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Presentation Skills Nine steps to building a logical structure and a successful presentation: 1. Audience Analysis

2. 3. 4. 5.

Who?

What?

When?

Where?

6. 7.

8. 9.

Detailed homework is essential to ensure you speak to the audience correctly Setting the Objectives Relevant Engaging Motivating Persuasive Collect persuasive information Collect information to prove your points Dont be afraid to leave stuff out- less is more Always refer back to the objective Creating a compelling presentation Visual aids A picture is worth 1000 words Text - 7% impact Visual - 55% impact Vocal - 38% impact The rule of three Rehearse, rehearse, rehearse If you fail to prepare, prepare to fail - Practice out loud - Rehearse against the clock - Learn your script - Video yourself Delivery Review Visual Aids + Good Public speaking skills Effective Presentations

Visual Paper Presentation: Some helpful hints In planning your presentation, draw a rough sketch of your presentation first. Carefully edit your presentation to reduce cluttering and improve readability. Use blank spaces to highlight or offset information. Place related materials such as photos accompanying text close together. Space your information proportionately.

When choosing a background to frame your visual presentation, neutral or grayish colors will be easier on the eyes than a bright color.

Guidelines to Engage the Audience and Illustrate Points in a Speech A picture speaks a thousand words Types of Audio and Visual Aids Simple aids- charts, graphs, handouts for the audience, clips of music or video, or props used by the presenter on stage. Other audio visual aids include Microsoft PowerPoint presentations, Windows Movie Maker files, slideshows, and training videos. Psychological Impact of Color in Presentations

Light backgrounds with dark colors have the most impact, and give better visual acuity. Black, blue, red, and green are the colors most visually appealing. They also give a psychological impact. Black implies serious, knowledgeable, and Blue gives trustworthiness and being accessible. Red is a power color. It infers the presenter is in

o o o o

professional. It is a no-frills choice for simple presentations. When trust is important, blue is the best choice. charge and it can also be used as a motivational tool to spur listeners and viewers to action. Green is the choice when dealing with earth-friendly topics. It is also the color of comfort, life, and money. Presentations about increasing sales often include shades of green. o Other colors should be used as accents and accessories to liven up the presentation. Fill the Screen with Visuals

Why we need visual aids? Crystallize ideas Keep speaker on track Generate interest Help information retention Use visual aids to maximize the effectiveness of your presentation Visual Aid Rules Keep it simple Minimize words Use large fonts List key points Use exact phrasing Use color Prepare handouts Guidelines for Preparing a Visual Paper Presentation a) The Visual Presentation: presented on a display or bulletin board

Zooming in and enlarging photos and clip art to full screen size gives a big impact. Sentences should be written as bullet points in large type. Easy to read. Target the key ideas. Easier for the audience to remember.

b) c)

LARGE TYPE format that makes it easily readable from 4 feet away (1.5 meters). Print: BULLETIN (large size) typewriter or normal size printer double space photographically enlarge to 11 by 14. Total Size: The total size should be 4' x 8'. Timing Handouts Presenters: The purpose is to encourage informed participation and discussion among participants.

Perfect Timing for Visuals PowerPoint and other digital presentations allow the speaker to bring out key visuals exactly at the time they are needed. Using Sound in a Presentation annoy the audience to have silly or grating sounds as slideshow transitions can be distracting to have a different type of sound for each slide transition

d) e) f)

keeping the sound for transitions to a minimum keeps the audience focused on the points being made in the speech audio clips should be kept short, utilizing the part that drives the message home

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Designing the presentation Essential ingredients: a) Establishing the Objectives Objectives that drive your presentation and move the audience to your end goals End goals may be that the attendees take particular action, adopt a new perspective, or respond to facts and information The key to designing your presentation is determining these objectives Become the foundation upon which your content, organization, and visual aids are built. An audience analysis will enable you to: 1. Select appropriate points of emphasis in your presentation 2. Develop a useful level of detail 3. Choose and prepare appropriate visual aids 4. Create a tone that is sensitive to your audience's circumstance b) Planning and Organizing Your Material Do not wait to prepare your presentation while on you way to the training session. Prepare an outline of goals, major issues to be discussed, and information to be presented to support main themes. Limit content to your major point and no more than five key supporting points. Analyze your audience. Select appropriate visual aids and a presentation style that will be effective in the physical setting for your training session.

