your PowerPoint in the notes field.

Refer to the visual. Use the visual as your source of information. Look
back at it as many times as you need to, but only speak when you make eye contact with an audience member.

Pause to think. After reading the visual--pause. This gives you and the
audience time to think, regulate your rate of speech, breathe properly, and come across as poised and in control.

Remove the visual readily. Remove the visual when you are finished
discussing its contents, or it will become a distraction. Turn the projector or screen off when its not needed so the focus will return to you.

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Use full room lighting. If possible, dim only the lights by the screen. Be sure that you are clearly seen and do not dim the lights in the audience area, it is rarely necessary.
Knowing Your Audience 3-2

Guidelines for Interacting with Visual Aids (Continued)

DONT:

Block the projected image. Be careful not to stand in front of the

screen.

Use pens or pointers. If you point at the screen, even slight movements
of your hand appear greatly exaggerated. Pens and pointers also become objects we nervously play with instead of using gestures.

Talk facing the visual. Never read to the audience while turned toward
the visual. Only speak when facing the audience. Pause, turn in silence, then speak when you lock eyes with an audience member. This pause gives you time to compose your thoughts and helps you maintain eye contact.

Leave a blank screen. Avoid having the audience look at the blank
screen with light projected on it. Use the on-off switch to control audience attention. Position the new transparency or Power-Point before you turn the projector or computer back on.

Reveal information early. The audience will read the material as soon
as it is shown. Reveal it when you are ready to discuss it.

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Knowing Your Audience 3-3

Revealing Information from Visuals

As soon as you display a visual, your curious audience will be instantly drawn to it. They will immediately read it and begin interpreting it on their own. You have gotten their attention. Thats great! Everyone perceives information slightly differently. If you let them read through it on their own, you run the risk of them interpreting it differently than you intended. When you look at the visual, you see it differently than your audience. Its familiar to you, therefore you may want to get right to the point and end up jumping ahead of your audience.

What do you do?

Read the words and phrases from top to bottom, left to right before you begin elaborating on any one point. Identify the axes and lines of a graph/chart before you begin discussing trends and patterns. Explain what pictures, diagrams, and symbols represent.

Now your audience is ready to hear you elaborate on your major points and offer further explanations or clarifications.

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Knowing Your Audience 3-5

General Guidelines for Using Visual Aids

Use visual aids sparingly. Avoid Data Dump. Crowding your presentation with too
many visuals and too much information reduces its effectiveness and it will lose impact. A rule of thumb is one visual aid for every 2 minutes of presentation time.

Keep visuals simple. Avoid clutter. Use bullet points, not full sentences. One key point per visual. Limit the focus to one idea. More than one idea per visual can
detract from the impact and confuse the audience.

Use pictures. Pictorial visuals are the least used and remembered the longest. Additionally,
pictures can often give the viewer an insight that would require many words or columns of numbers.

Use color. Color adds variety and impact to visuals. The colors used should show contrast
and provide maximum visibility. Be sure to use color consistently, within each visual and within a series.

Minimize words. Words on visual aids are effective when carefully selected and used
sparingly. Too many words force the listeners attention away from you. On bullet point visuals, use a maximum of 4 words per line, 4 lines per visual.

Make them large. Walk to the back row and make certain that the lettering and graphics
can easily be seen.

Check for accuracy. Make sure numbers and percentages add up and the words are spelled
correctly. Incorrect figures and misspelled words instantly damage your credibility.

Use headings. Headings make the message explicit. Headings should be placed at the top of
the visual and should be twice as large as any other font on the visual.

Leave borders. With overhead transparencies and Power-Point, leave a one inch border on
all sides so that information does not spill off the screen.

Horizontal. Use a horizontal format when designing your visual aids. You will have a
greater area to develop your graphic. 25

Match your message. Never allow a visual to conflict with, or appear irrelevant to your
verbal message. Knowing Your Audience 3-6

Visual Aid Equipment Options

Common formats for visuals include Power-Point, overhead transparencies, flipcharts, videos, and handouts. Selecting the proper instrument depends on the size of the audience, formality, timeframe, budget and mobility required.

