how to make presntations

8/10/2019 How to Make Presntations

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PRESENTATION TECHNIQUE &

SOFTWARE

Application of Information and Communication Technologyto Production and Dissemination of Official statistics

10 May11 July 2007

M Q HasanLecturer/ Statistician

UN Statistical Institute for Asia and the Pacific

Chiba, Japan

Email : [email protected]


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Objectives

Gain experience presentation Skills

Gain experience with power point software Use above experiences for country report

presentation


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What category describes you ?

Avoider

Accepter

Resister Seeker


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Presentation Skills


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Presentation ChallengesContentOrganizationDeliveryFear


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CONTENT Relevant material for audiences knowledge

level

Acknowledgement of audiences wants andneeds

Sufficient depth in support material

Interesting examples for audience

Appropriate visual aids


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ORGANIZATION Introduction

Grabs audiences attention and keeps it

States clear agenda

Body

Follows clear organizational plan

Conclusion

Summarizes main points Asks for clear action (if appropriate)

Closes with strong final statement


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DELIVERY Moves comfortably and gestures naturally

Looks at each member of the audience

Speaks conversationally and enthusiastically Handles visual aids effectively


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Fear (Being afraid!] Biggest problem when speaking to

groups is fear

Largely fearof theunknown Reduce fear by reducing the unknown


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Attaining Your Goals:

Some Answers

1) First, do your homework

2) Get the words in order3) Match the visuals to the

words

4) Deliver your presentation

5) Evaluate feedback


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1) First, Do Your Homework

What: Situation Who: Audience

Why: Objectives

How: Methodology


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Define the Situation: Is it to Inform? Teach?

Solicit input?

Persuade or sell?

Stimulate thought?

What is the most important

message that you want your

audience to receive?


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The Answers Will Determine the material

you will use

Guide your approach tothe presentation situation

Pitch your presentation to the

right level of the audience.


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Define Your Objectives Gives you a goal to hit, a goal to attain as a

result of your presentation

Do not include anything (data, visuals,examples, etc.) in your presentation thatdoesnt help you achieve the objectives


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Defining Specific Objectives What do I want my audience to say, think,

and/or do after my presentation?

What do I want to happen after delivering mymessage?

What is the level of knowledge of myaudience?


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Examples of Presentation

Objectives At the end of my country report

presentation, the audience will

understand how we do our statistical workand the work I do.

want to visit my country to experience her

people, culture and traditions.


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More Examples At the end of my demonstration survey

report presentation, the audience will

Appreciate why the survey topic is important

Understand the survey methodology and sample

design applied in the conduct of the survey

Agree that the conclusions and recommendationsare consistent with the main findings of the

survey


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2) Get the Words in Order Introduction Body

Conclusion


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also means

Tell them what you are going to say. Say it.

Tell them what you said.


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Introduction

(Tell them what you are going to say.)

Grab their attention

State your purpose

Explain your agenda

Establish personal benefit


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Remember to include

Greetings

Acknowledgements Agenda


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Project Work Agenda Introduction Background of study

Objectives of study

Research Hypotheses & Conceptual Framework Methodology

Data, Variables and Definitions

Statistical Methods Used

Main Results and Findings Conclusions and Recommendations


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Body (Say it.) Help the audience get the greatest amount of

information with the least amount of mentaleffort.

Main points (maximum of 7)


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Conclusion (Tell them what you said.) Summarize main points

Ask for specific action

Make last words memorable Not any questions? (Question and answer

BEFORE the final statement)

Not just thank you (Do this in the introduction)


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Some Answers


2) Get the words in order3) Match the visuals to thewords




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Visual Aids Are Visible (can be seen)

Aid (assist; help)

Dont automatically improve presentations

Visual Aids


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Visual aids play supportingrole.

Who plays the major role?


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You!

You are the expert

You are the one who was askedto speak


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Do use visuals to Focus the audiences attention

Reinforce your verbal message

Stimulate interest and add impact Illustrate factors that are hard to visualize


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Provide outline foraudience

Provide outline for you

Support verbal messagewith visual images toincrease retention

Support words with

numbers and graphics toincrease understanding

Visuals


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If yes,what visuals do I need?

A visual must be necessary.


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Preparing Good Visual Aids

Appropriate Clear Consistent Dynamic


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Appropriate (Who is your

audience?)

Type of visual aid Choice of overall design (template)

Choice of graphics/pictures/charts


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Present one key point per slide because more than one idea in a slide

Distracts the audience

Lessens the focus and impact of the message


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Make visuals big enough to see Up to the last row of seats

Should be easy to see

including the labels on charts and tables Highlight areas of a complex diagram or

flowchart or organizational chart


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Large and simple works well!

Prefer this size Not this size


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Make Text and Numbers Legible Use a minimum of 24 point size (This is 34

point) This is 24 point size This is 20 point size This is 14 point size


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Not this way:

Short bullets actually are much more effectivefrom a visual standpoint, while still effectivelymaking your point compared to longparagraphs of text (like this paragraph).

