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Speak Up! Deliver Presentations with Power and Impact
Speak Up! UNIT 1:
Overcome the Fear of Public Speaking
Good Speakers are able to…
ACTION
TRUST & RESPECT
INFORMATION
GOALS
Inspire
Obtain
Convey
Achieve
Something to Think About…
“If two equally qualified people offer
similar solutions to a problem, the one who
knows how to present with power will always have
a much better chance of having
his/her ideas implemented.”
(Quote from Peter Urs Bender, Secrets of Power Presentations)
FEAR: The Biggest Obstacle…
Studies have shown that the fear
of public speaking ranks number
one in the minds of most people
– even higher than death!
Does Fear = Failure?
Courage is resistance to
and mastery of fear,
not the absence of fear. Mark Twain
Possible Symptoms of Fear…● sweaty palms
● dry mouth
● rapid breathing
● nausea
● loss of voice
● rapid heart rate
● excessive perspiration
● shaky knees / hands
● shaky or strained voice
● “butterflies” in your stomach
● heat / redness in face / neck
Source…
A Common Fear….
● Abraham Lincoln – 16th President of the United States
● Orville Wright – inventor of the airplane
● Thomas Edison – one of the world’s greatest inventors
● Albert Einstein – Nobel Prize winning scientist
● Sir Lawrence Olivier – famous British actor
● Tom Hanks – actor
● Barbara Streisand – American singer and actress
● Eminem – rap singer
Vocabulary Match-up…
Glossophobia
Aphonia
Mike fright
Aphonia paralytica
Stage fright
Fear of microphones
Paralysis as a result of the fear of public speaking
Acute nervousness when performing or speaking before an audience.
Fear of performing ‘on stage’ in front of an audience
Loss of voice as a result of the fear of speaking public
Vocabulary Match-up…
Glossophobia
Aphonia
Mike fright
Aphonia paralytica
Stage fright
Acute nervousness when performing or speaking before an audience.
Loss of voice as a result of the fear of speaking public
Fear of microphones
Paralysis as a result of the fear of public speaking
Fear of performing ‘on stage’ in front of an audience
Physiology of Fear
Heart Rate Up
Cold Hands & Feet (blood flow changes)
Increased Perspiration
Rapid Breathing
Adrenaline Release
Muscle tightnessBlood Pressure Up
Keys to Overcoming Fear
Preparation Rehearsal Speaker Notes
Questions Expertise
Credibility Content Energy
Relaxation
Click to view details on each…
The ‘golden rule’ of presenting:
Prepare, prepare, prepare!
● Preparation is the single most effective way to reduce the fear of public speaking
● Know exactly WHAT you want to say, and HOW you want to say it.
● Do your research, write a script, develop a strong introduction and conclusion, work on your delivery, and make sure you’ve thought of everything.
Back to main
Rehearsal
● Make sure you rehearse OUT LOUD!
● Rehearse several times (3-6 times recommended)
● Some ways to rehearse:
– By yourself in front of a mirror
– In front of a group of friends or colleagues
– By making an audio recording and listening to it
– By videotaping yourself (great way to observe your own behaviors and improve)
– By practicing in the actual room where you will present
Back to main
Speaker Notes
● When presenting, it’s easier than normal to lose your train of thought.
● Use ‘key word’ notes to stay on track
● Use small note cards with large text (key words/topics)
● Don’t use your entire script as speaker notes, because…
– It’s a visual distraction for the audience
– It’s hard for you to follow and find your place
– It encourages you to READ too much
It is important to write and practice a full script, but don’t use it as your notes. Scripts and speaker notes are two different things.
Back to main
Plan for Questions (Q&A)
● Prepare in advance, and think ahead about what questions might be asked
● Thank the ‘asker’ for the question
● Repeat the question (gives you time to think and makes sure everyone hears it)
● Look for agreement if challenged (don’t get too defensive)
● Don’t fake it (if you don’t know the answer, say so)
Back to main
Expertise
● Know your subject
● Research thoroughly
● Be able to anticipate and answer questions
● Be ready with facts, statistics, and data to support points
● Think of examples to support your message
Knowing your subject will give you confidence and decrease your fear.
Back to main
Relaxation
● The greatest moment of fear generally comes BEFORE the presentation; not during.
