5 www.exploreHR.org Steps in Preparing Content Analysing Your Audience Gathering Relevant Data & Information Converting Your Data into an Outline
6 www.exploreHR.org Analysing Your Audience Needs Knowledge level Attitude – how do they feel about the topic? Demographic Information – this may include the age, gender, culture, and language of the audience members
7 www.exploreHR.org Gathering Relevant Data and Information Before you start your research to gather relevant information, there are three questions should be considered : What do I want my audience to gain? What might they already know about my topic? What is the objective of the presentation?
8 www.exploreHR.org Converting Your Information into an Outline There are three steps to creating an outline : 1.Determine the outline style 2.Group your raw data 3.Arrange into outline format
9 www.exploreHR.org Outline Style Chronological Shows events in order as they occurred Takes the audience on a journey through a flowing presentation States the problem, the why’s, your solution, and a summary States the cause and explains the effect(s) Narrative Problem/ Solution Cause/ Effect
10 www.exploreHR.org Outline Style Topical Divides the general topic into several subtopics Uses some or all of the what, who, where, when, why, and how questions Journalistic Questions
11 www.exploreHR.org Outline Format Introduction Body Conclusion
12 www.exploreHR.org Outline Format IntroductionsIntroductions Should include an agenda and clarify the goals and objectives of your presentation. Can include an overview of a situation, a statement of the current situation of the organisation or a recap of history. a quote, a question, humor, a creative image, an anecdote or a sharing of emotionsCan use the strategies that help an introduction get attention: a quote, a question, humor, a creative image, an anecdote or a sharing of emotions.
14 www.exploreHR.org Outline Format ConclusionConclusion Summarise the main points of your presentation Provide closure, and leave an impression Can consist of recommendations, future directions, next steps to take, and so forth
16 www.exploreHR.org Presentation Design Key Rules when Creating Bulleted Text: Use one concept per slide Use key words and phrases Make your bullet points consistent in structure Capitalise properly – capitalise the first letter of the first word only
17 www.exploreHR.org Three Keys of Great Design 1.Layout 2.Consistency 3.Color Great Slide Presentation Design
18 www.exploreHR.org Layout 1.Layout Consider your layout to be like the skeleton of your presentation….Just as our skeleton support our bodies, your layout should support your message and provide structure.
19 www.exploreHR.org Consistency 2. Consistency You must be consistent in the following design elements: Your placement of text and images Your fonts style and sizesYour fonts style and sizes Your background The sytle and treatment of your imagery Your charts
20 www.exploreHR.org Color 3. Color Use high contrast to increase legibility (e.g., black text on clear and yellow on dark blue) Colors should not clash – they should have a high degree of harmony Avoid clutter by using no more than four colors
21 www.exploreHR.org Consistent Fonts The two main classifications of fonts are serif and sans serif fonts Serif fonts have small flourishes extending from the main strokes of each letter (examples : Times New Roman, Book Antiqua, Bookman Olds Style, Garamond ). Sans serif don’t; they are straight and clean (examples : Arial, Verdana, Helvetica) Sans serif fonts are best suited for electronic presentationsSans serif fonts are best suited for electronic presentations
22 www.exploreHR.org Tips for Planning Great Slides Use slides sparingly. Avoid the overuse of slides or unnecessary slides. Make slide pictorial. Graphs, flowcharts, etc., all give the viewer an insight that would otherwise require many words. Make text and numbers legible. Minimum font size for most room set-ups is 20 pt. Make pictures and diagrams easy to see.
23 www.exploreHR.org Design Guidelines Avoid this This is better
24 www.exploreHR.org Effective Charts and Graphs
25 www.exploreHR.org Avoid slide like this one……
27 www.exploreHR.org Delivering Your Presentation Voice Language Usage Movement Body Language Great Delivery
28 www.exploreHR.org Managing Your Voice Try to sound natural, so your rhythm and tone is appropriate to the message you are delivering Develop three important qualities: Volume Intonation Pacing
29 www.exploreHR.org Managing Your Voice Volume Avoid to speak in monotone. Put more feeling into your voice and make it livelier by changes in your intonation. Speak loudly enough to reach all the members audience without overpowering those closest to you. Intonation
30 www.exploreHR.org Managing Your Voice For most of us, this is natural – except when we are nervous or excited. Practise, and you can figure out what sounds natural and appropriate for the points you are making. Pacing
31 www.exploreHR.org Language Usage Speak with feelingWhen you speak, convey confidence and show interest in what you’re presenting. Speak with feeling. short sentencesshort, simple wordsUse short sentences and short, simple words. slowly and clearly enoughSpeak slowly and clearly enough that everyone in your audience can understand every word.