Power-Point
Advantages + Professional: Power-Point helps to create a more formal, polished image for you and your material. + For large groups: Power-Point nicely accommodates a large audience (50+) + Photo clarity: Use when photographic exactness is necessary + Editing ease: You can edit a Power-Point presentation easily for different groups and circumstances + Control: You can control when and how long each image is projected. Also, you can easily back up a sequence to review a previous point. + Longevity: Use when the same visuals are used for many presentations. The quality remains high. Disadvantages: Allows minimal movement: Computer terminals rarely come with remote controls. Keeping the computer on a table or lectern does not allow you to move around and interact with your screen or your audience. Inhibit eye contact: Power-Point is often used in a dark room. Dim lighting diminishes eye contact and fosters sleepiness. Needs an LCD Projector: Needs to have rooms that are technologically advanced and depends on a power source. More lead time: You need more lead time to prepare. Discourages discussion: Power-Point presentations tend to discourage questions and interruption until the entire presentation is over.
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Knowing Your Audience 3-7

Overhead Transparencies Advantages + Speed: You can produce your own transparencies quickly and inexpensively. + Flexibility: Revising, updating, and editing individual transparencies is easy. + Audience contact: You can face the audience, maintaining eye contact. + Light: The room can remain fully lit. Do dim the lights closest to the screen. + For most group sizes: you can use them in presentations to groups of up to 75 people. + Easy to transport: They are thin, small, and easy to transport. + Control: You can control the timing and sequence. They are easily manipulated by writing on them or revealing only a part of it at a time. Disadvantages Limited sight lines: Projector arm may block the audiences ability to see entire screen. Photos lack clarity: Photographs do not reproduce well on overheads. Limited image quality: Quality of projected image may be less than with Power-Point. Requires movement: Overheads need to be physically changed on the projector and the projector should be placed approximately 10 feet from the screen which creates a lot of distracting back and forth movement.
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Knowing Your Audience 3-8

Flipcharts
Advantages + Can record audience input: Flipcharts are useful for recording group work, and responses to discussion questions. + Promotes interaction and discussion: When input is recorded on flipcharts audience members feel more at ease sharing information. + For small size groups: Use for audiences up to 20 people. + They are portable: Flipchart pages can be rolled up and easily transported. + Inexpensive: Significantly less costly than other visual aids. + Spontaneous: They are a spontaneous, flexible, medium. Use when you have little lead time. + Normal lighting: Full lighting can be maintained. + No electricity needed: Not dependent on a power source, can be used anywhere. Disadvantages Holds limited amount of material: Since writing must be large, you are limited in the amount of information that can be accommodated. Pages need replacing: Pages may have to be replaced often, depending on use. Less professional: Hand written information on paper may be perceived as less polished and professional. Limited viewing distance: Generally difficult to use if presenting in a large room. Back to audience: You must turn your back to the audience when recording information on the chart.

Videos
Advantages + Professional: Videos help to create a polished image for you and your material. + Photo clarity: Use when photographic exactness is necessary. + Easily transported: Video cassettes are easy to mail or carry. + Conveys examples: Use when you want to show a role play or staged scene. + Stimulating: Allows for greater use of sound and visual effects. 28

Disadvantages produce. -

Decreased interaction: Viewing a video is a passive process. Expensive: Even short (5 minute) videos cost thousands of dollars to Inflexible: Difficult to make changes or updates. Limited audience size: For large groups, multiple monitors are needed.

Knowing Your Audience 3-9

Handouts

Use handouts with discretion: Once the handout is in the audiences hands, their attention is divided. It may become difficult to get them focused on you. Distribute before presentation: Do this only if you want the audience to become oriented and organized, and cut down on their note taking. Distribute after presentation: Do this so the audience will not read them during the session, or leave early. Use to accommodate special needs: Summarizing key information in a large type font may assist audience members who are visually impaired.

Microphones Make sure its necessary: If all members of the audience can hear you, go without. The microphone flattens the voice so that it comes across as monotone. Being able to use inflection creates emphasis and interest. Use a lavaliere microphone: Using a lavaliere or cordless microphone allows you to move around. Be sure you know how to turn it on and off.

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Avoid using a handheld microphone: This will get in your way as you move around, change transparencies, and will limit your ability to gesture.