● Take some quiet time just beforehand
● Visualize success
● Relax your muscles (try tightening first, then releasing)
● Close your eyes and think of a pleasant experience
● Use breathing exercises (eg: inhale for 4 seconds, hold for 2 seconds, exhale for 8 seconds)
Back to main
Establish Credibility
● Use your introduction to mention your qualifications
● Doing so will…
– Re-assure the audience
– Boost your own confidence
● Never announce your nervousness, as this can damage your credibility
Back to main
Content
● Focus on the opportunity to communicate with people
● Think about your message and how to get it across
● Don’t think about yourself too much
● Remember; the audience wants to hear something helpful and informative.
You purpose main purpose is not to put on a ‘show’ of your speaking abilities, but to get your message across.
Back to main
Energy
● Don’t expect your fear to go away. Maybe it never will.
● Instead, use it as energy
● Think of fear as an asset. It’s there to help you.
● Convert adrenaline into dynamic energy
● Use purposeful movement, gestures, and a strong voice to harness the fear and express it as positive energy
● Stay away from caffeine, as it can raise your heart rate and affect your energy
Back to main
Speak Up! UNIT 2:
Analyzing the Situation and Your Audience
Why Analyze?
● Helps you select and narrow your______________________________
● Helps you target audience ______________________________
● Improves your ______________________________ with the audience.
● Prevents confusion and possible ______________________________
● Helps you prepare for ______________________________
TOPIC
INTEREST
CREDIBILITY
OFFENCE
QUESTIONS
Be wise… analyze!
Why Analyze?
● Helps you select and narrow your______________________________
● Helps you target audience ______________________________
● Improves your ______________________________ with the audience.
● Prevents confusion and possible ______________________________
● Helps you prepare for ______________________________
TOPIC
INTEREST
CREDIBILITY
OFFENCE
QUESTIONS
Be wise… analyze!
Facilities…
Questions to Ask Yourself
Room size
Temperature
Lighting
Noise
Acoustics
Technology
Room Layout
Big enough? Too big? Enough chairs?
Too hot? Too cold? How is it controlled?
Can you see and be seen? Slides visible?
Soundproof room? Distracting sounds?
How’s the sound quality? How about at back?
Is everything working? Test everything!
Could the layout be improved?
Sample Room Layouts
● You have a major slideshow presentation with video clips for an audience of 75 people. They will not need to take notes.
● You are giving a training session on safety procedures. you need everyone to take notes and complete a final quiz.
● You are leading a meeting to come up with new product ideas. You want the audience to discuss ideas in small groups.
● You are showing a team of 12 people how to operate a safety valve. You need to physically demonstrate the steps so that everyone can see.
Matching Layouts to Needs
Situation Analysis - Exercise
For the following slides discuss:
a) What type of presentation is the room best suited for?
b) What factors would you need to consider if you were giving a presentation there?
c) What questions would ask yourself to make sure everything runs smoothly?
Situation Analysis – Venue 1
Situation Analysis – Venue 2
Situation Analysis – Venue 3
● What time of day are you speaking?• An audience may react differently at
9:00 am Monday, than at 4:00 pm Thursday.• Attention levels vary.• Adjust your presentation accordingly
● How much time do you have?• Stay within the planned time frame• Going over shows disrespect, causes scheduling
problems and reduces audience interest
Time Considerations…
Things To Think About
Remember Murphy’s Law!!
“Anything that can go wrong will go wrong!”
Anticipate problems and develop strategies to respond.
So … How do you Prepare?
● Visit the room and check everything personally
● Do not rely on someone else’s assessment
● Be prepared! Bring extras!
● Use your Checklist!
Notes
Backup CD
Pa r copies
Flash
Presentation Checklist
Contact person’s name and numbers
Clear directions to speaking location
Written confirmation of presentation time
Travel arrangements and parking Instructions
Availability of speaking tools (Podium, computer,
projector, power, microphone, lighting, sound…)
Seating arrangement
Q&A – how long? Expected questions?
Expectations after the presentation
Analyzing the Audience
Know your audience and connect with them!
Who are the important listeners?
● Identify them
● Engage them.
● Look at them.
● Use examples that will appeal to them.
Depending on your purpose and the nature of the presentation,
some audience members may be more important than others.
