effective presentations “the ability to speak well can enhance your career, clinch a sale, sell a...
TRANSCRIPT
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Effective Presentations
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“The ability to speak well can enhance your career, clinch a sale, sell a point-of-view and increase an executive's productivity.”
Sandra Schrift, Career Telecoach
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Stages to an Effective Presentation:
Planning Preparation Outlining Important Elements Practice Presentation You’re On! Handling Questions
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Stage 1:Planning Type of talk Time allotment Type of audience Audience expectations
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Type of Talk: Informal chat Seminar
discussion Formal
presentation
Long talk Short talk Question and
answer period
Time Allotted:
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Type of Audience: Who?
Who are they? How many will there be? Why are they coming? What do they know? Why are they interested? How are they related to you?
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Audience Expectations: Why?The General
Purpose:
To inform To persuade To “sell” To introduce To motivate
The Specific Purpose:
The result you want to achieve
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Stage 2: Preparation“In all things success depends on
previous preparations, and without such preparations there is sure to be failure.”
Confucius, Philosopher
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Preparation: Tips
Start early Write a clear statement of the
problem and its importance Identify the issues you wish to
discuss Arrange issues in a logical
sequence Use clear transitions between
issues
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Preparation: Tips
Define basic concepts clearly and early
Identify and address problems your audience might have
Edit - eliminate all that is not essential
Choose least complex medium Rehearse
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Outline: Organization
Good Organization: Helps you remember Helps them remember Helps them understand Helps you keep to the point Helps you reduce your
nervousness
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The Beginning
Relate your subject to your audience
Give purpose Be brief
Capture attention
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The Middle
Present main points Note: They will not remember more!
Take 80% of the time Have signposts and summaries
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The End
Summarize main points Relate conclusion to your audience Don’t present new ideas Be brief Leave your audience with an
impact
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Stage 4:Important Elements Rate Opening Transitions Conclusion Length
Language Body Language Visual Aids Voice Fears
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Rate: Points To Remember Speak slowly
- Optimal time for a scientific talk is 100 words a minute.
Note: Second language = speak even slower!
Use pauses Repeat critical information
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Opening: Points To Remember Make a good first impression
- Dress
- Facial expression – SMILE
- Posture and gesture - Eye contact
Avoid jokes Don’t apologize Announce time Announce handouts
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Opening: Make It
Visual Quote Surprising fact Story Anecdote Question Identify your product = who, what,
why
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Transitions:
Link successive elements
Carefully
Smoothly
Logically
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Conclusion:
Memorize your final statement for maximum impact
Never rush the ending Summarize before you conclude Relate ending to beginning Leave them with a bang!
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Length:
Never run overtime!
Shorten your talk by eliminating detail, information and concepts, not by eliminating words, and NOT by talking faster!
Leave time for questions and answers at the end
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Language: the don’ts
Avoid:
unnecessary jargon complex phrases long sentences overly formal or overly casual tone assumptions
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Language: the dos
Use everyday language Use concrete words Use rhetorical questions Make it interesting
Use anecdotal stories
Explain by analogy
Involve your audience
- Ask questions
- Pause for reply
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A lot of research has been done into the impact on an audience of three elements: content, tone of voice and body language. Which is the most important?
Content 7%
Tone of voice 38%
Body Language 55%
Business Week - February 8, 2007
Body Language:
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Body Language: the dos
Move hands and arms Move around the room Move towards audience Move your eyes around the
audience Remember that moving is normal
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Body Language: the don’ts
Don’t point at anyone Don’t rock back and forth Don’t stay rooted to the spot Don’t leave your hands frozen Don’t avoid eye contact Don’t talk to the screen Don’t overdo gesture
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Visual Aids:
Flip Chart & Whiteboard Overheard Projector Transparencies
Power Point Presentations
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Visual Aids: Power Point Presentations "There are so many little details that make
the difference between a mediocre presentation creation and an effective presentation creation and delivery. And they really do go hand in hand. How you create the presentation will have a direct bearing on how you deliver it.“
Martin Schaffel, President and CEO of Audio Visual Innovations, Inc.
