MAKING WINNING PRESENTATIONS

Prepared & Delivered by Ms Ritu Mahajan

EFFECTIVE PRESENTATIONS
The

ones, which have maximum recall value .. Instead of what to include, you need to think what not to include The aim is to Hit either the
o Intellectual

Cord o Emotional Cord

BE COMFORTABLE WITH YOURSELF

SMILE Knees

unlocked, head up and shoulders released Breathe and relax Make eye contact Do not lock your arms Move Connect with your audience Passion /Enthusiasm

AVOID Verbal fillers .Um, uh, like basicallyso. Swaying, rocking, and pacing Hands in pockets Lip smacking Fidgeting Use of Space Reach / Movement

EFFECTIVE PRESENTATIONS

10% Message

15% Tone/Voice

75% body language

MAKING WINNING PRESENTATIONS

AIM OF A PRESENTATION

Not the transmission but the reception.

The Preparation, Presentation and Content needs to aim towards the audience needs & not the speaker.
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PRE- PRESENTATION PLANNING

I. II.

III.

Self Analysis Audience Analysis- WIIFM Admn. ArrangementsChecklist

SELF ANALYSIS
Who is your audience? What do you want to present (content)? Why do you want to present (purpose)? Where will you be presenting (place)? What is the time allotted?

How do you want to present? (words / slides /hand-outs) Have you arranged your presentation logically and sequentially? What questions might come up? Are the handouts/anything else required ?

AUDIENCE ANALYSIS- WIIFM

What

is the audience interested in ? What does the audience already know and needs to know ? What are their needs &expectations? How will the audience benefit ? Do I know / have researched well on the area being presented?

ADMINISTRATIVE ARRANGEMENTS- CHECKLIST

Seating

arrangement. Modify if required Check the podium or stage-Arrange your workspace. If you plan to use the chalkboard/ whiteboard, make sure chalk/marker and erasers are available Choose & check the required AudioVisuals
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Getting Ready..

CLEAN SHEET THINKING - A PRE-PLANNING TOOL

FOR PRESENTATIONS

Part I What: Why: Who: When: Where: Objectives: Mine: Theirs:

PART II
What else do I know about the audience? How/what do I want them to: Think: Feel: Do: Things that I must demonstrate Key messages Use SWAMPUM criteria: Simple What the audience needs to know from me Action-oriented Motivates Personalized to them Urgent/ important, Memorable

I. PLAN
A. Formulate Your Objectives

Simple, Concise statements of intent-Focus is the key. If you do not focus upon your objective. it is unlikely that the audience will.
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B. Identify the Audience

Consider the audience aims and objectives for attending your presentation
Address the WIIFM

2. STUCTURE
Allows

you to take control Helps maintain a focus Audience connects well The more the audience understands/aligns- more the control

DESIGN- FONT
1.

2.

3.

Start with Basic principles o Your Message o Your Audience Message -Formal or informal ? o Formal Content- budget etc o Informal - Results of a prize drawing. Whom are you addressing? o Top/Middle Management o Peer group o Younger audience

TYPES

Display fonts Showy & Flashy. Suitable for use, where there is little text and the idea is to catch audience's attention Fonts Script / Block /Engraved and many others o It should fit well with the other fonts in the presentation, but stand out enough . Content Fonts- For blocks of text. The simple Sans Serif /Serif fonts fall into this category o Easy to read. o Clear at any size. o Helpful for audience to move their eyes on the slide

WHICH FONT??

Serif Font - Used in long blocks of text. o Times New Roman o Arial Sans Serif Font- For shorter pieces of information such as Titles & Labels o Tunga o Tahoma o Trebuchet

The Choice of font use entirely depends on What you are trying to communicate... Serif fonts look more formal whereas Sans serif fonts are more informal

Pick 3-4 fonts that you feel are suitable & STICK to them. Bookman family is a little easier to read at large point sizes than Times New Roman. Garamond or Century Schoolbook are also a good option

FONT SIZE
Titles ------- 35-44 pt. font size Text --------- 25-28 pt font size Font 6 bullets to a page 6 points to a bullet Appropriate use of o Colors o Italics o CAPITALS o Bold

PRINCIPAL COLORS

BLUE

BLACK

GREEN PURPLE

III. DELIVERY

A 30 MINS PRESENTATION

Opening/Beginning ------2-3 minutes Middle----20 to 25 mins Closing ----2 -3 mins Q & A ------5 mins
Q&A Closing

Opening

Middle

BEGINNING TELL THEM WHAT YOUR GOING TO TELL THEM

Build

Rapport -People Listen To People They Like Introduce Topic /Yourself Why Should They Listen to you (what you bring to the table)

Middle- Tell them

Key

Message Related points Support material, Examples, References, Visual aids Watch the time Practice & Monitor the time alloted Set Rules for Objections/Queries/ Questions

Concluding- Tell them what youve told them"

Last 2 to 2.5 minutes are as critical as the first 5 minutes for a successful presentation A strong opening grabs your audience's attention and leads them to your key messages---A strong close takes them back to your key messages and brings your presentation full circle to your ultimate objective. You ending should trigger the required action from your audience FEEL / THINK / DO" End With A Bang, Not With A Whimper.

