Presentation Skills

@ SAP Labs

Presentation Skills

Ground Rules

•Participate

•Breaks

•Cell phones OFF

•Courseware

Presentation Skills

Objectives

To understand principles of effective Presentations

To practice and improve our skills!

Route Map

Creative Introducti

on

Body Talk

Preparation

2nd Presentati

on Using Visuals

Audience Handling

Voice Modulatio

n

Final Presentati

on

Tips

Presentation Skills

Your Expectations

Presentation Skills

How Creative are you?

Body Talk

Presentation Skills

Communication Channels

•A.Nonverbal–a.Gestures–b.Facial expressions–c.Body movement–d.Posture

•B.Pictorial–a.Diagrams–b.Charts–c.Graphs–d.Pictures–e.Objects•C.Aural

–a.Tone of voice–b.Variations in pitch & Volume

Presentation Skills

You Are The Best Visual

• Become the audience’s focal point.

• Engage everyone in the room.

• Slides are dispassionate, you need to provide the passion & emphasis.

Presentation Skills

Appearance

Presentation Skills

Appearance

• Dress appropriate to the situation….

• Dressing casual does not mean dressing dirty….

Presentation Skills

Posture

• Do not sway• Look relaxed• Use an open

posture• Put your chin up!• Look relaxed, but

don’t look lazy…

Presentation Skills

Gestures

• Hands crossed??• Hands in pockets??• Hands clasped??• Hands wringing??

Presentation Skills

Movement

• Why move?• Don’t jerk the movements• Practice on-site if possible• Don’t stay anywhere for too long

– pause for effect• Don’t make participants squirm

to follow your movements.

Presentation Skills

Eye Contact

• Helps you connect• You can gauge what

they are thinking• Take suitable action• Use the ‘Z’

formation

Presentation Skills

Facial Expressions

• Poker faced??• Too serious??• Smile too much??• Frown too often??• Licking lips??• Twitching nose??

Preparation

Presentation Skills

Topics1. A solution to the Kashmir Issue2. Indian Movies – their influence on Indian

Youth3. The U.S ‘war on terror’4. Politics in Indian Sport5. Euthanasia – Mercy Killing6. Marriage v/s Living together7. Reservation8. Brain Drain9. Bangalore – IT haven or Common man’s

hell!!!10.Nuclear Disarmament

Presentation Skills

What Is a Presentation?

• A visual and Aural event intended to communicate, for the purposes of…– Providing information– Helping to understand– Gaining agreement– and/or motivating to act.

Presentation Skills

YOUR AUDIENCE

LEFT BRAIN

Analytical

Wordy

Critical, doubting

Responsible for

thought

RIGHT BRAIN

Creative

Lateral thinking

Spontaneous

Responsible for

actions

Presentation Skills

Presentation Skills

Meet Them In Both Worlds

• People are more than their vocations

• Meet them in both worlds• Your presentation will exceed

their expectations

Presentation Skills

The Beginning

Presentation Skills

The Elevator Speech

• A one sentence expression of the MAIN reason you are giving the speech – from the audience’s perspective

• This will guide your structure

Presentation Skills

Executive Presentations Goals

Information Sharing Update Highlight Issues and Trends Provide vital information

Decision Making Build Consensus Get Approval Take Action

Establishing prioritiesAssigning responsibilitiesAllocating resourcesAlignment

What outcomes we seek?

Presentation Skills

Theme

• These are the 5 Most important Points that I must Convey to meet this objective

Presentation Skills

People

Start with the audience in mind

–Primary audience–Secondary audience

Presentation Skills

Audience Research List

• Audience – Who & how many• Understanding – Their level of

knowledge• Demographics – Age, gender,

background• Interest – Why they are coming• Environment – Logistics,

space…• Needs – Audience needs• Customize – How can I

customize content• Expectations – What are their

specific expectations

Presentation Skills

Time your Research

Information Source Time

Presentation Skills

Structure

• INTRODUCTION– Tell them what you are going to

tell them

• BODY– Tell them

• CONCLUSION– Tell them what you have already

told them

Presentation Skills

Phasing…

• Define total length of time• Opening and closing - 10%

each

Presentation Skills

The Body

Presentation Skills

STRUCTURE• Core Statement: Petrol

consumption is increasing in all parts of India– Main Point: North

• Sub point: Bihar is experiencing a sharp increase

– Support: Petrol dealers in Patna & surrounding areas report a 52% increase in sales volumes

– Support: The Patna Chronicle reports that Northern Bihar is witnessing an increase in the number of petrol stations

Presentation Skills

Research to Outline

•Determine the outline Style–Informative–Persuasive

Presentation Skills

Informative Presentation

• Chronological Pattern -Yesterday/today…

• Spatial Pattern - Here/There ….• Causal order - Because….• Topical Pattern

– Simple to complex– Most familiar to less familiar– Least important to most important– Most acceptable to least acceptable

Presentation Skills

Informative Presentations contd.