Tips on Preparing Visual Aids 1. Start with at least a rough outline of the goal and major points of the presentation before selecting the visual aid(s). 2. Each element of an audio-visual product - a single slide or a page of a flip chart presentation, for example, - must be simple and contain only one message. Keep visual aids BRIEF. 3. Determine the difference between what you will say and what the visual aid will show. 4. Ask the audience to read or listen, not both; visual aids should not provide reading material while you talk, use them to illustrate or highlight your points. 5. Give participants paper copies of various graphic aids used in your presentation. 6. Assess your cost constraints. 7. Account for production time in your planning and selection process. 8. Use local photographs and examples when discussing general problems and issues. 9. Use charts and graphs to support the presentation of numerical information. 10. Develop sketches and drawings to convey various designs and plans. 11. When preparing graphics, make sure they are not too crowded in detail. 12. Do not use visual aids for persuasive statements, qualifying remarks, emotional appeals, or any type of rhetorical statement. 13. If you have handouts, don't let them become a distraction during the presentation. They should provide reinforcement following your address. 14. Practice presenting the full program using graphic materials so you are familiar with their use and order. 15. Seek feedback on the clarity of your visuals. Preparation- Slides Use images and Graphics- relevant images communicate and maintain interest Minimise text and numbers Light text on dark background (vice versa) Avoid distracting backgrounds Use large sans serif fonts Helvetica or Arial rather than serif fonts like Times 24 point is minimum, 32 pt, or even 36 pt is better Mix upper and lower case ALL CAPITAL IS HARDER TO READ, ALTHOUGH IT MIGHT BE OKEY FOR THE ODD TITLE Use colour to highlight text Keep figures simple Thick lines and large symbols Progressive disclosure Type of Visual Aids a) Flip Charts Quick, inexpensive visual aids for briefing small groups Help the speaker proceed through the material Convey information Provide the audience with something to look at in addition to the speaker Can be prepared prior to, as well as during, the presentation Demonstrate that the speaker has given thought to his or her remarks Can be used to record audience questions and comments

Organizing Your Material "old chestnut" of public speaking "Tell 'em what you're going to tell 'em; tell 'em; and tell 'em what you told 'em." This recommendation: Recognizes the importance of reinforcement in adult learning Completes the communication for the listener Informs people who arrive late of what they missed Recognizes the importance of organization, highlighting, and summarizing main points for the audience Serves to clarify main themes for the audience at the end of the presentation c) Using Visual Aids Help you reach your objectives by providing emphasis to whatever is being said Clear pictures multiply the audience's level of understanding of the material presented Involve your audience and require a change from one activity to another: from hearing to seeing Add impact and interest to a presentation- enable you to appeal to more than one sense at the same time, thereby increasing the audience's understanding and retention level. Retention of information three days after a meeting or other event is six times greater when information is presented by visual and oral means than when the information is presented by the spoken word alone. 83% of human learning occurs visually, and the remaining 17% through the other senses 11% hearing, 3.5% smell, 1% taste, and 1.5% touch. Three days after an event, people retain 10% of what they heard from an oral presentation, 35% from a visual presentation, and 65% from a visual and oral presentation.

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Can be converted to slides Limitations: o May require the use of graphics talent o Are not suitable for use in a large audience setting o May be difficult to transport

b)

c)

d)