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What Is The Purpose of Power Point?
Visual & Organizational Aid
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KISS: Keep it Sweet and Simple Follow the 666 rule 6 words per bullet 6 bullets per image 6 word slides in a row
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Voice:
“The right word may be effective, but no word was ever as effective as a well timed pause.”
Mark Twain, Author
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Voice: the dos
Project your voice – aim for the back Emphasize importance
- say one word louder
- repeat important words Make it interesting
- go faster to excite
- go slower to show importance
- pause often and look around the audience
- give emphasis with voice and body
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Voice: the don’ts
Don’t talk too softly or too loud Don’t use a high pitch or raise your pitch
at the end of sentence Don’t talk in a monotonous, boring voice Don’t splatter your speech with erms,
errs, ‘you knows’ & yanis Don’t use incorrect grammar Don’t mispronounce important words
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Fears:
“Those rare few who are not nervous at all are usually not good presenters.”
Malcolm Goodale, Author of “Professional Presentations”
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Fears: Tips for Controlling Breathe deeply Envision yourself presenting Meet and greet your audience Remember you are the expert Remember everyone wants you to
succeed
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Stage 5:Practice “ Practice is the single most
important factor contributing to a good presentation.”
Jeff Radel, Ph.D., University of Kansas Medical Center
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Practice: the dos and don’ts
Read through the text first Stand in front of a mirror Relax Stand with feet slightly apart and
one foot slightly forward Hold note cards in one hand
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Practice: the dos and don’ts
Use your notes only to keep you on tract; don’t read
Don’t memorize Speak slowly and clearly Use gestures Project your voice
Remember: If you are speaking in a second language, you should speak even more slowly!
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Practice: the dos and don’ts
Practice making eye contact Don’t single out one person Watch your reflection Look for odd and distracting habits Check often to make sure that your
audience understands you and is paying attention
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Practice: the dos and don’ts Videotape yourself – it is the most useful
tool for feedback Look for variations in speed and tone Listen for the dreaded ‘um’s, er’s, you
know’s and yani’s Don’t pace, twirl your hair, play with your
clothing Don’t look at the floor, ceiling or projector Don’t stand behind lectern or desk
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Stage 6: PresentationA few last minute things to do
Run through your speech once more
Tour the room you’ll use
- Check your equipment
- Ask for help with the equipment
- Try out the microphone
- Check: chalk, eraser, markers, pointer
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Stage 7 You’re On:
Monitor your behavior Enthusiasm for your subject is
contagious, but don’t overdo it Converse with your audience;
include them by posing questions and making eye contact
Keep your eye on the clock; don’t run over – ever
Be prepared for interruptions
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You’re On: Don’t turn the lights off completely;
turn them back up as soon as you can
Don’t apologize for any aspect of your presentation
Don’t criticize your trip, the facilities, the city, etc. Remember, you are a guest!
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You’re On:
Strive to have a prepared and memorable final statement
When you get to the end – Stop!
Resist the temptation to add a few last words
Don’t be afraid to give yourself credit, but remember to give others credit where due
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Stage 8: Handling Questions Always repeat question so that
entire audience is involved Above all, wait for questioner to
finish before you begin to answer Answer questions that will clear up
confusion during the presentation Answer questions that may distract
from the presentation at the end
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Handling Questions:
Avoid:
- prolonged discussions with one person
- extended answers
- arguments
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Handling Questions:
If you can’t answer a question: - don’t apologize - offer to research the question
and get back to the questioner later
- suggest resources to help the questioner find the answer
- ask for suggestions from the audience
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"Even the greatest speakers were once rank amateurs." Mario Cuomo, former governor of New York
Giving a good speech or making a good presentation doesn't come naturally to anybody. Above all, keep trying.