What’s the Audience’s Level of Knowledge?
● Are they experts or amateurs?
● What type of language should you use? (highly technical or simple)
● How quickly can you move from one idea to another?
What Does the Audience Want/Need to Know?
● Know what your audience needs and build content to focus on that need.
● Very important in sales presentations
● Explain how your product or service satisfies the audience’s need.
What Presentation Style Will Work Best?
Should you be…
● Brief and direct or detailed?
● Formal or casual?
● Serious or humorous?
● Delivering a workshop or a lecture?
Choose your presentation style according to audience needs and expectations.
What is the Audience’s Demographic Composition?
Demography is the study of human populationand its characteristics.
Examples of demographic factors:
● Gender
● Age
● Employment
● Salary
● Education
● Hobbies and Interests
● Residence
● Marital and Family Status
● Religion
● Political Persuasion
● Group Membership
Demographic Match-Up
MAGAZINE
Wired
Cosmopolitan
Computer Gamer
Time
Emirates Woman
Fortune 500
National Geographic
Middle East Business
Dupont Registryof Fine Homes
READER
60 year old fisherman
5 million dollar lottery winner
32 year male stock broker
Rich retired English executive
30 year old male Canadian teacher
17 year old American girl
CEO of Fedex
21 female Emirati clerk
14 year old Qatari male
What is the Size of the Audience?
Ask Yourself…
● Will you be heard in the back?
● How many handouts are needed?
● Will your visuals be seen?
● Are props effective?
The size of the audience affects the kind of presentation you give and the way you give it.
What Cultural Concerns Should You Know About?
Remember:
● Different cultures see and understand things differently.
● KNOW THESE DIFFERENCES! Use them to your advantage not your disadvantage.
Imagine this:
An English HR Manager is in a casual meeting with Arab
technicians. He has his feet up on the desk facing the Arab
men. This body posture is not offensive in his own culture,
but what about the perceptions of his audience?
Speak Up! UNIT 3:
Organization and Development
3The Basic Organizing Idea is …
The ‘Three Tells’
“Tell them what you are going to tell them;
tell them; and then
tell them what you told them.”
The Purpose of Your Presentation
● Why are you giving this talk? ● Fundamentally, there really are only two main
choices
• To persuade
• To inform
Informative Presentations
● Goal: to teach, explain, update or describe.
● Examples:– Briefings: provide an informed audience with updated
information needed to do their jobs
– Reports: present information about what has been learned or done
– Training: shows how to do something
Persuasive Presentations
● Goal: to convince, promote, recommend or suggest.
● Examples:– Proposals/Recommendations - you want someone to take
action based on your advice and information.
– Sales Presentations - you want someone to purchase a product or service that you provide
Set Specific Goals
● What specifically do you want to accomplish?
● What result do you want?
“I want (whom) to (do what) (how, when where).”
“By the end of this month, I want our bank to reduce the number of customer complaints by 20% by encouraging customers to use our online banking service.”
The Central Idea
● Your central idea, or thesis statement, is the main point you want to tell your audience.
● Why have a central idea?– It prepares the audience for what you will say.– It helps you
– organize your talk– select appropriate supporting materials – design visual aids
Central Idea – Be specific
● Include a subject and a focus.
● Example:
– Weak Idea: Increasing Company Productivity(Subject is stated, but no FOCUS.)
– Strong Idea: Using video conferencing on the Sony Ericsson K800i mobile phone can increase company productivity in three ways.
Central Idea – Things to Remember
● State your idea’s subject and focus
● Write it as a single sentence
● Include it in your introduction and conclusion
● Remain focused on that idea
● Never introduce a second idea!
● Do not phrase your central idea as a question
The Structure of a Presentation
All presentations contain three main parts:
● Introduction
● Body
● Conclusion
What should I doin the Introduction?