• Outline the situation• Describe your specific role• Describe the action taken• Describe the results• Offer recommendations for the

path forward

Presentation Skills

Persuasive Speaking

• One may have to overcome– Suspicion– Inertia– Pride

• Your audience needs to go through a decision making process with you

• The analytical approach• The consequence approach

Presentation Skills

Persuasive Speaking contd…

• Describe the situation• State the problem – preferably one the

audience is not aware of. This comes from research or initial questioning

• List Criteria for selecting solutions• Offer a solution – Use the Residues

Method• Spell out the Benefits of the Choice -

Visualize

The Opening

Presentation Skills

High Impact Opening

• Read your audience – size them up• Memorize the first few lines - If

required write them down.• You DO NOT have to start with a

joke!• Good jokes are hard to find,

harder still to deliver, and quick to expire…

• Engage in a Narrative – Stories hold attention.

Presentation Skills

High Impact Opening contd.

• Get your audience involved as early as possible

• Make it Personal• Throw out a quirky fact• Draw a hypothetical Scenario• Create a series of vignettes• Use a pertinent quote

Presentation Skills

I.N.T.R.O

• I-Grab their INTEREST• N-Tell them why they NEED to listen to you • T-Tell them how much TIME you are going

to take• R-Tell them when they can RESPOND• O-Tell them your OBJECTIVE

The Closing

Presentation Skills

Closing

• What is the difference between your audience and an elephant?

The elephant never forgets -- the audience occasionally remembers!

Presentation Skills

Closing

• Quit while you are ahead. Always monitor time…

• Go out with a bang• Give them something to

remember• Reiterate the Objective

Presentation Skills

STRUCTURE - Close

•Summarize - its your last chance

• Invite questions•Thank them•Use a quotation•Wind up with a story or

joke

Presentation Skills

Preparing for Q & A

• Base this on Audience research

• Try & find out who the trouble makers are

• Run a Murder Board• Run a Reverse Murder Board

Presentation Skills

The ‘IT’ Way…

• Gather IT• Group IT• Trim IT• Spice IT• Present IT

Presentation Skills

The Presentation is not what you deliver, but what they take away!

Presentation Skills

Preparation

OBJECTIVE

THEME

BODY CLOSE

AGENDA

I.N.T.R.O

PersuasiveInformative

Start with the people in

mind

Presentation Skills

Preparation-Necessity

• An ill-prepared presenter sends a dramatic message to his/her audience: ‘I don’t think you’re very important. If you were, I’d be better prepared’

Slide Techniques

Presentation Skills

Design for…

• Your Audience…• Your Image…• Your

Objective…

Presentation Skills

Slide Creation

• Use The Master Slide• Create Cover slide, Text slide and

transition slide…• 7 X 7• Use attention grabber slides

Presentation Skills

•1

•2

•3

•4

Presentation Skills

PowerPoint Tips

• The hidden Slide – ‘H’• The Whiteboard• Avoid random effects• Translucent

backgrounds for Clarity

• Aligning

Text

Presentation Skills

Presentation Skills

Tips contd…

• Use a trigger to highlight last bullet• 1• 2• 3• 5• Six• four

Presentation Skills

AVOID

• Grainy pictures    • Copyright theft• Images purely for

decoration• Corny images

Presentation Skills

This is a text box

Come

Go

Presentation Skills

When using Visuals…

• Is it visible for the last person in your audience?

• Is there any part of the room where the visual will not be seen?

• Are you blocking the visual?

Presentation Skills

Adding Pizzazz

• Will this help understanding?

• Will this match my style?