When Developing Flip Charts: o Make each letter at least 1/32" high for each foot of distance from the material. (a 1-inch letter is legible from 32 feet, and a 2-inch letter from 64 feet) o Use block lettering, since it is easiest to read. Use all capital letters, and do not slant or italicize letters. o Use and vary the color. Overhead Transparencies useful for audience settings of 20 to 50 people and can be produced quickly, easily, and inexpensively the standard transparency size is 8=" x 11- hardware required is an overhead transparency projector overlay transparencies provide a good cumulative presentation Speaker can use an overhead projector with significant light in the room, thereby enabling the speaker to maintain eye contact with the audience. Limitations: o The projected image size is sometimes too small to be seen from the back of a large room. o The image does not sit square on the screen, as the head of the projector is tilted to increase the size of the image. o It is difficult to write on the transparency while it is on the projector. o Sometimes the projector head gets in the audience's way. o Some speakers feel captive to the machine, because they must change each transparency by hand. Tips: o When removing a transparency from the machine during the presentation, slide the next immediately underneath it to achieve a smooth transition. Don't leave the screen blank with the light on. o A 45-degree angle to the audience is the most effective location for an overhead projector and screen. o Keep transparencies simple. o Use bold typing elements such as HELVETICA and capitalize. Posters prepared graphic devices that can be made of a variety of materials and media - photographs, diagrams, graphs, word messages work best in smaller audience sizes permanent and portable Can be simple or very elaborate can be used alone or in a series to tell a story 35 Millimeter Slides enliven a presentation for virtually any size audience can project a professional image, are relatively inexpensive to produce, and can be produced quickly Slides have high credibility with audiences because viewers looking at photographic slides taken in the field. Hardware required is a slide projector and a screen. Changes in slides or in their sequencing can be done rapidly to meet changing conditions or audiences. Limitations: o Slides cannot be made using a photocopying machine- require more time and money to produce than overhead transparencies.

e)

The lights must be dimmed more for slides than for overhead transparencies. o Slides require a great deal of preparation and rehearsal. Videotape carries both a picture and a sound track Its features of sound, movement, vivid image, color, and variety hold an audience's attention the way film does. Limitations: o expensive to create and require experienced production teams o In large meetings, the audience may not be able to see the monitor.

TESTING THE DESIGN OF YOUR PRESENTATION Do a practice run in full, preferably with someone you know well and with someone you do not know well. Alternatively, use a video or audio tape recorder, or a mirror. Arrive at the location of your presentation an hour early to check your equipment and room arrangements. Practice using your visuals with the equipment provided. Rehearsal is a fundamental step in developing and refining effective presentations. General Guide-Lines Viewing o For optimum viewing, the audience should be seated within: o +30 degrees of a line perpendicular to the screen's centre. o They should be seated no closer then twice the image height. o Note: (If this is not possible perhaps consider multiple viewing options for the audience). Setting the Screen o bottom of the screen should be approximately four feet (1200mm) above the floor o avoid setting the screen to high o The ergonomics associated with comfortable viewing indicate no viewer should have to rotate their head more than +30 degrees from straight ahead, or tilt their head no more than 25degrees from horizontal. Seating o staggered seating arrangement is best suited o aisles must be provided Layout of seating needs to designed to: 1. Allow for easy of enter into the room 2. Allow for quick exit in the event of an emergency 3. The row contains no more than 100 seats 4. Each doorway serves no more than three rows 5. Aisles must terminate in a cross-aisle. Effective Written Presentation Recommendations: 1. Communicate effectively. 2. Make sure the report is attractive and neat. 3. Apply the seven Cs of effective communication: clear, correct, concise, cohesive, concrete, courteous, and complete. 4. Format the document appropriately. 5. Include graphic aids to enhance the written presentation and to relate the report story more effectively. REPORT FORMATTING Selection of Cover and Paper o printed on good quality white 8-by-11 inch paper

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Report covers vary, but three basic features should be considered when making a selection: 1. type of fastening used 2. durability of the cover- fabric or strong plastic covers 3. overall physical appearance. Basics of Layout o refers to the arrangement of text and graphics on a printed page. o Conventional Page Layout Left 1.75 inches Right 1.25 inches Top 1 inch Bottom 1.5 inches Reports can be single spaced or double spaced o Special Page Layout Pages displaying major titles (first page of report, first page of chapter, table of contents, list of graphic aids, executive summary, works cited, etc.)