32 www.exploreHR.org Movement work the room and work the audienceIf possible, “work the room and work the audience” appropriately and with purposeMove appropriately and with purpose – don’t move simply because you’re nervous natural and support your wordsYour movements should be natural and support your words and the rest of your presentation Stand still to make an important pointDon’t move constantly. Pause for effect. Stand still to make an important point
33 www.exploreHR.org Body Language Stand straightStand straight, but not stiff. You should radiate energy Be relaxedBe relaxed, be casual, but don’t be lazy Just let your body react to how you feelUse your hands, arms and gestures. Just let your body react to how you feel Make good eye contactMake good eye contact – the rule of thumb for eye contact is three to five seconds per person
34 www.exploreHR.org Body Language Do not keep hands in your pockets Do not keep hands “handcuffed” behind your back Do not keep your arms crossed Do not wring your hands nervously
35 www.exploreHR.org In advance of your presentation Practise – a lotPractise – a lot. Don’t just think your presentation through: act it out, in front of friends, or family. Time each section of your presentation and develop a schedule. Memorise the first two minutesMemorise the first two minutes of your presentation, so you breeze on through the time when the butterflies are most active.
36 www.exploreHR.org In the hours before presentation Think positive thoughtThink positive thought : visualise yourself feeling at ease with the audience Use affirmationUse affirmation (e.g., “I can do this. I am prepared. It will go well”) working properlyMake sure all the equipment is working properly They want you to succeed!Remember that the people in your audience are human too, just like you. They want you to succeed!
37 www.exploreHR.org When you enter the room: Focus on making your movements fluid and confidentFocus on making your movements fluid and confident, neither too slow nor too fast for reassuranceFind a few friendly faces in the audience, for reassurance Smile.Smile. Show that you want to be there Be yourselfBe yourself
38 www.exploreHR.org How to Handle Tough Situations Problem : Know-it-all – A participant who feels like more of an expert than you. Solution : Don’t fight it. Involve know-it-alls in your presentation. They may have some great information to contribute. Allowing them to participate and share their thoughts will not only show how confident you are, but also help them get more out of your presentation.
39 www.exploreHR.org Problem : Unprepared participants – Those who haven’t prepared for the presentation as you requested. Solution : Be flexible. Take something out of your agenda to allow the group time to get up to speed. Keep in mind your overall objective of the presentations. Don’t force your agenda; modify it to meet your objective. How to Handle Tough Situations
40 www.exploreHR.org Problem : After-lunch nap time – One of the toughest times to keep people engaged. Solution : If you have anything to do with planning the lunch selections, go light – and no heavy desserts. If you really need to get everyone going again, get out those icebreakers. How to Handle Tough Situations
41 www.exploreHR.org Problem : Non-stop talker – A participant who carries on conversations during the presentation. Solution : Take a few moments to share what you talked about. This usually makes the talker feel more involved and want to stay engaged and participate with you instead of others. How to Handle Tough Situations
42 www.exploreHR.org Planning for the Questions Anticipate the questions that might come up Listen carefully to the questioner Repeat or rephrase the question Answer clearly and concisely Go to the next question
43 www.exploreHR.org Dealing with Disasters You find out that the time allotted has been reduced.You find out that the time allotted has been reduced. At the very worse, you can make your points, support the with the essentials, ask and answer the most likely questions on your list. The slide equipment failsThe slide equipment fails. You know then saying, “The show must go on”. Apologise to the audience and then add something like “Now return with me to a distant past, before Powerpoint, when all we had for presentations was our notes and perhaps a blackboard or flipcharts.” Then, make the most of your primitive tools.
44 www.exploreHR.org Dealing with Disasters You tell a joke that falls flat.You tell a joke that falls flat. Ouch! Just shrug your shoulders and apologise: “I am sorry. I got that joke at a Henry Youngman clearance sale.” (You can choose your own comedian). You get nervous and flustered and lose track of where you areYou get nervous and flustered and lose track of where you are. Figure out where you are from your slides and notes. If you can’t, just be honest : “My brain has derailed. Who can back me up so I can the on the track again?”
45 www.exploreHR.org Recommended Further Readings: 1.Jennifer Rotondo and Mike Rotondo, Presentation Skills for Managers, McGraw Hill 2.David A. Whetten and Kim S. Cameron, Developing Management Skills, Harpers Collins Publisher.