QUESTION &ANSWER SESSION

SAILING THROUGH THE SESSION

Listen to the entire question Make sure you understand the question otherwise you can request a repeat Pause and allow yourself time to value the question and listener. Repeat the question aloud for the entire audience. Repeating the question allows some additional time to evaluate the question and formulate a response.

Credit The Person for asking the question. You may say something like: "That was a great question "Glad you asked that question One word of caution... If you credit one person with asking a question, be sure to credit EVERYONE for asking a question. You don't want people to feel their question was not as important.

Respond to the Question honestly and the best you can. If you do NOT know the answer, do not try to fake it. Be honest, and tell them that you will research the answer for them and DO get back to them. Bridge to the next question by asking them a question. "Does that answer your question? "Is that the kind of information you were looking for?

Though you are expected to be knowledgeable/expert on the area being presented, still you are not supposed to have immediate answer to all the questions.

Effective Tools of Engagement

1. MINIMIZE LECTURE MAXIMIZE ACTIVITY. CREATE MOVEMENT

Flip Charts

Videos

Activities/games

Variety helps your audience to stay alert

2. Choosing Appropriate Visual Aids

1. 2. 3.

4.
5. 6. 7.

PowerPoint Slides Graphs/Charts Pictures Films/Videos Flip Charts Sketches Activities/Games

Why Visual Aids ??

Improve comprehension Add variety Illustrate complex ideas

3. FOLLOW PAJES (B

OMBING

OPTIONS)

Personal Experience (The Story) Analogy Judgment of Experts Examples Statistics/Facts

PERSONAL EXPERIENCE (P)

We like Detail, Action, and Words
SHOW us what happens rather than TELL us what happens.

A story captures the imagination, makes the point, and becomes memorable !!

ANALOGY (A)
What is Analogy ? An analogy is a comparison between two different things in order to highlight some point of similarity. "One good analogy is worth three hours discussion." -Dudley Field Malone Like..Tip of an iceberg Its like taking your best racehorse and putting a two hundred pound jockey on her back.

JUDGMENT OF EXPERTS (J)

Cite

the research results and opinions of authorities, who are experts in their respective area and are known for their experience & knowledge. It could be a great political leader, business executive or innovator. Few which can immediately be referred Churchill, Henry Ford or Einstein

EXAMPLES (E)
Remember Facts Tell but emotion Sells Your examples must be pertinent to what youre discussing.Credible & Compelling

I want to tell you about a customer/organization etc DRAMATIZE.

STATISTICS (S)
Statistics can be very appealing to audience, who value research study /are particularly knowledgeable about the intricacies of the subject. Figures/Graphs/tables etc are to illustrate your key points.They are not your key points !

WHAT DO I DO WITH MY HANDS???

Research suggests that hand gestures are an essential part of our communication process..

If we restrict our gestures. our speech becomes less fluent.. and we may actually find it more difficult to find the right words!

WHAT DO I DO ???
#1 The most important thing is to have your hands appear natural to the audience. #2. Put your hands either naturally down by your side/ up near your waist, clasped loosely #3. One hand at waist level and one loosely at your side provides full mobility to make nice big, open gestures

#4. If you are a person who is very expressive and use your hands a lot while talking, then do the same while you are presenting #5. Tailor your gestures to the speech. Use gestures that go along with your action words Be authentic..The audience wants to see the same person as they would meet if they ran into you at some place.

PODIUM PANIC- ANXIETY

Read stiffly / talk with a lot of fillers..aaahs, uuhhs Poor elocution, rushed talking Shaky voice Repetition Awkward movements What to do with hands Sense of timing / what to say when Sensitive to audience needs/ invite participation

SIGNS OF PANIC

HANDLE YOUR ANXIETY

RULE OF 20---CHUCK THE STAGE FRIGHT

1)

2)
3) 4)

5)

6) 7)

Choose topics you know something about Prepare well Think! Plan ahead to avoid problems Familiarize yourself with the setting Get to know some members of the audience before you speak Never tell the audience you are nervous Most people have better presentation skills than they think- Recognize your skills

Remember that you are not a good judge of how nervous you appear 9) Understand that no presentation is "that important" 10) Talk positively about your presentation to yourself 11) Be flexible and adaptive during your presentation 12) Get rid of your "rigid" rules about speaking 13) Dont use jokes /stories if you are not good at it 14) Set Rules- Ques in between/After
8)

Believe compliments on your presentation 16) Focus on your audience, not yourself 17) Believe that you know more than your audience 18) You are more important than the slide show- Slide show is just a back-up 19) Turn your energy into something positive 20) Understand that your listeners want you to do well
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