Presentation Skills

Adding Pizzazz

• Symbols– Filling– Shadows & 3D– Text as a Symbol

• Photos – JPEG, 72 dpi• Cliparts

– WMF v/s Bitmaps (JPEG, TIFF, GIF)– Finding clipart

Presentation Skills

Presentation Skills

Sources

• www.bizpresenter.com• www.digitaljuice.com• www.eyewire.com• www.photodisc.com• www.weststock.com

Presentation Skills

Recording your Voice

Presentation Skills

Mouse Overs

Presentation Skills

Customizing Clip Art

Presentation Skills

Trimming On Line

• Custom Shows• Creating a new presentation

from an existing one

Presentation Skills

• Don’t let the tool turn you into a robot

Presentation Skills

Complaints

• The speaker read the slides to us 60.4%

• Text so small I couldn't read it 50.9%

• Full sentences instead of bullet points 47.8%

• Slides hard to see because of colour choice 37.1%

Presentation Skills

Complaints contd…

• Moving/flying text or graphics 24.5%

• Annoying use of sounds 22.0% • Overly complex diagrams or

charts 22.0%

Presentation Skills

Flipcharts

Allows Spontaneity

Presentation Skills

Flipchart Techniques

• Prepare in advance if possible• Tab them, plan when to use

them• Roll sheets smoothly over the

top to avoid crinkling• Keep extra felt pens on hand

Some Tips

Stage Fright

Presentation Skills

•When I stand up to speak, my mind sits down…

Presentation Skills

GLOSSOPHOBIA

• The Fear of Public Speaking• The fear of the unknown in a

situation over which you have no control…

• So, to conquer the fear,– minimize the unknown– maximize your control.

Presentation Skills

Stage Fright contd.

• It is not something that happens to us, it is– our reaction to what happens– or what we think might happen to us.

• We create our own stress• If we create it, we can control it!

Presentation Skills

Strategies in advance

• Prepare – There is no substitute!!!• Join a club (Toastmasters) for extra

practice• ABSOLUTELY MEMORIZE YOUR

OPENING STATEMENT SO YOU CAN RECITE IT IN AUTOPILOT !!

Presentation Skills

Control pointers

1. Keep things in perspective – “nothing in the affairs of men is worthy of great anxiety” – Plato

2. Don’t apologize – “Apologies and excuses do not change your short comings, they only call attention to them” – Benjamin Disraeli

3. Don’t take yourself too seriously4. Make friends with your audience

Presentation Skills

STAGE FRIGHT contd.

• Most audiences do not want you to fail

• Stage fright is inversely proportional to Practice & experience

• Channel the nervousness

• Fear is in the mind - Enjoy yourself

Presentation Skills

When you go ______?!!!??

•Turn to your visuals for guidance

•Focus on one person•Repeat what you said•Ask a question•Ask for help

Presentation Skills

Handling a flop…

• It’s no big deal unless you make it big…

• Failure seldom stops you. What stops you is the fear of failure

• Jack Lemon

• It’s natural to have butterflies, the secret is to get them to fly in formation

Presentation Skills

Back Up Plans….

• Transparencies incase LCD fails….

• Extra material

Presentation Skills

Practice

• Practice does not make perfect, it makes PERMANENT!

• You don’t learn swimming through correspondence!!!

Presentation Skills

Practice

• Practice, Practice, Practice• Plan for 75% of allocated time• If Q & A, plan for 50% + 25%• You don’t have to use exactly

the same words each time

Presentation Skills

Practice

• Rid yourself of

– Repetitive mannerisms– Voice patterns– Anchor words

• Listen to yourself, Use a mirror

• Get a Friend to listen to you

Presentation Skills

The only way you will ever improve at Speaking is by

Speaking

Presentation Skills

Impromptu Presentations

• Meet Opportunity with preparedness• Practice making impromptu speeches• Learn to think on your feet• Do a quick assessment of the audience• Decide an Objective• Mind Map your outline – Limit to

preferably 3/4 points• Remember Intro/Body/Close• Trim• Present

Presentation Skills

Transitions - Segue

• Guide your audience• Break pattern to

indicate change• Movement…• Pause…• Through Visuals…• Smooth or sudden

Presentation Skills

Be Redundant

• A point made once will result in 10% of people remembering it

• If you repeat a point six times, retention jumps to 90%

• Without repetition, 40% forget everything within 20 minutes

• Within 24 hours, 70% of the audience will forget almost 100%

Presentation Skills

Keeping engagement

• Relate to your audience! - LINK• Check for understanding…• Recap at intervals…• Reiterate usefulness of

concepts…• Give them a peep behind the

curtain

Presentation Skills

Keeping engagement

• In case of boredom, change what you are doing

• Ask a question• Get them involved as a group –

a show of hands?

