2. Presenting Successfully

3. The Key To A Successful Presentation: 1. Preparing The Presentation. 2. Preparing Yourself. 3. Delivering The Presentation. 4. Handling The Audience.

4. The Key To A Successful Presentation: 1. Preparing The Presentation. 2. Preparing Yourself. 3. Delivering The Presentation. 4. Handling The Audience.

6. Defining Your Purpose  Considering your aims.  Assessing Abilities

7. Defining Your Purpose  Considering your aims:  What do you intend to tell the audience?  How best to communicate your message?

8. Defining Your Purpose  Considering your aims: Your Strategy depends on 3 things: Your Strategy depends on 3 things: o The type of message you wish to deliver. o The nature of the audience. o The physical surroundings of the venue.

9. Defining Your Purpose  Assessing Abilities:  Be Yourself.  Concentrate on defining and utilizing your best assets.Example: Good, clear voice. Good, clear voice. Sense of humor. Sense of humor.

10. Issue/ Problem What ’ s the issue that needs attention? Why? Opportunity/ Solution What is being recommended to address the issue or problem? Credentials What I have done to qualify me to make this recommendation?

11. Benefits What are the benefits to my audience in accepting this recommendation? Action What action do I want my audience to take as a result of this recommendation? Agenda What will I cover?

12. Knowing Your Audience Find out as much as you can about who will be attending your presentation then, structure your presentation to take the best response from them.

13. Knowing Your Audience You must know: You must know:  Expected size of the audience. Expected size of the audience Expected size of the audience  Average ِ age of the audience.  Ratio of Males/Females.  Whether they are well informed about your subject or not.

14. Knowing Your Audience You must know: You must know:  Whether they were chosen or been asked to attend.  What they have in common.  Their Cultural make-up. Their Cultural make-up. Their Cultural make-up.  Whether all/one of them know(s) you.

15. Evaluating your audience Consider how they might react to any sensitive issues raised in your speech, and be aware that this could affect the rest of your presentation.

16. Making time to prepare If it is your first presentation, start preparing at least 4 weeks before your presentation to allow time to formulate ideas and gather any necessary reference material. If it is your first presentation, start preparing at least 4 weeks before your presentation to allow time to formulate ideas and gather any necessary reference material. As you gain experience you may find that you need less time. As you gain experience you may find that you need less time.

17. Organizing your schedule Try to allow about 3 hrs on the day of the presentation, or the night before, to prepare yourself for it – both mentally and physically. Try to allow about 3 hrs on the day of the presentation, or the night before, to prepare yourself for it – both mentally and physically. Plan what clothes to wear and ensure that they are clean and pressed. Plan what clothes to wear and ensure that they are clean and pressed.

18. Planning Travel

19. If the venue used isn ’ t local, you will need to plan your travel arrangements and organize accommodation well in advance. If the venue used isn ’ t local, you will need to plan your travel arrangements and organize accommodation well in advance. Calculate your departure time carefully to avoid arriving late at your venue and not having sufficient time to prepare, then add at least one hour as a safety factor. Calculate your departure time carefully to avoid arriving late at your venue and not having sufficient time to prepare, then add at least one hour as a safety factor.

20. Knowing Your Venue If possible, visit your chosen presentation venue in advance to check out the layout. If possible, visit your chosen presentation venue in advance to check out the layout. If this isn ’ t practical, ask the organizers to send you a detailed floor plan showing all the facilities. If this isn ’ t practical, ask the organizers to send you a detailed floor plan showing all the facilities. Consider the lighting, seating, and power supply carefully. Consider the lighting, seating, and power supply carefully.

21. Clarifying Objectives When a man doesn ’ t know which harbor he is making for, No wind is the right wind.

22. Clarifying Objectives Before you prepare for a presentation, it ’ s important that you think about your objectives, whether you want to entertain the audience, pass on vital information, or inspire them to rush off and take immediate actions as a result of your speech.

23. Clarifying Objectives Learn Enjoy Clear Learn Enjoy Clear Something Something Educate EntertainExplain

24. S pecific M easurable A udience related R ealistic T ime Managed SMARTSMART Your Objective Must Be… {

25. Finding Material Keep your main objective in mind while researching your material. Keep your main objective in mind while researching your material. Try different sources to see which you find the most helpful. Try different sources to see which you find the most helpful. Use new technology. Use new technology.

26. Structure of a Presentation Introduction (Opening)_______ Body _______ Conclusion (Closing) _______ 10-15 % 70-80 % 10-15 % 100 %

27. Structuring Material  Choosing a structure. Choosing a structure. Choosing a structure. Making separate points. Making separate points. Emphasizing one point. Emphasizing one point. Overlapping points. Overlapping points. Using an outline. Using an outline.  Reinforcing Points. Reinforcing Points. Reinforcing Points.

