Effective Presentation Skills

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Effective Presentation Skills -Tips for Success

Effective Presentation Skills – Tips for Success
CONTENTS
Title Page
1 PREPARING TO PRESENT 2
2 USING THE VOICE EFFECTIVELY 4
3 EXERCISES TO HELP DEVELOP YOUR VOCAL SKILLS 7
4 CREATING A STRONGER PRESENCE 8
5 EXERCISES FOR GREATER CONTROL OF BODY LANGUAGE 10
6 PLANNING AND STRUCTURING THE PRESENTATION 11
7 INFLUENCING YOUR AUDIENCE 15
8 DEALING WITH QUESTIONS 17
9 USING VISUAL AIDS 21
10 PRESENTATION CHECKLIST 25
11 CONTINUING YOUR DEVELOPMENT 26
12 PRESENTATION STRUCTURING SHEETS 27
13 PERSONAL ACTION PLAN 29

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1 PREPARING TO PRESENT
1.1 Breathing techniques

• Take in a couple of deep breaths before you start Aim to breathe out for as long as possible to
help release any hidden tension in the body.
• Breathe deeply - from the abdomen, keeping the chest and shoulders relaxed Aim to complete
two full breaths in the 20 seconds before you present to calm any nerves.
• Pace your breath to the end of the sentence. This will help you maintain energy in the voice to the
end of the sentence and avoid 'dropping off' the last few words.
1.2 Relaxation techniques

• To help to control tension in the hands, stretch and clench your hands to create tension and then
shake them out to release the tension. This also helps you to fully engage with your hands and
you will be more inclined to gesture during your presentation.
• Roll your shoulders back and forwards to loosen them up.
• Take a walk before you present. Movement is always a good way to feel more relaxed.
• When you are nervous, your face can often appear blank and even stern. To relax tension in the
jaw and throat, take a big yawn opening your mouth and wide as possible.
• Imagine chewing a very large toffee to really exaggerate the jaw movement and release tension
in the facial muscles.
1..3 Visualisation techniques

• Negative thoughts lead to negative feelings. It is important before you present to switch your
mind-set to positive thoughts so that you are more likely to create positive feelings towards your
presentation.
• To do this, give yourself three reasons why your audience should listen to you. These reasons
are called positive affirmations - they reinforce a positive mental attitude. Before you present say
these reasons to yourself to block out any interference from negative thoughts.
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• Visualise yourself giving a good presentation - your ideal image. Ask yourself
o How did I look whilst I was presenting?

o How did my voice sound?
o How was I feeling?
• The brain finds it difficult to distinguish between strong imagination and reality. By engaging with
the three most powerful senses listed below, you have used your imagination to kid your brain
that you have actually completed a successful presentation.
o visual (seeing)
o auditory (hearing)
o kinaesthetic (feeling)
• When you come to do the presentation, it will feel like a déjà-vu situation - that you have already
done it very well.
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2 USING THE VOICE EFFECTIVELY
2.1 Developing greater clarity

• The audience should hear every word you say in your presentation. Open your mouth and take
your time over every word - don't snatch at or merge words or syllables together.
• The same applies to your name. Don't merge your first and last name. Otherwise the audience
may not hear your name correctly.
• The consonant sounds give the voice greater clarity and conviction. It is important to pronounce
them clearly otherwise your voice can sound mumbled or hesitant.
• The vowel sounds carry the emotion in the voice and allow the voice to project. It is important to
fully pronounce them to enhance your vocal quality. If you snatch at the vowel sounds you will
sound nervous or even abrupt.
• Take care to pronounce the final letter of the word. This can sometimes be left out and two words
can merge into one. This reduces clarity and will result in loss of overall impact.
2.2 Increasing volume

• Various factors in your environment can hinder your vocal projection. A large cavernous space
with a high ceiling, a room with an echo, the sound of a data projector, sounds outside the room
etc will all help to reduce your vocal impact if you are too quiet.
• To increase the volume, direct your words to the back of the room -furthest away from you every
now and again. You will automatically speak louder.
• Imagine your voice is like a laser beam and direct it to a specific point - it will come across with
greater strength and purpose.
• Go for a quick volume boost when you feel tension in the voice. This creates more energy and
helps hide any shakiness in the voice that nerves can generate. It is particularly useful at the start
of your presentation when the nerves are normally at their highest.
• A quick volume boost will also grab the audience's attention at the start.
• Remember - you always think that you are sounding louder than you actually are
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2.3 Using emphasis