Presentation Skills

Keeping engagement

• Mix it up… Make sure there is something for everyone…

• Use examples as far as possible…– Prepare extra examples as a

contingency

Voice Modulation

Presentation Skills

VOICE MODULATION

• Volume - related to breathing & Posture

• Tone – Pitch – dependant on volume of air expelled through the vocal cords.

• Inflection – Variation of pitch

Presentation Skills

VOICE MODULATION

• Pace - WPM

• Pause

• Diction – Quality

Presentation Skills

Emphasis

• I am glad that you are here• I am glad that you are here• I am glad that you are here• I am glad that you are here• I am glad that you are here

Presentation Skills

Emphasis

• I didn’t say you stole money• I didn’t say you stole money• I didn’t say you stole money• I didn’t say you stole money• I didn’t say you stole money• I didn’t say you stole money

Presentation Skills

Qualities

• Alert

• Expressive

• Natural

• Pleasant

• Articulated

Presentation Skills

Taking Care of the Voice

• Prevent excessive muscular tension– Try this – Peter Piper picked a

peck of pickled pepper: a peck of pickled pepper, Peter Piper picked: if Peter Piper picked a peck of pickled pepper, where’s the peck of pickled pepper that Peter Piper picked.

Presentation Skills

Taking care of the voice

• Regulate breathing– Tension causes irregular

breathing, may cause dizziness.

• Breathe deeply with shoulders still and body relaxed

Presentation Skills

Taking care of the voice

• Breathe in for a count of four, hold for a count of four, release for a count of four.

• Gradually increase exhaling time.• Repeat above while leaning

forwards, turning to the left and right while inhaling, exhale while returning to the upright posture.

Presentation Skills

The King Of Speeches

Gettysburg 1

Gettysburg 2

Presentation Skills

Let thy speech be

better than silence, or…

Be silent

Audience Handling

Presentation Skills

IT’S ALL ABOUT THEM….

It’s Your Presentation….But….

Presentation Skills

Attention Curve

Attention Level

Duration of the presentation20 Minutes 40 Minutes

Typical Attention Curve

Presentation Skills

Inside the audience mind

• Never lose eye contact• What are they thinking

about?• What’s their mood and

enthusiasm?• How much do they know?

Presentation Skills

CHARACTERS

• The positive type – gain their

support

• Argumentative type

– Give them a safe way out!

• The shy type

• The know all type

Presentation Skills

CHARACTERS

• Thick skin type

• The talkers

• The persistent

questioner

• The sleeper

Presentation Skills

Deflecting hostility

• Hostility - You’re a moron if you think we’re going to use any of this stuff!

• Respond – So your question is, is this practical !!

Presentation Skills

The Q & A session

• Anticipate questions that might come up… Murder board

• LISTEN carefully to the questioner

• Paraphrase when in doubt• Look first at the person then

others

Presentation Skills

The Q & A Session contd…

• If a participant is fumbling to articulate a question, help out…

• Don’t attempt to answer a vague question, because there is no way you can please the seeker

• Don’t Defend, Debate or Disparage

Presentation Skills

The Q & A Session contd…

• Call on experts if necessary

• Don’t lie• End Strong

Presentation Skills

The Q & A Session contd…

• Fact: Some participants hang back, even when you encourage.

• Fact: Some ask a question just to fill the time.

• Fact: A few "ask" something, but really just want to talk.

Presentation Skills

The Q & A Session contd…

• Fact: Some questions are not relevant to the entire group.

• Fact: Time can drag. • Fact: Energy can sag.

Presentation Skills

• Never substitute your own sense of the appropriate for your audience’s. They will quickly gain insight into who you really are, by what you thought would be “good enough” for them. Consider your use of childish clipart, screens of impersonal text and misspelled words. Is that the message you really want to send?

Presentation Skills

• Presentations can never be created in a vacuum and will always have more to do with your audience than they will ever have to do with you and your expertise with PowerPoint. When your audience can sit through your presentation and truly believe that they were the reason you came, you will capture their hearts.

Presentation Skills

10 COMMANDMENTS

Thou shalt not commence thy

speech with apologies

Thou shalt not till thy speech

with statistics

Thou shalt not forget to relax

Thou shalt not keep a poker face

Presentation Skills

10 COMMANDMENTS…

Thou shalt not be dull

Thou shalt not murder the

language

Thou shalt not forget to be brief

Thou shalt not forget to smile

Presentation Skills

10 COMMANDMENTS…

• Thou shalt not be sarcastic or unfair

• Thou shalt finish thy speech before thy audience does

Presentation Skills

Presentation Skills