Knowing Your Audience 3-10

Types of Visuals Information can be illustrated in a variety of formats, graphs, charts, pictures, diagrams and words in bullet points. How do you choose? Graphs and Charts Graphs allow the viewer to picture the statistics and data visually. They make numbers more meaningful by showing them spatially and in relationships. Line charts show changes and trends over time, the relationship between variables or frequency. Label axes, data lines, and data points clearly. Diagrams help the audience visualize processes, sequence, and relationships among groups. Bar charts show the comparisons among two or more variables at several points in time. Make bars wider than the spaces between them and shade or color the bars for contrast. Pie charts show the relationship among the parts or percentages of a whole. Show only the necessary information.

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Knowing Your Audience 3-11

Types of Visuals (Continued) Pictures The audience remembers pictures: they leave a lasting impression. With pictures, you have direct control of the image formed in the audiences mind. Be sure to have one image or concept per visual and minimize words. You do not have to be an artist to use pictures that have impact. The purpose is to capture attention.

Bullet Points Bullet Points are used to summarize, outline material and group like ideas together. Using color adds impact.
Delivery Skill Components Eye contact Voice Body Language Word Choice Product Features Easy to operate Inexpensive Accessible service Support Warranty

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Knowing Your Audience 3-12

Handling Questions

Whenever you have delivered technical information, or complicated ideas, it is a good idea to check an audiences understanding by asking for questions. Sometimes you may be introducing a new concept or procedure that may have some resistance. Asking questions helps to surface and defuse issues that could be barriers to gaining acceptance. Answering questions can be difficult because this part of the presentation is less structured. You have less control over the flow of conversation. While there will be some questions you have anticipated, there will be others that may catch you by surprise. This creates pressure on you to stay calm and maintain control; otherwise, you run the risk of damaging your credibility. As a general rule, respond to the audiences questions at the end of the presentation. Often times their question will be answered as the presentation progresses. It is also less disruptive. It is a good idea to mention in the beginning of the presentation that you will be taking all questions at the end. At times, questions during your presentation are unavoidable, such as a confusing visual or when the question is coming from an important member of your audience. During informal presentation, you may prefer questions throughout the talk to create an atmosphere that encourages discussion.

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Knowing Your Audience 4-1

Plan Your Strategy

Prepare for your question and answer discussion with the same care that goes into the preparation of the rest of the presentation. 1. Anticipate potential questions. What questions have come up before? What do you hope they wont ask? What questions have other presenters had on the same topic? 2. Research and compose your answers. Be clear and concise. What information do you need to obtain to be prepared? From whom do you need to get information? Who needs to review and approve the answers? Do you want to refer them to anyone for more information on a subject? 3. Tie answers to your key points. What key points of your presentation do you want to reiterate? How can you link your recommendation, action or discussion? 4. Practice your answers. Practicing will ensure clarity and flow. While practicing, maintain eye contact and develop gestures for emphasis.

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Knowing Your Audience 4-2

Potential Question Worksheet

Please write the challenging questions you would expect to hear from the audience. Next, research and formulate answers and gain necessary approvals. Note: This worksheet should be completed prior to your presentation. Topic: _____________________________________________ 1. Question: Answer: 2. Question: Answer: 3. Question: Answer: 4. Question:
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Answer 5. Question: Answer:

Knowing Your Audience 4-3

The Question and Answer Process

A structured question and answer process that encourages open communication in a controlled and fair manner can double the impact of your talk. Step 1: Raise your hand and ask What questions do you have? This signals to the audience that they, too, should raise their hand to be recognized. If the audience doesnt have questions, be prepared to raise common questions from past sessions, then answer them. Step 2: Select questioner with an open palm. This shows that you are in charge and people will know to go one at a time. Dont point. It could elicit a defensive reaction. Step 3: Listen and clarify. Many speakers race ahead and begin thinking of an answer before the question is completed. This may result in a misunderstanding and a wrong answer. Concentrate your eye contact on the person asking the question. Listen for the main point of each question. If you dont understand the question, ask the person to repeat it or clarify it to enhance your understanding before answering. Step 4: Involve the audience. Before answering, break eye contact with the questioner and look at another member of the audience. This includes everyone in the question and answer interaction. With everyones attention focused, you will reduce repeat questions.
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Knowing Your Audience 4-4

The Question and Answer Process (continued)