• Emphasis on specific words in a sentence helps influence the meaning of that sentence.
• E.g. take the sentence "I never said he stole the money" - see how the meaning changes when
you emphasise the words 'I', 'he' and 'money'.
• Using emphasis also gives your voice an energy boost and it is useful to do this if you feel that
your voice is getting tired or monotone.
• Emphasising key words requires greater energy and makes your voice more dynamic to listen to.
It will also vary the pitch and tone in your voice.
• If you feel that your voice trails off at the ends of your sentences think of emphasising the final
word. This will help sustain the energy to the end of the sentence.
2.4 The effect of the pause

• Audiences are not able to speed-listen. Pause to help control the pace of your delivery. It is
helpful to pause at the start of your presentation, at end of your first sentence. Your natural
tendency is to speed up because you are nervous. A pause acts as though you are 'pressing the
brake pedal' at the start and helps you maintain a more controlled pace throughout the
presentation.
• The key time to pause is at the end of your sentence. This is necessary for the audience to take
in that sentence before you move on to the next one.
• You also need to pause to draw breath for your next sentence. A pause gives you time for your
next thought to come and your mind is less likely to go blank.
• Pause at the end of the sentence to help you avoid using filler words such as 'urn' or 'err'. The
silence created by the pause has far greater impact.
• Pause after a rhetorical question or key word or phrase. This will increase the impact on the
audience.
• Take care not to over-use this technique or you can sound manipulative.
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2.5 Using emotion to help influence vocal expression

• Using emotion can help to influence your tone of voice. To change your tone, think of an emotion
when you are speaking. Three strong emotions that can help enhance your expression are Anger,
Mystery and Humour.
• 'Anger' can give a soft voice more power and conviction. 'Mystery' can help slow down a fast
voice. 'Humour' can relax a tense voice and can help make you smile!
• Exaggerate the expression in your voice as if you were telling an exciting story. You will come
across with more enthusiasm but will not sound as 'over the top' as you think.
• Smile - to make your voice smile! It is always a good rapport build with your audience.
2.6 Taking on a role - to help enhance tone of voice

• Take on a role when you present to help influence your tone and change your vocal expression.
For example read an extract from the newspaper using the following roles:
o A politician giving a key note speech -for stronger conviction

o A story teller telling a story to a group of children -for more enthusiasm,
• Taking on a role also helps you to avoid that 'exposed' feeling that you can experience when you
are speaking in front of an audience.
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3 EXERCISES TO HELP DEVELOP YOUR VOCAL SKILLS
• Practice reading out aloud to help increase your vocal stamina. Practice over the sound of the
radio or television to help increase your vocal strength and volume.
• Underline words in the text to emphasise - to help control the use of emphasis.
• Over exaggerate the words as you read out aloud -to improve your pronunciation and overall
quality of each word.
• To increase the variety in pitch practice changing pitch from the last word of one sentence to the
first word of the following sentence.
• Practice reading a piece of 'dry text' using different roles to bring it to life.
• Use tongue twisters to warm up before presenting. Mouth them silently, exaggerating each
movement of the mouth to warm up the face or say them out aloud to warm up the voice.
• Practice out aloud any difficult words, terms or phrases in your presentation prior to presenting.
Some terms may be familiar to you but not to your audience. If you rush over them you may trip
up over them and your audience may not hear them properly.
• Practice your opening three sentences out aloud with different tones and use of emphasis This
will help you to learn them and also help to keep them fresh and interesting.
• Practice your final three sentences in the same way
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4 CREATING A STRONGER PRESENCE
4.1 Achieving a confident presence

• Your audience will make a judgement about you even before you start to speak. So it is very
important to use your body language to your advantage to make a strong first impression.
• Adopt a calm and open stance before starting -standing with a strong posture, weight evenly
distributed on both feet. Allow your arms to hang freely at the side of your body. This is called the
'Neutral Position' - it helps you to appear calm and confident and you are less likely to use
unconscious fidgeting or nervous gestures.
• Take a few seconds to look at your audience before starting to speak. This helps you to
command your audience to pay attention to you as you draw them towards you in anticipation.
• It also gives the impression that you are confident and have ownership of your space
4.2 Using gesture to enhance the message

• Try to keep gestures economical and away from the body. Too many small frenetic gestures
appear hesitant and a bit frantic. Control this by thinking of gesturing in 'slow motion' - to help you
adopt a calmer, more controlled rhythm.
• Try to gesture on key words - to give the words greater emphasis and add a visual impact to your
delivery. It is impossible not to add emphasis into your voice when you gesture.
• Gestures give you energy and make you feel more relaxed. Try to use a gesture fairly early on
when you speak. You will be more likely to keep them going during the presentation.
• When presenting to larger audiences, aim to keep gestures economical and away from the body.
• The larger the audience, the larger and slower the gestures need to be. This helps to amplify your
presence on stage.
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4.3 Using movement effectively

