Presentation Skills

RAJNISH KUMAR
PROFESSOR (IT)
NATIONAL ACADEMY OF INDIAN RAILWAYS

Lectures at Academy

Confuses

What did you feel?

Look at
these
expressio
ns

A Business Presenter

When will you like the

Presentation

Preparation: Audience Analysis

1. What is the audience interested in

2. What does the audience want
3. What does the audience already
know and needs to know

Scenario in Indian Railways

Types of Presentation youll need to make

Official - before seniors and

peer group
Audience is knowledgeable, the
toughest kind.

Thus expect criticism, lot of

questions
How to deal?
Is it a new idea or

Scenario in Indian Railways

Types of Presentation youll need to make

Training Sessions
Audience is expecting quality input
How to deal?
You think there is a lot to say and teach
but what
1. If audience is not interested?
2. If audience is aggressive?

TIPS for difficult situations

Criticism
Maintain calm and smile. Aggression is
natural but will not help.
Best words,

You have a point worth considering,

let me proceed further, maybe your
doubt gets cleared

TIPS for difficult

situations
Audience is SLEEPING,
YAWNING
and just having fun

Crack an
intelligent
joke!!!!
And review your style,
it may be very dull!

TIPS for difficult situations

There is just one
irritating person in
the audience,
trying to show you
down
Listen twice, and then proceed further by
saying,
Your questions are interesting but in the limited time , I
have more to say, we can discuss later

To be a good speaker, you

must.

Nervousness, Stage
fright
Kya hoga? What will
happen.
Symptons :
Knees shake
Palpitation, sweating
Hands tremble
Seem to be out of
words, cannot recall

Nervousness, Stage
fright
Practice Positive Self-Talk

This audience is hosting me

because they consider me an
authority on this topic.
Remember, you know more than them,
Confident but not ARROGANT

Nervousness, Stage fright

KNOW your TALK
I know exactly what I am going to say
for the first 2 to 3 minutes.
These first 2-3
minutes must be
rehearsed well, it
will decide the
course of
presentation

Nervousness, Stage fright

No distractions

If you find audience distracted, dont panic, some will

always be so. Try again to capture attention

So, just enjoy your

presentation.
NOW
Tips for making
good
presentations

Outline
Make your 1st or 2nd slide an outline
of your presentation
Follow the order of your outline for
the rest of the presentation
Only place main points on the outline
slide
Ex: Use the titles of each slide as main
points

Slide Structure Good

Use 1-2 slides per minute of your
presentation
Write in point form, not complete
sentences
Include 4-5 points per slide
Avoid wordiness: use key words and
phrases only

Slide Structure - Bad

This page contains too many words
for a presentation slide. It is not
written in point form, making it
difficult both for your audience to
read and for you to present each
point. Although there are exactly the
same number of points on this slide
as the previous slide, it looks much
more complicated. In short, your
audience will spend too much time
trying to read this paragraph instead

Slide Structure Good

Show one point at a time:
Will help audience concentrate on what
you are saying
Will prevent audience from reading
ahead
Will help you keep your presentation
focused

Slide Structure - Bad

Do not use distracting animation
Do not go overboard with the
animation
Be consistent with the animation that
you use

Fonts - Good
Use at least an 18-point font
Use different size fonts for main
points and secondary points
Use a standard font like

Times New Roman,

Calibri or
Arial

Fonts Size (this is 44)

Size of Fonts 36
Size of Fonts 28
Size of Fonts 24
Size of Fonts 20
Size of Fonts 18
Size of Fonts 16

An example

Foreign Direct Investment

(FDI)
Vide Notification No. S.O.2113(E) dated August 22, 2014, Government of
India has opened up the following activities of Indian Railways for FDIconstruction, operation, maintenance of :
(i) Suburban corridor projects through PPP- ;
(ii) High speed train projects ;
(iii) Dedicated freight lines,;
(iv) Rolling stock including train sets, and locomotives or coaches
manufacturing and maintenance facilities;
(v) Railway Electrification;
(vi) Signaling systems;
(vii) Freight terminals;
(viii) Passenger terminals;
(ix) Infrastructure in industrial park pertaining to railway lines or sidings
including electrified railway lines and connectivity to main railway lines;
and
(x) Mass Rapid Transport Systems.

Details of models and Agreements are on Rly Bd website here:

http://
www.indianrailways.gov.in/railwayboard/uploads/directorate/infra/downloads/Framework_NGRPLM_FIN
AL_40_AW.pdf

The better method is

Foreign Direct Investment

(FDI)
Vide Notification No. S.O.2113(E) dated August 22, 2014,
Government of India has opened up the following
activities of Indian Railways for FDI- construction,
operation, maintenance of :
(i) Suburban corridor projects through PPP- ;
(ii) High speed train projects ;
(iii) Dedicated freight lines,;
(iv) Rolling stock including train sets, and locomotives or
coaches manufacturing and maintenance facilities;

Details of models and Agreements are on Rly Bd website here:

http://
www.indianrailways.gov.in/railwayboard/uploads/directorate/infra/downloads/Framework_NGRPLM_FIN
AL_40_AW.pdf

Foreign Direct Investment

(FDI)2
(v) Railway Electrification;
(vi) Signaling systems;
(vii) Freight terminals;
(viii) Passenger terminals;
(ix) Infrastructure in industrial park pertaining to
railway lines or sidings including electrified railway
lines and connectivity to main railway lines; and
(x) Mass Rapid Transport Systems.

