Presentation

DEFINITION OF A PRESENTATION

A structured, prepared and speech-based means of communicating information, ideas, or arguments to a group of interested people in order to inform or persuade them

PREPARATION IS EVERYTHING!

•Preparation and planning will bring you total confidence •Your audience will feel your confidence, and will in turn feel confident •This will give you control of your audience and of your presentation • With control, you will be 'in charge' and your audience will listen positively to your message

PRESENTATION PROCESS All presentations have a common objective People give presentations because they want to communicate in order to INFORM TRAIN PERSUADE SELL

OBJECTIVE Your objective should be clear in your mind. If it is not clear in your mind, it cannot possibly be clear to your audience WHY AM I MAKING THIS PRESENTATION? Do I need to: Inform ? Persuade? train ? Or sell?

Audience WHO AM I MAKING THIS PRESENTATION TO? •Who are they? Business people Professional people Political people Experts or non-experts •How many people? Will it be a small, intimate group of 4 colleagues or a large gathering of 400 competitors? •How much do they know already and what will they expect from you?

VENUE WHERE AM I MAKING THIS PRESENTATION •A small hotel meeting-room •A large conference hall WHAT FACILITIES AND EQUIPMENT ARE AVAILABLE:

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Acoustics OHP Air conditioning Seating arrangements Time of presentation Snacks

METHOD HOW SHOULD I MAKE THIS PRESENTATION What approach should you use: •Formal or informal •Lots of visual aids or only a few •Whether to include anecdotes and humor

A PRESENTATION SPEECH IS LIKE A LOVE AFFAIR

ANY FOOL CAN START ONE, BUT TO END IT ONE REQUIRES CONSIDERABLE SKILL

CONTENT : WHAT SHOULD I SAY •Brainstorm your ideas: You will discover many ideas that you want to include in your presentation •Be selective: include only information that is relevant to your audience and your objective •Create a title for your presentation •Remember, less is better than more: You can always give additional information during the Q/A session

STRUCTURE

Most presentations are organized in THREE parts 1.Tell ‘em what you’re going to tell ‘em 2. Tell ‘em 3.Tell ‘em what you’ve told ‘em .

1. Short introduction: •welcome your audience •Build rapport •introduce your subject •explain the structure of your presentation •explain rules for questions

2. BODY OF PRESENTATION PRESENT THE SUBJECT ITSELF: •

Points to be made

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How will these benefit the audience?

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Support material, examples, third party references, visual aids

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Possible audience objections

3. SHORT CONCLUSION

• Summarize your presentation • Reiterate your commitment •Thank your audience • Invite questions

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BODY LANGUAGE Your clothes your walk your glasses your haircut your expression It is from these that your audience forms its first impression as you enter the room ✸✸✸ The movement of your body is one of your methods of control

PROXEMICS PHYSICAL SPACE IN A PROFESSIONAL SETTING SPACE IS USED TO SIGNAL POWER AND STATUS IN LARGE OPEN SPACE USE THE PSYCHOLOGICAL POWER OF THIS SPACE TO YOUR ADVANTAGE WHEN THERE IS PLENTY OF SPACE TO MANOEUVRE, MOVE MORE BOLDLY AND EXPAND GESTURES WHEN SEATED AT A TABLE, USE MILDER GESTURES.

VOICE QUALITY Do not speak in flat monotonous voice throughout your presentation This is the voice that hypnotists use to put their patients to sleep! Speed: you can speak at normal speed – faster - or slowly. - and you can stop completely! A very good technique for gaining audience attention. Intonation:You can speak in a high or a low tone. Volume: you can speak at normal volume, loudly, and speak quietly. Lowering your voice and speaking quietly can help catch audience interest.

SIGNPOSTING Function Introducing the subject

Finishing one subject

Language •I'd like to start by... •Let's begin by... •First of all, I'll... •Starting with... •I'll begin by... •Well, I've told you about... •That's all I have to say about... •We've looked at... •So much for...

Starting another point

•Now we'll move on to... •Let me turn now to... •Next... •Turning to... •I'd like now to discuss... •Let's look now at...

Analyzing a point; giving recommendations

•Where does that lead us? •Let's consider this in more detail... •What does this mean for ABC? •Translated into real terms...

Giving example

Dealing with questions

•For example,... •A good example of this is... •As an illustration,... •To give you an example,... •To illustrate this point... •We'll be examining this point in more detail later on... •I'd like to deal with this question later, if I may... •I'll come back to this question later in my talk... •Perhaps you'd like to raise this point at the end... •I won't comment on this now...

SUMMARIZING AND CONCLUDING: •In conclusion,... •Right, let's sum up, shall we? •I'd like now to recap... •Let's summarize briefly what we've looked at... •Finally, let me remind you of some of the issues we've covered... •If I can just sum up the main points...

QUESTIONS

•Questions are a good opportunity for you to interact with your audience •Try to predict what questions will be asked and prepare your response in advance •Be polite with all questioners.They are showing interest in what you have to say and they deserve attention •Ask for comment from the rest of the audience

WHY USE VISUAL AIDS ?

Increases your persuasiveness resenters using visuals conduct meetings in 28% less time ncreases audience retention

hen visuals are added to an oral presentation, retention increas by about 10%. Students learn vocabulary wice as well when the instructor uses visual aids Improves understanding

TIPS FOR SUCCESSFUL VISUAL AID •Try to limit visuals to about 40 words. • Avoid clutter. Use large, bold fonts. • Feel free to use italics, boldfaces and colors to embellish points •Your language should be punchy and concise with "you" appeal (!) •Condense paragraphs into sentences, sentences into phrases, and phrases into key words •Use pictures or designs to quickly and colorfully convey an idea •Charts and graphs are useful to show relationships among variables at a glance •Action words such as "grow," "decline" and "trend" effectively show change over time.

•Whether you use a line, bar, pie, organizational, flow or table chart, remember to focus on the message, not the numbers. ‘Sales results show significant rises’ will be much more effective than ‘Sales 2000’ •The average time a slide should be on screen is 40 to 90 seconds •The average attention time span of an audience can be as low as 8 minutes. •Have hard copies of your presentation available as handouts • Use clip art judiciously •Good transitions help tie your presentation together and make it flow smoothly from one idea to the next

PRESENTATION CHECKLIST •·

Practice where you will be presenting

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Devise your presentation yourself and make it memorable

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Rehearse until it becomes second nature and you can then concentrate on your audience ·

Run the presentation through your head repeatedly

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Say it aloud whenever you find yourself alone

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See what you look like doing it

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Practice in front of other people and seek honest feedback THANK YOU