• Aim to achieve the right balance between movement and stillness.
• If you feel that you are getting tense, move purposefully to a different place on the floor.
Movement helps to relax you when you are presenting as long as it is controlled and purposeful
and does not become a repetitive 'wandering' motion.
• Move to a different position when you are changing to a new section / idea of your presentation.
The audience will associate a new idea with a different section on the stage. It helps them to
retain the information as they see a 'visual paragraphing' of the presentation.
• If you are going to speak at a large, unfamiliar venue, try to walk around the area - both the
presentation space and audience space before you start - while it is empty. This will help you feel
more familiar and confident with the space when you begin to present in it. It is less likely to feel a
strange and alien environment.
4.4 Use of eye contact to build confidence

• Eye contact helps create better interaction and rapport with the audience. Aim to give about three
seconds of eye contact per person whilst you are speaking. You will feel as if you are having
conversations with individual members of the audience rather than speaking to them en-mass.
This will help you engage fully with the whole audience.
• Using specific eye contact actually helps give you extra confidence. You are less likely to feel
over-awed by a sea of faces in front of you.
• Share your eye contact around the audience in a random way. This is less predictable and results
in a more engaging, convincing and assertive delivery style.
• Aim to look at your audience at the end of a sentence. This reinforces the message in that
sentence and creates greater conviction in your message. If you look down at this moment you
lose the Impact of what you have just said.
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5 EXERCISES FOR GREATER CONTROL OF BODY LANGUAGE
• Practice standing in the 'Neutral Position' - as described in 'Achieving a confident presence'

section - it will start to feel more natural and become an 'anchor position' for when you want to
calm or slow things down.
• Practice your opening by using gesture only - make it exaggerated. You are more likely to use
gesture in your presentation if you have a gesture early on.
• Do the same for other points in your presentation - imagine that you can only use gesture to
explain a concept / idea etc. Exaggerate the movement to make it as large as possible.
• To practice eye contact control - speak out aloud in the centre of a room – directing your words to
specific points in the room only. Hold your eye contact for three seconds on each specific point
before moving directly onto another point.
• Rehearse your presentation in the mirror. You will become increasingly aware of how much time
you spend looking up and looking at your notes.
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6 PLANNING AND STRUCTURING THE PRESENTATION
6.1 Generating ideas

• Brainstorm ideas for your presentation in the form of a 'mind map' or 'spider gram'. It is a very
good way to generate ideas quickly, in a clear and succinct way.
• In doing so you will restrict your information to key words and phrases which can be helpful when
putting together bullets or slides.
6.2 Audience profile

• Create an audience profile to find out as much as you can about your audience. For example:
o Number in the audience
o Level of responsibility
o Level of expertise
o Any other specialist knowledge
o Do they know you or each other
o Invited audience or have to be there
o Key audience members / decision makers
• This will help determine the material, examples and the amount of detail you need. Normally
the more expert the audience the less detail you need. A less experienced audience will need
greater use of examples to explain key ideas / concepts etc.
6.3 Create a strong opening

• This is one of the times when the audience's concentration is at its highest. Your opening should
capture the audiences' attention and clearly communicate your key message.
• The opening should also provide the audience with the motivation to listen to you. Treat it as a
self contained 'mini presentation' - approximately 10-15% of the full presentation.
• The opening needs to clear and succinct Use short sentences with one thought per sentence.
This is easier to deliver and easier to listen to. A long rambling opening gives the impression that
it is going to be a long rambling presentation.
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6.4 Create a strong ending

• The ending is another key moment in the presentation when the audience's concentration is at its
highest. Use the opportunity to re-emphasise your key message to the audience.
• A good ending leaves the audience with a final thought to ponder on. This can be through use of
a question to the audience, a quote or a provocative statement.
• Learn your opening and ending off by heart to create a strong first and last impression
6.5 Ideas for openings

• Title - an imaginative or surprising title is interesting and arouses curiosity. The title should
encapsulate the overall essence of the presentation.
• Rhetorical question - asking questions is an effective way to introduce a presentation. A
rhetorical question actively involves the audience because they have to mentally answer it.
• Quotation - quotations often use a more elevated and fluent language. Practice the quotation
before to get the most out of it.
• Startling statistic - can be a dramatic way or grabbing the audience's attention.
• Provoking thought - encourages the audience to react in some way. In doing so you have
caught their attention and interest.
6.6 Ideas for endings

