effective presentation skills - gallatin county,...

9/30/2013

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Effective Presentation Skills

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All About You!!

The opportunity presents itself.

The stage is yours.

What would you like the audience to know about you, your organization or your topic?

GIVE US YOUR ELEVATOR PITCH

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All About You!!

– Your Name – not too scary yet

– Your Business, Company, and Position – getting a little tougher

– Your Close—Smile, you did it!

Relax, this is a piece of cake!

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Setting the Stage

Fortunately for each of us, most great speakers are not born, they are made…and you can be one of them.

Great presenters will tell you that good and effective presentations require a great deal of planning….they don’t just happen.

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Four Key Components

• The Situation – determining the purpose, occasion, and environment.

• The Audience – identifying the needs and expectations of your audience.

• The Speaker – understanding, controlling, and conquering your fears.

• The Presentation – planning, preparing, and delivering a great presentation.

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The Situation

Isa Engleberg, in her book “The Principles of Public Presentation,” proposes the 7P approach:

• Purpose – Why?

• People – Who?

• Place – Why, this group now and in this place?

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The Situation

• Preparation – Where and how can you find good ideas for your speech?

• Planning –The best way to adapt your presentation to the purpose, people, place, etc.

• Personality – How do you become associated with your message in a positive way?

• Performance –What delivery techniques will make your presentation more effective?

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The Audience

• What are their needs?

• Why did they invite YOU?

• What do they expect from you?

• What is their knowledge, skill and level of experience with the topic?

Try to put yourself in your audience‘s shoes. What would they like? What can you do to familiarize yourself with your audience?

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The Audience

The tone of your presentation would depend on whether the audience was, in general, apathetic, hostile, favorable, or mixed.

Humor, if used in the right way and setting, can be a valuable ally.

Develop an appropriate but attention-getting title.

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The Audience

MAXIM #1: “Speaking is show business!”

“The Jolson Principle” (1) give ‘em what they want, (2) give ‘em some more, (3) leave ‘em wanting more.

MAXIM #2: “Be mediocre!”

Your audience will most likely be thrilled if you’re just not boring! Honest!

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The Audience

MAXIM #3: “Your audience doesn’t care…”

This is a little painful but, Your audience doesn’t care about YOU…they care about themselves. Some people in life walk around in a state of WIIFM (wants in it for me!!) And naturally, this attitude carries over to your audience. Don’t be incensed by it, use it to your benefit, and provide them what THEY want.

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Four Key Components





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The Speaker

Don’t confuse “overcoming the fear of public speaking,” with “overcoming the fear of failure.”

Remember:

• Even “professional” speakers get nervous, and

• Your audience is probably expecting less than you expect of yourself.

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FEAR

• What are your “fears” when it comes to public presentations?

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The Speaker

FOUR reasons why speakers get nervous

(directly related to the 4 key components of a presentation)

1. The Situation – purpose and/or setting.

2. The Audience –expectations of your audience.

3. The Speaker – unrealistic expectations of yourself.

4. The Presentation – unprepared.

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The Speaker

Understand the sources of your Fears:

• Anxiety is better than apathy.

• Keep things in perspective.

• Ask yourself, “What’s the worst thing that could happen?”

• Believe in your message.

• Be Prepared.

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The Speaker

• Skip the apology – Amazingly, audiences usually don’t have a clue that you are nervous. Breathe.

• Remember that the audience is almost always on your side – Unless you are announcing a downsizing, your audience is there to learn and/or to be entertained, not to see you fail.

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The Presentation

Central theme

Main points

Organize the content

Prepare an outline

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The Presentation • The Preparation Phase – restructure your outline

into a “presentable” format. Utilize the following techniques to help you with this:

“The Universal Speaker’s Law”

(1) Tell them what you’re going to tell them

(2) tell them

(3) tell them what you told them.

• This roughly translates into: an introduction; a body, and a conclusion.

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The Presentation

Introduction – dynamite, attention-getting opener plus a brief summary of the topic.

The Body – three main points.

The Conclusion – dynamite, thought-provoking closing.

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The Presentation

The Delivery Phase – this is where you as the presenter, turn your written words and thoughts into a unique presentation that only you can do.

• The Power Point

• To memorize or not

• Reading to your audience

• Jokes

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The Presentation

• Quotations – utilize quotations to support your theme or any point within the presentation.

“Some people talk because they think the sound is more manageable than silence.”

-Margaret Halsey

• Analogies – help you to make a point more memorable.