28. Making Presentations That Audiences Will Love

29. Use a Template Use a set font and color scheme. Use a set font and color scheme. Different styles are disconcerting to the audience. Different styles are disconcerting to the audience. You want the audience to focus on what you present, not the way you present. You want the audience to focus on what you present, not the way you present.

30. Fonts Choose a clean font that is easy to read. Choose a clean font that is easy to read. Roman and Gothic typefaces are easier to read than Script or Old English. Roman and Gothic typefaces are easier to read than Script or Old English. Stick with one or two types of fonts. Stick with one or two types of fonts.

31. Font Size Bulleted items should be no smaller than 22 points. Bulleted items should be no smaller than 22 points. The title should be no smaller than 28 points. The title should be no smaller than 28 points.

32. Bullets Keep each bullet to one line, two at the most. Keep each bullet to one line, two at the most. Limit the number of bullets in a screen to six, four if there is a large title, logo, picture, etc. Limit the number of bullets in a screen to six, four if there is a large title, logo, picture, etc. This is known as “ cueing ” This is known as “ cueing ” You want to “ cue ” the audience on what you are going to say. You want to “ cue ” the audience on what you are going to say. Cues can be thought of as a brief “ preview. ” Cues can be thought of as a brief “ preview. ” This gives the audience a “ framework ” to build upon. This gives the audience a “ framework ” to build upon.

33. Bullets (con.) If you crowd too much text, the audience will not read it. If you crowd too much text, the audience will not read it. Too much text makes it look busy and is hard to read. Too much text makes it look busy and is hard to read. Why should they spend the energy reading it, when you are going to tell them what it says? Why should they spend the energy reading it, when you are going to tell them what it says? Our reading speed does not match our listening speed; hence, they confuse instead of reinforcing each other. Our reading speed does not match our listening speed; hence, they confuse instead of reinforcing each other.

34. Caps and Italics Do not use all capital letters Do not use all capital letters Makes text hard to read Makes text hard to read Denies their use for EMPHASIS Denies their use for EMPHASIS Italics Italics Used to highlight thoughts or ideas Used to highlight thoughts or ideas Used for book, journal, or magazine titles Used for book, journal, or magazine titles

35. ColorsColorsColorsColors Reds and oranges are high-energy but can be difficult to stay focused on. Reds and oranges are high-energy but can be difficult to stay focused on. Greens, blues, and browns are softer, but not as attention grabbing. Greens, blues, and browns are softer, but not as attention grabbing. White on dark background should not be used if the audience is more than 20 feet away. White on dark background should not be used if the audience is more than 20 feet away. This set of slides is a good example. This set of slides is a good example. You can easily read the slides up close. You can easily read the slides up close. It is harder to read the further away you get. It is harder to read the further away you get.

36. Backgrounds A white on a dark background was used for this set of slides as: A white on a dark background was used for this set of slides as: The author assumes most users will view the presentation on their own computer. The author assumes most users will view the presentation on their own computer. Having a dark background on a computer screen reduces glare. Having a dark background on a computer screen reduces glare.

37. The Color Wheel Colors separated by another color are contrasting colors (also known as complementary) Colors separated by another color are contrasting colors (also known as complementary) Adjacent colors (next to each other) harmonize with one another. e.g. Green and Yellow Adjacent colors (next to each other) harmonize with one another. e.g. Green and Yellow The color wheel below is simplified for easy use The color wheel below is simplified for easy use

38. Clashing Colors Colors that are directly opposite from one another are said to clash. Colors that are directly opposite from one another are said to clash. These provide readability - e.g. yellow on blue. These provide readability - e.g. yellow on blue.

39. To make a slide stand out, change the font or background

40. Illustrations Use only when needed, otherwise they become distracters instead of communicators Use only when needed, otherwise they become distracters instead of communicators They should relate to the message and help make a point They should relate to the message and help make a point Ask yourself if it makes the message clearer Ask yourself if it makes the message clearer Simple diagrams are great communicators Simple diagrams are great communicators

41. YOU Do not use the media to hide you Do not use the media to hide you The audience came to see you The audience came to see you The media should enhance the presentation, not BE the presentation The media should enhance the presentation, not BE the presentation If all you are going to do is read from the slides or overheads, then just send them the slides If all you are going to do is read from the slides or overheads, then just send them the slides Remember, only you can prevent Remember, only you can prevent “ Death by PowerPoint ” “ Death by PowerPoint ”

42. Using Visual Aids Who was it that said “A Picture is worth a thousand Words?” You know, they were right!

43.   To help increase understanding.   They save your time.   They help control nervousness. Why Use Visual Aids?

44.   Models / Diagrams   Charts / Graphs   Drawings / Maps   Photographs / Movies   Computer Projections / Overheads. Types of Visual Aids

45. Defining your purpose Defining your purpose Knowing your audience Knowing your audience Time Management Time Management Knowing your venue Knowing your venue Clarifying Objectives Clarifying Objectives Finding & Structuring Material Finding & Structuring Material Using Visual Aids Using Visual Aids

46. The Key To A Successful Presentation: 1. Preparing The Presentation. 2. Preparing Yourself. 3. Delivering The Presentation. 4. Handling The Audience.