• Refer back to opening - reinforce your key message to help audience retention.
• Summary - should be just that - a succinct rounding up. Aim to restrict to three to four
sentences. This is not the time to start introducing new points.
• Quotation - an inspirational quotation leaves the audience with memorable last words. It also
helps you finish on a high -you can learn and rehearse it.
• Pertinent question - a powerful way to finish. The question should imply an answer - one that
you want your audience to reach.
• Recommendation for next step - take the opportunity to tell the audience what you'd like them
to do next. Keep it specific so that the audience know exactly what they need to do.
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6.7 Create a clear structure

• Restrict your presentation to three main sections. This helps to keep a strong focus to your
presentation. You can have sub-categories but try to stick to 3 main sections.
• Three tends to be the magic number that people remember things in. More than this and you will
start to lose clarity in the presentation.
• Each main section is like a mini presentation. It should have a beginning, middle and end. This
makes it easier to follow and helps the audience remember the message.
• Remember that the audience's concentration peaks at openings and endings so the more you
have in your presentation the more you help sustain audience interest.
• A presentation should only have one key message. It is like the spinal cord of the presentation - it
helps hold the presentation together.
6.8 Signposting
• Signposting - is literally placing ‘signposts’s in your presentation to flag up a new point and
reinforce it at the end. It helps to arrange the order in which you present your information.
• Signposting divides your presentation into sections - each a mini presentation in its own right,
making it easier for the audience to follow and remember the message.
• It also makes it easier for you to deliver. Rather being daunted by a 15 minute presentation, you
can think of it as being three 5 minute presentations
6.9 Thinking on your feet

• When faced with having to speak "off the cuff', use the rule of three - by brainstorming three key
points to provide you with a quick structure in your head to keep you on track.
• Use a rhetorical question to open your speech and introduce the topic. This will allow you time to
think about what you want to say. Deliver the question and then pause - this can buy you time for
your next thoughts to come. For example
o "So how did I get to where I am now?"

o "What are the key reasons why this is necessary?"
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• If your mind goes blank - don't panic! - pause to help you stay calm and in control. Your brain
works better when you are relaxed!
• Recap on what you have just said if your next thought doesn't come easily. By recapping you will
slightly change you line of thought and a new thought will come.
6.10 Using prompt cards and notes
1. The 4 x 4 Rule
• Prompt cards are meant to do just that - provide you with prompts. Don't write a script on the
cards. Adopt the 4x4 rule when writing on prompt cards - that is a maximum of 4 bullets and 4
words per bullet on each card. This will aid clarity and will easier to follow.
• Number your cards and securely fix them for ease of use
2. Using notes
• Keep your notes clear and easy to read - large font size - about 16 and double line space. Bold
key words to help you remember to emphasise them.
• To move away from a fully scripted presentation, try to mix script with bullet points.
• Where you don't need extensive notes e.g. when you are giving an example, anecdote, image etc
- reduce the information to bullets or key words.
• This will help you to move away from full notes. The more you can do this, the greater the
opportunity to engage with your audience.
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7 INFLUENCING YOUR AUDIENCE
7.1 Techniques to aid audience recall of the material
1. The power of three

• "I came, I saw, I conquered” - Julius Caesar - giving information in groupings of three to help
deliver it with a certain rhythm that aids audience retention.
2. Repetition
• Repetition of a word or phrase also creates a rhythm that helps the audience remember the point.
E.g. a Government minister saying Education, education, education in a policy speech.
3. Alliteration
• This is when the words in a phrase begin with the same letter or sound. This also creates a
rhythm that makes the speech more memorable.
4. Metaphor/ Imagery
• Engages the audience's imagination by providing visual images that help illustrate to a richer
degree what something is exactly like.
5. Examples
• Real life examples help support and illuminate facts and in doing so break up the presentation.
They help audience understanding when the audience is less familiar with the material.
6. Stories
• Stories involve emotion and thus help to engage your audience. If the audience are more
emotionally involved, they are more likely to remember the material.
7. Power words
• Emphasise key, powerful words to grab the audience's attention. Remember - less is more. Short
phrases are dynamic and more memorable.
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7.2 Involving the audience
1. Rhetorical questions
• The audience answers in their minds and hence becomes more involved. They are good for:
o Keeping control of the audience - they form an answer in their minds
o Planting an idea in the audience's mind before going into detail
o Signposting or linking up between sections of the presentation
2. Closed questions
• Good for getting a short answer. The multiple choice response is a good way of getting a direct
response from the audience - e g 'Yes, No or Three?' etc. This can add a sense of fun and can
'warm up' an audience in a non threatening way.
3. Open questions
• Good for getting the audience to think about different options. There is no definitive right or wrong
answer. Questions that begin with - "How, Why or What " tend to lead to open questions.
4. Managing audience response