● Greet the audience
● Introduce yourself and establish your qualifications
● Capture the audience’s attention
● State your central idea
● Preview the content of your presentation
Greeting the Audience
● Shows politeness and respect
● Signals the beginning of your presentation
● Your approach to this will depend on the occasion and the audience
Introduce Yourself and Establish Your Qualifications
● State your name, position, and duties or responsibilities
● State why you are qualified to talk on the subject
● Example: “Good morning, my name is Mariam Abdullah. I am a banking officer at QNB and I would like to talk to you today about some of my findings in a study I did on … “
Capture the Audience’s Attention
Consider using the following “hooks”:
● Ask a question (direct or rhetorical)
● Tell a relevant story (anecdote, hypothetical or case study)
● Use a quotation
● Give powerful statistics
● Make a startling or shocking statement
Remember: You can use more than one of these strategies. (e.g. ask a question that includes a statistic)
Getting Attention with Quotations
Quotations have two key advantages:
● First, someone else has probably already said what you want to say in a clever way.
● Second, quotations let you use a source with high credibility to back up your message.
(Source: Ronald Adler – Communicating at Work)
Here’s a good source for famous quotes, organized by subject:
http://www.quotationspage.com/subjects/
Quotes for Attention – Exercise
● You need to give a presentation on how to be a good leader (manager, supervisor). Find a good quote about leadership.
● You need to introduce a new training program for your company. Find a good quote about the value of learning and developing new skills.
● You need to give a presentation on financial planning. Find a good quote about money, finances, or planning ahead.
You can use www.quotationspage.com, or search Google to find other good quote sources.
Getting Attention with Statistics
Remember
● Don’t overuse statistics (too many will reduce audience interest)
● Consider displaying statistics visually (bar graphs or pie charts)
● Round off numbers where you can (nearly 3000 instead of 2962)
Interesting statistics (numerical facts and data) can trigger audience interest.
Did you know that 70% of all the construction cranes in the world are located in the UAE?
Getting Attention with a Statement
● A startling or shocking statement can be used at the beginning of a presentation to catch attention
● Example:
If you are speaking about road safety in Qatar, you could begin by saying:
“Qatari people are killing themselves every day! The number of deaths due to road accidents in this country is well above the world average, and we need to ask why.”
Stating Your Central Idea
● Audience’s like to know your point of view early so they follow your “train-of-thought”
● Note the difference between a topic and a central idea
● Example
– TOPIC: using a number system for customer service
– CENTRAL IDEA: “By introducing a number system at QIB, our customer service and efficiency will improve in three important ways.”
Previewing the Content of Your Presentation
● Give your audience a quick picture of what is to come
● Example:
“Today I would like to talk about a new development at QIB. By introducing a number system, our customer service and efficiency will improve in three important ways. First, it will allow employees to stay focused on a single task. Second, it will create a quieter environment at the customer desk. And third, it will ensure that all customers are treated equally. ”
The Body of the Presentation
● Use the body to fully explain your ideas
● Organize your content in logical order
● Support your points with reasons, explanations, examples, statistics, illustrations, testimony, comparisons
Organizing the Bodyof Your Presentation
● Chronological Order arranges points as they happen in time. Good for explaining processes or giving instructions.
● Spatial Order organizes material according to how it is put together or where it is physically located.
● Cause and Effect Order shows how a cause created a number of effects or how an effect had a number of causes.
Organizing the Body of Your Presentation
● Problem-Solution Order states very clearly what the problem is and gives suggestions to solve it.
● Criteria Satisfaction Orderstates criteria for a decision, and then shows how the criteria can be met. (Criteria are standards used to judge or decide something.)
● Comparative Advantage Ordercompares things (products or services) to show which is best. Main points help demonstrate the best option.
Helpful Tips for Writing the Body
● Support all your main points
– Use explanations that define, analyze or describe
– Use examples to clarify points and make ideas real
– Use statistics as evidence to convince people
– Use stories (real or fictional) to keep interest
– Use the testimony of others. Quote from experts
– Use comparisons (similarities) or contrasts (differences) to help listeners understand
Helpful Tips for Writing the Body
● Each main point (paragraph) should start with a topic sentence, introducing its main idea.
● All points must help develop the central idea. If they do not, cut them out.
● A presentation should contain no more than 5 major points. Any more than this is too much for one presentation.
● Use transitions between paragraphs to make the presentation flow smoothly.
Transitions
Transitions are words used to create bridges between ideas. They connect ideas, making a presentation flow smoothly.
Transitions can…
● make your presentation clear
● emphasize important ideas
● keep listeners interested
● ask questions for the audience
● help preview and review content
Conclusions
● Your conclusion can have a major impact on the effectiveness of your presentation
● It’s your chance to leave a good impression; to “Go out with a bang!”