Step 5: Repeat or paraphrase the question Repeat the question so all members of the audience can hear it. Paraphrase long questions to simplify them and get to the main point. Paraphrase hostile questions using neutral words to change the tone of the discussion. This step helps give you think time and allows you to then flow smoothly into an answer. Avoid repetitively saying the questions or good question, start with the first word of the actual question. Step 6: Answer Be straightforward, clear and concise. If necessary, follow-up with additional explanations and examples. Dont ramble. If they want more information, they will ask for it. Focus your eye contact on all of your listeners during the answer. If possible, tie the answer back to the main point of your presentation. Keep eye contact with the questioner for at least part of the answer. If the question is too complex to answer simply, irrelevant to your presentation, or if you dont know the answer, defer it until afterwards. Step 7: Raise you hand. Ask Next question or say I have time for ____ more questions. Repeat steps 2 through 7 until you have answered your last question.

Finally, Conclude with Impact!

After you answer the last question, thank the audience and offer to stay afterwards to answer additional questions. Lastly, reiterate the main point of your
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presentation by re-stating your conclusion. Provide your name and where you can be reached. Be sure your voice, gestures, and posture are strong and confident!

Knowing Your Audience 4-5

Monitor Your Body Language

Showing signs of nervousness when youre answering questions can diminish the credibility and authority you worked hard to build over the course of your presentation. To prevent this, concentrate on the following key elements of your body language: Maintain eye contact. As you formulate an answer and then respond to the question, look into the eyes of audience members. If you respond while looking at the floor or ceiling, the audience perceives that you are unsure of your answer or making it up as you go along. Eliminate non-words. Often times when we are formulating our thoughts and are unsure of what we are going to say next, non-words (such as umm or uhh) creep in. This broadcasts to the audience that you are ill-prepared and unsure of yourself. Keep volume up. Keep your voice at a strong, confident volume level. Now is not the time to sound timid or lack authority. Maintain a solid stance. Stand squarely on both feet, facing the audience. Dont shuffle, pace or lean on one hip. Step toward the audience, showing them that you are inviting questions. Beware of confidence-robbing gestures. Be sure not to subconsciously use gestures that show that you are nervous or uncomfortable (i.e. crossed arms, fiddling with objects, wringing hands.)
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Knowing Your Audience 4-6

Handling Challenging People

Recognizing the personality type disarms the effect the individual is trying to create and helps you maintain control. Here are some guidelines for handling several common challenging personality types. Maintain your composures. Stay calm both verbally and non-verbally Listen for the issue behind the question Positively paraphrase the issue, then respond neutrally Maintain control by continuing to paraphrase and respond neutrally Avoid reacting defensively either verbally or non-verbally Turn the question out to the group Rambler Jump in and paraphrase when they take a breath and ask a closeended question to help them focus. Hot-under-the-collar Remain calm. The emotion is not about you, its about an issue. Listen and uncover that point. Use paraphrasing to neutralize the language and briefly address their concern. Know-it-all Since they want their expertise known, recognize them as the expert and suggest that others contact him/her if they would like more information on the topic afterwards. Attention-getter Allow one question, then avoid direct eye contact with the person while asking for more questions. If they persist, show your appreciation and state that you would like to give others a chance.
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Persistants If any of the above types will not let go, let them know its an important issue that deserves a separate conversation. Jot it down and let them know you will discuss it with them afterwards.

Knowing Your Audience 4-7

Organizing a Persuasive Presentation

The organization process starts with asking yourself why are you giving this presentation to this particular audience. What do you want the audience to do or know? What do they want or need to know? Be developing a clear objective, it will enable the audience to follow your arguments easily.

How to Prepare a Presentation:

1. Develop Purpose 2. Select Objective 3. Analyze Audience 4. Brainstorm 5. Organize Information 6. Develop Visual Aids

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Knowing Your Audience 5-1

PRESENTATION FEEDBACK Feedback for ___________________ From_________________________

Please provide candid feedback using the ratings below followed by comments to explain your ratings. Feedback ratings: (+) Very good; () Average; (-) Needs Improvement Delivery: ____ Eye contact ____ Posture ____ Volume ____ Inflection ____ Rate of speech ____ Energy level ____ Movement ____ Gestures ____ Facial expressions ____ Word choice ____ Conversational style ____ Interaction with audience ____ Focused on audiences needs ____ Use of notes ____ Projected personality ____ Use of evidence ____ Appropriate level of detail ____ Distracting behaviors Please list:

Visual Aids: ____ Pause while changing visuals ____ Positioned by / pointed to screen ____Maintain eye contact with audience while using visuals

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Strengths: Needs to work on:

IMPROVEMENT OBJECTIVES
List what specific areas of presentation skills you want to improve?