• Signpost the question- to prepare audience first. For example:
o "Let me ask you a question first."

o "Would you be curious to know?"
• Use a physical response to warm up an audience - "Can you raise your hand if…" This helps
break the ice at the beginning of a presentation and encourages some opening humour and
rapport with the audience.
• Use a mental response - to develop the audience's imagination / thought - "I'd like you to think
about this question…"
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8 DEALING WITH QUESTIONS

8.1 Managing the question and answer session
1. Rules of the road
• State your ground rules in your introduction – i.e. when you want to take questions.
• Taking questions at the end of the presentation allows you greater control. Taking questions
during the presentation allows for more audience interaction and is mainly recommended for a
smaller, more informal audience, when you can allow a greater degree of flexibility.
• Inform the audience at the start of the Q&A session of the amount of time there is available to
take questions. This is a good control mechanism to prevent a few people dominating.
• Allow one question per person at any one time. This will allow questions to be equally shared
around the audience.
• Repeat the question to ensure that everyone in the audience has heard it. If they don't hear the
question they are more likely to lose interest and switch off.
• Repeating the question also buys you time to take in the question and start thinking about how
you will respond.
2. Safety net
• At the start of the Q&A session inform the audience that you will ask the questioner to email you
their question if it requires greater consideration or a more detailed response than you have time
to give now - in the Q &A session. This provides you with a safety net for difficult questions that
you don't want to answer at that time.
• This approach also weeds out the genuine from the non-genuine questioners - if they are the
latter they are less likely to email you their question after the event.
3. Ending on a strong note

• State your time limit for the Q&A session - and stick to it. If you start to overrun, you will lose your
audience. You can make yourself available afterwards for other pressing questions.
• Finish with a question that you feel you have answered well - to give you a final buzz at the end of
the presentation. If you don't get a question that you can answer brilliantly, make up the last
question yourself - e..g. "We've almost run out of time so there's one final question I'd like to finish
on…. " Then give your brilliant response and end!
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8.2 Dealing with difficult questions

1. Anticipation
• Before your presentation, brainstorm the five most difficult questions you could be asked. Prepare
answers for them - as if they were part of your presentation. By doing so you will have some quick
responses at hand.
• This can help you to avoid any mental blockage which can happen when you are thinking on your
feet and under pressure.
2. Aggression
• Treat the questioner with grace and dignity no matter how idiotic / aggressive the question.
• Maintain a calm, open body language as this will help you stay relaxed. Use a calm steady tone
of voice. This will also help calm down the questioner.
• Focus on listening and understanding the question before you try to think up a response. Wait for
the questioner to finish. If you jump in while the questioner is still speaking you can look
defensive. Ask for further clarification, if necessary before you begin to respond. This also buys
you time before responding.
• Pause before you speak. This looks as if you are giving the question your full consideration. It
helps to slow down the pace and keep the situation calm and controlled.
• Acknowledge the questioner - no matter how contentious / aggressive the question. Even if you
just say "thank you for this question" before deciding how to answer it.
• It is important not to take it personally when you get a hostile question. Focus on eliciting the facts
from the question rather than reacting to the emotion of the questioner.
• Keep your answers simple and succinct. You are not trying to give another presentation.
• Treat each question with equal time in your response - whether it is an easy or difficult question. It
will then be less obvious which questions you are finding easy to answer and which questions you
are finding more difficult.
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8.3 Strategies for dealing with difficult questions

1. Rephrasing
• Rephrase a question into your own words when you want to summarise a long question or
neutralise a potentially contentious question. This makes it easier for you and the audience to
understand and helps to reduce negative or emotionally charged words.
2. Redirecting
• Redirect a question to the rest of the audience that you don't have a clue how to begin to answer.
This is particularly effective in smaller, more informal groups where interaction can be
advantageous.
3. Refocusing
• Refocusing is a useful way to manage difficult or trick questions by moving to a more universal
theme / issue in your response rather than answering the question in hand. It is a useful
technique when you feel that you have a 'trick' question.
• To refocus in a fluent and credible way you need to build a bridge between the actual question
and the response you give Typical bridges are:
o "The real issue here is "

o "The essential question to ask is "
o "If we look at the universal picture "
8.4 Refocusing difficult questions

