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Presentation Skills

Gayatri Patil



Gayatri Patil

PresentationSkills



Copyright 2007 by Tata Consultancy Services. No part of this publication may be reproduced, stored in a retrieval system, used in a spreadsheet, or transmitted

in any form or by any means – electronic, mechanical, photocopying, recording, or otherwise – without the permission of Tata Consultancy Services.

TCS Confidential3

Presentation Skills

"Great Speakers are not Born,

they are trained."





TCS Confidential4

Presentation Skills

AGENDA

Effective Presentation®

Purpose of Presentations®

Contents:®

Presentation Skill●

Listening skill●

Questioning Skill●

Telephone Skill●





TCS Confidential5

Presentation Skills

Purpose of Presentations

Inform®

Persuade®

Educate®

Non Verbal Communication

Attire®

Eye Contact®

Posture/ Poise®

Body language®

Facial Expressions®





TCS Confidential6

Presentation Skills

Eye Contact

Be Unafraid to make eye contact.®

Try to make eye contact with as many people as possible.®

If you make eye contact with someone who quickly looks away, refrain Presentation®

skills from looking directly into that person’s eyes again.

Refrain from the tendency to overdo the eye contact to avoid ending up staring at®

someone.

Posture

Closed Body Language:

Crossed arms – you do not convey a look that says, "Let’s talk“.®

Hands crossed in front of you –this makes you look weak and timid.®

Hands on hips – you look too condescending or parental.®

Hands joined behind your back – this stance makes you seem like you have no®

energy.

Putting your hands in your pockets – this can make you seem nervous.®

Leaning back in a chair– you look like you’re ready to pass judgement (especially®

during the Question hour)

Body Language

Watch your posture.®

Your objective is to be comfortable and controlled.®

You want your audience to see you relaxed and comfortable. Your body language®

should put them at ease.

Gestures

Are an important part of your visual picture.®

Reinforcements of the words and ideas you are trying to convey.®

Include hand, arm and head movements.®

Are culture and individual specific.®

Need to be spontaneous in order to be effective.®

Help listeners to relate to you and your words.®

Many people talk with their hands.®

Negative Gestures

Using a pointed finger – this makes you look accusatory, even if that wasn’t your intention.®

Fist raising – this can make you look hostile or threatening.®

Slamming your fist on the table- aggressive.®





TCS Confidential8

Presentation Skills

The Prerequisites:

Good Knowledge of the subject.®

Excellent Preparation.®

Good sense of Dressing.®

Understanding of your audience.®

Understanding the environment.®

Knowledge of previous work done in the field,®

if any.

IMPACT

See

The

Impact

on

Delivery





TCS Confidential9

Presentation Skills

A Well-planned Visual

A Central Theme.®

Cryptic Words.®

25 - 30 Words.®

5 - 6 Lines.®

Well-spaced lines.®

Visuals and Aids

Simple Graphics®

Minimal Clip-art®

Charts vs. Tables®

Colored Note Cards®

Notes Pages from the Application®

Supportive Data®

Avoid over use of visuals®

Slide Design

Font size and visibility®

Key points (brief)®

Apt Animation®

Contrast between font colour and background®

Visual Appeal®

Concluding your Presentation

Offer a brief summary of what you said.®

End with humour.®

End on a soft tone.®

Offer further suggestions to know more about the topic.®

Always thank your audience for their patience and involvement.®

Dealing with Questions

Listen carefully and repeat the question aloud.®

Answer directly. Look at the person asking the question.®

Refer to your speech/presentation.®

Anticipate areas of questioning.®

Be friendly, keep your cool.®

Try to be honest.®





TCS Confidential10

Presentation Skills

Treat two questions from the same person as two separate questions.®

Keep your answers brief and to the point.®

Conclude smartly.®

Listening Skills

Listening:

I know that you believe you understand what you think I

said, but I'm not sure you realize that what you heard

is not what I meant.

– Robert McCloskey

Barriers to listening

Busily drafting your prescription or advice long®

before the talker has finished telling his/her woes.

Considering every conversation an intellectual debate with the goal of putting down the®

opponent.

Believing you are always right so no need to listen.®

Quickly changing the topic or laughing it off if the topic gets serious.®

Placating the other person ("You're right...Of course...I agree...Really!") by automati-®

cally agreeing with everything.

Inaccurate reflection or distracting commentsChanging-the-topic.®

I know better than you“.●

Judgmental responses.®

Advices.●

Discounting and premature reassurance .®

Psychoanalysis.●

Questions.®

Telling your own story.●

Tips for Effective Listening

Be attentive.®

Maintain eye contact with the speaker.®

Focus on content rather than delivery.®

Show appropriate non verbal signals.®

Use receptive language - (Hmm, I see ...etc)®





TCS Confidential11

Presentation Skills

Concentrate on speaker’s words as well as gestures.®

Avoid distractions.®

Avoid emotional involvement..®

Watch out for the pauses, emphasis, tone etc.®

Take notes.®

Stay focused.®

Questioning Skills

Question Types

Passive QuestionsPause:® Often people stop midway in their conversation if they need further clarification

from the listener. Here, the pause becomes a question by itself.