● The conclusion has three key functions:• summarize main points• re-state central idea• motivate or inspire the audience
Developing Your Conclusion
● Summarize: Re-state your main points as you signal the end of the talk.
● Re-state the Central Idea: After summarizing your main points, relate them to your central idea.
● Finish with a Motivational Comment All good presentations are designed to make people act. Use your closing comments as a last chance to motivate action.
Closing Effectively
The methods for closing your presentation are similar to the methods used for getting attention at the beginning.
Examples:● Ask a question ● Tell a story ● Give a quotation● Make a shocking remark
Other Methods for Closing Effectively
● Return to opening statement Consider telling part of your story in the introduction and then finish it off in your closing.
● Appeal to actionAsk for the result you want. Tell the audience what action to take.
● End with a challengeA challenge demands action. It is a very bold ending, but if used properly, can be very productive.
What to Avoid in Your Conclusion
● Do not apologize It reduces your credibility and creates doubt.
● Do not add new material/ideas Key ideas should be covered in the body, not introduced in the conclusion. Focus on review only.
● Do not contradict yourselfBe very aware of what you have said. Do not say anything that disproves or criticizes those ideas.
● Do not ramble! An audience can only take in so much information. Remember: be concise.
Speak Up! UNIT 4:
Enhancing your Delivery Skills
The Fundamentalsof Good Delivery
● Stance / Movement● Posture● Hand Use / Gestures● Voice● Facial Expression● Eye Contact● Pace
Psychologist Albert Mehrabian showed that, during
a presentation, people absorb information
55% visually, compared to 38% vocally and only
7% through text
Stance and Movement
● When standing, stand firmly on both feet
● Do not sway from side to side
● When moving, move with purpose
● Keep movements slow and steady
● Do not pace randomly (makes you look nervous)
Posture
● Good posture sends a message of confidence
● Stand tall
● Relax the shoulders
● Lift the chest
● Avoid stiffness in your posture (makes you look tense)
Hand Position and Gestures
● Keep hands natural and open
● Keep hands free as much as possible
● Avoid distracting or repetitive gestures
● Avoid using your pockets
● Watch yourself on video to observe your use of gestures.
Voice
● Volume – speak loud enough to be heard at the back
● Enunciation – form your words clearly and distinctly
● Inflection – use variety in your tone (not monotone)
● Breathe! – Air drives your voice. Speak from the diaphragm (the muscle under the lungs), not just the throat.
● Avoid distracting habits – ums, uhhs, repeated words etc.
Facial Expression
● Facial Expressions should reflect content (Eg: serious? humorous? sad?)
● Smile warmly when greeting audience
● Avoid too much tension in the face
● Avoid holding a ‘frozen’ facial expression
● Keep it natural
Eye Contact
● Move eyes smoothly around the room
● Look at each person for a few seconds
● Avoid ‘darting’ eyes
● Avoid placing too much focus on one or two people. Make everyone feel included.
Pace
● Nervousness can cause you to speak too quickly.
● Breathe deeply to slow yourself down.
● Don’t be afraid of silent moments (moments of silence feel longer to the speaker than to the audience!).
● Rehearsal and preparation can help you set the right pace.
Analyzing Delivery Skills - Exercise
Visit the website below to view professional speakers in action. Find examples of people who have strong delivery skills. Keep in mind all of the following:
• Stance/movement/posture
• Hand use/gestures
• Voice
• Facial Expression
• Eye Contact
• Pace
Can you also find people who are doing some things wrong?
WEBSITE: http://www.thelavinagency.com/canada/videos.html
Common Mistakes
● Assuming that speaking skills are not ‘learnable’
● Letting facts speak for themselves
● Failing to prepare properly
● Failing to rehearse
● Using notes inappropriately (reading)
● Overloading visuals
● Lack of attention to non-verbal communication
● Failing to check out the room
● Not preparing for questions
● Hiding behind the podium
Speak Up! UNIT 5:
Support the Presentation with Delivery Tools
Using Props
● Props are anything handled or used by the speaker
● Props may be held up for the audience, placed in the audience’s view, or passed around to the audience.
