1. 1 PRESENTATION TECHNIQUE & SOFTWARE “Application of Information and Communication Technology to Production and Dissemination of Official statistics” 10 May – 11 July 2007 M Q Hasan Lecturer/ Statistician UN Statistical Institute for Asia and the Pacific Chiba, Japan Email : hasan@unsiap.or.jp

2. 2 Objectives Gain experience presentation Skills Gain experience with power point software Use above experiences for country report presentation

3. 3 What category describes you ? Avoider Accepter Resister Seeker

4. 4 Presentation Skills

5. 5 Presentation Challenges Content Organization Delivery Fear

6. 6 CONTENT Relevant material for audience’s knowledge level Acknowledgement of audience’s wants and needs Sufficient depth in support material Interesting examples for audience Appropriate visual aids

7. 7 ORGANIZATION Introduction –Grabs audience’s attention and keeps it –States clear agenda Body –Follows clear organizational plan Conclusion –Summarizes main points –Asks for clear action (if appropriate) –Closes with strong final statement

8. 8 DELIVERY Moves comfortably and gestures naturally Looks at each member of the audience Speaks conversationally and enthusiastically Handles visual aids effectively

9. 9 Fear (Being afraid!] Biggest problem when speaking to groups is fear Largely fear of the unknown Reduce fear by reducing the unknown

10. 10 Attaining Your Goals: Some Answers 1)First, do your homework 2)Get the words in order 3)Match the visuals to the words 4)Deliver your presentation 5)Evaluate feedback

11. 11 1) First, Do Your Homework What: Situation Who: Audience Why: Objectives How: Methodology

12. 12 Define the Situation: Is it to … Inform? Teach? Solicit input? Persuade or sell? Stimulate thought? What is the most important message that you want your audience to receive?

13. 13 Identify Your Audience How many of them are there? Why are they there? What is their present knowledge of the subject of the presentation? What are their possible attitudes about –You? –Your topic? –Being your audience?

14. 14 The Answers Will … Determine the material you will use Guide your approach to the presentation situation Pitch your presentation to the ‘right level’ of the audience.

15. 15 Define Your Objectives Gives you a goal to hit, a goal to attain as a result of your presentation Do not include anything (data, visuals, examples, etc.) in your presentation that doesn’t help you achieve the objectives

16. 16 Defining Specific Objectives … What do I want my audience to say, think, and/or do after my presentation? What do I want to happen after delivering my message? What is the level of knowledge of my audience?

17. 17 Examples of Presentation Objectives “At the end of my country report presentation, the audience will … –… understand how we do our statistical work and the work I do.” –… want to visit my country to experience her people, culture and traditions.”

18. 18 More Examples … At the end of my demonstration survey report presentation, the audience will … –Appreciate why the survey topic is important –Understand the survey methodology and sample design applied in the conduct of the survey –Agree that the conclusions and recommendations are consistent with the main findings of the survey

19. 19 2) Get the Words in Order Introduction Body Conclusion

20. 20 … also means— Tell them what you are going to say. Say it. Tell them what you said.

21. 21 Preparing Your Material Determine your objectives Plan a beginning, a middle, an end Select key ideas and results to be presented Organize the material Enhance with visuals, numbers, examples

22. 22 Introduction (Tell them what you are going to say.) Grab their attention State your purpose Explain your agenda Establish personal benefit

23. 23 Remember to include … Greetings Acknowledgements Agenda

24. 24 Project Work Agenda Introduction –Background of study –Objectives of study Research Hypotheses & Conceptual Framework Methodology –Data, Variables and Definitions –Statistical Methods Used Main Results and Findings Conclusions and Recommendations

25. 25 Body (Say it.) Help the audience get the greatest amount of information with the least amount of mental effort. Main points (maximum of 7)

26. 26 Conclusion (Tell them what you said.) Summarize main points Ask for specific action Make last words memorable –Not ‘any questions?’ (“Question and answer” BEFORE the final statement) –Not just ‘thank you’ (Do this in the introduction)

27. 27 Some Answers 1)First, do your homework 2)Get the words in order 3)Match the visuals to the words 4)Deliver your presentation 5)Evaluate feedback

28. 28 Visual Aids Are … Visible (can be seen) Aid (assist; help) Don’t automatically improve presentations! Visual Aids …

29. 29 Visual aids play supporting role. Who plays the major role?