48. It ’ s as important to prepare yourself as it is to prepare your speech. The overall impact of your presentation will be determined as much by how you appear as by what you say.

49. Believe In Yourself A positive self-image is all-important for delivering a successful presentation. A positive self-image is all-important for delivering a successful presentation. Identify your strengths, and make the most of them. Identify your strengths, and make the most of them.

50. Believe In Yourself Behave naturally and the audience will warm to you. Behave naturally and the audience will warm to you. Think of a large audience as if it were a small group. Think of a large audience as if it were a small group.

51. Analyzing Appearance Your audience will be greatly affected by the way you look. Your audience will be greatly affected by the way you look. Study yourself in a mirror to see what impression you make. Study yourself in a mirror to see what impression you make. Don ’ t wear anything that may distract the audience. Don ’ t wear anything that may distract the audience. Keep your hands out of your pockets during the presentation. Keep your hands out of your pockets during the presentation.

52. Enhancing Body Image Make sure your body language reflects what you are saying. Make sure your body language reflects what you are saying. Avoid bad habits(e.g.:Blocking the view, being unbalanced) Avoid bad habits(e.g.:Blocking the view, being unbalanced) Always comfortable shoes when presenting. Always comfortable shoes when presenting. Make sure your hair doesn ’ t fall across your face. Make sure your hair doesn ’ t fall across your face.

53. Improving Your Voice The tone and volume of your voice have a critical effect on the presentation.

54. Improving Your Voice Breathing Correctly. Breathing Correctly. Consider doing exercises to improve the depth of your breathing. Consider doing exercises to improve the depth of your breathing. Controlling your voice. Controlling your voice. Be right Be right

55. Rehearsing Rehearsing helps you to:   Become familiar with your material   Conquer the blank-mind syndrome   Feel more confident.

56. Rehearsing Rehearsing helps you to:   Control your nerves   Develop an effective speaking voice   Use positive and appropriate body language

57. Believe in Yourself. Believe in Yourself. Analyzing Appearance. Analyzing Appearance. Enhancing Body Image. Enhancing Body Image. Improving Your Voice. Improving Your Voice. Rehearsing. Rehearsing.

58. The Key To A Successful Presentation: 1. Preparing The Presentation. 2. Preparing Yourself. 3. Delivering The Presentation. 4. Handling The Audience.

60. The key to good delivery is to be yourself, to be natural. Anything else looks and sounds false – unless you have a considerable acting talent.

61. Plan your talk Strong Beginning Speak Sincerely Conclusive Ending How To Deliver A Presentation?

62. The Great Truth Everyone suffers from nerves Everyone is frightened of looking foolish

63. Controlling Nerves  1. Before the presentation:   List the factors that make you nervous about presenting.   Get a good night ’ s sleep the night before, so that you feel alert.   Be prepared.

64. Controlling Nerves  1. Before the presentation:   Think positive.(Remember that you know more about this subject than most people in your audience)   Arrive early.

65. Controlling Nerves  2. During the presentation:   Take a moment to look at the audience and collect your thoughts.   Take a deep breath, relax, smile, and start your speech slowly.

66. Controlling Nerves  2. During the presentation:   Keep your first sentences short.( “ Good Morning? ” )   Move.   Talk to individuals.

67. Speaking Confidently  Beginning Strongly.  Using body language.  Developing style.  Closing effectively.

68. Using Body Language

69. Non-Verbal Communication Body language Body language Face Face Arms Arms Hands Hands Legs Legs Body language pattern Body language pattern Posture and body movement Posture and body movement Matching the customer ’ s communication style Matching the customer ’ s communication style

70. Body Language t Face(95%) t Arms(90%) t Body Angle(80%) t Hands(70%) t Legs (50%)

71. Non-Verbal Communication ‘ Space and physical contact ’ Distance during interaction Distance during interaction Touching Touching

72. Using Body Language Using Body Language 1.Smile. 2.Eye Contact. 3.Hands. 4.Position & Posture.

73. 1. Smile I am happy to be here and I am glad you are here too The Felt Smile  The False Smile  The Miserable Smile

74. 2. Eye Contact Why Eye Contact is Important?  Looking at someone denotes an interest in him.  Eye contact denotes authority.  Eye contact expresses emotion.