2. Aim at the lowest readability level in audience, but make writing interesting for higher levels. 3. Simplify report for those who are less informed on the subject. 4. Use strong, vigorous words. 5. Prefer active voice to passive voice. 6. Make sure grammar, punctuation, and spelling are correct. 7. Keep sentences and paragraphs relatively short. 8. Apply the seven Cs of effective communication: clear, correct, concise, cohesive, concrete, courteous, and complete. INCORPORATING GRAPHICS Graphic aids supplement the text, help communicate the report content, give emphasis to key points of coverage, and make the report more inviting and readable. The following guidelines should be considered when incorporating graphics into a written presentation: 1. Place the graphic as close to the related text as possible 2. Always refer to a graphic in the report text (e.g., Figure 1 illustrates or as shown in Figure 1).

Usually have a larger top margina top margin of 1.5 inches. The title page and letter of transmittal are generally cantered vertically on the page. Choice of Font(s) Two basic typefaces exist: Serif have feet and perceived to be easier to read than sans serif; document text is generally keyed in a serif font- Times New Roman serif font Sans serif good for titles and headings where clear, distinct letters are important- Arial 12-point font for the text of the report. Headings may be in a slightly larger size (14 point). bold, italics, and underline should be kept to a minimum Page Numbering numbered at the top right margin or at the bottom center of the page If numbered at the top, the page number is omitted from the first page of the report. Most prefatory pages are not numbered. If numbering prefatory pages, only those that follow the first page of the table of contents should be numbered, and the numbering should be lowercase roman numerals placed at the bottom center of the page. (i, ii, iii) Use of Headings- titles to the report part

3.

Give a title and number for tables and charts. Tables are usually numbered separately; the term figure may be used for graphic aids other than tables (e.g., Table 1, Figure 1, Figure 2, Table 2, Figure 3). 4. Graphics are usually included in the findings section of the report. REPORT FORMATTING

Charts can also be used to provide information. For example, bar charts compare differences in quantities. Pie chart shows parts of a whole.

line charts- which show trends over time DOCUMENTING SOURCES

Table I Relative importance of Headings Within a Report Position of the heading

Centered Type of Heading SOLID CAPITALS UNDERLINED or

SOLID CAPITALS BOLD

Marginal (at left margin on line by itself) Run In (part of paragraph, followed by period) SOLID CAPITALS Capitals and Lowercase Underlined or

Capitals and Lowercase Bold

GRAMMAR AND USAGE IN WRITING Lesikar and Pettit (15-42) make the following suggestions: 1. Tailor vocabulary, sentence structure, tone, and style to fit audience.

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ORAL PRESENTATION SKILL Communication Art of transmitting information, ideas and attitudes from one person to another. Process of meaningful interaction among human beings Essences of Communication Personal Process Occurs between people Involves change in behaviour Means to influence others Expression of thoughts and emotions through words and actions Tools for controlling and motivating people It is a social and emotional process What are the common ways we communicate? o Spoken word o Written word o Visual Images o Body language Types of Communication a) Downward communication Highly directive From senior to subordinate Assign duties, give instructions, to inform and offer feedback, to highlight problems b) Upward communication Non- directive in nature From down below To give feedback, inform about progress/ problems, seeking approvals c) Lateral or Horizontal communication Among colleagues/ peers For information sharing, for coordination Communication Process o Sender (encoder) o Medium o Receiver (decoder) o Feedback or response Barriers to communication Noise Inappropriate medium Assumptions/ misconceptions Emotions Language differences Poor listening skills Distractions Hearing Vs Listening Hearing- Physical process, natural, passive Listening- Physical as well as mental process, active, learned process, a skill Essentials of Communication Dos Always think ahead of what you are going to say Use simple words and phrases that are understood by everybody

Increase your knowledge on all subjects you are required to speak Speak clearly and audibly Check twice with the listener whether you have been understood accurately or not. In case of any interruption, always do a recap of what have been already said Always pay undivided attention to the speaker while listening While listening, always make notes of important points Ask for clarification if you have failed to grasp others point of view Repeat what the speaker has said to check whether you have understood accurately. Don'ts Do not instantly react or mutter something in anger Do not use technical terms and terminologies not understood by majority Do not speak too fast or too slow Do not speak in inaudible surroundings, as you wont be heard Do not assume that everybody understands you While listening avoid distracting the speaker Do not interrupt the speaker unless necessary Do not jump into conclusion that you have understood everything.