30. You! You are the expert You are the one who was asked to speak

31. 31 Do use visuals to … Focus the audience’s attention Reinforce your verbal message Stimulate interest and add impact Illustrate factors that are hard to visualize

32. 32 Don’t use visuals to … Impress your audience with detail and animation Avoid interaction with audience Make more than one point per slide Present simple ideas that are easily stated verbally

33. 33 Provide outline for audience Provide outline for you Support verbal message with visual images to increase retention Support words with numbers and graphics to increase understanding Visuals

34. 34 If yes, what visuals do I need? A visual must be necessary.

35. 35 Preparing Good Visual Aids Appropriate Clear Consistent Dynamic

36. 36 Appropriate (Who is your audience?) Type of visual aid Choice of overall design (‘template’) Choice of graphics/pictures/charts

37. 37 Present one key point per slide … because more than one idea in a slide –Distracts the audience –Lessens the focus and impact of the message

38. 38 Make visuals big enough to see Up to the last row of seats Should be easy to see –… including the labels on charts and tables Highlight areas of a complex diagram or flowchart or organizational chart

39. Large and simple works well! Prefer this size Not this size

40. 40 Make Text and Numbers Legible Use a minimum of 24 point size (This is 34 point) This is 24 point size This is 20 point size This is 14 point size

41. 41 Not this way: Short bullets actually are much more effective from a visual standpoint, while still effectively making your point compared to long paragraphs of text (like this paragraph). Presenting Text This way: Short bullets work better

42. 42 Presenting Text Short bullets work better –Short bullets actually are much more effective from a visual standpoint, while still effectively making your point compared to long paragraphs of text (like this paragraph). Don’t ferget to chack your spalling

43. 43 ‘5 x 5’ Guideline Maximum of 5 bullet points Maximum of 5 words per bullet

44. 44 When presenting numbers … Maximum of 10 – 15 numbers in a slide Round to whole numbers Prefer graphs over tables of numbers

45. 45 Consistent Background Font Structure Capitalization Spacing Illustrations Colors Start with Design Templates in PowerPoint

46. 46 Use Color Carefully Keep consistent theme or template No more than three or four colors per slide Contrasting colors provides maximum visibility –Dark colors for background –Light color for text

47. 47 Capital Letters … Only for first letter of first word in bullet point –ALL CAPS (LIKE THIS) ARE MORE DIFFICULT TO READ

48. 48 Use Sans Serif Fonts, such as … Arial Berlin Sans FB Tahoma These are not sans serif fonts Times New Roman Century

49. 49 Images preferred over text Lists into tables Numbers into graphs Wordy descriptions into diagrams

50. 50 Transitions & Animations Movement Multimedia –Sight and sound Stages and steps –‘Builds’ Create interest  Guide eye Simplify Organize

51. 51 Using builds and animations Helps explain flow of complex process Keeps audience attention But, too much interferes with the message –… so use sparingly. Avoid mixing different slide transition effects

52. 52 Review Your Country Report Which slides can be improved?

53. 53 How to Use Visuals Some Do’s and Don’ts

54. 54 Talk about what’s on the slide.

55. 55 Give the audience time to see the slide.

56. 56 Enough time … Don’t put too much on a slide!

57. 57 How Many Slides? Give two-minutes for presenting a ‘full’ slide Arithmetic: –10-minute presentation = not more than 5 slides –15-minute presentation = not more than 7 slides –20-minute presentation = not more than 10 slides

58. 58 Important Don’ts Do not read text on slides word for word Do not face the screen and turn your back to the audience when pointing to slides Do not rely on slides completely –What do you do when there is no electrical power or when bulb of projector unexpectedly burns out?

59. 59 Uses of Handouts Reinforce important information Summarize action items for the audience to follow-up on Supply supporting data Handouts are the place for detailed tables, organizational charts, explanations.

