Eng. Adel Samir Ibrahim Presentation Skills Session 1

Before We Hit the Road!

Good Presentation = Better Life!

Our Road Map Better Presentation Skills

What is a Presentation?! A visual & aural event intended to communicate, for the purposes of providing information, helping to understand, gaining agreement, and/or motivating to act.

What Makes a Great Presentation? Actually, a great presentation is a combination of the three elements: Content, which includes the research & organization of materials. Design, which is the architecture of the slides & the graphical enhancements Delivery, which is how you voice your message.

Phase 1 - Prepare

Get All The Details The details that you should get will generally fall into four categories, which you can remember as The Four P’s: Purpose (Why are you doing this presentation?) People (To whom are you delivering it?) Point (What do you want to happen as a result?) Place (Where are you doing the presentation?)

Never miss a part! People Place Purpose Point

Preparing Your Content Before you can start your research, there are three questions you should ask yourself: What do I want my audience to gain? What might they already know about my topic? What is the objective of the presentation?

What is a Brain Dump?! Brain dump is the act of getting out in the open everything you know about something. In terms of preparing for a presentation, the brain dump would include: whatever your audience should already know about the subject, what they need to get from your presentation, how they’re going to use what you present, what’s likely to interest them, & what questions they might have.

Phase 2 - Create

The WIIFM “Ruler” This is not a radio station, but it stands for “What’s In It For Me?”. That’s the question on most people’s minds when you start delivering your presentation. Since that question rules their minds, it should serve as the ruler by which you measure the value of the content of your presentation.

Why am I designing this presentation? That question breaks down into three questions: Am I designing it for my audience? Am I designing it for my image? Am I designing it for the objective of the presentation?

Tell, Tell, Tell The classic advice for presenters & writers is the “three tell” rule: Tell them what you’re going to tell them. Tell them what you want to tell them. Then tell them what you told them. As long as human nature stays the same, that advice just makes good sense.

Outline Format Outline Format

Outline Format - Introduction An introduction Should include an agenda and clarify the goals and objectives of your presentation. It also can include an overview of a situation, a statement of the current situation of the organization, or a recap of history. You Can use the strategies that help an introduction get attention: a quote, a question, humor, a creative image, an anecdote, or a sharing of emotions

Outline Format - Body You should choose your outline body style according to your subject, your audience, & the time allowed. Here are three main types of outline body styles: Chronological Shows events in order as they occurred Narrative (story telling) Takes the audience on a journey through a flowing presentation Problem/solution States the problem, the why’s, your solution, and a summary

Cause/effect States the cause and explains the effect(s) Topical Divides the general topic into several subtopics Journalistic questions Uses some or all of the what, who, where, when, why, and how questions Spatial Follows a linear logic based on location, direction, and space Outline Format - Body

Outline Format - Conclusion The main objective of the conclusion is to summarize the main points of your presentation It also provides closure to your presentation, and leave an impression It can consist of recommendations, future directions, next steps to take, and so forth

Converting Content into a Presentation Here are some key rules to follow when converting your outline into bulleted text: Use one concept per slide. Use key words & phrases (use action nouns & verbs, delete non-impact words…etc.). Stay within the 8 x 8 rule (with exceptions). Make your bullet points consistent in structure. Capitalize properly.

Know Yourself! How do you deliver presentations? What is your speaking speed? Do you stick to your script or do you elaborate? In practical terms, how many slides should you use in a 30-minute presentation?

Enhancing Your Presentation Determine the number of slides (Time Vs. Information) Create proper titles (Hook Your Audience) Ensure transfer of knowledge Ensure smooth transitions between sections Handle quotes properly Add questions to your presentation Use graphics & charts CAREFULLY Create useful handouts

Setting up a Great Presentation Key 1: Layout (using PowerPoint® templates, wizards & techniques) Key 2: Consistency (in placement of text & images, font styles & sizes, backgrounds, the style & treatment of imagery, & charts). Key 3: Color Your selection of colors set the mood, tone, reactions, & expectations for your presentations.

Adding Pizzazz to Your Presentation Pizzazz is what helps us grab attention & helps the audience retain the information in your presentation. Pizzazz comes in many forms & styles. You can add symbols, clip art, images, charts, sound, & even video. There are two things to keep in mind when you’re choosing the type of pizzazz you want to add: Will this help my audience better understand my message? Will this match my presentation style?

Ready, Set, No ... Now your presentation should be in tiptop shape, with just the right pizzazz from symbols, clip art, photos, charts, sound, and/or video. So you’re ready to move on? No. It’s always better to get at least a second opinion. Invite one or several colleagues, friends, or family members to preview your presentation

Phase 3 - Present

Environment & Logistics As a good presenter, you should try to check &, if possible, control the logistics & environment of the meeting at which you present. This includes: Date & time (selecting what is more suitable for both you & your audience) Room environment (room size & setup, lighting, facilities, temperature, & acoustics) Equipment (including both yours & whatever else you need to be available in the room)

Ask yourself?! Did I test the equipment? Is the room set up properly for my meeting? Can I control the lighting? Is the room temperature satisfactory? Does everyone know where the restrooms are?