Use of props can be a very effective way to…● Create interest● Add variety● Make your points more memorable● Add a visual component (great for ‘visual learners’)
REMEMBER: Make sure your props can be clearly seen, and always speak to the audience, not the prop.
What are Visuals?
A ‘visual’ is anything that delivers a message visually
Examples
• Graphs and charts
• Photos
• Illustrations
• Video
• Diagrams
• Clipart
• Text formatting
• Use of color
Why use Visuals?
Visuals can help you…
● Be more persuasive
● Deliver more information in less time
● Enhance understanding and memory
● Hold interest and involve the audience
● Overcome language barriers
Einstein said, “If I can’t ‘see’ it, I don’t understand it.”
Visual Aid Tools
● Slideshows / computer graphics (eg. Powerpoint)
● Videos
● Overheads
● Whiteboards
● Flipcharts
● Products / Props
Tips for using Powerpoint
● Keep it simple – Use abbreviated text; not full paragraphs!
● Check consistency – Use consistent fonts, type size etc.
● Don’t overdo transitions and animations (distracting)
● Don’t rely on spell check only
● Cue your presentation in advance
● Include a final slide (eg. ‘thank you’ – or repeat title slide)
● Use the ‘b’ and ‘w’ keys to make your slideshow disappear and reappear (try it now for practice!)
Tips for using Powerpoint (continued)
● Take note of key slide numbers to access them quickly (enter the slide number on keyboard, and press ENTER)
● Use the arrow as a pointer if needed
● Have a backup plan (eg. bring hard copies in case the computer or projector fail)
Remember: Powerpoint is just a tool, you are the presenter. Be prepared to deliver even if the technology fails.
Problems with Powerpoint – Exercise
View the following slides, and discuss what needs to be
improved.
● The credit for the outstanding development of camel race in Qatar goes historically and originally to H.H the Emir of Qatar. The first
camel race to have been organized in Qatar took place in 1973 at the 9-km racetrack of Al Far, West of Al Shahaniyah.
● The first ever camel racetrack to have been built in Qatar is the one at Al Abgah, which was established according to the directives of
H.H the Emir. ● Races continued to be held at this 16-km long track until late 1989,
when the number of entries to the race increased beyond its capacity and when H.H the Emir ordered the establishment of the
present camel racetrack at Al Shahaniyah.● Races on Al Shahaniyah track started in 1990 with all 6, 8 and 10-
km race categories.● The auditorium has a main terrace, a veterinary clinic, modern stalls
for camels, a big mosque and large water tanks.
History of Camel Racing
History of Canel Racing
Various distances:Various distances:
• 6 km
• 8 km
• 10 km10 km
Famous Track:Al Shahaniyah
A fun sport to watch!
What problems did you find?
● Too much text on first slide● Grainy picture on second slide – resolution too low● No source noted for photo● Font colour on bottom text not visible enough● Problems with text consistency – too many fonts… too
many colours● Too many animations on both slides – distracting and
difficult for presenter (many clicks)● Spelling mistake – title of second slide● Text appears copied from internet (student’s own words??)
Speak Up! UNIT 6:
Making the Presentation
Tips for Success
● Prepare and practice (rehearse)!
● Stay positive. Visualize success
● Keep it in perspective. It’s not life or death!
● Review opening line several times
● Use the adrenaline for energy
● Focus on getting the message across
● Think ‘conversation’, not ‘presentation’
● Look at people one at a time
● Pause for emphasis and breathe
● Use examples, analogies, stories
Dealing with ‘Memory Lapses’
● Use mnemonics to recall key topics(eg: FANBOYS – to remember common conjunctions in English grammar– For, And, Neither/nor, But, Or, Yet,
So)
● Jump ahead to a story/anecdote
● Buy some time by “Fiddling with fodder” (eg. jot down a note, move your flipchart, erase your
whiteboard etc.)
● Change locations – move across the room (buy time)
● Code your visuals to cue you (eg color bars on your slides to categorize into topic areas)
Plan for the Unexpected
● Bring back-up files of everything
● Bring paper copies of your slides in case the technology fails
● Bring extra cords and adaptors etc.
● Consider bringing your own projector (or one you’re familiar with)
● If audio is important, bring your own speakers
Speak Up! Deliver Presentations with Power and Impact