What makes a talk poor? o Little/no eye contact- no engagement with the audience o Mumbling o Reading from a paper- too fast, monotonous o Little/ no structure- lack of clarity o Too much information o Bad visual aids Dealing with the nerves Be prepared- plan and rehearse Deep breathing Engage with your audience- makes you feel more relaxed 4 key factors for successful presentation 1. Timing Do not ramble on during a presentation

2.

Remember: One to Two Minutes per Slide as Guideline

Attention Span: Audience attention fluctuates 3. Practice 4. Personal Approach Personal features of the presenter can make or break presentation a) Gesture Important in non-verbal communication Emphasize points Highlights Audience attention Vary gesture Posture- stand tall and move with confidence Important position of speaker position of transparencies not to much movement b) Voice Critical part of a verbal presentation Volume - speak to be heard Modulation vary the voice Pause make emphasis with pause c) Eye Contact Look at each member of your audience Involvement

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Interest/ Spontaneous reaction Smile- confidence, warmth, reassuring Always say thank you at the end d) Breathing Breathing during presentation is different from normal breathing Breathing deeper for Volume Control emphasis Dont lose your breath or you will drown in mid-air Elements of an Oral Presentation Good visual aids Logical sequence Oral Presentation Skills Planning Who are you talking to? Why are you talking to them? How long have you got? What story are you going to tell? Preparation Outline and sketch the slides Prepare the slides Proof read Prepare notes- brief keywords and phrases Practice Get feed back and use it Be ruthless- delete unnecessary information Performance Dont apologise Speak loudly and clearly Use short simple sentences Avoid jargons and abbreviations Vary pitch, tone, volume, speed and pauses Avoid distracting mannerisms Relax, be enthusiastic Make eye contact Keep an eye on the time remaining Explain figures and point to important aspects Give a clear and concise summary, then stop. Dont go overtime. EVER! Questions Anticipate likely questions and prepare extra slides with the answers Maybe even plant a stooge Paraphrase questions 1. so that other people hear the question 2. to check that you understand the question 3. to stall while you think about an answer If you dont know the answer, say so. Offer to find out Ask the audience. Improving body language- Tips o Keep appropriate distance o Touch only when appropriate o Take care of your appearance o Be aware- people may give false cues o Maintain eye contact o Smile genuinely Attributes of good oral communication 1. Sounds and sound combinations 2. Stress- word stress Ex. First syllable- bargain, govern Second syllable- admit, forbid 3. Rhythm 4. Intonation Ex. rising /- (yes) falling - (yes)

5. 6. 7.

combination /- (yes) Speed: Pausing Clarity of articulation Voice modulation: volume and pitch variation (avoiding a monotonous speech)

Main points to remember about oral presentation

Effective use of visual aids Adequate eye contact: size of the audience Clarity in pronunciation and fluency Maintaining a proper speed of presentation Posture and body movements suggesting confidence Seeking and making proper use of visual feedback Noting down important points arising out of discussion Like most things, the best way to learn is to do.

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Let's work together to solve this. . . Characterized by collective decision processes, assisted by the leader. Before accomplishing tasks, perspectives are gained from group discussion and technical advice from a leader. Members are given choices and collectively decide the division of labor. Praise and criticism in such an environment are objective. This style involves the leader including one or more followers in the decision making process. However, the leader maintains the final decision making authority. This is normally used when you have part of the information, and your followers have other parts. Note that a leader is not expected to know everything.

Leadership Skills Leadership

described as the process of social influence in which one person can enlist the aid and support of others in the accomplishment of a common task.

Delegative (free reign)

You two take care of the problem while I go. . .

Ann Marie E. McSwain, Assistant Professor at Lincoln University, leadership is about capacity: to listen and observe, to use their expertise as a starting point to encourage dialogue between all levels of decision-making, to establish processes and transparency in decision-making, to articulate their own values and visions clearly but not impose them. Leadership is about setting and not just reacting to agendas, identifying problems, and initiating change that makes for substantial improvement rather than managing change.