1. Questions that are really statements or accusations
• "How could any effective manager allow this level of redundancy within our department?"
• The motivation behind the question isn't genuine - the questioner is not looking for an answer but
wants to air their own agenda and provoke an argument with you.
• Example bridge - "If we look at the universal picture we may begin to understand why this is
happening to all of us…." The question is now less personal.
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2. Trick or 'set-up questions

• "Does your plan omit post-customer care because we don't have the budget for this or that you
don't think it is necessary?"
• This is a closed question to trap you into a yes or no or forced choice answer
• Example bridge - "The real issue here is " to refocus on what you want to get across rather than
on the issues that the questioner wants to air.
3. Hypothetical questions
• "What if the targets fall below your expectations?"
• These questions can suck you into a long hypothetical debate. There are not usually relevant to
the presentation. Usually, only the questioner wants to pursue this - the rest of the audience want
to move on.
• Example bridge - "There are a number of factors we need to address before we can answer that,
the main one today is….. " to politely but firmly reinforce the issues relating to your presentation
today.
4. Multiple part questions

• Often, a question can be multi-layered - either because the questioner is trying to ask as many
questions as they can all at once or because they are very poor at asking clear, easy to
understand questions.
• An example bridge is "The essential question to ask is…." Try to pick one question from their
multi part question that you can answer confidently. Stick to answering that one only.
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9 USING VISUAL AIDS

9.1 Creating greater impact
• Visual aids should be just as they state - visual rather than text based, wherever possible. A
visual is an immediate way of conveying information to an audience. Visual slides are also easier
to talk around.
• In order for a visual aid to add impact to your presentation, it must be designed to be easily read
or seen by the whole audience. It should not be mistaken for a handout or supporting information.
• Graphs and diagrams are excellent means of simplifying the presentation of data. It is however
important to keep them simple and label them clearly.
• Graphs are effective ways of showing historical trends and patterns at a glance. Remember to
use a large enough font size for any numbers / words on the axes of the graphs so that the
audience can read easily them.
• Pie charts are very effective at showing how the different shares of a particular resource are
made up. Bar charts convey comparisons of different sizes instantly. Take care however not to
over-burden your charts with too much colour or shading as this will become too complicated for
the audience to read at a glance.
• Try to include colour to add variety to your slides. But don't over use colour or it will get confusing
and messy. Aim for a consistency in the use of colours throughout the presentation. Normally a
maximum of 3 colours per slide is most effective.
• Pictures are very effective for communicating concepts and conveying emotion. They encourage
the audience to use their imagination hence helping them maintain interest.
• When using word-based slides, keep the text down to a minimum - it will allow you more
opportunity for your own value-added input. Limit your text to key words and phrases and avoid
writing in full sentences.
• Adopt the 'less is more' approach to text. Wordy slides are harder to read and if the audience is
reading your slides, they are not listening to you. So by using fewer words you will arouse
audience curiosity and maintain their interest.
• Shorter slides are also easier to deliver - you don't have to spend time reading and assimilating
the information on the slide before presenting it. They are also more flexible. Short slides with just
key issues allow you more flexibility to interpret the issues and adapt to your audience's particular
interests and expectations.
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• Use a font size that is easy for the audience to read - if the audience can't read it then it shouldn't
be there (The default title font size for PowerPoint is 44pt Arial)
• You shouldn't have to ask the audience if they can 'read it at the back' - it's too late to find that
they can't read the slide when you start your presentation - you need to have worked this out
before!
• Keep your fonts consistent - to one or two varieties at the most. This is much easier for the
audience to read and follow.
• Use Arial as a font. It is much easier to read than any other font.
• Avoid using too many 'fly in' bullets in PowerPoint presentations - they soon become very
predictable. If you adopt the 'less is more' approach to using text then you will not need to rely on
fly-ins to reveal information.
• Avoid over-doing the technical wizardry in PowerPoint. Simple dissolves in-between slides can
look professional but overuse of some options quickly becomes very distracting. The audience
will end up paying more attention to the gimmicks than to the message that you are trying to
convey.
9..2 Flip charts

• Flip charts are very useful if you are presenting to a small audience and want to encourage some
audience participation. Using a flip chart gives an element of spontaneity to the presentation
which can help maintain audience interest
• Take care where you place the flip chart. If you are right handed place it to your left as you face
the audience so that you obscure less of it when drawing
• Try to avoid drawing and talking at the same time as you will be making it twice as hard for the
audience to hear you if you are facing away from them. If you need to speak and draw at the
same time keep your words clear and loud and only speak in short sentences to avoid losing the
audience's attention.
• Ensure that your diagrams and words are large enough for the whole audience to read. Plan to
leave plenty of white space and leave about one third of the page empty at the bottom. This part
of the page is hard to see by the audience and it is also harder to write legibly while leaning down
low
P a g e | 23