Presenting Text

This way: Short bullets work better


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5 x 5 Guideline Maximum of 5 bullet points

Maximum of 5 words per bullet


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When presenting numbers Maximum of 1015 numbers in a slide

Round to whole numbers

Prefer graphs over tables of numbers


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Consistent Background

Font

Structure Capitalization

Spacing

Illustrations Colors

Start with Design

Templates in

PowerPoint


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Use Color Carefully Keep consistent theme or template

No more than three or four colors per slide

Contrasting colors provides maximumvisibility

Dark colors for background

Light color for text


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Capital Letters Only for first letter of first word in bullet point

ALL CAPS (LIKE THIS) ARE MORE

DIFFICULT TO READ


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Use Sans Serif Fonts, such as

Arial

Berlin Sans FB

Tahoma

These are not sans serif fonts

Times New Roman Century


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Transitions & AnimationsMovement

Multimedia

Sight and sound

Stages and steps

Builds

Create interest

Guide eye

Simplify

Organize


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Using builds and animations Helps explain flow of complexprocess

Keeps audience attention

But, too much interferes with the message so use sparingly.

Avoid mixing different slide transition effects


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Review Your Country ReportWhich slides can be improved?


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How to Use VisualsSome Dos and Donts


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Talk about whats on the

slide.


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Give the audience time to see the

slide.


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How Many Slides? Give two-minutes for presenting a full slide

Arithmetic:

10-minute presentation = not more than 5 slides15-minute presentation = not more than 7 slides

20-minute presentation = not more than 10 slides


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Important Donts Do not read text on slides word for word

Do not face the screen and turn your back tothe audience when pointing to slides

Do not rely on slides completely

What do you do when there is no electrical power

or when bulb of projector unexpectedly burns out?


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Uses of Handouts Reinforce important information

Summarize action items for the audience tofollow-up on

Supply supporting data

Handouts are the place for detailed tables,organizational charts, explanations.


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You!

You are the expert

You are the one who was asked to speak


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Some Answers


2) Get the words in order

3) Match the visuals to thewords




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Show You Know Your Material Use written notes with discretiondont read

word for word.

Manage visual aids smoothly

Use pointers

Know how to move around in PowerPoint slides

view

Dont rush your delivery

Handle questions well


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Effective Public Speaking: 7%

Words

Voice: 38%

Tone Inflection

Face & Body: 55%

Facial Expression &Body Language


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Verbal Skills: Your Voice Speak clearly

Pronunciation

Volume

Pitch

Speak expressively

Tone

Pace and Speed

Timing

Technical

Dramatic


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Volume

Project your voice to be heard

Aim for back of the room

Gain maximum attention

Say some words louder


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Tone

Emphasis placed on aword to createmeaning

Variation preventsmonotonouspresentations


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Pace and SpeedSpeed at which speaker presents differenttopics or thoughts within a topic

Speaker adjusts pace according to listenersand speakers interest

Effective speakers change their rate of speedto fit their purpose, content, listeners &

personal style


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Timing

Go s l o w e r to emphasize major points

Pause often & lookat audience

Give emphasis withvoice & body


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Nonverbal Skills: Face & Body

Exhibit physical control

Face

Hands

Feet

Space

Dress appropriatelyHow you look

How you move


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Body Language:

Messages You Send Thru--

Facial expressionsPostureGesture


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Facial Expressions Eyes are the windows

to the soul

Face is the front of thehouse

SMILE!

Act out what youre

saying. Frown

Shake your head

Raise your eyebrows


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Posture DoStand up straight.


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Posture DontsLean on the podium

Stand with hands on hips

Sway back and forthStand with arms folded across chest

Arms behind back

Bury hands in pockets


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GesturesWhat to do with hands?


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Eye ContactUsing your eyes


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Use Your Eyes to Look at individuals

Not one but many

Establish eye contact at the end of a thought


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Eye ContactDont:Look out the window, at ceiling, at wall, atfloor

Look at one spot

Forget to look at the back row

Let notes get in the way of eye contact

Look over the heads of the audience


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Image Appropriate attire enhances credibility

Your attire is part of your message

Wear comfortable clothes


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Basics of Q&A Anticipate questions

Listen to the question

Repeat the question

Make sure everyone heard the question

Make sure you heard the question correctly

Dont guess

Keep your answer brief


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Express Confidence! Smile.

Stand up straight.

Look your listeners in the eyes. Be yourself.


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Practice, practice,

practice.


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Some Answers


2) Get the words in order

3) Match the visuals to thewords




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Evaluate Feedback

GiveSolicitReceive

Evaluate


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Giving Feedback

Specific

Descriptive, notjudgmental

Receiver asks for it

Well timed


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Asking for Feedback Identify people you trust

Ask them in advance toevaluate you

Tell them what pointsyou would like to beobserved


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Receiving Feedback Be receptive

Listen actively

Ask for specifics Accept responsibility

Find the truth

Say Thank you!


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When Silence Is Golden Wise men think without

talking; fools reversethe process.

Half of wisdom is beingsilent when you havenothing to say.

We were given two ears

and one mouth, so weought to listen twice asmuch as we speak.


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Feedback Form

1) Rate yourself.2) Ask someone to rate you duringthe country report presentation.

3) Compare (1) with (2).


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Acknowledgements

Slides from previous SIAP lecture notes

how to make presntations

Documents