Effective Presentation Techniques Angela Clark University of South Alabama

University of South Alabama - CIS Planning Your Presentation First things to consider  Purpose  Audience  Situation

University of South Alabama - CIS Purpose of Your Presentation Informative presentation Persuasive presentation Training presentation

University of South Alabama - CIS Needs of Your Audience What knowledge or understanding do you want the audience to walk away with? What are the demographics of the audience? Knowing your target audience will help ensure the info you provide will be useful, interesting, and relevant

University of South Alabama - CIS Setting and Location of the Presentation Dictates the level of formality Seating arrangement, size and shape of the room, size of the audience Also affects the medium you use and the size of your visuals required

University of South Alabama - CIS Developing Your Presentation 1. Identify main points or main ideas that are most relevant 2. Brainstorm and capture ideas, concepts, and information to be presented 3. Group ideas into natural associations; give each category a name or title 4. Organize groups in order of how they should be presented from most important to least important

University of South Alabama - CIS Parts of the Presentation 1. Introduction 2. Body 3. Conclusion

University of South Alabama - CIS The Introduction Enables you to capture the audience’s attention Sets the tone for the rest of the presentation Allows you to create a positive relationship with the audience and provides listeners with an overview or preview

University of South Alabama - CIS The Introduction (cont) Introduce yourself Briefly list any relevant credentials to establish credibility Give general overview of presentation to prepare audience for what will follow Tell audience how information presented will benefit them

University of South Alabama - CIS Capture the Audience’s Attention Anecdotal stories or personal experiences Surprising facts or questions about the topic Quotations, familiar phrases, or definitions

University of South Alabama - CIS The Body Contains the message you are trying to deliver Should be well-organized and follow a logical manner Keep information simple and relevant Use specific examples, data, supportable facts, and expert opinions to substantiate main points of your presentation Provide a smooth transition from one point to the next

University of South Alabama - CIS The Conclusion Most powerful part of the presentation Allows you to reemphasize main points Gives audience a final impression Have a clear, obvious transition so audience realizes you are about to conclude Include any recommended actions or reinforce beliefs presented Tie back to real benefits to audience

University of South Alabama - CIS Preparing Visuals Used to help audience comprehend and retain ideas presented Especially useful explaining difficult concepts, displaying data, or illustrating steps in a process Useful for highlighting organization of presentation, to preview and review main points or differentiate from main points and sub-points Visuals lend credibility

University of South Alabama - CIS Preparing Visuals (cont) Help to stimulate and maintain attention; help to vary pace of presentation Provides a focal point for speaker and assists in keeping on track

University of South Alabama - CIS Types of Visuals Tables – useful when displaying systematic information in categories Graphs – used to show relationships between two variables, comparing quantities and changes over time, or indicating patterns or trends Pie charts – show percentages or proportions of parts that make up a whole Organizational charts – display a hierarchical structure

University of South Alabama - CIS Visuals (cont) Flowcharts – useful for describing steps in a procedure or stages in a decision-making process Illustrations or diagrams – show how parts of an item or process are related to each other

University of South Alabama - CIS Pointers Regarding Visuals Limit amount of text and numerical data Use descriptive titles and headings Use labels and legends to describe what is being illustrated Limit number of comparisons being made Use color, shading, and emphases sparingly Use consistent size and color Illustrations should supplement main points

University of South Alabama - CIS Additional Pointers Regarding Visuals Take into account audience’s knowledge and experience Assess the situation, location, and equipment available Abide by copyright laws and avoid plagiarism

University of South Alabama - CIS Types of Delivery Methods Written or memorized Extemporaneous Impromptu

University of South Alabama - CIS Written or Memorized Presentations Effective if you are unfamiliar with the material or if it is a highly complex topic Useful if addressing a large or formal audience, have a strict time limit, or if you are inexperienced in public speaking Can be difficult to alter presentation in response to changes and does not allow for natural delivery

University of South Alabama - CIS Extemporaneous Presentations Ideal if you are familiar with the topic, in an informal setting, and have a flexible time limit Allows greater flexibility for audience participation and questions Enables more natural delivery and presentation can be adapted as needed

University of South Alabama - CIS Impromptu Presentations Most flexible, but can be more difficult Involves speaking without notes, outline, or memorized text Should be very familiar with topic and audience and be presenting to a small group

University of South Alabama - CIS Addressing Questions Be sure to allocate time to address any questions Listen carefully to the question and repeat it to be sure the audience heard it Keep answers brief If you can’t answer it, admit it, and move on to the next question Questions should be welcomed – shows the audience had an interest in what you said

University of South Alabama - CIS Preparation Key to a relaxed and effective presentation Begin with a script Observe other presenters Think positively Allow for plenty of time before the presentation begins Inspire enthusiasm Practice speaking with the audience – not at them

University of South Alabama - CIS Addressing Your Audience Focus on the listener Look at audience and smile Don’t read!!! Use proper grammar and pronunciation; avoid filler words Establish eye contact Pause for emphasis Breathe!

University of South Alabama - CIS Vocal Security Speak naturally, confidently, and inspirationally Deliver message at about 80% of pace of normal speaking Vary rate, pitch, and tone to avoid monotone Repeat yourself with different words and phrases for emphasis Use good posture to improve voice quality Breathe deeply to speak properly

University of South Alabama - CIS Non-verbal Communication Most of human communication is non-verbal Body language  Makes the message more meaningful and memorable  Punctuates the presentation  Relieves nervous tension Be sure to look professional and polished

University of South Alabama - CIS Five Elements of Body Language 1. Posture – exudes confidence, enthusiasm, and control; do not lean on the podium 2. Gestures - May be descriptive, emphatic, suggestive, prompting 3. Body movement – attracts audience’s attention, reinforces message, burns up nervous energy 4. Facial expressions – reflect attitude, feelings, and emotions 5. Eye contact – second most powerful tool; signals sincerity and allows you to monitor visual feedback

University of South Alabama - CIS Use of Humor Universally appreciated, but timing is crucial Best time is at beginning or end to relax audience or raise spirits Never use put-downs Avoid politically-incorrect topics

University of South Alabama - CIS Visual Objects Introduce at a key time Use only to reinforce your message Don’t allow them to distract from the presentation

University of South Alabama - CIS Problems with Using PowerPoint It is the presenter’s job to change the audience It is the message that’s important, not the Slide Show The Slide Show may divert the audience’s attention away from the speaker Visual learners do not learn from reading words on a screen, but instead from pictures Audience must absorb from multiple senses – inefficient PPT may become a crutch

University of South Alabama - CIS PowerPoint Pointers Slides should ONLY be a visual aid Keep the presentation simple and moving; use animation and transitions to keep attention Choose visuals after you develop your speech Limit amount of text on the screen; be brief Presenter should be the focus; visuals should reinforce what the presenter says Visuals must aid in clarity of the presentation

University of South Alabama - CIS Questions