PRESENTATION SKILLS

Superior Presentations are 25% Content and 75% Pure Theatre

Presentations are an inevitable part of our professional lives. But a simple mantra for
successful presentations is PPP- Prepare, Practice and Perform.

PREPARE

The most critical aspect of any presentation is a systematic and detailed approach to
preparation. Thorough preparation promises a successful presentation as you feel more
composed and are able to deliver confidently. To make it simple you can follow the 4
Cornerstones to guide you.

Know
Know
Your
Yourself
Audience

Know Know
Your Your
Purpose Content

Know Yourself

Dress for Success and Work on your Body language- (refer to participant handouts on
Grooming)
Non-Verbal Communication:
Our body language can positively or negatively impact the way we interact with one
another. It can be a powerful tool for reinforcing or contradicting a message. To avoid
communicating negatively through body language, get feedback from family members or
friends on how you deliver a presentation.

Know Your Audience

Knowing your audience allows you (the speaker) to determine what and how you need to
present. The speaker can demonstrate concern for the audience’s interests and greatly
enhance the effectiveness of a presentation by gathering pertinent information about the
audience and tailoring the presentation accordingly.

Create an Audience Profile:

Audience Information Why?

Roles and Responsibilities Use job related examples
 Audience Information Why?
Age Ensure the use of age
appropriate content/materials

Knowledge Base Tailor presentation based on

knowledge of the audience
Learning Styles Incorporate all learning styles

Culture Use culturally sensitive

content/materials

Number of Participants Ensure enough

materials/handouts are
available

Purpose for Attending Address the question, what’s in

it for me (WIFM)?

Know Your Purpose

It is essential to know your purpose for giving a presentation. A simple sentence can be a
means for defining the purpose of a presentation. In addition, it can start in helping to
determine the content.

As managers, decide whether the main purpose of your talk is to…

• Provide information (increase awareness)
• Initiate and Action (Change attitudes)
• Build new skills (training activities)

Types of Presentation
One of the first things to decide when preparing a presentation is the type of speech.

Informational (provide information) – The purpose of an informational speech is to

inform the audience about a specific topic or issue. For example, a speaker may want to
inform the team about new policies.

Initiate an Action (change attitudes) – Inspire your audience to make a change by using
personal and emotional appeals. For example, the speaker might share a positive
experience with a customer, to initiate a new process or strategic initiative being taken by
the organization. A story always sells.

Demonstration (build new skills) – The purpose of a demonstration speech is to teach

the audience something new. For example, you are learning techniques for delivering a
more effective presentation.

Extemporaneous – An extemporaneous speech is when a person is asked to speak

without preparation. For example, at the beginning of this workshop a few people were
asked to speak about their peers.
Know Your Content

One you have figured out the first three cornerstones it is easier to jot down your content.

• Prepare the outline based on the information you have collected. Structuring the
presentation content is perhaps one of the most important aspects of a presentation.

• Know your source -where your content information is coming from

• Conduct research on the topic

• Use content information from credible sources
• Incorporate data/statistics that are relevant to the audience
• List some resources that will be helpful to the audience
• Follow the KISS rule – Keep it Short and Simple
• Beware of Jargon /Technical terms– Use only of Audience is familiar with the terms.

• Allot time to each section of your presentation

Eg. If you are giving a 30 Minute Presentation you could break it up as given below.

Introduction 5 mins

Main Body 15 mins

Conclusion 5 mins

Q&A 5 mins

The time for each section will vary based on the topic of the presentation and your 4
Cornerstones.

• Organize Your Content - It is usually not very difficult to find enough material for a
speech. The hard part is deciding how to put it all together.
i. Have an Idea File – Put all the content that you collect in one place.
Research your data thoroughly. You should have many times more
material than time to cover it in your talk.
ii. Develop several alternatives and ask others for their preference. Keep
making changes until you arrive at one that excites, pleases, and
enthuses everyone.
iii. Use visuals that make your content easy to understand – Images,
Photos, Graphs, Charts or Bullet points. But remember humans usually
tend to remember in threes, so try not to exceed 3 bullet points.

• Make use of different media of delivering a Presentation. Remember presentations

do not imply only Power point. It could involve different tools like whiteboard,
flipcharts, display boards, Videos, Audio tools and demonstrations. It also helps if
you provide handouts to your audience especially if your presentation is data
 intensive and complex. Use tools that are relevant and engage the audience and help
you convey your message more clearly.

PRACTICE

Once your content is ready all you need to do is run through it several times. Proof read it
for errors and rehearse your presentation till you know it inside out.

Communication Techniques:
Below are simple steps that can be used to better communicate with audiences.