After reviewing your Presentation Feedback form, what additional skills do you want to work on?

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Starting a Presentation
In modern English, Presentations tend to be much less formal than they were even twenty years ago. Most audience these days prefer a relatively informal approach. However, there is a certain structure to the opening of a Presentation that you should observe. 1. 2. 3. 4. 5. Get people's attention Welcome them Introduce yourself State the purpose of your presentation State how you want to deal with questions

Get people's attention

If I could have everybody's attention. If we can start. Perhaps we should begin? Let's get started.

Welcome them

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Welcome to Microsoft. Thank you for coming today. Good morning, ladies and gentlemen. On behalf of Intel, I'd like to welcome you.

Introduce yourself

My name's Jane Shaw. I'm responsible for travel arrangements. For those of you who don't know me, my name's Tom Stotter. As you know, I'm in charge of public relations. I'm the new Marketing Manager.

State the purpose of your presentation

This morning I'd like to present our new processor. Today I'd like to discuss our failures in the Japanese market and suggest a new approach. This afternoon, I'd like to report on my study into the German market. What I want to do this morning is to talk to you about our new mobile telephone system. What I want to do is to tell you about our successes and failures in introducing new working patterns. What I want to do is to show you how we've made our first successful steps in the potentially huge Chinese market.

State how you want to deal with questions.

If you have any questions, I'll be happy to answer them as we go along. Feel free to ask any questions. Perhaps we can leave any questions you have until the end? There will be plenty of time for questions at the end.

Signposting
When we are giving a presentation, there are certain key words we use to signpost different stages in our presentation. These words are not difficult to learn but it is absolutely essential that you memorize them and can use them when you are under pressure giving a presentation. When you want to make your next point, you move on.

Moving on to the next point. Id like to move on to the next point if there are no further questions

When you want to change to a completely different topic, you turn to.

Id like to turn to something completely different. Lets turn now to our plans for next year.

When you want to give more details about a topic you expand or elaborate.

Id like to expand more on this problem we have had in Chicago. Would you like me to expand a little more on that or have you understood enough? I dont want to elaborate any more on that as Im short of time. 43

When you want to talk about something which is off the topic of your presentation, you digress.

Id like to digress here for a moment and just say a word of thanks to Bob for organizing this meeting. Digressing for a moment, Id like to say a few words about our problems in Chicago.

When you want to refer back to an earlier point, you go back.

Going back to something I said earlier, the situation in Chicago is serious. Id like to go back to something Jenny said in her presentation.

To just give the outline of a point, you summarize.

If I could just summarize a few points from Johns report. I dont have a lot of time left so Im going to summarize the next few points.

To repeat the main points of what you have said, you recap.

Id like to quickly recap the main points of my presentation. Recapping quickly on what was said before lunch,

For your final remarks, you conclude.

Id like to conclude by leaving you with this thought If I may conclude by quoting Karl Marx .

Survival Language
In modern English, Presentations tend to be much less formal than they were even twenty years ago. Most audience these days prefer a relatively informal approach. However, there is a certain structure to the opening of a Presentation that you should observe. I got the language for today's lesson from an excellent book by Mark Powell called "Presenting in English ". If you get your facts wrong.

I am terribly sorry. What I meant to say was this. Sorry. What I meant is this.

If you have been going too fast and your audience is having trouble keeping up with you.

Let me just recap on that. I want to recap briefly on what I have been saying.

If you have forgotten to make a point.

Sorry, I should just mention one other thing.

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If I can just go back to the previous point, there is something else that I forgot to mention. If you have been too complicated and want to simplify what you said.

So, basically, what I am saying is this. So, basically, the point I am trying to get across is this.

If you realize that what you are saying makes no sense.

Sorry, perhaps I did not make that quite clear. Let me rephrase that to make it quite clear.

If you cannot remember the term in English.

Sorry, what is the word I am looking for? Sorry, my mind has gone blank. How do you say 'escargot' in English?

If you are short of time.

So just to give you the main points. As we are short of time, this is just a quick summary of the main points.