• Pages can be drafted out in pencil in advance to help create neat lines and maintain a polished
image. You then only need to draw over the lines during the presentation.
• You can also fully or partially prepare your flip chart pages beforehand. This will save any long
uncomfortable silences during the presentation, while you are drawing or prevent you from
speaking for too long whilst you are turned away from the audience.
• Leave a blank page in between each page so that the wording doesn't show through. It will also
allow you to 'clear the page' when you have finished speaking about that visual and draw the
audience's attention back to you
9.3 Managing PowerPoint effectively

• Remember that you are your most important visual aid PowerPoint is there to support your
message - not the other way round.
• To maintain your authority and command over the audience, it is important that you don't allow
the technology to take over It is easy to feel insignificant by the technology and a large screen
behind you. To avoid this, move to a space away from the equipment when you first start your
presentation. This should ideally be nearer to the audience.
• Address the audience at the start of the presentation before starting the slide show.
• This will help you build rapport with the audience at the start and will also give the impression that
it is you who is commanding the audience and controlling the presentation rather than the
PowerPoint controlling you.
• Likewise, at the end of the presentation, move away from the equipment - towards the audience -
to establish a strong final impression.
• Make sure that your last slide is the image that you want to leave your audience with or,
alternatively, leave a blank slide or switch off the PowerPoint before you finish.
• Walk around the presentation space before the audience arrive and familiarise yourself with the
opportunities for movement when you are giving your presentation. This will help you avoid
staying rooted to the spot when you deliver your presentation.
• Take your time to change slides - pause and allow the audience to take in what is on the screen
before speaking. The audience needs this time to assimilate what has just been said and to
absorb the information on the new slide before you start to speak. It will also give you time to
gather your thoughts before you begin to speak.
P a g e | 24

• Avoid rushing through the slides - one per minute is about the right amount of time to spend to
avoid going to fast and losing audience attention.
• Remember to direct your delivery to the audience not the screen. Avoid referring back to the
screen for prompts. This is especially common at the end of sentences when the presenter looks
back at the screen for the next prompt It you do this your voice will trail off as you turn your head
away from the audience and this will reduce the impact of your message. Instead use your laptop
- arranged carefully in front of you or use notes or prompt cards to give you the necessary
prompts.
• If you are displaying quotes or provocative statements on a slide don't just tell the audience to
read them for themselves. They wont read them with the passion and conviction that you, the
presenter will. Keep the text short, learn it and deliver it with impact. Highlight the most powerful
words on the slide - either in bold or colour to maximise the impact of the quote / statement on the
audience.
• Finally, ensure you have tested the equipment before the presentation so that you are not thrown
by any problems during the presentation.
P a g e | 25

10 PRESENTATION CHECKLISTS
10.1 Establishing rapport through body language

• Positive stance and body posture
• Using gestures for emphasis
• Effective use of eye contact
• Good use of facial expression
• Using movement and space effectively
10.2 Using the voice effectively

• Clarity of speech
• Correct speed - easy to follow
• Using emphasis for dynamic variety and to influence meaning
• Using pauses for control of speed and effect
• Variety in tone and expression
10.3 Structuring the presentation

• Creating an impressive opening
• Communication the key message clearly
• Audience benefit clear to the audience
• Creating a confident close
• Good use of signposts
• Preparation on 'difficult questions' and their responses
10.4 Use of language

• Simple and succinct sentences
• Clear and unambiguous and easy to understand
• Good use of analogies and examples
• Effective use of questions to involve the audience
• Most important parts are sufficiently memorable
P a g e | 26

11 CONTINUING YOUR DEVELOPMENT

• Now that you have developed an effective presentation delivery style, you need to maintain this
new level of confidence. The best way to do this is to gain more presentation experience. Here
are some tips to continue your progress:
o Practice the voice exercises in this booklet
o Practice the body language exercises in this booklet
o Practice deeper breathing and relaxation exercises whenever you feel tense
o Review your positive affirmations each week and make new ones where necessary
o Make a list of all the times you speak in front of others during your week. Treat each of
these as a mini presentation.
o Select a vocal skill to focus on every time you speak in front of others.
o Set yourself a target on when and how often you will present.
o Actually put yourself in the position to present more often -volunteer to do it whenever you
can.
o Select one delivery technique to improve each time you present.
o Practice your opening and ending.
o Practice delivering your key message in a one minute advert.
o Practice your presentation in sections adhering strictly to time limits.
o Ask for feedback from a colleague after a presentation.
o Give feedback to another colleague on their presentation.
o Observe other speakers and pick up one tip to learn from them each time you see them
present.
o Make a list of interesting quotes that you can use in future presentations.
o Create a list of metaphors for concepts/ideas that are difficult to convey.
o Make a file of typical questions and answers.
o Practice delivering your answers out aloud.
P a g e | 27

