Planning your Planning your Presentation Presentation

Powerful Presentation skills Powerful Presentation skills

Contents• Background for Presentation• Planning your Presentation - Overview• Characteristics of Powerful Presenters• Focusing on Audiences• Creating Openers and Transitions• Developing Presentation Structure and

Close

Background for Presentation

• What is the topic of your presentation? • What are the date and time of the

presentation? • How long is the presentation going to

be? • Where is the presentation to be made? • Who is the point of contact?

Planning your Planning your Presentation - OverviewPresentation - Overview

Eight steps for Planning your Presentation

1. Develop Objectives2. Know your audience 3. State the main ideas4. Decide on supporting materials5. Create an Opener6. Develop a transition7. Structure the main body 8. Prepare the close

Step7: Structure the main body

• Use one or more of the following approaches to sequence the main body:– Chronological Order – Priority – Spatial Arrangement – Topical Approach (Least, More & Most

important) – Problem/Solution

Characteristics of Characteristics of Powerful PresentersPowerful Presenters

Characteristics of Powerful Presenters

• Principles of Powerful Presentations

• Becoming a Powerful Presenter• Developing Your Objectives

Principles of Powerful Presentations

• People are overwhelmed with Information• People have short attention and retention spans• Skillful presentation is not same as public speaking

– Presenting is audience-oriented, while public speaking is speaker-oriented.

– Presenting focuses on value, While public speaking focuses on entertainment.

• The purpose of every presentation is to persuade• The audience's perception is more important than the

presenter's perception• Every presentation must be attention-getting,

meaningful, memorable, and activating

Becoming a Powerful Presenter

Nine characteristics:• Enthusiasm • Organization• Audience focus rather than presenter focus• Flexibility

– Lot of questions from audience– Logistics failure

• Appropriate body language (, eye contact)

Becoming a Powerful Presenter

• Sense of Humor• Appropriate vocabulary• Varied voice tone

– change the ‘Pace’ to emphasize key points– change the ‘Pitch’ to create the interest– change the ‘Volume of Voice’ to emphasize contrast– ‘Pause’ to provide a sense of anticipation

• Focus on purpose

Developing Your Objectives

• Determine your presentation objectives – Inform?– Gather ideas and explore them?– Make recommendations?– Evaluate, interpret, or clarify?– Set the stage for further action?– Arouse interest?– Instruct?– Sell?

Developing Your Objectives

• It should be possible to state the objectives in clearly – By the conclusion of this presentation, you will

______– My objective is to ______– I want to talk about _____ so that _____

• Objectives should be attainable and measurable– Attainable and measurable objectives can keep

your presentation focus on the topic

Focusing on Focusing on AudiencesAudiences

Focusing on Audiences• Knowing Your Audience• Stating the Main Ideas• Deciding on Supporting Materials

Knowing Your Audience• Ways to gather information about the audience

– Request a list of attendees and their titles– Send out a questionnaire or use a focus group– Talk to the attendees before your presentation– Interview other who have spoken to the

audience– Study background information on the

organization, such as an annual report, publicity material, organizational charts, and position descriptions.

Knowing Your Audience• Depending on audience, one has to

prepare presentation. For example:– Keep the information fairly general, if

the group is mixed in age, gender and position

– Adress and disarm it early, if an audience may be anxious about particular factors

– Increase enjoyment or humor level as much as you can, if an audience may harbor ill will towards you

Stating the Main Ideas• Initially, two questions to be

answered by Presenter:1. What ideas will best lead to my

objectives?2. What ideas do I want my audience

to remember the most?

Stating the Main Ideas• Main ideas should:

– State conclusions– Accomplish specific objectives– Be interesting– Be few in number

Stating the Main Ideas - Example

• Example showing three techniques applied for a presentation:

– You will present to the executives from regional offices in your company on sexual harassment. You want the audience to understand what sexual harassment is, why your company will not tolerate it, abd what should be done in case of a sexual harassment incident. Your challenge id to persuade your audience to take sexual harassment seriously. The executives will be expected to implement sexual harassment policy in their own offices. Three techniques for stating main ideas.

Example – Outline technique

I. Sexual harassmentA. What sexual harassment isB. Why the company will not tolerate itC. What should be done in case of

sexual harassment incidentII. Implement a sexual harassmentIII. ……..

Example – 5 Ws & 1 H technique

• Who: Executives from regional offices

• What: Sexual harassment• Why: Company will not tolerate

sexual harassment • How: Implement a sexual

harassment policy• Where: In each regional office

Example – Brainstorming

technique• Sexual Harassment

Awareness Procedures Intervention Policy implementation

Deciding on Supporting Materials

• Sources of information– Inside the organization

• Product descriptions, statistic, newsletters, and annual reports

– Outside the organization• Trade journals, newspapers, books and database

services outside the organization– Personal

• Own ideas, insights, examples, and personal anecdotes or stories that may support your main ideas

Deciding on Supporting Materials

• Types of supporting materials– Examples– Comparison– Quotation– Findings– Statistics– Graphics – audiovisual Media– Experts' Testimony

Creating Openers and Creating Openers and TransitionsTransitions

Creating Openers and Transitions

• Creating openers• Developing transitions

Creating openers• Opener should can contain:

– Attention-getting segments• Quotation or a statistic

– Key points on the topic• Key points that highlight your topic and the most

important ideas that are addressed in the presentation– Benefits to the audience

• Outline benefits to the audience– Appropriate words and gestures

• Make sure your gestures suit what your are saying

Creating openers• Seven types of openers:

– Quotations– Rhetorical question– Declarative statement– Real-world situation– Current events– Scenarios– Anecdotes

Creating openers• Do not start presentation with a joke • Avoid remarks about gender, race, religion,

politics, mothers-in-law and so on• Avoid 5 Deadly sins of openers

– Apologies– Long or slow-moving statements– Obvious observations– Trite questions– Stories not related to your topic

Developing transitions• Transition provides a natural flow between

the key points of your presentation, while maintaining audience's interests

• Good transitions should be:– Short– Attention-getting– Use statistics– Appropriate humor or shock statement– Right Pauses, Hand and body movements, and

voice modulations

Developing Developing Presentation Structure Presentation Structure

and Closeand Close

Developing Presentation Structure and Close

• Structuring the Main Body• Preparing Strong Closing

Statements• Developing Stimulating Closings

Structuring the main body

• Use one or more of the following approaches to sequence the main body:– Chronological Order – Priority – Spatial Arrangement – Topical Approach (Least, More & Most important) – Problem/Solution

Structuring the main body

• Main ideas should be supported using Combination of:– Examples– Quotations– Statistics– Stories– Definitions– comparisons– contrasts

Preparing Strong Closing Statements

• A powerful presentation should achieve following three objectives:

1. Provide a summary of the main ideas2. Review the purpose of your entire

presentation3. Appeal directly for the audience's action

Preparing Strong Closing Statements

• Key ingredients of a closing for presentation:

– Bridging of the key points (Let me summarize... or As a wrap-up...)

– Restatement of the key points– Summary of main ideas (so that audience

are convinced to take action)– Appropriate benefit statement– Brief and memorable statement

Developing Stimulating Closings

• Types of closings:– A return to the opening theme– A future challenge– A call for action– A reference to what follows the

presentation– Different types of openers

Developing Stimulating Closings

• Five deadly sins of closings to avoid:– Changing your delivery style– Admitting you have forgotten a point– Stopping without summarizing the key

points– Apologizing– Rambling

Thank youThank you