Mirror Questions:® asked by the questioner based on the answers given by the person

(usually used by interviewers)

E.g., Q: Why did you leave your previous company?®

A; I didn’t like the working conditions in my previous company.

Q: You didn’t like the working conditions in your company, Is that so?®

Characteristics of a Good QuestionA good question is:®

An expressive demonstration of a genuine curiosity, and intention to know.●

Has an inner logic.●

Is worded in such a way that the thought behind it is made very clear.●

Intonated properly along with non-verbal elements that support it.●

Challenges thought and encourages reflection.●

Is perceived as part of an ongoing dialogue between speakers.●





TCS Confidential12

Presentation Skills

Do’s and Don’ts in Questioning

Do’s:®

Ask clear, concise questions on a single issue.●

Ask Challenging, thought provoking questions.●

Ask honest, relevant questions.●

Don’ts:®

Ask long, confusing questions covering several issues.●

Ask questions that are easy and will not require any thinking.●

Ask ‘trick’ questions that fool listeners.●

Dealing with Questions

Listen carefully and repeat the question aloud.®

Answer directly. Look at the person asking the question.®

Refer to your speech/presentation.®

Anticipate areas of questioning.®

Be friendly, keep your cool.®

Try to be honest.®

Treating two questions from the same person as two separate questions.®

Don’t place your hands on your hips or point at the audience.®

Keep your answers brief and to the point.®

Conclude smartly.®

Telephone Skills

Basic Telephone Tips

Receiving calls:

Identify yourself and your company while®

receiving an incoming call.

Have a friendly tone.®

Pick up the receiver by the third ring or so.®

Do not leave flippant messages on your answering machines.®

Your answering machine should have a professionally worded message that tells the®

caller.

Keys to press to leave a message.®

Time to expect a return call.®

Time of your availability.®

If you attend the call on behalf of a colleague, identify yourself.®

Ask the caller if you could take a message or whether the person would call back.®





TCS Confidential13

Presentation Skills

Tell the caller you are attending the call at you colleague’s desk since the colleague®

happens to be busy or away.

Leave a note with your signature and with the following details for your colleague:®

Name of the caller.●

Time of the call.●

Message if any.●

Answering calls for your department

Answer promptly (before the third ring if possible).®

Before picking up the receiver, discontinue any other conversation or activity such as®

eating, chewing gum, typing, etc.

Speak clearly and distinctly in a pleasant tone of voice.®

Use hold button when leaving the line so that the caller does not accidentally hear con-®

versations being held nearby.

When transferring a call, be sure to explain to the caller that you are doing so and®

where you are transferring them.

Remember that you may be the first and only contact person may have with your depart-®

ment, and that first impression will stay with the caller long after the call is completed.

If the caller has reached the wrong department, be courteous. If possible, attempt to find®

out where they should call / to whom they should speak. They will greatly appreciate it.

Telephone Etiquette

Voice Mail Etiquette

Voicemail Greeting :®

Be sure to record your own personal greeting; don't use the standard default greet-●

ing or have another person record your greeting .

Write down what you want to say in your greeting and practice saying it a few times●

before recording

Include in your greeting your name and department so that people know they have●

reached the correct person.

Your regular greeting should include your normal work hours. If you know that you●

will be on vacation for a few days or leaving the of fice early or have different hours

temporarily, you should record an alternate greeting to let callers know this

Leaving a Voicemail Message for another Person.●

Speak clearly and slowly.●

Be sure to leave your name and extension number. It's best to say it at the begin-●

ning and end of your message.

Keep messages short and to the point●





TCS Confidential14

Presentation Skills

Remember that you want to leave the person you are calling with a good impression●

of you.

Leave the date and time you called in the message. Let the person know the best●

time to call you back.

Cover one topic in one message; specify what you want the recipient to do.●

Speakerphone Etiquette

Identify yourself to the caller.®

Inform the caller that your are using the speaker phone option. Ask the caller’s®

permission.

Use speakerphone within closed doors.®

Introduce the people present in the room®

Explain the purpose of their presence.®

Every time somebody speaks to the caller, the person has to give his/ her name.®

Avoid simultaneous conversation.®

Avoid talking amongst yourself in regional languages especially when a discussion is®

in progress with clients or customers over the phone.

Not to do thing

Use jargon.Overwhelm with detail.Go over time.Use®

text that can’t be read.Stand in the way of your visu-

als.Distract (Eg. Gestures)Say: Ummmmm, ahhhhhh.

Stare at one point.





TCS Confidential15

Presentation Skills

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