60. You! You are the expert Youare the one who was asked to speak

61. 61 Some Answers 1)First, do your homework 2)Get the words in order 3)Match the visuals to the words 4)Deliver your presentation 5)Evaluate feedback

62. 62 A Good Speaker … Knows the presentation material Has verbal and nonverbal skills Expresses confidence I am who I am.

63. 63 Show You Know Your Material Use written notes with discretion– don’t read word for word. Manage visual aids smoothly –Use pointers –Know how to move around in PowerPoint slides view Don’t rush your delivery Handle questions well

64. 64 Effective Public Speaking: 7% Words Voice: 38% Tone Inflection Face & Body: 55% Facial Expression & Body Language

65. 65 Verbal Skills: Your Voice Speak clearly –Pronunciation –Volume –Pitch Speak expressively –Tone –Pace and Speed –Timing Technical Dramatic

66. 66 Volume Project your voice to be heard— –Aim for back of the room Gain maximum attention –Say some words louder

67. 67 Tone Emphasis placed on a word to create meaning Variation prevents monotonous presentations

68. 68 Pace and Speed Speed at which speaker presents different topics or thoughts within a topic Speaker adjusts pace according to listeners’ and speakers’ interest Effective speakers change their rate of speed to fit their purpose, content, listeners’ & personal style

69. 69 Timing  Go s l o w e r to emphasize major points  Pause often & look at audience  Give emphasis with voice & body

70. 70 Nonverbal Skills: Face & Body Exhibit physical control –Face –Hands –Feet –Space Dress appropriately How you look How you move

71. 71 Body Language: Messages You Send Thru-- Facial expressions Posture Gesture

72. 72 Facial Expressions Eyes are the windows to the soul Face is the front of the house –SMILE! –Act out what you’re saying. Frown Shake your head Raise your eyebrows

73. 73 Posture ‘Do’ Stand up straight.

74. 74 Posture Don’ts Lean on the podium Stand with hands on hips Sway back and forth Stand with arms folded across chest Arms behind back Bury hands in pockets

75. 75 Gestures What to do with hands?

76. 76 Eye Contact Using your eyes

77. 77 Use Your Eyes to … Look at individuals –Not one but many Establish eye contact at the end of a thought

78. 78 Eye Contact– Don’t: Look out the window, at ceiling, at wall, at floor Look at one spot Forget to look at the back row Let notes get in the way of eye contact Look over the heads of the audience

79. 79 Image Appropriate attire enhances credibility Your attire is part of your message Wear comfortable clothes

80. 80 Basics of Q&A Anticipate questions Listen to the question Repeat the question –Make sure everyone heard the question –Make sure you heard the question correctly Don’t guess Keep your answer brief

81. 81 Express Confidence! Smile. Stand up straight. Look your listeners in the eyes. Be yourself.

82. Practice, practice, practice.

83. 83 Some Answers 1)First, do your homework 2)Get the words in order 3)Match the visuals to the words 4)Deliver your presentation 5)Evaluate feedback

84. 84 Evaluate Feedback Give Solicit Receive Evaluate

85. 85 Why Do You Need Feedback? Find out if you have met your communication objectives Realistically assess impact of your communication on your audience Did the audience understand your material the way you intended?

86. 86 Giving Feedback Specific Descriptive, not judgmental Receiver asks for it Well timed

87. 87 Asking for Feedback Identify people you trust Ask them in advance to evaluate you Tell them what points you would like to be observed

88. 88 Receiving Feedback Be receptive Listen actively Ask for specifics Accept responsibility Find the truth Say ‘Thank you!”

89. 89 When Silence Is Golden Wise men think without talking; fools reverse the process. Half of wisdom is being silent when you have nothing to say. We were given two ears and one mouth, so we ought to listen twice as much as we speak.

90. 90 Feedback Form 1)Rate yourself. 2)Ask someone to rate you during the country report presentation. 3)Compare (1) with (2).

91. 91 Acknowledgements Slides from previous SIAP lecture notes