• Eye Contact – Making some eye contact with listeners in a group presentation is
perceived as appropriate and makes the speech more interesting and credible.
Smile and use a positive approach.

• Vocal Variety – Speaking clearly and projecting your voice helps the listener(s)
maintain interest in your presentation. Avoid giving monotone presentations by
considering these four ways of varying your voice:
• Speed – from slow to fast
• Volume – from soft to loud
• Pitch – from low to high sound quality
• Enthusiasm – from low to high energy

• Stance and Gestures – Using stances and gestures appropriately can help convey
a confident image and reinforce key points in an interesting way. Stand with your
feet directly below your shoulders (not in a stiff manner) and make slow gestures to
emphasize or illustrate key points.

• Pause and Breathe – Taking time throughout a presentation to pause and breathe
helps the presenter to remain calm, remember speech content, and maintain the
audience’s interest. In order to pause and breathe, the speaker simply pauses for a
few seconds at the end of a thought or sentence and take a deep breath.

Avoid Filler Words:

These are words (also known as vocalized pauses) that some speakers use instead of
pausing and breathing. Examples include “um,” “ah,” “uh,” “and so,” and “you know.” Most
speakers are unaware that they use these words and how distracting it is to their
message.

Get in training with vocal exercises

Whether you want to prepare for one high-stakes presentation or be ready for hours of daily
conference calls, it’s essential to train your voice for its best performance. Just like exercise
prepares your muscles for a challenging event like running a marathon, your voice needs
training to get in shape for the demands of public speaking.

Vocal warm-up: Moses advises warming up and stretching your voice first thing in the
morning, or at least two hours prior to your presentation. Here are some good exercises to
stretch the vocal cords and energize your articulators. Gradually warm up your voice by
starting at mid-pitch and volume and expanding outward. Click on the links to see her
demonstration videos.
The siren: This is an exercise that helps you broaden your vocal range.
Stretch your facial muscles: Begin by putting on your broadest smile. Then open your
eyes as wide as you can, and open your mouth as wide as possible. Good vocal variety
goes hand in hand with good facial expressions, so your face needs to move along with
your voice.
Repeat “patty cake” over and over, as fast as you can, to engage your tongue.
Say “watermelon” over and over, enunciating each syllable.
Repeat “eee-oohhh” and exaggerate the mouth movements of the vowel sounds.
Sing: Singing requires an extra amount of vocal energy that speaking does not. Once you
know how to tap into that energy that’s required for singing, you are well on your way to a
great speaking voice. If you’re self-conscious, Moses advises singing along with the radio
on so you don’t necessarily hear yourself but you get that vocal warm up. You may want to
avoid doing these exercises in public.

Use your breath

A strong voice requires adequate breath support. If your voice feels weak and shaky from
nerves, try Moses’ strategy for a more supported voice. First of all, stand up whenever
possible when you speak, which automatically gives you more energy. Use good posture,
which allows your lungs to expand to their fullest capacity. Take a very deep breath, all the
way down to your abdomen, using your diaphragm. Speak on the exhale. Many speakers
tend to take a breath, let it out, and then start to speak. Instead, use your breath and allow
your words to come out as you exhale. To get rid of that shakiness when you are nervous,
try controlling your voice by squeezing your abdominal muscles a little as you speak.

More tips for frequent speakers

If you present on a regular basis, here is some additional advice from Helen Moses to keep
your voice in the best possible shape:
• Stay hydrated. Your throat won’t be so dry on stage if you make sure to begin hydrating
well beforehand, at least 48 hours.
• Go easy. Build in periods of rest for your voice. If you are on conference calls all day, try
to allow at least 10 minutes between calls, and at least an hour at the end of the day with no
talking.
• Avoid the hard glottal attack. That’s the term for starting words that begin with vowels so
that they sound very harsh, and this habit can be very irritating to your vocal cords.
• Avoid yelling! It’s fun to get excited and scream at sports events, but it’s tough on your
vocal cords.

Approach your presentation as a conversation

One of the most effective strategies for engaging your listeners is talking with them as a
friend. Approaching your presentation as a conversation helps you relax and use the kind of
vocal inflection and variety that establishes a connection. Not only will you gain your
audience’s attention, but also you’ll project the authenticity and credibility you need to get
results.

Tips:
• Audiotape yourself
• Ask a friend or family member to watch and inform you when you are using these words
• Videotape yourself

PERFORM

The day of the presentation try to reach the venue a bit early so you can set
up your equipment and test it and also get comfortable with your surrounding.