Details of models and Agreements are on Rly Bd website here:

http://
www.indianrailways.gov.in/railwayboard/uploads/directorate/infra/downloads/Framework_NGRPLM_FIN
AL_40_AW.pdf

Colour - Good
Use a colour of font that contrasts
sharply with the background
Ex: blue font on white background

Use colour to reinforce the logic of

your structure
Ex: light blue title and dark blue text

Use colour to emphasize a point

But only use this occasionally

Colour - Bad
Using a font colour that does not
contrast with the background colour
is hard to read
Using colour for decoration is
distracting and annoying.
Using a different colour for each
point is unnecessary
Using a different colour for secondary
points is also unnecessary

Trying to be creative can also be bad

Background - Good
Use backgrounds that are attractive
but simple
Use backgrounds which are light
Use the same background
consistently throughout your
presentation

Background Bad
Avoid backgrounds that are
distracting or difficult to read from
Always be consistent with the
background that you use

Graphs - Good
Use graphs rather than just charts
and words
Data in graphs is easier to comprehend
& retain than is raw data
Trends are easier to visualize in graph
form

Always title your graphs

Graphs Bad Table

January February
Blue Balls
20.4
27.4
Red Balls
30.6
38.6

March
90
34.6

April
20.4
31.6

Graphs - Good
Items Sold in First Quarter of 2002
100
90
80
70
60

Blue Balls
Red Balls

50
40
30
20
10
0
January

February

March

April

Graphs - Bad
100
90

90

80

70

60
Blue Balls

50

Red Balls
38.6

40

34.6
31.6

30.6
27.4

30
20.4

20.4

20

10

0
January

February

March

April

Graphs - Bad

Minor gridlines are unnecessary

Font is too small
Colours are illogical
Title is missing
Shading is distracting

Which is most effective?

Gridlines can be avoided

Gridlines should be used

It assists in subtle distinction

Chart Title
8000
6000
4000
2000
0

Chart Title
8000
6000
4000
2000
0

Use Soft Colours

Spelling and Grammar

Proof your slides for:
speling mistakes
the use of of repeated words
grammatical errors you might have
make

If English is not your first language,

please have someone else check
your presentation!

Conclusion
Use an effective and strong closing
Your audience is likely to remember your
last words

Use a conclusion slide to:

Summarize the main points of your
presentation
Suggest future avenues of research

Example of Good Slide

Some Bad slides

Chilean Exports

Fresh fruit leads Chile's export mix - Chile emerges as major supplier of fresh fruit to
world market due to ample natural resources, consumer demand for fresh fruit during
winter season in U.S. and Europe, and incentives in agricultural policies of Chilean
government, encouraging trend toward diversification of exports and development of
nontraditional crops - U.S. Dept. of Agriculture, Economic Research Service Report
Chile is among the developing economies taking advantage of these trends, pursuing
a free market economy. This has allowed for diversification through the expansion of
fruit production for export, especially to the U.S. and Western Europe. Chile has
successfully diversified its agricultural sector to the extent that it is now a major fruit
exporting nation. Many countries view Chile's diversification of agriculture as a model
to be followed.
Meanwhile, the U.S. remains the largest single market for Chile's fruit exports.
However, increasing demand from the EC and Central and East European countries
combined may eventually surpass exports to the U.S., spurring further growth in
Chile's exports.
If youve read this far, your eyes probably hurt and youve been reading this tedious
long-winded text instead of listening to me. Im insulted- cant you see Im doing a
presentation up here? Look at me! Congratulations, however, on having such good
eyesight.

Beginner Motorcycles
My personal favorite:
the Suzuki Savage
Light weight (~380lbs)
Adequate power
(650cc engine)
Low seat height fits
most riders

Buying

a New Suit

Racquetball Fundamentals
2, 3, or 4 players.
1 player serves, other returns.
Only serving player can score.
Served ball must land past serving line and

cannot hit back wall.

Ball can only bounce once before striking
front wallbut ball does not have to bounce.
So IRRITATING

Ending a presentation
End your presentation with a simple
question slide to:
Invite your audience to ask questions
Provide a visual aid during question
period
Avoid ending a presentation abruptly

Some MS Powerpoint Tips

Convert Word file to PPT

OPEN New Word File.
For each slide, the line to be the
slide title use the Heading 1 style,
and the remaining lines of text for
each slide the Heading 2 style.

(PowerPoint 2007 can only convert

text formatted with a heading
style, but you can use any of
Word's built-in heading styles.)

Convert Word file to PPT .2

To convert this text into

PowerPoint slides,
follow these steps:
Open PowerPoint 2007.
On the Home Ribbon, in the Slides
group, click the arrow below New
Slide.
Click Slides From Outline, then
navigate to the Word document
containing your slides.
Click Insert.
Click the Design tab.
Click the theme of your choice.
Add a title to your title slide and save
the file.

http://www.techrepublic.com/blog/microsoft-office/convert
-your-word-documents-into-powerpoint-2007-presentations/

Convert PPT file to Word

Go to Publish
Create handouts in
Word

Inserting chart table etc.

If you open a new

slide, all options
are also available
on the blank
portion.

Embedding a chart from other files

Often, in PPT the data file is missing when the PPT is sent by mail or through pendrive.
This is because the excel sheet is not embedded in PPT, please see the options carefully
on the clipboard icon on bottom right of chart after insertion, click on it

6
4
2
0

Series 1
Series 2
Series 3

See the options choose option 2, Excel Chart (entire workbook) for
embedding the file on your PPT.
This will ensure that you can edit the chart when needed.

Are you ready for presenting?

Thank you