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The Presentation

• Definitions/Acronyms

• Anecdotes

• Rhetorical Questions

• Direct Statements

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The Presentation

• Startling Statistics –

The national average of employees using drugs or alcohol in the workplace is

19%.

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The Presentation

• Historical Events

– 16/12/1773 - Big tea party in Boston harbor-Indians welcome (Boston Tea Party)

• Cartoons

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The Presentation

• Games & Role Play

• Simulations

• Puzzles

• Case Study

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The Presentation

Choosing and Using Ice Breakers

• Purpose of Ice Breakers

–Help learners feel at ease.

–Obtain information.

–Communicate information.

– Transition into training session.

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The Presentation

Choosing and Using Ice Breakers

• Criteria for Ice Breakers

– Should involve everyone.

–Relates to content.

– Low risk for participating.

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The Presentation

Closings

Good closings do several things:

• Provide learners with an opportunity to assess their own learning and progress.

• Give trainees assurance they have met the goals of the program.

• Stress that learning is not a one-stop-shop, but a continuous process.

• Recognize the learners as critical participants.

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Communication Checklist

1. Enthusiasm

2. Smile

3. Introduction

4. Eye Contact

5. Voice Variation

6. Ums and Ahs

7. Everyday Speak

8. Real-life Examples/Situations

9. Body Language

10. Appearance

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Making The Presentation

The Voice – The voice is probably the most valuable tool of the presenter.

Volume

Tone

Pitch

Pace

Color

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• The Body ___% of the way we communicate is through non-verbal cues!

• Posture

• Eye Contact

• Facial Expressions

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• Gestures – If you fail to gesture (keep it clean) while making a presentation, you will be perceived as stiff & boring.

• Proximity –

– Intimate zone

– Personal zone

– Social zone

– Public zone

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Other Presentation Tips

Hands out of pockets and no podium hugging!

Movement

Familiarity

Flexibility

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Other Presentation Tips

Vary your presentation techniques

Setup and be prepared well before your audience arrives

Consider the time of day your are presenting

Never go long

Handouts

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Questions

• After inviting questions, wait at least 6 seconds to allow the audience to generate a few.

• Once a question is asked, repeat it for two reasons (1) so that everyone can hear it, and (2) to ensure you got it right.

• When answering, direct your answer to the entire audience, but as you finish up, look to the person who asked the question, which helps to validate that individual.

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Questions

• Relate your answer back to the main points

• If, after carefully listening to the question, it is unclear, ask for clarification. If you do not have the answer, be honest and tell them you will get back to them.

• Answers that are 10 to 40 seconds work best.

• If someone takes issue with your answer, try to find something in their argument to agree with; e.g. “Yes…I understand your position….”

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Classroom Management

Possible Participant Distractions

– Personal problems are top of mind.

– Thinking there are more important things to do.

– Special occasion/outing at the end of the session.

– Uncomfortable room temperatures.

– Other participants with whom they want to chat with.

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Dealing with Problem Participants. Some reasons why problems occur:

Inappropriate training tempo.

Lack of adequate ______________.

Inadequate rehearsal.

Inadequate audience involvement.

Instructor’s low prestige.

Instructor’s personality.

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Four Key Components





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Types of Participants:

Wallflower: “If I’m quiet enough, maybe no one will notice me.”

Naysayer: “This will never work, and the Company will never support this.

Distracted: “ _____________________________.”

Know-it-all: “I know this; I do it all the time. I ask questions I already know the answers to.”

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Final Tips

Presentation Mistakes to Avoid:

• Appearing Unprepared

• Appearing Disorganized

• Starting Late

• Falling Off Schedule

• Ending Late

• Apologizing for Yourself or the Organization

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Final Tips

• Not Covering What Was Promised

• Handling Questions Improperly

• Not Improving Upon Bad Habits

• Using Inappropriate Humor or Language

• Pretending to be More Than You Really Are

• Not Being Attuned to the Physical Environment

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OH, THE PLACES YOU’LL GO

“You won’t lag behind, because you’ll have the speed.

You’ll pass the whole gang and you’ll soon take the lead.

Wherever you fly, you’ll be the best of the best.

Wherever you go, you will top all the rest.”

- Dr. Sss

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Thank You!

Good luck in your forthcoming career as an “unprofessional” speaker. Remember, read as much as you can get your hands on about your chosen topic. Follow the advice from this class, and take the opportunity to speak before a group.

“All the great speakers were bad speakers at first.”

- Ralph Waldo Emerson

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