A Friendly Face

When you stand up in front of that audience, youre going to be really nervous. Poor speakers pay little or no attention to their audience as people. Big mistake. If you can see your audience as a group of individuals, youll be much more likely to connect with those individuals. Start looking around your audience. See that big guy with his arms folded and an impress me look on his face? Best not to look at him too much. How about that lady with the big smile, looking encouragingly towards you? OK, thats your mother, she doesnt count. But that other lady with a similar smile is someone you dont know. But from now on shes your friend. Every time that you need any encouragement, look in her direction. Make good eye contact. Establish a form of communication between you. And now youve found one friend, youll begin to see others in the audience. Pick out friends all round the room. If you see an impress me person and get discouraged, switch your view back to one of your friends. Once you are aware that there are people in your audience who want you to succeed, youll be much more likely to succeed.

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Microphones
Microphones can be a real problem. Very few of us use them frequently and so, when we have to talk into them in an already nervous state, we can easily make elementary mistakes. As a general rule, try to speak more clearly when you are using a microphone. (It will probably help if you speak a bit more slowly.) If you have a free-standing mike, step back from it a bit. This will enable you to speak louder and to vary your tone and inflection. If you are too close, your voice will sound monotonous and your audience will fall asleep. Dont turn your head away from the microphone while you are speaking. But do turn it away if you cough or sneeze! Any little movement you make, such as shuffling your papers, will be amplified by the mike. Cut out the nervous gestures! If you are wearing a clip-on mike, make sure it is not rubbing up against some clothing or jewellery. The noise this makes could ruin your presentation. If you have a radio-mike, make sure it is switched on when you are presenting and switched off at all other times. This particularly applies when you go to the restroom!

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Dealing with Nerves

Almost everybody is nervous when they stand up to speak. Theres no shame in being nervous. However, if you are too nervous, your anxiety will spread to your audience, making them nervous in turn. So how can you stop yourself from feeling too nervous? Here are a few tips. 1. Dont get hung up about being nervous. Its a normal human reaction. Dont make yourself more nervous because youre nervous. 2. Walk off your excessive nervousness. If possible, walk outside and get some fresh air at the same time. But a walk down the corridor is better than no walk. 3. Dont let your legs go to sleep. Keep the blood supply moving. Keep both feet on the floor and lean forward. Wiggle your toes. If you can stand up without disturbing anybody, do so. 4. Work your wrists, arms and shoulders to get the tension out of them. Gentle movements, not a major workout, will remove that tension. 5. Work your jaw. Gentle side-to-side or circular motion will help to loosen it. 6. Repeat positive affirmations quietly to yourself. I am a good presenter. It may seem corny but it works. 7. Above all, breathe deeply. Make sure your stomach is going out when you breathe in. Dont be self-conscious about these warm-up activities. Most good speakers do them. Most people wont even notice that you are doing them. Theyre here to hear you speak, theyre not interested in what you do when you are not in the limelight.

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Stand Up When You Speak

I dont think youre going to like todays point. I dont like it very much myself but its got to be done. For most purposes, when you give a presentation you should stand. Not clutching the back of your chair for support, not leaning against the podium but two feet on the floor facing your audience. There are times when sitting is right. When its an informal discussion, for example, where everybody is to contribute. But most of the time you need to stand.

You can move around the room. This has the simple effect that people will look at you, not shut their eyes and drift off You can make eye contact with everybody You can reach all your props and teaching material easily Youre involving your whole body in the presentation. Many people think this makes it more memorable. Youre sending out the signal to the participants that this will be short. Only a few selfobsessed people stand up in front of audiences for longer than they need to. And youre not one of those, are you?

The worst part of standing up is the actual standing up. Most people dont feel at ease as they get out of their chair and walk forward to their speaking position. Here are a couple of tips.

As youre waiting, keep your feet flat on the floor. Dont have them crossed. Trust me, getting up and walking will be so much easier. Decide in advance where you are going to stand. Focus on that spot Walk forward briskly and confidently.

And thats how you become a stand up sort of person.

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Stating your purpose

It is important to state your purpose clearly at the beginning of your talk. Here are some ways to do this: talk about = to speak about a subject

Today I'd like to talk about our plans for the new site. I'm going to be talking to you about the results of our survey.

report on = to tell you about what has been done.

