By: Trainer Name

Presentation Skills
Presenting Successfully

Good presenting is about entertaining as much as about conveying information

 Presenting Facts
• You have 4 - 7 seconds in which to make a positive impact and good opening impression
• Don't start with a joke - it will almost certainly bomb
• Don't apologize for anything first off and start on time
• The average attention span of a listener is only 6-8 minutes, so intersperse your material with ‘spice’

What Spice can you add

• Stories
• Questions
• Pictures, cartoons
• Audience participation exercises
• Quotations
• Examples
• Statistics
 “Presentations are like Icebergs”
The tip is the bit you can see, represents only 10% of the total time and effort expended in the performance.

The 90%, which is below the surface is the preparation .

Preparation

• The Plan
• The Objectives
• The Audience
• Structure
• Visual Aids
• Rehearse
The Plan
• Plan according to what’s at stake
• Don’t just concentrate on planning the presentation of facts
• Concentrate on the style, pace, tone and tactics as well
• On an average:
5 minutes of talking = I hour of preparation

Preplanning
• Pick the best tools
• Know your audience
• Know your environment
• Have Backups
– On hard drive
– Non-electronic
 The Objectives
 Purpose of the presentation and required outcome
 Key message – what do you want them to remember most?

FOCUS IS THE KEY !!!

The Audience
 Analyze your audience:
– How many will be there?
– What are their expectations?
– How much knowledge can you assume?
– Which language should you use?
 Structure - Rule of Three

• The approach is to have three main sections

• Each section has three sub-sections.
• Each of these can have three sub-sections so on
• A 30 minute presentation is unlikely to need more than three sections, with three sub-sections each
• A three day training course presentation need have no more than four levels of three, giving 81 sub-sections in all.
• Simple!

Structure - Rule of Three

• Lack of structure leads to lack of understanding
• Allocate time to each section
• Introduction – Capture attention (5-10%)
• Main part – Deliver messages (70-75%)
• Conclusions – Restate key messages (20%)
 Effective Introductions Effective Conclusions
• Discuss objective
• Explain how you will proceed
 Summarize main content
• Establish a rapport with the audience
 Reinforce the key points
• Establish credibility
 Only repeat 2-3 main ideas you want
people to remember
Main Content  Thank the audience for listening

 Deliver what was introduced

 Present in a logical process – don’t jump between topics
 Don't put unnecessary details in the talk
 Mention reference material during the talk and recommend it for
reading later
 Visual Aids
 Should be appropriate to the setting
 Should be visible to everyone in the
audience
 Should be suitable for the message
being conveyed
Rehearse
 Timing of speech
 Practice in front of a mirror
 Practice in front of an audience and make
changes based on feedback
 Feel confident and comfortable
 Delivering Effective Presentations
Appearance
• Appearance of presenter has impact in two ways:
 First impression of the audience
 Self perception in terms of appearance has an impact on self-confidence and delivery
Dress appropriately for the situation (not for yourself), Try to look your best!!!
 Use eyes & face to highlight or downplay
 Listless/distracted – They will feel the same
 Smile – They’ll wonder why and will listen
 Use eye contact to establish rapport
 Look in any direction for five/six seconds at a time
Delivering Effective Presentations

Facial Expressions
 Use eyes & face to highlight or downplay
 Listless/distracted – They will feel the same
 Smile – They’ll wonder why and will listen
 Use eye contact to establish rapport
 Look in any direction for five/six seconds at a time
Delivering Effective Presentations
Voice:
Volume
• Loud enough but not over loud
• If the room is large, or your voice not loud enough, use a microphone
• Vary the volume as per emphasis required
Pace
• Don’t rush
• Vary your speed
• Use pauses appropriately
Articulation & Enunciation
• Speak so that everyone can hear you
• Use the correct pronunciation
 Body Language
 Use some gestures but don’t wave aimlessly
 Avoid nervous mannerisms like fiddling with a pen etc.
 Stand close to the audience if possible
 Interact with audience – don’t be afraid to walk up to people
– Avoid putting both hands in your pockets
– Stand to one side of the projection screen
– Do not turn around to read from the slides
– Make Index/Flash cards to prompt you if you forget

Word Choice/ Language

 Is the word/language choice appropriate for the level of the audience?
 Personal approach. Use of ‘you’ ‘we’
 Repeating phrases: Like that, You know, You see, I bet, Ok …..
 Post – Presentation
Handling Q&A Sessions
• Allow time at the end of the presentation for questions
• After inviting questions wait for a few seconds to allow people gather their thoughts
• Listen! when a question is being asked
• Don’t formulate the answer while it is being asked
• Ask for clarification if not clear
• While answering direct remarks to entire audience not just one person
• Try to relate the question back to the main points
• Don’t get side tracked by irrelevant questions
• Most effective – Answers that are 10-40 seconds long
• If you don’t know the answer, tell them you’ll get back to them and make sure you do!!!
Symptoms of Nervousness

• Dry mouth
• Tight throat
• Sweaty/cold hands
• Shaky hands
• Nausea
• Fast pulse
• Shaky knees
• Trembling lips
• Watery eyes
 ABC of Controlling Nerves

A. Accept Your Nerves. It's okay to be nervous. Most of the time, the only person who knows you're nervous is you.
B. Believe Positively. Think positive thoughts – doesn’t hurt to say a little prayer!
C. Converse Naturally. Don’t try to put on a serious air of authority to present. The more naturally you speak the better
 Fear is Your Friend
 It makes your reflexes sharper
 It heightens your energy
 Adds a sparkle to your eye
 You are more conscious of your posture and breathing
With all these good side effects you will actually look better on stage
The night before the BIG day
• Get plenty of rest the night before
• Rehearse in front of a mirror
• Be extremely well prepared
• Anticipate hard and easy questions
• Organize your speaking notes
• Memorize your opening statement
At the Venue
• Be in the room early to check arrangements
• Breathe deeply, evenly, and slowly
• Sip some water
• Go over your notes
• Take a quick walk
• Go to a mirror and check out how you look
• Talk to someone
• Say something to check your voice is ready
 Once You Start Presenting 
• If your legs are trembling lean on rostrum or move around
• Don't hold notes - Use flash cards instead
• Keep some water handy
• Avoid holding the mike in your hand initially
• Look at the friendliest faces in the audience
• Don’t let a mistake shake your confidence
Design
• Text Layout
• Color
• Graphics
Text Layout
• Try not to use fonts smaller than 24 points
• Keep Titles for each slide to 35-45 points and use a Title on each slide
• No more than 3 fonts to a presentation
• Avoid overuse of bold, italic and especially ALL CAPITALS!
• Use italics sparingly - it makes audiences pause as they are difficult to read
• Slides should have short titles
• No underlining
• Charts to have minimum text
• Only have key points
• One idea per slide
• SPELL CHECK
Color
• Choose colors wisely
• Stick to a theme
• Know your lighting conditions
– Darker backgrounds with lighter text and graphics or;
– Lighter backgrounds with darker text and graphics
Graphics
• Images should be:
• Meaningful
• Clear and professional
• Limited in number
• Subdued if in background
• Animation
• Use for emphasis only
 Do
 Plan what to say with your audience in mind
 Use appropriate visual aids
 Tell personal stories (if applicable)
 Practice
 Anticipate questions
 Speak loudly and clearly
 Look at your audience and smile
 Add movement and appropriate gestures
Don’t
 Present without a structure in mind
 Use level of language inappropriate for audience
 Read your notes word for word
 Get surprised when questions come up
 Whisper
 Repeat nervous gestures
THANK YOU

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