75. 2. Eye Contact What to avoid in eye contact?  Avoid short, jerky glances.  Practice looking at each person for at least 2 to 3 second  Avoid speaking to a single person during your talk.

76. What to do with your hands?  Try to keep them still unless you are gesturing.  When gesturing remember that your arm begins at your shoulder. 3. Hands

77. What not to do with your hands?  Fiddling with: rings, watch, cuff, buttons, elastic bands, paper clips, coins, etc.  Touching and patting: face, hair, etc.  Scratching: any part of the body

78. 4. Position & Posture Avoid barriers Good speakers must learn to stand totally exposed in front of your audience. Standing and Sitting DON’T sit. Standing gives you authority, makes you more visible, enables you to breathe properly to help your voice.

79. 4. Position & Posture Stand Tall Push back your shoulders and open up your chest

80. 4. Position & Posture  Hopping from one foot to another.  Taking two steps forward and two steps back.  Swaying from side to side.  Standing on the sides of your shoes. Avoid the following feet movements:

81. Closing Effectively It’s vital to have a strong conclusion to your presentation, since this helps form the impression that audience members take away with them.

82. Closing Effectively Don’t rush off as if you are in a hurry to leave. Don’t rush off as if you are in a hurry to leave. Always close with a good, strong summary. Always close with a good, strong summary. Pause between your summary and the Q & A session. Pause between your summary and the Q & A session.

83. How to deliver the presentation? How to deliver the presentation? Controlling Nerves Controlling Nerves Speaking Confidently Speaking Confidently Body Language Body Language Closing Effectively Closing Effectively

84. The Key To A Successful Presentation: 1. Preparing The Presentation. 2. Preparing Yourself. 3. Delivering The Presentation. 4. Handling The Audience.

86. A presentation is made for the benefit of an audience, not for that of the presenter. So, you must know how to read an audience’s response and how to handle his reaction.

87.  Judging the mood.  Involving the audience.  Looking for signals.  Spotting negativity.

88.  Seeing signs of interest.  Reading facial signs.  Reading hand and arms gestures.  Using your ears.

89. Audience Analysis PUT YOURSELF IN THEIR SHOES A.U.D.I.E.N.C.E. Analysis It's Your Key To Success

91. Many fine presentations has been ruined by poor handling of questions raised by the audience afterwards.

92. Listen Categorize question(Informational/Hostile) Pause & Think Clarify/Confirm RephraseRespond Check Back

93. Handling Questions Model Listen Categorize question (informational/Hostile) (informational/Hostile) Clarify/Confirm Pause & Think

94.  Appear confident.  Remain calm whatever the tone or intention of the questioner.  Divert hostile questions back to the questioner or the audience.

95.  Say “Good Point!” to encourage a questioner who is shy or nervous.  Address answers to the whole audience, not just the questioner.

96.  Prepare 1 or 2 lengthy answers in advance for questions you are sure will be raised.  Gaining time (taking a sip of water, or coughing)

97.  Win over your audience with your knowledge.(Don’t give all the information that you have while presenting).

98. “I don’t know the answer, but I can find out for you. If you leave me your e-mail address, I will get back to you”

99. “I need to think about that one. Could we come back to it later? Next question, please.”

100. “I’m not sure I know the answer to that one. Perhaps we could discuss it after the session.”

101. “There really is no right or wrong answer to that. However, my personal belief is…..”

102.  Remember that hostility is aimed at your opinions, not at you.  Avoid prolonged eye contact

103.  To deal with hecklers you must be polite yet firm,your goal should be to get the rest of the audience on your side.

104. Handling the audience Handling the audience Dealing with questions Dealing with questions Handling questions model Handling questions model Coping with hostility Coping with hostility

105. The Key To A Successful Presentation: 1. Preparing The Presentation. 2. Preparing Yourself. 3. Delivering The Presentation. 4. Handling The Audience.

106.  Once you have written your speech,cut it, cut it and cut it.  Keep it short, clear, relevant, simple and to the point.  Choose visuals to support the presentation.

107.  Be yourself.  Show enthusiasm and sincerity.  Try to adapt yourself and deal with your nerves.

108.  Involve your audience in the presentation.  Always remember to talk to your audience, rather than at them.  Make sure that the audience leaves the venue feeling informed.

109. Finally, Stay relaxed but alert and enjoy your presentation.

111.  Gilmore Presentation Skills. 