I'm going to be reporting on our results last quarter. Today I will be reporting on the progress we have made since our last meeting.

take a look at = to examine

First, let's take a look at what we have achieved so far. Before we go on to the figures, I'd like to take a look at the changes we have made.

tell you about = to speak to someone to give them information or instructions

First, I will tell you about the present situation, then go onto what we are going to do. When I have finished, Jack will then tell you about what is happening in Europe.

show = to explain something by doing it or by giving instructions.

The object of this morning's talk is to show you how to put the theory into practice. Today I'm going to show you how to get the most out of the new software.

outline = to give the main facts or information about something.

I'd like to outline the new policy and give you some practical examples. I will only give you a brief outline and explain how it affects you.

fill you in on = to give some extra or missing information

I'd like to quickly fill you in on what has happened. When I have finished outlining the policy, Jerry will fill you in on what we want you to do.

give an overview of = to give a short description with general information but no details.

Firstly, I would like to give you a brief overview of the situation. I'll give you an overview of our objectives and then hand over to Peter for more details. 49

highlight = draw attention to or emphasize the important fact or facts.

The results highlight our strengths and our weaknesses. I'd now like to go on to highlight some of the advantages that these changes will bring.

discuss = to talk about ideas or opinions on a subject in more detail.

o o
I'm now going to go on to discuss our options in more detail. After a brief overview of the results, I'd like to discuss the implications in more detail.

Describing change - verbs

When we are giving a presentation, we often talk about changes. Usually we illustrate these changes with visual aids to show these changes. We need, however, to explain these changes. To do this, we need special verbs.

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PRESENTATION SKILLS In continuation with my previous article on Communication skills, I now present key skill which needs to be developed to get ahead in todays competitive workplace. With advent of Microsoft office, presentations have become a very popular and simple way of conveying ones message at the work place. Be it a top management review panel or a small departmental meeting, they are incomplete without a formal presentation. The topics vary from presenting of a change in organizational structures, positions or general discussions regarding the company policies, or a proposal on a new product, proposal for new projects, even asking for more resources, or plain presentation of facts to a visitor or a prospective client. If management is the art of getting things done then a presentation is a fast and potentially effective method of getting things done through other people The presentation provides an opportunity to display your skills in front of seniors, peers, coworkers, colleagues and subordinates. A good performance immediately gets you noticed while a fumble may lead to oblivion for a long time. Moreover, a well crafted and presented presentation can bring out problems and questions to surface and allow discussion and solutions to emerge. Thus such an opportunity should never be wasted and seized upon to enhance your standing in the organization. It is very important that the presentation should be carefully prepared with the type of audience for which it is intended kept in mind. The presentation is a failure if the people do not understand what is being talked about. Hence, there should be clear focus on one or two themes or objectives. The main idea of presentation is to make your message understood and remembered. All human beings have very short memory and until and unless, the subject is interesting enough, people do not pay attention. So, the challenge is to make your presentation 51

in such a way, that the audience is forced to pay attention. Some seasoned presenters start off with a light jovial note to prepare the audience for hard facts later. If you manage to hold the audience attention, then you have a winner on your hand. Another point to remember is to keep your presentation short. Do not increase the duration just for the sake of it. No one wants a lecture from you nor do they want to see slides filled with text which is mostly unreadable. Talk in points and keep them limited. Better still, use visual aids such as pictures, diagrams, graphs, charts etc. to convey your message. It has been proved that people remember things if they can associate some visual memory to it. Thus your visual messages will be better received than the hard facts in text. And most of all, build your presentation around one or two main points only. Keep reinforcing them without being overtly repetitive. A good presentation is not only dependent upon the presentation itself but also on the presenter. The presenter should rehearse or practice well before the final day. This is especially true if you are a manager and have asked one of your subordinates to make a presentation. The audience not only looks at the presentation, they also look at the presenter. In fact, the presenter is more important and he/she should take care of the style, pace, tone to be used. There are five key facets of the human body which deserve attention in presentation skills: the eyes, the voice, the expression, the appearance, and how you stand. Make sure that you pay attention to all these when you present. The voice should be normal and not too wavy or weak. But make sure you are not shouting as well. Try to maintain eye contact with the people in the audience. This will help you relax and be more natural. Bring variation to your tone and expression. Do not over do but do not be monotonous either. Maintain a fine balance between over doing and under doing. Follow these simple tips to become a rocking presenter.

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