12 PRESENTATION STRUCTURING SHEETS
12.1 Planning the presentation
Subject I Title of Presentation_________________________________________
Audience___________________________________________________________
Determine Your Objectives:
What is the main aim of your presentation?
What is the overall effect you want to have on your audience?
Know Your Audience:

What is the level of expertise / background knowledge of your audience?
P a g e | 28

12.2 Organising your ideas

Introduction:
Purpose: What is your key message - ask yourself why you are there?
Benefit to the audience: What is this? Ask yourself why are your audience there?
Body:
Main Points: Try to keep to 3 main points and then break down into sub points if necessary. Signpost in
between points.
Conclusion:
Purpose: Restate it as in the opening but in the past tense
Benefit to the audience: Restate it as in the opening but in the past tense
Action Step: Tell your audience what you would like them to do or think now
P a g e | 29

13 PERSONAL ACTION PLAN
Write down 3 strengths regarding your presentation technique
1.
2.
3.
Write down 2 short tem targets for further development
1.
2.
Now rehearse your presentation in front of a video camera, a colleague or family member and
use this guide to polish it until you are more fluent.

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Effective Presentation Skills -Tips for Success

Effective Presentation Skills – Tips for Success

2 USING THE VOICE EFFECTIVELY 4

3 EXERCISES TO HELP DEVELOP YOUR VOCAL SKILLS 7

4 CREATING A STRONGER PRESENCE 8

5 EXERCISES FOR GREATER CONTROL OF BODY LANGUAGE 10

6 PLANNING AND STRUCTURING THE PRESENTATION 11

7 INFLUENCING YOUR AUDIENCE 15

8 DEALING WITH QUESTIONS 17

9 USING VISUAL AIDS 21

11 CONTINUING YOUR DEVELOPMENT 26

12 PRESENTATION STRUCTURING SHEETS 27

13 PERSONAL ACTION PLAN 29

Effective Presentation Skills -Tips for Success

1.1 Breathing techniques

1.2 Relaxation techniques

1..3 Visualisation techniques

Effective Presentation Skills -Tips for Success

o How did I look whilst I was presenting?

Effective Presentation Skills -Tips for Success

2 USING THE VOICE EFFECTIVELY

2.1 Developing greater clarity

2.2 Increasing volume

Effective Presentation Skills -Tips for Success

2.3 Using emphasis

2.4 The effect of the pause

Effective Presentation Skills -Tips for Success

2.5 Using emotion to help influence vocal expression

2.6 Taking on a role - to help enhance tone of voice

o A politician giving a key note speech -for stronger conviction

Effective Presentation Skills -Tips for Success

3 EXERCISES TO HELP DEVELOP YOUR VOCAL SKILLS

Effective Presentation Skills -Tips for Success

4 CREATING A STRONGER PRESENCE

4.1 Achieving a confident presence

4.2 Using gesture to enhance the message

Effective Presentation Skills -Tips for Success

4.3 Using movement effectively

4.4 Use of eye contact to build confidence

Effective Presentation Skills -Tips for Success

5 EXERCISES FOR GREATER CONTROL OF BODY LANGUAGE

• Practice standing in the 'Neutral Position' - as described in 'Achieving a confident presence'

Effective Presentation Skills -Tips for Success

6 PLANNING AND STRUCTURING THE PRESENTATION

6.1 Generating ideas

6.2 Audience profile

6.3 Create a strong opening

Effective Presentation Skills -Tips for Success

6.4 Create a strong ending

6.5 Ideas for openings

6.6 Ideas for endings

Effective Presentation Skills -Tips for Success

6.7 Create a clear structure

6.9 Thinking on your feet

o "So how did I get to where I am now?"

Effective Presentation Skills -Tips for Success

6.10 Using prompt cards and notes

Effective Presentation Skills -Tips for Success

7 INFLUENCING YOUR AUDIENCE

7.1 Techniques to aid audience recall of the material

1. The power of three