Effective

presentation Skills

HRD & TQC

VERBAL SKILLS 1:
ARTICULATION
WHAT IS ARTICULATION?
Each sentence should be
worded clearly and each
word spoken distinctly.
That is articulation

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VERBAL SKILLS 2:
INFLECTION
What is an inflection?
Changes in the tone of
The presenters voice are
called inflection.

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VERBAL SKILLS 3:
VOLUME
Steps to improve volume
1.
2.
3.

Use Peaks and valleys

Simply vary the volume
Vary the speed of Speech

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PUT YOUR BEST VOICE

FORWARD
1.

2.

Is my speech slurred rather than

clear?

Is my voice
agreeable?

harsh

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rather

than

Speak with lively, not lazy, lips

Read aloud
monotony

Check how many words a minute you

speak

to

check

your

voice

Speak at the rate that suits you and the

situation

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for

Check your pronunciation

Speak in phrases; dont chop your talk

into jerky fragments

Sound your vowels fully; dont overemphasize your consonants.

Contact your listeners with eye clasp.

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HowtoimproveyourLanguage
Skills?

By Reading and listening

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WHATKINDOFWORDS/
LANGUAGETOUSE?

USEPOWERWORDS
E.g:

interesting,unusual,decisive,hot,new,
critical,urgent,compelling.

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 UseSimplewords
E.g: Instead of saying Purchase say Buy

UseRepetition
UseShortSentences
(Max18wordspersentence)

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 Usetheactivevoice,insteadof
passivevoice

UseSpecificwords
Dontuseclichs
Avoidforeignwordsandphrases
AvoidFillerwords

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HRD & TQC

Pacing is a technique by which you

balance
the
speed
of
your
Communication
with
the
listening/understanding capacity of your
audience

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HOW TO DEVELOP VERBAL

PACING SKILLS

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1. Restating or Reinforcing
Restating is the process, by which you
repeat what an individual has stated, but
with emphasis on specifies of content

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2.

Paraphrasing

Paraphrasing, unlike restating, is the

process of taking the essential content of
the individual's statement and restating
it in your own words.

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3.

Summarizing

Summarizing is used to tie in a number

of ideas that has been expressed.

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HRD & TQC

FIVE CORE SKILLS ARE

1. Probing and listening
2. Getting on the same wavelength
3. Persuasive Selling
4.Awareness of body language
5. Assertiveness
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PROBING
AND
LISTENING

Open Question
An open question is one to which it is
difficult to reply with yes or no, such
as, how do you feel about? Or In what
way?

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Reflective Question
When reflecting, you send
persons word back to them.

the

- Have you got a minute?

- Yes. What can I do for you?
- Well, Im not sure how to begin

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other

According to Carl Rogers, most of

us have a tendency to evaluate,
interpret and sympathize rather
than to probe or reflect, yet it is
these two behaviors that have the
most potential for real and lasting
help.

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E.g
Evaluating:

Interpreting:

IdturnitdownifIwereyou.Its
notworththehassle
Ah.,thatsbecauseyouretorn
betweenyourdesiretogetonin
yourcareerandyourtraditional
roleasamother
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Sympathizing: Iknow.Itsnoteasybeingaworking
mother,isit?
Probing:

Reflecting:

Whatarethemainreasonsforyour

confusion?
Itsgotyouconfused?

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A hypothetical question is one that

asks someone to question
respond to a potential
Hypothetical
or fictional situation

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The pause.

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Closed questions
- Did the finance manager behave as

predicted?

- Exactly

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Forced Choice questions:

A forced-choice question is a variety of
closed question and so all the pros and
cons mentioned above apply here too. It
is a bit like a question in a test or
questionnaire with a multiple-choice
answer. You select the correct answer or
the one that is closest to how you would
like to respond.
How do you feel youve performed in the last six
months?
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- All right
- How would you describe your
performance?
- OK
- Would you say youve
improved?
- I hope so

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UNPRODUCTIVE
PROBES

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TALKINGMORETHAN
LISTENING
Making counter-proposals
Facilitating defend/attack spirals

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Stacking up arguments in your favor

Persistent use of the royal we

Using formalspeak

Manipulation and how to resist it

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Leading questions
A leading question is one that tells the
other person how you expect or how
you prefer them to answer.
Am I right in assuming that everyone agrees with
this proposal?

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LISTENING SKILLS

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Active Listening

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GETTING ON THE SAME

WAVELENGTH

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1. Signposting
Assoonasyoubeginasentencewithontheone
hand

2. Checkingyourunderstanding
3. AskingQuestions
4. Self-Disclosure
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5. Defusing emotive
language
Yourenot
performing.