Introduction - One of the functions of the introductory part of a presentation is to gain the
attention of the audience. Capture the interest of the audience by making your opening
statement strong. Introduce yourself to gain credibility. Establish the topic and preview of
what you will be talking about.

Main Body - The body is where the bulk of your main points and supporting information are
located.

• Focus on three main points

• Support each main point with facts, evidence and reasons
• Use a variety of learning styles and interactive exercises to help emphasize each main
point
• Keep in mind, the interest of the audience should be maintained throughout the
presentation.

Conclusion - Bring your presentation to a close by finishing as strongly and clearly as you
started. Provide your audience with a clear “take-home” message by returning to the main
points in your presentation. Do not end suddenly; give your audience some idea that you
are coming to a close.

• Summarize the main points

• Incorporate a memorable closing or call for action
• Provide a list of resources or references
• Ask participants to fill out the evaluation form
• Allow time for questions and answers

Question and Answer Session

Tips:
• Consider what questions may be asked and prepare answers ahead of time
• Do not be afraid to say you do not know the answer to a question
• Always be polite when answering questions
• Allow the audience to answer some of the questions asked in order to enhance
their experience and allow knowledge sharing
Below given checklist can help you at the venue.

Source: Sustainable Management Development Program.

 Presentation Checklist
Yes No N/A Comments
Facility
Is the room set up appropriately?
Have you made arrangements for an adequate
number of tables and chairs?
Do you know the location of the light switches
and electrical outlets?
Do you know the location of the restrooms?
Have you made arrangements for
refreshments? (if appropriate)
Equipment and Supplies:
Do you have all the equipment you need for the presentation:
• Projection screen
• Computer with appropriate software
installed
• Television
• DVD or VCR player
• Movie projector
Is the overhead, slide, or movie projector in
focus?
Do you have extension cords?
Is the whiteboard or flip chart in place?
Do you have markers or erasers for the
whiteboard, flipchart, or overhead
transparencies?
Do you have an extra supply of pencils, paper,
etc. for the audience?

Giving a Data-Driven Technical Presentation

(source: http://www.huffingtonpost.com/dianna-booher)

Keep these points in mind as you develop your presentation:

Know your audience and why you're presenting to them. If you have three levels of
management to brief on your topic, it will be rare if the same slide deck works for all three
audiences. Some slides will need more context than others. Some charts will need more
information on the legends than others. Definitely slide order and titles will need to change
to match the different audience needs, knowledge, and uses as you move up the chain of
command.
Decide what story you plan to tell with the data. Then select the data you need to
make your key points memorable. Think like movie scriptwriters. They do not set out to write
about every day in the life of a character -- or even every day in the romance between John
and Jane. They select a few key scenes. Boy meets girl. Boy loses girl. Boy gets girl. Map
out your storyline (or key points) before putting ANY data on a slide.

Decide which points of your presentation need data support. Just like the novelist
who knows a lot more about her characters than the novel or movie presents, typically you
have much more data than you will ever use. Be selective and use data sparingly -- or your
audience will remember nothing. Your goal is not to show you gathered mounds of data.
Your goal is to present a persuasive message or informative briefing.

Think of words and concepts to convey the conclusion you want the audience to
draw from your data.

For example, in my work with engineers in the defense industry, it's not unusual for an
engineer to start with 60 slides for a 20-minute briefing. But maybe eight of those slides
illustrate the 12 percent reject rate because of a faulty widget. Rather than eight charts
showing where in the process the defects are showing up, the engineer really needs only
ONE chart.

If the engineer intends to focus on a problem in the manufacturing process that is causing
the high-reject problem, the ONE chart should show visually in the assembly process where
98 percent of the problems occur, coupled with the $XXXX cost, along with the 12 percent
rejection rate. That chart tells a story, backed up by words, supported by data (what needs
to be corrected and why).

Overview the key point of a chart; then display it. Never compete with your charts.
That is, never display your charts and then immediately start talking. Your audience can
either listen to you or digest the chart -- but not both simultaneously.

Choose a chart appropriate to the concept. For example, a line graph shows trends. A
bar graph best highlights extremes.

Provide a summary headline -- not just a topic. Think newspaper headlines. Your
visual should be able to stand alone -- when you're not around to explain it. There are two
reasons for this:
Occasionally, audience members fall behind in trying to digest your presentation and miss
your spoken overview. They should be able to "catch up" by reading your headline.
Often, technical slides (even those not actually displayed during a technical presentation)
are provided afterward to audience members. Such a headline makes them self-
explanatory.
Although "it's all about the numbers" when holding the winning lottery ticket, when doing
technical presentations, it's all about the story behind the numbers.