Alan Keith of Genentech states that, "Leadership is ultimately about creating a way for people to contribute to making something extraordinary happen." Is about influencing the actions of the people toward the attainment of defined organizational goals Leadership includes the following actions 1. Issuing orders that are clear, complete and within the capabilities of subordinates to accomplish. 2. It implies continual training activity in which subordinates are given to instructions to enable them to carry out a specific task 3. It involves motivation of workers to try to meet expectations of the manager. 4. It consists of maintaining discipline and rewarding those who perform properly Kurt Lewin, Ronald Lipitt, and Ralph White developed in 1939 the different styles of leadership 1. Authoritarian or autocratic 2. Participative or democratic

This gave freedom to the group for policy determination without any participation from the leader. The leader remains uninvolved in work decisions unless asked, does not participate in the division of labor, and very infrequently gives praise. In this style, the leader allows the followers to make the decisions. However, the leader is still responsible for the decisions that are made. This is used when followers are able to analyze the situation and determine what needs to be done and how to do it since the leader cannot do everything! Leaders must set priorities and delegate certain tasks. In summary

3.

Laissez faire or delegative or Free Reign Leadership Theories 1. Trait theories What type of person makes a good leader? leaders share a number of common personality traits and characteristics leadership emerges from these traits leadership is an innate, instinctive quality that you either have or don't have empathy, assertiveness, good decision-making, and likability. 2. Behavioral theories What does a good leader do? focus on how leaders behave Do they dictate what needs to be done and expect cooperation? Or do they involve the team in decisions to encourage acceptance and support?

Authoritarian (autocratic) I want both of you to. . . leaders make decisions alone, demand strict compliance to his orders, and dictate each step taken; future steps were uncertain to a large degree. The leader is not necessarily hostile but is aloof from participation in work and commonly offers personal praise and criticism for the work done. This style is used when leaders tell their followers what they want done and how they want it accomplished, without getting the advice of their followers. Some of the appropriate conditions to use it is when you have all the information to solve the problem, you are short on time, and your employees are well motivated.

Participative (democratic)

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Lewins Model o Kurt Lewin developed a leadership framework based on a leader's decision-making behavior. o Lewin argued that there are three types of leaders: Autocratic leaders Democratic leaders

path-goal theory by Robert House Transactional and transformational theories leader-member exchange theory Charismatic leadership

Laissez-faire leaders

Focus on o Leadership qualities o Assumption about followers o Leader effectiveness

John Adair's Action-Centered Leadership model o the "best" leadership style is determined by balancing task, team, and individual responsibilities o Leaders who spend time managing each of these elements will likely be more successful than those who focus mostly on only one element.

3.

Contingency theories How does the situation influence good leadership? the best leadership style is contingent on, or depends on, the situation When a decision is needed fast, which style is preferred? When the leader needs the full support of the team, is there a better way to lead? Should a leader be more people oriented or task oriented? Effective leadership qualities Intelligence dominance adaptability persistence Integrity self-confidence adjustment extraversion conscientiousness openness to experience

Hersey-Blanchard Situational Leadership Theory o A popular contingency-based framework o links leadership style with the maturity of individual members of the leader's team. 4. Power and influence theories What is the source of the leader's power? based on the different ways in which leaders use power and influence to get things done, and the leadership styles that emerge as a result

French and Ravens Five Forms of Power. o the most well known of these theories o This model distinguishes between using your position to exert power and using your personal attributes to be powerful o French and Raven identified three types of positional power legitimate, reward, and coercive o and two sources of personal power expert and referent (your personal appeal and charm).

The model suggests that using personal power is the better alternative and, because expert power (the power that comes with being a real expert in the job) is the most legitimate of these

Similarly, leading by example is another highly effective way to establish and sustain a positive influence with your team.

Transactional Leadership assumes that work is done only because it is rewarded, therefore a leader focuses on designing tasks and reward structures This style of leadership starts with the idea that team members agree to obey their leader totally when they accept a job. The "transaction" is usually the organization paying the team members in return for their effort and compliance. The leader has a right to "punish" team members if their work doesn't meet the pre-determined standard. Read on Fiedlers Contingency Theory Hersey and Blanchards Situational Theory

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