Youretoo
lazy

I have some concerns

about your performance
that Id like to discuss with
you, please.
Are you aware that you give
the impression of being lazy?

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What you ought to do is What would be

the
effect if you?

According to your staff,

Are you aware
that youre too detached your staff
perceives
you as detached?

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BODY LANGUAGE
Eyes
Facial Expressions
Posture
Gestures
Proximity / Use of Space
Dress & Accessories

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GENERAL GUIDELINE FOR BODY

LANGUAGE:

Try to sit reasonably upright, leaning

back
slightly,
in
an
asymmetrical
position: you
will look relaxed but
attentive

Make eye contact 50-70 per cent of the

time, especially when you are making a
statement or request that must have
impact

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 Keep your tone of voice neutral (but

not a monotone) so that key words do

not
become
lost
in
emotional
overtones

If you are a natural gesticulator, use

more
open-palm
gestures
than
finger-pointing and wagging gestures

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Effective Presentations Skills

HRD & TQC

WHAT IS A
PRESENTATION?
The suggestion of an idea as a
solution to any given problem is
known as Presentation.

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FOUR ROLES OF
PRESENTATION IN BUSINESS
To gather, disseminate
and
exchange information
To influence a decision
To create, change or modify individual and work-group
Identities
To provide entertainment or perform a cultural ritual

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The Steps
1.
2.
3.
4.
5.
6.

Introduction
Planning Your Presentation
The Presentation Sequence
Creating Effective Visual Aids
Presentation Techniques
Practice

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Great speakers arent born,

they are trained.

Presenting is a Skill
Developed through experience
and training.

#1 Fear
Feared More Than Death!
THE FACTS: Shaky hands, blushing
cheeks, memory loss, nausea, and
knocking knees
NORMAL!

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Causes of the Anxiety

Fear of the Unknown OR Loss of Control
Fight or Flight Mode
No Backup Plan
No Enthusiasm For Subject
Focus of Attention

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Definitions
Presentation
Something set forth to an audience for
the attention of the mind
Effective
producing a desired result

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Effective Presentations
Control Anxiety Dont Fight It
Audience Centered
Accomplishes Objective
Fun For Audience
Fun For You
Conducted Within Time Frame
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Visuals

Use diagrams when possible

Communication (easier to understand, more

potent)

Spatial memory

Impact (less cognitive, more visceral)

Elements of Dynamic Delivery

55% Body Language

38% Voice
7% Content

ElementsofDynamicDelivery
55%BodyLanguage

7%Content
38%Voice

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HRD & TQC

Part 5:
Creating Effective Visual Aids

Visual Aids
Enhance Understanding
Add Variety
Support Claims
Lasting Impact
Used PoorlyA DistractionIneffective
Presentation
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Visual Aids - Examples

PowerPoint Slides
Overhead Trans
Graphs/Charts
Pictures
Films/Video
Flip Charts
Sketches
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Visual Aids Should

Supplement presentation
Outline of main points
Serve audiences needs, not speakers
Simple and clear

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Main Point 1: The Purpose of

Using Visual Aids
Visual aids support your ideas and
improve audience comprehension of
your presentation
Visual aids add variety to your
presentation by giving the audience a
break from listening and letting the see
something
Visual aids help illustrate complex ideas
or concepts and are helpful in
reinforcing your ideas
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Visual Aids

Improve comprehension

Add variety

Illustrate complex ideas

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Be Visible
Titles should be 38-44 pt. font size
Text should be 28 pt font size
Use color wisely
Contrasting colors

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"A good visual aid

is like a billboard
that you see on
the highway - You
get the message
even at 60 miles
an hour".

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Retention

Impact

Understanding

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 Saves time
Image
Stimulate interest of
the audience

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PITFALLS ASSOCIATED

 Distracted Audience

Talking to them

Equipment worries

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TYPES OF VISUAL AIDS

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 Slides
Overhead
Flip Charts
PowerPoint Presentation
Pointers
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Placement

Don't overdo it

Be consistent

Centering
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Don't crowd too many details in a single

visual
Use color psychology
There should be a harmony of colors in the
visual aid.
Do not use more than three or four colors.

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Use visual aids pictorially

Present one key point per visual

Avoid miscellaneous visuals

Use graph, instead of data

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Make pictures and diagrams easy

to view:

Make text and numbers legible

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Why Give A Presentation?

Three Main Purposes
1. Inform
2. Persuade
3. Educate

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Part 2:
Planning Your Presentation

Planning Your Presentation

1. Determine Purpose
2. Assess Your Audience

Success depends on your ability to

reach your audience.