Ask yourself?! Will I have enough handouts? Do I have a backup disk of my presentation? Do I have water available? Do I need any other visual support? Do I have a clock easily visible or watch to keep next to the computer? Have I scheduled enough breaks?

Killing the Butterflies In advance of your presentation: Practice (a lot, with friends or family). Memorize the first two minutes of your presentation (don’t try to memorize your entire presentation). Develop notes (use index cards or sheets of paper). Get enough sleep (especially the night before you’re making your presentation).

Killing the Butterflies In the hours before you present: Think positive thoughts Use affirmation (e.g., “I’ve got something they need or want” or “I can do this. I’m prepared. It will all go well.”). Eat light & avoid coffee & smoking. Make sure all the equipment is working properly. Remember that your audience are human, too, just like you. They want you to succeed.

Killing the Butterflies Setting Up Arrive early, if possible. Check over the facilities. Look around for anything that might get in your way Verify that your notes are in proper order. Make sure you have a glass of water. If you have time left, greet participants as they arrive. Just before you begin the presentation, set out your watch somewhere convenient.

Killing the Butterflies When you enter the room: Focus on making your movements fluid & confident, neither too slow nor too fast. Find a few friendly faces in the audience, for reassurance. Smile. Show that you want to be there. Be yourself.

First Impressions Presentation is a skill where preparation & attitude are apparent almost instantly. To ensure a good first impression: Start on time. Smile. Introduce Yourself (keep it short & to the point, but friendly). Have a proper eye contact (it helps to build a relationship of trust, & makes your audience feel that your going to be presenting to them & for them, not just in front of them.

Facilitation Tips To decide whether you should use a particular ice breaking activity, ask yourself these six questions: Will it help us progress toward the main objective of my presentation? Will it get every participant involved? Will it encourage the participants to get (better) acquainted & feel more comfortable together? Is it simple enough to explain, set up, & carry out? Is it appropriate for the number of participants & the setting? Do we have enough time for it? Breaking the Ice

Facilitation Tips Humor can do a lot to build rapport - especially if you direct your humor toward yourself - & to keep your audience interested & attentive. But it can also hurt your presentation. Tell appropriate jokes ONLY - & ONLY when appropriate, & remember these four points: Some people just can’t tell jokes. Some groups are tough crowds. Some topics just aren’t suitable for humor. Many jokes really aren’t all that funny. Take Humor Seriously

Let’s Go! Begin by outlining your objectives Even if you don’t have these on a slide Set a positive tone from the start. Get their attention (humor & ice-breakers). Be attentive to signals from the audience, Read your audience Imagine them asking, “So what?” Remember the WII-FM

Delivery – Your Body Language

Delivery – Your Body Language Stand straight, but not stiff. Don’t lean on the lecture or podium. Be relaxed, be casual, but don’t be lazy. Let your body naturally react to how you feel. Use your arms, not just your hands, to emphasize key points. Make open hand gestures, toward your slides & especially toward your audience.

Make GOOD eye contact. Do not keep hands in your pockets Do not keep hands “handcuffed” behind your back Do not keep your arms crossed Do not put hands in “fig leaf” position Do not wring your hands nervously Just let your body react to how you feel. Delivery – Your Body Language

Be Careful!

Delivery – Your Voice Practice to develop these three important qualities in your voice: Volume (Speak loudly enough to reach all the members audience without overpowering those closest to you. Intonation (Avoid to speak in monotone. Put more feeling into your voice and make it livelier by changes in your intonation). Pacing (For most of us, this is natural – except when we are nervous or excited. Practice, and you can figure out what sounds natural and appropriate for the points you are making).

Delivery – Your Movement If possible, “walk the room and work with your audience” Don’t stay anywhere too long, except around the front of the room. Respect the personal space of your participants. Don’t talk with your back to the audience. Don’t move while participants are talking. Don’t move simply because you’re nervous

Delivery – Your Movement Don’t hide behind furniture. Move appropriately & with a purpose. Don’t draw attention away from a slide Don’t move constantly. Use pauses for effects & emphasis. As you move around, don’t make participants squirm to follow your movements. Above all, don’t pace.

Delivery – Your Language When you speak, convey confidence & show interest in what you’re presenting & in the audience. Speak with feeling. Use short sentences & short, simple words. Use the active voice rather than the passive voice. Make sure you don’t run words together or trail off at the end of phrases & sentences.

Delivery – Your Language Make every word count. Repeat & rephrase important points. Emphasize the sense of shared experience & interest. Make sure you don’t run words together or trail off at the end of phrases & sentences. Speak precisely, slowly, & concisely so that everyone of your audience can clearly understand your message.

Facilitation Tips Here are some indicators that you can use to monitor how much your participants are engaged in your presentation: Do the participants understand the information? Do the participants understand why this information is important to them? How are you doing in terms of your agenda? Keep them Engaged

Facilitation Tips Dealing with tough situations Problem (1): “Know-it-all” A participant who feels like more of an expert than you. Problem (2): Unprepared participants Those who haven’t prepared for the presentation as you requested Problem (3): After-lunch nap time One of the toughest times to keep people engaged Problem (4): Non-stop talker A participant who carries on conversations during the presentation