Size

Demographics

Knowledge Level

Motivation
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Planning A Presentation
3. Plan Space

Number of Seats

Seating Arrangement

Audio/Visual Equipment

Distracters
4. What Day and Time?

Any Day!

Morning
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More Planning
5. Organization

Determine Main Points (2-5)

Evidence

Transitions

Prepare Outline

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Organizing Your Presentation

Organizational Patterns
Topical
Chronological
Problem/Solution
Cause/Effect

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Presentation Outline
Keyword Reminders
Conversational Flow
Flexibility
More Responsive to Audience

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Part 3:
The Presentation Sequence

#1: Build Rapport

Relation marked by harmony or affinity
Audience members who trust you and feel
that you care

Start Before You Begin

Mingle; Learn Names
Opportunity to reinforce or correct audience
assessment
Good First Impression

People Listen To People They Like

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#2: Opening Your Presentation

Introduce Yourself Why Should They
Listen
Get Attention, Build More Rapport,
Introduce Topic
Humor
Short Story
Starling Statistic
Make Audience Think
Invite Participation

Get Audience Response

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#2Completing the Opening

Clearly Defining Topic
If Informative
Clear parameters for content within time

If Persuasive
Whats the problem
Who cares
Whats the solution

Overview
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#3: Presenting Main

Points (Solution)
Main Point-Transition
Supporting Evidence
Examples
Feedback & Questions From Audience
Attention to, and Focus on, Audience
(Listening)

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#4: Concluding Your

Presentation
Goal
Inform audience that youre about to
close
Summarize main points
Something to remember or call-to-action
Answer questions

Tell em What You Told em.

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Part 4: Effective
Presentation Techniques

Presentation Style
3 Elements
1. Vocal Techniques
Loudness
Pitch
Rate
Pause

Deviations From the Norm for Emphasis

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Presentation Style (cont)

3 Elements
2. Body Language
Eye Contact, Gestures, Posture

3. Use of Space
Can Everyone See You?
Movement
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Common Problems
Verbal fillers
Um, uh, like
Any unrelated word or phrase

Swaying, rocking, and pacing

Hands in pockets
Lip smacking
Fidgeting
Failure to be audience-centered
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5 Presentation Tips
1. Smile
2. Breathe
3. Water
4. Notes
5. Finish On Or Under Time

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Anticipate questions

Answer questions at the end

Dont let a few people dominate

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Dont let the questioner give a speech

Listen to the question

Repeat the question

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There are three major reasons why you

should always repeat the question.

1. You make sure that

everyone in the
audience heard the
question
2. You make sure that
you heard the
question correctly.
3. You buy yourself some time to think
about your answer. (If you want even more
time,
rephrase the question slightly and say,
Is
that the essence of what youre asking?)

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If you dont know, admit it. Then take

one, some, or all of the following
actions:

1. Ask if anyone in the audience can

answer the question.
2. Suggest a resource where the
questioner can find the answer
3. Offer to learn the answer yourself and
get it to the questioner.

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After youve answered a reasonable number of

questions, start looking for an opportunity to end
the session. Wait till
you get a question that
you answer brilliantly. Then
announce that
time has run out.

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Just make the last question one that you ask

yourself.
Thank you. Weve run out of time. Well, actually
youre probably still wondering about (fill in your
question). Then give your brilliant answer.
End it on time.

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HOW TO TREAT THE

QUESTIONER

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Dont make the questioner feel

embarrassed or stupid

Do assist a nervous questioner.

Do recognize the questioner by

name.

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Dont send the questioner a

negative non-verbal message

Do compliment the questioner if

appropriate

Dont attack the questioner.

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HOW TO DESIGN YOU

ANSWER

Dont assume you know the question.

Do keep it brief.
Dont let the questioner define your
position
Do refer back to your presentation.
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Dont get locked into the questioners

facts or premises.

Do define the terms under discussion.

Dont make promises you wont keep.

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Do refer to your experience.

Dont evade questions by acting like

youre answering them.

Dont depend on
particular question

being

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asked

HOW TO DELIVER YOUR

ANSWER
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Dont limit eye contact to the

questioner.

Do be appropriate.

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SEVEN GREAT QUESTION

HANDLING TECHNIQUES

Reverse the question

Redirect the question

Rephrase the question

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Expose a hidden agenda

Put the question in context

Build a bridge
Repeat the question

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COMMON TYPES OF QUESTIONS

The yes or no question
The forced choice question
The hypothetical question

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The top question

The false assumption

question

The implied question

The multiparty question
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Wish you all the best

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